LJCC Internal Policies

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London Jewish Cultural Centre
Ivy House,
94-96 North End Road,
London
NW11 7SX

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020 8457 5000

admin@ljcc.org.uk

LJCC Child Protection Policy

The aim of this policy is to communicate the commitment of the London Jewish Cultural Centre (LJCC) to the creation and maintenance of a safe, comfortable and enjoyable "space" in which young people can develop and enjoy LJCC (and other non-LJCC) activities that take place at Ivy House.

That said, LJCC and Ivy House are primarily serving adult patrons and that should be borne in mind.

There are 7 main elements to this policy.

Organisation policies and procedures
We believe that LJCC should provide for children and young people that attend here a caring, positive, safe and stimulating environment which promotes the educational, social, physical, emotional and moral development of the child or young person.

Our contact with children and young people is limited but that does not mean that we should not be aware of or fail to endorse, the general principles of Safeguarding Children.

All children and young people have the right to equality of treatment irrespective of:
• Gender or sexuality
• Health or disability
• religious belief
• race (including colour, nationality, ethnic or national origins, being an Irish traveller)

The designated senior person for all aspects of child protection is the Chief Executive of the organisation and in her absence, the General Manager.

All matters relating to the operation of this policy and any particular case, are of a confidential nature and will be treated as such.

Any issue arising under this policy, especially instances of breach of it, will be reported by her to the Honorary Officers of the charity at the first opportunity and to the full Board of Trustees as appropriate.

The policy will be electronically stored in the Policies Folder and will be brought to the attention of all staff including sessional teaching staff, and especially staff involved directly with children and young people.

LJCC staff working with children and young people will operate under a clear management structure and be aware that their work and contact with children and young people is subject to monitoring.

Under no circumstances will physical contact or intervention between a child or young person and a member of staff be countenanced. If there is a medical emergency, only a trained First Aider should have any physical contact and if children have to be restrained in any way, only the trained and registered Security Guard should do so.

Reporting concerns, suspicions and allegations
It is the responsibility of all staff to be alert to any sign or belief that abuse, inappropriate behaviour or bullying towards or between children and young people could be occurring and to report their concern promptly to the Chief Executive.

Similarly, there is a responsibility to report any sign or belief that there is inappropriate adult behaviour which gives rise to a general concern.

Where a third party organisation operates from Ivy House and they have contact with children or young people, they too will be monitored and any sign or concern will be promptly investigated. It is their primary duty to ensure their procedures and staff, are appropriate in affording protection.

Where any staff member wishes to raise a concern that they might have, they may do so with the Chief Executive or General Manager in strict confidence. LJCC will regard "whistle blowing" in such circumstances as a responsible action.

Children and young people will be made aware that there is a responsible adult with whom they can raise concerns directly if they do not want to talk to a teacher or a staff member already working with them. A concern raised by a parent, carer or guardian or any other person in legitimate loco parentis will be addressed promptly.

In circumstances where a child or young person makes an allegation against an LJCC staff member
• They should report the allegation immediately to the Chief Executive, they should not enter into a dialogue with the complainant.
• The Chief Executive will report the allegation to the Chair of Trustees and in the presence of another LJCC senior manager, will interview the child or young person in the presence of a parent or carer
• If the Chief Executive is satisfied there is a prima facie case and/or the child or young person or their parent or carer wish to pursue it, the procedure to then be adopted is the Safeguarding Children policy and procedures of the LB Barnet and LJCC's own employee discipline policy.

LJCC will cooperate with other appropriate agencies as required in responding to concerns including investigations.

LJCC staff may recommend that a child or young person use the Internet for their studies. There is no on-site Internet access at LJCC. E-Safety and the appropriate use of the Internet e.g. at home, at a school etc, is a matter for parents and carers and no liability for misuse attaches to LJCC.

Safe recruitment and selection
All staff will be recruited to work at LJCC mindful of the fact the Centre is used by children and young people; this is whether or not their post involves direct contact with children and young people.

Staff will undergo CRB checks and references will be obtained. Where their work directly involves contact with children and young people they will be monitored on a regular basis.

Education and support
Staff will be made aware of this policy and be given such education, training and support as required.

Providing safe activities
Where activities are provided directly by LJCC, we will ensure they are safe and do not subject anyone involved to any risk. Where such activities do involve a risk, appropriate pre assessments will be made.

Where LJCC employs third parties to deliver activities, only professional suppliers will be engaged.

Where third party organisations deliver activities using Ivy House as a venue, they will be responsible for the safety of their activities/programmes and for ensuring the professional standing of their suppliers.

Lettings
Ivy House is a popular venue for third party lettings. These are done on a commercial basis and do not involve LJCC. Each letting is subject to a contract for hire, and the obligations of the hirer are stated in the contract.

It is the duty of a hirer to ensure a safe environment for any child or young person involved in their event. If any LJCC member of staff has any concern they will raise it with the hirer and it is for the hirer to take any appropriate action. If the member of staff is concerned that there is a serious Health & Safety issue or a child or young person is at great risk they will use their discretion in dealing with the matter including excluding a person from Ivy House, involving other appropriate agencies etc and will receive the support of LJCC senor management.

Where hirers uses third party organisations to deliver activities for children and young people, they will be responsible for the safety of their activities/programmes and for ensuring the professional standing of their suppliers in respect of their contact with children and young people.

Recording
LJCC will record -- including perimeter CCTV surveillance film - any concerns, allegations or suspicions which may be raised in respect of the protection of children and young people. These records will be shared with appropriate agencies as required.

LJCC Customer Services Policy

The aim of this policy is to communicate the commitment of the London Jewish Cultural Centre to the creation and maintenance of an environment at Ivy House which provides as high a standard of service as we can afford for all users.

We are creating at Ivy House the most exciting Jewish space in London. Providing the highest level customer service as we can reasonable afford is a vital part of that experience. The building and the service level that takes place within it, are one in the same.

Customer service embraces the public who attend courses, events, classes; private functions, staff, suppliers, and other organisations with whom we interact. They can be called customers, students, participants, supporters etc.

Access
We will operate the Centre and all the activities that take place here in ways that permit the maximum access to as many audiences as possible: we will ensure that financial difficulties do not preclude involvement in our activities, that we can meet the needs of disabled users as far as possible; while we recognise that our mission and funding is to support the development and engagement of the Jewish community, we will be inclusive and serve the local community in which we operate.

Courtesy
We will be courteous towards our customers, exhibit customer friendly service skills, be knowledgeable, professional and courteous in meeting the needs of our customers.

Confidentiality & Data Protection
All personal information gathered or held regarding our customers will be held in the strictest confidence for LJCC's sole use in meeting our objectives. No information will be released to other customers, partner organisations, or any third party in a format that will allow identification except with the express consent of the provider or as may be required by law. LJCC does not sell its customer lists to third party marketing organisations.

Details of the Trustees of LJCC and how they may be contacted is available from the Chief Executive's secretary. Details of the Charities Regulator and the Data Protection Commission can be found on their respective web sites.

LJCC complies with the provisions of various Data Protection Acts.

Communication & access to information
LJCC can be reached by telephone, fax and email and increasingly, through our web site. The web site combined with a weekly emailing of activities, and our three-times a year courses brochure are the three primary means of communication from LJCC to customers.

All correspondence to us from customers will be responded to in a clear, concise and timely manner generally within 5 working days of receipt. Correspondence will generally only end when the customer is satisfied about their enquiry. We will operate where possible by telephone or email for speedier communication.

Consistency
We constantly review policies and practices to ensure that their application is consistent and relevant to prevailing circumstances and the needs of customers and are being applied consistently across all customers.

We will survey our customers at least three times a year to solicit their views on, amongst other things, customer service. We will make the survey reports available to customers.

We hope customers will tell us if we are not meeting expectations by giving us feedback, comments and suggestions.

Our policies on ticket sales and ticket refunds as well as the operation of LJCC's voucher scheme can be found in our course brochure.

Support for partners
LJCC's partners are vital to our operations. They include Examination Boards, other educational and cultural organisations, other community organisations, international organisations with whom we collaborate local and national government, the emergency services etc. We endeavour to ensure that these partners are provided with clear and comprehensive information about LJCC, what we do, how we are administered, our governance etc. We welcome input from partners to ensure that what we do is relevant and meets the needs of our customers.

Reducing bureaucracy
Wherever possible, without compromising standards, we strive to reduce the burden of unnecessary paperwork.

Handling complaints
LJCC seeks fair, just and prompt solutions when possible to any complaint. Complaints will responded to by a senior LJCC manager, where practicable within 5 working days.

All complaints are recorded and retained. Where the complaint involves staff members, a senior manager will discuss the issue(s) with them. When it is appropriate, LJCC will not hesitate to extend an apology to a customer.

Customer obligations
Customers have a reciprocal part to play in the effective operations of LJCC.

It is reasonable for LJCC to expect customers to:

• Treat the building with respect
• Look after their personal property and belongings
• Inform staff of anything unusual and especially if they have a security concern
• Understand and support us when we will not tolerate verbal abuse or any related form of behaviour towards our staff or other customers
• Understand and support us when we might prohibit entry or exclude people who are being unreasonably disruptive or are under the influence of alcohol or controlled drugs
• Understand and support us when we might prohibit entry or exclude people who are expressing racist views or who advocate the abolition of the State of Israel.
• Understand that we have a general right of refusal of entry to any person on any ground without further explanation.

Refund Policy & Credits

A full or pro rata refund or a transfer will be allowed in the following circumstances:

1. Where the Centre cancels, reschedules or prematurely closes an event or course within twelve months of the original event date.

2. Where a student gives fives workings days notice of withdrawal before the course is due to start. Please note that students must submit their request for a refund in writing. Additionally, except under 1. above, refunds are subject to an administration charge of £5 and take ten working days to process. The Centre cannot be held responsible for changes in students' personal circumstances, which might prevent attendance. The London Jewish Cultural Centre reserves the right to cancel lectures and classes which attract insufficient student registration. the Centre may change or add to the courses and events as advertised if a course is over or undersubscribed.

3. Any credit card transaction for the value of less than £10 incurs a £1.50 surcharge.

4. Credit notes issued in any circumstance, must be redeemed within 6 months of issue otherwise it will automatically lapse.

LJCC Health & Safety Policy

The aim of this policy is to communicate the commitment of the London Jewish Cultural Centre to the promotion of a safe environment for customers and staff.

General
This statement deals with those aspects over which the Trustees and Chief Executive have control and covers Health & Safety associated with the building structure, plant, fixed equipment and services. It describes how the Chief Executive discharges her responsibilities, in respect of customers, visitors and employees who are on the Ivy House site.

The aim of this statement is to ensure that all reasonable practical steps are taken to secure the health, safety and welfare of all persons using the Ivy House site, in particular to

(a) establish and maintain a safe and healthy environment throughout the site and it's perimeters.

(b) maintain and established safe working procedures among customers and staff

(c) make arrangements for ensuring safety and absence of risks to health in connection with the use, handling, storage and transport of articles and dangerous substances.

(d) ensure the provision of appropriate information and instructions, and supervision to enable all persons using the site to avoid hazards and contribute positively to their own safety and health at work.

(e) maintain a safe and healthy place of work, with safe access and egress from it.

(f) formulate effective procedures for use in case of fire and other emergencies and for evacuating Ivy House.

(g) lay down procedures to be followed in case of an accident.

Responsibilities and duties in matters concerning safety
The Chief Executive (in her absence, the General Manager) has the ultimate responsibility for all safety organization, she shall;

(a) Prepare a Health & Safety policy

(b) Contact outside agencies such as the Fire Service, Barnet Health & Safety Standards officers and the local police department for crime prevention, as relevant

(c) Co-ordinate the implementation of the approved Health & Safety Procedures on the Site

(d) All known hazards should be reported to the Chief Executive who may stop the use of plant, tools, practices or equipment, machinery etc. she considers unsafe, until satisfied as to there safety.

(e) To make recommendations to the Trustees for additions and improvements to plant, tools, equipment, machinery etc., which are considered to be dangerous or potentially so.

(f) Make or arrange for inspection of premises, places of work and working practices on a regular basis and ensure that she is made aware of and informed of all accidents and hazardous situations.

(g) Review Termly

I. The provision of first aid within the Site
II. The emergency regulations and make recommendations for improving the procedures laid down.

(h) Review regularly the dissemination of safety information concerning the Site.

Obligations of all employees
The Health & Safety at work Act 1974 states;

(It shall be the duty of every employee while at work........)

(a) To take reasonable care for the health and safety of themselves and of any other person who may be affected by acts or omissions while at work.(b) As regards any duty or requirement imposed on them or any other person by or under any of the relevant statutory provisions, to co-operate so far as it is necessary to enable that duty or requirement to be carried out.

The Act also states;

No person shall intentionally or recklessly interfere or misuse anything provided in the interests of Health & Safety or Welfare in any pursuance of the relevant statutory provisions.

In order that the laws be observed and responsibilities to pupils and visitors to the school are carried out by all.

Employees are expected;
(a) To know the relevant safety measures and arrangements to be adopted in their own working areas and to ensure they are applied.

(b) To observe standards of protective clothing as required are consistent with Health & Safety and/or Hygiene.

(c) To exercise good standards of house keeping and cleanliness.

(d) To know and apply the emergency procedure in respect of Fire Safety and First Aid.

(e) To use and not willfully misuse, neglect or interfere with things provided for they are own safety and the safety of others.

(f) To co-operate with employees in promoting improved safety measures at the Centre.

(g) To co-operate with the appointed safety representative and the enforcement office of the Health & Safety and the Public Health Authority.

In an organization of this size, all staff have a responsibility for in discharging their obligations under the Act.

Special obligations of Class Teachers
The safety of customers in classrooms is the responsibility of class teachers. Teachers have traditionally carried responsibility for the safety of customers that are in their charge.

If for any reason, e.g. the conditions or location of equipment, the physical state of the room or the splitting of a class for practical work, a teacher considers he / she cannot accept responsibility, he / she should discuss the matter with the Education Manager (to whom the Chief Executive delegates such matters) before allowing practical work to take place.

Class Teachers are expected to:

(a) exercise effective supervision and to know the emergency procedures in respect of a fire, bomb scare and first aid and carry out these procedures.

(b) know the special safety measures to be adopted in their own special teaching areas and to ensure they are applied.

(c) give clear instructions and warning as often as possible,

(d) personally follow safe working procedures.

(e) call for protective clothing, guards and the necessary safe working procedures.

(f) make recommendations to the Education Manager. e.g. on safety equipment or any other potential dangers.

The Customer
The Customers are expected to:

(a) exercise personal responsibility for the safety of themselves and others.

(b) observe the standard of dress consistent with their safety and hygiene.

(c) observe all the safety regulations appertaining to the Site in particular the instructions given by teaching staff/Security in an emergency.

(d) use and not willfully misuse, neglect or interfere with apparatus or equipment and items provided for their safety.

Visitors
Regular visitors and other users of the Site (e.g. delivery operatives from specific companies.) will be required to observe the safety rules laid down in this document for the Site.

Report for Action forms
These are located in the Admin Office. If there is a hazard which it is felt should be reported and further action taken, it should be discussed with the General Manager (to whom the Chief Executive has delegated this matter) and the forms completed and the form returned to the General Manager.

Car Parking
There is a car park provided in the front courtyard. Parking in the first instance is limited to Disabled Badge holders, then to staff, then to customers, then to visitors. The number of cars on Site at any one time is determined by the General Manager Cars should never be park in a position that would block access to the school and out buildings in the case of an emergency and emergency vehicles attending.

All on site contractors should be known to the Security Guard and he will report any concerns he has to the General Manager It is essential that all persons remain vigilant and report any dangerous occurrences practices or hazards arising from the presence of on-site contractors, to the General Manager.

The Provision of First Aid
There are First Aid boxes in the Admin Office.

Each box must contain only first aid requisites, a first aid guidance card and a list of contents, which must be restocked as necessary.

Certified First Aiders are listed in the Admin office from time to time.

When dealing with cuts and grazes protective disposable gloves must be worn.

Emergency Procedures
If anyone at LJCC should become ill or an accident occurs the procedure below should be followed: -

(a) First Aid should be rendered but only as far as knowledge and skill permit. The patient should be given all possible reassurance and removed from danger.

(b) If circumstances necessitate, a certified First Aider should be called immediately and the Chief Executive or General Manager informed, if they are both offsite, a Department Manager should be called and will take charge.

(c) Transport to Hospital.

If an ambulance is required the emergency services should be called.

It may be appropriate to transfer a person to a casualty department but this is on a voluntary basis.

NOTE - The member of staff using their own car must have the necessary insurance cover for the purpose of carrying passengers.

No casualty should travel to hospital unaccompanied and the accompanying person should remain at the hospital until a partner, parent or other responsible person arrives.

(e) A responsible person of the person's should be contacted if it is considered that medical attention should be required. At no time should the customer be left unattended.

(f) Accident Forms

As soon as is possible after the incident, every case of injury or accident must be fully and accurately reported on the appropriate accident form and where possible detailed statements should be obtained from witnesses.

Accident forms are obtained from the Security Guard.

Completed forms should be passed immediately to the General Manager who will investigate the incident as appropriate.

An accident form must be completed for all accidents however minor.

Fire and Emergency procedures
It is the duty of all members of staff to carry out the procedures as follows:

Operate the nearest Alarm.

The Security Guard or Administration manager will alert the emergency services.

Evacuation procedures will be carried out as on cards on the wall by the door in each room.

Ensure you know the procedures.

Evacuate the customers quietly, and immediately lead them out of the building by the designated route.

Class registers may exist at the Reception, customers should cross checked against this list as soon as possible in a safe environment.

From time to time it will be necessary for the member of staff responsible to review the provision of First Aid at the Site, and the emergency procedures and regulations; where necessary they will make recommendations to the Chief Executive for improving the procedures laid down.

LJCC Quality Assurance

The aim of this policy is to communicate the commitment of the London Jewish Cultural Centre to quality and excellence in the activities we undertake and the operation of Ivy House.

LJCC operates within a framework of:
• Corporate Governance
• Policy Documents
• Financial reporting
• Staff engagement
• External scrutiny
• Systematic measurement

LJCC has an extensive governance structure, comprising:
• A Board of Trustees
• An Annual Board Strategy meeting
• Board meetings, 4 times in a year
• Sub committees of the Board

LJCC has a suite of Policy documents, including:
• Health & Safety
• Child Protection
• Equal Opportunities
• Customer Service (this policy details the customer complaints procedure)
• Quality Assurance

LJCC provides regular financial information for the effective management of the organisation:
• Monthly Management Accounts
• Monthly Cash Flows
• Monthly fundraising schedules
• Such other reports as are required

LJCC's management and staff are fully engaged in the operation of the organisation:
• Department Heads meetings at least once in every 6 weeks and more frequently if required
• Staff meetings at least once in every 6 weeks and more frequently if required
• Departmental staff meetings as the business units require

LJCC is subject to scrutiny by External bodies, including:
• The Assessment & Qualifications Authority as an approved Examinations Centre
• Oxford Cambridge and RSA Examinations as an approved Examinations Centre
• Statutory Audit
• Charities Regulator
• Donor organisations and their quality assurance systems

Measurement of our activities thereby facilitating corrective action, takes place continuously and includes:
• A Customer Survey, three times a year
• From our Schools Speakers Bureau, a comprehensive Impact assessment immediately following a school visit, after 3 months, 6 months and 12 months
• From our commercial lettings department, a post-Let Satisfaction Survey immediately following the end of a Hall hire
• Continuous feedback loops from Customers on performance
• Customer Testimonials
• Complaints procedure
• Such other ad hoc measurement as is required

LJCC Statement of Equal Opportunity

The aim of this policy is to communicate the commitment of the London Jewish Cultural Centre (LJCC) to the promotion of equality of opportunity and to ensure we are vigilant in addressing unacceptable behaviour.

It deals largely with staff and volunteers, rather than students whose interests are dealt with under our Customer Services Policy.

It is our policy to act without discrimination irrespective of either:

• gender, including gender reassignment
• marital or civil partnership status
• having or not having dependents
• religious belief or political opinion
• race (including colour, nationality, ethnic or national origins, being an Irish traveller)
• disability
• sexual orientation
• age

We are opposed to all forms of unlawful and unfair discrimination. All staff at LJCC will be treated fairly and will not be discriminated against on any of the above grounds. Decisions on employment, selection for appointment, training or any other benefit will be made objectively, without unlawful discrimination, and based on aptitude and ability.

We recognise that the provision of equal opportunities in all our activities will benefit LJCC and reflect that we have experienced discrimination and are sensitive about it. This equal opportunities policy will help us to develop our full potential and that the talents and resources of the LJCC will be utilised fully to maximise the effectiveness of the organisation.

LJCC recognises that there is are statutory duties, to implement an equal opportunities policy. This policy applies to applicants for employment and volunteers.

LJCC is committed to the principles and practice of non discrimination and values the diversity of the local population. We want our services, facilities and resources to be accessible and useful to every citizen regardless of gender, age, ethnic origin, religious belief, disability, marital status, sexual orientation, or any other individual characteristic which may unfairly affect a person's opportunities in life, while recognising our core mission is to provide services to one religious and ethnic section of the community. This is not at the expense of being exclusive of the community generally.

Equality commitments
We are committed to:
• promoting equality of opportunity for all persons
• promoting a good and harmonious learning environment in which all men and women are treated with respect and dignity and in which no form of intimidation or harassment is tolerated
• preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation
• fulfilling all our legal obligations under the equality legislation and associated codes of practice
• complying with our own equal opportunities policy and associated policies
• taking lawful affirmative or positive action, where appropriate
• breaches of our equal opportunities policy will be regarded as misconduct and could lead to termination of employment.

This policy is fully supported by the Board of Trustees of the LJCC and has been endorsed by them of various occasions.

Implementation
The General Manager of LJCC is the delegated Manager with specific responsibility for the effective implementation of this policy. We expect all staff and / or volunteers to abide by the policy and help to create the equality environment which is its objective.

In order to implement this policy the General Manager shall:
• Communicate the policy to staff by making this statement widely available to all existing and new staff and volunteers.
• LJCC will endeavour as required through appropriate training to ensure that it will not consciously, or unconsciously discriminate in the selection or recruitment of applicants
• Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into the roles and responsibilities of relevant senior managers.
• Incorporate equal opportunities notices into general communications practices. (e.g. announcements, annual report at annual general meeting, notices and newsletters).
• Ensure that adequate resources are made available to fulfil the objectives of the policy

Monitoring and review
We will establish appropriate information and monitoring systems to assist the effective implementation of our equal opportunities policy. The effectiveness of the equal opportunities policy will be reviewed regularly (at least annually) and action taken as necessary.

Complaints
Staff and / or volunteers who believe that they have suffered any form of discrimination, harassment or victimisation are entitled to raise the matter through the agreed procedures, in the first instance if they prefer in strictest confidence with the General Manager or if they prefer directly with the Chief Executive. All complaints of discrimination will be dealt with seriously, promptly and confidentially.

Every effort will be made to ensure that staff and / or volunteers who make complaints will not be victimised. Any complaint of victimisation will be dealt with seriously, promptly and confidentially. Victimisation will result in disciplinary action and may warrant dismissal.

Complaints from members of the public will be dealt with under agreed procedures in the first instance by the General Manager and at the most senior level, by the Chief Executive.

Register of Insurances

If you wish to see the Register of Insurances for the LJCC and Friends of LJCC Ltd., this document is held in the office of the Chief Executive. Please contact Sarah Gluckstein on 020 8457 5013 or sarah@ljcc.org.uk