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<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
GWERSYLL YR URDD<br />
GLAN-LLYN<br />
POLICIES
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
CONTENTS<br />
This handbook’s content is listed alphabetically except for “Introduction” and “Aims<br />
of the Gwersyll” which are shown on the following pages.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
INTRODUCTION<br />
The purpose of this handbook is to set out Gwersyll yr <strong>Urdd</strong> Glan-llyn’s <strong>Policies</strong> on<br />
different aspects of the running and work of the Gwersyll. This handbook was<br />
originally written in January 1994. The Gwersyll have separate policies on some<br />
aspects, e.g. Health and Safety, which adhere to the legal requirements, and also more<br />
detailed policies on each of the activities in the Gwersyll including risk assessments.<br />
The Gwersyll has a defined procedure and guidelines for every situation. Our<br />
intention is to offer the best service possible to fulfil each course’s requirements –<br />
safe, professional and effective courses.<br />
As a provider of educational outdoor experiences, Glan-llyn has health and safety<br />
responsibilities to the <strong>Urdd</strong> Council, to schools, headteachers, teachers and<br />
councillors, and especially to Wales’ children and young people.<br />
These responsibilities include:-<br />
• meeting legal requirements of the Health and Safety Act 1974, Health and Safety<br />
control rules 1992 and the Outdoor Centres Act (Young People’s Safety) 1995<br />
• developing an understanding of risk, risk control, good practices and constant care<br />
of the course participants, course leaders, teachers and <strong>Urdd</strong> staff<br />
• strengthening our links with customers – our most important assets are our<br />
residents and they are our business<br />
• systematically acknowledging and controlling risk in all the activities<br />
• responding to incidents and internal and external changes which necessitates that a<br />
revision system is in place and is being operated at relevant periods<br />
• creating and keeping a system to record, revise and learn from incidents and<br />
experiences<br />
Our policies are revised regularly and the most recent date is noted. We will be<br />
creating new policies regularly as we develop and update our systems.<br />
Aled Siôn<br />
August 2005
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
THE AIMS OF GWERSYLL YR URDD GLAN-LLYN<br />
The aims of Gwersyll yr <strong>Urdd</strong> Glan-llyn are to create opportunities for children,<br />
young people and adults to reside, learn and socialise within a safe, welcoming,<br />
Welsh environment. The essential contribution of the staff is acknowledged in<br />
providing a wide range of exciting experiences through providing professional and<br />
fulfilling courses - and through this fulfilling the aims and ideals of the <strong>Urdd</strong> <strong>Gobaith</strong><br />
<strong>Cymru</strong> movement.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
DEPOSITS/REFUNDS<br />
On Gwersyll yr <strong>Urdd</strong> Glan-llyn courses<br />
1. The deposit secures a place on the course. If the case is withdrawn before six<br />
weeks before the date of the course, half the deposit and bus money less £1.00<br />
will be refunded.<br />
2. If the case is withdrawn within six weeks of the course, it must be for medical<br />
reasons, and a doctor’s certificate is required in order for any refund to be<br />
made.<br />
3. No refund is made for any other reason e.g. homesickness, sent home for<br />
misbehaviour.<br />
4. If any course is cancelled by the <strong>Urdd</strong>, a full refund will be made of any<br />
deposit and bus money.<br />
On other courses<br />
If a deposit is required, e.g. for an individual school, there will be no refund at<br />
all if a school pulls back after confirming a stay at the Gwersyll.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
APPRAISAL<br />
1. We welcome constructive comments and suggestions, both positive and negative.<br />
We keep a detailed record of appraisals.<br />
2. It is realised that the most important aspect of the Gwersyll, as well as our staff,<br />
are our customers. ‘Customer Care’ is a large part of every one of the Gwersyll’s<br />
systems. Our aim is to ensure that every member of staff thinks of the customer<br />
and the effect that their work has on the customer when undertaking any duties.<br />
3. At the end of each course, we appraise everything. An appraisal form is handed<br />
out to a significant number of the course participants and to teachers/swogs/adults.<br />
The only way for us to improve our service is by listening to our customers.<br />
4. We act upon constructive comments to our ability. Sometimes, we are restricted<br />
due to financial pressures, time, priorities and the practicalities of the comments.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
EXTERNAL BUSES<br />
1. The usual external bus company used by the Gwersyll is Williams Bala, but<br />
each course leader is welcome to use any bus company of their choice.<br />
2. The course leader is responsible for arranging transport to the Gwersyll unless<br />
they ask the Gwersyll to arrange it.<br />
3. If any company other than Williams Bala is used it is expected that our buses<br />
leaflet (on the next page) is sent to the bus company for their information.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
BUSES<br />
Unless you are using Williams Bala buses, would you please ensure that your chosen<br />
bus company received the guidelines below.<br />
Speed must be restricted to 10 miles per hour along the road to the Gwersyll<br />
When a bus reverses there should be someone to ensure that there are no children<br />
behind the bus<br />
If buses are left at the Centre, the driver should ask the Duty Officer before parking<br />
where the buses can be parked<br />
Drivers should keep in mind the type of centre we have at Glan-llyn i.e. children and<br />
young people everywhere, when driving at the Centre. Drive with care.<br />
Meals will be offered to one person from each bus
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
MINI BUSES/VEHICLES<br />
1. Operation<br />
The minibuses are operated under a small bus permit issued by Gwynedd Council<br />
under Section 19 of the 1985 Transport Act. The Vehicle Inspectorate can inspect the<br />
vehicles at any time. The vehicles are managed in accordance with the Department of<br />
the Environment, Transport and the Regions, Guide to Maintaining Roadworthiness:<br />
Passenger Carrying Vehicles.<br />
2. Responsibility<br />
The Director of the Gwersyll is responsible for the fitness of each vehicle for the<br />
road.<br />
On a daily basis the driver is legally responsible for the condition of the vehicle<br />
and must report any defects to the Director immediately. The driver should check<br />
the following:-<br />
• Tyres<br />
• Oil and water levels<br />
• Lights<br />
• Windows<br />
• Fuel<br />
• Doors<br />
• Seat belts<br />
3. Driver’s Daily Check<br />
Every driver should complete a Drivers’ Vehicle Defect Report for each journey<br />
made. The form should be returned to the office at the end of the journey. This form<br />
should also be filled for minibuses hired from outside the Gwersyll. Drivers’ should<br />
report any defects to the Director immediately. The Director should decide if the<br />
vehicle is roadworthy. If not, the Director should decide if it is possible to correct the<br />
defect immediately or should the vehicle be sent to the garage.<br />
4. Drivers<br />
All minibus drivers must have D1 category on their drivers licence. Members of staff<br />
of <strong>Urdd</strong> <strong>Gobaith</strong> <strong>Cymru</strong> over 21 years of age can drive Glan-llyn minibuses.<br />
Teachers and visitors over 25 years of age can drive Glan-llyn minibuses. A copy of<br />
the driver’s licence must be given to the Director before driving any centre vehicle.<br />
The driver must follow The Highway Code at all times.<br />
5. Speed limits<br />
Built up areas<br />
Single carriageway roads (A roads)<br />
Dual carriageways<br />
Motorways<br />
30mph<br />
50mph<br />
60mph<br />
70mph<br />
6. Maintenance<br />
A maintenance plan for the vehicles is displayed in the office. The vehicles are<br />
inspected on a monthly basis by Glan-llyn staff. The minibuses receive two safety<br />
inspection every year as well as an MOT. The vehicles are serviced according to the<br />
manufacturers instructions. Henblas Garage, Bala are responsible for all mechanical<br />
repairs to the vehicles.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
7. Passenger numbers<br />
VW LT31 CN51 DYT 16 & driver<br />
LDV Convoy R197 GDE 16 & driver<br />
LDV 3.5 Turbo CN51 DYT 16 & driver<br />
8. Passengers<br />
a) The driver should explain briefly at the start of every journey the expectations for<br />
behaviour. This should include:<br />
i) everyone should remain seated, with a seatbelt fixed throughout the<br />
whole journey.<br />
ii) nobody should shout or create a disturbance that could distract the<br />
driver.<br />
iii) nobody should throw anything around the bus or out of the window<br />
of the bus;<br />
iv) nobody should place any part of their body outside the bus<br />
v) should report any problem immediately to the driver<br />
b) The driver should ensure that all seatbelts are properly fixed before driving away.<br />
c) A responsible person, other than the driver should be responsible for passenger<br />
behaviour, where possible.<br />
d) The driver should report all incidents/damage to the Director immediately on<br />
return to the centre.<br />
e) Children should never be left unattended in the minibus.<br />
9. Emergencies<br />
All minibuses have a pack explaining the procedure to follow in any incident. The<br />
pack contains the centre phone number, a small amount of change, details of how to<br />
change a wheel. All buses should contain a first aid kit and a fire extinguisher.<br />
10. Driving times<br />
The driver should take a break of at least 45 minutes after four hours driving. Ideally<br />
the driver should take frequent, short breaks, for instance, 20 minutes every two<br />
hours. No driver should drive for more than 10 hours in any 24 hour period. Nobody<br />
should drive if they are tired. Driving time should be reduced if the driver is<br />
responsible for leading group activities within the same 24 hour period.<br />
11. Exits should not be blocked by baggage.<br />
12. The bus should be parked in a designated parking area and should on no account block<br />
access to any building.<br />
13. Smoking is not allowed on the minibus.<br />
14. Animals are not allowed to be carried on <strong>Urdd</strong> minibuses.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
CABAN BWYTA (CANTEEN)<br />
1. Glan-llyn is governed by Gwynedd County Council. Council officers visit the<br />
Gwersyll regularly in order to inspect our systems. Any suggestions that they<br />
make are acted upon.<br />
2. The Gwersyll have adopted a system where no one is permitted to be in the<br />
kitchen apart from kitchen staff. Some others are permitted at times, e.g. to<br />
service machines, in an emergency/first aid.<br />
3. It is not permitted for any person apart from the kitchen staff, to be in the dishwashing<br />
area without permission.<br />
4. The Gwersyll provide a varied menu with one main meal. There is more<br />
choice sometimes.<br />
5. Food for vegetarians and those with other special dietary needs is prepared<br />
separately. In order to help with the Gwersyll’s procedures, each group should<br />
give advance information about vegetarians or food allergies.<br />
6. The Gwersyll is flexible about meal times, depending on the wishes and needs<br />
of each individual course, but the latest time for supper is 7.00 p.m. due to<br />
staffing needs.<br />
7. No wet clothes are permitted to be worn in the Caban Bwyta, e.g. shoes,<br />
wetsuit, buoyancy aid.<br />
8. There is always drinking water available for course participants in the Caban<br />
Bwyta.<br />
9. At the end of each meal, it is expected that the course participants clear the<br />
tables and return their dishes to the counter.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
CABAN SYCHU (DRYING ROOM)<br />
1. The purpose of the Caban Sychu is for drying residents’ clothes e.g. towels<br />
and swimming clothes.<br />
2. The procedure for using the Caban Sychu is explained in our welcoming<br />
speech.<br />
3. We encourage the course leader to appoint someone in charge of the Caban<br />
Sychu, e.g. a teacher or swog.<br />
4. There is a dryer which can be used for a fee. In an emergency, the Gwersyll<br />
will tale responsibility for drying clothes.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
ABUSE<br />
1. This policy has been designed after advice from relevant parties of the County<br />
Council.<br />
2. Every member of staff at the Gwersyll is aware of the appropriate steps to<br />
take. If they suspect any kind of abuse, they must contact the Duty Officer.<br />
3. Upon notification of any suspicion of abuse, the Duty Officer will contact the<br />
Director. The Director will either take over or ask the Duty Officer to deal<br />
with the matter.<br />
4. The Duty Officer will contact the relevant parties in Gwynedd if they are of<br />
the opinion that this is necessary. Every one of the Managers is aware of the<br />
procedure to be followed. The names and telephone numbers of the relevant<br />
parties are kept in the Director's office.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
TEA/COFFEE<br />
1. Teachers, swogs and assistants are welcome to have tea and coffee in the<br />
Caban Bwyta anytime day or night. All the necessary equipment and<br />
provisions are there. The kitchen staff will help you if needed.<br />
2. A jug should be used for hot water at all times, by staff and residents.<br />
Individual cups should never be placed under the hot water spout.<br />
3. In the evening, some food will be left out for teachers/swogs.<br />
4. It is kindly requested that every plate, cup etc be returned to the counter in<br />
order that they may be washed immediately the next morning. It is also kindly<br />
requested that everywhere be left clean and in an acceptable condition.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
COMPLAINTS<br />
1. The Gwersyll welcomes any constructive comments about the service it<br />
provides. It is only through listening to our customers’ opinion that we can<br />
develop and meet the customers’ requirements.<br />
2. Glan-llyn’s policy is to acknowledge and reply to all complaints within five<br />
days of receipt.<br />
3. If the complaint is a genuine one, the Managing team should research the<br />
matter and act through changing the relevant policy and informing the<br />
complainant of the changes.<br />
4. If a complaint is received against a member of staff, two managers will<br />
research the matter and act accordingly. The staff handbook along with<br />
employment contracts clearly states expected behaviour and also sets out the<br />
disciplinary procedure if necessary.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
MEETINGS<br />
1. Meetings are an integral part of the different departments within Glan-llyn that<br />
help to ensure the smooth running of the Gwersyll.<br />
2. A number of meetings are held at different levels:-<br />
a) the management team - weekly<br />
b) departments - some monthly, some bi-monthly<br />
c) activities department - short meeting every morning<br />
d) staff meeting - at least once a term<br />
e) Bowlio deg/Brig - every fortnight<br />
3. The intended purpose of the meetings is:-<br />
a) to share information<br />
b) to encourage constructive discussion on a departmental level<br />
c) to ensure responsibility is delegated<br />
d) appraisal and monitoring of staff and development of the Gwersyll<br />
e) to set individual and departmental targets<br />
f) to ensure that staff are involved in decision making<br />
4. Minutes are kept of each meeting and Centre managers receive a report of<br />
each external meeting attended.<br />
5. Due to the nature of the Gwersyll, meetings are arranged at times convenient<br />
to every member of the department. This sometimes means that the meeting<br />
times vary.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
IN HOUSE COMMUNICATION<br />
1. It is intended that all departments within Glan-llyn are connected so that:-<br />
a) improved effectiveness is achieved<br />
b) less time is spent looking for people<br />
c) it is possible to respond more quickly to every question and incident<br />
d) our ability to ensure a high level of safety is improved<br />
e) we can channel our human resources to the areas they are most needed<br />
2. We have more than one network:-<br />
a) an internal phone system linking the office, the kitchen, the<br />
Director’s office, Y Lolfa and the Tenpin Bowling centre.<br />
b) An intercom system that links the office, the swimming pool and lanfa<br />
c) Hand radios that are carried by Gwersyll staff whilst on activities, and<br />
one in the main office<br />
d) A mobile phone will be carried by one of the managers when no<br />
radios are available.<br />
3. We have definite guidelines on how the radios should be used by staff. Our<br />
policy is:-<br />
a) it is Gwersyll staff only who are permitted to use the radios (including<br />
casual/seasonal staff)<br />
b) on certain occasions, other people are permitted to use a radio, e.g. the<br />
course leaders, other <strong>Urdd</strong> staff, teachers driving mini buses etc.<br />
c) consideration is given to:<br />
i) the nature and standard of language used<br />
ii)<br />
the hand radio is a means of communicating for the Gwersyll<br />
from a safety and effectiveness point of view, and not for<br />
unnecessary talking which serves no purpose.<br />
d) a member of the management team should be within earshot of a radio<br />
at all times<br />
e) it is not Gwersyll policy to lend/hire the radios in any circumstances,<br />
either to <strong>Urdd</strong> staff or externally<br />
4. The Gwersyll’s mobile phone is available to be taken on trips outside the<br />
Gwersyll.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
DRUGS<br />
1. No forbidden drugs are allowed on the Gwersyll’s premises during any course<br />
at Glan-llyn.<br />
2. The above policy is relevant for everyone who resides and works at Glan-llyn.<br />
3. If there is evidence of drug abuse, the duty officer will take the appropriate<br />
steps in consultation with the course leader (if relevant).
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
INTRODUCING THE GWERSYLL’S RULES/INFORMATION TO COURSE<br />
PARTICIPANTS AT THE START OF THE COURSE<br />
1. One of the managers will welcome the group as soon as possible after arrival,<br />
and state the following rules.<br />
2. We emphasise that the rules are common sense and are there for everyone to<br />
be able to enjoy themselves and have a successful stay over the intended<br />
period.<br />
3. There is a definite series of general rules that are the same for every group of<br />
every age staying at the Gwersyll. But naturally, some rules vary depending<br />
on the nature of the courses. However, the ground rules and policies are the<br />
same every time.<br />
4. The rules include:-<br />
• Giving a general talk about Glan-llyn. Tell them that everyone who works in<br />
Glan-llyn wears a name badge.<br />
• No one to go near the lake, the adventure course or the climbing wall unless on an<br />
activity.<br />
Bedrooms:-<br />
• All rooms to be kept clean and tidy<br />
• No one to change or move room without permission<br />
• No one to go into anyone else’s room<br />
• No one to go into any sleeping areas unless they are sleeping there<br />
• No girls to go into boys’ sleeping quarters, and no boys to go into girls’ sleeping<br />
quarters. This rule also applies to Form 6 swogs.<br />
The children are expected:-<br />
• To keep the Gwersyll clean and tidy through using the bins provided.<br />
• To keep themselves clean and tidy<br />
• To respect other people’s property. If something is broken – it should be reported.<br />
• To leave any valuable belongings in the office, e.g. cameras.<br />
• If anyone is ill, it is important that either the duty officer, a teacher or course<br />
leader is informed. If there are any other problems such as bullying,<br />
homesickness, personal problems, it is important that anyone suffering any of<br />
these tells someone so that the problem can be dealt with immediately, rather than<br />
waiting until they arrive home and leave their parents to deal with the problem.<br />
Every child must tell the course leader/teacher if they have any medicine to take.<br />
• Everyone must stay within Gwersyll boundaries<br />
• No one should run wildly around the Plas or other corridors<br />
• The Caban Sychu is available to all. There is also a dryer available for a fee
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
BUDGETARY MATTERS<br />
1. The Gwersyll’s budgetary matters are governed between Glan-llyn and the<br />
Financial Department of the main office at Aberystwyth.<br />
2. The <strong>Urdd</strong>’s bankers are HSBC, Aberystwyth, and Patterson Jones & Evans,<br />
Llanbedr pont Steffan are the <strong>Urdd</strong>’s accountants.<br />
3. There is an annual budget set along with financial targets between Glan-llyn,<br />
Llangrannog, the Financial Department and the Business Board.<br />
4. The situation is revised regularly by the Centre Director, the Financial<br />
Director and also members of the Business Board.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
FIRST AID/ILLNESS<br />
1. Gwersyll Glan-llyn aims to ensure safe systems and standards in every aspect<br />
of the Gwersyll constantly.<br />
2. The main First Aid room in the Gwersyll is the Ysbyty which is by the back<br />
door of the Plas. There are materials there for treating minor wounds and<br />
there are also first aid boxes in the following places around the Gwersyll:<br />
• in the Kitchen<br />
• In the Main Office<br />
• The Director’s Office<br />
• The Swimming Pool<br />
• The Bowlio deg Centre<br />
• The Cwt Hwylio (sailing hut)<br />
• In every vehicle<br />
3. The only people who are allowed to give treatment in the Gwersyll are the<br />
managers or staff with the relevant certificate of first aid. Each course leader<br />
should note which teachers, swogs, volunteers have the necessary<br />
qualifications.<br />
4. One of the Gwersyll’s managers is responsible for all aspects of first aid given<br />
at Glan-llyn. It is this manager who is responsible for arranging staff training,<br />
supplies and for the condition of the facilities, and also for informing other<br />
members of staff of relevant changes.<br />
5. All members of staff attend a first aid course as soon as possible. Courses are<br />
run at the Gwersyll and internally by the <strong>Urdd</strong>. First aid is an important part<br />
of the instructors’ qualifications. Our policy is to ensure:-<br />
• that each manager holds a First Aid at Work qualification. There is at least<br />
one manager on duty at all times<br />
• that all members of staff hold a first aid certificate<br />
• that Glan-llyn instructors have first aid certificates in accordance with<br />
qualification requirements for the individual activities<br />
6. There are treatment forms to be completed and filed in the Director’s Office.<br />
Every incident should be noted – serious or not. These forms must be filled in<br />
even if there is no need for treatment at the outcome.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
7. There are also accident/incident forms that must be completed after each<br />
accident, incident or near miss.<br />
8. If someone is ill or has an accident during the night, they should either contact<br />
the Night Watchman, the course leader or the Duty Officer (phone number in<br />
the office).<br />
9. The Duty Officer should be contacted before phoning the local doctor (phone<br />
number in the office).<br />
10. If a child must be taken to hospital the Duty Officer is prepared to go. Of<br />
course, if this does happen, there will be no Duty Officer in the Gwersyll<br />
should anything else occur (especially at weekends and late at night). Careful<br />
consideration should be given before taking the child to hospital.<br />
11. The Gwersyll’s procedure for doctor/hospital visits:-<br />
i) visit the surgery in Bala: children who are ill or have had an accident<br />
are taken to the doctor in Bala. The parents will be informed<br />
immediately the child is back at Glan-llyn after receiving treatment.<br />
ii) Visit the hospital: if the child has to attend hospital, this is usually at<br />
Wrexham, and after seeing the doctor in Bala. The parents will be<br />
informed immediately we know that the child has to go to the hospital.<br />
After this, the parents will be kept informed of what is happening.<br />
A member of Glan-llyn staff will take the child to the doctor, dentist or hospital if that<br />
is the wish of the course leader. If the child’s parents wish that their child goes home<br />
for medical reasons, we will try to meet them half-way.<br />
12. All children should consult their teacher/leader if they have medicine to take<br />
13. If a child has been ill and the bedclothes require washing the Gwersyll staff<br />
can wash and dry them. Also if a child wets the bed it is possible to wash and<br />
dry the bedclothes. It can be a sensitive situation for the child, therefore the<br />
matter can be discussed with the Managers in the office.<br />
14. Every incident, large or small, must be noted in the file and a form filled out.<br />
15. Also every near miss should be noted, so that we may look at our systems and<br />
revise any necessary changes that may avoid such incidents in the future. The<br />
forms should be returned immediately after completion to the office.<br />
16. Should an accident happen one of the managers should be informed.<br />
Naturally, in an emergency, any one of the Gwersyll’s staff who is on hand<br />
should be called upon for help, e.g. activities staff. All members of staff<br />
should be wearing a name badge and should know the procedures for<br />
accidents/incidents.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
17. It is possible to contact the office immediately an incident has occurred:-<br />
i) from the lakeside – through the intercom (press 2)<br />
ii) swimming pool – through the intercom or radio<br />
iii) bowling centre – internal phone system (dialling 200, 201 or 202)<br />
iv) the climbing wall – internal phone system in bowling centre<br />
v) the internal extension number for the Director is 203<br />
vi) it is also possible to contact the office from the radios that should be<br />
carried on all activities<br />
18. PHONE NUMBERS: Emergency 999<br />
Bala Surgery 520308<br />
Maelor Hospital 01978 291100<br />
Ysbyty Gwynedd 01248 384384<br />
Bronglais Hospital 01970 623131<br />
Dentist 521085
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
MAINTENANCE<br />
1. The Management team set maintenance targets seasonally for the Maintenance<br />
Department.<br />
2. Any member of staff who notices damage or deterioration should report it at<br />
once to the Management team in order that the Maintenance Department can<br />
be informed and deal with the problem as soon as possible.<br />
3. If anyone borrows maintenance equipment, it should be recorded, and the<br />
equipment returned to the relevant place.<br />
4. It should be ensured that all stores and the workshed are locked unless a<br />
member of staff is present.<br />
5. Only Gwersyll staff have the right to use maintenance equipment.<br />
6. No one is permitted to correct any equipment in the Gwersyll expect the<br />
appointed persons.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
EXTERNAL BODIES<br />
1. The Gwersyll has close contact with a number of external bodies and we are<br />
members of numerous panels e.g.<br />
2. We welcome any teamwork with external bodies and are very grateful for the<br />
support given by many of them e.g. Snowdonia National Park, National Rivers<br />
Authority.<br />
3. Our policy is to encourage contact with external bodies, both local and<br />
national, to ensure close and successful co-working for the sake of the<br />
Gwersyll, the <strong>Urdd</strong> and the relevant parties.<br />
4. Gwersyll Glan-llyn is registered under AALA the Outdoor Adventure<br />
Licensing Authority.<br />
5. We are registered with a number of external bodies and associations e.g.<br />
Welsh Canoeing association, Royal Yachting Association, British Tenpin<br />
Bowling Association. We are a licensed Welcome Centre.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
FIRST CUSTOMER CONTACT<br />
1. Upon receiving an enquiry from a potential customer, all the information will<br />
be passed to the Manager responsible for the Gwersyll’s timetable.<br />
2. The Director will answer the enquiry by:-<br />
• Sending out an information pack<br />
• Offering possible dates for the proposed course<br />
• Offering a suitable price for the proposed course<br />
• Offer to meet the customer to discuss the matter further<br />
3. The Manager will record everything done in the relevant file in the Director’s<br />
office.<br />
4. The Manager will contact the potential customer within a month to enquire<br />
further and attempt to arrange a meeting.<br />
5. When a course is confirmed, either one of the Centre Managers will visit the<br />
customer to discuss the course, or the Course Leader will visit the Gwersyll.<br />
The Gwersyll will prepare advertising posters and leaflets for the customer and<br />
offer to visit the school/club etc to speak with the course participants and also<br />
show them a video and speak to parents if the customer so wishes.<br />
6. Within a month of the course dates, the customer will receive a package which<br />
includes:-<br />
• Information sheet<br />
• Timetable to be discussed<br />
• Final arrangements for the parents<br />
• Health certificates<br />
• Course leader’s handbook<br />
7. The Gwersyll will ensure that the customer is satisfied with the course<br />
arrangements and timetable through co-working with the customer and the<br />
chief instructor.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
PARENT/GUARDIAN CONTACT<br />
1. Glan-llyn provides general information for parents/guardians about the<br />
procedures in the Gwersyll. Every parent will receive a General Information<br />
for Parents leaflet and a Health Certificate either through the course leader<br />
e.g. a teacher, or the leader of the local <strong>Urdd</strong> branch or directly from the<br />
Gwersyll.<br />
2. It is these leaflets that set out the Gwersyll’s procedures for parents/guardians<br />
and through this information we can decide whether the Gwersyll’s standards<br />
and procedures are acceptable to them, and if they are happy for their child to<br />
stay here.<br />
3. It is essential that parents/guardians complete the Health Certificate and send it<br />
to the Gwersyll with the child. It is this form that permits us to proceed with<br />
necessary steps if the parent/guardian cannot be contacted during an<br />
emergency. It also gives us necessary information about the resident’s state of<br />
health and any special needs, e.g. food.<br />
4. The General Information for Parents leaflet should not be ignored, because the<br />
centre Managers will follow the procedures set out in the leaflet.<br />
5. This leaflet and the Health Certificate are in addition to any arrangements<br />
made by the school, education authority or association.<br />
6. We welcome any contact with parents and answer every enquiry by letter and<br />
take the necessary steps to correct any situation they are not happy with.<br />
7. Parents are welcome to contact or visit the Gwersyll to discuss any matter<br />
connected to Glan-llyn.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
DAMAGE<br />
1. During the welcome speech, each group is informed of the procedure involved<br />
if any damage occurs. Any accidental or non-accidental damage must be<br />
reported immediately to one of the Centre Managers. Course leaders and<br />
teachers are expected to report back to the managers.<br />
2. The Gwersyll (in conjunction with the course leader) attempt to correct the<br />
situation. It is the Centre Manager who will authorise maintenance and<br />
cleaning staff to clear any mess. There are some exceptions, e.g. where it is<br />
dangerous not to clean up immediately (broken glass etc).<br />
3. The Manager (and leader) will try to solve any problem immediately through<br />
speaking with the relevant persons or sending for help e.g. doctor, ambulance.<br />
4. The Manager (and leader) will decide whether any further steps are necessary.<br />
At times the Gwersyll will bend to the leader’s wishes and take steps as<br />
required. However, the centre Manager’s decision is final, whatever the<br />
wishes of the leader, teachers and course swogs.<br />
5. The Gwersyll hold the right to charge for any purposeful damage done to the<br />
Gwersyll’s property. This will be done through invoicing either the person<br />
responsible, or the school/company/other.<br />
6. It is expected that each leader ensures that all rooms are inspected at the end of<br />
each course, and that they report back to the Manager. The Gwersyll staff will<br />
also inspect all rooms.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
DRINKS<br />
1. No alcohol is permitted on the Gwersyll’s grounds during any course arranged<br />
by the <strong>Urdd</strong>.<br />
2. No member of the <strong>Urdd</strong>’s staff is allowed to drink alcohol in the Gwersyll.<br />
3. No swogs are permitted to drink alcohol in the Gwersyll or outside the<br />
Gwersyll during the course.<br />
4. <strong>Urdd</strong> courses are any courses arranged by the Gwersyll or <strong>Urdd</strong> staff which<br />
include Gwersyll Haf, area weekends and training courses.<br />
On external courses<br />
5. No alcohol is permitted on the Gwersyll’s grounds if an <strong>Urdd</strong> course is being<br />
run at the same time as the external course.<br />
6. No resident under the age of 18 is permitted to drink alcohol on the Gwersyll’s<br />
grounds.<br />
7. It is expected that leaders and teachers on all courses be totally responsible for<br />
all aspects of discipline and safety of their course members.<br />
8. On some courses, alcohol is permitted on the Gwersyll’s grounds (except for<br />
point 5 above), e.g. family courses, adult courses.<br />
9. It is permitted for adults on courses to visit pubs in the area, but the leaders<br />
must keep to points 5 and 7 above.<br />
10. The Gwersyll’s policy is to encourage external courses that include socialising<br />
to do this outside the Gwersyll.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
SAFETY<br />
1. The Gwersyll has a definite policy regarding safety. This is clearly outlined in<br />
our Health and Safety Policy.<br />
2. Safety is at the centre of all the Gwersyll’s systems. We are extremely aware<br />
of the importance of safety at all levels both for our customers’ sake and the<br />
staff who work here. This is reflected in the low number of accidents and<br />
incidents.<br />
3. Each member of the Gwersyll staff wears a name badge. There are<br />
photographs of staff on the noticeboard in the Caban Bwyta.<br />
4. Each accident/incident is recorded in the relevant file. This file is kept in the<br />
Director’s office.<br />
5. All members of staff are required to fill out a form after each<br />
accident/incident. The matter is researched by two of the Centre Managers.<br />
They are also required to write a report on the incident, which is then kept in<br />
the relevant file.<br />
6. The staffing structure of the Gwersyll means that all staff have the opportunity<br />
to discuss and raise safety matters-<br />
a) staff meetings are held regularly to ensure a high level of safety and<br />
consistency both during activities and in general in the Gwersyll.<br />
b) The activities staff have detailed guidelines to follow during activities<br />
which once again ensures consistency and safety.<br />
c) Should an accident or near accident occur during an activity which is<br />
supervised by the activities staff, a detailed report must be made on the<br />
matter. These reports are then kept in the Director’s office.<br />
7. The Gwersyll is registered under AALA (the Outdoor Adventure Licensing<br />
Authority) to provide certain activities in the following areas – climbing,<br />
walking, and watersports. The Centre Director is a member of the Outdoor<br />
Educational Centres Directors’ Association – the Centre must be inspected<br />
before joining.<br />
8. The local Health and Safety Advisers (Gwynedd County Council) visit the<br />
Gwersyll regularly.<br />
9. The procedures in the Gwersyll have been adapted over eighteen years of<br />
experience to ensure the safety of children staying in the Gwersyll and during<br />
activities.<br />
10. It is ensured that children know whom to turn to in an emergency – there is<br />
someone available at all times, night and day.<br />
11. There is a night watchman employed by the Gwersyll.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
12. The Activities – there is a more detailed handbook available which outlines<br />
both the guidelines and procedures for all activities. This also includes a risk<br />
assessment. Roughly –<br />
a) no one is permitted to take part in any activity without one of the<br />
Gwersyll staff or a teacher being present.<br />
b) The children and closely supervised on every activity and the<br />
equipment is inspected regularly to ensure that it is safe and suitable<br />
for use. There is one person who is responsible for all the Gwersyll’s<br />
equipment in every one of the stores.<br />
c) We ensure that all course participants are suitably dressed for each<br />
activity and that they are aware of how to use the Caban Sychu.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
PHONE<br />
1. Teachers are welcome to use the phones to make any calls at any time of day<br />
or night.<br />
2. The payphone is available to course participants according to the wishes of the<br />
course leader. However, it is not permitted for the payphone door to be closed<br />
at all times due to safety guidelines.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
BUILDING WORK<br />
1. Any time that building work is going on in the Gwersyll, it is expected that the<br />
building company clearly show which areas course participants are not<br />
allowed to enter.<br />
2. During the opening speech the course participants will be informed of<br />
restricted areas.<br />
3. Workmen will also be told of their areas. We expect the workmen to wear<br />
name badges from the building company.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
WORKSHOP<br />
1. No teachers, swogs or volunteers are permitted to enter the workshop.<br />
2. The workshop door must be kept locked when there is no member of Gwersyll<br />
staff present.<br />
3. Everyone who borrows equipment and tools from the workshop should record<br />
this in the relevant place. The equipment must be returned at the end of the<br />
day.<br />
4. Everyone involved with equipment should adhere to the Health and Safety<br />
Policy from the point of rules, good practices and suitable clothing.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
HOMESICKNESS<br />
1. Should a child complain of homesickness the following steps are taken. It<br />
should be ensure that the problem really is homesickness through questioning<br />
the child. It should be ensured that no other problem is at the root of the<br />
homesickness, e.g. bullying, lost property, problems at home etc. If necessary<br />
there should be discussion with the course leader and any teacher or swog who<br />
knows the child as this may lead to a clearer picture.<br />
2. The first step is to try and involve the child in the activities. It is only after<br />
speaking to the child on numerous occasions that we consider phoning the<br />
parents. All members of staff must tell the Manager of any homesick child.<br />
3. Our intention is to try not to send the child home. We are perfectly happy to<br />
keep the child here if that is the parents’ wish. Naturally, though, it is the<br />
parents’ wishes that are important.<br />
4. If we feel that the child will not enjoy their stay in the Gwersyll and that<br />
human resources are being used to care for that child, we will suggest that the<br />
wisest decision would be to send the child home.<br />
5. There will be no refund for any child who leaves due to homesickness.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
TRAINING<br />
1. Gwersyll Glan-llyn has a definite policy for encouraging all members of staff<br />
to undertake training in order to:-<br />
a) improve their individual standard<br />
b) improve and support the Gwersyll standards<br />
2. All members of staff will be encouraged to attend courses to improve their<br />
personal development. The procedure is –<br />
a) discuss the matter with the department head<br />
b) note the training on the department’s priorities list<br />
c) the department head to place the department’s priorities list in front of<br />
the management team in order to discuss the training priorities of the<br />
Gwersyll.<br />
3. There is a chance to receive training on two levels –<br />
a) external training for recognised certificates by external bodies, e.g.<br />
First Aid certificate, activities qualifications<br />
b) in house training arranged by the Gwersyll or the <strong>Urdd</strong>, e.g. health and<br />
safety sessions and in house sessions for staff from other departments<br />
e.g. on activities<br />
4. The Gwersyll will pay for each training course for all members of staff<br />
providing that the course is relevant, and also within general training priorities<br />
in the Gwersyll. There are three levels –<br />
a) The Gwersyll pay all costs<br />
b) The Gwersyll contribute a percentage with the member of staff<br />
contributing the remainder<br />
c) The member of staff pays all costs<br />
5. The Gwersyll encourages the staff to develop their personal skills at every<br />
level which means improving the individual’s performance and qualifications<br />
for their sake, the Gwersyll and the <strong>Urdd</strong>.<br />
6. Gwersyll Glan-llyn has achieved the Investors in People standard.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
CLOTHING<br />
1. In order to set an acceptable standard and impression, it is expected that all<br />
members of Gwersyll Glan-llyn staff will dress tidily. It must be remembered<br />
that it is a centre for young people and therefore clothing should be suitable<br />
for meeting young people, teachers, parents and the general public.<br />
2. Some members of staff have an official uniform provided by the <strong>Urdd</strong>. It is<br />
expected that this uniform is worn at all times when on duty.<br />
3. All members of staff who operate any equipment are expected to wear suitable<br />
clothing for the intended task. If they don’t, the department head should warn<br />
them that they are breaking health and safety rules and could be disciplined.<br />
4. All instructors must wear any relevant item when leading an activity.<br />
5. It is expected that all members of Gwersyll staff and other <strong>Urdd</strong> staff dress<br />
appropriately on all occasion, even in very hot weather – it is not permitted<br />
to take shirts off.<br />
6. When working with the public in the Tenpin Bowling Centre, the clothing<br />
provided by the <strong>Urdd</strong> must be worn.<br />
7. All members of <strong>Urdd</strong> staff, both full time and part time, must wear name<br />
badges around the Gwersyll. It is the staff member’s duty to wear the badge<br />
and keep it safely. Loss of a badge should be reported immediately to the<br />
main office. The Gwersyll will charge staff if they consistently lose their<br />
badge and will discipline staff who deliberately avoid wearing their name<br />
badge.<br />
8. We expect all <strong>Urdd</strong> staff, swogs and teachers, and all the residents to dress<br />
appropriately during their stay. The Gwersyll Managers will point out to any<br />
person who does not conform to the dress code and will discipline them as<br />
necessary.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
LANGUAGE<br />
1. The Gwersyll’s official language is Welsh.<br />
2. Glan-llyn aims to set its policy by creating a welsh atmosphere in the<br />
Gwersyll. Our policy is to ensure that the language lives on, which is relevant<br />
to everyone in Wales.<br />
3. The internal administrative and communicative language is Welsh. At times<br />
English must be used when dealing with companies. However, our policy is to<br />
encourage all the companies and relevant individuals to use Welsh. If they are<br />
happy to receive our money, they must also accept our language.<br />
4. All members of full time staff in the Gwersyll must be fluent in both English<br />
and Welsh.<br />
5. On certain courses (e.g. foreign school, English language schools, language<br />
courses), English is used along with other languages. However, our aim is to<br />
introduce Welsh to all groups no matter what the nature of the course.<br />
6. The Gwersyll does not produce public information that is completely<br />
bilingual. There are some leaflets, handbooks and documents only in Welsh.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
HIRING/LENDING GWERSYLL EQUIPMENT/RESOURCES<br />
The Local Community<br />
1. Permission must be sought from one of the Gwersyll Managers. No member<br />
of staff should take advantage of the Gwersyll’s equipment without<br />
permission. Naturally, the Gwersyll’s needs must have priority.<br />
2. It is essential that the equipment is returned within a reasonable period and in<br />
a satisfactory condition. It is the Centre Manager alone who can decide what<br />
is a reasonable period.<br />
3. At times Glan-llyn hires or lends Gwersyll equipment to individual staff. This<br />
is a part of our staff care policy. It is good for the staff to benefit from their<br />
connection with the Gwersyll.<br />
4. Sometimes a local individual or association/group wish to borrow Gwersyll<br />
equipment. Points 3 and 4 above are relevant.<br />
5. The Manager must keep a record of all equipment borrowed and the date<br />
returned.<br />
6. It must be ensured that the borrower is aware of the following:-<br />
a) the cost for borrowing (if relevant)<br />
b) the date of return<br />
c) insurance details<br />
d) it is the borrower’s responsibility to return the equipment to the<br />
Gwersyll in a satisfactory and acceptable condition<br />
e) should any equipment need replacing, the borrower is responsible for<br />
replacing it<br />
f) the Gwersyll does not accept any responsibility for any incident<br />
resulting from borrowing the equipment<br />
7. There is a form to sign accepting the above conditions.<br />
Hiring the Sports Hall/Swimming Pool/Tenpin Bowling<br />
8. No member of the public is permitted to wander down to the Gwersyll.<br />
9. The times arranged must be kept to.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
WALKING/TRIPS FROM THE GWERSYLL<br />
1. As the local roads are busy and without pavements, great care must be taken<br />
when walking along the road. We advise groups to avoid this if possible.<br />
2. Yellow waistcoats should be worn by adults so that drivers/strangers can see<br />
them easily and it is immediately obvious who is in charge of the group (there<br />
are waistcoats in the Gwersyll).<br />
3. When walking along the road, everyone will walk double file on the left side<br />
of the road.<br />
4. There will be a responsible person at the front and back of the group.<br />
5. The responsible person at the back will be carrying a First Aid kit.<br />
6. The Gwersyll has a mobile phone to be used in an emergency only e.g. if a<br />
car/mini bus is required to fetch someone due to illness/accident.<br />
7. Details of all trips must be left on the board in the main office. These trips<br />
include canoeing to Bala, mountaineering, camping, walking and bus trips to<br />
other centres. Details should include numbers, staff names/contact numbers,<br />
estimated time of return etc.<br />
8. No one should walk along the Llyn Tegid railway. The line must be crossed<br />
in the correct places and it should be ensured that a teacher/swog stays there to<br />
supervise all the children.<br />
9. Control must be kept on groups during trips out of the Gwersyll. This means<br />
constant supervision in buildings such as castles, visitor centres, shops, Bala,<br />
Llyn Tegid Railway etc.<br />
10. The Gwersyll also has a hand radio. These can be used depending on the need<br />
for them elsewhere.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
NIGHTTIME PROCEDURES<br />
Generally<br />
There is a member of the Glan-llyn management team on duty every night.<br />
Usually, the staff member ensures that the evening activity is arranged and that the<br />
course leader is aware of the systems in place for overnight.<br />
When the Manager leaves the Gwersyll, he will note this down, tell the course leader<br />
and ensure that the course leader and teachers are aware of procedures if necessary.<br />
The Managers’ phone numbers are on the wall in the main office. The<br />
Gwersyll’s mobile phone will be with the Duty Manager. All information is on<br />
this leaflet.<br />
The main office is locked when the Manager leaves. The key is kept in the Lolfa<br />
(next to the office).<br />
In an emergency the Duty Manager should be contacted either by phone or mobile<br />
phone. It is important to contact the Manager should any incident occur, e.g. illness,<br />
behaviour that has an effect outside the Gwersyll, fire alarm etc. The Duty Manager<br />
must be contacted before calling the doctor, hospital, police etc.<br />
Our duty is to help you so therefore don’t worry – contact the Duty Manager<br />
whatever the problem.<br />
After 11.30 p.m. there will be a night watchman on duty. The night watchman must<br />
be contacted before calling the Duty Manager. The night watchman is aware of all<br />
procedures to be followed during an incident. He will be able to contact the Duty<br />
Manager for you.<br />
There is a placement register (which shows which room everyone’s in) in the Lolfa.<br />
Guidelines for night time<br />
It is suggested that a rota for night duty is drawn up for each night, and only the<br />
teachers/swogs on duty should enter the corridors. Set a definite time when you<br />
expect everyone to have washed, changed etc and to be in bed ready to sleep.<br />
If a child/children are noisy etc., it is acceptable to take them out of the room and<br />
make them stand in the corridor for a few minutes. It is not advisable to use any other<br />
form of punishment if it is necessary to take children out of their room(s).<br />
Corridor and toilet lights must be left on all night.<br />
The children should be aware of where staff are sleeping in case there is an<br />
emergency/problem during the night.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
THE GWERSYLL’S MAIN OFFICE<br />
1. The Gwersyll’s main office is the administrative centre of Glan-llyn. The<br />
Deputy Director, Education Officer and two secretaries are based here. It is a<br />
working environment and should be kept so at all times.<br />
2. Although other staff need to be in the office at times, they should not collect in<br />
the office. It is not a meeting place. The environment should be conducive to<br />
effective, successful work.<br />
Computers<br />
3. It is the Gwersyll’s secretaries who have priority where using the computers<br />
are in question. No other member of staff should work at the computers as the<br />
secretaries undertake all typing work for the Gwersyll.<br />
Messages<br />
4. When taking a message over the phone or from a visitor, it should be ensured<br />
that the message reaches the relevant person. The message should state the<br />
caller’s name, phone number, the date and time along with the message. The<br />
Management Team all have pigeonholes for messages, as do the Activities<br />
Department.<br />
Phone<br />
5. No member of staff should use the phone without permission. Personal calls<br />
are not allowed. The Gwersyll receive itemised phone bills.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
PURCHASING GOODS<br />
1. A number of the Gwersyll’s departments purchase goods, and it is the head of<br />
that department who holds the responsibility for ordering those goods.<br />
2. Before the start of each financial year, each department is given a budget for<br />
year ahead. Each department presents a list of priorities to the Management<br />
Team in order that the Gwersyll’s budget can be sorted out.<br />
3. No one is permitted to order goods unless it has been arranged with one of the<br />
Management Team and ordering must be done through one of the secretaries<br />
only.<br />
4. Any member of staff who orders goods without permission will be disciplined.<br />
5. The Management Team along with the Business Board, the central committee<br />
of the <strong>Urdd</strong>, regularly revises the Gwersyll’s expenditure.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
MANAGER ON DUTY<br />
1. During the day there is at least one Manager on duty. The Managers are the<br />
Director, the Deputy Director, the Education Officer, the Chief Instructor, and<br />
the Head of Kitchen/Cleaning.<br />
2. Each of the above has a First Aid at Work certificate.<br />
3. There is at least one Manager around during activity sessions. The Manager is<br />
in contact with the activities staff through internal communication systems.<br />
4. Usually, the Manager’s hours of work are 8.30 – 5.00. However due to the<br />
nature of the Gwersyll and depending on the customer’s needs, these times can<br />
vary.<br />
5. If one of the Gwersyll Managers leaves the Gwersyll during the day, they<br />
should ensure that the other Managers are aware of the details of the trip.<br />
6. If the only Manager leaves the Gwersyll during the day, e.g. going to the bank,<br />
he should ensure that the rest of the staff and course leader or at least two<br />
teachers are aware that he has left and how to contact him in an emergency,<br />
e.g. mobile phone, hand radio. The Manager should ensure that the relevant<br />
persons are aware that he has returned.<br />
7. The Duty Manager must ensure that all arrangements for evening activities are<br />
complete, the necessary equipment etc is available before leaving for the night.<br />
Also, the Manager must ensure that the course leader and others are aware of<br />
how to contact him – home phone number, mobile phone, radio. The manager<br />
should contact the course leader before leaving, and once again explain<br />
nighttime procedures.<br />
8. After leaving the Gwersyll, the Manager is on call throughout the night until<br />
breakfast time the following morning. The course leader should contact the<br />
manager for whatever reason. The Duty Manager is prepared to deal with any<br />
problem – big or small.<br />
See the leaflet “Nighttime Procedures”<br />
9. Some of Glan-llyn’s staff live in the Gwersyll. In an emergency, they should<br />
be contacted as well as the night watchman.<br />
10. The Manager should ensure that the course leader, the teachers or relevant<br />
volunteers are aware of his location throughout the night.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
SHOP<br />
1. One member of staff in the Gwersyll is responsible for running the shop,<br />
ordering sweets/goods, and ensuring that there is always change available. If<br />
there is any problem it should be reported to one of the Managers.<br />
2. On <strong>Urdd</strong> courses, the shop is usually open after lunch, tea and supper.<br />
Opening times on other courses vary according to the course leader’s wishes.<br />
3. On all other courses it should be ensured that a teacher/swog is responsible for<br />
running the shop, and that others assist them.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
NEW STAFF<br />
1. All new members of staff are given introductory training:<br />
a) an introduction from the Director which includes:<br />
i) the background and aims of the Gwersyll and the <strong>Urdd</strong><br />
ii) departmental structure of the Gwersyll<br />
iii) the individual’s role<br />
iv) customer care<br />
v) staff care<br />
vi) the local community<br />
vii) investing in people<br />
viii) staff<br />
ix) health and safety<br />
x) business and financial details of the Gwersyll<br />
b) a talk with the department head that will include:<br />
i) the aims and purpose of the department<br />
ii) the individual’s role within the department<br />
iii) defined role<br />
iv) defined duties<br />
v) a tour around the Gwersyll<br />
vi) customer care<br />
vii) inter-departmental relationships<br />
2. The Department Head supervises the development of all new employees.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
ACTIVITIES’ STORES<br />
1. There is a member of staff who is responsible for supervising all stores.<br />
2. Only Glan-llyn staff have the right to operate the stores.<br />
3. We have a definite system for the stores and all members of staff have to<br />
follow the correct procedure.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
FIRE: PROCEDURES AND DRILLS<br />
1. Every group is given a fire drill as soon as possible after arrival in the<br />
Gwersyll. At times, e.g. a small group arriving very late, the procedure is<br />
explained, with emphasis put on the need to familiarise themselves with fire<br />
exits before retiring for the night.<br />
2. The meeting place in an emergency is the main car park by the trees. The<br />
number of each room is painted on the tarmac. The area is lit up during the<br />
night.<br />
3. The fire alarm is a continuous siren.<br />
4. There is a smoke alarm in every room. Jones & Whitehead, Bethesda, who are<br />
the <strong>Urdd</strong>’s official electricians, inspect the fire alarm system regularly,<br />
including all smoke alarms.<br />
5. There are fire extinguishers located around the Gwersyll. Fireshield in Bala<br />
inspect these regularly.<br />
6. There are automatic lights in the Gwersyll (which are sensitive to the dark and<br />
switch on automatically), along with lights, which are operated when the fire<br />
alarm sounds.<br />
7. Due to the nature of the Gwersyll and the <strong>Urdd</strong> movement, it is not necessary<br />
for us to hold a fire certificate. However, Fire Brigade officers inspect the<br />
Gwersyll and we act upon their comments and suggestions. Bala firemen are<br />
familiar with the Gwersyll and hold a drill in Glan-llyn annually.<br />
8. The Gwersyll staff are aware of the expected procedure when the fire alarm<br />
sounds.<br />
9. The Gwersyll Manager, along with other staff, is responsible for counting and<br />
ensuring that all residents are present. It is expected that the course leader,<br />
teachers and swogs assist in calming the residents and keeping order.<br />
Location details and resident numbers can be found in the main office. It is<br />
the Manager’s duty to collect these papers.<br />
10. It is the responsibility of the Gwersyll staff to ensure that appropriate action is<br />
taken to maintain a safe environment. Only one of the Gwersyll Managers<br />
can declare it safe for everyone to go back indoors.<br />
11. During the night the procedure is slightly different. The course leader will<br />
receive a detailed sheet outlining this procedure. The night watchman, or<br />
members of the Gwersyll staff who are staying in the Gwersyll, will contact<br />
the Duty manager. Only one of the Gwersyll staff will de-activate the alarm<br />
and declare it safe for everyone to go indoors. The <strong>Urdd</strong> expects that the<br />
manager be called immediately to the Gwersyll.<br />
12. Fire exits are clearly marked.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
13. There is a fire map in the Caban Bwyta and in the Office along with other<br />
locations around the Gwersyll. There is also a list of procedures to be<br />
followed.<br />
14. All fire drills are recorded and all incidents involving the alarm in a book<br />
which is available for inspection.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
ELECTRICAL<br />
1. Jones & Whitehead inspect our electrical systems and also maintain the<br />
systems.<br />
2. The maintenance department inspect and maintain the equipment at certain<br />
times.<br />
3. All members of staff report any faults to the responsible member of the<br />
Management Team.<br />
4. Nobody has the right to interfere with the electrical system in accordance with<br />
the Health and Safety Policy.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
THE LOCAL COMMUNITY<br />
1. The Gwersyll’s aim is to create a healthy relationship with the local<br />
community. There are obvious links as a large percentage of the staff live<br />
within five miles of Glan-llyn.<br />
2. One method is offering the Gwersyll’s resources to the local community such<br />
as-<br />
• leisure facilities<br />
• meeting/conference facilities<br />
• our equipment and machinery<br />
• our staff’s expertise<br />
3. We offer our resources regularly to the local primary schools, e.g. an evening<br />
of activities around Christmas. Penllyn’s primary teachers often use our<br />
resources to conduct meetings and conferences. Our intention is to offer more<br />
regular sessions of different activities.<br />
4. The intention is to establish a Contact Panel with the local community in order<br />
to transfer information about the Gwersyll. The Panel members will consist of<br />
local community council representatives, local county councillors, local<br />
schools, the Gwersyll’s neighbours and representatives from local institutions,<br />
e.g. Snowdonia National Park, Countryside Council, National Rivers<br />
Authority, Farmers’ unions.<br />
5. We have a policy of presenting articles and stories to the local press, which<br />
relate any important happenings and developments in the Gwersyll.<br />
THE PRESS – PRESS RELEASES<br />
1. At times, the Gwersyll receives attention on a local and national level. It is the<br />
Centre Director alone who releases statements to the press, and this is in<br />
accordance with the <strong>Urdd</strong>’s Chief Executive in Aberystwyth.<br />
2. No member of the Gwersyll’s staff has the right to neither discuss nor<br />
comment on any matter relating to the Gwersyll or <strong>Urdd</strong> generally with any<br />
member of the press. All telephone calls must be immediately transferred to<br />
the Director. If the Director is unavailable, a name and phone number must be<br />
taken and the message related to the Director as soon as possible. On no<br />
account should any member of staff speak further, comment on, offer an<br />
explanation etc.<br />
3. The Gwersyll’s image is essential for the Gwersyll’s success. All Gwersyll<br />
staff must co-operate with this policy.<br />
4. It is not permitted for any teacher/swog/volunteer to speak with the press on<br />
Glan-llyn grounds without prior permission from the Director.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
BEHAVIOUR<br />
1. It is expected that all residents, visitors and staff behave in the appropriate<br />
manner.<br />
2. All Gwersyll rules and expected behaviour are clearly explained at the start of<br />
each course.<br />
3. Also, all volunteers are expected to co-operate with the Gwersyll’s policies<br />
and rules, e.g. health and safety rules, safety during activities, behaviour<br />
during evenings/nights.<br />
4. The manager and course leader will deal with any misbehaviour and lack of<br />
discipline from the residents’ point of view (if relevant). It is the Duty<br />
manager’s decision that will be final.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
SMOKING<br />
1. The aim of Glan-llyn is to create a healthy and desirable environment in which<br />
to both work and reside and to ensure the best possible conditions for all<br />
people staying in the Gwersyll.<br />
2. No smoking is permitted within Gwersyll buildings.<br />
3. It is permitted for Gwersyll staff and volunteers, teachers, swogs to smoke<br />
outdoors at certain times. These times are coffee breaks and meal times.<br />
However, it is not permitted-<br />
a) to smoke in the presence of residents<br />
b) to smoke during activities<br />
4. Gwersyll staff who smoke must ensure that no cigarette packets, butts etc are<br />
left around after they have been smoking.<br />
5. Residents who smoke will be disciplined. On <strong>Urdd</strong> courses, it is our policy to<br />
contact parents and sometimes send the resident home.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
INSURANCE<br />
1. The <strong>Urdd</strong> has third party insurance against any incidents that occur through<br />
<strong>Urdd</strong> arrangements.<br />
2. The Gwersyll does not have personal insurance included in the course price.<br />
3. Details and figures of our public and employer’s insurance are available in the<br />
Director’s office.
<strong>Policies</strong> Handbook<br />
August 2005<br />
Gwersyll Glan-llyn<br />
VISITORS<br />
1. All members of the public are requested to report to the main office, which is<br />
signposted.<br />
2. All members of Gwersyll staff have a responsibility to question strangers and<br />
offer assistance. This should then be followed up by ensuring that the visitor<br />
speaks to the relevant person.<br />
3. All members of staff who are expecting visitors should inform the office in<br />
order that a visitor is expected.<br />
4. All visitors should receive a warm welcome.<br />
5. Sales persons – appointments should be made beforehand, ensuring that they do affect the<br />
running of the Gwersyll too much.