In a Space Policies

Safeguarding Policy: 

 

Purpose

 

This policy defines how In a Space operates in the safeguarding and wellbeing of vulnerable adults and children that interact with any workshops or events organised or in partnership with the charity.

Definitions

In A Space will not tolerate any forms of abuse, threat, neglect, discrimination either physically, online or verbally. This applies to all trustees, members, volunteers, workshop leaders/artists, participants and users/owners of rented spaces. 

The charity aims to create a welcoming, inclusive and safe space for all to promote general well-being and creativity.

 

In a Space must provide a safeguarding support system for ‘children and young persons are those persons aged under 18 years’ and ‘adults at risk’ who require ‘care and support needs’ and have ‘experience if, or risk of, abuse or neglect’ who take part in any of the charity’s events. The law requires:

 

Protection from maltreatment in any form which may impair health and development

 

Provision of safe and effective care

 

Taking any necessary action to enable children to have the best outcomes

 

(The Safeguarding Vulnerable groups Act 2006)

 

Enactment of policy

 

The safeguarding lead at In a Space is Rose West. The safeguarding lead is responsible for upholding and sharing the safeguarding policy to protect any children or vulnerable adults involved in the charity’s events. The safeguarding lead is who to first contact in regards to any safeguarding issues. Rose West is also responsible to check references of any applicants (artists/workshops leaders and volunteers) as well as DBS checks. New DBS checks may need to be applied for.

Contact details: Rose West 07788148853

 

All artists/workshop leaders, volunteers, trustees and members have a duty of care and a legal responsibility in the safeguarding of children and vulnerable adults who are involved in any In a Space events. In a Space upholds this by:

 

Providing full access to the safeguarding policy to any person who interacts with the In a Space charity. Within the policy there are clear guidelines on how to report incidents and recognising safeguarding issues.

 

Knowing the ethical and legal responsibility of reporting any incident.

How to report an incident

 

In cases of emergency call 999 or 101 for immediate advice.

 

Report incidents to Rose West the safeguarding lead immediately by telephone (unless she is the cause of a safeguarding issue, in which case contact …. On 07…) 

The safeguarding lead will then report any serious incidents to the Charity Commission. This report may then be delivered to the police if necessary.

 

Workers or volunteers of the In a Space Charity can report any serious wrongdoing by the charity here https://www.gov.uk/guidance/report-serious-wrongdoing-at-a-charity-as-a-worker-or-volunteer

 

All incidents and people’s details will be kept confidential other than with the appropriate authorities. If a vulnerable adult or child is part of a group that attends In a Space events, the leader of said group must be informed of the incident (unless they are the cause of the safeguarding issue).

 

In a Space must keep an up to date and clear record of any safeguarding incidents.

 

All incidents that caused harm to any participants must be reported as well as any incidents that could have caused harm but did not on this occasion. This includes any breach of the safeguarding policy or where the policy has proven inadequate.

 

This safeguarding policy must be reviewed regularly and updated when appropriate.
 

Lone working Safety Procedure:

In a Space provides opportunities for artists such as paid workshop experience and residencies. It is therefore understood that a lone working policy must be laid out.

 

Anyone lone working in a building being used by In a Space must follow the following procedures:

  • Lock any doors that are out of line of sight.

  • If an unwanted/aggressive visitor accesses the building before you lock doors or upon your exit, walk away to a safe space and call 999. Afterwards you must inform Rose West (contact info below)

  • Shut doors to any unused rooms.

  • Keep music to a reasonable level both in terms of noise pollution but also so that you can hear a persons entry into the building.

  • Keep a charged phone upon your person, a backup charging cable or power bank would also be recommended.

  • Inform a friend/relative local to the space of your location and intended hours where possible. Check-in with them throughout the lone period where possible.

  • Take note of the emergency exits in case of evacuation.

  • Make sure all In a Space members’ phone numbers are saved on your phone to be contacted in an emergency:

Rose West  07788148853

Christie Grant 07557764303

Hannah Faraway 07931257448


 

Further guidance on all Safeguarding: 

https://www.gov.uk/guidance/safeguarding-duties-for-charity-trustees

https://www.gov.uk/guidance/how-to-report-a-serious-incident-in-your-charity

https://www.gov.uk/guidance/reporting-a-serious-incident-in-your-charity-when-it-involves-a-partner

 

(Relevant legislation:  The Safeguarding Vulnerable groups Act 2006, The Charity Commission 2019)
​​

Finance Policy:

 

Purpose​

 

To ensure compliance with Charity Commission guidelines and good governance.

 

Management

 

While the charity is at its current size in terms of turnover and staffing responsibility for the daily financial management will reside with the Founder.

 

There will be no commitment to set up bank loans, credit cards, enter lease agreements or make large purchases without trustee approval.

 

The Founder must support the trustees by providing accurate information for the timely submission of accounts for the Charity Commission.

 

The Founder will ensure that the correct processes are in place to process and disburse funds under controls that are sufficient to protect security for bank accounts, income, receipts and payments.

 

There will be no advances paid to officers or employees. Authorised necessary expenses including travel where appropriate for meetings and other activities related to In A Space will be reimbursed.

 

The Founder will ensure that all financial criteria for specific grants and funding will be adhered to and reported on correctly.

 

Payments to the Founder must be approved by a trustee.

 

The Finance policy must be reviewed on an annual basis or ongoing if the charity’s size and structure changes.

Health and Safety Policy:

 

Purpose

 

In a Space aims to create a safe environment for all who access their spaces and use the equipment provided (the public, trustees, artists/workshop leaders, members, site users/owners). Therefore, the aim of this policy is to state the reasonable measures that need to be taken in order to fulfil this need.


 

Enactment of policy

 

As In a Space does not have a permanent location the charity will often hire spaces for events. This means that communication of risks will need to be maintained between the space owners and the charity. Where applicable the charity will request any risk assessments for the space. If none are provided, In a Space will create and maintain their own. If hazard signage such as fire exit signs are not in place, the charity will provide them in the short term.

This policy and any risk assessments will need to be shared by the charity members with the artist/workshop leaders who will be accessing the space.

 

The safety of all users will be ensured by the following guidelines:

 

In a Space must maintain a Health and Safety and Fire risk assessment form to be kept as a template for all events. This will need to be reviewed by members and trustees and updated where appropriate.

 

In a Space members and the artists/workshop leaders will identify and assess hazards to which people in their activity are likely to be at risk from and create space-specific risk assessments. These will be shared between all parties.

 

Artists/workshop leaders who use the space will need to identify any hazards that their equipment and materials may cause and report these prior to usage to the In a Space member.

 

Hazards will be monitored and risk assessments updated when appropriate with resharing of new information to all parties. Signs must be used when appropriate eg: wet floor signs.

 

In a Space will ensure appropriate insurance cover is in place either by the charity or by the workshop leader (eg: public liability).

 

All who use the safe will be encouraged to adopt safe working practices eg: cleaning up spills/using wet floor signs.

 

Workshop leaders will be expected to run through any risks with attendees at the beginning of any activities.

 

Any health issues that may require additional support in anyone accessing the space must be shared with the leader of the workshop or supporting In a Space member. This information will be kept confidential but may be necessary where action may need to be taken (eg: EpiPen assistance).

 

If a property does not have its own first aid station, In a Space will provide one. It will be shown to anyone accessing the space. If the space does not have an accident log book, the charity will bring theirs. This will need to be maintained and updated when appropriate.

 

Any acts that are deemed a risk to others must be identified, halted and reported to In a Space Members or, in case of emergency, the police.

 

Waste disposal must be maintained by whoever is leading the space each day. This may be the artist/workshop leader, a charity member or a volunteer.

Any new risks identified will be reported by the charity members to the building owner for their records both during and following the hiring of the space.


 

Fire Safety

 

Fire exit signs must be clearly displayed. If the building is not up to date with these, In a Space must provide temporary ones.

 

Smoke detectors must be checked prior to space hiring and regularly during the charity’s stay.

 

All In a Space event locations will have no smoking policies, signs will be provided where necessary.

 

The leader of the space on a daily basis (workshop leader, volunteer or charity member) must ensure evacuation of the premises during a fire.

 

Electrical Appliances must be turned off when not in use. In a Space will report to the building owners of any faulty electrical appliances, plug sockets or wires immediately. The charity will also request that the building owners state of any known faults prior to the firing of the space so that risk assessments can be updated.


 

Lone working Safety Procedure

 

In a Space provides opportunities for artists such as paid workshop experience and residencies. It is therefore understood that a lone working policy must be laid out.

 

Anyone lone working in a building being used by In a Space must follow the following procedures:

  • Keep a charged phone upon your person, a backup charging cable or bank would also be recommended.

  • Inform a friend/relative local to the space of your location and intended hours where possible. Check in with them throughout the lone period where possible.

  • Lock any doors that are out of line of sight.

  • Take note of the emergency exits in case of evacuation.

  • If an unwanted/aggressive visitor accesses the building before you lock doors or upon your exit, walk away to a safe space and call 999. Afterwards you must inform Rose West (contact info below)

  • Shut doors to any unused rooms.

  • Keep music to a reasonable level both in terms of noise pollution but also so that you can hear a persons entry into the building. Please do not use earphones or headphones when alone in the space.

  • Make sure all In a Space members’ phone numbers are saved on your phone to be contacted in an emergency:

Rose West  07788148853

Christie Grant 07557764303

Hannah Faraway 07931257448

Volunteer Policy

 

 

Purpose

 

The purpose of this policy is to provide guidance to individuals wishing to volunteer at events organised by the In a Space Charity.  In a Space believes in equal opportunities and diversity for volunteers as well as participants.


 

Recruitment

 

In a Space will advertise for volunteers when their help would benefit an event. Once volunteers have signed up with In a Space they will be contacted when any events become available to help with. All volunteers can opt out of this at any time.


 

Expenses

 

Volunteers will not be required to make any purchases on behalf of the In a Space Charity, however where applicable volunteers will be eligible to receive a contribution towards travel expenses.


 

Training and Support

 

Any appropriate training will be provided to volunteers to aid with events such as workshops.  Volunteers will be given contact details of all

members in case of emergency or provide any detailed information.

 

All volunteers will at no point be left to manage workshops or any other events alone, they will be under constant supervision for both their and the participants’ protection. Furthermore, no volunteer will have unsupervised access to children or vulnerable adults unless a full DBS check has been provided.

 

Insurance

 

All volunteers are covered by the In a Space Charity’s insurance policy.
 

Diversity/Equal Opportunities Policy
 
Purpose

 

To state the policy of In a Space on Diversity and Equality of Opportunity within the events organised by the charity as well as the overall running of the charity.

Detail of policy

The individuals falling within the scope of the policy include trustees, members, artists, volunteers, workshop participants and users/ owners of spaces that the charity uses for events. In a Space recognises that everyone has a valuable contribution to make to society, and a respect for diversity and equality issues is essential in the running of the charity. In a Space will not tolerate any forms of descrimintaion within its events and daily running of the charity.

 

In a Space vows to not allow any of the following equality and diversity issues affect trustees, members, artists, volunteers, workshop participants and users/ owners of spaces that the charity uses for events:

 

  • Gender (including sex, marital status)

  • Race (including ethnic origin, colour, nationality or national origin)

  • Disability and/or health conditions

  • Sexual orientation

  • Age 

  • Religion or belief

  • Income/ financial reasons

  • Physical appearance

 

In a Space will promote respect for diversity and equality of opportunity by:

 

Opposing all forms of unlawful and unfair discrimination.

 

Treating all trustees, members, artists, volunteers, workshop participants and users/ owners of spaces that the charity uses for events equally and with respect.

 

Advertising opportunities, and subsequently, recruiting fairly. Selection for successful volunteers and artists/workshop leaders will be based on aptitude and ability. In a Space will aim to provide feedback to all applicants where possible.

 

Creating a communicative and respectful work environment for all trustees and members within In a Space by promoting dignity and equality. All trustees and members will be encouraged to understand that any forms of discrimination, bullying, harrassment or intimidation within the charity and towards artists/workshops leaders, volunteers, participants or users/owners of spaces will not be tolerated (This policy will be shared to all).

 

Creating a welcoming environment for all workshops and event participants, volunteers and artists/workshop leaders by celebrating collaboration, individual difference and each individual’s contribution. 

(This policy will be continuously monitored, and subject to annual review.)​
 

Data Protection Policy
Definition

Data protection refers to the protection of personal information that can identify an individual ‘such as name, - location data’, age, or additional needs. It can be stored electronically or physically on paper as well as through photos, audio, and recordings. In a Space has created a Data Protection Policy in order to ensure the protection of the rights and privacy of individuals, and comply with the law, when collecting, storing, using, processing, amending, sharing, destroying or deleting personal data. All information will be used with, and in the interests of the ‘data subject’s consent’ .All members, trustees, volunteers and artists/workshop leads are responsible for observing this policy.

Enactment of Policy

 

In many cases In a Space needs to store personal data about its members, volunteers, trustees, artists/workshop leaders and workshop attendees in order to carry out activities.

 

In a Space will collect, store, use, amend, share, delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation. Collection and storage of data will be kept to only the necessary minimum and must be used only for the intended purposes.

 

The charity will only collect, store and use data for its intended use:

  •  Artists/workshop leaders and volunteers will need to provide us with their working CV’s to be checked which includes information such as contact details, references and work history. Their contact details will be shared between the members so that they are contactable on location.

  • Contact details of the In a Space trustees and members will be shared between each other. The phone numbers of the members will also be shared with the artists/workshop leaders and volunteers so they are contactable on location and in case of emergency.

  • Workshop attendees contact information will be stored electronically when prebookings take place. Their details will also be taken on paper when signing in to workshops and via the media consent forms (should they choose to sign them).

  • Details on health and subsequent additional requirements for any individuals working with or attending In a Space events may need to be stored in order to protect someones life. This information will not be shared unless absolutely necessary eg: workshop leader will be informed about medical bags for epilepsy.


 

In a Space will work to keep personal information accurate through updates and will confirm with the individuals when doing so.

 

All personal data will be stored securely. Digitally the information will never be accessed on public devices, only personal and password protected devices.

 

In a Space will keep clear records of the purposes of collecting and holding specific data, to demonstrate that it is only used for these purposes. This can be shown to the individual if requested.

 

In a Space will not share any personal data with outside parties without the documented consent of the individual, unless it is a legal requirement to do so.

 

The charity will endeavour not to have data breaches by following the above stated precautions. In the event of a data breach, all efforts will go to rectifying the breach and regaining the information. All relevant individuals will be contacted where necessary.

Access to personal data by the individual

 

The individual whose personal data is collected, used and stored has the right to request information about the following:

  • ‘How the data is being used

  • Access and view their personal data

  • Have incorrect data updated

  • Have data erased

  • Stop or restrict the processing of your data/ object to how their data is processed in certain circumstances’.

(The Data Protection Act 2018)

Environmental Policy

 

Purpose

 

In a Space will strive to have a minimal negative environmental impact and promote minimisation of waste.

 

In a Space will promote a positive and proactive attitude towards the environment by: 

 

Sharing the environmental policy with all members, trustees, artists/workshop leaders and participants.

 

Where affordable, at In a Space workshops and events waste will be minimised and recyclable and reusable materials will be used. Participants will be encouraged to avoid wastefulness where possible. Energy and water consumption will also be minimised eg: turning off lights when not needed, aircon and heating will be used when necessary.

 

The daily running of In a Space will be paperless as much as possible.

 

​Noise pollution will be kept to a minimum particularly in residential areas so as to be mindful of neighbours.