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Futarium requires CEOs, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of Futarium requires CEOs, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As employees and representatives of Futarium, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

The aim of this policy is to:

• ensure all employees feel supported in speaking up in confidence and reporting matters they suspect may involve anything, improper, unethical or inappropriate;
• encourage all improper, unethical or inappropriate behaviour to be identified and challenged at all levels of the organisation;
• provide clear procedures for the reporting of such matters;
• manage all disclosures in a timely, consistent and professional manner;and
• provide assurance that all disclosures will be taken seriously, treated as confidential and managed without fear of retaliation.

Reporting Responsibility

This Whistleblower Policy is intended to encourage and enable employees and others to raise serious concerns internally so that Futarium can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of Futarium code of ethics or suspected violations of law or regulations that govern our operations.

No Retaliation

It is contrary to the values of Futarium for anyone to retaliate against any board member, officer, employee or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of Futarium. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

Reporting Procedure

Futarium has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with the CEO or board member. Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to Futarium designated employee or board member, who has the responsibility to investigate all reported complaints. Employees with concerns or complaints may also submit their concerns in writing directly to their supervisor, Managing Director or CEO.

In case of emergency, CEO should be informed immediately for further actions.

Compliance Officer

Futarium Compliance Officer is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Compliance Officer will advise the CEO and/or the Board of Directors of all complaints and their resolution and will report at least annually on compliance activity relating to accounting or alleged financial improprieties.

Accounting and Auditing Matters

Futarium Compliance Officer shall immediately notify the CEO of any concerns or complaint regarding corporate accounting practices, internal controls or auditing and work with the committee until the matter is resolved.

Acting in Good Faith

Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offence.

Confidentiality

Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

Handling of Reported Violations

Futarium Compliance Officer will notify the person who submitted a complaint and acknowledges receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

Compliance Officer:

The Compliance Officer may be a board member, with the exception of the CEO, or a third party designated by the organisation to receive, investigate and respond to complaints.

Review

This policy will be regularly reviewed, in the light of experience. Comments and contributions on the policy from staff, stakeholders and the public are welcome at any time

Introduction

Futarium will complete risk assessments to ensure that all hazards to be found in the workplace are either eliminated or remedial actions implemented to reduce the level of harm to a minimum. Following the risk assessment, where required, safe working procedures will be written and provided to all appropriate personnel.

In assessing the risks in the workplace, Futarium will:

• look for the hazards;
• decide who might be harmed and how;
• identify the likelihood of the hazard causing harm
• determine the seriousness of the injury
• decide whether the existing precautions are adequate or whether more should be done;
• record the findings;
• review the assessment and if necessary, revise it.

Looking for Hazards

Futarium will determine the hazards by:

• consultation and conducting inspections of the workplace;
• analysing jobs;
• adopting a “what if” approach;
• listing all Acts and Regulations as they apply to the workplace.

Evaluating the Risks

For any hazards, the existing precautions will:

• Meet the standards set by legislation
• Comply with a recognised industry standard
• Represent good practice
• Reduce risk as far as reasonably practicable

Recording the Findings

Futarium will show that:

• A proper check was made.
• Persons affected are identified.
• Obvious significant hazards are dealt with; and
• The precautions are reasonable and the remaining risk is low.

Records will be kept for future reference.

Review and Revision

If there is a significant change in working practices, such as the purchase of new machinery or substances, employment of new employees, etc., that may present new hazards, then a new risk assessment will be undertaken. Amendments will not be made for trivial changes, only for significant ones.

Management of the Risk Assessment Process

Before risk assessments can be completed, the following steps must be taken:

• Identify the person responsible for the management of the risk assessment process.
• Train (where necessary) a number of personnel in the risk assessment process.
• List all risk assessments to be completed.
• Introduce a system for the completion of all remedial actions.

Procedure

• A risk assessment will be conducted using either the Area Risk Assessment Form or Task Risk Assessment Form (whichever is appropriate to the situation).
• The Area/Task Risk Assessment Form will be returned to the identified responsible person upon completion for review.
• The Health and Safety Officer will inspect and implement proposed courses of action reducing risk to as low a level as possible.
• A safe working procedure will be completed if required.
• All findings will be recorded and all risk assessments reviewed either annually or if something significant changes in the work process/area.

Area Risk Assessment Form

This form is to be completed when undertaking a risk assessment for an area or department.

Task Risk Assessment Form

This form is to be completed when undertaking a Task Risk Assessment

Introduction

The Health and Safety (First Aid) Regulations 1981 and the approved code of practice require employers to provide adequate and approved equipment, facilities and personnel to enable first aid to be given to students and employees if they are injured or become ill at work.

Futarium will, therefore, ensure that first aid arrangements comply with current legislation and any additional guidance issued by the Health and Safety Executive from time to time. First aid will be available to employees and visitors to Futarium and when members of the organisation are on organised off-site activities.

Aims and Objectives

• Provide sufficient numbers of qualified persons to carry out first aid treatment
• Provide sufficient and appropriate first aid materials and resources
• Ensure first aid provision is available at all times while people are on the Futarium premises and also whilst on organised trips
• Ensure compliance with relevant legislation
• Identify hazards on the premises and take appropriate action
• To keep accident records

Responsibilities

The CEO and Officers of Futarium have responsibility for ensuring health and safety of the community and oversee day to day implementation of first aid.

Copies of the First Aid Policy are available on the web-site and offices. All staff should familiarise themselves with the policy so they are aware of their responsibilities and the prevailing procedures and practices.

Qualifications and Training

First aiders hold a valid certificate of competence as recognised by the HSE and undergo regular retraining to ensure compliance with the legal requirements. As these are voluntary positions, appropriate arrangements will be made for staff to attend refresher and retraining courses as necessary.

Provision

Futarium is a low risk institution and as such, there is only need for one qualified first aider per 50 to 100 people.The list of first aiders and locations for contact is found in the Appendix 1.

First Aid Cover

There is a first aid kit located in the office. Other kits are available around the premises. The content of each kit is checked once every academic term and replenished as necessary.

Records

The records of first aid treatment and the Accident book are located in the main office. The records are normally kept for three years. Instructions for the completion of these records books are located at the front of each book. The record of any accident or injury with a health and safety concern is passed to the CEO for review and appropriate action as necessary.

Signposting

The location of the first aid kit in the office clearly marked, in line with current guidance.

Information on Medical Conditions

If an employee member has a declared medical condition, this will be recorded in their employee file/profile and the CEO will be made aware (from the administration team). If an employee has a serious medical condition, such as epilepsy, then all staff members will be notified to ensure that in the event of an emergency everyone is aware. Staff member files are located in the administration department and when any member of staff becomes aware of a condition not recorded, they should inform administration to update the records.

Any member of staff in charge of an offsite visit must obtain medical information on participating staff members, including details of any medical requirements and appropriate emergency contact details prior to the activity taking place. This information can be obtained from the administration. If whilst on a trip, a staff member is to be on their own, they must have access to a telephone to summon help if needed.

It is Futarium policy not to administer drugs or other forms of medication. However, individuals may be assisted by a qualified first aider to take their own medication if necessary, for example asthma pump. Special arrangements may be available for staff members with specific needs, but these must be discussed with Futarium in advance.

First Aid

First aid is an emergency treatment given to an injured or unwell person before professional medical care is available. The qualified first aider will assess the situation and decide on the level of treatment necessary. However, any individual who has received head injuries will be referred for urgent medical assessment with their GP or NHS A&E as appropriate. Where hospital treatment is necessary, next of kin are to be informed.

Any member of staff who feels unwell should report to the administration team and help will be called.

Controlling the risk of infection from human bodily fluids

Accidents and incidents involving the risk of blood borne infection 1.

These include:

• sharps injuries;
• needle injuries;
• contamination of cuts or abrasions;
• mucous membrane entering the eyes and/or mouth containing blood or body fluids.

The infection control procedure is as follows:

a. Go to the nearest sink:

• For skin injury or wound contamination, encourage the wound to bleed for 1 minute under warm running water but DO NOT suck it;
• For contamination in the eye or mouth, irrigate eyes with water and rinse the mouth thoroughly;
• Wash the wound thoroughly using soap and warm running water.

b. Request a First Aid Officer to lightly cover the wound with gauze from a first aid box;

c. Inform your manager, first aider or CEO who should ensure that the contaminant is safely disposed of into a sharps box/clinical waste bag as appropriate and ensure that an accident report form is completed as soon as possible;

d. Contact your general practitioner (GP) as soon as possible for advice. If they are not available, go to the local accident and emergency department to obtain further guidance.

2. Cleaning up spillages of blood, vomit and excreta The infection control procedure is as follows:

• Keep people away from the contaminated area;
• Cover all breaks in the skin with waterproof plasters;
• Wear disposable blue nitrile gloves and a disposable apron;
• Where splashing is possible, protect eyes and mouth with a visor;
• Avoid hand-mouth contact and hand-eye contact;
• For blood spills

• Use diluted bleach (1 part bleach to 10 parts water) in a bucket of warm water;
• Carefully pour the dilute mixture gently over the spill;
• Cover with disposable towels;
• After 2 minutes mop up using more disposable towels.

• g. For vomit and excreta spills remove gross contamination using plenty of paper towels;
• h. Clean affected area with detergent;
• i. Dispose of all waste into a clinical yellow bag and seal;
• j. Dispose of any used gloves, aprons, mop heads and cloths into the clinical yellow bag;
• k. Wash hands thoroughly with antibacterial soap and water.

Urine spillages

The infection control procedure is as follows:

• Keep people away from the contaminated area;
• Cover all breaks in the skin with waterproof plasters;
• Wear gloves and disposable aprons;
• Where splashing is possible, protect eyes and mouth with a visor;
• Avoid hand-mouth contact;
• Do not use bleach as this may result in a dangerous chemical reaction;
• Use paper towels to mop up the urine;
• Clean the area with detergent;
• Dispose of all waste into clinical yellow bags;
• Dispose of any used gloves, aprons, mop heads and cloths into the clinical yellow bag and seal;
• Wash hands thoroughly with antibacterial soap and water.

4. Safe disposal of contaminated sharps, used needles, etc.

The infection control procedure is as follows:

• Keep people away from the area;
• Wear disposable gloves;
• Handle sharps/needles with care. If possible pick up from the non-contaminated/non-sharp end. Make use of tweezers if available;
• Dispose of sharps into a sharps box;
• Any other items that may be contaminated with blood or body fluids should be disposed of into a yellow clinical waste bag and sealed;
• Wash hands thoroughly with antibacterial soap and water;

Review

This policy will be regularly reviewed, in the light of experience. Comments and contributions on the policy from staff, stakeholders and the public are welcome at any time.

Introduction

The success of Futarium relies on its ability to attract the best staff and volunteers available.Recruitment methods must be fair, efficient, and effective.

Policy

The Staff Recruitment Policy has been established to ensure Futarium has the opportunity to attract the best available staff and volunteers for all vacant positions. This policy relates to employment of all staff and volunteers other than the CEO.

Futarium is committed to providing high quality programs and services to our community. To support the achievement of this objective we recognise the importance of employing the most suitable applicant for all vacant positions.

Futarium will ensure it has the best opportunity to attract the best available staff by broadly advertising (internally and externally as deemed appropriate) all vacant remunerated positions and volunteer vacancies.

Futarium will take all reasonable steps to ensure that applicants may be safely entrusted with the duties of their position.

Futarium will internally advertise all vacant positions to current staff and volunteers to encourage career advancement and increase participation.

Futarium is committed to providing a work environment that is free from harassment and discrimination.

All recruitment and selection procedures and decisions will reflect Futarium commitment to providing equal opportunity by assessing all potential candidates according to their skills,knowledge, qualifications and capabilities. No regard will be given to factors such as age, gender, marital status, race, religion, physical impairment or political opinions.

Responsibilities

It shall be the responsibility of the CEO to implement this policy and to monitor its performance. We will have a Human Resources Department when the number of staff is above 20. Up to 20 staff members we will use external advisors.

It is the responsibility of Managers and Supervisors to ensure that:

• They are familiar with the recruitment policies and procedures, and that they follow them accordingly;
• Staffing levels for their department are determined and authorised;
• All roles have current position descriptions that specify role requirements and selection criteria. It is the responsibility of the External Advisor to ensure that:

All Managers are aware of their responsibilities in the recruitment and selection process; Managers are given continuous support and guidance in regards to recruitment and selection issues.

Procedures

Pre-Recruitment Activities

When it becomes necessary to recruit for a position, Managers should carefully consider the requirements for the position, and the key selection criteria including skills, experience and qualifications.

If no position description exists for the available position, or if it requires revising, this is the responsibility of the appropriate Manager. Once the new position description or amendments have been drafted, it should be forwarded and approved by the CEO and/or Board. Selection criteria will be drawn up based on the basis of a position statement.

Where the position description is for a new role, the Manager will review and evaluate the position and draw up a position statement that will then, if appropriate, be approved by the CEO and/or Board.

Prior to commencing the recruitment process, the responsible Manager is required to gain approval from the CEO / Board or delegated authority and forward this to the External Advisor.

Direct Internal Appointments/Promotions

In situations where a Manager wishes to promote an employee who meets the specific selection criteria for the vacant position into the internal vacancy, the appointment must be authorised by the appropriate Manager, and the approval is to be forwarded to the External Advisor and CEO.

Internal Advertising

Where appropriate, Futarium will advertise all vacancies internally.

Exceptions to this rule may occur when:

• The position is of such a specialised nature, and / or appropriate skills are not available within the organisation; or
• There is a need to make a direct appointment or promotion into the vacant position.

Upon receiving approval for the vacant position, CEO will advertise the available position internally. Internal advertisements should include the following:

• Position title;
• Outline of the position;
• Skills required for the role;
• Closing date for applications.

All internal applicants should forward a current copy of their resume, together with covering letter, to the applicable manager for acknowledgement, consideration and processing.

Internal applicants who possess the required skills, qualifications and work-related experience, as specified in the internal advertisement, will be interviewed for the position by the relevant Manager or Supervisor.

External Advertising

Where a position cannot be filled internally or where it is appropriate to conduct an external recruitment campaign, the available position should be advertised through relevant networks, on relevant websites, and through local employment services.

Volunteer positions will be advertised as widely as deemed reasonable

All advertisements must be approved by the CEO.

If required, the External Advisor will prepare an appropriate recruitment advertisement for the position and submit it for review and approval by the relevant Manager. The External Advisor will administer the placement of the advertisement and monitor applications received.

Screening Applicants

If the External Advisor has been engaged to recruit for a position, they will be responsible for screening the applicants.

Resumes must be screened against the position description so that assessments can be made of their suitability for the specific role. Applicants who are assessed as suitable will then be selected for interview.

Managers should consult with the CEO if they require any assistance with the selection process.

Where appropriate, but particularly in positions of financial responsibility or in dealing with vulnerable clients / children, police checks may be arranged. Police checks shall be arranged only with the consent of the applicant concerned; however, if consent is refused this shall be taken into consideration in the selection process. Previous employers and referees shall be contacted, and transcripts, qualifications, publications and other certification or documentation shall be validated.

Any checks which may form part of the selection process should be conducted prior to issuing an offer of employment.

Conducting Interviews

The short-listing and interview process will be conducted by a selection panel which will be appointed by and will include the CEO or their nominee and the relevant manager or supervisor for the position.

If any member of staff finds that they are assessing any applicant where there is a perceived or actual conflict (eg. Where the applicant is a family member, friend or past colleague) they shall declare the perceived or actual conflict to the panel.

Reference Checking

Managers are to ensure that, where possible, a minimum of two reference checks are conducted prior to an offer of employment being extended to a candidate.

Details of the reference checks should be attached to the candidate’s application for future reference.

New Starter Paperwork

If an internal candidate is selected, the Manager is required to notify the successful candidate and their Manager. If an external candidate has been selected, the Manager is to make a verbal offer to the candidate.

To authorise the commencement or transfer of an internal employee, the Manager must notify and provide confirmation of the CEO’s approval. The Manager should ensure that all recruiting documents are completed and returned to the External Advisor (later Human Resource Department) for filing.

The External Advisor (later Human Resources Department) will prepare a written letter of offer for the successful candidate. The letter of offer and or contract of employment will confirm the start date, salary (if any), position and the terms and conditions of employment pertaining to the employee.

Once the Manager has received the candidate’s signed letter of offer, the External Advisor (later Human Resources Department) is to notify all unsuccessful candidates. If an external recruitment agency has been used, the Manager is to notify the agency, who will notify the unsuccessful candidates.

The Manager is responsible for liaising with the External Advisor (later Human Resources Department) to ensure that the necessary documentation, equipment and access privileges are prepared for the new employee. The Manager will forward an induction kit to the new employee for their completion.

Records and Correspondence

All contact regarding the position is to be directed through reception, with all applications marked “Confidential” and posted to the CEO.

Letters/emails of acknowledgement should be posted to all applicants prior to the short-listing of final suitable applicants. Short-listed but unsuccessful applicants should be advised that their CV will be retained for future reference, unless the applicant advises otherwise.

Applicants who do not meet the key selection criteria and are not suitable to be short-listed for an interview should be sent a written letter advising them that their application has been unsuccessful.

Assessment Criteria & Scorecard

Shortlist Decision

Successful

Not Successful

Review

This policy will be regularly reviewed, in the light of experience. Comments and contributions on the policy from staff, stakeholders and the public are welcome at any time.

What ethics mean to Futarium

Ethic - A moral principle or set of moral values held by an individual or group.

Values and ethics shape the way we view the world and how we behave in it. The purpose of this policy is to provide guidance to staff in assessing the many and sometimes complex decisions they have to make. It will also signal to users and observers of Futarium that they can have confidence in what we do and the way that we do it.

What does the policy cover and who does it apply to?

This paper sets out our guiding principles, and how we intend to apply them, which together form the ethics policy of Futarium . The policy applies to all aspects of our governance, operational and administrative activities. All those covered by the policy are personally accountable for operating within the scope and intent of the policy. It covers all Futarium staff, whether temporary appointees or permanent at any of our operational centres. We expect those organisations whose staff (temporary or otherwise) or volunteers attend Futarium to respect the policy, and we reserve the right to refuse access to those who don’t. We expect those officers who serve on our decision-making and advisory bodies to respect the policy.We request organisations that we work with to respect our ethical positions.

Implementation

All those covered by the policy are responsible for ensuring that activities for which they are responsible comply with this policy. People should raise concerns with line managers in the first instance. Similarly, clear breaches of the ethical policy should be referred to managers. Existing mechanisms within the organisation should be used to resolve concerns or refer onwards as appropriate. Serious or unresolved concerns should be referred to the Ethics Committee (ad hoc committee set up on demand).

Guiding Principles

The following principles provide the ethical framework that we aspire to whilst working in the UK and abroad. Our principles are to:

In relationships with others

• Treat colleagues, stakeholders, customers, suppliers and the public respectfully and professionally, taking account of confidential issues when appropriate.
• Deal courteously with those who hold opinions that differ from ours.
• Respect cultural differences.
• Futarium has clearly worded policies for all staff, representatives and agents with respect to the promotion and marketing of education services overseas.
• Futarium will exercise good practice to ensure fairness in promotion and marketing of services overseas with regard to:

• Other institutions
• The interests of both local and international customers/ suppliers.
• The perceived quality of the system
• The cultural relationships

• Differences between organisations will be portrayed in a comprehensible and accurate way target countries and audiences. No false or misleading comparisons are to be made in relation to other providers.
• Futarium and officers are to conduct themselves with integrity and in a manner that will contribute to the image of a reliable and trustworthy provider of high quality system.
• Futarium will behave toward other institutions, professional colleagues and other countries in a respectful and courteous manner.
• Futarium and officers are to observe all other codes of practice and guidelines that may have relevance to international activities and international customers/suppliers.

In our work

• Operate with honesty and integrity in all our work, taking steps to identify and deal with corrupt practices and professional misconduct.
• Be open and transparent in making decisions, undertaking activities and allocating funding.
• Reach conclusions based on best professional practice, having considered all views.
• Work to the standards of UK legislation as a minimum here and abroad, and operate according to local laws as required.
• Disclose conflicts of interest and actively manage them.
• Ensure funding decisions are transparent and securely based on objective assessment and selection procedures.
• Recognise appropriately the intellectual and operational contributions of others.
• Consider ethical challenges which arise from new or existing proposals by broadening the debate as early as practicable.
• Futarium will promote accurately systems in terms of quality, standing and availability.
• Selection criteria for international students should be clear, unambiguous and contribute to the maintenance of the College’s academic standards and to encourage high success rates.
• Staff members representing Futarium overseas should be:

• Sympathetic, clear communicators with a thorough knowledge of Futarium procedures
• Knowledgeable, experienced and competent in the administration of customers’ policy and in face-to-face dealings with customers.

The Ethics Committee and monitoring procedures

The Ethics Committee will be a small team comprising the CEO, one member from management and a member of staff. Serious issues which cannot be resolved via existing mechanisms may be referred to the Board at any time. Breaches of the policy which cannot be dealt with in the line management system may also be referred to the committee.

The Committee may then convene, with appropriate additional expertise if needed, to consider the issue. The Committee’s decision will be final and it will have power to take action it deems necessary.

Communicating the policy

The policy will form part of the Futarium induction process and adhering to the policy will be part of everyone’s terms and conditions of employment.

Review

This policy will be regularly reviewed, in the light of experience. Comments and contributions on the policy from staff, stakeholders and the public are welcome at any time