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FACE Policies

Please see below for the policies that refer to

using the FACE website and attending the FACE online Teach and Workshop sessions

Working Mom

FACE Online Behaviour Policy

Online Learning – learner conduct, communication and content online*

  1. Courtesy and confidentiality

Treat others with the same courtesy and respect as you would in a face-to-face conversation.

Don’t write or share anything that is:

  • defamatory, obscene, discriminatory, illegal, incites hatred or could damage the reputation of FACE

  • confidential or infringes another person’s privacy; for example, you should not post someone’s contact details

  • sent to you privately and not intended to be shared with others

  • likely to make someone feel bullied or harassed

  • malicious or potentially harmful to others.

  • Don’t engage in commercial activity

  • Although it seldom happens, moderators can and will remove content that they decide is unsuitable.

 

2. CAMERA On or Off

In Teach sessions you can choose if you want your camera on or off. How much or how little you interact is completely up to you. You are welcome to keep your camera off and just listen if you would like to. You have complete control and you will not be asked to speak or interact with the facilitator or any other attendees unless you wish to do so.

In Workshop sessions we would like you to have your camera switched on. This helps the facilitator to identify non-verbal signals about the session content and your engagement and it helps other attendees to develop good working relationships. If for any reason you feel unable to have your camera on, please contact the facilitator.

It is possible to blur your background within video chat. This way you can obscure other attendees and facilitator from seeing any other people or family photographs in your background. In Workshop sessions you aren expected to fully engage with the facilitator and other attendees (Q&A, group discussions, breakout rooms, paired and drop exercises). 

You should try and access your online session in a quiet and private location to reduce distractions for you, other attendees and facilitators. Ask housemates and family members to avoid interrupting. We realise this isn’t always possible so please talk to the facilitator if you have any concerns.  Chat messages, emails and notifications popping up on your screen during the online session time can be very distracting and interfere with your level of engagement, you may want on switch these off during your online session.

3. MICROPHONES

  • Please ensure that you join Teach and Workshop sessions with computer audio on.

  • Please keep your microphone switched off on entry as this stops any background noise interfering with the facilitator or other attendees. 

  • If you wish to speak, please switch your microphone (mic) on. Otherwise no-one can hear you.

  • If the facilitator calls a comfort break at any point, please remember to not only switch your camera off but also your microphone. If your camera is off but your mic is still on everyone can hear what is happening in your home. ​

4. IDENTITY

You are able to edit the name the appears on your zoom profile. The facilitator and other attendees will refer to you by the name that appears, unless you instruct them when you join a session to call you by a different name.

FACE advises you to be extremely cautious about sharing your address or telephone number, and make sure you reveal no information that could pose a security risk such as your date of birth or mother’s maiden name.

5. CHAT BOX MESSAGING

Most sessions will give you the opportunity to use the zoom chat box to give your opinions, answers, comments and to ask questions. This is a great way of sharing ides with the facilitate and other attendees. Remember though,

online messages are sometimes misunderstood because the person’s facial expression can’t be seen. It can help to use emoticons to show you are smiling, surprised, sad, embarrassed and so on.

Don’t write in capital letters because it can look as though you are SHOUTING and is harder to read.

There is an option to speak to all present or to message people individually. Please refer to the top of this page, section 1. Courtesy and Confidentiality for guidance.

 

6. CONTACT

You may us the chat box during sessions to contact the facilitator and to ask questions.

You may email FACE at info@facefamilyadvice.co.uk 

You contact via the website messaging system at www.facefamilyadvice.co.uk

You can write to FACE at Face Family Advice Ltd, 134-146, Curtain Road, London, EC2 3AR

 

7. DOs & DON'Ts

Do be courteous to other participants

Don’t make distracting sounds

Do speak clearly

Don’t shout

Do keep body movements minimal

Don’t make distracting movements

Do move and gesture slowly and naturally

Don’t interrupt other speakers

Do be yourself and have fun

Don’t carry on side conversations

Do dress appropriately

Don’t wear “noisy” jewellery

Do maintain eye contact by looking into the camera

Don’t cover the microphone – mute yourself if you do need to speak to someone outside of the class or to cough/sneeze.

 

 

*Resources informed by OU https://www.open.ac.uk/

 

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

FACE Cancellation Policy

Payments are taken for sessions and courses in advance. If an attendee wishes to cancel their place on a session or course, they may do so and receive a full repayment on these conditions:

  • Payment has been made in full and has been received by FACE Family Advice Ltd

  • Cancellation notice is received by email 14 days before the start date of the session or course

  • A full refund of fees will be made if a session or course is cancelled due to a service failure or unforeseen circumstances

 

If notice of cancellation is NOT received 14 days before session or course start date, there will be no refund.

 

Sometimes we must change the day, time or venue for a course. We will notify you of this. Under the following circumstances you will have 7 days from the date of our notification to request a refund (either pro-rata if the course has started, or in full if it has not started) if you are unable to attend the course due to our change of arrangements:

If the day of a course must change due to unforeseen circumstances

  • If the time of a course must change due to unforeseen circumstances (and the change is greater than 60 minutes)

  • If the venue of a course must change due to unforeseen circumstances (and the replacement venue is more than 2 miles away from the original venue)

  • If we decide it is in the interests of the safety of learners and/or staff, or under guidance from Public Health England and/or other Government departments, to move delivery of a course online then no refunds will be made as a result of this.

  • Learners should not turn up for any session without enrolling.

 

Cancellations outside of this policy, for exceptional circumstances, are entirely at our discretion.

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

 FACE Equality & Diversity Policy

FACE (Family Advice Communication Education) delivers learning and training sessions across the UK online via ZOOM and as bespoke face to face training. FACE promotes the four fundamental British Values: democracy, the rule of law, individual liberty and respect and tolerance for others.

 

We adhere to the Equality Framework for Local Government (EFLG) 2020 Version and its commitment to promote equality and celebrate diversity. The Equality Framework covers promoting equality and respecting diversity on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, religion or belief, race, sex and sexual orientation.

 

We recognise that people on very low incomes or that live in relative poverty may also experience inequality and reduced life chances. Other groups also need additional support to achieve their aspirations. FACE is committed to supporting disadvantaged individuals and groups to improve their ability to access and engage with FACE sessions and courses. FACE works closely with schools, charities and UK Government services to enable costs to be covered and attendance enabled.

Financial concessions and free sessions are applied to support those on low income. These can be discussed on an individual basis. Recorded sessions are available for £5 and social care teams and schools are invited to cover the costs for low-income parents who wish to attend but genuinely do not have the resources to do so.

 

20% discount code is available to students (student card ID required) and to individuals referred in by the Home Start charity.

 

 

 

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

FACE Prevent Policy

Prevent (counter-terrorism) strategy* and safeguarding

FACE fully supports the UK Government Prevent duty guidance: for further education institutions in England and Wales (Updated 1 April 2021).

*Section 26(1) of the Counter-Terrorism and Security Act 2015 (“the Act”) imposes a duty on “specified authorities”, when exercising their functions, to have due regard to the need to prevent people from being drawn into terrorism. There is an important role for further education institutions, including sixth form colleges and independent training providers, in helping prevent people being drawn into terrorism, which includes not just violent extremism but also non-violent extremism, which can create an atmosphere conducive to terrorism and can popularise views which terrorists exploit. It is a condition of funding that all further education and independent training providers must comply with relevant legislation and any statutory responsibilities associated with the delivery of education and safeguarding of learners. 

FACE is committed to show ‘due regard to the need to prevent people from being drawn into terrorism’ (Counter-Terrorism and Security Act, 2015).

If any concerns are raised that an attendee is identified as being in danger of being radicalised, these concerns will be passed on to the FACE Safeguarding Officer. The Safeguarding Officer can be contacted at info@facefamilyadvice.co.uk 

You must not share electronic content with facilitators or attendees which could be seen as extremist. This includes videos and posts that support or encourage hate, violence, abuse, illegal/harmful activity or conspiracy theories. Be mindful of non-course related social media posts that you share and consider how appropriate they are for the audience you are sharing with – even things you may consider as fun could cause offence or upset to others.

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

FACE Safeguarding Policy

FACE Family Advice Ltd (the Company) is a company run for the following purposes:

• To deliver online (live and remote) training relating to family issues, emotional management and communication skill development.

• To deliver face to face training in the community for schools, services and individuals involved in supporting families.

• To signpost to relevant services and organisations related to family issues, emotional management and communication skill development.

The Company is currently an online only company. The company contact details are www.facefamilyadvice.co.uk

The Company has adopted this safeguarding policy and expects every adult working or helping at the Company to support it and comply with it. Consequently this policy shall apply to all staff, managers, trustees, directors, volunteers, students or anyone working on behalf of the Company.

Safeguarding Policy: To be read in conjunction with FACE PREVENT Policy and Health & Safety Policy

Whether you’re attending online or face to face in the community, we promise to keep you safe by listening to any questions, queries or concerns you may have. We have a dedicated safeguarding team who will pick this up and take the correct course of action to ensure you are safe.

Any Safeguarding concerns should be reported to info@facefamilyadvice.co.uk

 

At FACE, your safety is at the heart of everything we do.

Safeguarding is incredibly important at all stages in life, and as a training provider, we have a duty to keep all learners as safe as possible. For more information about this, please read the Government website here.

https://www.gov.uk/government/publications/prevent-duty-guidance/prevent-duty-guidance-for-further-education-institutions-in-england-and-wales

For information about how to stay safe online and online etiquette, please read our Online Behaviour Policy.

 

Purpose of the Policy

This policy is intended to protect children and vulnerable people who receive any service from us, including those who are the children of adults who receive services from us. Under this policy, the term children shall mean any person who is under eighteen years of age, including vulnerable adults.

The Company believes that no child or young person should experience abuse or harm and is committed to the protection of children, young people and vulnerable adults. This policy is intended to provide guidance and overarching principles to those who represent us as volunteers or staff, to guide our approach to child protection and safeguarding.

 

The Risks to Children

Children can be vulnerable to different forms of abuse and harm. It is important to recognise that abuse and harm of children can cover a wide range of circumstances and behaviours. For example, children can be at risk of:

  • Physical or emotional abuse

  • Neglect

  • Sexual abuse

  • Female genital mutilation (FGM)

  • Grooming and exploitation

  • Trafficking and modern slavery

  • Exposure to or infliction of domestic abuse

  • Bullying or cyber bullying

  • Exposure to other inappropriate content or behaviour, such as criminal behaviour

  • Self-harm

  • Physical harm when engaging with activities without adequate supervision

The causal factors of any such harm and/or abuse can also be wide-ranging. For example, children can be placed at risk by family members or by members of the community.

 

Safeguarding Principles

Safeguarding children from harm and abuse is an essential responsibility for our Company. We are committed to ensuring that any child who comes into contact with our services, is properly safeguarded. Every person under this policy must ensure that they play an active role in ensuring that children are properly safeguarded.

Every person under this policy holds responsibility for:

  • Remaining alert and aware of possible safeguarding risks to children

  • Guarding children against harmful environments with appropriate actions (for example, adequate supervision or ensuring safe environments)

  • Taking positive steps to maintain the safety and well-being of children engaging with us as a Company

  • Reporting concerns expeditiously and appropriately, in line with child protection procedures

  • Understanding the duty to report specific concerns (and understanding how this interplays with confidentiality)

  • Challenging any inappropriate or harmful behaviour of any other adult and reporting this accordingly

  • Acting appropriately in the presence of children

  • Not taking any inappropriate risks

  • Not smoking, vaping, drinking or taking any form of illicit substances in the presence of children.

 

 

Safeguarding Officer

Any question, report or concern in relation to the safeguarding of children or vulnerable adults should be shared with our Safeguarding Officer:

Name: Jane Keyworth

Email: info@facefamilyadvice.co.uk

Telephone: 07921512759

 

Confidentiality and Data Protection

All personal information we may process relating to children, shall be processed and stored in accordance with our Data Protection Policy.

 

Responding to a Safeguarding Concern

Where a child is at immediate risk of serious harm, any adult present should call 999. Thereafter, the Safeguarding Officer should be contacted as soon as is reasonably practicable.

Where there is a safeguarding concern but no immediate risk of serious harm, the adult who has heard or witnessed this concern should consult with the Safeguarding Officer as soon as practicable and by no later than the end of the same day.

Where any child makes a disclosure relating to harm or abuse to an adult, it is important to:

  • Listen calmly and carefully, showing that their views are taken seriously

  • Provide an appropriate and honest level of reassurance

  • Avoid interrogating children and asking probing, intrusive and/or leading questions

  • Avoid making false promises regarding secrets and confidentiality with the child (because any concern of abuse/harm must be shared with he Safeguarding Officer and any subsequent safeguarding referral)

  • Make a confidential written record of the discussion either during the discussion or immediately afterwards. The record should include the key details of the disclosure together with any relevant times, dates, places and people concerned. Audio and video recordings of children making disclosures should be avoided.

  • Refer all relevant information to the Safeguarding Officer as soon as practicable afterwards, and by no later than the end of the day

Upon receipt of any safeguarding concerns, the Safeguarding Officer shall consult with any other relevant persons and will make any appropriate referrals to the relevant authorities, such as the applicable Local Authority Children’s Services department.

Reporting Concerns about Other Adults within the Company

Where any person has a concern regarding the conduct of an adult connected to the Company, which poses or may pose a safeguarding risk to children such as:

  • Harming a child either physically or emotionally

  • Exposing a child to behaviour which may cause physical or emotional harm

  • Engaging in criminal activity concerning a child

 

This must be raised in the first instance with the Safeguarding Officer (or where this is not appropriate, a senior member of the Company) so that the next appropriate steps may be agreed and actioned. We recognise that there could be circumstances where a person may need to report a matter that has taken place in a setting outside of the person’s engagement of the Company.

Usually, any appropriate steps following a safeguarding referral in respect of an individual connected to the Company will include either:

  • Further initial enquiries

  • Escalation to the applicable Local Authority Children’s Services department for assessment and/or the police for investigation

  • Instigation of any appropriate disciplinary, formal investigation processes and suspension of any person concerned with he Company

  • A referral to the Disclosure and Barring Service, Disclosure Scotland or Access Northern Ireland, or any other relevant regulatory bodies

 

Any person within the Company who has allegations made against them shall be informed properly in a formal meeting of the particulars of the allegations and the relevant next steps which shall be taken. Such a meeting should ordinarily be held by the Safeguarding Officer. On certain occasions, such a meeting may not be convened until this has been approved by any authorities (such as the police or the relevant Local Authority).

Any person from within the Company who has allegations made against them shall be treated fairly. All enquiries, investigations and decisions taken shall be just and fair, with the safety of any child concerned at the heart of the process.

Any person from within the Company who makes an allegation against another person from within the Company shall be listened to, taken seriously and shall be treated fairly and justly throughout the process of enquiries, investigations and decision making.

 

Disclosure and Barring Service (DBS) Access Northern Ireland, Disclosure Scotland Checks

Checks under the appropriate legislation should be undertaken wherever required. The groups of people we will usually undertake checks with he DBS, Access Northern Ireland, and Disclosure Scotland (whichever is applicable) in relation to are:

All employees, paid or voluntary

Wherever we deem it is necessary and appropriate to remove any individual from a position of work in an activity which is regulated under the relevant legislation, we shall also be obliged to make a referral to the DBS, Access Northern Ireland and Disclosure Scotland.

 

Safeguarding Children at Events and Activities

Responsibilities and Planning

Typically, we may arrange the following types of events and/or activities which could involve children:

  • Occasional stand-alone events in the community for families

  • Training sessions for parents where children are welcome to attend under parental supervision

 

The Safeguarding Officer shall hold ultimate responsibility for the safety and appropriateness of the event. They may however appoint a delegate for some responsibilities at a specific event.

Although the Safeguarding Officer and any appointed delegates will hold ultimate responsibility for overseeing the safety for events and activities, all individuals under this policy must also play an active role in ensuring the safety of children at all times.

Appropriate background checking shall be undertaken for any adult engaged by us in connection with an event or activity involving children, wherever this is required by law (see relevant section above).

For certain types of events or activities, we may issue an additional code of conduct, policy, or some specific other requirements which is specific to that occasion. Any such additional documentation will be made available to all those concerned (staff members, parents, guardians etc) in advance. They should be read carefully and adhered to.

Venues

The location for any events or activities which are held by us shall be risk assessed properly in reference to the suitability and safety for children. Fire and safety procedures and precautions shall be made clear to all those involved.

First Aid

Any accident or injury concerning a child should be brought to the attention of the nearest first aider and should thereafter be formally reported to the Safeguarding Officer.

Where we hold any events or activities whereby a child attends alongside their parent or guardian, parents and guardians should ensure that children are properly supervised.

Managing Behaviour of Children Generally

Whenever any adult engaged by us is faced with challenging behaviour or inappropriate behaviour from a child or conflict between children, they must:

  • Treat each child fairly and equally

  • Approach the situation in a calm and neutral manner

  • Only ever use physical restraint/intervention in order to protect the immediate safety of a person, for example, to prevent injury or harm either to the child or others.

  • Wherever it is justified to physically restrain a child or to physically intervene, the amount of force used should be kept to the absolute minimum taking into account the risk posed

  • Make a written record of the incident and ensure this is reported appropriately to the Safeguarding Officer

 

Managing Risks Posed by Other Children

It is important for all adults engaged by us to recognise that children can face harm from their peers. This can commonly take the form of bullying. Bullying can be defined as any behaviour which is:

  • Repeated; and

  • Has the intention of hurting somebody either physically or emotionally

Bullying can sometimes be motivated by prejudices based on certain groups, for example gender, race, religion or sexual orientation. Bullying can include:

  • Physical harm perpetrated against another child

  • Name calling or threats

  • Cyberbullying (threats and abusive comments made via technology)

All steps in relation to the prevention or management of bullying should be taken in consultation with the Safeguarding Officer.

 

Photography Policy

We operate a strict no photograph policy. We will not take any photographs and ask that members of the public, parents or guardians and children do not take photographs when attending our premises, activities and/or events. There are several exceptions to this policy:

  • On occasion we will set up a photograph ‘booth’ or area where parents or guardians may photograph their own children

  • Photographs may be required for publicity and promotion reasons. In this instance written consent will be obtained, in advance, from anyone to be included in the photograph or video content. How and where the photo or video content will be used and for how long will be made to clear to all involved in advance.

 

Other Policies

We have referred within this document to the following other important policies which should be read in conjunction with this policy:

FACE Health & Safety Policy

FACE PREVENT Policy

FACE Online Behaviour Policy

FACE Privacy Policy

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

FACE Health & Safety Policy

PART ONE

General Statement of Policy, Duties & Responsibilities

1.1 Policy Statement

FACE Family Advice (The “Organisation”) recognises and accepts its health and safety duties for providing a safe and healthy working environment (as far as is reasonably practicable) for all its workers (paid or volunteer) and other visitors to its premises under the Health and Safety at Work Act 1974, the Fire Precautions (Workplace) Regulations 1997, the Management of Health and Safety at Work Regulations 1999, other relevant legislation and common law duties of care.

Throughout this Statement, terms such as “staff”, “workers”, “employees”, include both paid and volunteer workers. It is the policy of the Organisation to promote the health and safety of the committee members, volunteers, staff and of all visitors to the Organisation’s premises (“the Premises”) and to that intent to:

  • Take all reasonably practicable steps to safeguard the health, safety and welfare of all personnel on the premises.

  • Provide adequate working conditions with proper facilities to safeguard the health and safety of personnel and to ensure that any work which is undertaken produces no unnecessary risk to health or safety.

  • Encourage persons on the premises to co-operate with the Organisation in all safety matter, in the identification of hazards which may exist and in the reporting of any condition which may appear dangerous or unsatisfactory.

  • Ensure the provision and maintenance of plant, equipment and systems of work that are safe.

  • Maintain safe arrangements for the use, handling, storage and transport of articles and substances.

  • Provide sufficient information, instruction, training and supervision to enable everyone to avoid hazards and contribute to their own safety and health.

  • Provide specific information, instruction, training and supervision to personnel who have particular health and safety responsibilities (eg a person appointed as a Health and Safety Officer or Representative);

  • Make, as reasonably practicable, safe arrangements for protection against any risk to health and safety of the general public or other persons that may arise for the Organisation’s activities.

  • Make suitable and sufficient assessment of the risks to the health and safety of employees and of persons not in the employment of the Organisation arising out of or in connection with the Organisation’s activities.

  • Make specific assessment of risks in respect of new or expectant mothers and young people under the age of eighteen.

  • Provide information to other employers of any risks to which those employer’s workers on the Organisation’s premises may be exposed.

 

This policy statement and/or the procedures for its implementation may be altered at any time by the Organisation’s Management Committee (“the Committee”). The statement and the procedures are to be reviewed in August of each year by the Health and Safety Sub-committee or by other persons appointed by the Committee. A report on the review, with any other proposals for amendment to the statement of procedures, is to be made to the next following ordinary meeting of the Management Committee.

 

1.2 Statutory Duty of the Organisation

The Organisation will comply with its duty to ensure, as far as is reasonably practicable, the health, safety and welfare at work of its workers and of visitors to its premises and, in general, to:

  • Make workplaces safe and without risks to health.

  • Give volunteers/ workers the information, instruction, training and supervision necessary for their health and safety.

In particular, the Organisation will:

  • Assess the risks to health and safety of its volunteers/workers.

  • Make arrangements for implementing the health and safety measures identified as necessary by this assessment.

  • Record the significant findings of the risk assessment and the arrangements for health and safety measures.

  • Draw up a health and safety policy statement; including the health and safety organisation and arrangements in force and bring it to the attention of its workers.

  • Appoint someone competent to assist with health and safety responsibilities.

  • Set up emergency procedures.

  • Provide adequate First Aid facilities.

  • Make sure that the workplace satisfies health, safety and welfare requirements, eg for ventilation, temperature, lighting and for sanitary, washing and rest facilities;

  • Make sure that work equipment is suitable for its intended use as far as health and safety is concerned, and that it is properly maintained and used.

  • Prevent or adequately control exposure to substances that may damage health.

  • Take precautions against danger from flammable or explosive hazards, electrical equipment, noise or radiation.

  • Ensure that appropriate safety signs are provided and maintained.

  • Report certain injuries, diseases, and dangerous occurrences to the appropriate health and safety enforcing authority.

 

1.3 Statutory Duty of the Organisation’s Workers

Employees also have legal duties, and the Organisation confidently requests non-employed (voluntary) workers also to observe these. They include the following:

  • To take reasonable care for their own health and safety, and that of other persons who may be affected by what they do or do not do.

  • To co-operate with the Organisation on health and safety.

  • To use work items provided by the Organisation correctly, including personal protective equipment, in accordance with training or instructions.

  • Not to interfere with or misuse anything provided for health, safety, and welfare purposes.

  • To report at the earliest opportunity injuries, accidents, or dangerous occurrences at work, including those involving the public and participants in activities organised by the Organisation.

Health and Safety law applies not only to employees in the workplace, but it also applies to organisations and people who occupy or use community buildings to which members of the public have access.

 

1.4 Policy for Visitors and Contractors

On arrival all visitors should be directed to the duty representative of the Management Committee, or a representative of the user/hirer of the building. This person is to take responsibility for the visitor(s) and assist in their evacuation from the building during an emergency or arrange help in the event of an accident.

On arrival, all visitors, including contractors and/or their workers, must sign a record of the date and time of their arrival and, before leaving, should further record their time of departure.

Contractors working in the building should report any concerns relating to their own safety or suspected unsafe working practices to the Duty representative of the Committee who will investigate and report to the Organisation.

 

PART TWO

Organisation of Health and Safety

2.1 Health and Safety Sub-committee

The Management Committee will appoint a Health and Safety Sub-committee, including representation both of themselves and of staff (both paid and volunteer):

  • To have a broad overview of Health and Safety matters.

  • To keep the Organisation’s Health and Safety policy and procedures under review.

  • To conduct safety tours of the premises.

  • To ensure that risk assessments are carried out, including assessments regarding substances hazardous to health (COSSH Regulations).

  • To take such action as may be required to ensure that the Organisation’s responsibilities for Health and Safety are fulfilled.

  • To report to the Management Committee on their performance of these responsibilities.

 

Contractors working in the building should report any concerns relating to their own safety or suspected unsafe working practices to the Duty representative of the Committee who will investigate and report to the Organisation.

Safety Tours.

The Health and Safety Committee shall carry out 6-monthly tours and inspections of the premises and make a report to the next ordinary meeting of the Management Committee. All necessary actions as a result of the tour shall, where reasonable and practicable, be implemented. The tour shall include inspection of the Accident File.

 

2.2 Health and Safety Rules

All workers must exercise ordinary care to avoid accidents in their activities at work and comply with the following general rules and with any further rules which the Organisation may publish from time to time.

Accident Forms and Book.

The book must be kept in a locked drawer once completed. Any injury suffered by a worker or visitor in the course of employment or otherwise on the Organisation’s premises, however slight, must be recorded, together with such other particulars as are required by statutory regulations, on an accident form maintained by the Organisation.

 

Fire Precautions

All personnel must familiarise themselves with fire escape routes and procedures and follow the directions of the Organisation in relation to fire.

 

Equipment and Appliances

No equipment or appliance may be used other than as provided by or specifically authorised by or on behalf of the Organisation and any directions for the use of such must be followed precisely.

 

Safety Clearways

Corridors and doorways must be kept free of obstructions and properly lit.

 

Maintenance

Defective equipment, furniture and structures must be reported as such without delay.

 

Hygiene and Waste Disposal

Facilities for the disposal of waste materials must be kept in a clean and hygienic condition. Waste must be disposed of in an appropriate manner and in accordance with any special instructions relating to the material concerned.

 

Food Hygiene

When handling or preparing food there are specific hygiene requirements:

  • Regularly wash hands before and during food preparation and especially after using

  • the lavatory.

  • Tell your supervisor or representative of the Committee of any skin, nose, throat, or

  • bowel problem.

  • Ensure cuts or sores are covered with correct waterproof dressings.

  • Keep yourself clean and wear clean clothing.

  • Remember that smoking in a food room is illegal.

  • Never cough or sneeze over food.

  • Clean as you go. Keep all equipment and surfaces clean.

  • Prepare raw and cooked food in separate areas. Keep perishable food covered and either refrigerated (less than 8”C) or piping hot (above 63”C).

  • Ensure waste food is disposed of properly. Keep the lid on rubbish bin and wash your hands after putting waste in it.

  • Avoid handling food as far as possible

 

Tell your supervisor or representative of the Committee of any defects or concerns regarding the facilities – e.g., uncleanness, refrigeration malfunction, cracked food preparation surfaces.

 

Display Screen Equipment

The Organisation recognises its responsibility to ensure the well-being of workers who habitually use display screen equipment for a significant part of their normal work. Volunteers/Workers are advised to ensure that they take a five minute break from the display screen equipment at least once an hour.

 

Alcohol, Drugs and Tobacco

Smoking within the premises and the use of Drugs (except under medical supervision) on the premises are prohibited at all times. The use of intoxicants (alcohol) is prohibited during working hours, and no employee/volunteer may undertake his/her duties if under the influence of alcohol or drugs (except under medical supervision).

 

PART THREE

Arrangement and Procedures

The Health and Safety Officer, nominated by the Management Committee, is responsible for ensuring that the safety policy is carried out and that responsibilities for safety, health and welfare are properly assigned and accepted at all levels. 

 

3.1. First Aid

The current First Aider(s) for the premises is/are displayed (on the Notice Board in the Reception Area). First Aid Boxes are provided in the following location(s):

i) Reception (example)

ii) Kitchen (example)

 

3.2 Accidents

In the event of an injury or illness, call for a member of staff or ring for an ambulance directly. To call an ambulance – dial 999 and ask for “ambulance”.

  • All accidents must be reported to the Health and Safety Officer or another member of staff on duty immediately or as soon as practicable.

  • All accidents must be entered on an accident form, available from the reception desk. The procedures for “notifiable” accidents as shown in Appendix A below must be followed.

  • The Health and Safety Officer will investigate incidents and accidents, writing a detailed report for the Organisation’s Management Committee to consider the actions necessary to prevent recurrence.

 

3.3 Fire Drills

All workers and volunteers must know the fire procedures, position of fire appliances and escape routes.

  • The fire alarm points, fire exits, and emergency lighting system will be tested by The Fire Officer/Health and Safety Officer during the first week of each month and entered in the log book provided.

  • The Fire Officer will arrange for Fire Drills and Fire Prevention Checks (see Appendix B below) to be carried out at least once every three months and entered in the log book. In addition, these Drills will be carried out at different times and on different days, so that all users/hirers know the procedures.

  • The last person securing the premises will ensure Fire Prevention Close Down Checks are made of all parts of the premises at the end of a session (See Appendix B).

 

3.4 In the Event of Fire

  • Persons discovering a fire should sound the nearest alarm.

  • The first duty of all workers is to evacuate all people from the building by the nearest exit immediately the fire is discovered.

  • All persons must evacuate the building and, where possible without personal risk, leave all doors and windows closed.

  • The assembly point for the building is at the …………………………………

  • No-one should leave the assembly point without the permission of a member of staff.

  • If any fire occurs, however minor, the Fire Brigade must be called immediately by dialling 999 and asking for “Fire”;

  • When the Fire Brigade arrives advise whether all persons are accounted for and location of fire.

 

3.5 Bomb Warnings

  • If you receive a warning, try to find out from the caller:

i) The approximate location of the bomb and likely time of detonation.

ii) Whether the police and fire brigade have been notified.

iii) Try to RECORD EXACTLY WHAT IS SAID:

  • Notify the Police immediately on 999.

  • DO NOT SOUND THE FIRE ALARM but evacuate the building taking into consideration any information from the bomb warning.

  • Assemble in the ………………………… unless the bomb warning implies otherwise.

 

3.6 Theatre – and Public Entertainment – Licensed Events

In addition to the general conditions of the licence(s):

  • Hirers/users must be aware of the Health and Safety Policy.

  • Emergency lights in the areas used must be kept illuminated.

  • Advise the representative of the Management Committee of any defects or concerns regarding the facilities, eg uncleanness, refrigeration operation, cracked food preparation surfaces.

 

3.7 Cleaning Materials, General Machinery and High Risk Areas

  • All portable machinery must be switched off and unplugged when not in use.

  • Wandering cables are a hazard; use with caution and safety in mind.

  • Slippery floors and dangerous; use warning signs.

  • Use protective clothing and equipment provided and as instructed on machinery/equipment/material. It is the duty of a worker to report any loss of or defect in protective clothing or equipment.

 

3.8 General

  • All thoroughfares, exits and gates must be left clear at all times.

  • Corridors and fire exits must not be blocked by furniture or equipment.

  • Vehicles must not be parked near to the building to cause any obstruction or hazard.

  • Hazards or suspected hazards or other health and safety matters should be reported to the Health and Safety Officer or the staff member on duty immediately or as soon as practicable, so that action can be taken. If the hazard is of a serious nature, immediate action must be taken to protect or clear the area to prevent injury to staff or other users.

 

PART FOUR

Appendices

APPENDIX A – ACCIDENT REPORTING

 

1. Accidents

All accidents which occur during work for the Organisation and/or for the User/Hirer, or on premises under the control of the Organisation must be recorded.

 

2. Accidents to Workers or Contractor’s Staff

a) For ALL Accidents, Complete Accident Form and give to Health & Safety Officer

b) If a reportable accident involves a contractor’s employee and the premises are under the control of someone other than the contractor then the person in control of the premises is responsible for reporting the accident. 

If a contractor’s employee is at work on premises under the control of the contractor, then it is the contractor or someone acting on their behalf who is responsible for reporting the accident.

 

3. Accidents to Members of the Public

For ALL Accidents, Complete Accident Form and give to Health & Safety Officer

Some injuries may not be fully identified until the casualty has been to hospital. It is therefore essential that, if it is known that an individual has gone to hospital as a result of an accident, follow up action is carried out.

 

Appendix B – FIRE PREVENTION

1. Has the Fire brigade been consulted on:

  • The number and width of escape routes so as to provide a ready means of escape from all parts of the premises?

  • Emergency lighting and its maintenance?

  • The most suitable way of raising an alarm in the event of fire?

  • The contents of fire instruction notices?

  • The numbers and types of fire extinguishers or other fire-fighting appliances which should be provided?

  • Precautions to be taken with any activities involving the use of flammable liquids, naked flames or heating processes?

  • The desirability of battening or clipping seats together in sets of four where moveable seats are used for large audiences?

  • The maximum number of people who should be allowed on the premises at any one time?

  • Are seating and gangways in the hall/rooms so arranged as to allow free and easy access direct to fire exits?

  • Are exit doors always unlocked before the start of any session and kept unlocked until the last person leaves?

  • Are escape routes and exit doors clearly sign-posted and marked so that anyone not familiar with the building can quickly see the ways out?

  • Are escape routes and exit doors never allowed to become obstructed or hidden by chairs, stage props, curtains etc.?

 

2. Is Fire Equipment properly looked after?

  • Are fire extinguishers, hose reels and fire alarm systems (where provided) regularly maintained by specialist fire engineering firms?

  • Are staff/duty officers trained to use this equipment?

  • Is equipment kept in its proper position and always clearly visible and unobstructed?

 

3. Are thorough close-down checks made of all parts of the premises at the end of an evening or session?

  • No smouldering fires or cigarettes left burning?

  • Heater and cookers turned off?

  • Televisions and other electrical apparatus turned off and unplugged?

  • Lights off?

  • Internal doors closed?

  • Outside doors and windows closed and secured?

 

4. Are all reasonable steps taken to prevent fires?

  • Smoking not allowed in store rooms or backstage?

  • Substantial ashtrays provided in areas where smoking is permitted?

  • Heating appliances fitted with adequate and secure fire guards?

  • If portable heaters have to be used, are they securely fixed and kept away from combustible materials?

  • Precautions to ensure that convector type heaters are not covered with clothes and curtains?

  • Temporary extensions or additions to the electrical installation carried out and checked by a competent electrician?

  • Sufficient socket outlets provided to obviate the need for long trailing flexes?

  • Damaged leads replaced regularly?

  • Cooking operations supervised by a reliable person?

  • Scenery, decorations and costumes for stage performances treated to make them flame retardant?

  • All parts of the premises kept clear of waste and rubbish, particularly staircases, space under stairs, store rooms, attics and boiler rooms?

 

Appendix C – HEALTH AND SAFETY INSPECTION

 

1. Inspection

A Health and Safety inspection of the building should be undertaken at least every six months. One of these inspections may be undertaken at the same time as the annual building maintenance check. Appointed members of the Management Committee, or a sub-group, should arrange to meet and carry out the inspection. This inspection group will need to agree how each question needs to be answered. When the form is complete and has been signed, matters noted as not satisfactory, together with any other concerns raised by the inspection, should be reported to the Management Committee. The inspection group should be authorised, where URGENT action is necessary, to make immediate reasonable response. The whole form should be made available to members of the Management Committee. The forms should be preserved in a file maintained for this purpose. As required action is taken, the responsible person should initial the form in the appropriate box.

 

2. Risk Assessment

Risk assessments relate to activities within the premises or grounds. Risk assessments NEED to be carried out in relation to every activity undertaken, whether by groups or individuals and including the work of paid staff AND volunteers. Special attention should be paid to the circumstances of workers under the age of eighteen and to expectant mothers, women who have given birth within the past six months or who are breastfeeding. A risk assessment needs to be carried out whenever a new activity is envisaged. Assessments need to be repeated whenever circumstances change:

  • Changes in layout of equipment

  • Observing trends on the accident form

  • Changes in staff

  • Introduction of new procedures, processes or materials

 

Appendix D – DISPLAY SCREEN EQUIPMENT

1. Who is a Display Screen User?

The regulations are for the protections of workers (including self-employed workers and volunteers) who habitually use display screen equipment for a significant part of their normal work. 

In some cases, it will be clear that the use of Display Screen Equipment is more or less continuous on most days and the individual concerned should be regarded as users. Where use is less continuous, ‘user’ status would apply if most or all of the following criteria are met:

  • The individual depends on the use of display screen equipment to do the job, as alternative means are not readily available for achieving the same results.

  • The individual has no discretion as to the use or non-use of the display screen equipment

  • The individual needs significant training and/or particular skills in the use of display screen equipment to do the job

  • The individual uses display screen equipment in this way more or less daily 

  • Fast transfer of information between the user and the screen is an important requirement of the job

  • The performance requirements of the system demand high levels of attention and concentration by the user; for example where the consequences of error may be critical. 

 

 

 

This Policy is approved and robustly endorsed by FACE Family Advice Ltd and is due for review every 12 months.

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