Terms and Conditions

Terms & Conditions

Essentail Information

Data Protection

Due to changes in data protection we ask that you read the statement below.

All of you and your child's information will be stored safely and used for Shakespeare's Kids purposes only.

At Shakespeare's Kids we film and photograph the children on a regular basis to keep parents aware of their child's progress and to raise awareness of the work of the Shakespeare's Kids project.

These photos and films are then shared with parental consent on our Shakespeare's Kids social media pages and our parents & supporters page as well as our Youtube channel and website www.shakespeareskids.co.uk.

All photographs and filming take place during supervised class time and in the presence of the director and staff. Parents have full access to all photos & video footage taken at any time.

Photos / videos will only be shared by the Director on the projects specific social media sights and with the National Archives of The National Archives of Scotland.

Please be aware that by consenting to the use of materials by the museum's National Archives that all. material donated to the museum will remain in the archives permanently.

Should you wish to withdraw consent at any time this will be effective immediately but photos / videos etc already submitted or collected prior to withdrawing consent will remain a part of our collection.

Fees & Additional Costs

I understand fee's paid each 4 week block are non-refundable and must be paid in advance on a 4 weekly basis. There will be no facility for cash handling at classes and therefore all fees must be paid in 4 week blocks by direct debit or standing order.

Fees are:

One class per week - £20 per four week block.

Two classes per week - £40 per four week block.

Three classes per week - £50 per four week block.

Bank Account details are:

Name: Shakespeare's Kids

Account Number: 51538971

Sort Code: 09-01-28

Classes not attended are still required to be paid to secure your child's place at class and to encourage attendance. If you have not paid fees for more than two weeks then your child's place in class will be reviewed.

I also understand that each show has a minimum £10 fee (excluding camp performances). This is to cover costs of the production and a contribution to costumes.

I also understand that if my child commits to a show that I will purchase a min of 4 tickets in order for the cost to be kept at a reasonable level and ensure the future of Shakespeare's Kids productions.

Coronavirus

Due to the ongoing Coronavirus pandemic we have implemented some new procedures to keep all of our star and coaches safe at class. Please read the below the Role of our Young Performers and make sure you and your child follow these steps to ensure we all stay as healthy as possible.

If you are feeling unwell, let someone at home know and don't come to class.
Wash your hands regularly with soap and water for 20 seconds, including just before you leave for class.
Wear your mask entering and leaving the building until you are instructed to remove.
Come to class ready to start and please don't bring any unnecessary items to class. All mobile phones will be kept in jackets.
Remember to stay 1m apart at all times inside the building.
We can't share snacks or drinks just now so please bring a water bottle that is clearly marked as yours - you may want to add your name or initials.
Do not touch equipment that is not yours. This includes any sound equipment.
If you need to sneeze or cough, do so into a tissue or your elbow and then wash your hands at the toilets or use hand sanitiser.
If you need to go to the toilet at class, please only ONE at a time and remember to wash your hands and use the sanitiser Sharon will have for you outside of the toilets.
Follow instructions from your coach to leave your class quickly once you are finished; apply hand sanitiser once you have left.

Shakespeare’s Policies and Procedures

Health & Safety Policy

Shakespeare’s Kids recognises its requirements under the Health and Safety at Work Act 1974 to ensure so far as is reasonably practicable, the health, safety and welfare at work of all employees and volunteers, and so far as is reasonably practicable, that it does not expose people who are not employees to risks to their health and safety. The organisation further recognises that there is a common law duty of care on all.

Shakespeare’s Kids attaches great importance to the health, safety and welfare of our staff and volunteers and all those who are involved in activities organised by us. To this end we aim to ensure that all activities carried out or undertaken by our staff and volunteers are managed in a manner to avoid, reduce or control foreseeable risks to the health and safety of any person who may be affected by those activities as far as reasonably practicable whilst providing an environment that is supportive of our activities.

We will adopt and implement policy and procedures that are compatible with and acknowledge the duties imposed by the provisions of the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations and other Regulations that apply to our activities.

We will achieve this by:

• Ensuring that anyone who may be affected by our activities is not exposed to undue health and safety risks.

• Carrying out suitable assessments of the health and safety risks to which staff, volunteers and those participating in our activities may be exposed and minimise those risks as far as is reasonably practicable.

• Establishing clear organisational and procedural arrangements to effectively carry out our activities.

• Providing a safe working environment for staff and volunteers.

• Establishing emergency procedures for actions to be taken in the event of fire, incidents, accidents, dangerous occurrences and illness.

• Providing relevant information, advice, training, instruction and supervision. • Consulting with staff and volunteers on health and safety matters.

• Implementing appropriate procedures for the effective monitoring and review of this policy, our organisational arrangements and our health and safety procedures.

• Encouraging a positive attitude to health and safety and ensuring that all staff and volunteers, by example, promote safe practice.

Overall and final health and safety responsibility within the organisation lies with the Board. The Board shall appoint one person who will take the responsibility for drawing to the attention of staff and volunteers any health and safety matters that need to be discussed or acted upon.

Sharon McNally shall be given delegated responsibility for ensuring that the Health and Safety policy is carried out within the organisation. In particular she will be given delegated responsibility for:

investigating and reporting accidents
drawing to the attention of the Board, staff and volunteers to any new legislation
on health and safety relevant to the work of Shakespeare’s Kids
drawing to the Board’s attention any matters with which she is unable to deal.
Date agreed by Board 1 FEB 2020 Date of next review 1 AUG 2020

Equality Policy

Shakespeare’s Kids is committed to equality in all its practices, policies and procedures. This includes staff and volunteer recruitment and training. It is committed to the creation of a non-discriminatory environment.

This policy applies to employees, self-employed trainers, volunteers and members of the Board.

Statement of values

Shakespeare’s Kids recognises that society as diverse in race, culture, faith and other beliefs, sexuality, abilities, gender and age.

Shakespeare’s Kids is committed to challenging disadvantage and inequality, and aims to promote diversity and equality in all areas of its work.

Shakespeare’s Kids believes in working towards a just and participatory society. Discrimination

Direct Discrimination is when you treat someone less favourably than others for unlawful means, for example not employing someone because of their gender or disability. Shakespeare’s Kids will treat direct discrimination as a disciplinary matter.

Indirect Discrimination is when a policy, practice or procedure that applies to everyone might disadvantage a particular group, and which cannot be justified in relation to the job. Shakespeare’s Kids will monitor and regularly review its policies, practices and procedures in order to ensure that they do not disadvantage any particular group.

Harassment is unwanted conduct that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive working environment. Shakespeare’s Kids will treat harassment as a disciplinary matter.

Victimisation is when you treat someone less favourably or discriminate against them because they have pursued or intend to pursue their rights relating to alleged discrimination. Shakespeare’s Kids will treat victimisation as a disciplinary matter.

Statement of intent

Our intention is to ensure that no one involved with Shakespeare’s Kids, employee, volunteer, job or applicant or employee receives less favourable treatment due to a protected characteristic (i.e. age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation). All employees, volunteers and members of the Board have a responsibility to co-operate with measures to ensure equal opportunity and non-discrimination.

We aim to create a culture that respects and values each other’s differences, that promotes dignity, equality and diversity, and that encourages individuals to develop and maximise their true potential.

Implementation

Sharon McNally is responsible for the policy’s day-to-day implementation.

Intimidation, harassment and bullying will not be tolerated and may lead to disciplinary action.

Any complaint arising from the Equality Policy will be dealt with using the existing Complaints Procedure.

We will ensure that staff and members of the Board have the skills to support good practice on equality and diversity.

We will use supervision to encourage staff and volunteers to make suggestions and contribute to the ways in which we promote equality as an organisation and with the users of our services.

We will ensure that venues that we use for meetings, workshops and events are accessible and will make reasonable adjustments where necessary.

We will bring this policy to the attention of members of the management committee, staff, volunteers, suppliers and our young people when they join Shakespeare’s Kids.

Data Protection Policy

Introduction

Shakespeare’s Kids is fully committed to compliance with the requirements of the Data Protection Act 2018. Shakespeare’s Kids will follow procedures which aim to ensure that employees, Board members and volunteers who have access to any personal data are fully aware of and abide by their duties and responsibilities under the Act.

Statement of Policy

All data collected will be used for operational purposes of service delivery for Shakespeare’s Kids. It will never be used for marketing purposes or sold to any other organisation.

Data for the purposes of this policy is information that is

Automatically processed
Recorded with the intension of being processed
Recorded as part of a relevant filing system
To operate efficiently, Shakespeare’s Kids has to collect and use information about the people with whom it works. This information must be handled correctly, however it is collected, recorded and used, whether that be on paper, computer records or recorded by other means according to the principles within the Act.
All people with whom Shakespeare’s Kids work will complete a consent form which explicitly details what information we will keep and why in what circumstances it will be used.
The Principles of Data protection
The Act stipulates that anyone processing the data must comply with Eight Principles of good practice, these are legally enforceable and are summarised below:
First Principle: Personal data must be processed fairly and lawfully.
There are two main conditions for meeting this principle – either that the data subject gives consent for the data to be processed or where the processing is necessary to fulfil legal or contractual obligations. For data to be processed fairly and lawfully, the data subject should be aware of who the data controller is and why the data is being processed.
Second Principle: Personal data must only be obtained for one or more specified purpose(s) and must only be processed in a way that is consistent with the specified purpose.
Data should only be collected by data controllers where there is a specific reason
for doing so. The data subject must be advised of the purpose(s) for which the data is collected and the data must not then be used for another unrelated purpose. People have choice and control over consent to keeping and usage of their data.

Third Principle: Personal data must be adequate, relevant and not excessive for the purpose it was processed for.

Only data that is needed to fulfil the purpose for which it is collected should be requested from the data subject. Data must not be collected simply because it might be useful in the future.

Fourth Principle: Personal data must be accurate and, where necessary, kept up to date.

Data controllers should take reasonable steps to check the accuracy of the information they both receive and hold. They should also ensure that data is kept up to date or, where appropriate, destroyed after a reasonable amount of time has elapsed.

Fifth Principle: Personal data processed for any purpose must not be kept longer than is necessary to fulfil that purpose.

Data controllers should not keep data for any longer than is required to fulfil the

purpose for which it was collected unless there is a legal requirement to do so Individuals at anytime can apply to have all of their data removed from our records.

Sixth Principle: Personal data must be processed in line with the data subject’s rights.

Data subjects have the right:

To access data held about them
To prevent processing where it is likely to cause substantial damage or distress to them or anyone else
To be informed of the logic of automated decision-making processes to which their personal data has been subjected
To refuse to allow a data controller to use their personal data for direct marketing purposes – even if the same data controller fairly and lawfully processes their personal data for another purpose
To request that a data controller correct or destroy data which is inaccurate. (They can only ask for data to be destroyed where there is no legal obligation on the data controller to process the data e.g. the Inland Revenue can be asked to correct inaccurate data, but they must continue to process the data to fulfil a legal obligation.)
Seventh Principle: Appropriate security measures must be taken to protect against unauthorised or illegal data processing.
Data controllers are required to ensure that adequate security controls are in place within the workplace to protect personal data. The Office of the Information Commissioner recommends that data controllers should process data within the principles laid down in BS7799 – The British Standard on Information Security. This includes looking at password protection, physical and environmental factors surrounding both electronic and manual data storage, access and display,

organisational security, staff training and security policies.

Eighth Principle: Transferring personal data outside the European Economic Area is restricted unless the rights and freedoms of data subjects are protected.

Countries out with the European Economic Area may not have the same laws protecting the privacy of the data of the individual that those within it have. Data controllers must take steps to ensure that if data is transferred out with the European Economic Area it is secure.

Personal and Sensitive Data

The Act provides conditions for the processing of any personal data. It also makes a distinction between personal and sensitive personal data

Personal data is defined as data relating to a living individual who can be identified by that data.ie could be used for fraudulent or impersonation of that person's identity

Sensitive personal data is defined as personal data consisting of information as to

Racial or ethnic origin
Political opinion
Religious or other beliefs
Trade Union membership
Physical or Mental Health condition
Sexual life
Criminal proceedings or convictions
Although not stated in the Act the Information Commissioners Office will treat and include a 'financial information' breach in the same criteria as sensitive personal data.
Handling of Personal or Sensitive Data
Shakespeare’s Kids through appropriate governance and the use of appropriate procedures and controls:
Observe conditions regarding the fair collection and use of personal information;
Meet its legal obligations to specify the purpose for which information is used;
Collect and process appropriate information and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements;
Ensure the quality of information used;
Apply strict checks to determine the length of time information is held;
Take appropriate technical and organisational security measures to safeguard personal information;
Ensure that personal information is not transferred abroad without suitable safeguards; Ensure that the rights of people about whom the information is held can be fully exercised under the Act.

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These include:

The right to be informed that processing is being undertaken;

The right of access to one’s personal information within the statutory 40 calendar days;

The right to prevent processing in certain circumstances;

The right to correct, rectify, block or erase information regarded as wrong information.

In addition, Shakespeare’s Kids will ensure that:

There is someone with specific responsibility for data protection in the organisation; Everyone managing and handling personal information understands that they are contractually responsible for following good data protection practice;

Everyone managing and handling personal information is appropriately trained to do so;

Everyone managing and handling personal information is appropriately supervised; Anyone wanting to make enquiries about handling personal information, knows what to do;

Queries about handling personal information are promptly and courteously dealt with;

Methods of handling personal information are regularly assessed and evaluated; Performance with handling personal information is regularly assessed and evaluated;

Data sharing is carried out under a written agreement, setting out the scope and limits of the sharing. Any disclosure of personal data will be in compliance with approved procedures.

All necessary individuals are to be made fully aware of this policy and of their duties and responsibilities under the Act.

All individuals within Shakespeare’s Kids will take steps to ensure that personal data is kept secure at all times against unauthorised or unlawful loss or disclosure and in particular will ensure that: Paper files and other records or documents containing personal/sensitive data are kept in a secure environment;

Personal data held on computers and computer systems is protected by the use of secure passwords, which are changed periodically;

Individual passwords should be such that they are not easily compromised.

Implementation

Shakespeare’s Kids is responsible for data protection, and as such is responsible for ensuring that this Policy is implemented. Implementation will be led and monitored by the Board.

Notification to the Information Commissioner

The Board of Shakespeare’s Kids is responsible for ensuring its registration with the Information Commissioner if the information it processes falls within registration requirements.

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Date adopted by the Board

1 FEB 2020

Date of next review

1 AUG 2020

Social Media Policy

Introduction

This policy is intended to help members of the Board, staff, volunteers and members make appropriate decisions about the use of social media when using social networking websites, forums, message boards, or commenting on web pages and articles. The guidance covers the use of Twitter, Facebook, Instagram and all other social media websites.

The scope of the policy

All staff, volunteers and members are expected to comply with this policy to protect the confidentiality and reputation of Shakespeare’s Kids and its members. Breach of this policy may, in serious cases, lead to the dismissal of a member of staff or volunteer, or to removal from membership of the organisation.

Using social media sites in the name of Shakespeare’s Kids

Sharon McNally is responsible for the day-to-day publishing, monitoring and management of social media for Shakespeare’s Kids.

Appropriate conduct when using personal social media accounts

This policy does not intend to inhibit personal use of social media but instead flags up those areas in which conflicts might arise. Shakespeare’s Kids staff and volunteers are expected to behave appropriately, and in ways that are consistent with Shakespeare’s Kids values and policies, both online and in real life.

Be aware that any information you make public could affect how people perceive Shakespeare’s Kids.

Use common sense and good judgement. Be aware of your association with Shakespeare’s Kids and ensure your profile and content is consistent with how you wish to present yourself.

Always protect yourself and the organisation. Be careful with your privacy online and be cautious when sharing personal information. What you publish is widely accessible and will be around for a long time, so do consider the content carefully.

Think about your reputation as well as that of Shakespeare’s Kids. Express your opinions and deal with differences of opinion respectfully. Don't insult people or treat them badly. Passionate discussions and debates are fine, but you should always be

respectful of others and their opinions. Be polite and the first to correct your own mistakes.

If you notice comment or opinions expressed online that are critical of Shakespeare’s Kids or which cause concern, do not respond to it. Instead, contact Sharon McNally and the Board will decide how best to respond appropriately.

Date adopted by the Board

1 FEB 2020

Date of next review

1 AUG 2020

Child Protection Policy

Shakespeare’s Kid’s acknowledges the duty of care to safeguard and promote the welfare of children and young people and is committed to ensuring safeguarding practice statutory responsibilities , government guidance and complies with best practice and

The Care Commission requirements .

This policy

a) Applies to all adults including the Board of Trustee’s , volunteers ,paid staff and anyone working on behalf of Shakespeare’s Kids .

b) Recognises that the welfare and interests of children and young people are paramount in all circumstances ;and

c) Aims to ensure that all children and young people have a positive and enjoyable enjoyable experience of drama activities in a safe and child centred environment and are protected from abuse whilst participating in drama and otherwise .

Shakespeare’s Kid acknowledges that some children and young people including those disabled and those from ethnic minority communities , can be particularly vulnerable to abuse and accepts the responsibility to take reasonable and appropriate steps to ensure their welfare .

Shakespeare’s Kids will

1 . Promote and prioritise the safety and wellbeing of children and

young people .

2. Ensure that everyone is clear about their role and responsibilities in respect to safeguarding and is provided with appropriate mandatory learning opportunities to recognise . Identify and respond to signs of abuse , neglect and other safeguarding concerns relating to young people .

3. Provide all children and young people on joining the organisation with information for themselves and their parents or guardians covering Shakespeare’s Kids safeguarding arrangements .

4. Widely promote Shakespeare’s Kids safeguarding policies and procedures

5. Ensure that trustees , staff and volunteers take seriously all concerns and allegations of abuse and respond appropriately .

6. Securely maintain and store confidentially , detailed and accurate records of all safeguarding concerns

7. Prevent the use of unsuitable individuals through the robust use of Disclosure and Barring arrangements as they apply in each area

of the UK and the application of best practice in the safe recruitment of staff and volunteers working with children and young people .

8. Ensure that robust safeguarding arrangements and procedures are in operation ;and

9. Address without delay and failure to comply with this policy

Date adopted by the Board 1 FEB 2020 Date of next review 1 AUG 2020

Safeguarding Policy

Profile

The definition of safeguarding children and young people .

in relation to children and young people , Shakespeare’s Kids adopts the definition used in The Children Act 2004 (1) and the Department for Education (DfE) guidance document ;

Working together to safeguard children 2013 ( paragraph 2) which define safeguarding and promoting children and young peoples welfare as ;

* Protecting children from maltreatment
* Preventing impairment of children’s health or impairment
* Taking action to enable all children have the best outcomes
The above statutory guidance defines child protection as part of safeguarding and promoting welfare .
Child protection is the activity undertaken to protect specific children who are suffering or are likely to suffer significant harm .
For the purpose of this policy , Shakespeare’s Kids responsibilities cover ;
* Identifying specific safeguarding concerns that may need to be raised with a Senior manager within the responsible provider and/or authority as part of inspection or regulation work .
Such concerns could include but may not be limited to ;
- no designated senior person for child protection within a class - inadequate safeguarding arrangements within the school
- incomplete records of serious incidents in a class
- inadequate response to bullying within a class
- incomplete records of recruitment checks /inadequate recruitment checking procedures
- lack of clarity about the safeguarding needs of children and young people and vulnerable adults .
* Responding to specific child protection concerns about children at risk of significant harm that are likely to need to be referred through social care services and possibly the police .
Shakespeare’s Kids will ensure that there is a clear focus on the safety and welfare of children, young people and vulnerable adults .
The focus will be constant across all classes .
We will have appropriate measures in place to safeguard and promote the welfare of children and will bring matters requiring attention to the relevant authorities

Responsibilities

Aims & Objectives

All staff are required to complete a basic safeguarding training programme therefore expected to have a good understanding of safeguarding concerns , including potential abuse and neglect of children and young people which may come to light in the work place as well as in the settings we use .

At what ever level we identify risks , we will highlight them and seek to ensure that appropriate steps are taken to safeguard the children concerned .

All Shakespeare’s Kids employees , and those who undertake work on our behalf must maintain a focus on safeguarding children , young people and vulnerable adults and this must be reflected both in sound individual practice and in our internal policies and guidance .

All staff working with children and young people ( including young people who are vulnerable adults) must

* Give highest priority to their safety and welfare

* Recognise , identify and respond to signs of abuse , neglect and other safeguarding concerns relating to children and young people

* Respond appropriately to disclosure by a child or young person of abuse

* Respond appropriately to allegations against staff, other adults and against themselves .

* Understand and implement safe practice in carrying out their duties of inspection .

Date adopted by the Board 1 FEB 2020 Date of next review 1 AUG 2020

Complaints Procedure

Shakespeare’s Kids aims to support its volunteers and members to the best of our ability.

We would hope to resolve any day to day difficulties or complaints informally and as quickly as possible. In the first instance we would ask you to raise any complaint directly with the volunteer or member of staff concerned.

The more formal procedure outlined below is intended for use by members and volunteers, where informal communication has not resolved the problem.

This is what you should do:

The complaint should be made either in person, or by telephone, letter or email to Sharon McNally, the Chair, who will acknowledge receipt of any complaint. If the complaint is about Sharon, the complaint should be addressed to ........

This is what Shakespeare’s Kids will do:

The Chair (or ......) will investigate the circumstances leading to the complaint and will communicate the results of the investigation to the complainant and will respond to the complainant within five working days. If the complaint is found to be justified, the Chair (or .....) will agree any necessary further action with the complainant.

The complainant will have the right – if dissatisfied with the results of the enquiry – to put their case, in writing, to the Board.

If the appeal is found to be justified, the Board will agree any necessary further action with the complainant. The decision of Board is final and no further appeal is possible.

The Chair will keep the Board informed of the number and nature of complaints, and the outcomes. S/he will report to the Board on this at least annually.

If you have a complaint, contact:

Date adopted by the Board 1 FEB 2020 Date of next review 1 AUG 2020

Volunteering Policy

Introduction

This volunteer policy sets out the principles and practice by which we involve volunteers and is relevant to staff, volunteers and members of the Board. It aims to create a common understanding and to clarify roles and responsibilities to ensure the highest standards are maintained in relation to the management of volunteers.

Our commitment

We recognise volunteers as an integral part of the organisation. Their contribution supports our mission and complements the role of paid staff. We aim to encourage and support volunteer involvement to ensure that volunteering benefits the organisation and the volunteers themselves. We recognise our responsibility to organise volunteering efficiently and sensitively so that the valuable gift of the volunteer's time is best used to the mutual advantage of all concerned.

Volunteer involvement

Volunteers may be involved on a one – off, short term or on a longer term, regular basis.

They may be involved:

• in delivering classes or assisting with productions

• on our board

• in one off events and promotional activities

Volunteers are valued for:

• bringing additional skills and new perspectives to the organisation • enabling us to be more responsive and flexible in our approach

• championing the organisation within the wider community

Roles and responsibilities

A designated staff member has responsibility for the development and co-ordination of voluntary activity within the organisation, including volunteering policies and procedures and the welfare of volunteers.

All volunteers will have a designated staff member/volunteer for guidance, support and supervision.

The volunteer role is based on trust and mutual understanding. There is no enforceable obligation, contractual or otherwise, for the volunteer to attend or to undertake particular tasks or for the organisation to provide continuing opportunities

for voluntary involvement, provision of training or benefits. However, there is a presumption of mutual support and reliability.

Reciprocal expectations are acknowledged – both of what the organisation expects of volunteers and what volunteers expect of the organisation. The organisation expects volunteers:

• to be reliable and honest

• to uphold the organisation’s values and comply with organisational policies

• to make the most of opportunities given, eg for training

• to contribute positively to the aims of the organisation and avoid bringing the organisation into disrepute

• to carry out tasks within agreed guidelines

Volunteers can expect:

• to have clear information about what is and is not expected of them

• to receive adequate support and training

• to be insured and to volunteer in a safe environment

• to be treated with respect and in a non-discriminatory manner

• to receive out of pocket expenses • to have opportunities for personal development

• to be recognised and appreciated

• to be able to say ‘no’ to anything which they consider to be unrealistic or unreasonable

• to know what to do if something goes wrong Recruitment and selection

Equal opportunities principles will be adhered to in recruiting volunteers. A risk assessment will be undertaken on all volunteer roles.

For roles which involve sustained and direct contact with young people or adults at risk, volunteers will be required to have a full DBS disclosure check which will be arranged by the organisation.

Induction and training

Volunteers will be given induction and training appropriate to the specific tasks to be undertaken.

Support and supervision

Volunteers will be offered support and supervision as appropriate and this is discussed during induction.

Recognition

Volunteers will be given the opportunity to share their views and opinions.

Dealing with problems

The organisation aims to treat all volunteers fairly, objectively and consistently.

It seeks to ensure that volunteers' views are heard, noted and acted upon promptly. We will attempt to deal with any problems informally and at the earliest opportunity.

All volunteers will have a named person to whom they can turn in the case of any difficulty.

Where informal resolution is not possible, the organisations Complaints Policy will be adhered to.

Volunteers will be made aware of the organisation’s Complaints Policy and how to use it.

They will also be made aware of how inappropriate behaviour by volunteers will be addressed by the organisation.

Expenses

Volunteers will be given clear information about what expenses can be claimed and how to make a claim.

Moving on

When volunteers move on from volunteering with us they will be asked to provide feedback on the volunteering experience.

Volunteers who have remained with the organisation for at least 3 months will have the right to request a reference.

Awareness of Shakespeare’s Kids’ policies

As part of Shakespeare’s Kids’ induction training, volunteers are introduced to the organisation’s policies on Safeguarding Children, Social Media, Health and Safety, the ode of Conduct and Data Protection.

Volunteers are asked to sign a Volunteer Agreement confirming their understanding of and agreement to act in line with Shakespeare’s Kids policies.

Date agreed by the Board 1 FEB 2020

Date of next review 1 AUG 2020

FINANCIAL MANAGEMENT POLICY

1. INTRODUCTION

Shakespeare’s Kids is committed to maintaining the highest standards of governance, acknowledging the need for prudent financial management.

2. ASSOCIATED POLICIES

This policy should be considered in association with the following policies and guidance: • Reimbursement of expenses policy

• Cash-handling policy

3. SCOPE OF THE POLICY

This policy document details the organisation’s financial management policy.

4. RESPONSIBILTIES OF THE BOARD

The Board acknowledges its responsibility for the finances of the organisation and for financial reporting to its members, funders and others. This includes responsibility for:

Safeguarding the assets of the organisation; Preventing fraud;

Avoiding mistakes;

Keeping appropriate financial records; Preparing annual accounts;

Providing monitoring information to the organisation’s funders.

Members of the Board are required to declare any interests which might influence their judgement or which could be perceived to do so.

5. MAINTENANCE OF FINANCIAL PROCEDURES

The financial policy and procedures will be reviewed annually at the Board meeting at which the annual accounts are approved.

6. MAINTENANCE OF RECORDS & FINANCIAL CONTROL

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The Board will be responsible for maintaining proper accounting records for the organisation. These must be adequate for the company to fulfil its responsibilities, to meet its annual accounting requirements and to meet its reporting obligations to its funders.

The Board will ensure that there are internal controls in place appropriate to the size of the organisation and its activities. These controls will help ensure that where funders have placed restrictions on the use of any funds that appropriate records are kept to comply with these restrictions.

7. SECURITY OF FINANCIAL INFORMATION

The Board acknowledges its responsible for ensuring that all financial information is kept at an appropriate level of security. Records held on paper will be appropriately filed and secured.

8. ANNUALACCOUNTS

The Chair will be responsible for arranging the preparation of the annual accounts. Draft accounts will be submitted to the Board for approval.

9. BUDGETARY CONTROL

The Chair will prepare an annual budget of income and expenditure. The budget will be for the organisation as a whole and also for specific projects within the organisation. The budget will be submitted to the Board for approval at the beginning of the new financial year. Approval by the Board of the budget gives the authority to incur any expenditure contained within it, subject to any prior approvals that may be needed.

The Chair is responsible for monitoring actual income and expenditure in comparison with the budget and for ensuring that appropriate action is taken where actual performance is not as forecast.

The Chair will be responsible for the preparation and presentation of an income & expenditure account to the Board. The reports will also flag up and explain any significant variances from planned spend.

10. MAINTENANCE OF BANK ACCOUNTS

Shakespeare’s Kids maintain a current and a savings account. Two Board members are signatories on the bank mandate.

The Chair holds responsibility for the security of the passwords associated with bank accounts, and for ensuring all cash and cheques are placed in a safe place if not banked on the day of receipt and banked as soon as possible.

Instructions to the bank to make payments by direct debit, standing order, or to make BACS payments over £500 must be authorised by two Board members.

The bank account should be reconciled to the bank records on a monthly basis.

11. STAFFING & SALARIES

The Board are responsible for ensuring all payments made to employees of the organisation are paid in accordance with statutory requirements. The Board will ensure that any returns or payments owing to HMRC are made within statutory deadlines.

12. AUTHORISATION OF EXPENDITURE

All payments will be authorised by a member of the Board. No one shall authorise a payment of expenses to themselves. Further details of the organisation’s procedures for payment of expenses are contained in the organisation’s Expenses Policy.

13. INSURANCE

The Board will be responsible for maintaining adequate insurance cover for all the organisation’s activities including:

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The appropriateness, scope and level of insurances and excesses should be kept under continual review. An annual report should be made to the Board on these matters. A

employer’s liability (including cover for volunteers if necessary) public liability;

professional indemnity (if required).

schedule of insurance policies and cover should be kept and updated each time a new agreement is entered into. Any procedures for ensuring compliance with insurance policies will be formally documented and updated as and when necessary.

14. FIXED ASSETS

The Board will be responsible for the maintenance of a fixed assets register. This will record the details of each asset owned by Shakespeare’s Kids, including equipment and costumes. This will ensure that all assets are adequately maintained and safeguarded.

16. RISK MANAGEMENT

The Board is responsible for reviewing and managing risks faced by the organisation. Review of risk will be a regular agenda item at Board meetings and risks identified together with the control measures taken in respect of each risk will be recorded.

Date adopted by the Board

1 FEB 2020

Review Date

1 AUG 2020

REIMBURSEMENT OF EXPENSES POLICY

1. INTRODUCTION

All staff, volunteers and members of the Board of Shakespeare’s Kids are entitled to be reimbursed for out-of-pocket expenses which are incurred while delivering the organisation’s objectives.

2. SCOPE OF THE POLICY

This policy details the organisation’s policy for reimbursing expenses.

3. EXPENSES V PURCHASES

Although claims for reimbursement of purchases which have personally and properly been made on behalf of the organisation are usually made together with claims for the reimbursement of out-of-pocket expenses, they are not counted as expenses. Instead they are accounted for as part of the organisation’s general expenditure in the usual way.

4. AUTHORISATION

Expenses may only be incurred and subsequently reimbursed by Shakespeare’s Kids in respect of activities which are part of the organisation’s budgeted programme of activities. These must be agreed by a member of the Board.

5. SUBMITTING CLAIMS FOR REIMBURSEMENT

Claims for reimbursement must be submitted on a Shakespeare’s Kids expenses claim form.

Claims for reimbursement must be accompanied by evidence of the expense (receipt, travel ticket).

Expense forms should be signed off by a director.

Expense claims should be submitted within 30 days of the expense being incurred. 6. TRAVEL EXPENSES

Public transport should be used wherever possible.

Mileage can be claimed at the rate of 0.45 per mile.

Parking costs incurred when on the organisation’s business will be reimbursed.

Only actual travel expenses will be incurred. The organisation will not provide ‘travel allowances’ to staff, volunteers or members of the Board.

7. NO ONE SHALL AUTHORISE REIMBURSEMENT OF THEIR OWN EXPENSE CLAIM

In the case of members of the Board, another member of the Board with authorise their expenses.

8. PAYMENT

Valid expense claims will be authorised as soon as possible on receipt. Payment will usually be made by BACs transfer, or in the cash of small claims by cash or cheque.

Date adopted by the Board

1 FEB 2020

Date of next review

1 AUG 2020

CASH HANDLING POLICY

1. SCOPE OF THE POLICY

This policy is to ensure the safe handling of cash receipts. The policy is aimed at ensuring all staff and volunteers know and are confident about handling any cash received.

2. RESPONSIBILITY

The Board acknowledges its responsibility for safeguarding the resources of the organisation and ensuring that staff and volunteers adhere to Shakespeare’s Kids’ cash handling policy. The policy is designed to provide the internal controls needed in this area for the protection of the organisation’s resources, staff, volunteers and members of the Board. All cash handled by staff and volunteers, must be dealt with so as to ensure its safe custody and mitigate against loss whether through fraud, misappropriation or mistake.

3. VOLUNTEERS HANDLING CASH

Shakespeare’s Kids will ensure that volunteers handling cash are fully familiar with the organisation’s cash-handling procedures.

4. CASH HANDLING

All cash received by post or received for ticket sales should be listed on the weekly cash sheet.

Where requested, a signed, duplicate, pre-numbered receipt/acknowledgement should be sent or given to the person who delivered the cash. The copy of the receipt should remain in the receipt book.

All cash must be banked at the earliest opportunity and detailed on the pay-in book stub/ duplicate pay-in slip.

All banked income should be recorded at the earliest opportunity on the weekly cash sheet.

5. CASH HANDLING – CLASSES

A cash box system is in use at the weekly classes with all fees recorded on the fee book. Cash funds must not be left unattended.

Every cash sale must be recorded.

At the end of the class, two volunteers should be involved in counting and totalling the cash and comparing the total cash in hand to the total of the cash transactions recorded. Any discrepancies should be investigated.

The locked cashbox should be kept in a secure place until it can be handed to one of the directors, preferably by the next day.

The director will then check and record the cash takings on the weekly cash sheet.

The director is responsible for ensuring the cash is held securely until deposited in the bank.

When the cash is deposited, the pay-in book stub/ duplicate pay-in slip should refer clearly to the class fees, the day’s total and the relevant date. If the deposit includes additional cash/ cheques, the pay-in stub should show a breakdown of the balances included within the total.

Cash should be banked with out deduction when possible. Where this has not happened, deductions should be noted on the cash reconciliation to provide a clear audit trail between the cash banked and the underlying records.

Date agreed by the Board 1 FEB 2020

Date of next review 1 AUG 2020