Policies and Statements

Child Protection Policy

Music in the Minster believes it has a duty to safeguard the physical, emotional and sexual well being of all its participants and volunteers, whatever their age or status. It is the responsibility of all committee members, staff, freelance workers, service providers and volunteers to guard against any kind of abuse, particularly of those most vulnerable including children and young people.

It is the duty of all those who work with children and young people to prevent harm and abuse of every kind, and to report any abuse or harm discovered or suspected. Music in the Minster believes that children and young people have the right to be safe while taking part in music and theatre activities presented by the organisation.

All staff, volunteers and contractors will be made aware of their responsibilities to safeguard those children and young people with whom they are working.

Music in the Minster will:

Consider the safety and welfare of children and young people when planning and implementing projects.
Implement procedures to protect children and young people from abuse by any staff, freelance workers or volunteers running projects.
Make sure that people in contact with young participants in any activity set up by Music in the Minster are fully aware of the procedures in place to protect children and young people.
Provide guidelines which will protect staff, freelance workers and volunteers from being wrongly accused of abuse.
Follow clearly defined procedures to deal with any problems.
Use supervision as a means of protection – whereby workers are not left alone with children or young people, except in exceptional circumstances.
Follow, wherever possible:

guidelines issued by organisations specialising in the care and protection of young people and
current legislation.

Recruitment

When considering applicants, whether paid staff or volunteers, for jobs including work with children and young people, Music in the Minster will:

Explore all such applicants’ experience of working or contact with children and young people in an interview before appointment

Expect applicants to show respect for children and young people

Obtain a reference from a person who has experience of the applicant’s work with children.
Request evidence of a disclosure issued from the Criminal Records Bureau. Apply for a disclosure if required.
Provide specific and clear descriptions of the work to be undertaken.

After appointment:

Monitor and supervise the work undertaken by observation and through clear reporting structures
Include a probationary period for long-term appointments.

Related documents:

Procedures to implement the Child Protection Policy
Risk Assessment Form

This policy was adopted by the Management Committee on 21 November 2006, with the intention of revisiting and revising it at regular intervals.

Child Protection Policy Procedures

SAFETY AND WELFARE

Undertake a risk assessment of buildings, environment, travel arrangements.

Ensure number of adults is appropriate to number of children.

Find out in advance if the venue or establishment has existing safety measures and procedures.
Obtain parental consent for attendance or participation in all activities.
Obtain contact telephone number for use on the day.
Maintain a no-smoking and no-alcohol policy.
Ensure young children do not leave the premises unless accompanied by parent, guardian on responsible adult.

PROTECTION OF YOUNG PEOPLE FROM ABUSE

Follow recruitment procedures in all cases.
Send child protection policy with job application packs for any job that includes work with young people.
Provide advice on Child Protection at induction stage for new positions.
Provide staff with information about any policies in place at venue or from the organisation where they will be working.
Develop guidelines in best practice for all staff working with young people.

PROTECTING STAFF FROM FALSE ACCUSATIONS OF ABUSE

Have clear reporting structures in place.

Protect by supervision (co-workers and management).
Avoid being alone with young people.
Do not make physical contact with a child without asking permission.
Refer troublesome / sick children to a member of staff if present.
Do not offer to transport children - leave this to parents or school staff.

DEALING WITH PROBLEMS

Report any abuse (reported by child, personally observed or suspected) to the member of staff in charge
If member of staff is suspected of abuse, then report to senior staff or management.
Make a written report and send to Music in the Minster.
Record information about any child arriving at a project with an existing injury.

LEGISLATION AND GUDELINES

Note useful websites and subscribe to info updates if available.

RECRUITMENT

Check with candidates about previous work with children in formal or informal interview
Always take up references.
Look for evidence at interview stage and during probationary period of respect for children and young people.
Insist that staff working with children have current CRB check.

CRB disclosures

Music in the Minster will:

initiate a CRB check for any permanent paid staff (for example an administrator).
request confirmation of current CRB disclosure from all freelance workers and volunteers.
apply for new check if disclosure is more than 24 months previous, and/or the person is no longer working for the organisation that initiated the check.

Adopted by the committee on 21 November 2006. To be reviewed and revised on a regular basis.

Equality and Diversity Policy

Introduction
Music in the Minster is wholeheartedly committed to the principle of equality of opportunity, both in its capacity as an employer and as a provider of services to others. The Charity is determined to make all efforts to prevent discrimination or unfair treatment against, and promote equality of opportunity for, its trustees, members of staff, volunteers or users of its services on the grounds of sex, race, gender, religion, marital status, sexual orientation, responsibilities for dependants, age, disability or offending background. The organisation is opposed to discriminatory attitudes, and is committed to translating this into all aspects of its work.

Music in the Minster recognises that specific and positive programmes of action are necessary to ensure that the aims of its equal opportunities policy are achieved. We recognise, however, that progress requires the participation and commitment of everyone to the policy, as well as the development of these procedures and structures.

It is the responsibility of all associated with our charity to apply Music in the Minster’s Equal Opportunities policy. Its application is also required from people who work with Music in the Minster.

This Policy Statement sets out the organisational framework within which all associated with our charity must work.

Principles Underlying Our Approach to Equality & Diversity

Young people have the right to be respected for who they are, not just for what they do.
Without a diverse group of staff and volunteers, we cannot positively promote young people’s self worth, individuality and potential.
Diversity among our staff and volunteers is necessary to ensure multiple perspectives, creativity and innovation in organisational problem solving.
All workers and Trustees share a responsibility for the culture of the charity, including being responsible for acting as role models and taking steps to provide environments that are safe, non discriminatory, free from harassment and protects the dignity of all.
We acknowledge and embrace the moral, ethical, legal and business case for equality and diversity.
Diversity permeates everything we do and is integral to all our policies and procedures.

Policy Objectives
The overarching objectives of Music in the Minster’s equality and diversity policies are:

To have equality and diversity integrated into all parts of Music in the Minster’s planning, standard setting, monitoring and evaluation.

To ensure as far as possible that the diversity of the organisation is appropriate to the communities we serve.
To ensure that all workers are empowered to respond positively and appropriately to issues of Equality and Diversity.
To eliminate all forms of unlawful discrimination.
To ensure that all our policies and procedures are assessed to take into account any detrimental impact on equality and diversity and/or opportunities to promote equality and diversity.
To take all necessary steps to remove organisational barriers to equality and diversity where it is practicable and legal to do so.
To ensure that the diversity of young people is respected and their needs integrated and issues of equality and diversity mainstreamed into day to day operational performance and planning.

Scope

This policy covers all those who work within Music in the Minster including Trustees, employees, consultants and volunteers.

Definitions
For the purposes of this policy the following definitions apply (over):

Matters of “equality, diversity and personal difference” covers race, gender, disability, gender, national and ethnic origin, marital status, family responsibility, sexual orientation, age, religion, religious belief or profound philosophical belief, and persons with a criminal record that do not pose a risk to the young people of the Charity. It also covers other matters of personal difference that may cause an individual to be unfairly and negatively judged and categorised in relation to their competence and/or suitability for a particular role and/or occupation. It is impossible to give a definitive list of such matters but they may generally be regarded as prejudices related to personal appearance, presentation and perceptions of economic/social status.

Direct discrimination is considered to take place when a person is treated less favourably that others in the same circumstances because of race, sex, disability, gender, national and ethnic origin, marital status, family responsibility, sexual orientation, age, religious belief, profound philosophical belief or criminal record not posing a risk to service-users. It is also a discriminatory act to segregate, harass or victimise people on these grounds.

Indirect discrimination means applying conditions, setting requirements, having particular practices, or asking for certain qualifications that will adversely affect one particular group more than another and cannot be justified in terms of what is actually required to do the job.

Institutional racism takes place within organisations and is often unwitting in character. It refers to the culture of organisations, as well as the processes and procedures. The culture can be alienating, oppressive and discriminatory to minority groups.

Disability is defined as a physical or mental impairment that has a substantial and long effect on a person’s ability to carry out normal day-to-day activities. Long term will normally be taken to mean that the impairment has lasted, or is expected to last, at least 12 months. Where there is a disagreement as to whether the term `disabled’ should apply to an individual, the definitions and exceptions in the Disability Discrimination Act (1995) shall apply.

Legislation

While Music in the Minster is committed to equality and diversity as an ethical and business case the organisation also recognises its legal responsibilities.

Communication

Communication of this policy and any amendments or additions to it will be made by various means but primarily via:

Music in the Minster Web site
Induction Procedures
Training (including training for employees and volunteers)

External Marketing and Publicity

All Music in the Minster publicity materials will reflect the aims and principles of the Diversity and Equality policy. The language and concepts contained in all charity documents and formal communication will be consistent with this policy.

The Charity’s general publicity material will be anti-discriminatory and efforts will always be made to review material to ensure that it is not unintentionally discriminatory and does not reinforce negative images of people and groups identified in this policy.

Sexist, racist and other discriminatory language will not be used. Language, whether written or verbal, will not identify jobs with a particular gender, and gender linked words will be avoided. Discriminatory jibes or disparaging terms for particular groups will not be acceptable; neither will colloquial language which may be perceived as disparaging by the recipient.

All relevant publicity will state that Music in the Minster operates a policy of encouraging, enabling and ensuring equality & diversity for all.

Inclusion and Access

Access to premises will always be considered when new properties are used with a view to ensuring that all our users are able to enjoy use of facilities and, in accordance with the limits of legal requirements, that no person is prevented from accessing services or employment by reason of disability or other form of personal difference.

Complaints Policy & Procedure

How to Make a Complaint

Music in the Minster exists to encourage the appreciation of music, with a particular emphasis on community participation in opera and music theatre – especially for young people, and especially on Wearside.

We try to be as efficient as possible, and are keen to make improvements to make our services more effective and accessible.

We would like to hear from you if you have not been happy with any aspect of our organisation, and want to make a complaint. The following procedure has been set up by Music in the Minster to ensure that your complaint is properly heard.

You have a right to support from an independent advocate or friend at any point during this process.

Music in the Minster will take your complaint seriously and do all it can to ensure that the situation is resolved to your satisfaction.

Step One

If you are unhappy with the service you have received (with an individual in our organisation, or with the organisation as a whole) the first stage will be for you to try to resolve the problem informally with a member of staff or members of the committee.

If you would prefer not to speak to someone who was involved in the situation, then go straight to step two.

Step Two

If your complaint is not resolved through the above actions, the next step is to contact the Chairman at the address below, detailing your complaint by letter marked private and confidential.

Sunderland Minster, High Street West, Sunderland, SR1 3ET

You will receive a response to your complaint within 14 working days.

If you are not satisfied with our response, go to step three.

Step Three

The Chairman will investigate your complaint by talking to you and other people involved in the situation and will follow this up with a full written report, sending you a copy. The report will include any necessary explanations or steps that will be taken to ensure the problem does not recur.

We will aim to send a report to you within a further 14 working days, and will keep you informed of progress.

If you are not satisfied with our response, go to step four.

Step Four

If you are not satisfied that your complaint has been dealt with properly, you may request a full meeting of the committee of Music in the Minster to be convened, to which you will be invited. You may bring a friend or other representative to support or represent you. The meeting will hear your complaint again, and of the internal investigation. It will make a decision regarding appropriate action that may be required to resolve the situation. You will be contacted in writing with their decision. The decision of the committee is final.

We aim to convene the Committee within 21 working days of your request, and write to you within 10 working days of the meeting.