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Health and Safety
Version 1.0 | This Policy was approved on 30 May 2022.
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Introduction

Definitions

This document employs terms related to the DCDR Advocacy that can be found in the TIOF terminology.
For a structure of The IO Foundation, please visit

About this document

This document, hereinafter the Policy, sets out the necessary arrangements for ensuring The IO Foundation meets its health and safety obligations towards TIOF Members and anyone visiting its premises, or in any way involved with its advocacy and initiatives, that you will need to be aware of while being a Member for TIOF.
You should familiarize yourself with it and comply with it at all times. Any questions you may have with regard to its contents or what you have to do to comply with it should be referred to your corresponding Team Human Resources Manager.
Any Member who breaches this Policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this Policy may have their contract (or equivalent official relationship with TIOF) terminated with immediate effect.
This document complements TIOF's Code of Conduct.
This document does not form part of any Engagement Document and we may amend it at any time following the procedures described in TIOF's Statute.

Scope

This document directly applies to:
This document indirectly applies to:
The policies set out in this document apply to all TIOF Members unless otherwise indicated. They therefore apply to Members of the Boards (Directors, Advisers, Consultants), Employees, Volunteers and Interns; this is irrespective of their engagement type. They equally apply to all Contributors and will be used as part of the selection criteria when engaging with them.
This Policy applies within all TIOF Spaces, including (although not limited to) management activities, contributions or events; it and also applies when an individual is officially representing the organization in public spaces. Examples of representing the organization include (although not limited to) using an official e-mail address, posting via any official channel or acting as an appointed representative at an event.

Policy details

Health and Safety statement

The IO Foundation values, above anything, the wellbeing of its Members.
Health is a critical matter and the organization will always strive to ensure a healthy and safe environment for its Members and Contributors. Likewise, the organization expects its Members to actively participate in such commitment.
The organization will not tolerate deliberate actions make use of their absences in a judicious manner and will not tolerate abuses.
Health and Safety is a collective effort
All TIOF Members share responsibility for achieving safe working conditions.
You must take care of your own health and safety and that of others, observe applicable safety rules and follow instructions for the safe use of equipment. You must cooperate with Management on health and safety matters, including the investigation of any incident.
Failure to comply with this policy may be treated as misconduct and dealt with under our Disciplinary Procedure.

Health and Safety Officer

The position of Health and Safety Officer, or HSO, unless otherwise specified, falls on the [TIOF] Team Human Resources Manager.
You should report any health and safety concerns immediately to the HSO.
The HSO is expected to make himself/herself available to the Board of Directors and Management to report in matters of Health and Safety any time necessary.
The time invested by the HSO position computes as working hours and shall never represent extra hours on top of the Working Period as described in the corresponding engagement document.

Team Health and Safety

The organization will put in place a Health and Safety Team, or THS, to support the HSO in evaluating, designing, implementing and disseminating training for required Health and Safety protocols.
Team Health and Safety is a part of [TIOF] Team Human Resources.

Information and consultation

The organization will inform and consult the Health and Safety Officer or directly with all staff regarding health and safety matters.

Health and Safety Status Meetings

The HST will convene at least once during the General Meeting to determine if specific steps are to be implemented in the coming Season.
Other Status Meetings as well as Emergency Meetings can be conveyed and initiated by:
  • The Health and Safety Officer
  • Management
  • Board of Directors

Training

The organization will ensure that all TIOF Members are given adequate training and supervision to perform their responsibilities competently and safely. TIOF Members will be given a Health and Safety Induction during their Onboarding. Further training will be provided as needs arise.

Equipment

TIOF Members must use TIOF equipment in accordance with any instructions given by the organization. Any equipment fault or damage must immediately be reported to the Health and Safety Officer.
TIOF Members shall not attempt to repair equipment unless trained to do so.

Accidents and first aid

Details of first aid facilities are listed in the Health & Safety Handbook.
The list of trained first aiders are made available on our TIOF Org Chart.
All accidents and injuries at work, however minor, should be reported to
  • the Health and Safety Officer or,
  • your corresponding Team Manager or,
  • your corresponding Team Human Resources Manager.
All incidents are to be recorded in the Accident Book.

Fire safety

All TIOF Members should familiarize themselves with the fire safety instructions in their physical offices (when applicable), which are displayed on notice boards and near fire exits in the workplace.
This should also be considered should the Member perform duties remotely, for instance from a co-working space, an event they are attending or from their own residence.
At the hearing of a fire alarm, TIOF Members are to leave the building immediately by the nearest fire exit and go to the fire assembly point outside of the premises.
RULE OF THE 60 SECONDS
Fire alarm tests as well as false alarms are not unusual. To ensure that an alarm is in fact real and requires evacuation, you can use the following rule:
Time of alarm < 60 seconds: Be ready and remain alert, observing the situation from where you are. If the alarm stops, resume your activities.
Time of alarm > 60 seconds: Proceed to evacuate calmly, following the evacuation procedures detailed in the Health and Safety Handbook.
For physical offices, fire drills will be held at least every 12 months and must be taken seriously.
TIOF will also carry out regular fire risk assessments and regular checks of fire extinguishers, fire alarms, escape routes and emergency lighting whenever applicable.

Risk assessments and measures to control risk

The organization carries out general workplace risk assessments periodically, both in physical offices and remotely. The purpose of these assessments is to identify potential risks to health and safety of TIOF Members, visitors and other third parties as a result of TIOF's activities and to identify any measures that need to be taken to control those risks.