ࡱ> 5@ Pbjbj22 (XXwH8dZx::PPP///$*R|j/+///PP2/PP/u+0P. ΂c[4H0xH ///////$ THE FAMILY HAVEN POLICY AND PROCEDURES All policies and procedures have been approved by the Trustees and are regularly reviewed and updated as necessary last revised Feb/June 07 TABLE OF CONTENTS Categories of Clients Procedures for registration Information Resources Policy Procedures for referral/sign-posting Child Protection Health Policy Behaviour sanctions Emergencies (fire, accidents, intruders, failure to collect) Partnership with parents Procedure for complaint Equal opportunities policy Disciplinary & grievance policy Confidentiality policy Volunteer policy Environmental policy Health & safety policy Fire policy Recruitment policy Recruitment of ex-offenders SEN policy Supervision strategy Purchasing, Invoicing & Credit Control Procedures Outings and Local Visits procedure Procedures for Older Children Administration Procedures Anti-Bullying Policy Alarm Procedure Data Policy & Procedures Smoking Policy Records kept CATEGORIES OF CLIENTS ENTITLED TO USE THE FAMILY HAVEN There are four categories of client with which The Family Haven is concerned. These are homeless families living in B&B or families living in temporary accommodation, hard to reach families, referrals and families who have children with special needs. Bed and Breakfast (B & Bs) and Temporary Accommodation These are families with children, or expectant mothers, living in Bed & Breakfast accommodation i.e. a property where legally only a room at night, and breakfast next morning need be provided (including bed-sits where breakfast is provided). Also families with pre-school children living in short term housing association, council or private rental accommodation. Hard to Reach These are families in need who do not readily engage support services and are marginalised. These families are often accessed via existing clients. Referrals Other professionals, or agencies will have referred these. They must be a family in need of extra support, which is not available elsewhere. Children with Special Needs These are pre-school children with special needs. PROCEDURES FOR REGISTRATION OF CLIENTS Clients will be introduced to a member of staff, who will check on their circumstances eg. Type of accommodation, number of and ages of children etc. (N.B. Where clients do not fall into the categories set out above, they will be tactfully referred to an other agency.) Clients will be shown around the building and the facilities available explained to them. Clients who are undecided about the usefulness of The Family Haven to them should be invited to think about it and return on another day to register. When decided the registration forms will be completed. PROCEDURES FOR ALL CLIENTS Each clients date of arrival and personal information will be recorded. The number of days of use will be agreed with each client according to his or her needs and will be reviewed as their circumstances change. The record forms will be completed. Clients will be asked to read and sign the contract and the consent form. CHILDREN WITH SPECIAL NEEDS A Health Visitor, Social Worker or another professional will refer the child. A meeting will be arranged for the parent, child and the referring agent to visit The Family Haven where they will be shown around the building and the facilities available can be assessed. Staff will discuss with the parent the particular needs of the child, their likes, dislikes, and their interaction with other children. Nursery sessions will be explained to the parent so that appropriate dates can be arranged. A trial period of a minimum of 4 sessions will be agreed so that the suitability of both The Family Haven and the child can be assessed. The parent might be asked to be present for at least the first of these trial sessions. All details of parent and child will be recorded and the confidentiality of these details will be explained. The parent will be made to understand that The Family Haven may need to liaise with the Health Visitor, Social Worker, Doctor, etc. INFORMATION RESOURCES POLICY (Feb07) To enable staff to provide clients with information about the best sources of support for their particular need and to refer/signpost them to those relevant agencies The Family Haven will strive to keep all reference materials, posters and leaflets updated. It is the responsibility of the office team to ensure the information is kept up to date and readily available. A selection of Directories and Handbooks are kept available in the office. Posters and leaflets of relevant local agencies are displayed on the office notice boards. Contact telephone numbers of other sources of information are on hand eg. GUIDE, FACS, Social Service helpdesk etc. Contact telephone numbers of both statutory and voluntary organisations are held for obtaining advice for both staff and clients. The Family Haven is on the mailing list of various groups and departments to receive the latest information about up and coming changes in practice. From time to time staff members visit other organisations to exchange information and clarify roles. Assisted information is delivered by project staff overseen by the Manager who is ultimately responsible. PROCEDURES FOR REFERRAL / SIGN-POSTING (Feb 07) Where clients require advice beyond the information available at The Family Haven they will be referred / sign-posted to another relevant service. Depending on the clients needs and the nature of the alternative service, clients may be:- Formally referred using the individual agencys referral procedure. Offered the use of the telephone to make an appointment with the agency. Advised of the agencys existence and given directions for access. To ensure we offer the best service possible The Family Haven will:- Ensure all staff are aware of their limitations and the need to refer to specialised agencies. Adhere to the referral / sign-posting procedure. Keep up to date details of other sources of support and information. Make available to all staff the CLS Referral Directory, the Directory of Voluntary and Community Organisations and the Voluntary Sector Handbook. Inform clients about any charges required by the alternative service provider and when possible seek funding to enable them to access the service. Support clients in accessing other services by making telephone calls on their behalf, filling in forms and if necessary accompanying them on initial visits. Make it possible for the client to access the other service y providing creche when possible. Keep a record of all referrals using the day-book. Encourage clients to inform us of the outcome of the referral to ensure that they have received the help they require and if necessary procure another option. Monitor both satisfactory and unsatisfactory outcomes to help make future referrals. CHILD PROTECTION POLICY (March 07) The Family Haven believes that the welfare of the child is paramount and that all children without exception have the right to protection from abuse. All children should be valued at all times. No bullying, physical punishment, racist language or use of language that might undermine the confidence of the individual child will be tolerated (see anti bullying policy). All children will be listened to and treated with respect. The Family Haven Trustees will ensure that all trustees, staff and volunteers are checked for the suitability to work with children. This will include the take up of two independent references and police checks through the CRB. Students etc who have not been checked by the Family Haven will not be left unsupervised. The Family Haven trustees will ensure that all staff receive regular child protection training and supervision. They will also ensure that staff and volunteers receive adequate induction and that child protection procedures are fully understood. Staff and volunteers will be made aware of their responsibilities in respect of their own behaviour. This will include not closing doors when in rooms on your own with children, not behaving in a way that can be misconstrued as sexually exploitative, ensuring there are enough staff around and supervising children at all times. The Family Haven staff will work with parents to ensure the safety of children, supporting families and working with other professionals as necessary. Parents will be made aware that any causes for concern will be reported and that disclosure of child protection issues will be shared with relevant agencies. Beyond this however, parents can be assured of confidentiality. All individuals working with children and families have a duty and responsibility to report any concerns or allegations of a child protection nature, which may come to their attentions. This will be done by following The Family Haven Child Protection procedure. The Child Protection Policy and Procedure will be reviewed annually and discussed in supervision to keep it in the forefront of peoples minds. Child Protection Procedure The Family Haven works in partnership with the Gloucestershire Safeguarding Children Board. Responding to Concerns or Allegations In cases of concern the manager should be informed. Discrete records should be recorded in the incident book. The manager/nursery supervisor or both should then talk to the parent to ascertain if there is a problem, with which help can be offered. When a child attempts to make an allegation the child will be listened to and taken seriously. All that is said will be recorded and the manager informed. Where abuse is suspected the manager should contact the childs health visitor and if deemed necessary advice will be sought from the Safeguarding Children Service on 01452 583 636. If the situation calls for immediate action, the manager will log a child welfare concern and if warranted make a referral to the Children and Families help desk on 01452 426 565. The details of the referral should be confirmed in writing to the Children and Young Peoples directorate within 48 hours. (see Gloucestershire Child Protection Flow Chart). Whenever possible parents should be informed before making a referral except in more serious cases or cases of concern about sexual abuse. Responding to Allegations of Abuse by Staff Parents will be made aware of how to make a complaint in the nursery handbook. All concerns that may amount to an allegation of abuse or neglect by a member of staff must be reported to the manager. In the case of the manager being implicated in the allegation, it should be reported to the trustees. The details of the issue or incident, giving rise to the concerns, should be discussed with the Local Authority Designated Officer (LADO) through the Safeguarding Children Service on 01452 583 636, who will decide whether the Police and social workers need to be involved. The LADO will advise on whether it is necessary to suspend a member of staff. Any suspension should be described as necessary and supportive to staff. Ofsted should also be informed of any allegation made on 0845 601 4772. Records of any allegation will be kept confidential and details will be disclosed on a need to know basis. All records will be kept securely in the staff file to be used in the event of any future investigations. All trustees, the manager and staff will fully co-operate in any investigation. Definition of Abuse Emotional Abuse The persistent emotional maltreatment of a child. It may involve conveying the feeling of worthlessness, being unloved or inadequate, constant criticism, being frequently frightened or in danger. It may also involve over protection, limiting learning or preventing the child participating in normal social interaction. Neglect The persistent failure to meet the childs basic physical and psychological needs. Neglect may also occur during pregnancy as a result of maternal substance abuse. Sexual The forcing and enticing of a child to take part in sexual activities, whether or not the child is aware of what is happening. It may include physical contact or non-contact activities such as watching or being encouraged in an inappropriate sexual way. Physical The causing of physical harm to a child that could involve hitting, shaking, throwing, poisoning, burning, scalding, drowning, suffocation or otherwise causing physical harm. Also included in this category are children subjected to deliberately induced or fabricated illnesses. Physical abuse, as well as being a result of an act of commission can also be caused through omission or the failure to act to protect. Whistle Blowing This is a confidential route for anyone to use if they have concerns over the treatment of children by staff or volunteers. Guidance will be given as to whom the concerned party should contact. Contact addresses and telephone numbers are displayed in the staff room. HEALTH POLICY (Feb 07) No child or adult suffering from an infectious illness (excluding coughs and colds) should be in attendance, until the required incubation period has passed. A poster of childhood diseases, their symptoms and incubation periods is displayed in the nursery. Parents should be informed of any likely outbreaks of childhood infections. Any child or adult infested with lice will be required to treat the condition before admission to the nursery. This can be done at home or using The Family Haven bathroom. Any serious accident or illness must be notified immediately to the OFSTED and to the Environmental Health Officer. Staff should not give medication of any sort, unless extraordinary circumstances arise. In these cases, medication can only be administered if the parent has given written permission and instructions. Parents are asked to record any medication they administer to their children, on The Family Haven premises, in the medication book situated in the nursery. BEHAVIOUR SANCTIONS (Feb 07) A list of house rules is given to every client when registering. Any behaviour, which causes discomfort to either the perpetrator or those around, should be dissuaded. (see anti-bulling policy) Physical punishment must never be used. Sanctions for unacceptable behaviour will never include frightening, humiliating or lengthy withdrawal. Restraint must not be used as a punishment. Problem behaviour will be dealt with swiftly and fairly, taking into consideration the age of the child. The child will be told why the behaviour is unacceptable and the reason for the sanction. Where possible the child should be redirected. A child can be removed from a situation, to another part of the nursery. Items of equipment, toys, etc may be removed from the child. A child may be asked to sit to one side for a short period of time (2 minutes max). The group leaders will maintain confidential links with parents about any problem behaviour and subsequent sanctions taken. Once an incident has been dealt with the group leader will reassure parents that the matter is now forgotten and no further action is required. EMERGENCIES (Feb 07) Fire In the event of a fire strict procedure should be followed:- The Manager, or in her absence, the Deputy Manager, will telephone the Fire Brigade. The Manager or Deputy Manager will be responsible for the safe evacuation of the building. The assembly point is in the front garden. Accidents In the event of serious accident/injury the Manager or Deputy Manager will be responsible for calling an ambulance. They should then inform the emergency contact, found on the admission form. Intruders If an unwelcome visitor tries to gain access to the building, they should be asked to leave. If they refuse they should be warned that the Police will be called. If the intruder persists or becomes violent the Manager or Deputy Manager will be responsible for calling the Police. Failure to collect A parent must pick up children, unless other arrangements have been made with the Nursery Supervisor or Deputy. If in doubt the child must be kept at The Family Haven until contact has been made with a parent. If a child is not collected, every effort must be made to trace the parent. The emergency contact person should be informed. If all else fails Social Services should be contacted. Lost Child If a child goes missing from the nursery the parent will be informed immediately if on the premises. In the case of an absent parent, staff will search the building and grounds. If the child is not found during the initial search, the parent will be contacted immediately. If the parent cannot be contacted the emergency contact will be informed. If necessary the police will be contacted. PARTNERSHIP WITH PARENTS (Feb 07) It is recognised that parents generally have the greatest knowledge of their own child. Parents should be kept fully informed about their childs activities, and of any medical problems, accidents, behaviour problems or other significant events. Staff should ensure that there are sufficient opportunities for parents and staff working with the children to discuss the childs progress and plans for future activities. Parents should know that they can drop in to the group at any time during sessions, to observe or participate in activities (indeed this should be encouraged). Parents should also be encouraged to participate in outside activities eg swimming, library trips, etc. Parents may sometimes be asked to help out in the nursery on a rota basis. Children should be supplied with suitable clothing, as they will be partaking in messy activities. Parents are made aware that they must take full responsibility for their children at all times unless they have arranged to leave them in crche. All parents must take full responsibility for updating admittance records e.g. addresses, telephone numbers and contact names. PROCEDURE FOR COMPLAINT (Feb 07) Anyone wishing to make a complaint connected with The Family Haven (excluding Child Protection matters) should follow the complaint procedure as follows: - The procedure allows the matter to be dealt with, in the first instance, by the Manager If you are unhappy with the response you get, the procedure allows you to pursue the matter with the Chairperson of the Executive Committee. If you are still unhappy with the response, the procedure allows you to pursue the matter with a panel of up to 3 trustees from the Executive Committee. All complaints received, whether made in writing, by telephone or in person, should be treated with equal importance. All complaints will be recorded and acknowledged within 5 working days. A full reply must be given within 10 working days of the date of acknowledgement. If it becomes apparent the investigation will take longer than 10 days to complete, the complainant must be advised of the reason for the delay together with a date when a full reply may be expected. If a satisfactory outcome cannot be reached you may contact OFSTED on 08456 404 040. EQUAL OPPORTUNITIES POLICY (Feb 07) No user of The Family Havens facilities and services whether they are a member of staff, a client, a volunteer, visitor or job applicant will receive less favourable treatment or be discriminated against on the grounds of race, colour, ethnic origin, nationality, sex, marital status, sexual orientation, disability, size, creed, trade union activities, political beliefs, age, class or caring responsibilities. However The Family Haven Management does make the proviso that should occasion arise where there are too many clients for the spaces available, priority will be given to clients living in Bed & Breakfast accommodation. The Family Haven takes responsibility for encouraging positive attitudes, promoting equality and opportunity. The rights and dignity of the individual should be respected. All employees have a legal and moral obligation not to discriminate and to report incidents of discrimination against any individual or group of individuals. Any employee found to be practising discrimination will face disciplinary proceedings. Any complaints should be dealt with as set out in the PROCEDURE FOR COMPLAINT. The Family Haven aims to promote equal opportunities by : - Ensuring that all who come into contact with The Family Haven know of the standards we aim to achieve, will be aware of their responsibility in helping us to achieve them and will know that they have the right to complain if the standards slip or the policy is ignored. Providing appropriate multicultural play equipment and materials to reflect positive images. Promoting awareness by example and discussion when appropriate. Challenging negative, hurtful remarks or behaviour. Sharing cultures and celebrating festivals. Responding flexibly and imaginatively (where possible) to requests for services, some of which may have to be different or separate from those currently provided. Creating easy access and a sympathetic environment. Liaising with other agencies. Informing users of The Family Haven that we are committed to a policy of equal opportunity. Training. Equal opportunity training needs will be identified and acted upon. All employees will be given equal opportunity and access to training to enable them to progress within the organisation. Recruitment. The Family Haven will ensure that the way in which jobs are advertised and filled fulfil the requirements of our policy on equal opportunity. All job descriptions will be checked to ensure that they do not ask for unnecessary requirements or qualifications. Where some groups of people are under-represented on the staff, those groups of people will be specifically encouraged to apply for jobs. All applications will then be treated strictly on merit at the stage of short-listing and selection. The word staff includes volunteers engaged in the work of The Family Haven. DISCIPLINARY PROCEDURE (March 07) The procedure should not be regarded as a means of imposing punishment but as a means of improving performance. Stage 1 - Verbal Warning Where previous supervision and appraisals have failed to bring about desired improvements a disciplinary interview will be arranged. The Line Manager will set out the areas to be discussed and the employee will be allowed to respond. Where the employee is considered blameworthy, a verbal warning will be given. A written record of the warning will be made and a copy given to the employee. Stage 2 - 1st Written Warning - If the verbal warning has failed to bring about the desired improvement within a period of not less than one month a further disciplinary interview will be arranged (as above) and if the employee is found blameworthy, a written warning will be issued and a copy will be given to the employee. Stage 3 Final written warning If after a further period of not less than one month of a written warning a member of staffs performance and/or conduct is still considered unsatisfactory a further disciplinary interview will be arranged (as above) and they will be issued with a final written warning. This final warning will clearly lay down the areas of failed performance and the minimum, precise and measurable improvements that are required and by what dates for the employee to retain his/her job. Stage 4 Dismissal - If after a reasonable period of time as defined in the final written warning the member of staffs performance is still considered unsatisfactory then the member of staff may be dismissed. At all stages employees are protected from being unfairly treated with the following principles underlying all steps of the disciplinary procedure. The timing and location of meetings will be reasonable and conducted in a manner that enables both employer and employee to explain their case. Each case is carefully investigated and the employee is given an opportunity to put his/her side forward before disciplinary action is taken. The employee has a right to be accompanied at any disciplinary proceedings by a work colleague, Trade Union official certified by their union to act as a staff representative or a friend/relative of their own choice. There is a right of appeal against any disciplinary action taken. An appeal should be lodged in writing within 5 working days of the disciplinary action taking place (or within 5 working days of confirmation of the outcome e.g. the letters). DISCIPLINARY PROCEDURE (March 07) Step 1: statement of grounds for action an invitation to meeting. The employer must set out in writing the employees alleged misconduct, characteristics, or other circumstances, which have led them to contemplate disciplinary action or dismissal. The employer must send the statement or a copy of it to the employee and invite the employee to a meeting to discuss the matter/s. Step 2: the meeting (which is recorded and signed by both parties) The meeting must be held before the employer takes any action, unless the disciplinary action consists of a suspension. The meeting must not take place until: the employer has informed the employee of the grounds for the allegations as set out in the statement issued under Step 1; the employee has been given a reasonable opportunity to consider their response to that information. The employee must take all reasonable steps to attend that meeting. After the meeting the employer must inform the employee of their decision and notify the employee of the right to appeal against the decision if he or she is not satisfied. Step 3: appeal If the employee wishes to appeal, they must inform the employer in writing, within 5 working days. (of the disciplinary outcome having been confirmed in writing) If the employee informs the employer of their wish to appeal, the employer must invite the employee to attend a further meeting. The employee must then take all reasonable steps to attend the meeting. The appeal meeting does not have to take place before the dismissal or disciplinary action takes effect. After the appeal meeting the employer must inform the employee of his final decision. N.B. A Verbal warning will stay on file for 6 months, A Written warning for 12 months SUMMARY DISMISSAL FOR GROSS MISCONDUCT Certain types of conduct are considered as gross misconduct and are dealt with by suspension pending an urgent dismissal meeting eg theft, violence, infringement of Health and Safety, serious bullying or harassment, serious breach of confidentiality, verbal, sexual or racial abuse, incapability through alcohol or being under the influence of illegal substances, serious criminal offences that require an urgent response or any actions which may bring The Family Haven into public disrepute. (These are examples but the list may not be exhaustive) The procedure for such cases only involves the use of Step 1 and Step 3 of the standard dismissal procedure. Step 1 must include in the statement the alleged: misconduct leading to the dismissal; the employers basis for thinking the employee was guilty at the time of dismissal and the employees right of appeal against dismissal. This shortened procedure does provide for an appeal meeting to take place at the employees request, in writing where the decision to dismiss should be reviewed. GRIEVANCE PROCEDURE If you have a grievance related to your work then you may wish to use the grievance procedure which is as follows:- The procedure allows the matter to be dealt with, in the first instance, by the Manager who should give you an answer as soon as possible within 5 working days. If you are unhappy with the response you get the procedure allows you, (accompanied by a colleague or union representative, if you wish) to pursue the matter with the Chairperson of the Executive Committee. CONFIDENTIALITY POLICY (March 07) Confidentiality is a fundamental principle of The Family Haven. Clients need to have total confidence in The Family Haven so they can reveal details of their personal circumstances without risk of the information being passed to third parties without their consent. This policy governs the conduct of all paid staff, volunteers, students and members of the Executive Committee. RESPONSIBILITY TO CLIENTS It will be made clear to clients that personal information will only be passed on to other relevant agencies with their permission. Exceptions being: 1) Child Protection Issues Risk of serious physical harm (to the client or another party) When it is in the clients interest to do so but it is not possible to obtain the clients consent in advance. Information will be shared with other members of staff on a need to know basis. RECORDS Clients records containing personal relevant information will be kept locked in a filing cabinet in the office. Access will be strictly limited to staff involved with their case. Clients will have access to their files. Highly confidential child protection records will be secured separately and access strictly limited to The Family Haven representative dealing with the specific case conferences and core groups. REFERRALS Referrals made to The Family Haven are done so with the clients knowledge and their circumstances explained with their permission. Referrals made to other organisations from The Family Haven are done so by agreement from clients (exception Child Protection). Information may be shared with these organisations with the clients knowledge. SECURITY Telephone numbers and addresses will never be divulged unless requested to do so by the client concerned. Attendance details will not be disclosed without the clients permission. OTHER CLIENTS, VISITORS Clients should be made aware that other clients and visitors may not respect confidentiality; therefore care should be taken when disclosing personal information. PUBLICITY Full anonymity will be given to all clients in any publicity, promotions, case files, etc used to promote the work of The Family Haven. RESPONSIBILITY TO STAFF AND VOLUNTEERS (referred to as workers) RECORDS Workers records containing personal relevant information will be kept locked in a filing cabinet in the office. Access will be strictly limited to The Manager, and Human Resources team. Workers will have access to their own personal files. Home addresses and telephone numbers of workers will not be disclosed to clients. They will only be disclosed to outside agencies with the consent of the worker concerned (police can bypass this). RELATIONSHIP WITH CLIENTS Relationships with clients should be maintained on a professional basis. This implies that workers should not exploit clients in any way, including sexually, physically, emotionally or financially. It is strongly advised that workers should refrain from social contact with clients outside The Family Haven. Where clients are already known to workers, the Manager must be informed, thereby preventing a conflict of interests. RELATIONSHIP WITH COLLEAGUES Workers should not speak ill professionally or personally of a colleague to a client, whether privately or in public, or to members of the public in general. Any personal details shared with the team should remain confidential at all times. VOLUNTEER POLICY (July 07) INTRODUCTION: The purpose of the policy is to provide overall guidance to Staff and Volunteers engaged in volunteer work for the Family Haven. The Family Haven reserves the exclusive right to change any of the policy at any time and to expect adherence to the changed policy. Unless specifically stated, the policy applies to all volunteers in all duties. ROLE OF VOLUNTEER: The volunteer is anyone who without compensation or expectation of compensation beyond reimbursement of expenses incurred in the course of her/his Volunteer duties, performs the task at the direction of the Family Haven, as described on the specific job description. The Family Haven accepts the services of all Volunteers with the understanding that such services are at the sole discretion of the Family Haven. Volunteers agree that the Family Haven may at any time, for whatever reason, decide to terminate the Volunteers relationship with the organisation. A Volunteer may at any time, for whatever reason, decide to sever his/her relationship with the Family Haven. Notice of such a decision should be communicated as soon as possible to the Manager. Volunteers will not be asked to take on pieces of work formally done by paid workers. All Volunteers will have the right to refuse or withdraw from tasks, which they do not wish to undertake. Volunteers moving on to other Voluntary work or paid employment will be entitled to receive a reference from the Family Haven. Volunteers will receive a copy of the reference. Volunteers are viewed as a valuable resource to the Family Haven, its Staff, Clients and Families. Volunteers shall be extended the right to be given meaningful tasks, the right to be treated as equal co-workers, the right to effective supervision, the right to full involvement and participation, and the right to recognition for work done. In return Volunteers shall agree to perform their duties to the best of their abilities and to remain loyal to the values, goals and procedures of the Family Haven. VOLUNTEER MANAGEMENT PROCEDURES RECRUITMENT: Volunteers shall be recruited without regard to gender, disability, age, race, or other conditions. Volunteering opportunities will be widely advertised in a variety of places to ensure a broad section of the local community is represented. The recruitment of Volunteers will be made following full discussion with Staff members. The Home Office code of practice shall be the guiding principle for the protection of children. The process shall include: Formal written application References Interview and Selection Police Check THE INTERVIEW PROCESS: All Volunteers will be interviewed to ascertain their suitability for and interest in the position. The interview will determine the skills and experience of the Volunteer, their commitment to fulfil the requirements of the position and should answer any questions that the Volunteer might have about the position. All Volunteers will be interviewed by the Trustee responsible for volunteers, Manager or Nursery Supervisor. INDUCTION AND TRAINING: All new Volunteers shall be entitled to a structured induction to familiarise them with the work of the Family Haven including issues of Health & Safety. PROBATION PERIOD: All Volunteer placements shall initially be done on a trial period of 3 months. LEAVE OF ABSENCE: Volunteers are expected to perform their duties on a regular scheduled and punctual basis. The Volunteer will discuss with the Line Manager as far in advance as possible their wish to have a leave of absence. Continual absenteeism will result in a review of the Volunteers term of service. CONFIDENTIALITY: Volunteers are responsible for maintaining the confidentiality of all proprietary and privileged information to which they are exposed, whilst serving as a Volunteer, and on leaving the service, whether this information involves a member of Staff, Volunteer or Client. INSURANCE: Liability and accident insurance is provided for all Volunteers engaged in the Family Haven business. TRAINING AND SUPERVISION TRAINING: Volunteers will be entitled to have appropriate training to both carry out their work and to enable self-development. This will be subject to funding constraints, but will always be viewed as a priority SUPERVISION: Attendance at supervision/support sessions is recommended for all Volunteers: either by a group supervision or one to one. Each Volunteer will be allocated a named support worker to whom she/he will be allocated on a day to day basis. Ultimately all Volunteers are accountable to the Family Haven Manager. LINES OF COMMUNICATION: Volunteers are entitled to all necessary information pertinent to the performance of their duties. Accordingly, Volunteers should be included in and have access to all appropriate information, memos, materials and meetings relevant to their duties. Primary responsibility for ensuring that the Volunteer receives such information will rest with the Manager. Lines of communication should operate in both directions and volunteers are encouraged to speak to Line Mangers/Manager when they feel it necessary. GRIEVANCE & DISCIPLINARY POLICY The role of Volunteers in the Family Haven is different to that of paid staff. This is not a valid reason for failure to establish clear disciplinary and grievance procedures for Volunteers, although their right to such procedures is a right in principle rather than a legal obligation. The procedure should be appropriately more flexible and be subject to a realistic time scale, but must be clear and fair, in line with the Staff Grievance and Disciplinary Policy. DISMISSAL OF A VOLUNTEER: Volunteers who do not adhere to the rules and procedures of the Haven or who fail satisfactorily to perform their Volunteer duty may be subject to dismissal. No Volunteer will be dismissed, until the Volunteer has had an opportunity to discuss the reasons for dismissal with supervisory staff. Possible grounds for dismissal may include, but are not limited to the following, gross misconduct or insubordination, being under the influence of alcohol or drugs, theft of property or misuse of Family Haven equipment or materials, abuse or mistreatment of Family Haven clients, failure to abide by the Family Haven policies and procedures, failure to meet physical or mental standards of performance and failure to perform assigned duties satisfactorily. THE GRIEVANCE PROCEDURE: If a Volunteer has a grievance against a member of Staff or any other Volunteer The Family Havens grievance procedure should be followed. A copy of which is held in the office. NOTICE OF RESIGNATION/RETIREMENT Volunteers may resign from their Volunteer service at any time. It is requested that Volunteers who intend to resign provide advance notice, preferably one month before their departure to the Manager. ENVIRONMENTAL POLICY (March 07) Statement of Intent The Trustees and management of The Family Haven are committed to implementing practical policies of conservation of resources and the environment as specified herein. Waste Waste generated by the operation of our office, nursery and kitchen shall be sorted and recycled as far as reasonably possible. The recycling bin is situated on the first floor landing. In the office, paper products will be re-used where possible e.g. re-use of envelopes and use spoiled papers as note books. With respect to communications, endeavour to print both sides of the paper. Also to conserve paper, avoid mass mailings by sending communication via e-mail. In the kitchen, food waste should be minimised, numbers of clients wishing to have lunch, are counted at 10.30 every morning. In the event of too much food being prepared, the excess is frozen, to be used at a later date. In the nursery use some recycled paper for drawing and painting. Unwanted packaging etc. is used for junk modelling. Promote and operate a vigorous programme of collecting and distributing recycled goods. Friends and supporters regularly donate clothing, household equipment, bedding, towels and curtains, toys, books, videos, baby equipment and small items of furniture that they no longer require. Our aim is to redistribute these items to our clients and others in need who are referred to us. (these items are redistributed free of charge) Recycle plastic carrier bags for clients to take their recycled goods home. Transport Organise car sharing for staff where possible. Our policy is to walk to any meetings held in the city centre. Where possible our Trustees car pool for the monthly meetings and visits to The Haven. Purchasing policy Much of our furniture and fittings for the premises including office equipment is second hand and therefore is recycled. Much of the supplies for the nursery are from Gloucester Resource Centre, so also recycled. Energy usage To maximise energy efficiency we installed new energy efficient boilers in 2001. Where possible we use energy saving light bulbs. We maintain statutory heat levels for the nursery and building during daytime occupancy and use a timer to ensure that the building is not heated when it is not occupied. To avoid constantly running our photocopier it is turned on only when a sufficient amount of work is to be copied. Lights are not left on when staff depart. In the nursery we have installed childrens toilets equipped with water conserving devices. Recycling All waste paper, drink cans, plastic milk bottles, glass, newspapers and magazines will be recycled using the bin provided and collected by the council, weekly. Clothes and shoes that are of poor quality or are surplus to requirements, will be taken to the local recycling centre. Any large quantities of cardboard will also be taken to the local recycling centre. HEALTH AND SAFETY POLICY May 07 The Family Havens policy on Health and Safety at work is to provide as safe and as healthy working conditions as possible and to enlist the support of all employees towards achieving those ends. While overall responsibility rests with The Family Havens Executive Committee, all staff and volunteers have a legal duty to take reasonable care, to avoid injury to themselves or others, by their work activities to protect Health and Safety. THE MAIN HAZARDS THAT STAFF & VOLUNTEERS SHOULD BE AWARE OF ARE: - LAUNDRY ROOM Washing machines and tumble driers should be used with care. All machines should be inspected regularly by staff. Clients must be made aware of using machines in accordance with the manufacturers instructions. KITCHEN Care should be taken with all cooking utensils and equipment. Care should be taken at all times when drinks or meals are served. Extreme care should be taken when carrying hot liquids or food. Children are not allowed into the kitchens unaccompanied by an adult. NURSERY/CHILDREN Ensure that all doors and stair gates are closed securely. Do not allow children to climb on furniture or swing on safety gates. All cleaning materials must be kept well out of reach of all children. Safety covers must protect all wall sockets in the nursery at all times. Never leave children unsupervised in rooms or outside areas. The climbing frame and slide must be supervised. Do not allow children to carry dangerous equipment eg scissors, mugs, sticks, etc Any up-turned chairs should be righted immediately. Any dangerous items should be removed. Gloves should be worn when changing nappies; the changing mat must be wiped with anti-bacterial cleanser after use. SMOKING It is against the law to smoke inside The Family Haven building (you may only smoke in the smoking area outside). FLOORS Special care should be taken on kitchen, laundry and nursery floors. Allow half an hour for floors to dry before going onto them. Mop any spills up immediately. FIRE INSTRUCTIONS Please ensure you are familiar with the fire extinguishers and their location. Make sure fire doors are closed at all times. Be aware of assembly point; study the fire instructions. ACCIDENTS Any accident should be reported to the Manager, who in turn will report to the Executive Committee, as soon as is practical. Details of all accidents must be entered in the Accident Book. Accidents involving children must be reported to the parent, who must sign the Accident Book. FIRST AID BOX This is situated in the dining room outside the kitchen. Named First Aiders are: DISPLAYED IN THE OFFICE USE OF CANDLES The use of candles will be limited to birthday cakes, Diwali and alternative therapies. Candles will not be left burning unsupervised and great care will be taken to make sure they are extinguished properly. USE OF LADDERS The use of ladders is banned except when they are owned and used by The Family Havens contractors. Use of The Family Havens A frame step ladder is permitted for short periods e.g. to access storage cupboards, change light bulbs, check emergency lighting etc. LIFTING Care should be taken when lifting using proper lifting techniques. FIRE POLICY (March 07) MEANS OF GIVING WARNING IN THE CASE OF A FIRE FIRE ALARM SYSTEM The electrical fire alarm system is situated at the bottom of the stairs. Four break glass alarm points are situated I) by the fire alarm system II) by the back kitchen door III) outside the staff room door IV) on the top landing. These are to be tested weekly (on rotation) by two members of staff and recorded in the Fire Log Book. One member of staff is to insert the black key into the break glass while the other is to check and reset the electrical alarm system. EMERGENCY LIGHTING Once a month the emergency lighting is to be tested by isolating the lighting circuit and walking through the building to check the emergency lights. This is to be recorded in the Fire Log Book. AUTOMATIC FIRE PROTECTION There are smoke detectors in each room, which will activate in the event of heat/smoke being present. FIRE FIGHTING EQUIPMENT All staff are to familiarise themselves with the equipment available. There are fire extinguishers in all parts of the building and fire blankets in the kitchens. FIRE PROCEDURE NOTICES These are situated on every floor and all staff and clients are to familiarise themselves with the instructions in case of fire. FIRE ASSEMBLY POINT The assembly point is in the front garden. Care should be taken with the children on the road. F I R E STAFF FIRE PROCEDURE IF YOU DISCOVER A FIRE Raise the alarm by breaking the glass at the NEAREST POINT. Ensure the Fire Service is called by dialling 999. Attack the fire with the equipment provided IF IT IS SAFE TO DO SO. IF YOU HEAR THE FIRE ALARM Collect client attendance list Check cot-room for babies Leave the premises by the nearest available exit. Nursery staff to supervise the safe evacuation of children in nursery. Close ALL DOORS behind you. Report to the person in charge at the assembly point in the FRONT GARDEN. CALL THE FIRE BRIGADE (by dialling 999) DO NOT SHOUT OR RUN STUDY THIS NOTICE CAREFULLY SO THAT YOU KNOW WHAT TO DO IN AN EMERGENCY RECRUITMENT POLICY (March 07) When a specific role has been identified, defined and approved, the following recruitment procedure will be adhered to. Create the job advertisement Include job title and location Required experience and qualifications Hours Remuneration Statement of Equal Opportunities How to apply and to whom Closing dates for applications Where to advertise Try to reach as many likely candidates as possible, one or all of the following may be appropriate: Job centres (including on line) Gloucestershire Citizen Gloucestershire Echo Cheltenham News Gloucester News The Forester Parish Magazine & other publications The Family Haven Newsletter Short-listing candidates When all applications have been received and vetted by the appropriate people:- For Management and Supervisory Positions Manager, Deputy Manager, Trustees For Nursery appointments -Manager, Nursery Supervisor and Nursery Deputy For Project staff Manager, Deputy Manager Short-listed candidates should be contacted and arrangements made for them to visit the centre. They will be given an information pack including job description personal specifications and staff induction book. At this visit thy will be offered an interview if appropriate. The unsuccessful applicants should be contacted to let them know they have been unsuccessful on this occasion. Interview The interview panel should consist of the interested parties who have already vetted the applications (see above). Decide on questions beforehand and ask the same question to each candidate in order to compare answers. At the end of the interview, thank the candidates for attending, ask whether they still wish to be considered, subject to satisfactory references and advise them on the next steps. Final Decision Discuss each candidates strengths and weaknesses, whether suitable or not and ideally, reach a group decision using the interview checklist. All candidates should then be advised of the decision and the present staff should be informed of the outcome of the interviews. Verbal references should be obtained with written confirmation to follow. Appointment Confirmation The letter of appointment should include: Start date Salary Job title Three month probationary period A signed copy as acceptance of position (which should be returned within 14 days) Contract of Employment & Terms & Conditions The job description, personal specification and Staff Induction book (including the Disciplinary & Grievance Procedure) should be available on the first day of their appointment in case it has been misplaced. A contract of employment & terms and conditions will be signed by the employee and the manager at the end of a successful probationary period. CRB DISCLOSURE FORMS SHOULD BE APPLIED FOR AS SOON AS POSSIBLE RECRUITMENT OF EX-OFFENDERS (July 07) It is a requirement of the CRBs code of practice that any body or individual using Disclosure information as part of their recruitment process must treat Disclosure applicants who have a criminal record fairly and do not discriminate because of a conviction or other information revealed. The Family Haven is committed to fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. We activity promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience. As a disclosure is part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to the designated person and we guarantee that this information will only be seen by those who need to see it as part of the recruitment process. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We make every subject of a CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request. We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences. SPECIAL EDUCATIONAL NEEDS POLICY (May 07) The Family Haven values the contribution that every child can make and welcomes the diversity of culture, religion and intellectual style. We aim to remove barriers to learning and increase access to pre-school provision for all. Therefore we welcome the inclusion of children with special educational needs. Whilst many of our children come from the socially excluded, hard to reach sector of our community and therefore have special needs, for the purpose of this policy, special educational needs means a child has a learning difficulty which calls for special educational provision. A child has a learning difficulty if she/he has A significantly greater difficulty in learning than the majority of children of the same age. A disability which either prevents or hinders him/her from making use of educational facilities of a kind provided for children of the same age. Due to staffing levels and limited specialised equipment it may not be possible to cater for all children with special educational needs. A meeting will be arranged for the child, parent/carer and the referring agent to visit The Family Haven so that the facilities available can be assessed for suitability. The Family Haven has a named special educational needs co-ordinator (Laura Partridge ) who is responsible for: The day to day operation of the SEN policy. Liasing with and advising all members of staff. Initiating IEPs (individual education plans) Co-ordinating provision for children with SEN. Overseeing records on children with SEN. Liasing with parents of children with SEN. Keeping all members of staff informed of new developments and issues. Liasing with external agencies. The Family Haven staff will endeavour to update and advance their knowledge by attending relevant training on Observing and recognising early signs of SEN. Implementing early action to meet these needs within the setting. The use of appropriate monitoring and recording of a childs learning difficulties and progress. How to obtain advice within the setting and where necessary, beyond. The setting will have regard to the special educational needs code of practice. Stage one: Staff identify or register a childs special educational needs and consulting the SENCO, take initial action. Stage two: The SENCO takes the lead responsibility for gathering information and for co-ordinating the childs special educational provision, working with staff. Stage three: Staff and the SENCO are supported by specialists from outside the setting. The Family Haven recognises that the relationship between parents/carers of children with a special educational need and The Family Haven has a crucial bearing on the childs educational progress and the effectiveness of any setting based action. The Family Haven staff will endeavour to work with the parents/carers to meet the individual needs of children, to involve them and keep them fully informed on the progress of their child. The Family Haven will endeavour to liase with other agencies and professionals e.g. health visitors, speech therapists and pre-school units wherever possible. Records will be kept up to date at all times and made available to a childs parent/carer on request. THE FAMILY HAVEN SUPERVISION STRATEGY (May 07) The Family Haven management is committed to looking after its staff by providing regular supervision sessions to reduce stress levels, aid professional development and improve communication. Supervision is about a partnership between the supervisor, the worker and the organisation. When all partners work fully together, it becomes a powerful tool to sustain development and ensure a professional practice. Supervision will consist of a mixture of group and individual sessions on a bimonthly basis. Supervision will be available at other times on request. Supervision as Support Supervision is an opportunity to explore and provide for the workers emotional needs. It is assumed that in order for the worker to continue their job they require the opportunity for emotional support and encouragement. It is also assumed that unless this opportunity is provided the workers feelings and attitudes may adversely affect the work they might do with clients. The focus of the supervision should be on the worker and the supervisor should therefore be able to empathise with their emotional needs. In the current climate, stress reduction is increasingly needed for all workers but especially for those who work on a daily basis with clients and their children. Supervision as Development Supervision is about learning. It may be about training needs but more often it is about learning from the many varied experiences within the job. Supervision also affirms what is good as well as explores and deepens the workers understanding of the practice. Supervision is also about preventing mistakes and maintaining standards. Supervision as an aid to communication Supervision should assist in providing a structure and vehicle for two-way communication between individual workers and the organisation both from top to bottom and vice versa. Supervision gives an opportunity to discuss what is involved in the job and what is not. Poor clarity and role confusion is strongly linked to higher stress levels. Key Features To Consider In Supervision Adequate time and space should be set aside to enable uninterrupted meetings. Aspects covered by the job description and agreed work objectives/targets are discussed. Manager and member of staff agree their complimentary roles in fulfilling targets/objectives. Manager and member of staff identify training and development needs to help a member of staff to fulfil such target/objectives. Records of supervision meetings (if taken) should be agreed by manager and member of staff. Supervision enables both parties to raise issues of professional concern. Supervision meetings are complemented by regular exchanges of professional information. Timetable for supervision May & November Individual one to one supervision with workers line manager. January & July Team supervision at the staff forum with Human Resources Trustee. An opportunity will be given for individual supervision at the end of each session. March & September Department group supervision with outside specialist advisor. An opportunity will be given for individual supervision at the end of each session. PURCHASING, INVOICING AND CREDIT CONTROL PROCEDURES (May 07) Purchasing Household needs such as food, cleaning materials, stationery, nursery supplies and equipment are identified by The Family Haven team. The purchase of such items must be authorised by the manager in line with the annual budget. Items not covered by the annual budget are presented to trustees for approval when funds become available. Essential items concerning statutory requirements for health & safety, fire safety, nursery regulations, environmental health etc., will be authorised by the manager on behalf of the trustees. Regular suppliers have been identified and approved by the manager, on the basis of quality, reliability and competitive pricing. Invoicing and Credit control Clients payments are recorded and signed for on the daily attendance sheet. Payments made in advance or outstanding are recorded on individual record cards. Service agreements are invoiced as laid out in the contract (this may be annually, monthly, weekly or at the end of a short agreement). Copies of outstanding invoices are held and records of invoice payments recorded. OUTINGS & LOCAL VISITS PROCEDURE (May 07) Family Outings The Family Haven believes that it is beneficial for the clients of The Family Haven to leave the confines of the city, to visit places of enjoyment and interest. Whilst the ultimate responsibility for the safety and well-being of the families remains with the parents, the haven will endeavour to make the outings as safe and enjoyable as possible. The destination of each outing will be agreed jointly, by staff and clients, through discussion at the Client Forum. A simple risk assessment will be carried out by staff and any areas of perceived risk will be highlighted to the parents. Only reputable companies will be used for transport, where the coaches are fitted with seatbelts, first aid provision and other safety regulations are strictly adhered to. Unless otherwise stated prior to the outing, food and drink provision is the responsibility of the parents. A mobile telephone will be available in the case of an emergency. In the event of serious accident/injury the staff member in charge will be responsible, for calling an ambulance and informing the emergency contact, found on the registration form, on return to The Family Haven. If a child goes missing, staff will help in the search. The establishment will be informed of the loss (if applicable). If the child is not found during the initial search it may be necessary for, if not the parent, the member of staff in charge to contact the police. If a family fails to return to the pickup point at the designated time, members of staff will carry out a search. This could go on for as long as one hour , after which time the coach will depart. The member of staff in charge, will be responsible for informing the emergency contact on return to The Family Haven. Local Visits All parents will be asked to sign a consent form giving permission for their child/children to go out, with the qualified nursery staff, to local places of interest ( such as the park, the docks, the library etc.). The names of any children not given this consent will be recorded in the nursery. Parents will be asked for verbal permission, prior to any visit and they will be invited to participate. Adults/child ratios will be strictly adhered to, taking into consideration the use of pushchairs, reins etc. First Aid provision, nappy changing supplies and spare clothes will be taken, where appropriate. For longer visits food and drinks will be provided. In the case of an emergency, a lost child or an accident/injury the parent will be informed immediately by mobile telephone and the procedure will be the same as with outings. PROCEDURES FOR OLDER CHILDREN (May 07) Whilst it is The Family Havens policy to provide help and support to families in need who have pre-school children, we recognise that many of these families may also have older children. The Family Haven is registered to provide day care for children under 8. However, our main priority will remain the pre-school children. Our nursery is fully equipped and our staff fully qualified to cater for the needs of pre-school children. During school holidays and In-service days families may bring older children to The Family Haven. Children under 8 may join in with nursery activities if they are happy to do so. If these children become bored or disruptive they will be required to be supervised upstairs by their parents. Creche/Respite will only be provided for school age children in exceptional circumstances at the discretion of the Manager. ADMINISTRATION PROCEDURES (May 07) OFFICE Admit clients via security system and record on entry/exit form. (Name, number of children, time in and out). Make sure clients are registered on the daily activity register. Recording clients name, names of children, crche, washing and lunches required. Also any payments made, making sure payments are signed for by the client. After lunch, the money is collected; the daily activity register is completed, added up and balanced. Any debts or advanced payments are to be recorded on the client file cards. All crche and respite sessions are recorded on the crche sheet under the appropriate headings. Adult and childrens names are recorded in the attendance book, daily. Recording how many visits are made per week. Times of entry and departure are transferred from the entry/exit form to the back of the attendance book. The analysis book is completed daily, this has information from the attendance book and the daily activity register. This is balanced weekly. The daily takings are recorded in the petty cash book and balanced, daily. Income and expenditure from petty cash is added or deducted from previous total and balanced. All the days activities such as planning meetings, telephone calls, dealings with clients, enquiries etc. are recorded in the daybook. NURSERY Nursery attendance sheets are filled out at the end of each day. These record how many children attended in different age groups, of different genders and how many had special educational needs or needed one to one attention. The milk claim form is filled each day with the numbers of children receiving milk. This is sent off once a quarter for reimbursement. All the days activities such as childrens behaviour, eating habits, sleep patterns, potty training progress etc. as well as individual progress monitoring of specific one to one children, is recorded in the nursery daybook. KEEPING RECORDS The daily activity registers are filed weekly and stored annually. Old or full client file cards are stored at the back of the file box and discarded periodically. The crche sheets are filed monthly and stored annually. The attendance, analysis, petty cash and daybooks are stored when full. The nursery attendance sheets are filed monthly and stored annually. Anti-Bullying Policy (March 07) The Family Haven recognises the harmful effects on children, young people and adults of being subjected to bullying. We believe that everyone has the right to feel safe from bullying and should be valued as individuals. No one should be singled out due to their race, religion, colour, disability, size, appearance or sexual orientation. Therefore, hurtful remarks or language that might undermine the confidence of the individual are not acceptable. The Family Haven promotes positive behaviour and encourages tolerance, respect, compassion and co-operation. Mutual support amongst families is encouraged, as is buddying. The Family Haven does not tolerate anti-social behaviour. Physical and verbal violence towards staff, volunteers, clients, children or other people visiting The Family Haven is not permitted. Any behaviour that causes discomfort or humiliation to any member of staff, volunteer, client or child will not be allowed. It is everyones responsibility to ensure that any bullying is reported. All reports of bullying will be investigated and dealt with constructively in accordance with The Family Havens Anti-bullying Procedure. Anti-Bullying Procedure Any person who experiences or witnesses any instance of bullying should report it to the manager. Incidents of behaviour that can be interpreted as bullying will be quickly brought to the attention of the individuals concerned. The perpetrator will then be given the opportunity to reflect on their behaviour and its consequences. It will be explained that such behaviour is inappropriate, and why, and that it will not be tolerated. They will be warned that if the bullying continues it may be necessary to stop them attending The Family Haven. Persistent bullying behaviour should be discussed by senior staff and the appropriateness of exclusion agreed and recorded in the incident book. Aggressive behaviour in the nursery will be dealt with swiftly and fairly, taking into consideration the age of the child. Appropriate behaviour sanctions will be adhered to. Confidential links with parents, will be kept, about any problem behaviour and subsequent sanctions taken (see behaviour sanctions). If the alleged bully is a member of staff it should be reported to the manager or if the manager is the alleged perpetrator, it should be reported to the trustees. The matter will be investigated and if appropriate the Disciplinary Procedure will be brought into action. ALARM PROCEDURE (May 07) INITIAL will ring you after one sensor has been set off. Only attend on 2nd call INITIAL will inform police. You have 20 minutes to get to The Haven. If police are not there when you arrive DO NOT ENTER BUILDING! Ring police on 08450901234. The Family Haven ensures police enter the building first If alarm is still on swipe with fob. Check building with police. In event of broken glass or wood tel. Solaglas 0800 474747 (24 hrs emergency service) Try to reset alarm in normal fashion If alarm cannot be reset Have the hands-free phone ready by alarm box ring engineer on 08702385100 Tell them we are on the redcare scheme and he will talk you through resetting the alarm. Our master code is 6666 If for any reason this does not work lock door and ring Angela at reasonable hour on 530881 to let her know alarm is not on. Ring initial when you come in to work Keyholders Claire 520399 Emma 300437 Gill 410218 DATA POLICY AND PROCEDURE (May 07) Introduction and Scope This document describes the policy and procedures applicable to The Family Havens data (or information) whether on paper, inside a computer or on a computer disk or tape etc. It includes computer operating system and applications software. 2. Policy 2.1 All Data The Family Havens data must be kept safe from unauthorised access and accidental loss or damage. The permanent retention of data is required by our insurers (see Annex 2) and may also be a requirement of The Family Havens donors or of statutory bodies. Difficulties encountered in implementing this DP&P must be reported to the Manager of The Family Haven 2.2 Personal Data Personal data (facts or opinion which relate to an identifiable living individual) must be processed in compliance with the Data Protection Act (DPA) 1998. To process data means to obtain or record or carry out any operation on it including erasure or dissemination. The DPA places obligations on those who oversee the processing of personal data while giving rights to those who are the subject of that data see Annex 1. Procedures 3.1 Personal Data The DPA requires that personal data is 1. fairly and lawfully processed - see Annex 1 sec. 3 2. processed for limited purposes 3. adequate, relevant and not excessive 4. accurate and up to date 5. not kept longer than necessary 6. processed in accordance with the individuals rights 7. secure 8. not transferred to countries outside the European Economic area. 3.1.1 Clients (Childrens and Parents / Guardians) Personal Data This must only be kept on paper at 31 Spa Road and must be processed according to 3.1. Clients should be advised of their rights under the DPA see Annex 1 sec. 4. Papers must be kept in a locked drawer or cupboard when the office or building is unoccupied. When in use papers must be protected from damage, loss and unauthorised viewing. 3.1.2 Non-Clients Personal Data. This may be kept on paper or on a computer or disk etc. and must be processed according to 3.1. Non clients should be advised of their rights under the DPA - see Annex 1. sec. 4 Papers must be protected from damage, loss and unauthorised viewing. Data on a computer or disk etc. must be protected as in 3.3. 3.2 Non-Personal Data This may be kept on paper, or on a computer or disk etc. Papers must be protected from damage, loss and unauthorised viewing. Data on a computer or disk etc. must be protected as in 3.3 3.3 Use of Computers to Process Data The following procedures apply to The Family Havens office PC. Similar procedures are recommended when other PCs used to process The Family Havens data. Problems with the office PC should be reported to the Manager of The Family Haven. Passwords Ideally, users would each have their own account and passwords. For simplicity at The Family Haven the same account and password may be used for all purposes. Passwords must be used to start the PC, to refresh the display after it has timed out* after 1 minute of keyboard or mouse inactivity and to access the Internet. Passwords must not be written down. Passwords must not be or contain a common word or name. They should be at least seven characters long and contain a mixture of letters, numerals and symbols (!etc.). Passwords must be significantly different from previously used passwords and be changed at least annually. * this is to reduce the possibility of unauthorised viewing of on-screen data or use of the PC. Windows Security Centre (WSC) The status of this must be checked at least weekly by clicking on the WSC (shield) icon on the PC desktop; Security essentials must show Firewall ON, Automatic Updates ON, and Virus Protection ON (this refers to AVG anti-virus below). Manage security settings for: Internet options must show Security Internet Medium or higher, Security Trusted Sites Medium or higher and Privacy Medium or higher N.B. If any WSC item is not as above there may be a problem and the Manager of The Family Haven must be informed immediately. AVG Anti Virus. The program needs to update its anti-virus data and run anti-virus checks at least once in each week. The status of AVG must be checked at least weekly by clicking on the AVG icon on the desktop. The Control Centre must show AVG resident shield is loaded E-mail scanner is fully functional Internet virus database is up to date Scheduler: next scheduled task displays an imminent date depending on the setting of Scheduler (see below) and when the PC was last used. Shell extension; AVG Free edition is active Update Manager: Last Update on shows a recent date dependant on the setting of Scheduler and when the PC was last used Virus Vault shows infected files that have been locked safely away. The Scheduler must show Set scheduled download time to displays a convenient time in day when PC will be on a tick against periodically check for Internet updates a tick against if Internet connection not available check when it (the PC) goes on line N.B. If any AVG item is not as above there may be a problem and the Manager of The Family Haven must be informed immediately. E-mails Unsolicited E-mails or E-mails received from unknown sources should be treated as suspect and deleted without opening any attachment. Data Backup At intervals of no more than one month The Family Haven data stored on computers must be copied or backed-up to a disk or tape that is then removed from the computer and stored, preferably in a different building to the computer. Confirmation that, in the event of the loss or damage of the original data on the computer, copied or backed-up data can be restored successfully must be obtained periodically. Software The original copies of Windows operating system and applications software used on the office computer must be stored at 31 Spa Rd. Applications Whenever possible, applications such as Word should be set up so that they save data every few minutes and automatically make backup files (e.g. filename.wbk). Annex 1 The Data Protection Act 1. Introduction The DPA places obligations on those who oversee the processing of personal data (data controllers the Manager and Trustees of The Family Haven) while giving rights to those who are the subject of that data (data subjects). Anyone who processes data on behalf of a data controller is a data processor. 2. Notification Data controllers must notify the Data Commissioners Office that they are doing so, unless their processing is exempt. As a charity The Family Haven is exempt from notification provided that processing is restricted to the purposes and terms in the table below. If the scope of this is found to be too limited the Manager of The Family Haven must be informed so that notification may be considered. Purposes termsData subjectsDataDisclosuresRetention1. Establishing or maintaining membership or support for The Family Haven, providing or administering activities for individuals who are either members The Family Haven or have regular contact with it.  are restricted to any person the processing of whose personal data is necessary for the purpose.  is restricted to data which is necessary for the purpose. This excludes personal data processed by or obtained from a credit reference agency. other than those made with the consent of the data subjects this is restricted to those third parties which are necessary for the purpose. The personal data is not kept after the relationship between The Family Haven and the data subject ends, unless and for so long as it is necessary to do so for the purpose. 2. Staff administration of The Family Haven. This is processing for the purposes of appointments or removals, pay, discipline, superannuation, work management or other personnel matters in relation to The Family Havens staff.3. Advertising, marketing and public relations of The Family Haven. This is processing for the purposes of advertising or marketing The Family Havens services and promoting public relations only in connection with those services. 4. Accounts and client records. This is processing for the purposes of keeping accounts relating to any business or other activity carried on by The Family Haven, or deciding whether to accept any person as a customer, client or supplier, or keeping records of purchases, sales or other transactions for the purpose of ensuring that the requisite payments and deliveries are made or services provided by or to The Family Haven in respect of those transactions, or for the purpose of making financial or management forecasts to assist The Family Haven in the conduct of any such business or activity.  3. Fair Processing At least one of the following six conditions must be met for personal data to be considered to be fairly processed: 1. the individual has consented to the processing 2. processing is necessary for the performance of a contract with the individual 3. processing is required under a legal obligation (other than one imposed by the contract) 4. processing is necessary to protect the vital interests of the individual 5. processing is necessary to carry out public functions, e.g. administration of justice 6. processing is necessary in order to pursue the legitimate interests of The Family Haven or third parties (unless it could unjustifiably prejudice the interests of the individual) 4. Rights under the Act Data subjects have seven rights under the DPA as follows. 1. The right to subject access. This allows people to find out what data is held about them on computer and within some manual records. 2. The right to prevent processing. Anyone can ask a data controller not to process data relating to him or her that causes substantial unwarranted damage or distress to them or anyone else. 3. The right to prevent processing for direct marketing. Anyone can ask a data controller not to process data relating to him or her for direct marketing purposes. 4. Rights in relation to automated decision-taking. Individuals have a right to object to decisions made only by automatic means e.g. there is no human involvement. 5. The right to compensation. An individual can claim compensation from a data controller for damage and distress caused by any breach of the act. Compensation for distress alone can only be claimed in limited circumstances. 6. The right to rectification, blocking, erasure and destruction. Individuals can apply to the court to order a data controller to rectify, block or destroy personal details if they are inaccurate or contain expressions of opinion based on inaccurate data. 7. The right to ask the Commissioner to assess whether the Act has been contravened. If someone believes their personal data has not been processed in accordance with the DPA, they can ask the Commissioner to make an assessment. If the Act is found to have been breached and the matter cannot be settled informally, then an enforcement notice may be served on the data controller in question. Annex 2 Permanent Retention of Data for Insurance Purposes Incidents of abuse may only come to light after a long period of time, in some cases many years. The long term security of relevant evidence is of crucial importance should allegations of abuse arise. The following documents and related correspondence must be permanently and securely retained. Employment/engagement application forms, declarations, references and identity verification for all our personnel. Records of Criminal Bureau Disclosure reference numbers/applicant names and dates for all relevant personnel. The actual Disclosure should be dealt with in accordance with instructions from the relevant agency/ies concerned but a record that a CRB Disclosure has been made, evidenced by the reference number, for whom, and the date, should be retained indefinitely. Records of our Child Protection Policy and of its annual reviews and updates. Records of our Health and Safety and Anti-Bullying Policies. Records of the Annual Report which must itself affirm our maintenance of and commitment to a Child Protection Policy. Records of formal induction protection training prior to engagement on duties and supervision during probationary period. Records of protection training delivered to our personnel including formal annual sessions provided by senior experienced personnel who have themselves received training from a suitably accredited/qualified source. Accident/Incident registers, records of abuse occurrences including notification to the appropriate authorities. Referral, assessment, treatment and care plans and related correspondence for those who are, or have been, in our care. A record of our historical liability insurance. Smoking Policy (May 07) Passive smoking - breathing other people's tobacco smoke - has been medically proven to cause lung cancer and heart disease in non-smokers, as well as asthma and migraine attacks & other illnesses and minor conditions. The Trustees have a duty to take responsible care to protect the health of their employees, clients and anyone visiting The Family Haven. As from the 1st July 2007 a new law was introduced prohibiting smoking in all enclosed and substantially enclosed premises in the workplace. This policy applies to all employees, clients, volunteers, consultants, contractors, members and visitors to The Family Haven. Procedure Overall responsibility for policy implementation and review rests with the Trustees. However, the manager and all staff are obliged to adhere to, and support the implementation of the policy. The Manger shall inform all existing employees, volunteers and clients about their role in the implementation and monitoring of the policy. They will also give all new personnel a copy of the policy on recruitment/induction. Appropriate no smoking signs will be clearly displayed at the entrances to and within the premises. Any client, contractor or visitor not complying with this policy will be asked to leave and maybe refused re-entry. Disciplinary procedures will be followed if a member of staff or volunteer does not comply with this policy. Those who do not comply with the smoke free law may also be liable to a fixed penalty fine and possible criminal prosecution. RECORDS KEPT Registration Details Category of client Date of arrival Name (parent) Address Childs name Sex Date of birth Ethnic origin Religion Doctors name/address/tel no Health visitors name/address/tel no Social workers name/address/tel no Emergency contact name/address/tel no Any special diets Any current medication Any health problems eg allergies Any special requirements due to religious beliefs Infectious diseases/immunisations including tetanus Any other information Allocated days of attendance Other records kept Child details Attendance Clients payments received Accidents and any medication/first aid treatment given Sanctions applied for unacceptable behaviour Fire drills and fire equipment maintenance Names and addresses of the Executive Committee Names and addresses of staff and regular helpers Staff training, qualifications and professional development Duty for staff and regular helpers Extra staff hours worked/travel expenses Staff holidays and sick leave Current insurance policies Permission slips for trips and outings Staff police and health clearance details Any unusual incidents Visits from Health Visitors/Social Workers, etc Consent to use audio/visual promotional material PAGE 51 +, C D WXa Cn ~ $1c"##$h+u+v++++++ĺȶӔӶӏ hx5hx5>*CJOJQJhx5CJOJQJhxCJOJQJhxh^CJOJQJh^hx5CJOJQJhx5>*CJ(OJQJhx5CJ(OJQJhx5CJ4OJQJhxCJOJQJ8+, F X g | * B T 5&dhgd^dhgd^$dha$dhwPPT j  9 X s  D dh$dha$ 5&dhgd^D WXbBCDEFGHopp$dha$dh %101()%&$dha$dhacdN8i & F2dh & F1dh$dha$dhF w!!""""""###$$&& ' 'V(W())**g+h+i+$a$$a$dh & F2dhi+j+k+l+m+n+o+p+q+r+s+t+u+v++++++,,----g.h./$a$$a$$a$+,-h./Y000444?6@6H666677899:::>>>DCECGC\C]CbCcCzDDDDENEOEiF{F|FHHII0NWNRRRCWWZZ[[^^%^&^޻޻޻hx5CJOJQJ hx>*hx5>*CJ(hx>*CJOJQJhx5CJ(OJQJhx5>*CJ,OJQJhx5>*CJ(OJQJhxCJOJQJhx hx5>*>//X0Y0000033444444444444?6@6H6666$a$$a$677899999:::::::::::::;;3<4<<dh$dha$$a$$a$<<V=W= >!>>>>>>>>>>>>%?&?????9@:@f@g@*A+A$dha$dh+AZA[AAAAA7B8BDCECFCGC]C^CcCCCPD{DDEEOEhFiF|FHH$a$$dha$dhHIIIIJJJJdKeKLLnLoLLLMMMM1N2N3N4N5N6NXNYN$dha$dhYNZNNNOOPOOOwPxP6Q7QQRRRRRRRRRRRRRRRRtTuT$dha$dhuTPUQUUUVVCWDWWWXXXX/Y0YdYeYYY5Z6ZjZkZZZZZZdhZZ7[[[[[M\\]]]^^^^&^'^^^=`a}cPdQdfgg$dha$$a$dh&^'^^^=`H`J`Z`aa|ccPdQdfggg5hoii"l#l2l_nnnnr stuvvxfxgxoxzzr{{{/|G|||}}}}eIf`lkɼɼhx>*CJOJQJhx5>*CJOJQJhx5>*CJ(OJQJhxhx5OJQJhx5CJH*OJQJhx5CJOJQJhxCJOJQJhxOJQJ@gg5hhnioii*jQjj1kuk"l#l2llm^n_nnnnnnnq$dha$dh & F4dhdh  9r dhqqrr ssss$t%tttttu%v&vvvvv6wJwewwxx & FI$dha$dhxfxgxoxLyMyzzzzz {!{q{r{{{/|0|H||||~}}}}}}}d}}~~deIJgYZ[\]^_`abcde$dha$dhdef34lmĉʼnjklc~$a$d$dha$ƌq$6ѐߑQjtuANo]^`J#,yzJ\89Fs}ϪٹٹٴhxCJOJQJhx>*CJ(OJQJ hx5hxOJQJhx5>*CJ(OJQJhx>*CJOJQJhxhx5>*CJOJQJhxCJOJQJhx5CJOJQJ8ƌpq#$6ѐޑߑPQjkuABOd$a$ޗߗՙ֙no]^_`ab$dha$$a$bcdefgDEK"#{|+,yzIJ\dhdh$dha$\ؤ٤89Fɥʥvwrs}dhdhΪϪ Qޭ'dB3dh$dha$Ϫ 24;ݰʲ˲ٲCR&5;<DεϵԶ÷׷5ٹƼƼƼƱƼƱƱƼƼƫƼ{w{{{hxhx5CJOJQJhxCJOJQJhxB*CJOJQJphhx5>*CJ(OJQJ hxCJhx>*CJOJQJhxCJOJQJhx5>*CJOJQJhx5CJOJQJhx5B*CJOJQJph!hx5>*B*CJOJQJph.34;ܰݰ>l-lʲ˲ٲBCR%&5;<Ddhdhϵ~Զķŷط5عٹqr @ ^@ ` @ dh^@ `dh$dha$ٹqӻ 46,Iܾ-FzDEźꌁtttttttthx5>*CJOJQJhx>*CJOJQJhx5>*CJ(OJQJhx>*B*CJOJQJph!hx5>*B*CJOJQJphhx>*CJ OJQJhx5>*CJ OJQJhxB*CJOJQJph hxCJhxhxCJOJQJhx5CJOJQJ+WXһӻ)*\]¼ 56JKdh$dha$,IhþܾrϿ߿-F-dh`dh$dha$dh-Yz'29CcBCDEdh`dhEYZST$a$$a$$dha$=TCD|_`a;EXdos/>\kPc45CԼԱԱԱԼԍԂhx>*CJOJQJhx5>*CJOJQJ hx>*CJhxCJOJQJ hxCJ(hx5CJOJQJhxCJOJQJ hxCJhxOJQJhxCJOJQJhx>*CJOJQJhx5>*CJ(OJQJhx hx53TCDz{|Iw@`aB:dh^dh`dhdh $dh^a$:;WXhi opqrst^dh/\]<=>?@Adh & F3 & F3d$dha$A[\kPQc4567BCYZ$dha$dh$dha$dh} %&>?MN$dha$dh}>?vy4|l @ A Z JYZ[\]_yººϞϞϔώhx5CJ(OJQJ hxCJ$hxCJOJQJhxhx5>*CJ(OJQJhx5CJOJQJhxOJQJhx5>*CJ$OJQJhx5>*CJ(OJQJhx5>*CJ,OJQJhx5>*CJOJQJhxCJOJQJ0/045$a$$dha$dh67yz{|}~ [ [$ [a$dh  9r dh !4545)*$ [a$ [ [d [*mO|},-k l @ A Y Z     IJZ[$a$$a$ [ [d[\]^_xyznoBChi & F9 & F7 & F> & F= & F6 & F? & F5$a$$a$$dha$yz;QRm& $%'KLMeZhwGqĶĩqqqqhx5B*CJOJQJphhx5CJOJQJhxOJQJhxB*OJQJphhx5OJQJhx5>*CJ(OJQJhxB*CJOJQJphhxB*CJOJQJphhx>*B*CJOJQJphhxCJH*OJQJhxCJOJQJhx5>*CJ(,-EF !"#$%&(KLMN$a$$dha$ & F< & F; & F8 & F:NeYZ[hw>g./t$`a$ & FN7$8$H$7$8$H$ & FO-.t&A"     !""""=#P###$&$&(&' '''+(8())^*k*++ + +!+J+,,,ĹįҹĹįhx>*CJOJQJhxB*CJOJQJphhx5B*CJOJQJphhxCJOJQJhx5CJOJQJhxB*CJOJQJphhx5B*CJOJQJphhx5OJQJhxOJQJhxB*OJQJph4'()A"   !!!!"M"t"""=#>#O# & FN & FN7$8$H$7$8$H$O##$4$T$y$$-%[%%&3&&&'''''*(+(8()))^* & FN7$8$H$7$8$H$ & FB & FA & F@^*_*m* ++++++++++++ +!+9+:+,).*.+.4.5. $$7$8$H$Ifa$ $7$8$H$a$$a$ & FN7$8$H$7$8$H$,,(.p..2/3/E/F///%0&0y0z000b1d11F2L2233<3Y3555g8h8i8888>>>?EEEEEEEEEEEEǽҽǽҽҽǽҽǽǽǽǽDzǽǽǽhxhxOJQJhx5>*CJ(OJQJhx5OJQJ hxCJh^CJOJQJh^5CJOJQJhxCJOJQJhx5CJOJQJhx5B*CJOJQJphhxB*CJOJQJphhx6B*CJOJQJph25.;.<.=.K.P.\.f.~s $7$8$H$Ifrkd$$Ifl40xxH(` t04 laf4 $$7$8$H$Ifa$f.g.2/3/4////&0SHHHHHHH $7$8$H$Ifkd$$Ifl4rxx"H(  t04 laf4&0'000a1b1c1d11Hkd$$Ifl4rxx"H(```` t04 laf4 $7$8$H$If1G2H2I2J2K2L23343Fkd$$Ifl47 rxx"H( t04 laf4 $7$8$H$If435363738393555Hkd`$$Ifl4rxx"H( t04 laf4 $7$8$H$If555555"6HB@7$8$H$kd9$$Ifl4rxx"H( t04 laf4 $7$8$H$If"6V667V77h8i88I9 ::Z;=<A=>>>>> ??o?6@@ & FK & FJ$a$7$8$H$ 7$8$H$^ 7$8$H$`@BhBBCClDDUEEEEEEEEEEEEEEEEEEEE7$8$H$$a$ & FKEEEEEEEE/H0H1H;H*CJOJQJ hxCJhx5CJOJQJhxhx5>*CJ(OJQJ hx5hxCJH*OJQJhxCJOJQJ!KKKKKKKKKL LLL+L9LBL_LLLLLLMJM~MMMMdh$h^ha$MMMMMM1N^NNNN%OHOqOOOOOPAPrPsPtPvPwPPP&`#$ 5&dhdhPPPPPP 5&dh$a$& 00P. A!"6#$%$$If!vh55#v#v:V l4 t0+554af4$$If!vh55555#v#v#v#v#v:V l4 t0+55554af4$$If!vh55555#v#v#v#v#v:V l4 t0++++555554af4$$If!vh55555#v#v#v#v#v:V l47 t0++++54af4$$If!vh55555#v#v#v#v#v:V l4 t0++++54af4$$If!vh55555#v#v#v#v#v:V l4 t0++++54af48@8 Normal_HmH sH tH F@F Heading 1$$@&a$ CJ OJQJ@@@ Heading 2$@& CJOJQJF@F Heading 3$@&5>*CJOJQJL@L Heading 4$$@&a$5>*CJ OJQJL@L Heading 5$$@&a$5>*CJOJQJJ@J Heading 6$$@&a$5CJOJQJF@F Heading 7$$@&a$ CJOJQJJ@J Heading 8$$@&a$5CJOJQJJ @J Heading 9 $$@&a$>*CJOJQJDA@D Default Paragraph FontVi@V  Table Normal :V 44 la (k@(No List @B@@ Body Text$a$ CJOJQJRT@R Block Text$nn]n^na$ CJOJQJ<>@< Title$a$>*CJ OJQJ4 @"4 Footer  9r .)@1. Page Number4@B4 Header  9r >P@R> Body Text 2 CJOJQJDQ@bD Body Text 3dh CJOJQJTOrT Default H$7$8$B*CJOJQJ_HmH sH tH 0U@0 Hyperlink>*B*PC@P Body Text IndentCJOJQJtH uH+, FXg| *BTj9Xs   DWXbBCDEFGHop p   % 1 01()%&acdN8iFw"#  V W !!""g#h#i#j#k#l#m#n#o#p#q#r#s#t#u#v######$$%%%%g&h&''X(Y(((((++,,,,,,,,,,,,?.@.H....//011111222222222222233344444V5W5 6!666666666666%7&7777798:8f8g8*9+9Z9[999997:8:D;E;F;G;];^;c;;;P<{<<E=O=h>i>|>