Policies
Safeguarding
Policy
Who does this policy apply to?
This policy applies to all staff, trustees, volunteers, customers, beneficiaries, and other stakeholders associated with Cuppy Foundation.
What is this policy about?
This document outlines Cuppy Foundation's commitment to safeguarding and provides guidance on what to do if you have a safeguarding concern in the workplace.
Our Commitment to Safety
The purpose of this safeguarding policy is to ensure that Cuppy Foundation demonstrates its dedication to protecting the right of every individual to live safely, free from abuse or neglect. Every one has the right to feel safe, regardless of their identity or circumstances.
Through this policy, Cuppy Foundation promotes the well-being and welfare of all individuals with whom it interacts, including beneficiaries, customers, staff, volunteers, and other stakeholders. As a grant-giving foundation, we also ensure that our grant recipients adhere to robust safeguarding practices.
What safeguarding means to us
Safeguarding is the range of measures in place to protect individuals within an organisation or those it engages with from abuse or harm. This includes:
• Safeguarding adult's rights to live free from abuse and neglect.
• Protecting children from maltreatment, promoting their health and development, ensuring they grow up in safe environments, and enabling them to achieve positive outcomes.
Cuppy Foundation is committed to ensuring that everyone we work with, including staff, volunteers,beneficiaries, and customers, is protected from harm and safeguarded from vulnerability. This commitment is underpinned by all our policies and procedures.
As a sponsor and grant-giving organisation, Cuppy Foundation also requires that all grantees demonstrate robust safeguarding measures as part of their funding agreement.Raising Concerns and Acting on Them
In the context of Cuppy Foundation's work, safeguarding concerns may include, but are not limited to:
• Sexual abuse or exploitation
• Negligence or neglect
• Physical or emotional abuse
• Commercial exploitation
• Radicalisation or extremism.
If you have a safeguarding concern, follow these steps:
1. Raise your concerns with your line manager in the first instance.
2. If your line manager is involved or you feel unable to approach them, speak to your senior manager. If you feel uncomfortable raising the matter with your senior manager, contact the Managing Director.
3. For concerns involving the Managing Director, contact the Chair of the Board of Trustees.
4. If your concern involves a trustee, escalate the matter to the Managing Director.
5. Provide your name when raising concerns. While your identity will be kept confidential wherever possible, anonymity may affect the ability to investigate the issue thoroughly.
All concerns will be investigated, and the person raising the matter will receive a response. An investigating officer or senior staff member will handle the matter and, within ten working days, will:
• Confirm receipt of your concern
• Explain how it will be addressed
• Provide an estimated timeline for resolving the issue
• Inform you of any preliminary actions taken.
Cuppy Foundation will ensure that raising a concern in good faith will not negatively impact your career.If required, support will be provided for individuals involved in disciplinary or legal proceedings.
If a concern cannot be substantiated, it must remain confidential unless it falls under the scope of the Whistle blowing Policy. All matters will be handled in line with Cuppy Foundation’s Grievance Procedure, with any misconduct addressed according to our Disciplinary and Dismissal Procedure.
Supporting Grant Recipients with Safeguarding
To uphold safeguarding standards across all funded projects, Cuppy Foundation will:
• Provide advice and resources on best safeguarding practices to grant recipients.
• Monitor safeguarding compliance through grant reporting requirements.
• Take necessary steps, such as suspending or withdrawing funding, if safeguarding failures are identified in grantee organisations.
By prioritising safeguarding across all its activities, Cuppy Foundation aims to create a safer environment for everyone it works with and supports.
Sponsorship and Partnerships
Due Diligence Policy
Cuppy Foundation must have reasonable confidence that it knows enough about the partner’s operations and that they align with the Foundation’s mission and values. Partnerships of significant value, duration, or profile must be assessed using the following criteria.
Partnership Organisation
1. What is the reputation of the organisation? Check Google, the charity regulator (if it is a registered charity), or Companies House (if it is a registered company).
2. What is the organisation’s history in the charity sector?
3. What is the general history and background of the organisation?
4. How many charity clients does the organisation currently serve?
5. Does the organisation maintain any charity partnerships?
6. What due diligence does the organisation perform on the products or services they recommend?
7. What are the organisation’s ethical standards or codes, including policies on anti-slavery, equality, equity, diversity, inclusion, or environmental impact?
8. Are there companies the organisation refuses to work with?
9. Has the organisation experienced partnerships that did not succeed?
10. What is the organisation’s complaints procedure, and how are complaints handled?
Proposition
1. What is the nature of the services or products being offered?
2. Does the organisation utilise authorised brokers? (Applicable for insurance partnerships.)
3. What are the terms for terminating the partnership?
4. Who will be the point of contact for the partnership, and what is their role?
5. What level of business engagement is expected or required?
6. What is the process for initiating changes to the terms of the partnership agreement?
7. Are there testimonials from the organisation’s current charity partners regarding similar work?
8. Are there similar services or products available in the market?
Beneficiaries
1. How will the partnership add value to the beneficiaries?
2. Does the partnership align with Cuppy Foundation’s vision, mission, and strategic objectives?
Risk Assessment and Cost–Benefit Analysis
1. Break down the plan or process into components by creating a flowchart or list of inputs, outputs, activities, and events.
2. Calculate or estimate the costs and benefits for each component, including direct, indirect, financial, and social impacts.
3. Compare the total costs to the total benefits.
4. Rank the components based on the potential impact of their success or failure on the overall process.
5. Assign weighting values to each component.
6. Estimate the likelihood of success or failure for each component.
7. Multiply the likelihood of success or failure by its weighting value.
8. Compare the risks with the associated costs and benefits.
9. Predict the likely outcomes of the partnership.
If risks are identified, evaluate them and create an action plan to mitigate significant risks.
Risk Management Procedures
Risk management should remain flexible and responsive to address new risks as they arise. Periodic reviews should proactively identify emerging risks and ensure risk management strategies remain effective.
Partnership Agreements
Once a partnership is agreed upon, a formal agreement should be prepared and shared with all relevant staff members.
Equality, Equity, Diversity
and Inclusion Policy
Who does this policy apply to?
This policy applies to all staff, trustees, volunteers, job applicants, beneficiaries, associates,subcontractors, and anyone interacting with the Cuppy Foundation.
What is the purpose of this policy?
This policy reflects the Cuppy Foundation’s commitment to treating everyone with respect, dignity, and fairness, regardless of their background or characteristics. It outlines proactive measures to ensure the Foundation operates as an inclusive, non-discriminatory organisation and fosters a positive working culture for all.
Our Commitment
The Cuppy Foundation is dedicated to creating a safe and supportive environment, free from harassment, bullying, and discrimination. The organisation aims to:
• Ensure equitable treatment and opportunities for all individuals.
• Identify and address conscious and unconscious biases.
• Engage trustees, staff, and volunteers in championing Equality, Equity, Diversity, and Inclusion(EEDI).
Key Success Indicators
This policy succeeds when:
• The Cuppy Foundation fosters a culture that prioritises diversity, inclusion, and respect.
• Discriminatory practices are eliminated across all operations.
• Positive actions are taken to address disadvantages and discrimination.
• The Foundation delivers its services to the highest standards, reflecting its EEDI principles.
• All team members feel valued and empowered to contribute to their fullest potential.
What are the expectations for staff and volunteers?
Staff, volunteers, and trustees are expected to:
• Commit to and uphold this policy.
• Treat everyone with respect and fairness.
• Use preferred terminology, including pronouns, when addressing colleagues and beneficiaries.
• Be role models for the Foundation’s values during work and external engagements, including social media.
• Report any breaches of this policy, such as discrimination or harassment.
Breaches of this policy will be treated as misconduct and addressed through the Disciplinary and Dismissal Procedure.
What does the Foundation commit to?
The Cuppy Foundation will:
• Provide mandatory EEDI training for staff and trustees.
• Incorporate EEDI education into the induction process for new members.
• Encourage ongoing learning and engagement with EEDI resources during work hours.
Diversity Monitoring and Action
• Collect and confidentially maintain diversity data, respecting GDPR compliance.
• Analyse diversity metrics to identify barriers and improve equality.
• Regularly survey staff to assess the organisation’s EEDI performance.
• Take informed actions to promote equal opportunities based on data insights.
Policies and Recruitment
• Continuously review policies to ensure they reflect EEDI priorities.
• Use feedback from staff to refine and enhance policies.
• Ensure non-discriminatory recruitment practices and address under-representation in key roles using lawful methods, including positive action.
• Vet job descriptions and recruitment materials to avoid unconscious bias.
Monitoring and Review
• The EEDI Working Group will regularly review this policy and its implementation.
• Leadership will track progress and make adjustments as necessary.
• Conduct gender and diversity pay gap analyses every two years.
Definitions
• Equality: Ensuring fairness and equal opportunities for all.
• Equity: Providing tailored support to achieve fair outcomes.
• Diversity: Embracing the unique differences in individuals’ identities and experiences.
• Inclusion: Creating an environment where everyone feels welcomed and valued.
Protected Characteristics As defined by the Equality Act 2010, these include race, sex, marital status, pregnancy, age, disability,sexual orientation, gender reassignment, and religion or belief. The Cuppy Foundation also considers socio-economic status and health conditions within its EEDI framework.
Addressing Bias
The Foundation actively works to overcome biases such as:
• Ethnocentrism: Judging other cultures by one’s own standards.
• Androcentrism: Focusing disproportionately on men’s needs.
• Heteronormativity: Promoting heterosexuality as the default.
• Ableism: Discriminating against individuals with disabilities.
By recognising and challenging these biases, the Cuppy Foundation ensures a workplace that reflects and respects the diversity of its communities.
External Complaints
Procedure Policy
Who is covered by this procedure?
This procedure applies to all beneficiaries, partners, and third parties engaging with Cuppy Foundation’s services, programs, or initiatives
What is covered by this procedure?
This procedure outlines the steps for handling complaints from beneficiaries, partners, and third parties. It ensures effective and empathetic resolution while promoting continuous improvement.
Purpose
The purpose of this procedure is to:
• Ensure that everyone interacting with the Cuppy Foundation receives an excellent experience.
• Guarantee that all feedback and complaints are taken seriously, handled empathetically, and resolved efficiently.
• Use feedback—especially negative—to identify areas of improvement and strengthen relationships with our beneficiaries, partners, and stakeholders. Feedback and complaints play a crucial role in helping the Cuppy Foundation enhance its services and operations. Effective handling of complaints fosters trust and contributes to better outcomes for all parties involved.
The Procedure
Complaints may be received through various channels, including letters, emails, feedback forms,in-person conversations, phone calls, or social media. Regardless of the medium, the following steps should be followed:
Stage 1: Recording the Complaint
• Complete the Cuppy Foundation Complaint Form (see below), ensuring that Parts 1 and 2 are filled out thoroughly.
• Email the completed form to info@cuppyfoundation.org. Use the complainant’s name and the date as the file name for the record.
• Refer the complainant to the foundation’s complaint procedure, available in the Policies folder.
Stage 2: Addressing the Complaint
• The Managing Director will assign the complaint to the relevant department manager.
• The assigned manager will work on resolving the issue in the first instance and complete Part 3 of the Complaint Form.
Stage 3: Reporting the Complaint
• The Managing Director must be informed of the proposed resolution.
• A designated staff member will follow up with the complainant to confirm their satisfaction with the resolution.
Stage 4: Closing the Complaint
• If the complainant is satisfied, the designated staff member will close the case and file the complaint.
• If unresolved, the designated staff member will collaborate with the department manager to explore alternative solutions.
Timescale
• Complaints should generally be resolved within 20 working days.
• For complex cases, where resolution may take longer, the complainant must be kept informed of progress regularly until the matter is resolved.
Complaint Form
This form must be completed for every complaint received, regardless of the method of submission. Attach any supporting documents or correspondence to the completed form and email it to info@cuppyfoundation.org.
Part 1: Complainant Details
• Name:
• Job Title:
• Organization:
• Phone Number:
• Address:
• Email Address:
• Complaint Received By:
• Date Received:
• Received Via:
Part 2: Details of the Problem
Provide a clear and detailed account of the issue, including all relevant facts
Part 3: Resolution Details
Outline the steps taken to resolve the issue:
• Completed By (Name):
• Date Completed: