Policies - Urdd Gobaith Cymru

Policies Handbook 

August 2005 

Gwersyll Glan-llyn 

GWERSYLL YR URDD 

GLAN-LLYN 

POLICIES


August 2005 


CONTENTS 

This handbook’s content is listed alphabetically except for “Introduction” and “Aims 

of the Gwersyll” which are shown on the following pages.


August 2005 


INTRODUCTION 

The purpose of this handbook is to set out Gwersyll yr Urdd Glan-llyn’s Policies on 

different aspects of the running and work of the Gwersyll. This handbook was 

originally written in January 1994. The Gwersyll have separate policies on some 

aspects, e.g. Health and Safety, which adhere to the legal requirements, and also more 

detailed policies on each of the activities in the Gwersyll including risk assessments. 

The Gwersyll has a defined procedure and guidelines for every situation. Our 

intention is to offer the best service possible to fulfil each course’s requirements – 

safe, professional and effective courses. 

As a provider of educational outdoor experiences, Glan-llyn has health and safety 

responsibilities to the Urdd Council, to schools, headteachers, teachers and 

councillors, and especially to Wales’ children and young people. 

These responsibilities include:- 

• meeting legal requirements of the Health and Safety Act 1974, Health and Safety 

control rules 1992 and the Outdoor Centres Act (Young People’s Safety) 1995 

• developing an understanding of risk, risk control, good practices and constant care 

of the course participants, course leaders, teachers and Urdd staff 

• strengthening our links with customers – our most important assets are our 

residents and they are our business 

• systematically acknowledging and controlling risk in all the activities 

• responding to incidents and internal and external changes which necessitates that a 

revision system is in place and is being operated at relevant periods 

• creating and keeping a system to record, revise and learn from incidents and 

experiences 

Our policies are revised regularly and the most recent date is noted. We will be 

creating new policies regularly as we develop and update our systems. 

Aled Siôn 

August 2005


August 2005 


THE AIMS OF GWERSYLL YR URDD GLAN-LLYN 

The aims of Gwersyll yr Urdd Glan-llyn are to create opportunities for children, 

young people and adults to reside, learn and socialise within a safe, welcoming, 

Welsh environment. The essential contribution of the staff is acknowledged in 

providing a wide range of exciting experiences through providing professional and 

fulfilling courses - and through this fulfilling the aims and ideals of the Urdd Gobaith 

Cymru movement.


August 2005 


DEPOSITS/REFUNDS 

On Gwersyll yr Urdd Glan-llyn courses 

1. The deposit secures a place on the course. If the case is withdrawn before six 

weeks before the date of the course, half the deposit and bus money less £1.00 

will be refunded. 

2. If the case is withdrawn within six weeks of the course, it must be for medical 

reasons, and a doctor’s certificate is required in order for any refund to be 

made. 

3. No refund is made for any other reason e.g. homesickness, sent home for 

misbehaviour. 

4. If any course is cancelled by the Urdd, a full refund will be made of any 

deposit and bus money. 

On other courses 

If a deposit is required, e.g. for an individual school, there will be no refund at 

all if a school pulls back after confirming a stay at the Gwersyll.


August 2005 


APPRAISAL 

1. We welcome constructive comments and suggestions, both positive and negative. 

We keep a detailed record of appraisals. 

2. It is realised that the most important aspect of the Gwersyll, as well as our staff, 

are our customers. ‘Customer Care’ is a large part of every one of the Gwersyll’s 

systems. Our aim is to ensure that every member of staff thinks of the customer 

and the effect that their work has on the customer when undertaking any duties. 

3. At the end of each course, we appraise everything. An appraisal form is handed 

out to a significant number of the course participants and to teachers/swogs/adults. 

The only way for us to improve our service is by listening to our customers. 

4. We act upon constructive comments to our ability. Sometimes, we are restricted 

due to financial pressures, time, priorities and the practicalities of the comments.


August 2005 


EXTERNAL BUSES 

1. The usual external bus company used by the Gwersyll is Williams Bala, but 

each course leader is welcome to use any bus company of their choice. 

2. The course leader is responsible for arranging transport to the Gwersyll unless 

they ask the Gwersyll to arrange it. 

3. If any company other than Williams Bala is used it is expected that our buses 

leaflet (on the next page) is sent to the bus company for their information.


August 2005 


BUSES 

Unless you are using Williams Bala buses, would you please ensure that your chosen 

bus company received the guidelines below. 

Speed must be restricted to 10 miles per hour along the road to the Gwersyll 

When a bus reverses there should be someone to ensure that there are no children 

behind the bus 

If buses are left at the Centre, the driver should ask the Duty Officer before parking 

where the buses can be parked 

Drivers should keep in mind the type of centre we have at Glan-llyn i.e. children and 

young people everywhere, when driving at the Centre. Drive with care. 

Meals will be offered to one person from each bus


August 2005 


MINI BUSES/VEHICLES 

1. Operation 

The minibuses are operated under a small bus permit issued by Gwynedd Council 

under Section 19 of the 1985 Transport Act. The Vehicle Inspectorate can inspect the 

vehicles at any time. The vehicles are managed in accordance with the Department of 

the Environment, Transport and the Regions, Guide to Maintaining Roadworthiness: 

Passenger Carrying Vehicles. 

2. Responsibility 

The Director of the Gwersyll is responsible for the fitness of each vehicle for the 

road. 

On a daily basis the driver is legally responsible for the condition of the vehicle 

and must report any defects to the Director immediately. The driver should check 

the following:- 

• Tyres 

• Oil and water levels 

• Lights 

• Windows 

• Fuel 

• Doors 

• Seat belts 

3. Driver’s Daily Check 

Every driver should complete a Drivers’ Vehicle Defect Report for each journey 

made. The form should be returned to the office at the end of the journey. This form 

should also be filled for minibuses hired from outside the Gwersyll. Drivers’ should 

report any defects to the Director immediately. The Director should decide if the 

vehicle is roadworthy. If not, the Director should decide if it is possible to correct the 

defect immediately or should the vehicle be sent to the garage. 

4. Drivers 

All minibus drivers must have D1 category on their drivers licence. Members of staff 

of Urdd Gobaith Cymru over 21 years of age can drive Glan-llyn minibuses. 

Teachers and visitors over 25 years of age can drive Glan-llyn minibuses. A copy of 

the driver’s licence must be given to the Director before driving any centre vehicle. 

The driver must follow The Highway Code at all times. 

5. Speed limits 

Built up areas 

Single carriageway roads (A roads) 

Dual carriageways 

Motorways 

30mph 

50mph 

60mph 

70mph 

6. Maintenance 

A maintenance plan for the vehicles is displayed in the office. The vehicles are 

inspected on a monthly basis by Glan-llyn staff. The minibuses receive two safety 

inspection every year as well as an MOT. The vehicles are serviced according to the 

manufacturers instructions. Henblas Garage, Bala are responsible for all mechanical 

repairs to the vehicles.


August 2005 


7. Passenger numbers 

VW LT31 CN51 DYT 16 & driver 

LDV Convoy R197 GDE 16 & driver 

LDV 3.5 Turbo CN51 DYT 16 & driver 

8. Passengers 

a) The driver should explain briefly at the start of every journey the expectations for 

behaviour. This should include: 

i) everyone should remain seated, with a seatbelt fixed throughout the 

whole journey. 

ii) nobody should shout or create a disturbance that could distract the 

driver. 

iii) nobody should throw anything around the bus or out of the window 

of the bus; 

iv) nobody should place any part of their body outside the bus 

v) should report any problem immediately to the driver 

b) The driver should ensure that all seatbelts are properly fixed before driving away. 

c) A responsible person, other than the driver should be responsible for passenger 

behaviour, where possible. 

d) The driver should report all incidents/damage to the Director immediately on 

return to the centre. 

e) Children should never be left unattended in the minibus. 

9. Emergencies 

All minibuses have a pack explaining the procedure to follow in any incident. The 

pack contains the centre phone number, a small amount of change, details of how to 

change a wheel. All buses should contain a first aid kit and a fire extinguisher. 

10. Driving times 

The driver should take a break of at least 45 minutes after four hours driving. Ideally 

the driver should take frequent, short breaks, for instance, 20 minutes every two 

hours. No driver should drive for more than 10 hours in any 24 hour period. Nobody 

should drive if they are tired. Driving time should be reduced if the driver is 

responsible for leading group activities within the same 24 hour period. 

11. Exits should not be blocked by baggage. 

12. The bus should be parked in a designated parking area and should on no account block 

access to any building. 

13. Smoking is not allowed on the minibus. 

14. Animals are not allowed to be carried on Urdd minibuses.


August 2005 


CABAN BWYTA (CANTEEN) 

1. Glan-llyn is governed by Gwynedd County Council. Council officers visit the 

Gwersyll regularly in order to inspect our systems. Any suggestions that they 

make are acted upon. 

2. The Gwersyll have adopted a system where no one is permitted to be in the 

kitchen apart from kitchen staff. Some others are permitted at times, e.g. to 

service machines, in an emergency/first aid. 

3. It is not permitted for any person apart from the kitchen staff, to be in the dishwashing 

area without permission. 

4. The Gwersyll provide a varied menu with one main meal. There is more 

choice sometimes. 

5. Food for vegetarians and those with other special dietary needs is prepared 

separately. In order to help with the Gwersyll’s procedures, each group should 

give advance information about vegetarians or food allergies. 

6. The Gwersyll is flexible about meal times, depending on the wishes and needs 

of each individual course, but the latest time for supper is 7.00 p.m. due to 

staffing needs. 

7. No wet clothes are permitted to be worn in the Caban Bwyta, e.g. shoes, 

wetsuit, buoyancy aid. 

8. There is always drinking water available for course participants in the Caban 

Bwyta. 

9. At the end of each meal, it is expected that the course participants clear the 

tables and return their dishes to the counter.


August 2005 


CABAN SYCHU (DRYING ROOM) 

1. The purpose of the Caban Sychu is for drying residents’ clothes e.g. towels 

and swimming clothes. 

2. The procedure for using the Caban Sychu is explained in our welcoming 

speech. 

3. We encourage the course leader to appoint someone in charge of the Caban 

Sychu, e.g. a teacher or swog. 

4. There is a dryer which can be used for a fee. In an emergency, the Gwersyll 

will tale responsibility for drying clothes.


August 2005 


ABUSE 

1. This policy has been designed after advice from relevant parties of the County 

Council. 

2. Every member of staff at the Gwersyll is aware of the appropriate steps to 

take. If they suspect any kind of abuse, they must contact the Duty Officer. 

3. Upon notification of any suspicion of abuse, the Duty Officer will contact the 

Director. The Director will either take over or ask the Duty Officer to deal 

with the matter. 

4. The Duty Officer will contact the relevant parties in Gwynedd if they are of 

the opinion that this is necessary. Every one of the Managers is aware of the 

procedure to be followed. The names and telephone numbers of the relevant 

parties are kept in the Director's office.


August 2005 


TEA/COFFEE 

1. Teachers, swogs and assistants are welcome to have tea and coffee in the 

Caban Bwyta anytime day or night. All the necessary equipment and 

provisions are there. The kitchen staff will help you if needed. 

2. A jug should be used for hot water at all times, by staff and residents. 

Individual cups should never be placed under the hot water spout. 

3. In the evening, some food will be left out for teachers/swogs. 

4. It is kindly requested that every plate, cup etc be returned to the counter in 

order that they may be washed immediately the next morning. It is also kindly 

requested that everywhere be left clean and in an acceptable condition.


August 2005 


COMPLAINTS 

1. The Gwersyll welcomes any constructive comments about the service it 

provides. It is only through listening to our customers’ opinion that we can 

develop and meet the customers’ requirements. 

2. Glan-llyn’s policy is to acknowledge and reply to all complaints within five 

days of receipt. 

3. If the complaint is a genuine one, the Managing team should research the 

matter and act through changing the relevant policy and informing the 

complainant of the changes. 

4. If a complaint is received against a member of staff, two managers will 

research the matter and act accordingly. The staff handbook along with 

employment contracts clearly states expected behaviour and also sets out the 

disciplinary procedure if necessary.


August 2005 


MEETINGS 

1. Meetings are an integral part of the different departments within Glan-llyn that 

help to ensure the smooth running of the Gwersyll. 

2. A number of meetings are held at different levels:- 

a) the management team - weekly 

b) departments - some monthly, some bi-monthly 

c) activities department - short meeting every morning 

d) staff meeting - at least once a term 

e) Bowlio deg/Brig - every fortnight 

3. The intended purpose of the meetings is:- 

a) to share information 

b) to encourage constructive discussion on a departmental level 

c) to ensure responsibility is delegated 

d) appraisal and monitoring of staff and development of the Gwersyll 

e) to set individual and departmental targets 

f) to ensure that staff are involved in decision making 

4. Minutes are kept of each meeting and Centre managers receive a report of 

each external meeting attended. 

5. Due to the nature of the Gwersyll, meetings are arranged at times convenient 

to every member of the department. This sometimes means that the meeting 

times vary.


August 2005 


IN HOUSE COMMUNICATION 

1. It is intended that all departments within Glan-llyn are connected so that:- 

a) improved effectiveness is achieved 

b) less time is spent looking for people 

c) it is possible to respond more quickly to every question and incident 

d) our ability to ensure a high level of safety is improved 

e) we can channel our human resources to the areas they are most needed 

2. We have more than one network:- 

a) an internal phone system linking the office, the kitchen, the 

Director’s office, Y Lolfa and the Tenpin Bowling centre. 

b) An intercom system that links the office, the swimming pool and lanfa 

c) Hand radios that are carried by Gwersyll staff whilst on activities, and 

one in the main office 

d) A mobile phone will be carried by one of the managers when no 

radios are available. 

3. We have definite guidelines on how the radios should be used by staff. Our 

policy is:- 

a) it is Gwersyll staff only who are permitted to use the radios (including 

casual/seasonal staff) 

b) on certain occasions, other people are permitted to use a radio, e.g. the 

course leaders, other Urdd staff, teachers driving mini buses etc. 

c) consideration is given to: 

i) the nature and standard of language used 

ii) 

the hand radio is a means of communicating for the Gwersyll 

from a safety and effectiveness point of view, and not for 

unnecessary talking which serves no purpose. 

d) a member of the management team should be within earshot of a radio 

at all times 

e) it is not Gwersyll policy to lend/hire the radios in any circumstances, 

either to Urdd staff or externally 

4. The Gwersyll’s mobile phone is available to be taken on trips outside the 

Gwersyll.


August 2005 


DRUGS 

1. No forbidden drugs are allowed on the Gwersyll’s premises during any course 

at Glan-llyn. 

2. The above policy is relevant for everyone who resides and works at Glan-llyn. 

3. If there is evidence of drug abuse, the duty officer will take the appropriate 

steps in consultation with the course leader (if relevant).


August 2005 


INTRODUCING THE GWERSYLL’S RULES/INFORMATION TO COURSE 

PARTICIPANTS AT THE START OF THE COURSE 

1. One of the managers will welcome the group as soon as possible after arrival, 

and state the following rules. 

2. We emphasise that the rules are common sense and are there for everyone to 

be able to enjoy themselves and have a successful stay over the intended 

period. 

3. There is a definite series of general rules that are the same for every group of 

every age staying at the Gwersyll. But naturally, some rules vary depending 

on the nature of the courses. However, the ground rules and policies are the 

same every time. 

4. The rules include:- 

• Giving a general talk about Glan-llyn. Tell them that everyone who works in 

Glan-llyn wears a name badge. 

• No one to go near the lake, the adventure course or the climbing wall unless on an 

activity. 

Bedrooms:- 

• All rooms to be kept clean and tidy 

• No one to change or move room without permission 

• No one to go into anyone else’s room 

• No one to go into any sleeping areas unless they are sleeping there 

• No girls to go into boys’ sleeping quarters, and no boys to go into girls’ sleeping 

quarters. This rule also applies to Form 6 swogs. 

The children are expected:- 

• To keep the Gwersyll clean and tidy through using the bins provided. 

• To keep themselves clean and tidy 

• To respect other people’s property. If something is broken – it should be reported. 

• To leave any valuable belongings in the office, e.g. cameras. 

• If anyone is ill, it is important that either the duty officer, a teacher or course 

leader is informed. If there are any other problems such as bullying, 

homesickness, personal problems, it is important that anyone suffering any of 

these tells someone so that the problem can be dealt with immediately, rather than 

waiting until they arrive home and leave their parents to deal with the problem. 

Every child must tell the course leader/teacher if they have any medicine to take. 

• Everyone must stay within Gwersyll boundaries 

• No one should run wildly around the Plas or other corridors 

• The Caban Sychu is available to all. There is also a dryer available for a fee


August 2005 


BUDGETARY MATTERS 

1. The Gwersyll’s budgetary matters are governed between Glan-llyn and the 

Financial Department of the main office at Aberystwyth. 

2. The Urdd’s bankers are HSBC, Aberystwyth, and Patterson Jones & Evans, 

Llanbedr pont Steffan are the Urdd’s accountants. 

3. There is an annual budget set along with financial targets between Glan-llyn, 

Llangrannog, the Financial Department and the Business Board. 

4. The situation is revised regularly by the Centre Director, the Financial 

Director and also members of the Business Board.


August 2005 


FIRST AID/ILLNESS 

1. Gwersyll Glan-llyn aims to ensure safe systems and standards in every aspect 

of the Gwersyll constantly. 

2. The main First Aid room in the Gwersyll is the Ysbyty which is by the back 

door of the Plas. There are materials there for treating minor wounds and 

there are also first aid boxes in the following places around the Gwersyll: 

• in the Kitchen 

• In the Main Office 

• The Director’s Office 

• The Swimming Pool 

• The Bowlio deg Centre 

• The Cwt Hwylio (sailing hut) 

• In every vehicle 

3. The only people who are allowed to give treatment in the Gwersyll are the 

managers or staff with the relevant certificate of first aid. Each course leader 

should note which teachers, swogs, volunteers have the necessary 

qualifications. 

4. One of the Gwersyll’s managers is responsible for all aspects of first aid given 

at Glan-llyn. It is this manager who is responsible for arranging staff training, 

supplies and for the condition of the facilities, and also for informing other 

members of staff of relevant changes. 

5. All members of staff attend a first aid course as soon as possible. Courses are 

run at the Gwersyll and internally by the Urdd. First aid is an important part 

of the instructors’ qualifications. Our policy is to ensure:- 

• that each manager holds a First Aid at Work qualification. There is at least 

one manager on duty at all times 

• that all members of staff hold a first aid certificate 

• that Glan-llyn instructors have first aid certificates in accordance with 

qualification requirements for the individual activities 

6. There are treatment forms to be completed and filed in the Director’s Office. 

Every incident should be noted – serious or not. These forms must be filled in 

even if there is no need for treatment at the outcome.


August 2005 


7. There are also accident/incident forms that must be completed after each 

accident, incident or near miss. 

8. If someone is ill or has an accident during the night, they should either contact 

the Night Watchman, the course leader or the Duty Officer (phone number in 

the office). 

9. The Duty Officer should be contacted before phoning the local doctor (phone 

number in the office). 

10. If a child must be taken to hospital the Duty Officer is prepared to go. Of 

course, if this does happen, there will be no Duty Officer in the Gwersyll 

should anything else occur (especially at weekends and late at night). Careful 

consideration should be given before taking the child to hospital. 

11. The Gwersyll’s procedure for doctor/hospital visits:- 

i) visit the surgery in Bala: children who are ill or have had an accident 

are taken to the doctor in Bala. The parents will be informed 

immediately the child is back at Glan-llyn after receiving treatment. 

ii) Visit the hospital: if the child has to attend hospital, this is usually at 

Wrexham, and after seeing the doctor in Bala. The parents will be 

informed immediately we know that the child has to go to the hospital. 

After this, the parents will be kept informed of what is happening. 

A member of Glan-llyn staff will take the child to the doctor, dentist or hospital if that 

is the wish of the course leader. If the child’s parents wish that their child goes home 

for medical reasons, we will try to meet them half-way. 

12. All children should consult their teacher/leader if they have medicine to take 

13. If a child has been ill and the bedclothes require washing the Gwersyll staff 

can wash and dry them. Also if a child wets the bed it is possible to wash and 

dry the bedclothes. It can be a sensitive situation for the child, therefore the 

matter can be discussed with the Managers in the office. 

14. Every incident, large or small, must be noted in the file and a form filled out. 

15. Also every near miss should be noted, so that we may look at our systems and 

revise any necessary changes that may avoid such incidents in the future. The 

forms should be returned immediately after completion to the office. 

16. Should an accident happen one of the managers should be informed. 

Naturally, in an emergency, any one of the Gwersyll’s staff who is on hand 

should be called upon for help, e.g. activities staff. All members of staff 

should be wearing a name badge and should know the procedures for 

accidents/incidents.


August 2005 


17. It is possible to contact the office immediately an incident has occurred:- 

i) from the lakeside – through the intercom (press 2) 

ii) swimming pool – through the intercom or radio 

iii) bowling centre – internal phone system (dialling 200, 201 or 202) 

iv) the climbing wall – internal phone system in bowling centre 

v) the internal extension number for the Director is 203 

vi) it is also possible to contact the office from the radios that should be 

carried on all activities 

18. PHONE NUMBERS: Emergency 999 

Bala Surgery 520308 

Maelor Hospital 01978 291100 

Ysbyty Gwynedd 01248 384384 

Bronglais Hospital 01970 623131 

Dentist 521085


August 2005 


MAINTENANCE 

1. The Management team set maintenance targets seasonally for the Maintenance 

Department. 

2. Any member of staff who notices damage or deterioration should report it at 

once to the Management team in order that the Maintenance Department can 

be informed and deal with the problem as soon as possible. 

3. If anyone borrows maintenance equipment, it should be recorded, and the 

equipment returned to the relevant place. 

4. It should be ensured that all stores and the workshed are locked unless a 

member of staff is present. 

5. Only Gwersyll staff have the right to use maintenance equipment. 

6. No one is permitted to correct any equipment in the Gwersyll expect the 

appointed persons.


August 2005 


EXTERNAL BODIES 

1. The Gwersyll has close contact with a number of external bodies and we are 

members of numerous panels e.g. 

2. We welcome any teamwork with external bodies and are very grateful for the 

support given by many of them e.g. Snowdonia National Park, National Rivers 

Authority. 

3. Our policy is to encourage contact with external bodies, both local and 

national, to ensure close and successful co-working for the sake of the 

Gwersyll, the Urdd and the relevant parties. 

4. Gwersyll Glan-llyn is registered under AALA the Outdoor Adventure 

Licensing Authority. 

5. We are registered with a number of external bodies and associations e.g. 

Welsh Canoeing association, Royal Yachting Association, British Tenpin 

Bowling Association. We are a licensed Welcome Centre.


August 2005 


FIRST CUSTOMER CONTACT 

1. Upon receiving an enquiry from a potential customer, all the information will 

be passed to the Manager responsible for the Gwersyll’s timetable. 

2. The Director will answer the enquiry by:- 

• Sending out an information pack 

• Offering possible dates for the proposed course 

• Offering a suitable price for the proposed course 

• Offer to meet the customer to discuss the matter further 

3. The Manager will record everything done in the relevant file in the Director’s 

office. 

4. The Manager will contact the potential customer within a month to enquire 

further and attempt to arrange a meeting. 

5. When a course is confirmed, either one of the Centre Managers will visit the 

customer to discuss the course, or the Course Leader will visit the Gwersyll. 

The Gwersyll will prepare advertising posters and leaflets for the customer and 

offer to visit the school/club etc to speak with the course participants and also 

show them a video and speak to parents if the customer so wishes. 

6. Within a month of the course dates, the customer will receive a package which 

includes:- 

• Information sheet 

• Timetable to be discussed 

• Final arrangements for the parents 

• Health certificates 

• Course leader’s handbook 

7. The Gwersyll will ensure that the customer is satisfied with the course 

arrangements and timetable through co-working with the customer and the 

chief instructor.


August 2005 


PARENT/GUARDIAN CONTACT 

1. Glan-llyn provides general information for parents/guardians about the 

procedures in the Gwersyll. Every parent will receive a General Information 

for Parents leaflet and a Health Certificate either through the course leader 

e.g. a teacher, or the leader of the local Urdd branch or directly from the 

Gwersyll. 

2. It is these leaflets that set out the Gwersyll’s procedures for parents/guardians 

and through this information we can decide whether the Gwersyll’s standards 

and procedures are acceptable to them, and if they are happy for their child to 

stay here. 

3. It is essential that parents/guardians complete the Health Certificate and send it 

to the Gwersyll with the child. It is this form that permits us to proceed with 

necessary steps if the parent/guardian cannot be contacted during an 

emergency. It also gives us necessary information about the resident’s state of 

health and any special needs, e.g. food. 

4. The General Information for Parents leaflet should not be ignored, because the 

centre Managers will follow the procedures set out in the leaflet. 

5. This leaflet and the Health Certificate are in addition to any arrangements 

made by the school, education authority or association. 

6. We welcome any contact with parents and answer every enquiry by letter and 

take the necessary steps to correct any situation they are not happy with. 

7. Parents are welcome to contact or visit the Gwersyll to discuss any matter 

connected to Glan-llyn.


August 2005 


DAMAGE 

1. During the welcome speech, each group is informed of the procedure involved 

if any damage occurs. Any accidental or non-accidental damage must be 

reported immediately to one of the Centre Managers. Course leaders and 

teachers are expected to report back to the managers. 

2. The Gwersyll (in conjunction with the course leader) attempt to correct the 

situation. It is the Centre Manager who will authorise maintenance and 

cleaning staff to clear any mess. There are some exceptions, e.g. where it is 

dangerous not to clean up immediately (broken glass etc). 

3. The Manager (and leader) will try to solve any problem immediately through 

speaking with the relevant persons or sending for help e.g. doctor, ambulance. 

4. The Manager (and leader) will decide whether any further steps are necessary. 

At times the Gwersyll will bend to the leader’s wishes and take steps as 

required. However, the centre Manager’s decision is final, whatever the 

wishes of the leader, teachers and course swogs. 

5. The Gwersyll hold the right to charge for any purposeful damage done to the 

Gwersyll’s property. This will be done through invoicing either the person 

responsible, or the school/company/other. 

6. It is expected that each leader ensures that all rooms are inspected at the end of 

each course, and that they report back to the Manager. The Gwersyll staff will 

also inspect all rooms.


August 2005 


DRINKS 

1. No alcohol is permitted on the Gwersyll’s grounds during any course arranged 

by the Urdd. 

2. No member of the Urdd’s staff is allowed to drink alcohol in the Gwersyll. 

3. No swogs are permitted to drink alcohol in the Gwersyll or outside the 

Gwersyll during the course. 

4. Urdd courses are any courses arranged by the Gwersyll or Urdd staff which 

include Gwersyll Haf, area weekends and training courses. 

On external courses 

5. No alcohol is permitted on the Gwersyll’s grounds if an Urdd course is being 

run at the same time as the external course. 

6. No resident under the age of 18 is permitted to drink alcohol on the Gwersyll’s 

grounds. 

7. It is expected that leaders and teachers on all courses be totally responsible for 

all aspects of discipline and safety of their course members. 

8. On some courses, alcohol is permitted on the Gwersyll’s grounds (except for 

point 5 above), e.g. family courses, adult courses. 

9. It is permitted for adults on courses to visit pubs in the area, but the leaders 

must keep to points 5 and 7 above. 

10. The Gwersyll’s policy is to encourage external courses that include socialising 

to do this outside the Gwersyll.


August 2005 


SAFETY 

1. The Gwersyll has a definite policy regarding safety. This is clearly outlined in 

our Health and Safety Policy. 

2. Safety is at the centre of all the Gwersyll’s systems. We are extremely aware 

of the importance of safety at all levels both for our customers’ sake and the 

staff who work here. This is reflected in the low number of accidents and 

incidents. 

3. Each member of the Gwersyll staff wears a name badge. There are 

photographs of staff on the noticeboard in the Caban Bwyta. 

4. Each accident/incident is recorded in the relevant file. This file is kept in the 

Director’s office. 

5. All members of staff are required to fill out a form after each 

accident/incident. The matter is researched by two of the Centre Managers. 

They are also required to write a report on the incident, which is then kept in 

the relevant file. 

6. The staffing structure of the Gwersyll means that all staff have the opportunity 

to discuss and raise safety matters- 

a) staff meetings are held regularly to ensure a high level of safety and 

consistency both during activities and in general in the Gwersyll. 

b) The activities staff have detailed guidelines to follow during activities 

which once again ensures consistency and safety. 

c) Should an accident or near accident occur during an activity which is 

supervised by the activities staff, a detailed report must be made on the 

matter. These reports are then kept in the Director’s office. 

7. The Gwersyll is registered under AALA (the Outdoor Adventure Licensing 

Authority) to provide certain activities in the following areas – climbing, 

walking, and watersports. The Centre Director is a member of the Outdoor 

Educational Centres Directors’ Association – the Centre must be inspected 

before joining. 

8. The local Health and Safety Advisers (Gwynedd County Council) visit the 

Gwersyll regularly. 

9. The procedures in the Gwersyll have been adapted over eighteen years of 

experience to ensure the safety of children staying in the Gwersyll and during 

activities. 

10. It is ensured that children know whom to turn to in an emergency – there is 

someone available at all times, night and day. 

11. There is a night watchman employed by the Gwersyll.


August 2005 


12. The Activities – there is a more detailed handbook available which outlines 

both the guidelines and procedures for all activities. This also includes a risk 

assessment. Roughly – 

a) no one is permitted to take part in any activity without one of the 

Gwersyll staff or a teacher being present. 

b) The children and closely supervised on every activity and the 

equipment is inspected regularly to ensure that it is safe and suitable 

for use. There is one person who is responsible for all the Gwersyll’s 

equipment in every one of the stores. 

c) We ensure that all course participants are suitably dressed for each 

activity and that they are aware of how to use the Caban Sychu.


August 2005 


PHONE 

1. Teachers are welcome to use the phones to make any calls at any time of day 

or night. 

2. The payphone is available to course participants according to the wishes of the 

course leader. However, it is not permitted for the payphone door to be closed 

at all times due to safety guidelines.


August 2005 


BUILDING WORK 

1. Any time that building work is going on in the Gwersyll, it is expected that the 

building company clearly show which areas course participants are not 

allowed to enter. 

2. During the opening speech the course participants will be informed of 

restricted areas. 

3. Workmen will also be told of their areas. We expect the workmen to wear 

name badges from the building company.


August 2005 


WORKSHOP 

1. No teachers, swogs or volunteers are permitted to enter the workshop. 

2. The workshop door must be kept locked when there is no member of Gwersyll 

staff present. 

3. Everyone who borrows equipment and tools from the workshop should record 

this in the relevant place. The equipment must be returned at the end of the 

day. 

4. Everyone involved with equipment should adhere to the Health and Safety 

Policy from the point of rules, good practices and suitable clothing.


August 2005 


HOMESICKNESS 

1. Should a child complain of homesickness the following steps are taken. It 

should be ensure that the problem really is homesickness through questioning 

the child. It should be ensured that no other problem is at the root of the 

homesickness, e.g. bullying, lost property, problems at home etc. If necessary 

there should be discussion with the course leader and any teacher or swog who 

knows the child as this may lead to a clearer picture. 

2. The first step is to try and involve the child in the activities. It is only after 

speaking to the child on numerous occasions that we consider phoning the 

parents. All members of staff must tell the Manager of any homesick child. 

3. Our intention is to try not to send the child home. We are perfectly happy to 

keep the child here if that is the parents’ wish. Naturally, though, it is the 

parents’ wishes that are important. 

4. If we feel that the child will not enjoy their stay in the Gwersyll and that 

human resources are being used to care for that child, we will suggest that the 

wisest decision would be to send the child home. 

5. There will be no refund for any child who leaves due to homesickness.


August 2005 


TRAINING 

1. Gwersyll Glan-llyn has a definite policy for encouraging all members of staff 

to undertake training in order to:- 

a) improve their individual standard 

b) improve and support the Gwersyll standards 

2. All members of staff will be encouraged to attend courses to improve their 

personal development. The procedure is – 

a) discuss the matter with the department head 

b) note the training on the department’s priorities list 

c) the department head to place the department’s priorities list in front of 

the management team in order to discuss the training priorities of the 

Gwersyll. 

3. There is a chance to receive training on two levels – 

a) external training for recognised certificates by external bodies, e.g. 

First Aid certificate, activities qualifications 

b) in house training arranged by the Gwersyll or the Urdd, e.g. health and 

safety sessions and in house sessions for staff from other departments 

e.g. on activities 

4. The Gwersyll will pay for each training course for all members of staff 

providing that the course is relevant, and also within general training priorities 

in the Gwersyll. There are three levels – 

a) The Gwersyll pay all costs 

b) The Gwersyll contribute a percentage with the member of staff 

contributing the remainder 

c) The member of staff pays all costs 

5. The Gwersyll encourages the staff to develop their personal skills at every 

level which means improving the individual’s performance and qualifications 

for their sake, the Gwersyll and the Urdd. 

6. Gwersyll Glan-llyn has achieved the Investors in People standard.


August 2005 


CLOTHING 

1. In order to set an acceptable standard and impression, it is expected that all 

members of Gwersyll Glan-llyn staff will dress tidily. It must be remembered 

that it is a centre for young people and therefore clothing should be suitable 

for meeting young people, teachers, parents and the general public. 

2. Some members of staff have an official uniform provided by the Urdd. It is 

expected that this uniform is worn at all times when on duty. 

3. All members of staff who operate any equipment are expected to wear suitable 

clothing for the intended task. If they don’t, the department head should warn 

them that they are breaking health and safety rules and could be disciplined. 

4. All instructors must wear any relevant item when leading an activity. 

5. It is expected that all members of Gwersyll staff and other Urdd staff dress 

appropriately on all occasion, even in very hot weather – it is not permitted 

to take shirts off. 

6. When working with the public in the Tenpin Bowling Centre, the clothing 

provided by the Urdd must be worn. 

7. All members of Urdd staff, both full time and part time, must wear name 

badges around the Gwersyll. It is the staff member’s duty to wear the badge 

and keep it safely. Loss of a badge should be reported immediately to the 

main office. The Gwersyll will charge staff if they consistently lose their 

badge and will discipline staff who deliberately avoid wearing their name 

badge. 

8. We expect all Urdd staff, swogs and teachers, and all the residents to dress 

appropriately during their stay. The Gwersyll Managers will point out to any 

person who does not conform to the dress code and will discipline them as 

necessary.


August 2005 


LANGUAGE 

1. The Gwersyll’s official language is Welsh. 

2. Glan-llyn aims to set its policy by creating a welsh atmosphere in the 

Gwersyll. Our policy is to ensure that the language lives on, which is relevant 

to everyone in Wales. 

3. The internal administrative and communicative language is Welsh. At times 

English must be used when dealing with companies. However, our policy is to 

encourage all the companies and relevant individuals to use Welsh. If they are 

happy to receive our money, they must also accept our language. 

4. All members of full time staff in the Gwersyll must be fluent in both English 

and Welsh. 

5. On certain courses (e.g. foreign school, English language schools, language 

courses), English is used along with other languages. However, our aim is to 

introduce Welsh to all groups no matter what the nature of the course. 

6. The Gwersyll does not produce public information that is completely 

bilingual. There are some leaflets, handbooks and documents only in Welsh.


August 2005 


HIRING/LENDING GWERSYLL EQUIPMENT/RESOURCES 

The Local Community 

1. Permission must be sought from one of the Gwersyll Managers. No member 

of staff should take advantage of the Gwersyll’s equipment without 

permission. Naturally, the Gwersyll’s needs must have priority. 

2. It is essential that the equipment is returned within a reasonable period and in 

a satisfactory condition. It is the Centre Manager alone who can decide what 

is a reasonable period. 

3. At times Glan-llyn hires or lends Gwersyll equipment to individual staff. This 

is a part of our staff care policy. It is good for the staff to benefit from their 

connection with the Gwersyll. 

4. Sometimes a local individual or association/group wish to borrow Gwersyll 

equipment. Points 3 and 4 above are relevant. 

5. The Manager must keep a record of all equipment borrowed and the date 

returned. 

6. It must be ensured that the borrower is aware of the following:- 

a) the cost for borrowing (if relevant) 

b) the date of return 

c) insurance details 

d) it is the borrower’s responsibility to return the equipment to the 

Gwersyll in a satisfactory and acceptable condition 

e) should any equipment need replacing, the borrower is responsible for 

replacing it 

f) the Gwersyll does not accept any responsibility for any incident 

resulting from borrowing the equipment 

7. There is a form to sign accepting the above conditions. 

Hiring the Sports Hall/Swimming Pool/Tenpin Bowling 

8. No member of the public is permitted to wander down to the Gwersyll. 

9. The times arranged must be kept to.


August 2005 


WALKING/TRIPS FROM THE GWERSYLL 

1. As the local roads are busy and without pavements, great care must be taken 

when walking along the road. We advise groups to avoid this if possible. 

2. Yellow waistcoats should be worn by adults so that drivers/strangers can see 

them easily and it is immediately obvious who is in charge of the group (there 

are waistcoats in the Gwersyll). 

3. When walking along the road, everyone will walk double file on the left side 

of the road. 

4. There will be a responsible person at the front and back of the group. 

5. The responsible person at the back will be carrying a First Aid kit. 

6. The Gwersyll has a mobile phone to be used in an emergency only e.g. if a 

car/mini bus is required to fetch someone due to illness/accident. 

7. Details of all trips must be left on the board in the main office. These trips 

include canoeing to Bala, mountaineering, camping, walking and bus trips to 

other centres. Details should include numbers, staff names/contact numbers, 

estimated time of return etc. 

8. No one should walk along the Llyn Tegid railway. The line must be crossed 

in the correct places and it should be ensured that a teacher/swog stays there to 

supervise all the children. 

9. Control must be kept on groups during trips out of the Gwersyll. This means 

constant supervision in buildings such as castles, visitor centres, shops, Bala, 

Llyn Tegid Railway etc. 

10. The Gwersyll also has a hand radio. These can be used depending on the need 

for them elsewhere.


August 2005 


NIGHTTIME PROCEDURES 

Generally 

There is a member of the Glan-llyn management team on duty every night. 

Usually, the staff member ensures that the evening activity is arranged and that the 

course leader is aware of the systems in place for overnight. 

When the Manager leaves the Gwersyll, he will note this down, tell the course leader 

and ensure that the course leader and teachers are aware of procedures if necessary. 

The Managers’ phone numbers are on the wall in the main office. The 

Gwersyll’s mobile phone will be with the Duty Manager. All information is on 

this leaflet. 

The main office is locked when the Manager leaves. The key is kept in the Lolfa 

(next to the office). 

In an emergency the Duty Manager should be contacted either by phone or mobile 

phone. It is important to contact the Manager should any incident occur, e.g. illness, 

behaviour that has an effect outside the Gwersyll, fire alarm etc. The Duty Manager 

must be contacted before calling the doctor, hospital, police etc. 

Our duty is to help you so therefore don’t worry – contact the Duty Manager 

whatever the problem. 

After 11.30 p.m. there will be a night watchman on duty. The night watchman must 

be contacted before calling the Duty Manager. The night watchman is aware of all 

procedures to be followed during an incident. He will be able to contact the Duty 

Manager for you. 

There is a placement register (which shows which room everyone’s in) in the Lolfa. 

Guidelines for night time 

It is suggested that a rota for night duty is drawn up for each night, and only the 

teachers/swogs on duty should enter the corridors. Set a definite time when you 

expect everyone to have washed, changed etc and to be in bed ready to sleep. 

If a child/children are noisy etc., it is acceptable to take them out of the room and 

make them stand in the corridor for a few minutes. It is not advisable to use any other 

form of punishment if it is necessary to take children out of their room(s). 

Corridor and toilet lights must be left on all night. 

The children should be aware of where staff are sleeping in case there is an 

emergency/problem during the night.


August 2005 


THE GWERSYLL’S MAIN OFFICE 

1. The Gwersyll’s main office is the administrative centre of Glan-llyn. The 

Deputy Director, Education Officer and two secretaries are based here. It is a 

working environment and should be kept so at all times. 

2. Although other staff need to be in the office at times, they should not collect in 

the office. It is not a meeting place. The environment should be conducive to 

effective, successful work. 

Computers 

3. It is the Gwersyll’s secretaries who have priority where using the computers 

are in question. No other member of staff should work at the computers as the 

secretaries undertake all typing work for the Gwersyll. 

Messages 

4. When taking a message over the phone or from a visitor, it should be ensured 

that the message reaches the relevant person. The message should state the 

caller’s name, phone number, the date and time along with the message. The 

Management Team all have pigeonholes for messages, as do the Activities 

Department. 

Phone 

5. No member of staff should use the phone without permission. Personal calls 

are not allowed. The Gwersyll receive itemised phone bills.


August 2005 


PURCHASING GOODS 

1. A number of the Gwersyll’s departments purchase goods, and it is the head of 

that department who holds the responsibility for ordering those goods. 

2. Before the start of each financial year, each department is given a budget for 

year ahead. Each department presents a list of priorities to the Management 

Team in order that the Gwersyll’s budget can be sorted out. 

3. No one is permitted to order goods unless it has been arranged with one of the 

Management Team and ordering must be done through one of the secretaries 

only. 

4. Any member of staff who orders goods without permission will be disciplined. 

5. The Management Team along with the Business Board, the central committee 

of the Urdd, regularly revises the Gwersyll’s expenditure.


August 2005 


MANAGER ON DUTY 

1. During the day there is at least one Manager on duty. The Managers are the 

Director, the Deputy Director, the Education Officer, the Chief Instructor, and 

the Head of Kitchen/Cleaning. 

2. Each of the above has a First Aid at Work certificate. 

3. There is at least one Manager around during activity sessions. The Manager is 

in contact with the activities staff through internal communication systems. 

4. Usually, the Manager’s hours of work are 8.30 – 5.00. However due to the 

nature of the Gwersyll and depending on the customer’s needs, these times can 

vary. 

5. If one of the Gwersyll Managers leaves the Gwersyll during the day, they 

should ensure that the other Managers are aware of the details of the trip. 

6. If the only Manager leaves the Gwersyll during the day, e.g. going to the bank, 

he should ensure that the rest of the staff and course leader or at least two 

teachers are aware that he has left and how to contact him in an emergency, 

e.g. mobile phone, hand radio. The Manager should ensure that the relevant 

persons are aware that he has returned. 

7. The Duty Manager must ensure that all arrangements for evening activities are 

complete, the necessary equipment etc is available before leaving for the night. 

Also, the Manager must ensure that the course leader and others are aware of 

how to contact him – home phone number, mobile phone, radio. The manager 

should contact the course leader before leaving, and once again explain 

nighttime procedures. 

8. After leaving the Gwersyll, the Manager is on call throughout the night until 

breakfast time the following morning. The course leader should contact the 

manager for whatever reason. The Duty Manager is prepared to deal with any 

problem – big or small. 

See the leaflet “Nighttime Procedures” 

9. Some of Glan-llyn’s staff live in the Gwersyll. In an emergency, they should 

be contacted as well as the night watchman. 

10. The Manager should ensure that the course leader, the teachers or relevant 

volunteers are aware of his location throughout the night.


August 2005 


SHOP 

1. One member of staff in the Gwersyll is responsible for running the shop, 

ordering sweets/goods, and ensuring that there is always change available. If 

there is any problem it should be reported to one of the Managers. 

2. On Urdd courses, the shop is usually open after lunch, tea and supper. 

Opening times on other courses vary according to the course leader’s wishes. 

3. On all other courses it should be ensured that a teacher/swog is responsible for 

running the shop, and that others assist them.


August 2005 


NEW STAFF 

1. All new members of staff are given introductory training: 

a) an introduction from the Director which includes: 

i) the background and aims of the Gwersyll and the Urdd 

ii) departmental structure of the Gwersyll 

iii) the individual’s role 

iv) customer care 

v) staff care 

vi) the local community 

vii) investing in people 

viii) staff 

ix) health and safety 

x) business and financial details of the Gwersyll 

b) a talk with the department head that will include: 

i) the aims and purpose of the department 

ii) the individual’s role within the department 

iii) defined role 

iv) defined duties 

v) a tour around the Gwersyll 

vi) customer care 

vii) inter-departmental relationships 

2. The Department Head supervises the development of all new employees.


August 2005 


ACTIVITIES’ STORES 

1. There is a member of staff who is responsible for supervising all stores. 

2. Only Glan-llyn staff have the right to operate the stores. 

3. We have a definite system for the stores and all members of staff have to 

follow the correct procedure.


August 2005 


FIRE: PROCEDURES AND DRILLS 

1. Every group is given a fire drill as soon as possible after arrival in the 

Gwersyll. At times, e.g. a small group arriving very late, the procedure is 

explained, with emphasis put on the need to familiarise themselves with fire 

exits before retiring for the night. 

2. The meeting place in an emergency is the main car park by the trees. The 

number of each room is painted on the tarmac. The area is lit up during the 

night. 

3. The fire alarm is a continuous siren. 

4. There is a smoke alarm in every room. Jones & Whitehead, Bethesda, who are 

the Urdd’s official electricians, inspect the fire alarm system regularly, 

including all smoke alarms. 

5. There are fire extinguishers located around the Gwersyll. Fireshield in Bala 

inspect these regularly. 

6. There are automatic lights in the Gwersyll (which are sensitive to the dark and 

switch on automatically), along with lights, which are operated when the fire 

alarm sounds. 

7. Due to the nature of the Gwersyll and the Urdd movement, it is not necessary 

for us to hold a fire certificate. However, Fire Brigade officers inspect the 

Gwersyll and we act upon their comments and suggestions. Bala firemen are 

familiar with the Gwersyll and hold a drill in Glan-llyn annually. 

8. The Gwersyll staff are aware of the expected procedure when the fire alarm 

sounds. 

9. The Gwersyll Manager, along with other staff, is responsible for counting and 

ensuring that all residents are present. It is expected that the course leader, 

teachers and swogs assist in calming the residents and keeping order. 

Location details and resident numbers can be found in the main office. It is 

the Manager’s duty to collect these papers. 

10. It is the responsibility of the Gwersyll staff to ensure that appropriate action is 

taken to maintain a safe environment. Only one of the Gwersyll Managers 

can declare it safe for everyone to go back indoors. 

11. During the night the procedure is slightly different. The course leader will 

receive a detailed sheet outlining this procedure. The night watchman, or 

members of the Gwersyll staff who are staying in the Gwersyll, will contact 

the Duty manager. Only one of the Gwersyll staff will de-activate the alarm 

and declare it safe for everyone to go indoors. The Urdd expects that the 

manager be called immediately to the Gwersyll. 

12. Fire exits are clearly marked.


August 2005 


13. There is a fire map in the Caban Bwyta and in the Office along with other 

locations around the Gwersyll. There is also a list of procedures to be 

followed. 

14. All fire drills are recorded and all incidents involving the alarm in a book 

which is available for inspection.


August 2005 


ELECTRICAL 

1. Jones & Whitehead inspect our electrical systems and also maintain the 

systems. 

2. The maintenance department inspect and maintain the equipment at certain 

times. 

3. All members of staff report any faults to the responsible member of the 

Management Team. 

4. Nobody has the right to interfere with the electrical system in accordance with 

the Health and Safety Policy.


August 2005 


THE LOCAL COMMUNITY 

1. The Gwersyll’s aim is to create a healthy relationship with the local 

community. There are obvious links as a large percentage of the staff live 

within five miles of Glan-llyn. 

2. One method is offering the Gwersyll’s resources to the local community such 

as- 

• leisure facilities 

• meeting/conference facilities 

• our equipment and machinery 

• our staff’s expertise 

3. We offer our resources regularly to the local primary schools, e.g. an evening 

of activities around Christmas. Penllyn’s primary teachers often use our 

resources to conduct meetings and conferences. Our intention is to offer more 

regular sessions of different activities. 

4. The intention is to establish a Contact Panel with the local community in order 

to transfer information about the Gwersyll. The Panel members will consist of 

local community council representatives, local county councillors, local 

schools, the Gwersyll’s neighbours and representatives from local institutions, 

e.g. Snowdonia National Park, Countryside Council, National Rivers 

Authority, Farmers’ unions. 

5. We have a policy of presenting articles and stories to the local press, which 

relate any important happenings and developments in the Gwersyll. 

THE PRESS – PRESS RELEASES 

1. At times, the Gwersyll receives attention on a local and national level. It is the 

Centre Director alone who releases statements to the press, and this is in 

accordance with the Urdd’s Chief Executive in Aberystwyth. 

2. No member of the Gwersyll’s staff has the right to neither discuss nor 

comment on any matter relating to the Gwersyll or Urdd generally with any 

member of the press. All telephone calls must be immediately transferred to 

the Director. If the Director is unavailable, a name and phone number must be 

taken and the message related to the Director as soon as possible. On no 

account should any member of staff speak further, comment on, offer an 

explanation etc. 

3. The Gwersyll’s image is essential for the Gwersyll’s success. All Gwersyll 

staff must co-operate with this policy. 

4. It is not permitted for any teacher/swog/volunteer to speak with the press on 

Glan-llyn grounds without prior permission from the Director.


August 2005 


BEHAVIOUR 

1. It is expected that all residents, visitors and staff behave in the appropriate 

manner. 

2. All Gwersyll rules and expected behaviour are clearly explained at the start of 

each course. 

3. Also, all volunteers are expected to co-operate with the Gwersyll’s policies 

and rules, e.g. health and safety rules, safety during activities, behaviour 

during evenings/nights. 

4. The manager and course leader will deal with any misbehaviour and lack of 

discipline from the residents’ point of view (if relevant). It is the Duty 

manager’s decision that will be final.


August 2005 


SMOKING 

1. The aim of Glan-llyn is to create a healthy and desirable environment in which 

to both work and reside and to ensure the best possible conditions for all 

people staying in the Gwersyll. 

2. No smoking is permitted within Gwersyll buildings. 

3. It is permitted for Gwersyll staff and volunteers, teachers, swogs to smoke 

outdoors at certain times. These times are coffee breaks and meal times. 

However, it is not permitted- 

a) to smoke in the presence of residents 

b) to smoke during activities 

4. Gwersyll staff who smoke must ensure that no cigarette packets, butts etc are 

left around after they have been smoking. 

5. Residents who smoke will be disciplined. On Urdd courses, it is our policy to 

contact parents and sometimes send the resident home.


August 2005 


INSURANCE 

1. The Urdd has third party insurance against any incidents that occur through 

Urdd arrangements. 

2. The Gwersyll does not have personal insurance included in the course price. 

3. Details and figures of our public and employer’s insurance are available in the 

Director’s office.


August 2005 


VISITORS 

1. All members of the public are requested to report to the main office, which is 

signposted. 

2. All members of Gwersyll staff have a responsibility to question strangers and 

offer assistance. This should then be followed up by ensuring that the visitor 

speaks to the relevant person. 

3. All members of staff who are expecting visitors should inform the office in 

order that a visitor is expected. 

4. All visitors should receive a warm welcome. 

5. Sales persons – appointments should be made beforehand, ensuring that they do affect the 

running of the Gwersyll too much.

Policies - Urdd Gobaith Cymru

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