This template is intended as a guide for your organisation to create a suitable culture document for your organisation. It should always be checked to ensure that all systems, activities, or considerations are covered by this document.
This document must reflect who you are as an organisation and what you do to manage your services and support those that engage with you. This policy should outline accurately and honestly how you do that. This is purely a recommendation / guideline, make sure it reflects your work.
The sections in [BOLD] are yours to edit to tailor the organisation’s details. [INSERT ORGANISATION] is for the name of the group / organisation. [INSERT ROLES] is for the distinct categories within (e.g. staff, volunteers, trustees, committee, board) [INSERT POSITION] is the person acting as the lead for Belonging (e.g. Chair, Manager, Volunteer Manager)
These are guidance discussion points for your organisation. Areas in which a decision will need to be made on the best way of doing it for your organisation and all those involved.
The rest in plain type are usually not for editing. Only edit these if it contradicts an existing system or policy that you already have. Think clearly before you edit those areas.
Belonging Policy
Introduction
[INSERT ORGANISATION] is committed to providing a place in which everyone’s hopes and aspirations can become real. Our diverse community is one of our greatest strengths with people of different life experiences, cultural backgrounds and faiths living, working, helping and celebrating side by side. Supporting all our communities to thrive in an environment that is free of harassment and discrimination is a core strand running through our mission as an organisation. We want to ensure people are not held back by perceived difference, poverty, or circumstance and that our success is shared. This document discusses the actions we will take to support that journey.
This policy applies to everyone involved: participants, employees (regardless of tenure or contractual arrangement), suppliers, partners, volunteers, and trustees.
It is important to note that we hold these ideals and enter this policy knowing that we do not have all the solutions or answers for those we support, but we will approach our work with the attitude of supporting someone to feel like they belong as best we can with the resources we have.
Why 'Belonging'?
There have been various iterations of the same theme. Equality suggests the same treatment of all which we have learned creates a system where a group of people get more than they need, and another do not get enough. Equity is about giving people what they need, to make things fair and proportionate to their circumstances and to ensure that everyone has the same opportunities. However, equity does not consider the cultural and social. This means giving people support but not bolstering or celebrating the whole person. Belonging is about allowing them to be their true authentic selves.
Our values
[INSERT ORGANISATION] is committed to social justice and being there for those who are most excluded and disadvantaged.
[INSERT ORGANISATION] celebrates our society as diverse in circumstance, race, culture, faith and other beliefs, sexuality, abilities, gender, and age.
[INSERT ORGANISATION] is committed to challenging disadvantage and prejudice and aims to promote belonging in all areas of its work and structures.
[INSERT ORGANISATION] believes:
These are examples, work these to suit your organisation don't promise things you won't or can't do, but reflect on why you can't or won't do them.
- In working to remove or minimise disadvantages experienced by people due to their perceived characteristics
- That we must consistently take steps to meet the needs of people with certain characteristics where these are different from the needs of other people
- In encouraging people with certain protected characteristics to participate in our services or other activities where their participation is disproportionately low
- That all people have equal rights to social justice and to participate in decision-making processes and local action
- In speaking out and calling attention to discriminatory or maliciously prejudice behaviour.
- That priority is given to collaborating with communities and groups whose full participation in society is limited by economic disadvantage or discrimination.
- That the role of [INSERT ORGANISATION] is to affirm and enable all people to
Finish the last point with a summary of the MISSION of your organisation, not what you do but the difference you aim to make
[INSERT ORGANISATION] will not unlawfully discriminate because the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief (or absence of), sex (gender) and sexual orientation.
[INSERT ORGANISATION] also acknowledges that in recognition of our local community, there may be situations that require additional characteristics or situations to be added to support the people we support. These include (but are not exclusive to) personal presentation, class status, educational attainment, body weight, hobbies / cultural choices, or strata/group of a perceived demographic.
All of this is with the mission of working towards a just and participatory community.
Discrimination
Direct Discrimination is when you treat someone less favourably than others. [INSERT ORGANISATION] will treat direct discrimination very seriously and if applicable, as a disciplinary matter.
Indirect Discrimination is when a policy, practice or procedure that applies to everyone might disadvantage a particular individual or group. [INSERT POSITION] will act on behalf of [INSERT ORGANISATION] to monitor and regularly review its policies, practices and procedures to ensure that they do not disadvantage any group.
Discrimination by association is direct discrimination against someone because they associate with another person who possesses one of the applicable protected characteristics (age, disability, gender reassignment, sex, race, religion or belief and sexual orientation). It is unlawful and [INSERT ORGANISATION] will treat it as a disciplinary manner.
Perception discrimination is direct discrimination against an individual because others think they possess a perceived protected characteristic. It applies even if the person does not possess that characteristic. It is unlawful and [INSERT ORGANISATION] will treat it as a disciplinary matter about age, race, religion or belief, sexual orientation, disability, gender reassignment, marital status, pregnancy/maternity, and sex.
Harassment is unwanted conduct that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive working environment. [INSERT ORGANISATION] will treat harassment as a disciplinary matter.
Victimisation is when you treat someone less favourably or discriminate against them because they have pursued or intend to pursue their rights relating to alleged discrimination. [INSERT ORGANISATION] will treat victimisation as a disciplinary matter.
Positive Discrimination vs. Positive Action
Positive discrimination is unlawful. Positive discrimination is when you give preferential treatment to people with a protected characteristic rather than due to their suitability.
Positive action addresses imbalances in those involved in the organisation. Examples would include setting equality targets, encouraging people from groups to take part where they are under-represented; training for promotion or skill training for individuals from under-represented groups who show potential. [INSERT ORGANISATION] will use positive action to address imbalances (that are apparent from monitoring data *optional*).
Power
Most harm, trauma and discrimination are due to power imbalance and the misuse of privilege. [INSERT ORGANISATION] encourages everyone involved in decision making or operations to be aware of their privilege and the power they hold to never use it to oppress, harm or deny someone access to their potential.
Our culture and behaviours
We believe everyone has inherent dignity.
We intend to ensure that no one involved in [INSERT ORGANISATION] receives less favourable treatment due to a protected characteristic (i.e. age, disability, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation), unrelated criminal convictions, culture or class situation or membership or non-membership of a society / trade union. All [INSERT ROLES] have a responsibility to co-operate with measures to ensure equal opportunity and non-discrimination. We will aim to:
• create a culture that respects and values each other’s differences, which promotes dignity and belonging, and encourages individuals to develop and maximise their true potential.
• remove any barriers, bias or discrimination that prevent individuals or groups from realising their potential and contributing fully to *INSERT ORGANISATION’S* performance and to develop an organisational culture that positively values diversity.
• to, where practical, achieving and maintaining a workforce that broadly reflects the local community in which we operate.
• consider diverse representations when creating promotional materials.
• neutralise our language and not favour any age, gender or lifestyle in our examples or materials.
• create opportunities in forms and discussions where people can share their pronouns, presentation, sexuality, or other details to allow them to inhabit their identity fully.
• consider cultural festivals and behaviours when planning and creating services / activities to provide maximum benefit to as broad a range of people as possible.
[INSERT ORGANISATION] will also create spaces and opportunities which can encourage and support the growth of healthy, inclusive behaviours including:
Mindful communication: listen more, talk carefully.
For example, avoid using gender-specific words such as “ladies,” “dudes,” “men,” “guys.”
Listening is important. Do not interrupt. Do not overtalk. Respect the time of the person in front of you, be attentive and sensitive to what interruption, over-talking and over-splaining may involve.
Consider the scale between innocent and intentional when considering word choices. When thinking about tone and delivery, there is a sensitivity scale between tactless and tactful.
Challenge stereotypes.
Unconscious biases, prejudices, lack of information, the influence of the media, and teachings coming from our cultural and social beliefs may all impact the way that we interact with others.
Avoid assumptions.
Assumptions are a difficult starting point because they take for granted that our audience shares the same requirements and experiences as we do. Although assumptions develop unconsciously, it is important to recognize the moment when we apply them in our interactions with others. They cannot tell us what a person may have experienced or how they may have been treated and we will never know the full story which is a challenge we must never pass on to the individual.
Ask yourself and others (the right) questions.
Asking many questions helps in the process of awareness and discovery of the other, but it is also important to ask the right questions. Asking questions without going beyond our cultural patterns can lead to answers that reproduce the same structures of thought and attitude and so we will encourage this curiosity to share our knowledge and experiences.
Be aware of your privileges.
Talking about privileges can be difficult and often uncomfortable. However, being aware of our privileges is a crucial first step to adopting a more inclusive attitude. Privileges are social, political, and cultural constructions that translate into hierarchical relationships in our everyday and professional lives. Part of a broader system, these constructions solidify through structural and institutional dynamics, and they serve to reinforce fabricated societal divisions based on perceived or constructed divisions and/or pretences.
Be initiative-taking in educating yourself on the topic.
By doing simple research online, you can find essays, articles, reports, academic and non-academic resources on the topic. There are multiple media sources of people living with discrimination and this can show first-hand the effects of discrimination.
Stay open, stay curious, and do not fear mistakes.
Becoming and remaining inclusive is a process, not an objective to be achieved. As in all processes, it is important to remain open and curious, to continue looking to learn about diverse topics. To remain open and curious means to attract people and situations that allow us to challenge (both positively and negatively) our beliefs and our cultural and personal patterns. Counteract mistakes with healthy, sensitive questions.
Unconscious bias
We encourage all that are part of [INSERT ORGANISATION] to always work reflexively and be aware of their unconscious bias which are thoughts that are ‘normal’ and ‘natural’ to the individual but have developed there through experience and relationships. [INSERT ORGANISATION] have set a challenge to our organisation to:
- Identify what we are biased towards and against.
- Think as widely as possible when making decisions considering all the groups, we are likely to meet.
- Justify any exclusion with a sound and just reason.
- Listen to and consult a marginalised group and seek their thoughts where we can.
Implementation
[INSERT ORGANISATION] will take seriously complaints of bullying, harassment, victimisation, and unlawful discrimination experienced in the course being involved with us.
Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.
Some behaviours (for example, sexual assault / harassment) may amount to both an employment rights matter and a criminal matter and will be dealt with accordingly.
Equal Opportunities Policy monitoring
[INSERT ORGANISATION] recognises that the Equity Policy needs to be kept under review to ensure that its principles remain central to the operation and activity of the organisation. Responsibility for ensuring the policy rests with the [INSERT POSITION] who will conduct an annual review.
Premises
Every effort is made to ensure that the premises used are as accessible as possible to minimise discrimination. Where appropriate, [INSERT ORGANISATION] will try to improve facilities further by making reasonable adjustments or purchasing specialist equipment, whilst having regard to the cost and likely use of such adjustments. We will make every effort to communicate what we can and cannot achieve with the resources we have available. When hiring premises for events, consideration to the accessibility, facilities, and suitability of potential venues will be taken.
Purchasing and supplier contracts
[INSERT ORGANISATION] reserves the right not to purchase goods and services from agencies whose activities are contrary to the principles outlined in this policy.
Failure to meet expected standards
If anyone believes that any aspect of equal opportunities law or good practice is not being met or maintained by another person, they should raise the issue to the [INSERT ROLE]. All complaints will be investigated.
[INSERT ROLES] are also requested to monitor the performance of suppliers of goods and services and to inform the [INSERT POSITION] where there is evidence of a breach of law or good practice, especially if there may be a vicarious liability on [INSERT ORGANISATION].
You may wish to add additional sections or appendices discussing your particular demographic, older people, disabled people or people from a marginalised community. You can be specific in understanding the ways in which they can be treated unfairly or dismissed from services you can also talk about the ways in which they are harmed by standard practices. Only mention these things if there are behaviours or cultures that you will adopt to combat those or how your awareness is part of supporting them to feel like they can belong.