Supported Employment Policy

1. Overview

Our mission at Handcrafted is to connect with individuals and empower them to turn their lives around. A key part of this is our supported work placements, in which we employ individuals for a period of up to 24 weeks in one of our social enterprises (The Shakey Café; Woodworking; Barbering; T-shirt printing; Plastics)

2. What the Placement will cover

Before the placement starts

We will support individuals to apply for the relevant role, going through formal processes including submitting a CV and undertaking an interview.

It is expected that supported employees will be individuals known to Handcrafted, and will have undergone training or support through our hubs and housing teams. However, this is not a requirement if individuals can demonstrate commitment and consistency in another way.

Throughout the placement

Throughout the fixed term employment, we will support employees to maintain their position. This means that we will identify barriers to employment and coordinate with the individual to address these. Each supported employee will have an Employment Support Plan, which will cover our 5 Empowerment Areas, and identify where and how support can be provided. Accompanying this will be a workplace journal which identifies their goals and confidence levels at the beginning, middle and end of the placements.

After the placement

Once the placement ends, we will support the individual into further positive steps. These discussions will begin prior to the end of the placement, and we will support the individual to identify goals, strengths and needs throughout. Positive onward steps include employment, further training and volunteering. Support provided might include interview practice, CV writing or being listed as a reference.

3. Expectations

Handcrafted’s policies and procedures will not apply to supported employees in full. This policy aims to replicate the expected standards of behaviour that workplaces typically have, but with a recognition that additional support may need to be provided for employees to adhere to these.

Supported employees will not be placed in the same position of trust, e.g. with confidential information, than blueshirts, nor are expected to be held as if they were. However, supported employees hold more responsibility than our trainees. They represent Handcrafted and therefore we have clear expectations over their behaviour.

4. Applicable Policies

This section of the Supported Employment Policy lists the sections of Handcrafted’s wider policies that are applicable to supported employees.

Applicable sections of our HR Policy include:

• Substance Misuse
• Infectious Diseases
• Disciplinary
• Harassment & Bullying
• Grievance
• Whistleblowing & Confidential Disclosures

Applicable sections of our Cyber Policy include:

• Acceptable Use
• Paper Records
• Social Media

The ‘Types of Absence & Leave’ section of our Leave & Absence Policy is applicable.

The following policies apply in full:

• Data Protection
• Equal Opportunities
• Health & Safety

Some policies have been adjusted to ensure they are relevant and applicable to supported employment. The remainder of the Supported Employment Policy outlines the policies and standards that are expected of our supported employees. Where these relate to the policies listed above, they should be read in conjunction with the relevant sections of our wider policies. Duplications below are to ensure that the broad overview of expectations we place on our supported employees is clear.

5. Working Hours Expectations and Annual Leave

We value flexibility in working hours, whilst ensuring that all employees meet the expectations set out in their contracts. For supported employees, we expect this to be 5 hours a week. If you are struggling to maintain this, talk to your line manager.

Annual Leave

As a staff member, you are entitled to a specific number of days of annual leave per year, as outlined in your contract. This is usually 25 days per year but will be calculated proportionately (pro-rata) based on your contracted hours, plus the eight statutory bank holidays.

For example, if you work 5 hours a week, this equates to 0.13FTE. This would entitle you to 25 hours of holiday a year, or 12.5 hours across the six months placement.

The holiday year begins on your employment date.

Requests for leave

Requests for annual leave should be made as early as possible. Discuss during your monthly meetings with your line manager when you want time off. All leave requests will be submitted through the relevant absence management system for your enterprise. Your line manager will be able to support you to do this.

Time Off in Lieu (TOIL)

If you work additional hours, you will be able to take these off elsewhere. This can be taken as flexitime and must be agreed with your Line Manager. This should be agreed before working additional hours, as approval for time off cannot be guaranteed retrospectively.

6. Absence management

Types of Absence and Leave

Maternity Leave:

Any employee who is pregnant is eligible for Statutory Maternity Leave provided they give Handcrafted the correct notice (with 28 days’ notice). Your Line Manager will support you to give the correct notice and in preparations at work before you take time off.

As a supported employee, you are unlikely to be eligible for Statutory Maternity pay, as eligibility requirements include being continuously employed for at least 26 weeks up to any day in the qualifying week (15^th week before the expected week of childbirth) and earn at least £125 a week in an 8-week ‘relevant period’.

Other types of leave:

For paternity, adoption and parental leave, and any other types of statutory leave, discuss your entitlements with your line manager.

Handcrafted will take a flexible approach to absence reviews, adjusting for individual needs, to ensure fairness and avoid discrimination. We have discretionary leave policies for compassionate or emergency situations, allowing us to support you during personal crises.

Sick Pay

Please see https://www.gov.uk/statutory-sick-pay for guidance on Statutory Sick Pay (SSP).

Absence Notifications

If you are unable to attend work because of sickness or any other unplanned reason, you must telephone your line manager (or the Hub Manager, in their absence) to notify them of your absence before you are required to start work. Messages must not be left with unauthorised persons. Text or email messages are not acceptable.

You will need to give the following information:

• The nature of your illness
• The date on which you expect to be fit to return.
• Whether you intend to visit your GP.

We seek to support you to mitigate absences, and tackle the underlying causes of these. If there are persistent absences, these will be noted on your employment support plan, and you and your line manager will undertake a review as to why this has happened, and how you can mitigate this in the future.

7. Capability

Poor performance concerns will be addressed promptly, through open and supportive communication.

Supervisors and managers will provide regular feedback and coaching to help supported employees improve their performance.

You might participate in training that will seek to enhance your skills throughout your work placement. These are separate to Handcrafted’s accredited training courses. It is encouraged that you will undertake accredited training either before starting your work placement, or alongside it, but it will not be required. Required training, rather, might be a one-off training session, such as a refresher on a piece of equipment in the workshop or cafe.

If there is training you are interested in, in any specific area, discuss this with your line manager at your monthly meetings.

8. Cyber and Devices

Supported employees will not have access to Handcrafted’s Airtable systems. Each social enterprise and work placement strand will have their own systems for managing hours, absences and administration. This might vary across employees, but could include options such as an Excel spreadsheet, a QR code, or a printed sheet/logbook.

Where necessary and appropriate, you will be able to access Handcrafted devices in the course of your work, e.g., to access order forms. Prior to access, these devices must have all access to confidential information removed (e.g., logged out of Airtable and Gmail).

Access to Handcrafted devices should be minimised. For example, supervisors could provide print outs of order information.

Acceptable Use

Where access is granted to devices, there are clear expectations on supported employees.

You are expected to:

• Act respectfully and ethically in all online activities.
• Use the internet for approved professional and organisational purposes
• Comply with all applicable laws and regulations
• Protect login credentials and not share passwords with others

You must not:

• Access, create, download or distribute inappropriate, offensive or illegal content
• Engage in cyberbullying, harassment, hate speech or threats
• Attempt to bypass security controls
• Share confidential, personal or sensitive information without authorisation
• Engage in activities that could compromise network security, including malware distribution or hacking.

Social Media

We allow employees to make occasional, personal use of social media, so long as it does not involve unprofessional or inappropriate conduct and does not adversely affect your productivity or otherwise interfere with your duties.

In your use of social media, you must not:

• Make disparaging or defamatory statements about staff, trainees, customers or suppliers.
• Share any personal information or images of staff or trainees without prior permission from your line manager and consent from all individuals in the photos.
• Harass, bully or unlawfully discriminate in any way
• Use data obtained in the course of your employment in any way which breaches the provisions of the Data Protection Act 1998.

Remember that you are personally responsible for what you communicate on social media. Often materials can be widely accessed for a long time. If you are uncertain or concerned about the appropriateness of any statement or posting, you should discuss it with your line manager before making the post. If you disclose that you are undertaking a work placement, you must also state that our views do not represent those of the organisation.

Contact details of contacts made during the course of your employment are regarded as confidential information belonging to Handcrafted Projects.

9. Confidentiality

Supported employees are less likely to encounter sensitive information in their professional role than other Handcrafted staff. There are still obligations around confidentiality, as listed below.

If there are disclosures of serious harm, there may be obligations to share these with the police. If you are concerned about something someone has said to you whilst at work, discuss it with your line manager, keeping details anonymous if needed. Be aware that anything you disclose to your line manager may have to be passed on.

If you decide you do need to share sensitive information, do so gently, respectfully and on a need to know basis. If in doubt, discuss with your Line Manager.

You are also likely to encounter information about customers and suppliers. This is considered confidential and the intellectual property of Handcrafted. You must not keep any contact details that you may have gained through the course of your employment.

10. Substance Misuse

Supported employees may not use, possess or supply drugs, alcohol or substances whilst working.

You will not be allowed to continue working if you are found, or if there is reason to suspect that you are under the influence of any substance or if you smell of alcohol.

This is out of a desire to promote the general wellbeing of all members of staff and for the safety of all staff, trainees and others.

We are committed to providing confidential support and specialist help where necessary to any member of staff making a disclosure regarding their misuse of substances and their intention to manage the situation more effectively.

If you are having treatment for a drug/alcohol problem and you need time off for appointments, we will work with you to ensure that the time is made available.

11. Health & Safety

Health and Safety Management

Risk assessments will be carried out for all workplaces and activities. The Hub Manager has a duty to ensure this has been done adequately. They will identify the significant hazards; decide who might be harmed and how; evaluate the extent of the risk and decide whether existing precautions are adequate; record the significant findings; review the assessment periodically.

All supported employees must undergo an induction and specific training on the risks they might be exposed to.

Employee Welfare and Wellbeing

Various wellbeing measures are in place across all of our workplaces, including ensuring there are provisions for drinking water; arrangements for heating food and hot drinks; adequate tables and chairs; adequate heating and ventilation; and adequate facilities.

There are provisions in place to control work related stress and equip staff where they are struggling.

Our employee welfare is paramount so in the case of any violence, aggression or challenging behaviour at work, we will offer support and follow-up to staff.

All our buildings are smoke-free and we offer support to staff who wish to quit smoking.

Incident and Emergency Management

Adequate first aid equipment and facilities are provided and maintained at all our places of work. There are a sufficient number of blueshirts trained as first aiders across Handcrafted.

In the case of a fire alarm, please exit the building immediately and ensure your supervisor or the building’s fire warden is informed.

Physical Work Environment and Equipment Safety

Standards of cleanliness and good housekeeping are maintained in all areas. All staff have a duty to ensure that the area they are working in is kept in good repair so as not to pose a health and safety risk to those on our premises.

If there is an issue with your PPE, e.g. a glove is ripped, remember that it will not provide adequate protection. As such, make sure your supervisor is informed. They will support you and ensure you know what to do with PPE and any equipment that you use.

Work Processes and Practices

Supported employees are not permitted to lone work at Handcrafted properties, but there may be instances in which they are alone in a space to carry out low risk work. For example, an employee may undertake work in the plastics room, whilst their supervisor is in the office.

Your supervisor should provide you with training over manual handling and PPE when it forms part of your regular work duties.

Food Safety

All food must be stored in a safe and hygienic manner and at the correct temperature. It must be stored separately from non food items and in particular cleaning chemicals.

Where food safety and storage forms part of your role, your supervisor will provide you with the necessary training, e.g. over refrigerated storage and food preparation.

11. Disciplinary

Minor conduct issues can usually be resolved informally with your manager. There might be some issues that are more serious or cannot be resolved and this policy outlines the steps that might then be taken.

First the matter will be investigated to establish the facts. In some cases, we may need to suspend you while we carry out this investigation, but this is not considered disciplinary action and is not indicative of any wrongdoing. Then, if formal disciplinary action needs to be taken, you will be notified, in writing, of the date, time and venue of a disciplinary hearing. Here, you will have the opportunity to present any other evidence, any relevant witnesses and put forward any mitigating circumstances which you want taken into account.

There are various potential penalties for misconduct:

1. First written warning.
2. Final written warning
3. Redeployment, suspension without pay or dismissal.

If you are not satisfied with the outcome, you may appeal, in writing, within one week of being told the decision. You should indicate the full grounds upon which your appeal is made.

Examples of misconduct include:

• Excessive use of personal email or internet usage
• Unauthorised absence
• Bullying or harassment of another individual
• Abusive or unacceptable behaviour
• Failure to maintain health and safety standards
• Physical or verbal violence/assault
• Theft
• Fraud or accepting/offering a bribe
• Serious insubordination or rudeness to managers, colleagues, trainees, contractors, suppliers or professional contacts
• Conviction on a criminal charge relevant to your employment or damaging to Handcrafted’s interests.

13. Harassment and Bullying

Handcrafted is committed to provide a working environment that is free of harassment and bullying, and where everyone is treated, and treats others, with dignity and respect. We will not permit or condone any form of bullying or harassment.

Harassment

Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person.

Examples include (but are not limited to):

• Use of slang names for racial groups, or age groups, or for disabled persons
• Unwanted physical conduct, such as pinching, pushing or grabbing
• Unwelcome sexual advances
• Offensive texts or social media context

Harassment occurs even if the harasser perceives his/her behaviour as being harmless.

Bullying

Bullying is offensive, intimidating, malicious or insulting behaviours which has the purpose or effect of belittling, humiliating or threatening the recipient. In the workplace it is usually physical, verbal or indirect.

Examples include, but are not limited to:

• Shouting or swearing
• Spreading malicious rumours
• Inappropriate derogatory remarks about someone’s performance
• Ignoring or deliberately excluding people
• Deliberately sabotaging or impeding work performance.

What to do

If you are being harassed or bullied, you might feel confident to try the informal approach and have a personal conversation with the individual, who may not know that their behaviour is unwelcome or upsetting.

If this is too difficult, then please talk to your line manager for advice or assistance.

If this is not appropriate, you should raise a formal grievance through the Grievance Policy. If, after investigation, we consider that a member of staff has been harassed or bullied by another, the matter will be dealt with under the Disciplinary Policy as above.

How we can all help

We all have a shared responsibility to help create and maintain a working environment free of bullying. You can do this by:

• Considering how your own behaviour may affect others
• Being receptive, rather than defensive, if asked to change your behaviour
• Treat your colleagues with dignity and respect
• Report harassment or bullying to your line manager or another appropriate person.

14. Grievance

Various issues may give rise to a grievance, such as health and safety; working practices; organisational change; discrimination; bullying and harassment.

If a grievance cannot be worked out informally with your line manager, you should follow the formal procedure:

• Set it out in writing. Address this to your line manager, unless your grievance is about your line manager, in which case, submit it to Dan Northover (CEO) or Charlotte Clarke (Chair of Trustees)
• In this, indicate that it is a formal grievance, provide a brief description of the nature of your complaint, and any relevant facts, dates and names of involved individuals.

Following this, there may be an investigation, and a grievance meeting.

15. Finances

All supported employees will be paid the Living Wage for their hours worked, through our normal PAYE systems.

Where appropriate, line managers can provide reimbursement for travel, e.g. upon receipt of a bus ticket. Before you incur an expense, check this with your Line Manager, as per Handcrafted’s wider Finance Policy.

The hub’s Assistant Manager/Administrator has overall responsibility for the cash box in their hub/team. If you need to purchase something in the line of your duties, e.g. going to the shops for emergency supplies for The Shakey, petty cash can be given for these purposes. If it is given in advance, a note should be kept in the petty cash tin until the receipt and unspent balance is returned. The receipt should be signed by the employee and their supervisor.

Alternatively, you can incur petty cash expenses using personal funds. These will then be refunded by the Assistant Manager/Administrator once all relevant receipts are presented and checked. These receipts should be signed or initialled by the supported employee and their supervisor.

16. Safeguarding

Handcrafted has a range of safeguarding commitments due to the wide nature of its work. We take appropriate action to ensure that:

• Handcrafted provides a safe environment for trainees and staff.
• Blueshirts undergo safe recruitment checks
• Safeguarding concerns are identified and reported
• Trainees who may be affected by safeguarding concerns are supported appropriately
• Awareness is raised among trainees and staff of the importance of safeguarding and actions they can take to ensure Handcrafted is a safe place.

Supported employees are not permitted to wear a blueshirt, as they are not safeguard trained and do not hold formal safeguarding responsibilities.

However, as a supported employee, you are important members of the Handcrafted community, and therefore there are actions you can and should take to help make this a safe place for all. We all have a role to play in ensuring that everyone in our community is treated with dignity and respect and will be protected from harm and abuse wherever possible.

If you are concerned that a person is experiencing or at risk of abuse or neglect, then raise this with Handcrafted’s Designated Safeguarding Lead (Dan Northover) or the Deputy Safeguarding Lead (Ruth Crichton). They will be able to support you as to what actions to take next. If you are unsure if something is a safeguarding issue, then you can discuss this with your line manager who will be able to advise or raise the issue. Do not try to carry out investigations yourself.

If someone is in immediate danger, then call the police on 999.

Indications of neglect or abuse can include:

• Unexplained bruises, cuts, falls, fractures, burns or minor injuries.
• Under or overuse of medication and/or medical problems unattended.
• Decreasing levels of independence, e.g., not leaving the house without their partner.
• Full or partial disclosure or hints of sexual abuse
• Self-harming
• Alteration in psychological state, e.g., withdrawn, agitated, anxious
• Unexplained paranoia
• Disparity between assets and living conditions
• Sudden inability to pay bills
• Restricted freedom of movement
• Avoiding eye contact
• Appearing frightened, or hesitant to talk to strangers
• Inappropriate comments or lack of respect