Date for review: 11 Feb 2028

Reference: Health & Safety Policy

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1. Introduction and Aim

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This policy covers our general health and safety, hygiene and working from home arrangements.

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Our policy aims to clarify responsibilities for health and safety, to prevent accidents and cases of work related ill-health, to manage health and safety risks and to provide adequate training to achieve these objectives.

 

2. Responsibilities

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The office manager is responsible for ensuring the overall policy is implemented. The hosting coordinator  is responsible for ensuring the partners which host our volunteers have adequate health and safety policies of their own and in ensuring the training of volunteers at our residential camps. Our sending coordinator is responsible for checking that our partners abroad have health and safety policies and monitor the residential facilities where our volunteers are hosted.Our staff that work from home have the responsibility for checking their own workstation using the  https://www.hse.gov.uk/pubns/ck1.pdf  checklist and reporting any problems to the office manager.

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3. Additional health and wellbeing precautions

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In light of the COVID-19 pandemic, ICYE will take active steps to mitigate the spread of any novel or existing health conditions as required by appropriate national mandate or guidance. It is important that we all respond responsibly and transparently to health precautions. We will always treat your private health and personal data with high confidentiality and sensitivity.

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4. Volunteering

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Staff will check that projects where volunteers are placed are also aligned to the necessary arrangements and have their own health and safety policies and risk assessments.

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ICYE placements on the ICYE Long-term Programme and Short-term Programme (STePs) are arranged in conjunction with the ICYE partner organisation in the country where the voluntary placement takes place.

 

The ICYE partner organisation in each country is responsible for finding suitable voluntary placements (most often in organisations with which they have well established partnerships) and also for providing suitable accommodation either with a host family, in shared volunteer accommodation or within a project.The sending coordinator will check that our ICYE partners abroad have an active health and safety policy.

 

ICYE UK provides all volunteers with pre-departure training which includes information on cultural adaption,sexual harassment, problem solving, practical information and guidance, etc. Volunteers are provided with an orientation training / meeting in their host country which covers more specific information about the country in which they are volunteering including information on personal safety and necessary regulations.

 

Each placement is provided with comprehensive medical insurance which will enable them to access private medical care in-country if required. The insurance company have 24-hour emergency contact numbers in case of hospitalisation or other medical emergency. Volunteers are also provided with a 24-hour contact number for ICYE in the UK and also for ICYE in the country they are volunteering in.

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5. Health and Safety at Residential Camps

 

All members of staff, volunteers, young people and other users of any building within which ICYE operates, have a general responsibility to take care of the Health and Safety of themselves and others and to co-operate in the implementation of this policy. ICYE hosting coordinator  will ensure that Risk Assessments of properties used for residential camps are undertaken on a regular basis and any identified action is implemented. ICYE hosting co-ordinator will ensure fire regulations and escape routes are known and procedures followed and that at least one member of staff in each ICYE work setting is a qualified First Aider (or that a qualified first aider is available) and that all health and safety certificates are up to date. ICYE hosting co-ordinator will ensure that all premises are safe, tidy and hygienic and that a stock of First Aid equipment is adequately maintained and available for use.An accident book should be kept with any injuries noted to ensure health and safety is monitored.  

 

6. Sick Leave Arrangements

 

If you have cold symptoms, such as cough/sneezing/fever, or feel poorly, inform the office manager and work from home, or request sick leave if you are unable to work. 

 

7. Working from Home

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ICYE UK operates a flexible working model where staff can work from home. It is important that workstations at home meet minimum requirements and do not present a health and safety risk. Employees should read the Health and Safety Executive pamphlet Working with Display Screen Equipment https://www.hse.gov.uk/pubns/indg36.pdf. They should then fill in the Display Screen Equipment (DSE) workstation checklist https://www.hse.gov.uk/pubns/ck1.pdf  and discuss any problems with the office manager or chair as appropriate. ICYE will ensure that workstations meet minimum standards and are suitable for the tasks employees undertake. When working at home employees should plan the work so there are breaks or changes of activity. On request, ICYE will provide eye and eyesight tests and special corrective spectacles if they are necessary.

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In the event of applicable lockdown restrictions, all staff and volunteers will be required to work from home. If you have children whose normal childcare (including school) is not available due to self-isolation requirements, contact the Office Manager as soon as possible, who will work with you to balance your work and caring responsibilities.

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If your personal circumstances require you to self-isolate for a period of time (whether for your own health reasons or to protect others), please contact your Office Manager who will work with you.

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8. General Hygiene Rules

 

Wash your hands after using the toilet, before eating, and if you cough/sneeze into your hands (follow the 20-second hand-washing rule). You can also use the sanitizers you’ll find around the office/venue.

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Cough/sneeze into a tissue or into your elbow, not your hands. If you use a tissue, discard it properly. Clean/sanitise your hands immediately.

Open the windows regularly to ensure free ventilation, while adhering to safety and security needs. 

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Avoid touching your face, particularly eyes, nose, and mouth with your hands to prevent from getting infected.If you find yourself coughing/sneezing on a regular basis, avoid close physical contact with your co-workers and take extra precautionary measures (such as requesting sick leave).

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9. Monitoring and Review

 

Staff should report all health and safety concerns to the office manager. Any major concerns or accidents should come to the Board of Trustees. When working habits, conditions or legal requirements change the policy should be updated and new risk assessments carried out by the office manager as appropriate. Otherwise the policy should be reviewed every 3 years.