GPA SCHOOL’S RULES AND REGULATIONS
Please take the time to read our policies and regulations.
All documents are available to download at the bottom of this page.
The following rules have been enacted after consultations between our governing body the GPA and the Educational Mission for the following purposes:
a) To ensure the smooth running of the school.
b) To inform parents of the way in which the school is run and thereby enabling them to help their children more effectively
c) To enable pupils to readily understand the school rules in matters concerning discipline behaviour, absence, work in the classroom and homework and their relationship with their teacher and fellow pupils.
Ashmole Greek School is open term time on Saturdays between 10am and 1pm.
Pupils should be at school at least five minutes before the start of school and are expected to attend the assembly before lessons. Parents should collect their children after lessons finish, from the designated area of the school. Parents who for whatever reason are going to be late in picking up their children must inform the school by telephone on the school’s Mobile 07508 353544
School enrolment occurs at the end of the academic year- at the beginning of July and the beginning of the new academic year in September.
School tidiness and cleanliness
It must be particularly stressed that the Greek school is accommodated in the classrooms of the English school. Accordingly it is strictly prohibited for pupils to: (a) tamper with any pictures, books, maps, writing instruments, games or anything else found in the classrooms or in the hallways and which is the property of the English school and (b) bring to school dangerous or sharp toys or items which would soil or damage the classrooms or the desks.
It is strictly prohibited for any pupil to bring to school any radios, cassette players, headphones, game boys or any other audio or visual device for musical or other entertainment. These will be confiscated for the duration the lesson and parents will be notified.
The school will accept no responsibility for loss or theft of any personal items. Accordingly valuables such as expensive watches and jewellery or other items should not be brought into school.
It is the strict condition of the school that all mobile phones should be switched off during lesson time. Any pupil found flouting this rule will be reprimanded and the mobile phone confiscated for the duration of the lesson
Conduct and discipline
Appropriate conduct is expected of all pupils both in the classroom and in the school premises in general. The school continually strives to cultivate a sense of self-discipline in its pupils and to create opportunities for discussion and dialogue and for the assumption of responsibility. An essential pre requisite for the progress of pupils is their conformity to the school regulation and the instruction of their teacher
Pupils who do not pay attention in their lessons, disturb fellow pupils, regularly shirk from doing their work, cause damage, answer back, generally show that they do not respect their teacher and do not obey the rules of the school will be reprimanded. The aim on the one hand to self – correct the pupil and on the other hand to maintain discipline and the normal working of the school.
Action may include: - Contacting and informing parents, payment for whatever damage may have been caused, suspension from school and permanent expulsion from school. A decision for suspension or expulsion can only be taken by a joint decision of the school committee chair and the headmaster and only after the parents have been t given the opportunity to comment on the matter. The GPA chair must be informed prior to a final decision being taken. The parents have the right of appeal to the GPA officers.
It is strictly prohibited for pupils to leave the school during school hours.
Homework forms an integral part of the schoolwork programme and pupils will be expected to take work home to complete depending on their age and class. In instances where the pupil is absent from school, it is his/her duty to obtain the relevant details of the work from his/her fellow pupils and to complete the work. If homework is systematically not being done, the parents will be informed in writing of the situation
The school should be notified of absences in advance. Pupils that attend regularly will be rewarded with a special Certificate of Attendance.
All pupils are expected to participate in the mandatory school curriculum events such as the Christmas & end of the year concerts. (School events typically include: The School Sanctification Ceremony, Ohi day, Sunday Church service, Greek Letters Day, Carnival Day, Greek & Cypriot Independence days, Easter, Mother’s day & Schools Dinner & Dances)
Parents are informed of their child’s progress on OPEN DAYS, which are held at the school every three months. Parents however who may wish to discuss any matter with a teacher may do so by arranging an appointment in advance with the relevant teacher. The school head teacher is available to discuss any matter of concern to the parents at a mutually convenient time.
The school fees are annual, payable in advance and non-refundable. Instalment plans are available. The Greek Parents Association, reserves the right to charge interest on fees paid late. New pupils starting midterm are entitled to pay a pro rata rate. The GPA reserves the right to exclude pupils from school in cases where there is non-payment of fees.
Health and Safety and Child Protection Policies
The Health and Safety and Child Protection policies are on the GPA’s and our school’s website. Copies are also held by the Headmaster and the school committee and can be made available if requested from them.
Participation in Media coverage, Photographs, recordings, interviews & performances.
Occasionally, we take photographs & recordings of the children at our school. We may use these images in our school prospectus or in other printed publications that we produce in displays and on our website, including Facebook & Youtube. Other media sources included would be newspapers & TV channels & coverage of performances at 3rd party external events.
To comply with the Data Protection Act 1998, we need your permission before we can photograph or make any recordings of your child. Your permission is valid for the period of time your child attends this school or until you notify us otherwise in writing.
Please note that website/Facebook can be viewed throughout the world and not just in the United Kingdom where UK law applies.
If you DO NOT give your consent to your child’s image being used in the above ways please tick the box in the form that can be downloaded via our site or from the school.
GREEK PARENTS ASSOCIATION HEALTH & SAFETY POLICY (H&S)
Our Policy is to provide and maintain safe and healthy working conditions, equipment and systems of work for all our employees and to provide such information, training and supervision as they need for this purpose. We also accept our responsibility for the health and safety of other people, including clients who may be affected by our activities or attend at our premises
The allocation of duties for safety matters and the particular arrangements which we will make to implement the policy are set in this document. The policy will be kept up to date particularly if the Project changes in size or nature. To ensure this, the policy and the way in which it has operated will be reviewed every year by the Management Committee.
- The overall and final responsibility for health and safety in the GPA Schools lies with the Management Committee.
- The school committee chair shall act as Co-ordinator and in consultation with the Head be responsible for ensuring the policy is carried out in the work place.
- In the absence of the Co-ordinator the committee secretary shall act as deputy.
- The co-ordinator should refer any serious breaches of the H&S policy to the GPA H & S officer for advice and further action.
- All members of staff have the responsibility to cooperate with management to achieve a healthy and safe work place and to take reasonable care of themselves and others.
- Whenever a member of staff or a member of the Management Committee notices a health or safety problem which they are not able to put right they must immediately inform the Co-ordinator.
- Consultation between staff and Management Committee regarding all safety matters, including this policy shall take place at meetings of the Management Committee at which staff are present.
General Arrangements Accidents
The person responsible for the box is:
- The first aid box is kept with the senior committee member on that day.
- The Accident record book is kept with the first aid box.
- The First Aid officers are: Costa Constantinou, Helen Kirilov and Maria Constanti
General Fire Safety
- Checking the arrangements and equipment for general Fire safety, exit routes extinguishers on route is the responsibility of the Management Committee.
- Fire extinguishers within the GPA’s building are Management committee’s responsibility and will be checked annually.
- Extinguishers are located at all relevant points.
- The fire exits shall be unobstructed at all times and it shall be the responsibility for the person opening the office in the morning to ensure that they are unlocked.
- All new workers shall be made aware of the arrangements for fire safety as part of the induction
- Cleaning of the tables in the canteen is the responsibility of the school committee which includes the emptying of bins.
- The kitchen shall be cleaned by the school committee. Their duty is to ensure that all surfaces are cleaned and the floor is clean and dry.
- Members of the staff are responsible for washing their own crockery, cutlery etc. They should also ensure that all food is put away and that surfaces are left clean.
- Entrance and exits must be kept clear at all times
- All deliveries will be dealt with upon arrival and put in the designated place.
- The school committee is responsible for the running of the tuckshop.
- All surfaces where foodstuff is kept must be clean.
- All those serving the children with foodstuff must not carry any other duties at the same time.
- NO HOT DRINKS are to be supplied to children.
- Items sold or made available to the children must be hygienically kept.
- Any items taken out of their rappers or containers must be disposed of at the end of the day and must not be sold on a later date.
- Products containing too much sugar or artificial colourings should be avoided.
- All chemicals, inks etc must be stored upright in sealed containers and placed in the appropriate cabinet. No chemicals shall be left open or placed on the floor.
- All chemicals shall be used in accordance with the supplier’s instructions only.
- Spillages of any chemicals should be dealt with immediately avoiding skin contact and as directed by the supplier’s label.
- The supplier’s manual shall be referred to and any recommendations observed when changing toner, cleaning components or clearing jams.
- paper and materials will be stacked neatly on the appropriate shelving and will not be left in a place liable to cause on obstruction.
Use of VDUs Guidelines
- Adjust chair to suit height of user
- Adjust contrast and screen brightens to suit user
- Use the document holder supplied
- Take ten minute break after each hour’s continuous usage
- Members of staff who are pregnant have the option not to use the VDUs for the duration of the pregnancy
- Smoking is not permitted in any of the GPA’s Buildings.
Health and Safety Representative
- GPAs Health and Safety Officer is Mr Panayiotis Yiacoumi and its Deputy Ms Maria Kakamia.
Reviewed on 12 June 2016
GPA’s CHILD PROTECTION POLICY
FOR GREEK SCHOOLS, YOUTH CLUBS AND GPA CENTRE
The Greek Parents Association (GPA) is a voluntary organization registered with the Friendly Societies No 63 SA. The GPA has established and is responsible for the promotion and running of Greek Community schools.
The GPA recognises its responsibility to safeguard and promote the welfare of children within the legal framework of the Children Acts 1989 and 2004.
We are aware that many children and young people are the victims of different kinds of abuse and that they can be subjected to social factors that have an adverse impact upon their lives – including domestic violence, substance misuse, bullying, child prostitution and ritualistic abuse. We aim to create a safe environment within which children and young people can thrive and adults can work with the security of clear guidance.
For the purposes of these policies and procedure children are any persons under the age of 18 years, or those whom are considered vulnerable.
This child protection policy was adopted by the GPA executive on 16 March 2006 and is reviewed reviewed annually. The next review is to be carried out on 08 March 2016.
These guidelines are for the use of all paid staff, volunteers, visitors and school committee members of the GPA schools. We will make them available to the parents and carers of the children and young people who attend our schools. Through them, we will endeavour to ensure that:
- Children and young people are listened to, valued and respected.
- Staff is aware of the need to be alert to the signs of abuse and know what to do with their concerns.
- All paid and unpaid staff are subject to rigorous recruitment procedures.
- All paid and unpaid staff are given appropriate support and training.
Role of designated teacher
The child protection designated teacher should be the Head or another member of staff appointed by the Head and all members of staff should be aware of who this person is and what their role is.
Each school should have arrangements in place for when the designated teacher is absent.
The designated officer should act as a source of advice and coordinate action within the school over child protection issues. In order to be effective, the designated member of staff should be offered appropriate child protection training.
The designated teacher should be the first person staff and volunteers report cases to and it is the responsibility of the designated teacher to discuss the situation with the GPA Child Protection Officer or his/her deputy who would inform the relevant agencies, such as Children and Families (Children’s Service) or Police.
The designated teacher should also deal with allegations made against staff and volunteers.
The designated teacher should ensure that all staff and volunteers receive appropriate child protection training.
These guidelines are divided into the following sections:
1. Recognising signs of abuse
2. What to do with your concerns
3. Allegations made against staff
4. Safe recruitment
5. Good practice
6. Safeguarding children
7. Health & Safety
10. Code of behaviour – for all Staff and Volunteers.
RECOGNISING SIGNS OF ABUSE
It can often be difficult to recognize abuse. The signs listed in these guidelines are only indicators and many can have reasonable explanations. Children may behave strangely or seem unhappy for many reasons, as they move through the stages of childhood or their families experience changes. It is nevertheless important to know what could indicate that abuse is taking place and to be alert to the need to consult further.
Someone can abuse a child by actively inflicting harm or by failing to act to prevent harm. Abuse can take place within a family, in an institutional or community setting, by telephone or on the Internet. Abuse can be carried out by someone known to a child or by a complete stranger.
If you are worried about a child it is important that you keep a written record of any physical or behavioural signs and symptoms. In this way you can monitor whether or not a pattern emerges and provide evidence to any investigation if required.
Physical abuse can involve hitting, shaking, throwing, poisoning, burning, scalding, drowning, and suffocating. It can also result when a parent or carer deliberately causes the ill health of a child in order to seek attention; this is called fabricated illness, or Munchhausen’s Syndrome by Proxy. Symptoms that indicate physical abuse include:
Bruising in or around the mouth, on the back, buttocks or rectal area
- Finger mark bruising or grasp marks on the limbs or chest of a small child [?]
- Burn and scald marks; small round burns that could be caused by a cigarette
- Fractures to arms, legs or ribs in a small child
- Large numbers of scars of different sizes or ages
Emotional abuse happens when a child’s need for love, security, praise and recognition is not met. It usually co-exists with other forms of abuse. Emotionally abusive behaviour occurs if a parent, carer or authority figure is consistently hostile, rejecting, threatening or undermining. It can also result when children are prevented from social contact with others, or if developmentally inappropriate expectations are imposed upon them. It may involve seeing or hearing the ill treatment of someone else. Symptoms that indicate emotional abuse include:
- Excessively clingy or attention-seeking behaviour
- Very low self-esteem or excessive self-criticism
- Excessively withdrawn behaviour or fearfulness; a ‘frozen watchfulness’
- Lack of appropriate boundaries with strangers; too eager to please
Neglect is the persistent failure to meet a child’s basic physical and/or psychological needs, causing damage to their health and development. It may involve a parent or carer failing to provide adequate food, shelter or clothing, failing to protect a child from harm or danger, or failing to access appropriate medical care and treatment when necessary. It can exist in isolation or in combination with other forms of abuse. Symptoms of physical and emotional neglect can include:
- Inadequate supervision; being left alone for long periods of time
- Lack of stimulation, social contact or education
- Inadequate nutrition, leading to ill-health
- Constant hunger; stealing or gorging food
- Failure to seek or to follow medical advice such that a child’s life or development is endangered
- Inappropriate clothing for conditions
Sexual abuse involves forcing or enticing a child or young person to take part in sexual activities, whether or not the child is aware of what is happening. This may include physical contact, both penetrative and non-penetrative, or involve no contact, such as watching sexual activities or looking at pornographic material. Encouraging children to act in sexually inappropriate ways is also abusive. Under the Sexual Offences Act 2003, any sexual activity – contact or non-contact – with a child under the age of 13 is a crime. Symptoms of sexual abuse include:
- Allegations or disclosure
- Genital soreness, injuries or discomfort
- Sexually transmitted diseases; urinary infections
- Excessive preoccupation with sexual matters; inappropriately sexualised play, words or drawing
- A child who is sexually provocative or seductive with adults.
- Repeated sleep disturbances through nightmares and/or wetting
Older children and young people may additionally exhibit:
- Drug and/or alcohol abuse
- Eating disorders; obsessive behaviours
- Self-mutilation; suicide attempts
- School/peer/relationship problems
2. WHAT TO DO WITH YOUR CONCERNS?
In the event that a child makes an allegation or disclosure of abuse against an adult or another child or young person, it is important that you:
- Listen to them and/or closely observe their presentation and behaviour;
- Let them know that you take what they are saying seriously;
- Do not attempt to question or interview them yourself;
- Let them know that you will need to tell someone else in order to help them. Do not promise to keep what they tell you secret;
- Inform your designated child protection officer as soon as possible;
- Make a written record of the incident or events.
Sometimes you may just feel concerned about a child but do not know whether to share your concerns or not. In this situation you should always raise your concerns with your designated child protection officer, who will help you to decide what to do.
The responsibility for investigating allegations of abuse, whether they result from the disclosure of a child or the concerns of an adult, lies with social workers where the child normally lives and the Police Child Abuse Investigation Team (CAIT). It is the responsibility of the designated child protection officer to make a referral to these agencies, but if you judge the situation to be an emergency and/or you require urgent advice in the absence of the designated officer, you must report your concerns directly.
The Children’s Service also employs Child Protection Advisors (CPAs), who you can contact in office hours for further specialist guidance.
The Duty social worker or CPA will advise you when or whether to inform the child’s parents or carers about any concerns. If they decide to pursue a child protection investigation, you should:
- Work closely and collaboratively with all professionals involved in the investigation, in order to keep the child safe;
- Attend a child protection conference if you are invited. You will be asked to provide information about your involvement with the child, which is why it is important to keep records of your concerns;
- Attend any subsequent child protection review conferences.
3. ALLEGATIONS MADE AGAINST STAFF OR VOLUNTEERS
We are aware of the possibility that allegations of abuse may be made against members of our staff. They can be made by children and young people and they can be made by other concerned adults. Allegations can be made for a variety of reasons. Some of the most common are:
- Abuse has actually taken place;
- Something happens to a child that reminds them of an event that happened in the past – the child is unable to recognize that the situation and the people are different;
- Children can misinterpret your language or your actions because they are reminded of something else;
- Some children know how powerful an allegation can be; if they are angry with you about something they can make an allegation as a way of hitting out;
- An allegation can be a way of seeking attention.
The Designated teacher should bring all allegations to the notice of the GPA child protection officer immediately. In cases where the allegation is made against the Designated Teacher, the complainant should inform directly the GPA Child Protection Officer.
- Make sure that the child in question is safe and away from the alleged abuser;
- Contact the Children’s Service Referral & Assessment Team relevant to where the child lives.
- Contact the parents or carers of the child if advised to do so by the social worker/officer in charge of allegations;
- Irrespective of any investigation by social workers or the police, you should follow the appropriate disciplinary procedure; the member of staff will either be asked to carry out other duties away from the school setting or be suspended pending the completion of the investigation.
- Consider whether the person has access to children anywhere else and whether those organizations or groups need to be informed;
- Act upon the decisions made in any strategy meeting.
All incidents should be investigated internally after any external investigation has finished. There should also be a review of organisational practice and if necessary additional measures put in place to prevent a similar thing happening again.
4. SAFE RECRUITMENT
The application of rigorous procedures for the recruitment of any staff who come into contact with children, both directly and indirectly, can reduce the likelihood of allegations of abuse being made that are founded. As an absolute minimum, the following standards should be followed:
- All prospective staff (paid and unpaid) should complete an application form which asks for details of their previous employment and for the names of two referees;
- All prospective workers (paid and unpaid) should have a new Disclosure and Barring Service (DBS) disclosure before they start employment with you – anyone who refuses to do so should not be employed; for those members of staff who have recently arrived to UK from Cyprus or Greece, they will be obliged to produce the equivalent checks.
- All prospective workers (paid and unpaid) should be interviewed to establish previous experience of working in an environment where there is contact with children and perceptions of acceptable behaviour;
- Nobody should start work before references have been received. Referees should be reminded that references should not misrepresent the candidate or omit to say things that might be relevant to their employment;
- All appointments to work with children should be subject to an agreed probationary period;
- New members of staff should be clear about their responsibilities and wherever possible, work to an agreed job description;
- These guidelines should be available to everyone and fully discussed as part of an induction process.
5. GOOD PRACTICE
- Every organization working with children should have a designated child protection teacher who must undergo child protection training. It is the responsibility of this person to make themselves available for consultation by staff, volunteers, visitors, children and their families and to report all incidents to the GPA Child protection Officer.
- All staff are responsible for children while on these premises and must make sure that health and safety guidelines are adhered to;
- All staff working with children should receive supervision from a more experienced staff member and should attend basic child protection training.(refresher courses every 3 years)
- No member of staff should be left alone with a child where they cannot be observed by others;
- Under no circumstances should visitors be allowed to wander around the premises unaccompanied when children and young people are present;
- Staff should be alert to strangers frequently waiting outside a venue with no apparent purpose. Children should not be collected by people other than their parents unless notification has been received;
- If a child is not collected after a session it is reasonable to wait approximately half an hour for a parent or carer to arrive. If the parent or carer or other identified persons cannot be contacted, staff should contact the GPA Child Protection Officer for advice.
6. Outings & Trips
- All vehicles hired for outings must be insured, roadworthy and fitted with seatbelts;
- All drivers should travel with at least one escort. Drivers and escorts should have up to date DBS checks and been subject to
- appropriate recruitment procedures. All drivers and escorts should agree to abide by these guidelines;
- Roll call will be taken at the start of a journey and again before commencing the return journey; if travelling in more than one vehicle, children will be encouraged to travel in the same vehicle there and back;
- Staff accompanying trips will carry the contact numbers for the home organization and emergency services in the event of an alert being necessary;
- If a child goes missing while on a trip, staff should instigate an immediate search. If the child cannot be found within half an hour, the appropriate security staff and the police should be notified;
- If, having notified security staff and the police, the child cannot be found; the parents/carers of the child will be notified immediately;
- The care of the remaining children is paramount. It is imperative that they return to the home site as quickly as possible, while a senior staff member remains at the visit site to co-ordinate contact between security staff and the child’s parents/carers.
- Use of premises by other organisations
- In the event that a room or rooms on the premises are used by other organizations, we will ensure that children and young people are supervised at all times.
7. Health & Safety
Our Health & Safety policy, set out in a separate document, reflects the consideration we give to the protection of our children both within the school environment and when away from the school when undertaking school trips and visits. We confirm that project premises, play equipment and play areas are safe and suitable.
We confirm that we have relevant insurance in place.
GREEK PARENTS ASSOCIATION (GPA)
9. WHISTLE BLOWING POLICY AND PROCEDURE FOR ITS STAFF AND VOLUNTEERS
We aim to develop a culture of openness.
Consequently, it is fundamental that any concerns, which you may have about suspected malpractice within the GPA, are aired. It is clearly in all our interests to ensure that any malpractice does not occur.
To this end, we have devised a policy and procedure to cover the airing of genuine concerns which you may have about suspected malpractice within the organisation.
The policy and procedure is intended to conform to the guidance in the Public Interest Disclosure Act 1998 (PIDA).
PIDA encourages you to raise concerns internally in the first instance.
The policy and procedure is not incorporated by reference into your Contract of Employment.
This applies to all permanent and short term employees of the GPA. It also applies to all volunteers, secondees, external consultants, contractors and agency personnel whilst at the GPA.
Malpractice includes (but is not confined to): conduct likely to prejudice the standing of the GPA, breaches of internal rules and regulations, criminal offences or breaches of civil law, endangerment of the health and safety of any person, discrimination, harassment, environmental damage and the deliberate concealment of any malpractice.
A qualifying disclosure under PIDA is one which, in the reasonable belief of the worker making the disclosure, suggests that one or more of the above has been committed, is being committed or is likely to be committed.
PIDA protects you in making a disclosure to the GPA where the disclosure meets the requirements set out above and is made in good faith.
In raising a malpractice concern, you may assume that only those GPA staff investigating the malpractice concern will know your identity. There may be circumstances, however, in which we may be required to reveal your identity. If this is the case, we will take all reasonable steps to ensure that you suffer no detriment.
If you raise a malpractice concern, you will be taken seriously and will be treated fairly and justly by the GPA. We will take all reasonable steps to ensure that no person under our control engages in victimisation in any form.
Disciplinary action will be taken against anyone deliberately raising false and malicious allegations.
1. Raising a concern: if you have a malpractice concern, you should inform your Head Teacher of the concern. Your Head Teacher will then raise the matter with the GPA Coordinator. If the concern involves your Head, or for any reason you would prefer them not to be told, you may raise the matter directly with the GPA Coordinator
2. If you feel you need to take advice before doing so, you may contact the independent charity, Public Concern at Work on 020 7404 6609. They provide free, confidential legal advice on whistleblowing matters. But remember that there is no “gateway” to allow you to disclose any confidential information to them.
3. If you have disclosed your worry and you are concerned either by the response or lack of response, or if you feel unable to talk to the above mentioned persons for whatever reason, you can contact the GPA Council Chairman, Panayiotis Yiacoumi, 39 Winkfield Road, London, N22 5RP, telephone 07939 589759, email firstname.lastname@example.org or if relevant, a body prescribed for the purpose under PIDA. A list of such bodies, the matters for which they have been prescribed and the relevant test can be found at www.fsa.gov.uk/whistle/.
4. Fact find: as the person raising the malpractice concern, you may be accompanied at any fact finding meeting(s) by a fellow employee of your choice who may be a friend or colleague or a Staff Consultative Committee representative. Alternatively, you may be accompanied by a full time officer employed by a Trade Union. You may confer with your companion during the course of the meeting and he/she may address the meeting but may not answer questions on your behalf. Individual(s) under investigation may also be accompanied on the same basis. The GPA Coordinator may be accompanied by any member of the Executive Committee.
5. Investigation: the Ethics Officer will conduct a full investigation with the objective of establishing whether malpractice has occurred. The format of the investigation may vary depending upon the circumstances.
6. Findings: the coordinator will communicate the findings of the investigation to: a) you as the person raising the malpractice concern; b) the individual(s) under investigation; and, if appropriate c) those members of GPA management or external authorities who need to consider whether action should be taken on the basis of the findings.
10. Code of behaviour - for all staff and volunteers
1. Staff and volunteers should not spent excessive amounts of time alone with children, away from others. Meetings with individual children should be avoided or take place within sight of others. If privacy is needed, the door should remain open and other staff or volunteers should be aware of the meeting.
2. Staff and volunteers are advised not to make unnecessary physical contact with children. However, there may be occasions when physical contact is unavoidable, such as providing comfort at times of distress, or physical support in contact sports or similar. In all such cases contact should only take place with the consent of the child.
3. It is not good practice to take children alone in a car, however short the journey. Where this is unavoidable, it should be with the full knowledge and consent of the parents, (or guardians) and the person in charge of the GPA event.
4. Staff and volunteers should not meet children outside of organised activities, unless it is with the knowledge and consent of the parents and the person in charge of the GPA event.
5. Staff and volunteers should not start an investigation or question anyone after an allegation or concern has been raised. This is the job of the authorities. You should just record the facts and report these to a designated person
6. Staff and volunteers should never (even in fun)
- Initiate or engage in sexually provocative conversations or activity.
- Allow the use of inappropriate language to go unchallenged
- Do things of personal nature for children that they can do themselves
- Allow any allegations made by a child go without being reported and addressed, or either trivialise or exaggerate child abuse issues
- Make promise to keep any disclosure confidential from relevant authorities
7. Staff or volunteers should not show favouritism to any one child, nor should they issue or threaten any form of physical punishment
8. Staff and volunteers must respect children's rights to privacy and encourage and adults to feel comfortable enough to report attitudes or behaviour they do not like.
9. Staff and volunteers at GPA events will be expected to act with discretion with regards to their personal relationships. They should ensure their personal relationships do not affect their leadership role within the organisation
10. Staff and volunteers must refrain from consuming alcohol for a period of at least 12 hours prior to assuming responsibility for any child or children; or if they have been identified as a duty officer for a y period of time
11. All staff and volunteers should be aware of the procedures for reporting concerns or incidents, and should familiarise themselves with the contact details of the designated persons
12. If a member of staff or volunteer finds himself or herself the subject of inappropriate affection or attention from a child, they should make others aware of this
13. If a member of staff or volunteer has any concerns relating to the welfare of a child in their care, be it concerns about actions/behaviours or another staff member or volunteer or concerns based on any conversation with the child; particularly where the child makes an allegation, they should report this to a designated person.
Our child protection policy is reviewed annually. It was last reviewed on 14/01/2016 and is due to be reviewed on 13/01/2017.
GPA Data Protection Policy
This policy applies to all staff and volunteers of the Greek Parents Association (GPA)
The purpose of this policy is to enable the GPA to:
- comply with the law in respect of the data it holds about individuals;
- protect GPA’s clients, staff, volunteers and other individuals
- Protect the organisation from the consequences of a breach of its responsibilities.
Brief introduction to Data Protection Act 1998
The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.
The Act works in two ways. Firstly, it states that anyone who processes personal information must comply with eight principles, which make sure that personal information is:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Not kept for longer than is necessary
- Processed in line with the rights of Data Subjects
- Not transferred to other countries without adequate protection
The second area covered by the Act provides individuals with important rights, including the right to find out what personal information is held on computer and most paper records.
The GPA will:
- comply with both the law and good practice
- respect individuals’ rights
- be open and honest with individuals whose data is held
- provide training and support for staff and volunteers who handle personal data, so that they can act confidently and consistently
The GPA recognises that its first priority under the Data Protection Act is to avoid causing harm to individuals. Information about staff, volunteers and clients will be used fairly, securely and not disclosed to any person unlawfully.
Secondly, the Act aims to ensure that the legitimate concerns of individuals about the ways in which their data may be used are taken into account. In addition to being open and transparent, GPA will seek to give individuals as much choice as is possible and reasonable over what data is held and how it is used.
The GPA Organisation is the Data Controller and is registered under the Data Protection Act 1998. All processing of personal data will be undertaken in accordance with the data protection principles.
The Data Subject is the individual whose personal data is being processed. Examples include:
- Employees – current and past
Processing means the use made of personal data including:
- making available within or outside the organisation
- printing, sorting, matching, comparing, destroying.
The Data Controller is the legal ‘person’, or organisation, that decides why and how personal data is to be processed. The data controller is responsible for complying with the Data Protection Act.
The Data Processor - the data controller may get another organisation to be their data processor, in other words to process the data on their behalf. Data processors are not subject to the Data Protection Act. The responsibility of what is processed and how remains with the data controller. There should be a written contract with the data processor who must have appropriate security.
The Data Protection Officer is the name given to the person in organisations who is the central point of contact for all data compliance issues.
The Board of Trustees recognises its overall responsibility for ensuring that the GPA complies with its legal obligations.
The Data Protection Officers are currently Panayiotis Yiacoumi and Maria Kasamia who has the following responsibilities:
- Briefing the board on Data Protection responsibilities
- Reviewing Data Protection and related policies
- Advising other staff on Data Protection issues
- Ensuring that Data Protection induction and training takes place
- Handling subject access requests
- Approving unusual or controversial disclosures of personal data
- Ensuring contracts with Data Processors have appropriate data protection clauses
- Approving data protection-related statements on publicity materials and letters
Each member of staff and volunteer at GPA who handles personal data will comply with the organisation’s operational procedures for handling personal data (including induction and training) to ensure that good Data Protection practice is established and followed.
All staff and volunteers are required to read, understand and accept any policies and procedures that relate to the personal data they may handle in the course of their work.
Significant breaches of this policy will be handled under GPA’s disciplinary procedures.
Because confidentiality applies to a much wider range of information than Data Protection, the GPA has a separate Confidentiality Policy. This Data Protection Policy should be read in conjunction with the GPA’s Confidentiality Policy.
The GPA has a privacy statement for clients, setting out how their information will be used. This is available on request,
Staff, volunteers and workers are required to sign a short statement indicating that they have been made aware of their confidentiality responsibilities
In order to provide some services, GPA will need to share client’s personal data with other agencies (Third Parties). Verbal or written agreement will always be sought from the client before data is shared.
Where anyone within the GPA feels that it would be appropriate to disclose information in a way contrary to the confidentiality policy, or where an official disclosure request is received, this will only be done after discussions with a manager or the Data Protection Officer. All such disclosures will be documented.
This section of the policy only addresses security issues relating to personal data. It does not cover security of the building, business continuity or any other aspect of security.
- Any recorded information on clients, volunteers and staff will be:
- Protected by the use of passwords if kept on computer
- Destroyed confidentially if it is no longer needed
Access to information on the main database is controlled by a password and only those needing access are given the password. Staff and volunteers should be careful about information that is displayed on their computer screen and make efforts to ensure that no unauthorised person can view the data when it is on display.
Notes regarding personal data of clients should be shredded or destroyed.
Data Recording and storage
The GPA has a database holding basic information about all clients and volunteers. The back-up discs of data are kept in the safe.
The GPA will regularly review its procedures for ensuring that its records remain accurate and consistent and, in particular:
- The database system is reviewed and re-designed, where necessary, to encourage and facilitate the entry of accurate data.
- Data on any individual will be held in as few places as necessary, and all staff and volunteers will be discouraged from establishing unnecessary additional data sets.
- Effective procedures are in place so that all relevant systems are updated when information about any individual changes.
- Staff and volunteers who keep more detailed information about individuals will be given additional guidance on accuracy in record keeping.
- Data will be corrected if shown to be inaccurate
GPA stores archived paper records of clients and volunteers securely in the office.
Access to data
All clients and customers have the right to request access to all information stored about them. Any subject access requests will be handled by the Data Protection Officer within the required time limit.
Subject access requests must be in writing. All staff and volunteers are required to pass on anything which might be a subject access request to the Data Protection Officer without delay.
All those making a subject access request will be asked to identify any other individuals who may also hold information about them, so that this data can be retrieved.
Where the individual making a subject access request is not personally known to the Data Protection Officer their identity will be verified before handing over any information.
The required information will be provided in permanent form unless the applicant makes a specific request to be given supervised access in person.
The GPA will provide details of information to service users who request it unless the information may cause harm to another person.
Staff have the right to access their file to ensure that information is being used fairly. If information held is inaccurate, the individual must notify the Chairman so that this can be recorded on file.
The GPA is committed to ensuring that in principle Data Subjects are aware that their data is being processed and
- for what purpose it is being processed;
- what types of disclosure are likely; and
- how to exercise their rights in relation to the data.
Data Subjects will generally be informed in the following ways:
- Staff: in the staff terms and conditions
- Volunteers: in the volunteer welcome/support pack
- Clients: when they request (on paper, on line or by phone) services
Standard statements will be provided to staff for use on forms where data is collected.
Whenever data is collected, the number of mandatory fields will be kept to a minimum and Data Subjects will be informed which fields are mandatory and why.
Consent will normally not be sought for most processing of information about staff. Although staff details will only be disclosed for purposes unrelated to their work for the GPA (e.g. financial references) with their consent.
Information about volunteers will be made public according to their role, and consent will be sought for (a) the means of contact they prefer to be made public, and (b) any publication of information which is not essential for their role.
Information about clients will only be made public with their consent. (This includes photographs.)
‘Sensitive’ data about clients (including health information) will be held only with the knowledge and consent of the individual.
Consent should be given in writing, although for some services it is not always practicable to do so. In these cases verbal consent will always be sought to the storing and processing of data. In all cases it will be documented on the database that consent has been given.
All Data Subjects will be given the opportunity to opt out of their data being used in particular ways, such as the right to opt out of direct marketing (see below).
The GPA acknowledges that, once given, consent can be withdrawn, but not retrospectively. There may be occasions where the GPA has no choice but to retain data for a certain length of time, even though consent for using it has been withdrawn.
GPA will treat the following unsolicited direct communication with individuals as marketing:
- seeking donations and other financial support;
- promoting any GPA services;
- promoting membership to supporters;
- promoting sponsored events and other fundraising exercises;
- marketing on behalf of any other external company or voluntary organisation.
Whenever data is first collected which might be used for any marketing purpose, this purpose will be made clear, and the Data Subject will be given a clear opt out. If it is not possible to give a range of options, any opt-out which is exercised will apply to all GPA‘s marketing. GPA does not have a policy of sharing lists, obtaining external lists or carrying out joint or reciprocal mailings.
GPA will only carry out telephone marketing where consent has been given in advance, or the number being called has been checked against the Telephone Preference Service.
Whenever e-mail addresses are collected, any future use for marketing will be identified, and the provision of the address made optional.
Staff training and acceptance of responsibilities
All staff who have access to any kind of personal data will be given copies of all relevant policies and procedures during their induction process, including the Data Protection policy, Confidentiality policy and the operational procedures for handling personal data. All staff will be expected to adhere to all these policies and procedures.
Data Protection will be included in the induction training for all volunteers.
GPA will provide opportunities for staff to explore Data Protection issues through training, team meetings, and supervisions.
The policy will be reviewed in November 2016 by the Chairman and approved by the Board of Trustees. It will also be reviewed in response to changes in relevant legislation, contractual arrangements, good practice or in response to an identified failing in its effectiveness.
Date this policy was approved by the GPA Management Committee 04/10/2015