Policies and Procedures
Please find our policies and procedures below, or click on the buttons below to download a copy:
Access Statement
The Mint House wants our events, training, research and other work to be as accessible and inclusive as possible.
If there are reasonable adjustments we can take to make our activities more accessible for you or others – for example through changes to our venues, materials, course formats, communications channels or other ways we do things – please let us know and we will do our best to make adjustments.
You can contact us:
By phone (call or text): 07512 144642
By email: RP@minthouseoxford.co.uk
By writing to us at The Mint House, Oxford Centre for Restorative Practice c/o New Road Baptist Church, Bonn Square, Oxford, OX1 1LQ.
Equality, Diversity, and Inclusion Policy
Policy statement
The Mint House is committed to treating all people fairly, with dignity and respect, and to valuing everyone’s contributions, both in our role as an employer and through the services we deliver.
We recognise that this means complying with the requirements of the Equality Act 2010 in avoiding and opposing direct and indirect discrimination, harassment and victimisation of people with protected characteristics (namely age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex and sexual orientation); people who are perceived to have protected characteristics or who are associated with them.
Consistent with restorative principles we recognise we need to go beyond this.
We understand that people face exclusion, discrimination and harassment as a result of various aspects, or perceived aspects, of their identity, or the identify of people with whom they are associated. In addition to protected characteristics, factors affecting how people are treated, and the opportunities open to them, can include: experiences of violence or trauma; language and literacy levels; low income and employment status; offending history; asylum status. Our commitment to fair, inclusive and respectful practice needs to apply to everyone.
We need to challenge discrimination where we encounter it.
We also need to take positive steps to identify and overcome barriers to equality and inclusion, making the most of the rich social and cultural diversity of our communities.
What this means in practice
To fulfil this commitment, the Mint House will seek to model the six principles of restorative practice [1] including principles of impartiality, safety, accessibility and empowerment, in our work environment and service delivery. We will support this by:
using diverse recruitment channels aimed at ensuring that our trustee body, staff, associates and volunteers represent all sections of society to the fullest possible extent
looking for, and exploring, understandings of equality, diversity and inclusion and restorative values more widely as part and parcel of trustee, staff, associate and volunteer recruitment and induction, ensuring all who work on our behalf understand their responsibilities in this regard
considering additional training needs at least annually, including training in legislative changes, employment practice and unconscious bias; also building consideration of equality, diversity and inclusion into reflection sessions
thoroughly investigating allegations of discrimination, victimisation and harassment through our disciplinary and grievance procedures, and taking action where appropriate. We will do this as quickly as possible consistent with a thorough investigation while also supporting those involved
reviewing our employment practices and procedures when necessary, updating these to reflect changes in law and new practice understandings
publishing an access statement, emphasising our commitment to responding to individuals’ needs and making adjustments where we can
monitoring take-up of our services wherever feasible
making our work as transparent as possible
each year, reviewing our progress in reaching and engaging with diverse communities, outlining positive steps we plan to take in an Equality, Diversity and Inclusion Action Plan.
Responsibilities for implementation
The Mint House Board of Trustees has overall responsibility for implementing this policy and for ensuring that the latest good practice, legislation and regulatory requirements are addressed, for monitoring progress, approving the Equality, Diversity and Inclusion Action Plan and ensuring its effective implementation.
Everybody working for the Mint House, whether on a paid or voluntary basis, is responsible for familiarising themselves with this policy, for supporting its achievement by modelling restorative approaches and suggesting positive actions, for challenging harassment or unfair treatment and for raising concerns about inappropriate behaviour.
Data Privacy Notice
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified, either by the information alone or in conjunction with any other information the data controller holds or is likely to obtain. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
The Charity Trustees are the data controller for the Mint House (contact details below). They decide what personal data is processed, how and for what purposes.
3. How do we process your personal data?
The Mint House fulfils its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting excessive amounts of data or holding data for too long; by protecting personal data from loss, misuse, unauthorised access and disclosure and by using appropriate technical measures to protect personal data.
We use your personal data for the following purposes:
Let members of our network know about events and developments of interest.
Develop and deliver training and other services, including RJ facilitation, in line with our charitable objectives.
Recruit, support and communicate with trustees, volunteers, contractors and any staff we may employ.
Safeguard children, young people and adults at risk.
Maintain our accounts and records.
Meet the requirements of regulators including the Charity Commission and HMRC.
Respond effectively to enquirers and handle any complaints.
4. What is the legal basis for processing your personal data?
Explicit consent of the data subject so that we can keep you informed about events and developments of interest.
Processing is necessary to fulfil our legal obligations under employment, social security and social protection law.
Processing is necessary to fulfil a contract.
Processing is necessary for the Mint House's legitimate interests unless these are over-ridden by the interests, rights and freedoms of the data subject.
5. Sharing your personal data
Your personal data will be treated as strictly confidential. We will only share your data with third parties outside the Mint House with your consent or when necessary to comply with safeguarding obligations.
6. How long do we keep your personal data?
We keep data in accordance with our Data Retention Schedule. A copy of the schedule is available from the Data Protection Trustee.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the right to:
Request a copy of the personal data which the Mint House holds about you.
Request that the Mint House corrects any personal data if it is found to be inaccurate or out of date.
Request your personal data is erased where it is no longer necessary for the Mint House to retain such data.
Withdraw your consent to the processing at any time.
(Where applicable) request that the data controller provide the data subject with his/her personal data and where possible transmits that data directly to another data controller, (known as the right to data portability).
Request a restriction is placed on further processing where there is a dispute in relation to the accuracy or processing of your personal data.
Object to the processing of personal data (where processing is based on this being in the Mint House's legitimate interests).
Lodge a complaint with the Information Commissioner's Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use before we start the processing, setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Data Protection Trustee at RP@minthouseoxford.co.uk
Contact details for the Information Commissioners Office:
Tel: 0303 123 1113
Email: https://ico.org.uk/global/contact-us/email/
Address: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Feedback and Complaints Policy and Procedures
Policy statement
The Mint House is committed to promoting - and modelling - safe, high quality restorative practice, including in how we handle feedback. If something has gone well we’d like to know about it so we can learn from this. We also want to know if we’ve made a mistake or got something wrong so that we can work to put things right.
We aim to handle feedback and complaints in an open and transparent way and in line with the Restorative Justice Council's principles of restorative practice:
o Restoration: focussing on addressing needs and repairing harm.
o Voluntarism: supporting people to take part voluntarily, based on informed choice.
o Impartiality: making sure our processes are fair, respectful and unbiased
o Safety: aiming to ensure the safety of all participants and to create a safe space to express feelings and views
o Accessibility: making sure our support is non-discriminatory and available to all, responding to diversity needs
o Empowerment: supporting people to feel confident and making informed choices and reaching solutions that meet their needs.
The rest of this document sets out what this means in practice.
How can I give feedback or make a complaint?
Comments and compliments: If you’d like to comment on something, pay a compliment or say thank you, please let us know, either by speaking to a member of the Mint House team, by phone, email or letter. (See overleaf for contact details.)
Complaints: If you have a complaint, please also let us know via any of these routes. Where possible, we will aim to resolve the problem at the point of first contact through an honest and respectful conversation about what has happened, who has been affected and what needs to happen to put things right.
Should you not feel the matter is resolved we’ll invite you to pursue your complaint through our formal complaints procedure.
Formal Complaints Procedure
Stage one: We will ask you to outline your complaint by phone, email or letter, letting us know: what happened, who was involved, how you were affected and what you would like to happen next. A team member will acknowledge receipt of your complaint and contact you within 5 working days to let you know what action is being taken to resolve the complaint.
Complaints will be independently investigated by someone removed from the incident or issue and at an appropriate level of seniority. We aim to resolve all complaints within 20 working days (4 weeks) of receiving the complaint. Should this not be possible for any reason we will let you know in writing of any delays.
Stage two: If you are not satisfied we will refer your complaint to the Mint House Chair of Trustees. As with Stage one, we will acknowledge receipt of your complaint within 5 working days and aim to reach a resolution within 20 working days. Where appropriate, and with your consent, we will seek to resolve your complaint via a restorative meeting.
What if I want to take the matter outside The Mint House?
We understand that you may wish to take your complaint to someone completely outside our service. If this is the case, or if you’ve tried our internal complaints procedure, and are not satisfied, you can contact the RJC Independent Complaints and Appeals Examiner (ICAE) and the procedure set out in the RJC Complaints Policy will be followed. A copy of the policy can be downloaded from www.restorativejustice.org.uk/complaints-and-appeals.
A record will be kept of all complaints and compliments. Any personal data held will be processed in line with our data protection policy.
Contacts for feedback and complaints:
You can contact us:
By phone (call or text): 07512 144642
By email: RP@minthouseoxford.co.uk
By writing to us at The Mint House, Oxford Centre for Restorative Practice c/o New Road Baptist Church, Bonn Square, Oxford, OX1 1LQ.
Overview – Complaints process flowchart
Quality Assurance Policy and Procedures (Training)
Policy statement
The Mint House exists to promote awareness of, and access to, high quality restorative practice. We recognise that this means ensuring that our own delivery, including events, consultancy, training, communications and research, is of consistent high quality. This document sets out the steps we will follow to quality assure our training.
Initial design
When developing training, we will build in high quality from the outset by:
Clarifying the objectives
Agreeing what success looks like and how and when we will measure this.
Delivery team
We will also build in quality by ensuring members of our training team are well-equipped to fulfil their roles. This includes:
Clearly specifying role requirements
Ensuring new team members have the skills, experience and personal attributes they need through well designed recruitment and induction processes
Supporting team member preparation, checking those delivering training are, and feel, prepared.
Trainer support and supervision. We will combine 1-2-1 reviews with regular trainer check-ins and trainer development sessions, creating a culture of reflective practice.
upporting trainers’ continuous professional development.
We will also build in these requirements when contracted to develop and/or co-deliver training with an organisation’s in-house trainers.
Trainer observation
The lead trainer will observe each trainer in action at least once a year, providing feedback to support trainer skills development. In addition, where the lead trainer co-traims with others every training course will include feedback and discussion to support trainer skills development on an ongoing basis. This process will include reflection and self-assessment, feedback from co-trainer peers and from the lead trainer.
Capturing client/participant feedback
Client/participant feedback is an important element in quality assurance.
At the start of training , we will set the tone by saying that we welcome client/participant feedback and explaining how this can be given.
Mint House training will routinely include end of course training evaluations which explore how well the training met learners’ objectives, how engaging the training was and any areas for improvement. Multi-day courses will also include end of session evaluations so adjustments can be made as the training progresses. Course follow-up questionnaires may also be sent to participants to measure the impact of training received and invite feedback to support course review and improvement.
Where work is delivered under contract, we will share and invite feedback as a regular part of contract review sessions.
Analysing and reviewing feedback and other quality indicators
The lead trainer will review feedback after each course/activity, reflecting with other members of the delivery team on any changes this might point to, including course materials and delivery and development of trainer skills
Reports on performance to the Mint House Board of Trustees will cover client/participant feedback along with other quality indicators. These include: participants progressing from one training level to the next; people taking part in training based on personal recommendation; suggestions made by participants for follow-up initiatives.
External evaluation
Where appropriate and feasible will commission external evaluations of our work to ensure that we are meeting quality standards e.g. those laid down by the Restorative Justice Council and identify areas for development.
We will make the most of opportunities to network with and learn from others working in our or related fields, including (as appropriate) exploring opportunities for peer review.
Mint House Safeguarding Policy
The Mint House is committed to safeguarding children and adults at risk, ensuring their well-being. We believe every child, young person and adult at risk has the right to live in an environment free from abuse and neglect. We also recognise that safeguarding is everyone's responsibility, and that we need to work together to prevent and minimise abuse. We also recognise that we need to act where we know or suspect that a child or adult is being abused: doing nothing is not an option.
This policy aims to ensure that everyone acting on behalf of the Mint House understands the steps they need to take to prevent and minimise abuse and act on any concerns.
Definitions
Safeguarding and promoting the welfare of children
Consistent with Working Together to Safeguard Children (2015) safeguarding means
protecting children from maltreatment
preventing impairment of children's health or development
ensuring that children are growing up in circumstances consistent with the provision of safe and effective care
taking action to enable all children to have the best outcomes.
A child is anyone up to the age of 18 irrespective of their situation.
Who are adults at risk?
An adult at risk is:
Any adult aged 18 or over who due to disability, mental function, age, illness or traumatic circumstances may not be able to take care or protect themselves against the risk of significant harm, abuse, bullying, harassment, mistreatment or exploitation.
Some adults might be more at risk than others, and there are some times in life where risks may increase. Some of these circumstances may include:
Learning, sensory or physical disability
Old age and frailty (especially if it creates a dependency on or needing help from others)
Mental health problems
Dementia or confusion
Illness
Addiction or dependence on alcohol, drugs or medication
Bereavement
Past abuse or trauma
English is not their first language
NB. This list is not prescriptive, so other variations should be considered.
What is abuse?
Abuse is the violation of an individual’s human and civil rights by another person or persons. It comes from the misuse of power and control that someone has over another. Harm is the result of this mistreatment or abuse.
Abuse may consist of one single act or many repeated acts, and it can occur in any relationship at any time of life. It can take many forms, not just physical or violent acts, but it may also be verbal, sexual, psychological, spiritual or financial. Abuse does not have to fit solely into any one of the categories, and often more than one type of abuse may be taking place. It may be an act of neglect or an omission to act.
Any or all types of abuse may be perpetrated as the result of deliberate intent, negligence or ignorance.
Abuse can take place in any setting, public or private, and can be perpetrated by anyone. Children may be abused by an adult or adults, or another child or children. Abuse may also be committed by one adult at risk towards another: this is still abuse and should be handled appropriately.
More information about different types of abuse can be found here:
https://www.nspcc.org.uk/what-is-child-abuse/types-of-abuse/
https://www.scie.org.uk/safeguarding/adults/introduction/types-and-indicators-of-abuse
Respecting the safety, needs and interests of adults at risk
To respect the safety, needs and interests of children and adults at risk, the Mint House will:
make sure that everyone associated with our work, including service users and partners, know how to voice concerns about any safeguarding situations (See Procedure 1: What to do if you suspect abuse)
practice safe recruitment, support and supervision. All staff and volunteers working for the Mint House will go through a structured selection process to ensure their suitability. They will also be asked to provide references and be subject to a satisfactory enhanced DBS check where appropriate.
work to provide an environment, and adopt working practices, that promote the safety and wellbeing of children and adults at risk
ensure that everyone acting on behalf of the Mint House receives regular mandatory training and updating in safeguarding and understands their duty to report concerns and the role and responsibility of the Designated Person for Safeguarding. This includes, as a minimum, completing introductory e-training provided by the Oxfordshire Safeguarding Children Board (OSCB) or Oxfordshire Safeguarding Adults Board (OSAB)
regularly update our policies, procedures and guidelines to take account of UK safeguarding legislation and good practice.
Designated Person for Safeguarding
The Mint House Designated Person for Safeguarding is Rev Jon Keyworth
(jon.keyworth@bonnsquare.uk).
The Designated Person is responsible for:
Advocating for safeguarding within the Mint House.
Maintaining the Mint House safeguarding policy and procedures.
Ensuring Mint House staff and volunteers are safely recruited
Ensuring staff and volunteers adhere to training requirements
Responding appropriately to any concerns, including escalating to the appropriate authority where needed.
Ensuring accurate records are kept
Co-operating with the relevant statutory authorities.
Attending specialist training
The Deputy Designated Person is Sue Ellis. (sueellis54@icloud.com) The Deputy should be contacted where an incident arises, and where the Designated Person is unavailable.
Procedure 1: What to do if you suspect abuse
Mint House staff or volunteers may become aware of, or suspect, abuse because:
Someone tells them that something has happened or is happening to them, or to an adult at risk, which could be abusive.
They see or hear something which could be abusive
The behaviour of a child or adult causes them to have concerns about that person's wellbeing.
Anyone acting on behalf of the Mint House who suspects abuse must pass on their concerns to the Mint House Designated Person for Safeguarding within 24 hours.
If the Designated Person is not available or is implicated in the concern, they should speak to the Deputy Designated Person for Safeguarding.
If there is immediate concern, please contact the Multi Agency Safeguarding Hub on 0345 050 7666
If the child or adult is in imminent danger of harm, contact the police or emergency services on 999 without delay.
Never delay emergency action to protect someone from harm
Always report your concerns
Always record any decisions taken
Remember these essentials:
Trust your instincts, you are probably right to be worried
Unless you're 100% sure that the child or adult at risk is safe you need to share your concerns: it's better to raise a concern and be wrong than not raise a concern and be right
Record your concerns
If someone discloses abuse directly, staff and volunteers should at all times:
Listen
Take what is said seriously;
Reassure
Tell them that they have done the right thing by telling you, and that you believe them;
Remain calm
No matter how difficult it is to listen to what is being disclosed. You have been chosen because the person feels able to talk to you;
Be honest
Do not promise full confidentiality or offer false reassurance;
Be open
Do not ask leading or closed questions, such as “Did she hit you?” It is not your role to investigate. As soon as you have enough information to concern you, stop probing.
Ask
Request their consent to share information and seek help;
Explain
Tell them that you are going to tell the Designated Person for Safeguarding (or an appropriate alternative if necessary) and give them a timescale;
Write
Document everything the adult at risk has told you, in their own words. You will need to record the questions you asked as well as the answers or information given. This should be done as soon as possible after the disclosure and should include the time and date;
Report
Contact the Designated Person for Safeguarding within 24 hours (or appropriate alternative if necessary) and report the disclosure;
Respect confidentiality
The concerns you have should be kept confidential between you, the adult concerned, the Designated Person for Safeguarding). The Designated Person for Safeguarding may need to inform the statutory authorities.
Under no circumstances should the volunteer or staff member go and talk to the alleged abuser or try to investigate the allegations themselves.
The Designated Person will determine what action should follow. This may involve contacting the police, the Locality and Community Support Service, the MASH or Adult Social Care Services.
The Designated Person and the volunteer/staff member who has raised the concern are jointly responsible for completing a Safeguarding Incident Form (see Appendix 1). Safeguarding Incident Forms should be completed as accurately as possible, and within 24 hours after the disclosure or suspicions of abuse. Forms will be stored in the locked filing cabinet in the Mint House.
What if an adult at risk doesn't want help?
All actions should be based on the assumption that the individual has the capacity and the right to make their own choices in relation to their personal safety and well-being. This includes upholding their right to follow a course of action which others may deem unwise or eccentric, including staying in a situation of abuse.
If an adult at risk doesn’t want help it may still be necessary to inform the police or Adult Social Care Services, who can put a safeguarding plan in place so that, as far as possible, the adult continues to be protected. This is particularly important:
When the person lacks the mental capacity to make such a choice
When there is a risk of harm to others
In order to prevent a crime
It is also important that the individual knows where to get appropriate help and support if they should change their mind.
For Appendix 1: Mint House Safeguarding Incident Form, please download the full document from this link: Safeguarding Policy