ABOUT · STAFF · TRUSTEES · AIMS · VALUES · DECISION-MAKING · POLICIES
In addition to the selection included below, Alchemy upholds a range of policies relating to areas including accommodation; annual leave, TOIL and parental leave; grievance and disciplinary; lone working; procurement; risk management and mitigation and sickness absence.
We are also guided by more strategic action plans relating to equalities, diversity and inclusion; engagement and audience development; and environmental sustainability.
All policies and strategies are provided in our staff handbook and given to team members, including artists in residence and other freelancers where appropriate.
Policies are revised and implemented in line with our decision-making framework and evaluation and monitoring processes.
Anti-Bullying and Harassment
Alchemy Film & Arts is committed to providing a working environment that is free of bullying and harassment, and where everyone is treated, and treats others, with dignity and respect. Alchemy will not permit or tolerate any form of bullying or harassment. This policy covers bullying and harassment of or by anyone working at Alchemy and third parties such as audiences and partners.
The policy includes bullying or harassment that occurs in the workplace and out of the workplace, such as on business trips or at work-related events.
Bullying
Bullying is a sustained form of psychological abuse. It is defined as offensive, intimidating, malicious or insulting behaviour, involving the abuse or misuse of power, which has the purpose or effect of belittling, humiliating or threatening the recipient.
Workplace bullying usually takes one of three forms: physical, verbal or indirect. It can range from extreme forms such as violence and intimidation, to less obvious actions, such as professional or social exclusion.
Examples of bullying may include (but are not limited to) the following:
- Shouting or swearing at people in public or private
- Spreading rumours about someone
- Derogatory remarks about someone’s performance or appearance
- Physical or psychological threats
- Constantly undervaluing effort
- Rages, often over trivial matters
- Ignoring or deliberately excluding people
- Overbearing and intimidating levels of supervision
- Deliberately sabotaging or impeding work performance
Please note that managers are duty-bound to give their team members feedback and to generally manage their performance. Legitimate, reasonable and constructive criticism of a team member’s performance or behaviour, or reasonable instructions given to an employee in the course of their employment, will not amount to bullying on their own.
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. A single incident of this nature can amount to harassment if sufficiently serious.
Unlawful harassment may involve sexual harassment, or it may be related to any other of the Protected Characteristics detailed in our EDI Action Plan.
Alchemy views any form of harassment unacceptable. Examples of harassment may include (but are not limited to) the following:
- Display or circulation of sexually suggestive material or material with racial overtones
- Use of offensive terms for racial groups, or age groups, or for people living with disability
- Professional or social exclusion
- Unwanted physical conduct, such as touching, pinching, pushing and grabbing
- Unwelcome sexual advances or suggestive behaviour
- Offensive emails, text messages or social media content
It is important to note that harassment occurs even if the harasser perceives their behaviour as being harmless and without malice. What matters is how the behaviour makes the recipient feel, and not what the perpetrator’s intentions were. Also, a person may be harassed even if they were not the in-tended target of the behaviour.
What to do if you are being bullied or harassed
Informal approach
You may be able to resolve matters informally. The person may not know that their behaviour is un-welcome or upsetting, and an informal discussion may help them to understand the effects of their behaviour and agree to change it.
If you feel able to, tell the person what behaviour you find offensive and unwelcome, and say that you would like it to stop immediately. You should keep a note of the date and what was said and done. This will be useful if the unacceptable behaviour continues and you wish to make a formal complaint.
If this is too difficult for you, then please talk to a Director or Trustee for advice and assistance. They may for example speak to the person concerned on your behalf, or accompany you when you speak to them. If the informal approach is not appropriate, or has not been successful, you should raise a formal grievance.
Formal procedure
When a team member feels that they need to deal with an issue of harassment or bullying formally, they should do so according to procedures outlined in Alchemy’s Grievance and Disciplinary Policy.
Alchemy will investigate grievances in a timely, confidential and sensitive manner. The investigation will be conducted by a Director or Trustee. Details of the investigation, and the names of the people involved, will only be disclosed on a ‘need to know’ basis. Alchemy will consider whether any steps are necessary to manage the ongoing working relationship between persons during the investigation.
Once the investigation is complete, Alchemy will inform both parties (separately) of the outcome. Whether or not the complaint is upheld, Alchemy will consider how best to manage any ongoing working relationship between the people concerned.
Consequences and policy breach
If, following investigation, Alchemy considers that a team member has been harassed or bullied by another employee the matter will be dealt with under relevant procedures outlined in our Grievance and Disciplinary Policy, as a case of possible misconduct or gross misconduct.
The person concerned may be suspended on full pay during the disciplinary investigation until any eventual disciplinary proceedings have been concluded. If the complaint of bullying or harassment is upheld, a disciplinary penalty may be imposed up to and including dismissal, depending on the seriousness of the offence and all relevant circumstances.
Some bullying or harassment will constitute unlawful discrimination if it relates to any of the Protected Characteristics as detailed in Alchemy’s EDI Action Plan. Such behaviour could constitute a criminal offence, punishable by a fine and/or imprisonment.
Where it is found that an employee has been harassed by a third party, such as a partner or independent contractor, Alchemy will take such steps as are reasonably practicable to prevent any recurrence, following the terms of our Hate Incident and Hate Crime Policy.
If someone makes a complaint that is not upheld, and Alchemy has reasonable grounds to believe that the complaint was not made in good faith, Alchemy will take disciplinary action against the per-son making the false complaint.
Protection and support
Team members who make complaints in good faith, or who participate in any investigation, must not suffer any form of retaliation or victimisation as a result. Any employee engaged in retaliation will be subject to disciplinary action.
Record keeping
Information about a complaint by or about an employee may be placed on either party’s personnel file, along with a record of the outcome and any other notes or documents compiled during the process. These will be processed in accordance with our Privacy Policy.
Preventing bullying and harassment
We all have a shared responsibility to help create and maintain a working environment free of bullying and harassment, by:
- Considering how behaviour may affect others, and adjusting/changing it accordingly
- Being receptive, rather than defensive, if asked to change behaviour
- Treating colleagues with dignity and respect
- Taking a stand against inappropriate jokes or comments
- Making it clear to others when behaviour is unacceptable
- Intervening, if possible, to stop harassment or bullying, and giving support to victims
- Reporting any instance of harassment or bullying
- Being open, honest and objective in any investigation of complaints
Directors and Trustees have a particular responsibility to:
- Set a good example by their own behaviour
- Ensure that there is a supportive working environment in their team
- Communicate to team members what standards of behaviour are expected from them
- Intervene to stop bullying or harassment
- Respond promptly to any complaint of bullying or harassment
Code of conduct
At Alchemy we take pride in the care and clarity with which we deliver our work, and in the warmth and hospitality for which we are known. In all that we do, we value openness, experimentation, creativity, solidarity and humour.
We work to foster a culture of community, inclusivity and diversity and we will not tolerate any form of hate including racism, homophobia, transphobia and misogyny. This community extends to our staff, freelancers, partners, volunteers, participants, audiences, visiting artists, and all other stakeholders. Thank you for extending respect and patience to our team and each other.
COVID
Alchemy Film & Arts deliver and host a range of public and/or participatory events throughout the year, including our flagship event Alchemy Film and Moving Image Festival.
All events are delivered in line with this COVID Policy, our charitable constitutional aims, EDI Action Plan, Environmental Sustainability Action Plan, Safeguarding Policy, Privacy Policy, Hate Incident and Hate Crime Policy and other associated documents.
This Policy is revised every quarter, or in advance of every public event Alchemy delivers with more than 30 people expected to be in attendance.
COVID-aware procedures
Alchemy follows Scottish Government’s current advice, which includes:
- If you have symptoms of a virus, cold or flu, try to stay at home and a oid contact with others – if you do need to go out, wear a well-fitting face covering
- Get your vaccines if offered to ensure you are as fully protected as you can be
- Meet in well-ventilated spaces where possible
- Wash your hands and clean surfaces regularly
- Support the Distance Aware scheme for anyone who prefers others to take extra care around them
In line with, and further to, current Scottish Government Guidelines, Alchemy Film & Arts will:
- Make hand sanitiser readily available and encouraged at each venue
- Provide free face coverings at each venue
- Use clean and well-ventilated venue spaces
- Use venues with accessible bathrooms and hand-washing stations
- Provide free lateral flow testing kits
- Provide individual accommodation to guests who are staying in Hawick
- Work in line with council policies associated with each Live Borders venue
- Maintain a half-hour gap between public screenings
- Keep screenings to between 60- and 90-minute slots
- Provide breakout spaces
- Maintain designated welcome spaces during public events
- Provide staff training and signage around distancing and mask-wearing
Treating each other with respect
We defer to Scottish Borders Council’s policy about treating visitors with dignity and respect in relation to their vaccination status:
We recognise that the subject of the COVID-19 vaccination programme can be divisive and lead to the expression of strong opinions. However, we must remain responsible and respectful when communicating with our colleagues about COVID-19 vaccinations.
Employees must not act against colleagues in a way that could amount to bullying or harassment, for example mocking a colleague’s views on COVID-19 vaccinations or foisting their own views on COVID-19 vaccinations on others.
Environmental Sustainability
The following text is an abridgement of our Environmental Sustainability Action Plan, which includes a 2023-2030 Carbon Route Map, and which is available on request.
From our annual report to Creative Carbon Scotland, Alchemy emitted 7.04 tonnes CO2e in 2022-23 – 89% less than average across Creative Scotland’s portfolio of regularly funded organisations.
We recognise that, under capitalism, social inequality both structurally underpins and is exacerbated by the climate emergency. In approaching the climate emergency with an intersectional understanding of systemic oppression, we place environmental issues at the heart of our broader work.
As both curators and producers of cultural programmes and infrastructurally complex events, Alchemy is placed to both catalyse behavioural change and instigate vital, critical conversations about the world in which people live, while leading by example in terms of how the world’s resources are deployed to generate those conversations.
To this end, as part of broader organisational practices, our Environmental Sustainability Action Plan articulates carbon mitigation and adaptation plans in line with the following areas:
- Energy
- Travel
- Hospitality
- Procurement
- Communications
- Administration
- Waste
Alchemy’s plan for carbon reduction and environmental sustainability pivots on three key areas:
- Mitigation — including everything that we do and are planning to do across the coming years to reduce our carbon emissions.
- Programme — including the influence that we have on external understandings and perceptions of the climate crisis through our public programming.
- Adaptation — including our plan to adapt the organisation to the ongoing effects of the climate crisis.
Green Champions
To ensure our Environmental Sustainability Action Plan is effectively monitored and upheld, we will appoint a Green Champion at Board level, who will meet quarterly with our Team’s Green Champion to review the Plan’s implementation and to undertake and support with any additional training.
Fair Work
Alchemy Film & Arts follows the Fair Work framework, and is committed to fair working practices related to: effective voice, opportunity, security, fulfilment and respect.
This Policy should be seen in conjunction with our EDI Action Plan, Environmental Sustainability Action Plan, Privacy Policy, Hate Incident and Hate Crime Policy and Safeguarding Policy, as well as our core values.
To ensure the following aspects of our Fair Work Policy are effectively monitored and upheld, we will appoint a rotating Fair Work Champion at both Team and Board level, who will meet quarterly to re-view the Policy’s implementation. To maximise awareness of and participation in Fair Work procedures, Team and Board Champions will be rotated annually.
Effective voice
As an organisation that values dialogue, transparency, and community, we support and encourage everyone working within and with Alchemy Film & Arts to speak openly. Every worker has the right to be heard for the purposes of open and constructive dialogue. Within Alchemy Film & Arts we have a number of structures that encourage collaborative and collective conversation to take place:
- Investment in dialogue and exchange throughout practice
- Regular and clear communication
- Weekly team meetings
- Regular project meetings
- Annual staff reviews
- Quarterly board meetings
- Additional support meetings
- Freelancers integrated into team meetings and project design
- Schedule of deliverables for freelancers includes moments for review, feedback and exchange
- Annual away day
- Regular evaluation with staff, partners, volunteers and artists
- Maintenance of safe and supportive environments through Code of Conduct, Anti-Bullying and Harassment Policy, EDI Action Plan, CPD Plan and Training Assessment Frameworks
Alchemy also contributed to the creation of Creative Scotland’s Culture Collective Our Voices: A Diverse Artists’ Guide, which focuses on ensuring effective voice when working with artists and
workers from a range of communities.
Opportunity
Alchemy is committed to working actively towards an equitable, inclusive and cohesive society, addressing the challenges experienced by specific groups and individuals in accessing and progressing in work.
Our policies and practices to better support equal opportunities include:
- An active EDI Action Plan
- Maintaining a diversity-led Board and team
- Annual review meetings with staff to discuss goals
- Relevant training provided in areas including first aid, unconscious bias, EDI
- Maintaining budgets for access-related costs
- Access plans for each project
- Access riders and user manuals integrated into induction/onboarding process, or encouraged/invited in short-term freelance contracting
- Support in attaining Access to Work
- Flexible/hybrid working when required
- Recruitment processes that invite alternative formats of application
- Inclusion of freelancers in team training
- Implementing CPD Plans across all organisational tiers, including seasonal freelancers and artists in residence
Fulfilment
Alchemy aims to ensure employees, freelancers and volunteers are fulfilled by and engaged in their work, with an understanding that this impacts health and wellbeing, both organisationally and individually. We are committed to using film as a way to come together, have conversations and strengthen community – and we work to ensure all staff and stakeholders find agency within this.
We do this by:
- Delivering projects that are meaningful to all involved
- Producing projects that are practically deliverable within team and resource capacity
- Platforming a breadth of diverse and high-quality artists’ work
- Maintaining training and skills development opportunities for all staff
- Providing transparent career paths and professional development plans and training assessment framework
- Challenging burnout culture through maintenance of staff TOIL system and regular checks with freelancers to gauge hours against deliverables
- Adhering to Decision-Making Framework to prioritise mental health and wellbeing within all working structures and project design
- Reducing lengths of screen-time, including online meetings and public screenings
- Encouraging regular breaks and monitoring lengths of working days
- Encouraging outdoor or offsite meetings when appropriate
- Maintaining research and practice around supporting artists and staff with lived experience of displacement
- Incorporating training, learning, and progression into volunteer opportunities
Respect
Alchemy works to ensure everyone we work with is respected, treated with dignity and feels safe. Our workplaces and sites of activity should enhance health and wellbeing, and be free from bullying and harassment. We address this through:
- EDI Action Plan, Safeguarding Policy, Anti-Bullying and Harassment Policy, Hate Incident and Hate Crime Policy
- Maintaining values-led practice around mutual respect and solidarity
- Encouraging work/life balance through measures such as: providing work phones; discouraging use of personal phones or WhatsApp for work; TOIL policy, regular breaks, regular hours, clear and advance notice of event-specific hours
- Freelancers provided workspace and research/studio space within our offices
- Freelancers inducted into organisational systems
- Confidential systems of disclosure and communication clearly signposted
- Maintaining reasonable turnaround times and clear deadlines that acknowledge workload and capacity
- Encouraging constructive critical discussion and input at all stages of project design and delivery
- Clear Staff, Freelancer and Volunteer Handbooks signposting to all need-to-know information
- Volunteer policies and agreements outline exchange and expectations, and signpost to support
Security
We understand that security of employment and freelance work is essential to stability and Fair Work, resulting in improved wellbeing and more effective financial planning. We work to ensure we are addressing the culture of low pay and precarious work within our sector through:
- Paying above the Real Living Wage rate for staff
- Paying freelancers in line with industry pay rates and Scottish Artist Union rates
- Being transparent with artists and staff about funding, and not offering opportunities that funding is not secured for
- Providing clarity at all times around project-specific terms of employment
- Maintaining clarity around roles, responsibilities and paths for progression
- Offering only paid traineeships or internships
- Not offering any zero hours contracts
- All core staff offered PAYE contracts
- Relocation support for new recruits
- Freelancers given clear briefs, fee breakdowns and schedule of deliverables and payments
- Respecting that staff and artists often have other work and freelance pursuits
- Meaningful volunteer offer, with clear policies and communication
Further Information on Fair Work can be found through Creative Scotland’s Fair Work Illustrated Guide.
Hate Incident and Hate Crime
Alchemy Film & Arts are committed to safeguarding all employees, freelancers, partners, volunteers, stakeholders, participants and communities with whom we work.
We will not tolerate any form of hate incident or hate crime and encourage employees to report hate incidents and hate crimes at the earliest opportunity. Alchemy prioritises challenging inequality and enhancing understanding of inclusivity. Hate incidents may lead to disciplinary action against the perpetrator.
This policy is relevant to all staff and stakeholders. This policy gives due regard to the following policies:
- Anti-Bullying and Harassment Policy
- EDI Action Plan
- Grievance and Disciplinary Policy
- Safeguarding Policy
- Sickness Absence Policy
- Project- or event-specific Risk Assessments
This policy relates to any hate incident that occurs on Alchemy premises; during the delivery of Alchemy services and events; in the communities that we work within.
The main principles of this policy are: to raise awareness of what a hate incident is; to encourage the reporting of any hate incident; to provide guidance on how to respond to a hate incident if an employee is witness or subjected to a hate incident; to ensure employees work in a safe environment; to treat all employees fairly.
Alchemy Film & Arts will ensure that all employees, freelancers, artists, volunteers and partners are aware of this policy. Training on hate incidents is offered to of these stakeholders.
Definition of hate incidents and hate crimes
A hate crime is defined as: ‘Any criminal offence which is perceived by the victim or any other person, to be motivated by hostility or prejudice based on a person’s race or perceived race; religion or perceived religion; sexual orientation or perceived sexual orientation; disability or perceived disability and any crime motivated by hostility or prejudice against a person who is transgender or perceived to be transgender.’
A hate incident is any incident which the victim, or anyone else, thinks is based on someone’s prejudice towards them because of their race, religion, sexual orientation, disability or because they are transgender.
A hate incident can include verbal abuse, harassment, bullying, threats, abusive phone calls or text messages, hate mail, online abuse, graffiti, displaying or distributing discriminatory literature or posters, malicious complaints, physical attacks, arson, damage to property or possessions.
Evidence of the hate element is not a requirement. You do not need to personally perceive the incident to be hate related. It would be enough if another person, a witness or a police officer thought that the incident was hate related.
Hate incidents can impact people in different ways including physical, emotional and psychological effects including increased stress, anxiety, depression, PTSD, ill-health and fear.
In extreme circumstances victims could be injured and may have to take time off work to recover.
Reporting hate incidents and hate crimes
Alchemy Film & Arts have a duty of care to our employees, freelancers, volunteers, participants and stakeholders. We encourage any hate incident or hate crime to be reported at the earliest opportunity.
This includes anyone who has witnessed a hate incident; had a hate incident reported to them; a strong suspicion of a hate incident.
Alchemy Film & Arts will ensure that all victims and witnesses are supported, with access to work- place counselling services, and that appropriate action is taken.
Alchemy Film & Arts will ensure complete confidentiality to anyone within its duty of care who reports a hate incident. Employees can speak to Alchemy’s Directors and/or Chair in confidence regarding any hate incident.
If a complaint is identified as being criminal in nature, we will support the person reporting it in decid- ing and pursuing a line of action that they deem appropriate. This may include reporting the incident to the police.
Alchemy will always prioritise the needs and, where relevant, the anonymity of the person reporting the incident. We will never force someone to report a hate incident to the police.
For those who wish to independently report a hate incident and prefer not to contact Alchemy Film & Arts, advice and support can be accessed from:
- Safer Scotland
- True Vision
- Police (call 101)
- Crimestoppers
Support and safety
The health and safety of our stakeholders is our utmost priority, and a risk assessment and action plan will be conducted when a hate incident has occurred, to mitigate repeat incidents or further escalation.
Inclusivity
The following text is an abridgement of our EDI Action Plan, which is available on request.
At Alchemy Film & Arts we take pride in the care and clarity with which we deliver our work, and in the warmth and hospitality for which we are known. In all that we do, we value openness, experimentation, creativity, solidarity and humour.
We work to foster a culture of community, inclusivity and diversity and we will not tolerate any form of hatred, including racism, homophobia, transphobia and misogyny. This community extends to our staff, freelancers, partners, volunteers, participants, audiences, visiting artists, and all other stakeholders.
We thank all of our audiences, volunteers and stakeholders for extending respect and patience to our team and each other.
Equalities, diversity and inclusion
The Equality Act protects people against discrimination, detailing nine protected characteristics:
age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and
civil partnership, and pregnancy and maternity. Alchemy Film & Arts also ensure that we continuously consider socioeconomic deprivation and rural isolation as barriers to inclusion particular to our geographic context.
Equalities, Diversity and Inclusion (EDI) is an umbrella term that refers to: the equal treatment of
those in the workplace across and regardless of their personal (and legally protected) characteristics; the range (diversity) of people within the workplace who have different personal characteristics to one another; the extent to which these people with different characteristics to one another feel included and valued as part of a shared workspace.
At Alchemy we consistently develop and evaluate programming and production methods which aim to widen inclusion and representation – across our team, Trustees, partners, audiences, participants, and the artists we work with. We have equal opportunities monitoring in place to ensure our workers, audiences, partners and the artists we platform encompass a range of perspectives and experiences, and we evaluate our progress quarterly at board meetings.
In addition to creating equal opportunities for inclusion and identifying and addressing the barriers faced by existing and potential team members, audiences, artists and partners, Alchemy is also invested in progressing the sector and highlighting the importance of a creative programme that represents a broad range of experiences and representation.
Our duties as a charity include:
- Eliminating unlawful discrimination, harassment and victimisation and other conduct prohibited by the Equality Act 2010.
- Advancing equality of opportunity between people who share a protected characteristic and those who do not.
- Fostering good relations between people who share a protected characteristic and those who do not.
- Having due regard for advancing equality involves:
- Removing or minimising disadvantages suffered by people due to their protected characteristic.
- Taking steps to meet the needs of people from protected groups where these are different from
the needs of other people. - Encouraging people from protected groups to participate in public life or in other activities where their participation is disproportionately low.
EDI Champions
To ensure our EDI Action Plan is effectively monitored and upheld, we seek to appoint an EDI Champion at Board level, who will meet quarterly with our Team’s EDI Champion to review the Plan’s implementation and to undertake and support with any additional training.
Commitment to anti-hate
Alchemy Film & Arts has a duty of care to its employees and encourages all employees to report any hate incident or hate crime at the earliest opportunity.
This includes anyone who has witnessed a hate incident or hate crime; had a hate incident or hate crime reported to them; has a strong suspicion of a hate incident or hate crime.
Alchemy Film & Arts will ensure that all victims and witnesses are supported, with access to workplace counselling services, and that appropriate action is taken. Alchemy Film & Arts will ensure complete confidentiality to any employee who reports a hate incident.
Further details on hate incidents can be found in our Hate Incident and Hate Crime Policy.
Commitment to anti-racism
Alchemy actively subscribes to the notion that many EDI schemes have been popularised and legitimised by the very system that marginalises and discriminates against people due to their protected characteristics in the first place. As such, we do not merely seek the inclusion of a diversity of people with particular protected characteristics within the systems and institutions that continue to marginalise them, but rather seek liberation from such structures.
As such, we recognise that it is not enough to merely acknowledge racial inequity, or even identify and reference the social structures that uphold and perpetuate such inequity. To this end, we proceed in our work with an active and working knowledge of where decision-making power lies in our organisation and how historical perspectives and unconscious biases are located and contained within this power.
Commitment to disability justice
Alchemy subscribes to the social model of disability, and is active in its commitment to allocating
material resources to measures across its programme that mitigate or remove the barriers that can prevent people from participating in culture.
Since 2020, we have specialised increasingly in engaging partners and participants with lived experience of disability, working in multi-year ways and on increasingly ambitious participant-led projects with key regional partners including Borders Additional Needs Group, Scottish Borders Council’s Learning Disabilities Service, and Interest Link, a regional volunteer befriending service for vulnerable adults.
Remaining diversity-led
We meet three of Creative Scotland’s four indicators of being diversity-led: those leading our organisation hold a wide range of protected characteristics/wider lived experiences; our programme/working practices are designed around needs of staff, artists, audiences and participants with these protected characteristics; the impact of our organisation is measured in terms of benefit to people with these protected characteristics.
Forty percent of Alchemy’s current staff/Board is POC and 80% is LGBTQIA+. Those in decision-making roles and positions of meaningful influence also include people who are: trans, non-binary and/or living with disability and/or gender-based prejudice. Ages span 20-70.
Alchemy’s engagement work includes participant-led advisory groups, where participants with lived experience of disability, multiple deprivation, gender-based violence, racism and anti-queer prejudice – including young people – have an active role in the direction of community-oriented projects, with appropriate support.
Three members of our team – spanning artists in residence, trustees and staff – contributed and helped shape Culture Collective’s Our Voices: A Diverse Artists’ Guide. A member of our team is also on Creative Scotland’s EDI Advisory Team.
Privacy
This Privacy Policy explains how Alchemy Film & Arts uses and protects any information that you give us when you engage with us in line with GDPR guidance – from purchasing screening tickets and filling out event feedback forms, to submitting films to Alchemy Film and Moving Image Festival and taking part in Film Town, our community filmmaking initiative.
We are committed to ensuring that your privacy is protected. Should we ask you to provide any information by which you can be identified, you can be assured that it will only be used in accordance with this Privacy Policy.
Why we collect and process information about you
We collect information to better understand our audiences and the artists we work with, to gather feedback on our events and activities, and to keep you informed about our charitable activities, which include:
- Screenings, exhibitions, discussions and other events
- Screen-based workshops
- Alchemy Film and Moving Image Festival
- Open calls for creative opportunities
- Volunteer opportunities
- Sale of tickets and Alchemy merchandise
- Contacting you to respond to your queries
- Contacting you to ask you to respond to surveys
We will only use your personal data where we have a legal ground to do so. Legal ground may be one of the following:
- Consent: For example, when you voluntarily fill in surveys or applications, or subscribe to our mailing list. You can withdraw consent at any time.
- Legitimate interests: This refers to our function and duties as a charity invested in creative arts and film opportunities and activities. This includes information generated from Google Analytics and social media analytical tools, which allows us to better understand our audiences and pro- mote programmes and services more efficiently.
- Performance of a contract with you: For example, if you purchase tickets or merchandise, or are being paid for contracted services, we need to use your contact details and payment information in order to process such an agreement.
- Compliance with law: In some cases, we may have a legal obligation to use or keep your personal data.
What information we collect and when we collect it
Alchemy Film & Arts collects, uses and protects any data that you provide when engaging with us, including:
- Queries sent to us through this website
- Purchasing tickets to our events
- Completing our feedback and evaluation forms
- Applying to any job opportunities
- Submitting work to any call for entries, including our film festival
- Subscribing to our newsletter
- Participating in our creative learning programme
The information we ask for may include:
- Your name
- Your contact information, including emergency contact details
- Your pronouns
- Your CV and stills from or documentation of your creative work
- Screening links to your film
- Inclusivity monitoring information, including age, ethnicity, disability, gender, religion, and sexual orientation
- Permission to appear in photographs and documentation of events
We may share anonymised information, with no identifying details, with our funders. Such information allows us to analyse audience and participant reach, artist and filmmaker reach, and the social impact of our work.
What we do with your information and how we keep it secure
We will never give or sell your personal details to any other organisation. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
How our website collects and uses information
We use Google Analytics to learn how our website is performing and to help us to continually improve the site’s functionality. Any analytics data that is collected, processed and stored while you are on our website is anonymous, secure and kept confidential.
Links to other websites
Our website may contain links to other websites. If you use these links to leave our site, you should understand that we do not have any control over that website. We encourage you to read the privacy statements on any external websites linked to from our own.
Third party cookies
During your visits to our website you may be delivered cookies by third-party websites. When you visit a page with content embedded from, for example, Vimeo or Eventbrite, you may be presented with cookies from these websites. Alchemy does not control the dissemination of these cookies.
How you can control our use of your information
You may unsubscribe from our newsletter at any time, by emailing us. You can also unsubscribe by clicking ’unsubscribe’ at the bottom of any of our newsletters.
We will always do our best to ensure that any personal information you give us is accurate and up to date. You may ask us to correct or remove information you think is inaccurate, and we will promptly correct any information found to be incorrect.
You may also request details of personal information which we hold about you by emailing us.
Safeguarding
This Safeguarding Policy applies to all activities undertaken by Alchemy Film & Arts and impacts upon workers, participants, audiences, volunteers, partners, and artists. Alchemy Film & Arts will monitor the implementation and application of this Safeguarding Policy to ensure that it reflects and meets the needs of the diverse communities we serve.
The responsibility for implementing this policy lies with the Board of Trustees, and will be actively sup- ported and implemented by all contracted workers. Volunteers will be fully briefed and provided with a copy of this policy. Alchemy Film & Arts aims to comply with all relevant legislation and regulations regarding the safeguarding of everyone, including children and vulnerable adults.
Any complaint or grievance under this policy should be made in writing to the Board of Trustees. The matter will then be formally investigated by one or more board members who will report back to the Board of Trustees. If the complaint or grievance is considered reasonable, the Board of Trustees shall decide by majority vote on the appropriate action to be taken.
Working with vulnerable adults and children
Alchemy Film & Arts believe that it is always unacceptable for a child, young person or adult to experience abuse of any kind. We recognise our responsibility to safeguard the welfare of everyone, by a commitment to practices which protect them.
A vulnerable adult is a person who is, or may be for any reason, unable to take care of themselves, or unable to protect themselves against significant harm of exploitation.
All vulnerable adults at risk, regardless of age, disability, gender, race, religious belief, sexual orienta- tion or identity, have the right to equal protection from all types of harm or abuse. Working in partner- ship with vulnerable adults at risk, their relatives, carers and other agencies is essential in promoting their welfare.
We recognise that the welfare of children and young people is paramount, as stated in the Children Act 1989. All children, regardless of age, disability, gender, race, religious belief, sexual orientation or identity, have the right to equal protection from all types of harm or abuse.
Working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.
The purpose of our Safeguarding Policy and practices include:
- To provide protection for the children, young people and vulnerable adults who participate in, receive services from, or volunteer with Alchemy Film & Arts.
- To provide staff, Trustees, freelancers, partners and volunteers with guidance on procedures they should adopt in the event that they suspect a child, young person or vulnerable adult may be experiencing, or be at risk of, harm.
- To actively promote the empowerment and wellbeing of children, young people and vulnerable adults. Alchemy Film & Arts is committed to supporting the rights of adults at risk to be protected from abuse, and to ensure prompt action when dealing with allegations or suspicions of abuse.
To support vulnerable adults, children or young people who are experiencing, or at risk from, abuse, Alchemy Film & Arts is committed to:
- Identifying the abuse of vulnerable adults, children or young people where it is occurring.
- Responding effectively to any circumstances giving grounds for concern, or where formal com- plaints or expressions of anxiety are expressed.
- Ensuring the active participation of individuals, families, groups and communities wherever pos- sible and appropriate.
- Raising awareness of the extent of abuse on vulnerable adults, children or young people and its impact on them.
- Promoting and supporting work designed to reduce abuse and the fear of abuse as experienced by vulnerable adults, children or young people.
- Regularly monitoring and evaluating how our policies, procedures and practices for protecting vulnerable adults, children or young people are working.
- Making sure our policies, procedures and practices stay up to date with good practice and the law in relation to safeguarding vulnerable adults, children or young people.
- Ensuring our procedures are in line with the Multi-Agency Safeguarding Procedures.
Safeguarding information and procedures
Recruitment
All staff of Alchemy Film & Arts, who work directly with vulnerable adults, children or young people will complete a PVG certification.
Alchemy Film & Arts will ensure that staff have appropriate training and resources in relation to safeguarding, working with children and vulnerable adults, first aid, mental health first aid and other areas as appropriate.
Preventing opportunities for abuse
Alchemy Film & Arts will raise awareness of safeguarding issues with all relevant stakeholders, ensuring this Safeguarding Policy is transparent and accessible.
Alchemy will maintain procedures for identifying and reporting cases, or suspected cases of abuse, will maintain training where needed on safeguarding adults, children and young people.
To remain informed, knowledgeable and appropriately networked, Alchemy will maintain partnerships with Border Womens’ Aid, After a Suicide Working Group, Borders Additional Needs Group and other local initiatives who work with children, young people and vulnerable adults.
Noticing abuse
Concerns about or evidence of abuse can come through:
- A direct disclosure by the vulnerable adult, child or young person.
- A complaint or expression of concern by a member of staff, a volunteer, a carer, a member of the public or relative.
- An observation of the behaviour of the vulnerable adult, child or young person by a volunteer, member of staff or carer.
Definitions of abuse
Abuse is a violation of an individual’s human and civil rights by any other person or group of people. Abuse may be single or repeated acts. There are many forms of abuse and neglect, including:
Sexual abuse
- Indecent exposure
- Sexual harassment
- Inappropriate looking or touching
- Sexual teasing or innuendo
- Sexual photography
- Being forced to watch pornography or sexual acts
- Being forced or pressured to take part in sexual acts
- Rape
Physical abuse
- Being hit, slapped, pushed or restrained
- Being denied food or water
- Not being helped to go to the bathroom when necessary
- Misuse of medicines
Psychological abuse
- Emotional abuse
- Threats to hurt or abandon
- Preventing someone from seeing people
- Humiliating, blaming, controlling, intimidating or harassing
- Verbal abuse
- Cyberbullying and isolation
- An unreasonable and unjustified withdrawal of services or support networks
Domestic abuse
This is typically an incident or pattern of incidents of controlling, coercive or threatening behaviour, violence or abuse by someone who is, or has been, an intimate partner or family member.
Discriminatory abuse
This includes some forms of harassment, slurs or unfair treatment relating to:
- Race
- Gender and gender identity
- Age
- Disability
- Sexual orientation
- Religion
Financial abuse
- Stealing money or other valuables from someone
- Using someone else’s money inappropriately or coercing them to spend it in a way they’re not happy with
- Internet scams and doorstep crime
Neglect
Neglect includes not being provided with enough food or with the right kind of food, or not being taken proper care of. Leaving someone without help to wash or change dirty or wet clothes, not getting them to a doctor when they need one or not making sure they have the right medicines all count as neglect.
Institutional
The collective failure of an organisation to provide an appropriate and professional service to vulnerable people. This includes a failure to ensure the necessary safeguards are in place to protect children and vulnerable adults and maintain good standards of care in accordance with individual needs, including training, supervision and management, record keeping and liaising with other providers of care.
Safeguarding reporting process
Step 1 — Immediate action
If a member of staff, freelancer, volunteer or Trustee suspects abuse has or may have occurred, they must act immediately:
- Make sure the person is safe.
- Inform a Director or Trustee immediately.
- Contact the police if it is thought a crime has been committed.
- Record details of the allegation (what was said, observed, when, where, date of allegation).
It is good practice to be as open and honest as possible with any parents/carers about any concerns. However, you must not discuss your concerns with parents/carers in the following circumstances:
- Where sexual abuse is suspected.
- Where organised or multiple abuse is suspected.
- Where Munchausen Syndrome by proxy is suspected.
- Where contacting parents/carers would place a child, yourself or others at immediate risk.
It is recognised that a child may seek you out to share information about abuse or neglect, or talk spontaneously individually or in groups when you are present. In these situations you must:
- Listen carefully to the child.
- Do not directly question the child.
- Give the child time and attention.
- Allow the child to give a spontaneous account; do not stop a child who is freely recalling significant events.
- Make an accurate record of the information you have been given taking care to record the timing, setting and people present, the child’s presentation as well as what was said. Do not throw this away as it may later be needed as evidence.
- Use the child’s own words where possible.
- Explain that you cannot promise not to speak to others about the information they have shared.
- Tell the child what you are going to do next.
- Do not ask the child to repeat their account of events to anyone.
- Reassure the child that:
– You are glad they have told you
– They have not done anything wrong
– You may need to get help to keep the child safe.
Step 2 — Next steps
Bring the concern to the attention of a Director or Trustee, who in turn will contact the Police. The Director or Trustee should discuss the concern with other Trustees and then contact the local authority referral agency on 0300 100 1800 during office hours.
Where a call falls outwith normal office hours, all calls should go through the Emergency Duty Team (EDT) on Tel 01896 752111, or the local (Hawick) police on 101.
Step 3 — Investigation
The Alchemy Film & Arts Board of Trustees will coordinate an investigation. If necessary, they will hold a meeting to review the incident and decide on what action to take next.
The incident will be recorded in Alchemy Film & Arts’ confidential system of incidents and disclosures. Local authorities or the police will decide what to do next.
Alchemy Film & Arts will review its safeguarding procedures and assess any training needs, and decide actions toward such training where relevant.
Confidentiality
Privacy and confidentiality should be respected where possible. If this leaves a child, young person or vulnerable adult at risk of harm then the person’s safety has to come first.
The confidentiality of the vulnerable person will be respected wherever possible and their consent obtained to share information, however the child or vulnerable person should be made aware that Alchemy cannot ignore issues around abuse and that steps will be taken to deal with the situation in as sensitive manner as possible. The welfare of the individual is paramount.
If abuse to a child or vulnerable person is alleged, suspected, reported or concerns are raised, the safeguarding reporting process must be followed.
Alchemy Film & Arts will ensure that any records made in relation to a referral are kept confidential and in a secure place.
We are committed to reviewing our policy and good practice annually.
Volunteer
Alchemy Film & Arts are committed to the widest possible involvement and inclusion in all aspects of our work: our staff and board, our volunteers and freelancers, our audience and participants, and the partners with whom we work.
As Alchemy’s year-round programme expands, our volunteer programme continues to thrive. Taking pride in the warmth and inclusivity for which we are known, Alchemy invites a wide range of people to help support the delivery of high-quality events in Hawick, within our commitments to Fair Work.
Volunteer roles and rewards at Alchemy Film & Arts
Alchemy recruits volunteers throughout the year, from any background or skillset, to join our enthusiastic and friendly team, helping to deliver dynamic year-round programming.
By joining our volunteer community, individuals gain:
- A new network of friends and colleagues
- The opportunity to attend screenings, workshops and events
- Tailored training, support and learning opportunities
- Experience and professional development in many areas of production
- References and performance evaluation
- The opportunity to contribute to Hawick’s cultural regeneration
- Meals and refreshments during longer periods or when volunteering around lunchtime
Roles for volunteers can be adapted and tailored to the interests and requirements of each individual volunteer. Core volunteering roles include assistance with:
- Exhibition installation
- Exhibition invigilation
- Festival/Event stewarding
- Workshop support
- Community filmmaking
- Guest driving
- Administrative support
- Marketing support
Prospective volunteers will be invited for an informal discussion with a member of the team to determine what they would like to get from volunteering and how Alchemy can support the opportunity. A Volunteer Agreement will also be issued. Each volunteer will be assigned a point of contact on the Alchemy team.
Code of Conduct
At Alchemy Film & Arts we take pride in the care and clarity with which we deliver our work, and in the warmth and hospitality for which we are known. In all that we do, we value openness, experimentation, creativity, solidarity and humour. We work to foster a culture of community, inclusivity and diversity and we will not tolerate any form of hate, including racism, homophobia, transphobia and misogyny.
Please be kind to all guests, staff and volunteers. Thank you for extending respect and patience to our team.
We want your experience as a volunteer at Alchemy Film & Arts to be free of harassment, bullying and victimisation – this includes any discriminatory remarks regarding a person’s age, disability, gender, race, religion or belief, sex, sexual orientation, marital status and pregnancy or maternity.
If you experience harassment during a shift, please inform a member of Alchemy staff immediately. At the Festival, Alchemy team members with a red badge can be approached for support and sign- posting.
Further information
Inclusion
Alchemy Film & Arts is committed to creating fair opportunities that are inclusive to a variety of communities. Our EDI Action Plan and Fair Work Policy detail our commitment to inclusion of workers, volunteers, audiences, participants, and artists.
Alchemy invites and encourages the use of access riders and user manuals. We work to ensure our events and activities are as free of barriers to participation as possible, and can provide access meas- ures when required.
We revise and publish our access measures for Alchemy Film and Moving Image Festival on an annual basis.
Bathrooms and breaks
All venues are wheelchair accessible and have bathrooms available. We will provide breaks during your shift, as well as water, coffee and tea. You will also be provided with a complimentary lunch if you’re working across lunchtime during the Festival.
What to wear
Volunteer as you are most comfortable! We only ask that you wear one of our branded lanyards when volunteering. We do provide unisex Alchemy-branded t-shirts in sizes S – XXXL, which you are welcome and encouraged to wear during your shift. We also offer pronoun pins if you’d like to pin one to your lanyard.
Expenses
An Expenses Claim Form is available from Alchemy Film & Arts to claim back expenses, such as the cost of travel. Volunteers will receive a mileage expense rate of £0.45 per mile. Expense Claim Forms should be completed and returned to payments@alchemyfilmandarts.org.uk, and will be paid within 30 days of receipt.
Volunteers receiving Jobseekers Allowance or Universal Credit will have the support of Alchemy staff to establish eligible hours and what expenses can be claimed.
Pronouns and names
A large number and wide range of audiences, participants, artists and guests attend Alchemy’s events and activities.
Guests at larger events, such as Alchemy Film and Moving Image Festival, will have a lanyard with their names included. If you are unsure of how to pronounce a delegate or volunteer’s name, please ask them discreetly and politely, for example: ‘Can I ask you how your name is pronounced? I’d like to make sure I’m saying it correctly.’
Pronoun pins will be available at the Welcome Desk for those who would like one. Please respect the pronouns of guests by using the pronoun identified on their badge. Please also refrain from assuming a person’s pronouns if they are not wearing a badge.
Safety
Alchemy Film & Arts has public liability insurance for working with volunteers. Documentation of this can be read in our office or upon request. Alchemy has clear procedures for accidents and emergencies and conducts risk assessments for all events produced and all venues used. We will ask you to tell us about any allergies or dietary requirements when you sign up to volunteer.
A trained first aider and mental health first aider is engaged for all events and the annual Alchemy Film and Moving Image Festival.
Alchemy ensures all workshop facilitators are PVG certified and have relevant training, in line with our Safeguarding Policy.
Fire procedure
Upon arriving at the venue you’ll be volunteering at, please familiarise yourself with all action notices and the location of all assembly points in the event of a fire. These are located in the Venue Pack, which you’ll be given. A copy of each venue’s Risk Assessment is in place at each venue.
Emergency procedure
Please ensure Alchemy has the name and phone number of your emergency contact. In the event of a medical emergency, please inform an Alchemy staff member immediately – and call 999 if emergency services are required.
Hate incidents and hate crimes
Alchemy are committed to safeguarding all employees, freelancers, partners, stakeholders and communities it works with. We will not tolerate any form of hate incident or hate crime and encourage employees to report hate incidents and hate crimes at the earliest opportunity.
If you or someone else experiences a hate incident or hate crime, as defined in our Hate Incident and Hate Crime Policy, please notify your assigned point of contact or another member of Alchemy staff. If someone is being rude or abusive, do not engage with them further and seek assistance from a member of staff.
Substance misuse
Alchemy volunteers are under no circumstances to take any illegal substances during volunteering. Please also be advised that alcohol should not be consumed while on or before a shift.
Resolving concerns
Any queries or concerns regarding volunteering can be raised with the individual volunteer’s assigned point of contact on the Alchemy team, either in person or via email. Volunteers will also be provided with relevant contact details for Alchemy Film & Arts’ Directors and Trustees.
Confidentiality
A Confidentiality Agreement is included in Alchemy’s Volunteer Agreement. Volunteers are expected not to disclose any confidential information relating to or received from Alchemy Film & Arts – unless expressly authorised or required by law – and to follow our Privacy Policy.
Please email us for any further information on volunteering not covered by this Policy.
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