Policies

Safeguarding Policy & Procedures

1. Introduction

Apna Heritage is committed to safeguarding the welfare of all individuals, especially children, vulnerable adults, and those at risk of harm, who come into contact with the organisation. This policy outlines the principles and procedures for implementing a comprehensive safeguarding program.

2. Objectives

The objectives of this policy are to:

  • Ensure the protection and welfare of all individuals connected with Apna Heritage.
  • Provide a safe environment that prevents harm, abuse, neglect, and exploitation.
  • Promote a culture of safeguarding awareness, reporting, and responsible action within the organization.

3. Definitions

Safeguarding: The process of protecting individuals from harm, abuse, neglect, or exploitation.

Child: A person under the age of 18.

Vulnerable Adult: An individual who may be unable to protect themselves from harm, abuse, neglect, or exploitation due to age, illness, disability, or other factors.

4. Safeguarding Procedures

4.1 Designated Safeguarding Officer

  • Apna Heritage will designate a Safeguarding Officer who is responsible for coordinating safeguarding efforts and serving as the primary contact for safeguarding concerns.
  • The Safeguarding Officer will be appropriately trained and maintain up-to-date knowledge of safeguarding regulations and practices.

4.2 Risk Assessment and Identification

  • Conduct risk assessments to identify potential areas of concern and individuals at risk within the organisation.
  • Implement procedures for identifying individuals who may be at risk of harm or exploitation.

4.3 Codes of Conduct

  • Develop and communicate a Code of Conduct for all staff, volunteers, and stakeholders, setting clear expectations for behaviour and interactions with individuals at risk.
  • Ensure that all individuals connected with Apna Heritage understand the importance of safeguarding and their role in maintaining a safe environment.

4.4 Reporting Concerns

  • Implement clear procedures for reporting safeguarding concerns, including how to report to the Safeguarding Officer or relevant authorities.
  • Encourage open communication and ensure that staff and volunteers are aware of their obligation to report concerns.

4.5 Responding to Concerns

  • The Safeguarding Officer will respond promptly to safeguarding concerns and take appropriate action, which may include conducting investigations and involving external agencies as necessary.
  • Maintain confidentiality in safeguarding investigations while ensuring that information is shared on a need-to-know basis.

4.6 Training and Education

  • Provide training and education on safeguarding to staff, volunteers, and stakeholders.
  • Ensure that all individuals connected with Apna Heritage are aware of the signs of abuse, neglect, and exploitation, and understand their role in safeguarding.

4.7 Record Keeping

  • Maintain accurate records of safeguarding concerns, actions taken, and outcomes.
  • Store safeguarding records securely and in compliance with data protection regulations.

4.8 Compliance with Legal and Regulatory Requirements

Ensure compliance with all relevant legal and regulatory safeguarding requirements, including reporting obligations to authorities.

4.9 Continuous Improvement

This policy and its procedures will be reviewed regularly to ensure effectiveness and alignment with the organization’s mission and safeguarding objectives.

Conclusion

Safeguarding is paramount to Apna Heritage’s commitment to protecting individuals from harm, abuse, neglect, and exploitation. This Safeguarding Policy and Procedures provide a framework for identifying and addressing safeguarding concerns while fostering a culture of responsible action and awareness within the organisation.

1. Introduction

Apna Heritage is dedicated to safeguarding the welfare and well-being of vulnerable beneficiaries who access our services and programs. This policy outlines the principles and procedures for implementing a comprehensive safeguarding program specifically focused on protecting vulnerable individuals.

2. Definitions

Vulnerable Beneficiaries: Individuals who are at greater risk of harm, exploitation, or abuse due to factors such as age, disability, illness, or any other circumstance that may impact their capacity to protect themselves.

3. Objectives

The objectives of this policy are to:

  • Ensure the protection and welfare of vulnerable beneficiaries.

  • Provide a safe and supportive environment that prevents harm, abuse, neglect, and exploitation.

  • Promote a culture of safeguarding awareness, reporting, and responsible action within the organization.

Safeguarding Vulnerable Beneficiaries Procedures

1. Designated Safeguarding Officer

a. Apna Heritage will designate a Safeguarding Officer responsible for overseeing the safeguarding of vulnerable beneficiaries.

b. The Safeguarding Officer will be appropriately trained and maintain knowledge of safeguarding regulations and practices, with a focus on addressing the specific needs of vulnerable beneficiaries.

2. Risk Assessment and Identification

a. Conduct regular risk assessments to identify potential areas of concern and to assess the specific vulnerabilities of beneficiaries.

b. Implement procedures for identifying individuals who may be at risk and in need of additional support and protection.

3. Codes of Conduct

a. Develop and communicate a Code of Conduct that is sensitive to the needs of vulnerable beneficiaries and sets clear expectations for behaviour and interactions.

b. Ensure that all staff, volunteers, and stakeholders understand the importance of safeguarding vulnerable beneficiaries and their role in maintaining a safe and supportive environment.

4. Reporting Concerns

a. Implement clear procedures for reporting safeguarding concerns related to vulnerable beneficiaries, including how to report to the Safeguarding Officer or relevant authorities.

b. Encourage open communication and ensure that staff and volunteers are aware of their obligation to report concerns.

5. Responding to Concerns

a. The Safeguarding Officer will respond promptly to safeguarding concerns related to vulnerable beneficiaries and take appropriate action, which may include conducting investigations and involving external agencies as necessary.

b. Maintain confidentiality in safeguarding investigations while ensuring that information is shared on a need-to-know basis.

6. Training and Education

a. Provide training and education on safeguarding vulnerable beneficiaries to staff, volunteers, and stakeholders.

b. Ensure that all individuals connected with Apna Heritage are aware of the specific needs and vulnerabilities of the beneficiaries and understand their role in safeguarding.

7. Record Keeping

a. Maintain accurate records of safeguarding concerns and actions taken to protect vulnerable beneficiaries.

b. Store safeguarding records securely and in compliance with data protection regulations.

8. Continuous Improvement

This policy and its associated procedures will be reviewed regularly to ensure their effectiveness and alignment with the organisation’s mission and safeguarding objectives related to vulnerable beneficiaries.

Conclusion

Safeguarding vulnerable beneficiaries is a critical component of Apna Heritage’s commitment to protecting individuals who may be at a greater risk of harm, exploitation, or abuse. This Safeguarding Vulnerable Beneficiaries Policy and Procedures provide a framework for identifying and addressing safeguarding concerns specific to this group, while fostering a culture of responsible action and awareness within the organisation.

 

1. Introduction

Apna Heritage is committed to providing a respectful and inclusive environment for all employees, volunteers, and stakeholders. This policy aims to prevent and address bullying and harassment in the workplace and during the course of our activities. Bullying and harassment are not tolerated in any form, and this policy outlines the procedures to report and address such behaviour.

2. Definition

a. Bullying: Bullying refers to repeated, unreasonable, and unwelcome behaviour that may cause harm, discomfort, or distress to individuals. This includes, but is not limited to, verbal abuse, humiliation, intimidation, or any behaviour that undermines an individual’s dignity.

b. Harassment: Harassment is any unwanted behaviour, action, or conduct based on a protected characteristic, such as age, race, gender, sexual orientation, religion, disability, or any other factor, which creates a hostile, intimidating, or offensive environment.

3. Responsibility

All individuals associated with Apna Heritage are responsible for maintaining a workplace and environment free from bullying and harassment. This includes staff, volunteers, donors, and visitors.

4. Reporting Procedure

a. If you believe you are being subjected to bullying or harassment or have witnessed such behaviour, it is essential to report it promptly.

b. Report the incident to your immediate supervisor, manager, or another trusted individual in the organization.

c. If you are uncomfortable reporting to your immediate supervisor or manager, you can contact the designated Bullying and Harassment Officer (BHO) at Apna Heritage.

d. All reports will be treated confidentially, and Apna Heritage will protect your identity to the extent permitted by law.

5. Investigation Procedure

a. Upon receiving a report, Apna Heritage will conduct a thorough and impartial investigation.

b. The BHO will appoint an investigator who will interview the parties involved and any witnesses.

c. The investigator will maintain confidentiality and conduct a fair and timely investigation.

d. At the conclusion of the investigation, a report will be prepared and shared with the parties involved and appropriate action will be taken.

6. Consequences

Apna Heritage is committed to taking appropriate action if bullying or harassment is substantiated. Consequences may include disciplinary action, counselling, training, or other measures designed to prevent further incidents.

7. Retaliation

Retaliation against individuals who report bullying or harassment, or who participate in investigations, is strictly prohibited and will be treated as a separate violation of this policy.

8. Training and Education

Apna Heritage will provide training and education on this policy and the prevention of bullying and harassment to all employees, volunteers, and stakeholders.

9. Monitoring and Review

This policy will be reviewed periodically to ensure its effectiveness in addressing bullying and harassment. Feedback from employees, volunteers, and stakeholders will be considered in these reviews.

10. Contact Information

If you have any questions or concerns related to this policy, please contact the Bullying and Harassment Officer (BHO) at Apna Heritage.

Conclusion

Apna Heritage is committed to providing a safe, respectful, and inclusive environment for all. This policy is designed to protect individuals from bullying and harassment and provide a framework for reporting and addressing such behaviour. We encourage open communication and collaboration to foster a positive and inclusive culture within our organisation.

By implementing and communicating this policy, Apna Heritage strives to create an environment where the arts, culture, and heritage of the Mirpur region and surrounding areas can be celebrated and shared without fear of bullying or harassment.

 

 

 1. Introduction

Apna Heritage is committed to promoting its mission and goals without engaging in partisan political activities. This policy is designed to ensure that Apna Heritage maintains its nonpartisan status while allowing individuals associated with the organization to engage in lawful and responsible political activities. The following guidelines outline the rules for political activity within Apna Heritage.

2. Nonpartisan Status

Apna Heritage is a nonpartisan organisation and does not endorse or support any political party or candidate. The organisation’s primary focus is on promoting and advancing the arts, culture, and heritage of the Mirpur region and surrounding areas, as well as other related educational activities.

3. Personal Political Activities

a. Individuals associated with Apna Heritage, including staff, volunteers, and stakeholders, have the right to engage in political activities as private citizens. This includes voting, making political donations, and expressing personal political opinions.

b. When engaging in personal political activities, individuals must make it clear that they are acting in their personal capacity and not on behalf of Apna Heritage.

4. Use of Apna Heritage Resources

a. Apna Heritage resources, such as facilities, funds, equipment, and communication channels, should not be used for any political campaign, party, or candidate.

b. Apna Heritage’s name, logo, or resources should not be associated with any political campaign, party, or candidate without explicit written permission from the organisation’s leadership.

5. Political Endorsements

a. Apna Heritage will not endorse or oppose any political candidate or party.

b. The organisation will not engage in activities that could be construed as political endorsements, such as hosting campaign events for specific candidates or using its platform to promote any particular political agenda.

6. Educational and Awareness Programs

Apna Heritage may engage in educational and awareness programs on issues related to its mission, including cultural preservation, heritage promotion, or educational matters. These programs should be presented in a nonpartisan manner.

7. Reporting Violations

If individuals associated with Apna Heritage believe that this policy has been violated or have concerns regarding political activities within the organisation, they should report their concerns to the appropriate authority within the organization.

Campaigns and Political Activity Procedures

1. Clarifying Personal Capacity

When engaging in personal political activities, individuals should make it clear that they are acting in their personal capacity and not on behalf of Apna Heritage. This can be done through disclaimers in personal communications, such as emails and social media profiles.

2. Use of Resources

Any request to use Apna Heritage resources for political activities should be directed to the organisation’s leadership. Such requests will be considered on a case-by-case basis and should comply with applicable laws and regulations.

3. Education and Awareness Programs

Any educational or awareness programs related to cultural heritage or other relevant topics should be conducted in a nonpartisan manner. Speakers and materials should be selected with care to ensure balance and
impartiality.

4. Enforcement and Reporting Violations

Apna Heritage will monitor and enforce this policy, and individuals who violate it may be subject to corrective action. If individuals have concerns or believe the policy has been violated, they should report their concerns to the designated authority within the organisation.

Conclusion

Apna Heritage recognises the importance of maintaining a nonpartisan status while allowing individuals associated with the organisation to engage in lawful and responsible political activities. By adhering to this
policy, Apna Heritage ensures that its primary focus remains on its mission of promoting and advancing the arts, culture, and heritage of the Mirpur region and surrounding areas, while respecting the rights of individuals to
participate in political activities as private citizens.

1. Introduction
Apna Heritage is committed to maintaining a high standard of service and conduct. We recognize that there may be occasions when individuals have concerns, complaints, or feedback about our services or the conduct of our staff, volunteers, or stakeholders. This policy outlines our procedures for handling and resolving complaints in a fair, efficient, and respectful manner.

2. Definition of a Complaint
A complaint is defined as any expression of dissatisfaction, criticism, or concern related to Apna Heritage, its activities, services, staff, volunteers, stakeholders, or any other aspect of the organization.

3. Objectives
The objectives of this policy are to:
Provide a clear and accessible process for individuals to raise complaints.
Ensure that all complaints are treated seriously, fairly, and confidentially.
Resolve complaints promptly and effectively.
Learn from complaints and use them to improve our services and operations.


4. Making a Complaint
a. Individuals are encouraged to raise complaints promptly by contacting the Complaints Officer within Apna Heritage. Contact information for the Complaints Officer will be readily available on the organization’s website, promotional materials, or within the organization.
b. Complaints can be submitted in writing, via email, through the organization’s website, or by other means designated by Apna Heritage.


5. Confidentiality
All complaints will be treated with the strictest confidentiality. Information regarding the complaint will be shared only with those individuals directly involved in the complaint resolution process.


6. Complaints Handling Procedure
a. Upon receiving a complaint, the Complaints Officer will acknowledge receipt within a reasonable timeframe, typically within five business days.
b. The Complaints Officer will conduct an initial assessment to determine the nature and severity of the complaint.
c. The Complaints Officer will assign the complaint to an appropriate authority within the organization, such as the relevant department head or team leader.
d. The assigned authority will investigate the complaint, which may include interviews, document reviews, or other relevant actions.
e. The organization will strive to resolve the complaint within a reasonable timeframe, typically within 30 days. In cases requiring a more extended investigation, the complainant will be kept informed of the progress.
f. Once a resolution has been determined, the organization will communicate the outcome to the complainant. If the complainant is not satisfied with the resolution, they may request a review of the decision.


7. Review of Complaint
If the complainant is not satisfied with the resolution provided, they may request a review. The request for a review should be directed to the Complaints Officer, who will initiate a second review of the complaint, ensuring that it is handled by an authority not previously involved.


8. Recording and Learning
Apna Heritage will maintain records of all complaints and resolutions. The organization will use these records to identify trends, areas for improvement, and opportunities to prevent similar complaints in the future.


9. Non-Retaliation
Apna Heritage prohibits retaliation against individuals who raise complaints in good faith. Any form of retaliation will be treated as a separate violation of this policy.


10. Continuous Improvement
Apna Heritage will periodically review this policy and its procedures to ensure their effectiveness in handling complaints. Feedback from complainants and staff will be considered in these reviews.


Conclusion
Apna Heritage is committed to maintaining transparency, accountability, and continuous improvement in our services and operations. This Complaints Handling Policy is designed to provide a clear and accessible process for individuals to raise concerns and complaints while ensuring that those concerns are treated seriously, fairly, and confidentially. We aim to use complaints as opportunities for growth and improvement within our organization.