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Genesis Special Needs Youth Club
Code of Practice
Introduction
The Genesis Special Needs Youth Club ('the Club') is a voluntary and youth organisation. In accordance with its aims and objectives it is committed to providing a safe environment in which members can feel secure in relationships with a caring and capable committee, full members and volunteers.
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It is the policy of the club to ensure that aims and objectives as outlined in the Club`s constitution are conveyed to parent/carer full members, volunteers and helpers.
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As a voluntary organisation working with children/vulnerable adults, in line with the Charity Commission policy paper 14 July 2014 - Safeguarding children and young people we must ensure:
o the young people in our care are protected from harm of any and all kinds.
o we are open to all young people with additional communication needs
o the safety and protection of all involved in its activities
o we recognise our young people and adults have rights as individuals and must treat each other with dignity and respect
o we have in place a procedure for responding to accidents and incidents.
Code of Practice Contents
(Click on a subject to go to the relevant section)
The bit that the young members will want to read
Section 1: Code of Behaviour for Members
Section 2: Behaviour Management
The bit that the young members should read
The bit that Parent/Carers should read (probably the members bit too)
Section 1: Code of Behaviour for Members
1.1
This code of behaviour outlines what is expected from members and should be conveyed to new members via the Welcome pack and existing members when appropriate.
1.2
A code of behaviour helps the members and their parents/carers to know exactly what behaviour is and is not acceptable at the Club. It is as follows:
Members MUST:
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Members MUST:
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Respect others personal space and boundaries
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Respect others saying NO or asking to be left alone (this includes parents/carers, volunteers and committee members)
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Respect everyone's rights, dignity and worth
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If a green/yellow card is shown then the member must behave as explained by the committee member (See Section 2 below for detail)
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Dress appropriately for each planned activity
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Do as committee members, parent's/carers, volunteers ask
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Say NO to someone asking you to do something you feel is wrong
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Act safely
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Feel free to talk to committee members, volunteers about their concerns or fears
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Ask for help if you feel you are being bullied
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Use equipment safely and only under supervision
Members MUST NOT:
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Use bad language or taunt others
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Stand so close to others that it makes them feel annoyed or block their right of way, push, shove or grab them so that it causes discomfort or harm.
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Avoid prolonged staring which could make the other person feel uncomfortable.
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Cause harm or damage to property of both the club or the Genesis Centre (this may incur costs for repair/replacement)
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Bully others
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Play dangerous games that puts themselves or others at risk
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Leave the building without permission
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Bring anything to the Club that could be used specifically to hurt others, including harmful or illegal substances
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Kiss and cuddle. This will be viewed as inappropriate behaviour and members will be asked to stop
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Take photographs of anyone other than themselves at the Club unless permission has been given
Section 2: Behaviour Management
2.1
The Club is committed to ensuring the safety and welfare of all members. We also try to ensure that members have a positive and enjoyable experience when participating in the Club. We understand that some members may need more than one time of explaining when their behaviour is not what is expected of them, so we use a three-step method of behaviour management to reinforce this.
2.2
When a young person is using what the committee deems inappropriate behaviour in line with the above code, in the first instance we will hold up a GREEN card as a gentle warning. We will politely and without shouting request that the behaviour stops and explain why it is unacceptable at our youth club.
2.3
If the inappropriate behaviour is witnessed a second time, we will hold up a YELLOW card and give a verbal warning that the person collecting may be called early, if the inappropriate behaviour continues. We will again explain why the behaviour is unacceptable. We will also request that the member behaves as explained by the committee member and to accept this as a final warning.
2.4
On the third occasion of witnessing the behaviour we will hold up a RED card and will call the contact person to explain why we are asking them to collect their young person early.
2.5
A member who is issued with a RED card will automatically be suspended from attending club the following week.
2.6
We will work in conjunction with parents to ensure the safety and well-being of every club member and volunteer. We aim to resolve issues without confrontation and causing distress to anyone concerned.
2.6
We request all volunteer helpers will use our three step method of behaviour management. Any helper who feels unsure of a situation and requires support can call upon a committee member at any time.
Section 3: Code of Behaviour for Committee Members, Full Members and Helpers/Volunteers
3.1
All members shall be treated with dignity, sensitivity and respect. This implies that all helpers must be sensitive to the risks involved when interacting with people with learning difficulties and understand that they are more at risk because of communication difficulties and a limited ability to recognise inappropriate behaviour.
3.2
It is important for the protection of all concerned that Full members, volunteers and members have guidelines on what is expected and what is not acceptable with respect to their behaviour.
3.3
If anyone on rota duty has an issue with members displaying any unacceptable behaviours, and a committee member cannot be immediately alerted due to proximity or level of noise at club, then they are to use the ‘squeeze whistle’ issued. This will act as a signal that assistance is needed, and the committee members present will be alerted.
3.4
Complaints regarding breaches of the code of behaviour (from whatever source or in any regard) should be dealt with in the first instance at committee level. In accordance with the Constitution of the Genesis Special Needs Youth Club the committee are empowered to enlist professional help and advice from outside agent(s) if, and when necessary.
For Parents, carers (Full members), Committee members and volunteers:
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Provide an example of good conduct to all members
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Demonstrate by your behaviour and attitude that you respect the rights, dignity and worth of everyone
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Take notice that whilst physical contact is a valid way of comforting, reassuring and showing concern for members, it should only take place when it is acceptable to all persons concerned and must be in full view of other full members/committee members/volunteers at the club. A simple guideline is to encourage members to use high fives or shake hands and a Full Member should never be the one to initiate hugging or embracing.
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Carers in attendance with their young person are responsible for their safety and well-being.
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Recognise that special care is required when discussing sensitive issues with members
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Ensure any one-to-one discussions with a member should be conducted in an open area in view of other leaders/volunteers.
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Be sensitive to the audio and visual materials which are being used with the members and ensure that they are age appropriate and not offensive in any way.
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Be sensitive to the possibility of becoming over involved or spending a great deal of time with any one member and always maintain appropriate boundaries with members.
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Plan activities so that at least two full members/committee members/volunteers are available to supervise the young people – including their arrival and departure at hall.
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Keep an attendance register (for full members/committee members/volunteers) and obtain medical details for each young person at the start of each year.
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respect Parents/Carers wishes with regards to taking photographs or videos of their children.
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If there is a need to deal with any intimate care needs of a young member, then the member’s parent or carer should be called to attend. If this is not feasible this should be recorded in the incident book
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Never physically punish or be in any way verbally abusive to a member (bullying). Should there be a need to physically restrain a member for their own safety or the safety of others this should be recorded in the incident book.
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Never show favouritism or tolerate prejudice or discrimination.
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Never permit abusive youth peer activities (e.g. initiation ceremonies, ridiculing or bullying).
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Remember that someone else might misinterpret your action no matter how well intentioned.
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It is not advisable for a full member/committee member/volunteer to contact members individually by text. All information regarding Club activities should be conveyed through parents/carers.
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Do not allow members or full members/committee members/volunteers to use inappropriate language unchallenged.
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Do not accept any monetary gifts or valuables offered as a gift from any member, as this could be construed as coercion or exploitation.
3.5
In line with Section 3.12 of the Constitution, we ask for parents to be on rota to support the committee in ensuring club nights are fun, active and inclusive, whilst ensuring the safety of everyone in attendance.A rota list is created on a termly basis and where possible we will accommodate any planned dates you may be unavailable. In the event of needing to swap your duty, it is your responsibility to action this via the Whatsapp chat setup and advised to those on the rota until a swap has been found. You are also then responsible for ensuring that an e-mail is sent to the club email (gensnyc@gmail.com) confirming the details of the swap
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The committee reserves the right to cancel any club night
that does not have the required number of parents on rota.
3.6
Swaps will be monitored to ensure that others are not disadvantaged by the changes, i.e. swapping multiple times to reduce the number of duty dates.
Parents have responsibility to inform the committee if they are unable to attend, even if last minute.
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3.7 Duty Rota
When you are on rota, it really helps the club to run smoothly if:
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you arrive at 6:30pm to help set up the hall
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you remain in your ‘zone’ to actively assist members in making the most of their time with the activities on your table.
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on duty at the main door, you remain seated or stood as close to the door as possible as you will need to be aware of who is in the Art room, if in use and ensure there is no inappropriate behaviour. If you need to leave the main door for any reason, the person on the toilet door MUST cover for you until you return
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on duty at the toilet door, you must keep track of:
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the Vacant/In Use slider sign on the whiteboard so everyone has a visual prompt as to its status.)
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offering hand sanitiser upon return.
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alerting a committee member if there is a member in the toilet preventing others from using the facilities (i.e. in there for an extended period)
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requesting a committee member covers for you if you need to leave your position.
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Should you need to purchase tuck for yourselves, please ask your young person to purchase for you, or request the parent on the other door replaces you whilst away
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Club finishes at 9pm, therefore packing away commences after this time
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The rota duty also extends to supporting the committee with other ‘end of evening duties’ which could include; emptying the rubbish, checking doors/windows/toilets and sweeping the floor in order to leave the hall as we found it
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Please be reminded that you are to only take photos/videos of your young person as explicit permission has not been given by anyone else.
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3.8 Carers – Paid or Unpaid
When attending the club with your young person you are responsible for, we ask that you:
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remain within close sight and have full awareness of what they are doing
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ensure that their safety and well-being is maintained
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interact with them and support them during chosen activities, where appropriate
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allow them space to develop interpersonal skills and relationships with others, only if safe and relevant to do so
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please ensure personal distractions are kept to a minimum at the same time recognising the above needs of your young person.
Section 4: Disclosure & Barring Service (DBS – formerly CRB checks)
Committee members
4.1
Every member of the committee will have a full DBS check carried out on joining the committee. They will also
register for the update service to ensure their DBS certificates are up to date.
Parents/Carers
4.2
All parents need a current DBS certificate to volunteer at Genesis. We will accept a DBS certificate from other settings, as long as it is less than 3 years old. We will require to see the original certificate, and will record:
(i) the Date, (ii) the name of the supplying setting (iii) the DBS certificate number.
The committee will ask each parent to sign an annual declaration via the Registration form confirming there have been no changes which would affect said DBS. The cost of the DBS check will be paid by GENsNYC.
If any parent in possession of a DBS certificate receives a conviction, they must inform the committee
for the general safety of all our members.
Please be assured of total confidentiality at all times.
Section 5: Equality and Diversity
5.1
The Club is committed to equality of opportunity for all in accordance with the Equality Act 2010.
5.2
The Club believes that the group’s activities should be open to all youths and their parents/carers.
5.3
The committee aims to ensure that all who wish to volunteer to help, have an equal chance to do so according to the sections on DBS checks and Safeguarding Protection.
5.4
Activities will be provided that avoid stereotyping.
5.5
Discriminatory remarks and behaviour based on age/gender/race/ability are unacceptable to the Club. In the event these are encountered the Committee will record the incident as intimidation, harrassment or bullying, and necessary action taken in accordance with the Safeguarding policy. They will also provide a sensitive response to the victim(s), and assist those responsible to deal with their prejudices.
Section 6: Safeguarding Protection and Safeguarding Policy
6.1
All adults, rota volunteers, parents and carers involved in the running of the Club will accept and recognise the need to be responsible for and to develop awareness (when appropriate) of the issues that can cause young people harm.
6.2
Parents/Carers must ensure all young people are signed in the attendance register, which must state who is to collect them from the Club.
6.3
New members cannot be left alone until a Registration form is fully completed.
6.4
All young people will be supervised during activities.
6.5
Parents and rota volunteers should be available to the young people if they wish to speak in confidence.
6.6
Any disclosure by a young person or information suggesting any signs of abuse must be reported discretely to a member of the committee straight away.
6.7
Parents or rota volunteers should never accompany young people to the toilet during the session, unless it is their own child
6.8
Only one young person will be allowed to go to the toilet area at any one time.
6.9
A member of the committee must see to anyone requesting personal care. If necessary, the parent/carer will be contacted to come and deal with the situation.
6.10
For the purposes of this code bullying will be construed as either physical or emotional, and also where actual bullying or harrassment/intimidation has taken place. For more information see our Safeguarding policy
Section 7: Administration of Medicines
7.1
The Committee members and volunteers of the Club do not, as a matter of course, administer any medicines during the session.
7.2
Under special circumstances, named leaders will administer drugs for the purpose of seizure control. Each individual case will be at the discretion of the committee.
7.3
A mutually agreeable protocol will be written, dated and signed by both parties. It will be kept confidential but accessible to leaders on duty for reference.
7.4
It is the parent’s responsibility to ensure these records are updated.
Section 8: Safety Practices/Accidents & Incidents
8.1
Records will be kept on all members and include medical details, special needs and emergency contact telephone numbers.
8.2
An Accident Book will be kept in which details of any accidents are fully recorded.
8.3
An Incident Book will be kept for recording breaches of code of behaviour and/or related concerns which might arise and the relevant parents/carers are informed of all accidents and incidents.
8.4
The Club will have a fully stocked First Aid Box at all club activities and first aid training should be undertaken by designated adults/volunteers.
8.5
All activities should have constant adult supervision
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8.6 Fire Information and Evacuation
There will be at least two Fire Marshalls, with a minimum of one attending each week.
At least one fire drill will be held each year.
Fire extinguishers:
8.7 Evacuation procedure
8.7.1
In the event the Genesis Centre needs to be evacuated, a whistle will be blown.
8.7.2
The young people will be asked to stand in the inner hall, where the register, master rota and personal details are kept.
8.7.3
One member of the committee will collect the:
o signing-in register/rota and personal details
o evacuation box containing all contact numbers, charged mobile phone and torch
8.7.4
At the same time a second committee member will thoroughly check the building (including toilets) for any remaining members, closing doors and windows before joining the group.
8.7.5
A head count will be taken and all Committee members/volunteers on duty will lead the group outside to wait in the entrance at Lockswood Surgery. If deemed safe by the committee member, the main door will always be the preferred route of exit.
8.7.6
At all times we will avoid using the two emergency doors in the hall, which lead out adjacent to the bus lane.
8.7.7
A second head count will be taken at the muster point, and all members accounted for. Parents will be called to collect their young person.
8.7.8 If necessary, the emergency services will be called. The Genesis Centre manager will immediately be notified of the reason for the evacuation.
8.8 Fire procedure
8.8.1
In the event of a fire, the fire alarm must be activated and the Fire Brigade called
8.8.2
The building will be evacuated in line with Section 8.7 Evacuation procedure
8.8.3
Under no circumstances will anybody return to the burning building to collect personal possessions or valuables.
8.8.4
The Fire Marshall on duty will liaise with the Fire Brigade.
8.9 First Aid
8.9.1
A list of qualified First Aiders will be displayed on the first Aid box. At least one qualified First Aider will be on duty at any one time.
8.9.2
All parent/carer volunteers who are qualified will submit a photocopy of their First Aid certificate to ensure all certificates are current
8.9.3
A First Aid report will be completed for any treatment given and must be signed by the Parent/Carer collecting the young person.
8.9.4
In the event that the First Aider deems hospital treatment is imperative then:
o Emergency services will be contacted as a priority
o The next of kin of the patient will be telephoned and asked to attend immediately.
8.9.5
Accidents involving equipment at the Genesis Centre will be reported immediately to the Centre Manager.
8.9.6
Accident reports must be monitored every September when the contents of the First Aid box are checked
8.10 Collecting your Young Person earlier than the usual finish time of 9pm
8.10.1
In the event that you need to collect your young person from Club earlier than the usual finish time of 9pm it will be necessary to show a valid membership card to the person on the door before access will be given.
8.10.2
A committee member will issue one or two ‘Parent/Carer’ membership cards upon request (dependent upon how many you think you will need) to be used for this purpose.
Each card will be numbered, and upon allocation will be held as a written record by the committee as to whom the cards have been given.
8.10.3
This record will be maintained during the membership of the young person. In the event that the committee is advised that the young person no longer wishes to be a member then upon return of the card(s), the record relating to them will be deleted.
It is also important that should any cards be lost or mislaid in the future, the committee is to be notified as to the missing card number, so that should this card be presented then admittance will not be given.
8.11 Risk Assessment
8.11.1
The Leaders and/or Committee members will visually risk assess the building on entry. Anything that appears to jeopardise the health and safety of the youth club members and Committee/Volunteers will be removed or made safe.
8.11.2
When setting up the hall for youth club members, Leaders and volunteers must visually inspect the play and leisure equipment. Items appearing to be unsafe must be withdrawn for repair or disposal.
8.11.3
All accidents must be recorded in the accident book and the adult collecting the young person involved must be notified and asked to sign the entry.
8.11.4
The accident book must be assessed annually for any pattern of incidents.
8.11.5
All activities both on and off site will be risk assessed and evaluated by the committee before the event takes place.
8.11.6
Any personal possessions brought into the Club which are deemed unsuitable by the Committee and a risk to the health or safety of any Club member will be sent home with the Parent/Carer or locked securely in one of the cupboards until the end of the session.
8.11.7
If the actions of the members, Parent/Carer volunteers or Committee members represent a possible risk to other club members in line with the code of Behaviour the person/people concerned will be asked to stop immediately. If they do not, then the Behaviour Management procedures will come into play. If the actions continue arrangements will be made to leave the premises as soon as possible.
8.11.8
The health and safety checklist issued by The Manager of the Genesis Centre will be completed and submitted to the office at the end of each month (excluding August).
9. Stay at Home Virtual Sessions
9.1
We would like to remind you that all the Committee Members at GENsNYC have valid DBS checks and want to positively impact the lives of our young people. It will only be the Committee members all of whom are familiar names and faces to your person who will be having contact online in a planned way.
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9.2
Only members we have consent to contact (because you as parents/carers have given permission) will be invited.
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9.3
Every session will be held at the usual club meeting time of Fridays at 7:00pm (term-time). The length of sessions may vary from time to time but will not exceed the usual club finish time of 9:00pm.
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9.4
There may be some activities that will require parental/carer assistance. For example, we may email a worksheet in order to the write the answers for a quiz. If this is the case, we will ask your young person to seek help.
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9.5
A Committee member will be the named host of each session. So, you or your young person will receive an invitation to join a session accordingly. Please ensure your young person knows this.
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9.6
The session will be a closed meeting that can only be joined via a specific web link and password.
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9.7
This is a platform where you can see and hear other people live. There is an option to just have a profile picture. However, the purpose of us hosting sessions in this way is to offer that connection the young people are missing from being able to go to Club or out and about to see friends.
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9.8
The only adults from Club who will be invited to join or co-host these sessions will be the current Committee team who all have valid DBS checks.
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9.9
The option of ‘private chat’ between group participants will be disabled. This is to ensure that the group is transparent and we can do our best to promote the safety of all group members.
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9.10
During the session you can mute yourself and turn on and off your video if you need to.
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Likewise, the host/co-hosts will have the ability to mute, stop a participant’s video or remove a participant if unacceptable behaviour is displayed.
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9.11
No 1:1 meetings or unplanned sessions will be held between club members and Committee members.
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9.12
The sessions will have an element of general discussion between participants as would happen on a ‘usual’ club night. We will also have a planned activity or activities which we will hopefully announce in the invite or will be published on the website home page.
9.13 Stay at Home Club Rules
9.13.1
It is assumed that any member joining a session has parental/carer permission by way of the invite sent to the contact email address that we have for you.
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9.13.2
Be respectful to others and use appropriate language. Swearing or disrespectful speech will not be accepted and may lead to you being removed from the session.
9.13.3
We may ask specific members if they want to speak, if we feel they are not being heard or listened to.
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9.13.4
Respect other members privacy, and the privacy of yourself and your family by not giving personal details such as addresses or phone numbers online.
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This is to include that no-one attending the session is to take a screenshot or photo of the meeting screen as you do not have the permission of everyone attending to do so.
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9.13.5
Our virtual club nights are for invited members only. Therefore, please do not share links with friends or people you don't know.