In a Space Policies
The following policies will be continuously monitored, and subject to annual review. Last Updated April 2023
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Contents:
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Anti-Fraud, Corruption, Bribery and Money Laundering Policy
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Purpose
The purpose of this policy is to set out how In A Space aims to prevent all forms of corruption, fraud, bribery and money laundering within the charity. In A Space will take prompt action to investigate and address any suspected cases.
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Enactment of policy
All staff, including members, trustees and any outside parties hired by the charity are required to act honestly and with integrity and to report any cases of suspected corruption, fraud, bribery and money Laundering. As In A Space relies on internal documentation, any issues with the accounting must be raised with the trustees of the charity. Furthermore, trustees and members are required to have access to financial records upon request at any time.
This policy is in line with the In A Space ‘Whistleblowing policy’ as members and trustees are protected when reporting suspected corruption, fraud, bribery and money laundering within the charity. This includes suspicion of bribery, theft, embezzlement, falsification or destroying of records, invoices and personal information. In cases of criminal fraud, the police must be contacted.\
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Further steps to help prevent corruption, fraud, bribery and money laundering are as follows:
Risk will be minimised by up to date invoices being provided as well as receipts being kept and organised evidencing any expenses. All charity assets must be itemised and most only be sold for the sole benefit of the charity.
Regular staff meetings will be held which give the opportunity to discuss finances. Reviews by trustees will be held if the charity is accused of fraud.
A code of conduct for all staff, including those hired by the charity will be shared and regularly updated.
A social media guide will be shared with anyone running workshops on behalf of In A space so that personal information is not shared without permission.
All workshop leaders hired by In a Space will read the risk assessments in full which will advise them of any risks to their or client property
Clear, written communication will be kept as evidence of hiring any spaces for workshops/events held by In A Space.
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Complaints and Feedback Policy
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Purpose
The aims of this Policy are to ensure that any feedback provided is appropriately used to improve our services. The aim is for the In a Space charity to continue to be an open and approachable organisation where anyone who works with them will feel comfortable leaving honest and relevant feedback knowing any problems will be acknowledged and resolved to the best of the charity’s ability.
This policy explains how to give feedback, make suggestions or complain about In a Space’s work. It also sets out how we will handle any feedback.
Enactment of policy
The In a Space official description will aim to be met in all events organised by the charity:
‘We are a small charity inspired by growing evidence such as the award-winning World Health Organisation Health Evidence Network Report ‘What is the evidence on the role of the arts in improving health and well-being- A scoping Review 2019’
‘The report finds evidence of the contribution of the arts to the promotion of good health and the prevention of a range of mental and physical health conditions, as well as the treatment or management of acute and chronic conditions arising across the life-course.’
If an individual or organisation working with or attending an event organised by In a Space feels that this aim is not being met or that any events are lacking in quality they have the right to complain or leave feedback.
In a Space will treat any expression of dissatisfaction about the charity’s conduct as a complaint which needs to be addressed.
Regular meetings will be held so that members can give feedback and to also discuss any feedback given by outside parties. If necessary, a meeting with the trustees will be called to resolve any serious issues or issues that involve the founder or members of the In a Space charity.
Feedback forms are to be given out at all workshops to the tutors and those attending. Feedback forms will also be given to any artists in residence working with In a Space.
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Anyone can give feedback or log any complaints via the In a Space email: Info@inaspace.org.uk. Artists and workshop leaders will have direct contact information for all members of In a Space in case of emergency or time-sensitive feedback.
However, In a Space will not tolerate any form of abuse given within any feedback such as foul language, comments on race, gender, sex, age, religion or any other form of discrimination.
​Data Protection Policy
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Definition
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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 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:
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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.
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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.
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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).
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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 collection, used and stored has the right to request information about the following:
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‘How the data is being used
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Access and view their personal data
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Have incorrect data updated
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Have data erased
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Stop or restrict the processing of your data/ object to how their data is processed in certain circumstances’.
(The Data Protection Act 2018)
Information Security Policy
In a Space Charity does not currently have a company premises so all work is completed at the private homes of all staff or on site at any events organised by the charity.
Information security will be upheld in the following ways:
All staff will proceed with caution when opening unknown emails, following unknown links and using insecure wi-fi connections to avoid internet security breaches.
All passwords will only be shared with staff of the charity. Passwords will not be changed without consent of Rose West, founder of the charity. Passwords should be considered ‘strong’ with the combined use of capital letters, lowercase, numbers and symbols. Passwords should differ between logins.
In the charity’s work only private devices will be used, public devices are not secure. All staff will take care if using their devices in public space to avoid theft and resulting access to any information. If a theft takes place, passwords should be altered.
Staff are encouraged to download and update stable security software on their devices to avoid loss or theft of information via viruses or hackers.
Diversity/Equal Opportunities Policy
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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 respect for diversity and equality issues is essential in the running of the charity. In a Space will not tolerate any forms of discrimination 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:
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Gender (including sex, marital status)
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Race (including ethnic origin, colour, nationality or national origin)
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Disability and/or health conditions
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Sexual orientation
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Age
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Religion or belief
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Income/ financial reasons
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Physical appearance
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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.
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 neighbors.
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 change.
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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 members.
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.
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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.
Covid-19
In a Space will adhere to the current regulations and guidance set by the UK government regarding Covid-19 restrictions and safety. All participants of events held by In a Space will be encouraged to do the same. General safety precautions such as washing hands regularly and cleaning surfaces after use will be adhered to at all times.
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 location 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:
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Keep a charged phone upon your person, a backup charging cable or bank would also be recommended.
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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.
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Lock any doors that are out of line of sight.
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Take note of the emergency exits in case of evacuation.
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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)
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Shut doors to any unused rooms.
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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.
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Make sure all In a Space members’ phone numbers are saved on your phone to be contacted in an emergency
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Modern Slavery Statement
Purpose
To deliver a statement detailing the steps on minimising the risk of modern slavery within the events organised by the In a Space charity as well as the overall running of the charity.
Detail of policy
In a Space charity is committed to the principles of the Modern Slavery Act 2015. In a Space has a zero tolerance approach to modern slavery and supports the UK Government in working to eradicate all modern slavery and human trafficking.
In a Space will not knowingly go into business or support any organisation which knowingly supports, or is found to be involved in slavery, servitude or forced or compulsory labour.
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.
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In a Space will work to minimise the risk of modern slavery by:
All staff to be made aware of and follow modern slavery procurement guidance on GOV.UK https://www.gov.uk/government/collections/modern-slavery
Reviewing and updating the policy annually.
Research into the policies and practice of any companies or organisations that In a Space works with or buys from will be undertaken.
Fulfilling any financial commitments such as paying artists to deliver workshops and using up to date invoices to evidence this.
Treating all trustees, members, artists, volunteers, workshop participants and users/ owners of spaces that the charity uses for events equally and with respect.
All trustees and members are informed that any forms of discrimination, bullying, harassment or intimidation within the charity and towards artists/workshops leaders, volunteers, participants or users/owners of spaces will not be tolerated.
Quality Assurance Policy
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Purpose
This policy states the ways in which the charity In a Space will maintain a high level of quality in all areas.
Enactment of policy
In a Space Charity will maintain a high level of quality via the following methods:
The In a Space official description will aim to be met in all events organised by the charity:
‘We are a small charity inspired by growing evidence such as the award-winning World Health Organisation Health Evidence Network Report ‘What is the evidence on the role of the arts in improving health and well-being- A scoping Review 2019’
‘The report finds evidence of the contribution of the arts to the promotion of good health and the prevention of a range of mental and physical health conditions, as well as the treatment or management of acute and chronic conditions arising across the life-course.’
The In a Space website will be updated and maintained with relevant and up to date information.
Gathering feedback from any outside parties working with or attending events organised by In a Space via forms or email. Then taking all feedback on board and making any necessary changes.
Any feedback which results in the request for money back for workshops or courses will be properly considered.
All outside parties hired by In a Space will be subject to a thorough interview process and will require references. All workshops will be planned via a lesson plan and materials used will be of a good standard.
All facilities used for In a Space events will be viewed prior to using and thorough risk assessments completed. All risk assessments will be shared with anyone who works in these spaces. All members of the public who use the spaces will be the highest priority in terms of safety. Any restrictions in the spaces, eg: limited wheelchair access, will be stated prior to any workshops or other public events.
Staff will regularly hold meetings in order to evaluate the quality and progress of the charity. All members of staff will have the right to give any feedback.
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 or client contracts organised or in partnership with the charity
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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)
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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. This includes a responsibility for all to be aware of any possible exposure for vulnerable adults and children to be exposed to a threat to be involved in acts of terrorism. 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.
Provide relevant checks and individual assessment for groups with additional support requirements.
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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 Trustee Andrea Lippett on 07767 343203
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.
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.
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.
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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.
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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.
Whistleblowing Policy
Definition
This definition of whistleblowing is taken from the GOV.UK site: https://www.gov.uk/whistleblowing
‘You’re a whistleblower if you’re a worker and you report certain types of wrongdoing. This will usually be something you’ve seen at work - though not always. The wrongdoing you disclose must be in the public interest. This means it must affect others, for example the general public. As a whistleblower you’re protected by law - you should not be treated unfairly or lose your job because you ‘blow the whistle’. You can raise your concern at any time about an incident that happened in the past, is happening now, or you believe will happen in the near future.’
‘You’re protected by law if you report any of the following:
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a criminal offence, for example fraud
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someone’s health and safety is in danger
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risk or actual damage to the environment
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a miscarriage of justice
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the company is breaking the law, for example does not have the right insurance
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you believe someone is covering up wrongdoing’
Purpose
In a Space Charity is committed to the highest possible standards of openness and accountability. This policy will state the procedure on how employees and others that the charity works with can voice any concerns they have about any aspect of the charity.
Enactment of policy
In a Space Charity will take the following measures to support the freedom of speech of all staff:
Promote an open environment which encourages freedom of speech within all staff of the In a Space Charity and any other individuals or organisations who work closely with it. For staff, this includes regular meetings throughout the year to discuss practice and progress.
Committing to ethical high standards of conduct and service. In a Space Charity policies will display all areas of conduct that will be upheld.
All staff to be encouraged to research and/or report any conduct which breaches the law with the following organisations:
Equality and Human Rights Commission: https://www.equalityhumanrights.com/en/whistleblowing
Financial Conduct Authority: https://www.fca.org.uk/firms/whistleblowing/how-make-report
Acas: https://www.acas.org.uk/advice
Employers grievance policy
Any Personal grievances/workplace disputes such as bullying, harassment or discrimination are not covered by whistleblowing law, unless the particular case is in the public interest. This can also include workplace disciplinaries such as employer concerns about staff work, conduct or absence.
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All staff are encouraged to voice concerns informally first to try to sort out any issues internally. Formal action can be advised from various UK Government sources such as: https://www.gov.uk/solve-workplace-dispute
Any form of abuse will not be tolerated by In a Space.