Policies and Procedures.

The Southend-on-Sea Stroke Club has a number of Policies and Procedures for the protection and advise to its service users, carers and volunteers.

The list is as follows:-

Complaints Procedure for Service Users - Adopted January 2008 


Revised April 2011 - Reviewed July 2015 - Reviewed July 2017

Statement of Intent
This Complaint Procedure demonstrates to service users that The Southend-on-Sea Stroke Club takes their views seriously, their views could provide useful feedback for monitoring and possible service revision purposes.

Objectives
The Southend-on-Sea Stroke Club aims to provide members, other organisations and individuals the best possible service. However, we recognise that from time to time there may be occassions when users of our services feel that the quality or level of service provided fall short of what they could reasonably expect.
Your continued support and goodwill is greatly valued by us and therefore if you have a complaint to make we would like you to tell us about it.

Implentation
This is what you should do

  • Firstly raise the issue with a committee member or club official, if after this action you do not consider that your complaint has been satisfactorily resolved please prepare a short summary of the issue and hand this in a sealed envelope to a club official or post it, addressed to the Club Secretary.
For written complaints the following procedure will be implemented.
 
  • The Club Secretary will acknowledge in writing within 7 days receipt of any complaint.The management committee shall be regularly informed of the number and nature of complaints.
  • The Club Secretary shall in consultaion with the Club Chairperson or nominated committee member undertake to investigate the circumstances leading to the complaint.
  • The Club Secretary shall communicate the results of the investigation to the complainant in writing within a reasonable time, normally within 21 days.
  • The complainant shall have the right if dissatisfied with the results of the investigation to put their case personally to the management committee or appeal in writing to the Club Chairperson. In these circumstances a further written response will be made.
  • If appropriate The Southend-on-Sea Stroke Club shall make a written apology to the complainant signed by the Club Chairperson.
A permanent confidential file has been established at The Southend-on-Sea Stroke Club for the retention of all documentation relating to service users complaints. This file is to be kept by the Club Secretary and retained in compliance with the Clubs Data Protection Policy.

Monitoring and Review
All members of the management committee will be responsible for the overall implementaion of the Complaints Procedure and will monitor and eview the effectiveness of the Complaints Procedure on an annual basis.

 
 
Signed Mr M Pettitt - Chairperson


Data Protection & Confidentiality Policy - Adopted April 2011 

Reviewed July 2015 - Reviewed July 2017



The main piece of legislation that will apply to The Southend-on-Sea Stroke Club is the Data Protection Act 1998. It covers any organisation that is holding information about individuals on computer or on paper.

Statement of Intent
Information collected and used by The Southend-on-Sea Stroke Club will be processed solely for th purpose of :-

  • Establishing and maintaining membership
  • Providing and administering group activities and individual support for members and those who have regular contact with the club and volunteers
Further Information and Support
The Southend-on-Sea Stroke Club recognises any member has the right to expect that any information imparted by that person to The Southend-on-Sea Stroke Club will be used for the purpose for which it was given and should not be released to other organisations or persons without the members consent.
The right to privacy is essential to ensure that the club member has trust and confidence in the organisation and is treated with respect and dignity.
The Southend-on-Sea Stroke Club extends the principal of confidentiality to any information about the internal affairs of the organisation.

Objectives
The management committee will aim to ensure that all of its services will be provided in line with this Data Protection & Confidentiality Policy.
Personal information is extremely precious and should be handled with sensitivity and care. Personal information is directly owned by the individual therefore any use of what might reasonably be seen as private information without the individuals consent is a misuse and abuse of privacy. However there may be occassions when confidentiality cannot be guaranted. For example:-


  • In ensuring the health, safety and welfare of an indivual for example, that they have been abused or are at risk of being so, or disclosing important medical information to a paramedic if someone is taken ill.
  • If there is a legal requirement to do so for example, suspicions that money laundering has or could take place, information that could prevent an act of terrorism, or information on drug trafficking.
  • There is a contractual requirement, or a court order requires you to do so.
If anyone within The Southend-on-Sea Stroke Club feels that it would be appropriate to disclose information in a way contrary to this policy, or where an official disclosure  request is received, this will only be done with the authorisation of the Chairperson. All such disclosures will be documented.


Collecting Personal Information
To ensure confidentiality, consideration should be given to the physical environment in which information is exchanged. This includes face to face discussions, telephone conversations, the use of fax/photocopiers and other forms of communications.
Anyone processing (ie collecting, storing, organising, using, disclosing or destroying) personal data must ensure that the following principals are applied.

Data/Personal Information must be:-
  • Processed fairly and lawfully.
  • Collected only for specified and lawful purposes.
  • Adequate, relevant and not excessive.
  • Accurate and up to date.
  • Not kept for longer than necessary.
  • Processed in line with the individuals rights (see below).
  • Kept securely.
  • Not transferred out of the EU without adequate protection (i.e. publication of information on the internet is seen as being overseas transfer).

       

    When Collecting Personal Information
    When information is collected from an individual, the person/organisation collecting it must ensure the individual knows the following:- 

    • Who is collecting the information
    • What it is going to be used for
    • Who it might be disclosed to
    • How they can exercise their rights (see below)

    They must also have given their consent for the information to be processed (ie collected, held, used, etc). To hold sensitive personal information - explicit consent needs tobe given ie in writing.

    An Individuals Rights
    Under the Act the individual has the right to see any information being held which is about them, and be made aware of their right to complain if information is divulged without their permission. Under this right the individual has the right to see:-


    • A copy of the information held about them and any information about its source.
    • A description of why the information is being processed.
    • Details of anyone who might see the information or to whom it has been passed or disclosed.

    Monitoring and Review
    All members of the management committee will be responsible for the overall implementation of the Data Protection and Confidentiality Policy and will monitor and review the effectiveness of this policy on an annual basis.

     
    Signed Mr M Pettitt - Chairperson 
     
    Equal Opportunities Policy - Adopted April 2010 

    Reviewed July 2015 - Reviewed July 2017



    Statement of Intent
    The Southend-on-Sea Stroke Club is opposed to all forms of discrimination and believes it is unacceptable for anyone to be discriminated against because of their race, religion, disability, gender, sexuality, economic status, marital status, age or political belief. To this end The Southend-on-Sea Stroke Club is committed to taking positive action to fight discrimination in every aspect of its work. This policy commits the Club and those associated with its work towards eliminating the prejudices that lead to discrimination and promote active action.

    Objectives
    The management committee will aim to ensure that all of its services will be provided in line with this equal opportunties policy and in order to promote equality will aim to ensure the following:-
     

    • All meetings and activities are accessible to stroke survivors and volunteers regardless of their physical or communication disabilities.
    • That information on the clubs activities is widely available and where necessary targeted to ensure maximum awareness of provision.
    • That election to the management committee is open to all members and volunteers with a fair and open voting process.
    • Ensure that all club members and volunteers are made aware of the policies and procedures within this Equal Opportunities Policy.
    • That every effort is made to ensure club members obtain information and support needed for their life after stroke.
    Implementation

    1)   Accessibility

    • The Southend-on-Sea Stroke Club will hold its meetings, excursions and other activities at venues and with accessible transport, which has been risk assessed and agreed by the management committee to be suitable.
    • Voluntary assistance will be offered to those needing support to access venues and transport, subject to volunteers being available.
     
    2)   Commitments

    • The Southend-on-Sea Stroke Club is committed to equality of opportunity for all members and volunteers and believes that all those who come into contact with it should be treated with respect and dignity.
    • That the services provided are based on consultation with those who receive its services.
    • That positive steps will be taken to ensure members inclusion within club activities and decision-making.
     
    3)   Advertising and Promotion

    • The club will be advertised within the local community as much as feasible. This will include posters in the libraries, GP surgeries and on the hospital stroke ward.
    • Local signposting agencies such as Southend Association of Voluntary Services (SAVS), Social Services, Citizens Advice Bureau and the NHS Directory will be informed of the cub and how it can be accessed.
    • Futher information about the club will be available by phone, letter and e-mail.
    • That in advertising and publicity The Southe-on-Sea Stroke Club will be represented as an organisation committed to promoting equality of access to its services.
     
    4)   Committee

    • Nomination to the committee will be encouraged from all members and volunteers with all nominations eligible to stand for election.
    • All club members will be eligible to vote as per the constitution.
    • The Chairperson is responsible for ensuring a fair and open election process.
     
    5)   Code of Conduct

    • The Southend -on-Sea Stroke Club believes that all people should be treated with respect and dignity with the views and feelings of individuals valued and respected.
    • Language and humour that people find offensive will not be used or accepted.
    • Bullying, harassment and intimidation will not be tolerated.
     
    Monitoring and Review
    All members of the management committee will be responsible for the overall implementation of the Equal Opportunities Policy and will monitor and review the effectiveness of this Equal Opportunities Policy on an annual basis.

     
    Signed Mr M Pettitt - Chairperson


    Health & Safety Policy - Adopted April 2008 

    Revised April 2012 - Reviewed July 2015 - Reviewed July 2017



    Introduction

    This Policy is in Four Parts

    Part 1: The general statement of intent
    Summarises the key commitment of The Southend-on-Sea Stroke Club to manage the occupational health, safety and welfare of its members, volunteers and others.

    Part 2: The organisational system for Health and Safety
    Shows a unified and coordinated approach by The Souithend-on-Sea Stroke Club with a clear division of responsibilities for managing risk effectively.

    Part 3: These arrangements identify
    The key actions, systems and procedures The Southend-on-Sea Stroke Club have introduced to protect its members, volunteers and others.

    Part 4: Risk Assessments
    Is the mechanism used to identify health and safety "Risks" of the Clubs activities?



    Part 1 - Statement of Intent

    The club is committed to ensuring the health, safety and welfare of its members  so far as reasonably practicable and provide adequate control of Health & Safety Risks arising from club activities.

    We also fully accept our responsibility for other persons who may be affected by our activities. We will take steps to ensue that our statutory duties are met at all times.

    In accordance with legislation this is a non smoking club and smoking must not occur in any of the clubs activities, meetings or transport.

    Each member will be given information, instruction and training as is necessary to enable the safe performance of activities.

    It is the duty of the management (Committee) to ensure that all processes and systems of work are designed to take account of health and safety and are properly supervised at all times.

    Adequate facilities and arrangements will be maintained to enable members to raise issues of health and safety and for communicating Health & Safety issues.

    Competent people will be appointed to assist us in meeting our statutory duties including where appropriate specialists from outside the club.

    Every member must co-operate with us to enable statutory duties to be complied with. The successful implementation of this policy requires total commitment from all levels. Each individual has a legal obligation to take reasonable care of his or her own health and safety and for the safety of people who may be affected by his or her acts or omissions.

    This policy will be regularly monitored to ensure that the objectives are achieved, it will be reviewed and if necessary revised in the light of legislative or club changes.


    Part 2 - Organisational Arrangements

    New Members
    It is preferable that before new members join their first meeting an assessment is carried out as to their suitability to comply with the clubs criteria.
    (Normally the responsibility of the Welfare Officer or their nominated deputy).
    A record of emergency contacts should be kept and maintained of all members and volunteers.
    The details should be available at all club activities and used in compliance with the clubs Data Protection & Confidentiality Policy.
    (Normally the responsibility of the Welfare Officer or their nominated deputy).

    Emergency Evacuation from St Saviours Church Hall
    A member of the committee must explain to each new member or visitor to the normal meeting venue (St Mary`s Church Hall)

    • What to do in an emergency.
    • Where the emergency exits are situated.
    • Where to meet following an emergency evacuation: outside St Savior`s Church at the junction of KIings Road and Chadwick Road.
    • All drivers to check that their passengers are at the meeting point.
    • Leaders of any visiting group must be made aware of these instructions.
     
    Emergency Evacuation of Members with Restricted Mobility.
    A member of the committee is delegated to discuss the individual members needs.
    (Normally the responsibility of the Welfare/Transport Officer or their nominated deputy).
    A committee member to be delegated at each meeting to note whom is present and in any emergency evacuation check that everyone is present at the meeting point.
    (Normally the responsibility of the Transport Officer in conjunction with drivers and escorts).

    Fire Safety Arrangements.
    The club operates a no smoking policy at all times to be enforced by all officers and volunteers.
    In the event of a fire - sound the alarm. The senior committee member present to take charge of any incident and:-
    • Ensure all present are evacuated.
    • Call the Fire Service telephone 999.
    • Ensures nobody re-enters the premises until they are declared safe.
    • Only use correct fire extinguishers to fight fire if trained to do so.  
    First Aid Arrangements
    There should be a recognised qualified first aider in attendance at each meeting and function of the club.
    • First aid box located with club equipment.
    • Accident book is held by the secreatary.
    Members Travelling in Club Supplied Mini-buses/Ambulances.
    Members confined to wheelchairs or any other mobility aids should expect the specialist vehicles to be suitably adapted for ease of boarding and alighting (Mechanical lifts or graduated ramps).
    Members travelling in the mini-buses in their wheelchairs must be secured with approved fixings and further secured with correctly fitted seat belts.
    Members must supply their own additional personal safety equipment required for travelling in motor vehicles.
    Seat belts to be worn at all times unless medically certified not to do so.

    Drivers/Escorts of Mini-buses/Ambulances Hired and Voluntary Private Car Drivers.

    • Drivers must hold a current driving licence appropriate to the vehicle being driven and approved by the vehicle owner.
    • The vehicle must be properly insured with a valid MOT certificate (if required).
    • Be adequately trained in the use of mechanical equipment and safety fittings & fixings.
    • Be trained and competent in assisting members and their equipment in life after stroke.

    Part 3 - Arrangements for Implementing the Policy.

    1.   Overall & Final Responsibility for Health and Safety is that of the Chairperson.

    2.   Volunteer Helpers

    • Are properly trained for any activity they participate in.
    • Volunteers are supervised on a daily basis by the club officers and committee members.
    • Provided with any necessaryequipment and trained to use it correctly.
    • Volunteers are made aware of how to implement all policies appertaining to the club.
    • They must take reasonable care of their health & safety.
    • Consider the safety of other people who may be affected by their acts or omissions.
    • Report any hazardous defects in equipment or shortcomings in the existing safety arrangements to a responsible person (committee member) without delay.
    • Not undertake any tasks for which authorisation and/or training has not been given.

    3.   Members Responsibilities.

    • They must take reasonable care for their own health & safety.
    • Consider the safety of other people who may be affected by their acts or omissions.
    • Refrain  from intentionally misusing or recklessly interfering with anything that has been provided for health and safety reasons.
    • Report any hazardous defects in equipment or shortcomings in the existing safety arrangements to a responsible person (committee member) without delay.
    • Not undertake any task for which authorisation and/or training has not been given.

    4.   Arrangements for Reporting & Recording.

    • All accidents, dangerous occurrences or near misses must be reported and a record kept by the secretary.

    5.   Monitoring and Review.
    All members of the management committee will be responsible for the overall implementation of the Health and Safety Policy and will monitor this policy on a contiuous basis reviewing its effectiveness annually.


    Part 4 - Risk Assessment

    (See separate sheet held by the club secretary)


    Signed Mr M Pettitt - Chairperson


    Safeguarding Vulnerable Groups Policy - Adopted February 2013 

    Reviewed July 2015 - Reviewed July 2017



    The main pieces of legislation that will apply to The Southend-on- Sea Stroke Club are The Safeguarding Vulnerable Groups Act 2006, Protection of Freedoms Act 2012 and guidance from the Stroke Association.

    Statement of Intent
    The aim of The Southend-on-Sea Stroke Club is to provide a club in which those affected by stroke can access social activities. Club members and volunteers have the right to attend the group confident that their health, safety and welfare are being looked after.
    The Southend-on-Sea Stroke Club believes that all people whatever their age, culture, disability, gender, language, racial origin, socio-economic status, religious belief and /or sexual identity have the right to safeguarding from abuse.
    The Southend-on-Sea Stroke Club recognises that unfortunately there are people who pose a risk to vulnerable people and whilst it might be rare to be faced with this within the club it is important that this policy is in place.

    Further Information and Support
    Who is classed as vulnerable?
       The Safeguarding Vulnerable Groups Act 2006 and subsequent Protection of Freedoms Act 2012 place the emphasis on activities that people undertake (known as Regulated Activity) that might lead them to be vulnerable, rather than identifying individuals are vulnerable simply because of a certain characteristic, such as age.
    For example, people who are vulnerable could include members and volunteers with any of the following needs:-

     

    • Physical assistance for personal care such as eating, washing, toileting, or dressing.
    • Help with decision making that relates to their personal health or social care.
    • Assistance with managing money or conducting their personal affairs.
    • Help with being transported to and from a place of health, personal or social care.
     
    Definition of Abuse  
    Abuse is any behaviour towards a person that deliberately or unknowingly causes them harm, endangers life or violates their rights as identified in article 3 of the European Convention on Human Rights.
    Abuse may be:-
    • Physical..
    • Sexual.
    • Psychological - repeatedly being made to feel unhappy, humilated, afraid or devalued by others.
    • Financial or material - stealing or denying access to money or possessions.
    • Neglect.
    • Discriminatory - abuse motivated by discriminatory attitudes towards race, religion, gender, disability or cultural background.
     
    The Southend-on-Sea Stroke Club recognises that the majority of volunteers do not carry out regulated activity, however where they do, or other laws require them to as such, for Charity Trustees, volunteers will be subject to CRB checks and any other procedures required by the The Disclosure and Barring Services (DBS).

    Objectives
    The management committee will aim to ensure that all of its services and programmes of activity will be provided in line with this Safeguarding Vulnerable Groups Policy by:-

     
    • Ensuring that members and volunteers take a shared responsibility for the safety of all all members and volunteers they come into contact with.
    • Ensuring that everybody knows who is responsible for safeguarding and how to report concerns.
    • Arrange induction and guidance to members and volunteers.
    • It intends to follow the common sense approach that reduces opportunities for abuse and helps protect club members and volunteers from any false allegation.
    • By ensuring that club members and volunteers follow the code of practice.
     
    Code of Practice

    You should:-

    • Ensure all people are treated with respect.
    • Excercise caution when discussing sensitive issues.
    • Excercise caution in initiation of any physical contact.
    • Challenge all unacceptable behaviour and report all allegations of abuse or suspicions of abuse.
    • Keep families, guardians and carers fully informed of all anticipated activities where relevant.
    • Where possible  avoid being in a one-to-one situation with an individual member of the group, especially when no other volunteers or members are aware of why that situation is occurring.
    You should NOT:-
    • Engage in physical or sexually provocative action or games.
    • Allow or engage in inappropriate touching in any form.
    • Make over familiar or sexually suggestive comments or approaches even as a joke.
    • Let allegations, over familiar or sexually suggestive comments or approaches go unchallenged or unrecorded.
    • Do things of a personal nature that a person is able to do for themselves.
    Who is responsible for Safeguarding?
    All members and volunteers take a shared responsibility for the safety of all members and volunteers they come into contact with. Reporting any concerns to the Designated Safeguarding Officer.
    The Chairperson or their nominated deputy is the Designated Safeguarding Officer.
    All peresonal data should be processed in accordance with the clubs Data Protection & Confidentiality Policy.

    Monitoring and Review
    All members of the management committee will be responsible for the overall implementation of the Safeguarding Vulnerable Groups Policy and will monitor and review the effectiveness of this policy on an annual basis.


    Signed Mr M Pettitt - Chairperson
     




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