MEMBER POLICY

Introduction

The Grassmarket Community Project exists to provide sanctuary, give support and develop potential. Working primarily with vulnerable adults who have gone through a period of isolation, many who are dealing with homelessness, addictions, mental health issues and/or loneliness, the Grassmarket Community Project provides training, member involvement and volunteering opportunities as well as a safe non-threatening space for individuals to socialise.

Our vision is to create an environment where people can realise their full potential and re-connect with themselves, others and the wider community.

In line with this vision the Grassmarket Community Project seeks to involve members to help create a space in which:

  • People feel valued and every individual is given dignity
  • People feel cared for and can move towards independent living without feeling abandoned or isolated
  • People can be confident to trust and value their own decisions, overcoming a poverty of expectation; ultimately realising their own potential
  • People can build a life which reduces dependence on others, gaining a self-reliance
  • There is a commitment to be involved with individuals, meeting and welcoming them where they are

The Grassmarket Community Project is committed to involving members directly within the organisation to:

  • Contribute to the delivery of our services
  • Make sure we are responsible to the needs of our users
  • Provide different skills and perspectives
  • Offer opportunities for participation by people who might otherwise be excluded
  • Represent and advocate our services and help to drive our vision and aims

Principles

The Grassmarket Community will:

  • Recognise that voluntary work brings benefits to members themselves, and to paid staff
  • Recognise that a member is someone who freely devotes his/her services for the benefit of others without any legal obligation to do so or in the expectation of receiving a financial reward
  • Ensure that members are properly integrated into the organisational structure and that mechanisms are in place for them to contribute to the project’s work
  • Not introduce members to replace paid staff
  • Expect that staff at all levels will work positively with members and, where appropriate, will actively seek to involve them in their work
  • Recognise that members require satisfying work and personal development and will seek to help members meet these needs, as well as providing the training for them to do their work effectively
  • Recognise that the management of members requires designated responsibilities within specific posts

Practice Guidelines

The following guidelines deal with practical aspects of the involvement of members. More detailed information, including copies of the various documents referred to, is provided in the Policy Folder.

Recruitment & Selection

Recruitment of members will generally be from all sections of the community, and will be in line with the Grassmarket Community Project’s equal opportunities policy. Positive action in recruitment may be used where appropriate.

People interested in becoming members with the Grassmarket Community Project will be invited for an informal talk with the appropriate contact person. All members will be asked to complete a member registration form and induction.

Members with the Grassmarket Community Project are likely to come into contact with vulnerable people and/or be in a position of trust. They will therefore be asked to provide information about any criminal convictions. This information will be dealt with in the strictest confidence and will not necessarily prejudice the person being accepted for voluntary work.

Members are asked to inform their supervisor if they feel the demands made of them are unrealistic, beyond the scope of their role or which they do not have the skills to carry out.

Expenses

Each member is entitled to a free meal if they are involved in a groupor volunteering at the same time as a meal service.

Induction and Training

All members will receive an induction into the Grassmarket Community Project. Training will be provided as appropriate. Where possible, members will be given the opportunity to attend additional training sessions throughout the year.

Support

The Grassmarket Community Project appreciates that working with vulnerable adults and young people is emotionally demanding; for this reason the Members and Volunteers Managerwill be available for support when required, but please bear in mind we are not support workers.

The Member’s Voice

Members are encouraged to express their views about matters concerning the Grassmarket Community Project and its work. Meetings occur every 6-8 weeks and we aim to have as many member of staff there as possible, and we encourage as many people as possible to go, this is YOUR chance to tell us what’s going right, what’s not and what you would like!

Insurance

All members are covered by the Grassmarket Community Project’s insurance policy whilst they are on the premises, or engaged in any work on the Grassmarket Community Project’s behalf.

Health and Safety

Members are covered by and must adhere to the Grassmarket Community Project’s Health and Safety Policies(as well as the Code of Conduct) a copy of which is in this handbook .

Equal Opportunities

The Grassmarket Community Project operates an equal opportunities policy in respect of both paid staff and members. A copy is in this handbook and the Policies Folder. Members will be expected to have an understanding of, and commitment to, our equal opportunities policy.

Confidentiality and Data Protection

Knowledge of members’ personal details is restricted to those within the organisation who need it, and passed on only with members’ consent. Regard is taken to storage of confidential documents. Members will be bound by the same requirements for confidentiality as paid staff.

Problems

The Grassmarket Community Project has a policy to help deal with grievances that members may have. In line with this policy, members have the right to discuss any concerns they may have with staff, at any time.

If the staff are unable to resolve the problem they will refer the matter to the CEO and ultimately the Board of Directors, with the permission of the member.

The Grassmarket Community Project has a policy on how it will deal with any disciplinary issue regarding a member, a copy of which is included in Code of Conduct.

Staff and Members

To protect both staff and members, staff and members are not permitted to socialise together or to meet for other reasons outside of the project (note: students on placement in the project are seen as staff). This is common in most organisations for several reasons, it can be seen as favouritism, and it would also be difficult for staff to provide professional and objective support in this situation. Professional boundaries also protect members from staff encroaching on member’s private affairs.

Endings

On the basis of their voluntary work, members will have the right to request a reference, but like all references if we are asked questions by other organisations we have to be completely honest. If you are consistently late or don’t attend volunteering for example, please be aware we need to tell the truth if the question is asked. We are happy to have people volunteering specifically to get references, but we will ask for a minimum of 3 months commitment. Any questions please speak to a member of staff.

LONE WORKING POLICY

At the Grassmarket Community Project we aim to create a safe environment for all members and staff. As a consequence we operate a lone working policy, whereby a staff member or lead volunteer should not be alone in a building or room with just one member, except under extenuating circumstances. This is to ensure the safety of both the member and the staff/lead volunteer.

To comply with this policy, staff in a room or building alone should not allow a member to enter the room/building until another individual arrives (staff/lead volunteer/member). Once two members arrive, they can both be allowed entry together.

We also operate a ratio policy whereby:

  • Up to 8 members in a group – there must be one staff member or lead volunteer present at all times
  • Over 8 members – there must be two staff members or lead volunteers present at all times

Staff at the Grassmarket Community Project are not key workers and subsequently do not offer one to one support on a regular basis with members or lead volunteers, but of course staff are happy to have informal chats with members and can signpost to other organisations if necessary.

If you wish to discuss this further or have any questions, please do not hesitate to contact a member of staff.

EQUAL OPPORTUNITIES

The Grassmarket Community Project strives to be an equal opportunities employer, and wishes to treat all employees and volunteers reasonably and fairly in respect of their ethnic origin, sex, marital status, sexual orientation, age, religion, or disability.

Every member of staff and every volunteer have the right not to experience unreasonable or unfair disadvantage or embarrassment because of their ethnic origin, sex, marital status, sexual orientation, age, religion or disability. Anyone with any issues should contact the Chief Executive, Jonny Kinross.

Disability Awareness

Under the DDA (Disability Discrimination Act 1995) it is against the law to offer a non-disabled person a service which is not as good as the service being offered to non-disabled people.

Meeting and Greeting

General Behaviour:

1)Never lean on a person’s wheelchair as it is akin to leaning on a person and considered an invasion of personal space.

2)Be sensitive about personal space. Never pat a wheelchair user on the head and when assisting a blind person, offer then your arm and allow them to take it – Do not grasp at it. When assisting them to sit down, place their hand on the back of the chair and talk them through what you are doing.

3)When offering assistance to a disabled person, wait until your offer is accepted before you start to help. Do not be offended if they refuse help and if the offer is accepted, always listen for instructions from the disabled person who will know best how you can help them.

4)Never grab the back of a wheelchair without obtaining permission to help and don’t take the arm of a visually impaired person without pre-warning.

5)When assisting a blind person, inform them when you are leaving their side. Do not leave them talking to empty space. If disabled patrons are present in the venue and an alarm sounds make sure you inform them of what is happening and how they will be assisted in an evacuation occurs.

Communication

1)Always talk directly to a disabled person rather than to a third party. Don’t avoid eye contact.

2)When talking to a wheelchair user, try to keep the same eye level.

3)When talking to a blind person always introduce yourself and the people with you.

4)When talking to a deaf person remember to face the source of light and keep hands away from your mouth when speaking to assist them to read lips.

5)If speaking to someone with a speech difficulty resist the temptation to butt in and finish sentences and correct what they are saying. Be patient and wait for them to talk.

Terminology

Don’t Say / Do Say
The deaf / Deaf People
The disabled/handicapped / Disabled People
Wheelchair bound / Wheelchair user
Mentally handicapped/backward/retarded / Person with Learning Difficulty
Normal person / Non-Disabled person
Dwarf/midget/person with stunted growth / Small Person
Mentally handicapped / Learning Difficulties

MANY ABLE-BODIED PEOPLE WORRY ABOUT MEETING DISABLED PEOPLE BECAUSE THEY DON’T KNOW WHAT TO SAY TO THEM OR ARE EMBARRASSED AND NERVOUS. JUST REMEMBER TO SPEAK TO DISABLED PEOPLE IN THE SAME WAY YOU WOULD ANYONE ELSE. REMEMBER THAT THEY ARE PEOPLE FIRST AND THAT THEIR DISABILITY OR IMPAIRMENT IS ONLY ONE PART OF THEM.

CONFIDENTIALITY POLICY

We at the Grassmarket Community Project aim to create a safe environment whereby people feel able to talk and discuss matters. Therefore, what is discussed within this Project will be held as confidential within the Grassmarket Community Project. We will not disclose to others the content or process of your time at the Grassmarket Community Project without your permission. To adhere to legislation however, we may need to communicate with statutory services i.e. Police or social work who request information, however, this will be with your full knowledge as much as reasonably possible.

We are also bound by legislation that if you disclose to us that someone is at serious risk of harm or abuse, or that you intend to harm yourself, we reserve the right to take such action as in our professional judgement we feel is essential. We will usually do this with your full knowledge, but if necessary we will act without your permission to protect others or to safeguard your wellbeing, as we are legally and ethically bound to do.

If you wish to discuss this further, please do not hesitate to contact a member of staff.

HEALTH AND SAFETY POLICY

Different groups and activities will have their own Health and Safety inductions such as woodwork, tartan and the kitchen.

Introduction

This Policy is designed to:

  • Provide adequate control of the health and safety risks arising from our activities;
  • Consult with our employees and volunteers on matters affecting their health and safety;
  • Provide and maintain safe premises and equipment;
  • Ensure safe handling and use of substances;
  • Provide information, instruction and supervision;
  • Provide a safe environment for our clients and visitors.

The Grassmarket Community Project (GCP) Board of Directors will ensure all employees are competent to do their tasks, and given adequate training where appropriate:

  • To prevent accidents and cases of work-related ill health;
  • To maintain safe and healthy working conditions; and
  • To review and revise this policy as necessary at regular intervals.

Responsibilities

The GCP Board of Directors have overall responsibility for healthy and safety. The Board will delegate responsibility for the day to day implementation of this policy to appropriate staff as designated at the Directors meeting.

The designated staff member will keep the Board of Directors informed about health and safety matters. Responsibilities of the delegated staff member are outlined in the policy below.

All employees and volunteers involved in GCP’s activities have a responsibility to take care of the health and safety of themselves and others, and to co-operate with the Board of Directors to help them comply with the law.

Employees and volunteers must:

  • Co-operate with supervisors and managers on health and safety matters;
  • Not interfere with anything provided to safeguard their health and safety;
  • Take reasonable care of their own health and safety; and
  • Report all health and safety concerns to the appropriate person (as designated by the Board of Directors).

Health and safety risks arising from our work activities

  • Risk assessments will be undertaken by the staff member identifies by the Board of Directors;
  • The findings of the risk assessment will be reported to the Board of Directors and action required to remove/control risks will be approved by the Board;
  • The delegated staff member will be responsible for ensuring the action required is implemented and report back to the Board;
  • The Board of Directors will check that the implemented actions have removed/reduced the risks.
  • Assessments will be reviewed annually or when the work activity changes, whichever is soonest.

Consultation with employees and volunteers

GCP will consult with employees and, where appropriate, volunteers about health and safety matters associated with the work of GCP. Consultation with volunteers will usually take place via the delegated staff member.

Safe equipment

The delegated staff member will be responsible for:

  • Identifying all equipment/plant needing maintenance;
  • Ensuring effective maintenance procedures for equipment used by GCP;
  • Ensuring that all identified maintenance is implemented;
  • Reporting any problems found with plant/equipment to the Board of Directors and taking action where appropriate;
  • Reporting problems or issues relating to the maintenance of equipment which does not belong to GCP to the relevant owner;
  • Checking that new and second-hand equipment meets health and safety standards before being acquitted.

Safe handling and use of substances

COSHH regulations are in place to enable organisations to:

  • Assess the risks to health from chemicals and decide what controls are needed;
  • Use those controls and make sure they are used by others;
  • Make sure the controls are working properly;
  • Inform staff/volunteers about the risks to the health;
  • Train staff/volunteers.

The delegated staff member will be responsible for:

  • Identifying all substances which need a COSHH assessment and undertake that assessment;
  • Ensuring that all actions identified in the assessments are implemented;
  • Ensuring that all relevant employees and volunteers are informed about the COSHH assessments;
  • Checking that new substances can be used safely before they are purchased;
  • Carrying out new assessments every year or when the activity changes, whichever is soonest.

Information, instruction and supervision

The delegated staff member will:

  • Display the Health and Safety law poster;
  • Ensure that all other staff and volunteers are given information about this policy and any changes relevant to their role;
  • Display the employer’s liability certificate.

Training and Information

The delegated staff member will:

  • Be able to attend relevant health and safety training and a budget for this will be provided;
  • Be given the resources to purchase relevant health and safety publications;
  • Use the HSE and other relevant websites to inform the health and safety policy.

The delegated staff member will provide induction for all volunteers in health and safety relating to GCP’s activities. This induction will include: