Policies & Processes

This documents sets out the policies concerning:

  1. Allegations of bullying, harassment, intimidation and misconduct;
  2. Protection of personal data including that of staff, beneficiaries, and funders;
  3. Safeguarding of children or vulnerable adults where an organisation’s activities involve regular contact with either group;
  4. Conflict of interest;
  5. Whistleblowing;
  6. Physical and digital security;
  7. Health and safety in the workplace. These policies apply to all employees, volunteers and Trustees. Any breaches of the policies should be recorded, and their resolution approved by the Board of Trustees. This information may be passed on to funders or other relevant parties as required.

Questions about the policies should be addressed to : WHO IS IN CHARGE TWO PEOPLE IS PROBABLY A GOOD IDEA These policies will be reviewed on an [Annual/Bi-annual/Six monthly] basis.

1.Allegations of bullying, harassment, intimidation and misconduct;

We are committed to ensuring that Biblioteka is a safe and inclusive environment for staff, volunteers and visitors, free from abusive, threatening or violent behaviour. We do not tolerate any form of harassment or bullying under any circumstances. We do not tolerate harassment or discrimination on the grounds of age, disability, sex, gender identity or gender expression, ethnicity or race, religion or belief, or sexual orientation. Harassment is any behaviour that is unwelcome or offensive to the individual receiving it, including, but not limited to: Threats or other aggressive behaviour, including swearing or verbal abuse, personal comments or insults, racist, homophobic, biphobic, transphobic, xenophobic or sexist remarks or behaviour and bullying or intimidation Unwanted touching/physical contact Abusive telephone calls, letters, notes, emails Persistent or vexatious enquiries or contacts via social media Anyone exhibiting these behaviours in Biblioteka will be asked to stop, or to leave, or if necessary we will call the Police. Any volunteers or Trustees exhibiting these behaviours will be subject to

Anyone who is being bullied or harassed can report this to [NAME, IDEALLY TWO NAMES] who will support them - How?

  1. Protection of personal data including that of staff, beneficiaries, and funders;

Biblioteka abides by all the relevant legislation to protect personal data.

We will not collect personal data without reason, and this will be done with the informed consent of those supplying the data.

Any personal data collected will be stored securely for no longer than [6 months? 2 years?] beyond its last use.

  1. Safeguarding of children or vulnerable adults where an organisation’s activities involve regular contact with either group;

Biblioteka does not currently work with Children or Vulnerable Adults. Should this change, we will ensure that staff and volunteers take an Enhanced DBS check, and will appoint a designated Welfare officer.

  1. Conflict of interest

Biblioteka recognises the importance of a broad network and active engagement with many different activities, and encourages our staff and volunteers to participate enthusiastically in life beyond Biblioteka.

We require all (Board Members/Staff paid over X amount/ Staff handling budgets / Staff or volunteers making decisions) to disclose their external interests annually.

Where these outside interests may come into conflict with the activities of Biblioteka, we ask that the individual agrees a Conflict Management Plan with [The Chair/Someone Else] to minimise actual or perceived conflict, and to ensure that Biblioteka is seen to be transparent and acting appropriately.

  1. Whistleblowing;

Biblioteka values the opportunity to learn from and rectify any mistakes.

Any visitor, volunteer or member of staff who suspects: someone’s health and safety is in danger a criminal offence, eg fraud risk or actual damage to the environment a miscarriage of justice the organisation is breaking the law, eg doesn’t have the right insurance someone is covering up wrongdoing.

Should report this to [the Board] in the first instance. This can be done confidentially and anonymously [HOW].

If the concern is not dealt with appropriately, we recognise that a whistleblower may need to escalate their concern to a prescribed body - the relevant funder, or the Charity Commisions (ARE YOU A CHARITY?). We note that any staff or volunteer should not contact the press, as this is not a prescribed person or body and that if they do contact the press, they could be subject to disciplinary action.

Biblioteka recognises that Whistleblowers are protected by law (the Public Interest Disclosure Act 1998) and should not be treated unfairly or lose their job because they ‘blow the whistle’, even if the concern was not upheld.

  1. Physical and digital security;

I HAVE NO IDEA WHAT YOU HAVE GOING ON! This is based on your space and activities. Think about whether you need a first aider, whether you need gas/electrical safety check, a fire safety officer, where you store your data, if you password protect your activities, etc. Lone Working Activities, late night events, etc

  1. Health and Safety in the Workplace

Again, this depends on you. Think about: Insurance Bathroom facilities Cooking Facilities Annual Risk Assesment? Risk Assessment for each exhibition

This documents sets out the policies concerning:

1.Allegations of bullying, harassment, intimidation and misconduct; 2. Protection of personal data including that of staff, beneficiaries, and funders; 3. Safeguarding of children or vulnerable adults where an organisation’s activities involve regular contact with either group; 4. Conflict of interest; 5. Whistleblowing; 6. Physical and digital security; 7. Health and safety in the workplace. These policies apply to all employees, volunteers and Trustees. Any breaches of the policies should be recorded, and their resolution approved by the Board of Trustees. This information may be passed on to funders or other relevant parties as required.

Questions about the policies should be addressed to : WHO IS IN CHARGE TWO PEOPLE IS PROBABLY A GOOD IDEA These policies will be reviewed on an [Annual/Bi-annual/Six monthly] basis.

1.Allegations of bullying, harassment, intimidation and misconduct;

We are committed to ensuring that Biblioteka is a safe and inclusive environment for staff, volunteers and visitors, free from abusive, threatening or violent behaviour. We do not tolerate any form of harassment or bullying under any circumstances. We do not tolerate harassment or discrimination on the grounds of age, disability, sex, gender identity or gender expression, ethnicity or race, religion or belief, or sexual orientation. Harassment is any behaviour that is unwelcome or offensive to the individual receiving it, including, but not limited to: Threats or other aggressive behaviour, including swearing or verbal abuse, personal comments or insults, racist, homophobic, biphobic, transphobic, xenophobic or sexist remarks or behaviour and bullying or intimidation Unwanted touching/physical contact Abusive telephone calls, letters, notes, emails Persistent or vexatious enquiries or contacts via social media Anyone exhibiting these behaviours in Biblioteka will be asked to stop, or to leave, or if necessary we will call the Police. Any volunteers or Trustees exhibiting these behaviours will be subject to

Anyone who is being bullied or harassed can report this to [NAME, IDEALLY TWO NAMES] who will support them - How?

  1. Protection of personal data including that of staff, beneficiaries, and funders;

Biblioteka abides by all the relevant legislation to protect personal data.

We will not collect personal data without reason, and this will be done with the informed consent of those supplying the data.

Any personal data collected will be stored securely for no longer than [6 months? 2 years?] beyond its last use.

  1. Safeguarding of children or vulnerable adults where an organisation’s activities involve regular contact with either group;

Biblioteka does not currently work with Children or Vulnerable Adults. Should this change, we will ensure that staff and volunteers take an Enhanced DBS check, and will appoint a designated Welfare officer.

  1. Conflict of interest

Biblioteka recognises the importance of a broad network and active engagement with many different activities, and encourages our staff and volunteers to participate enthusiastically in life beyond Biblioteka.

We require all (Board Members/Staff paid over X amount/ Staff handling budgets / Staff or volunteers making decisions) to disclose their external interests annually.

Where these outside interests may come into conflict with the activities of Biblioteka, we ask that the individual agrees a Conflict Management Plan with [The Chair/Someone Else] to minimise actual or perceived conflict, and to ensure that Biblioteka is seen to be transparent and acting appropriately.

  1. Whistleblowing;

Biblioteka values the opportunity to learn from and rectify any mistakes.

Any visitor, volunteer or member of staff who suspects: someone’s health and safety is in danger a criminal offence, eg fraud risk or actual damage to the environment a miscarriage of justice the organisation is breaking the law, eg doesn’t have the right insurance someone is covering up wrongdoing.

Should report this to [the Board] in the first instance. This can be done confidentially and anonymously [HOW].

If the concern is not dealt with appropriately, we recognise that a whistleblower may need to escalate their concern to a prescribed body - the relevant funder, or the Charity Commisions (ARE YOU A CHARITY?). We note that any staff or volunteer should not contact the press, as this is not a prescribed person or body and that if they do contact the press, they could be subject to disciplinary action.

Biblioteka recognises that Whistleblowers are protected by law (the Public Interest Disclosure Act 1998) and should not be treated unfairly or lose their job because they ‘blow the whistle’, even if the concern was not upheld.

  1. Physical and digital security;

I HAVE NO IDEA WHAT YOU HAVE GOING ON! This is based on your space and activities. Think about whether you need a first aider, whether you need gas/electrical safety check, a fire safety officer, where you store your data, if you password protect your activities, etc. Lone Working Activities, late night events, etc

  1. Health and Safety in the Workplace

Again, this depends on you. Think about: Insurance Bathroom facilities Cooking Facilities Annual Risk Assesment? Risk Assessment for each exhibition