Policies

A) Statement of policy

1. UHP recognises that we live in a society where discrimination still operates to the disadvantage of many groups in society.

2.UHP believes that all persons should have equal rights to recognition of their human dignity, and to have equal opportunities to be educated, to work, receive services and to participate in society.

3. UHP is committed to the promotion of equal opportunities within the Universal Hall; across all of our operations; and the way we work with and provide services to our audiences and communities. In order to express this commitment, we develop, promote and maintain policies that will be conducive to the principles of fairness and equality in the workplace. (see Fair work Policy).

4. The objective of this policy is that no person should suffer or experience less favourable treatment, discrimination or lack of opportunities on the grounds of gender, race, colour, nationality, ethnic origin, religious or philosophical beliefs, health status, HIV status, age, marital status, parental status, sexual orientation, political beliefs or trade union membership, class, responsibility for dependents, physical attributes, ex-offender status as defined by the Rehabilitation of Offenders Act 1974, lack of formal qualifications where such qualifications are not formally required, or any other grounds which cannot be shown to be justifiable within the context of this policy.

5. This policy will influence and affect every aspect of activities carried out i.e. promotional work, programming, Residencies, workshops and other events and functions linked to UHP, as determined by the Board.

6. In the provision of services and the employment of staff, UHP is committed to promoting equal opportunities for everyone. Throughout its activities, we will treat all people equally whether they are:

B) How will the policy be implemented and who is responsible?

The Artistic Director has specific responsibility for the effective implementation of this policy. We expect all our employees to abide by the policy and help create the equality environment which is its objective.

In order to implement this policy, we shall:

• Communicate the policy to employees, job applicants, volunteers and relevant others.
• Incorporate specific and appropriate duties in respect of implementing the equal opportunities policy into job descriptions and work objectives of all staff and in the staff and volunteer handbook.
• Ensure that those who are involved in assessing candidates for recruitment or promotion are aware of nondiscriminatory selection techniques.
• Incorporate equal opportunity notices into general communications practices.
• Ensure that adequate resources are made available to fulfill the objectives of the policy.
• Provide training for staff and volunteers on Equalities Practices.

Conduct and general standards of behaviour

All staff and volunteers are expected to conduct themselves in a professional and considerate manner at all times. UHP will not tolerate behaviour such as:

• making threats
• physical violence
• shouting
• swearing at others
• persistent rudeness
• isolating, ignoring or refusing to work with certain people

• telling offensive jokes or name calling
• displaying offensive material such as pornography or sexist / racist cartoons, or the distribution of such material via email / text message or any other format.
• any other forms of harassment or victimisation

The items on the above list of unacceptable behaviours are considered to be disciplinary offences and can lead to disciplinary action being taken.

We encourage staff and volunteers to resolve misunderstandings and problems informally wherever possible, depending on the circumstances.

However, whether dealt with informally or formally, it is important for staff and volunteers who may have caused offence to understand that it is no defence to say that they did not intend to do so, or to blame individuals for being over sensitive. It is the impact of the behaviour, rather than the intent, that counts, and that should shape the solution found both to the immediate problem and to preventing further similar problems in the future.

Complaints of discrimination

We will treat seriously all complaints of unlawful discrimination on any forbidden grounds made by employees, volunteers, trustees, public or other third parties and will take action where appropriate.

All complaints will be investigated in accordance with the organisation’s grievance, complaints or disciplinary procedure, as appropriate and the complainant will be informed of the outcome in line with these procedures.

We will also monitor the number and outcomes of complaints of discrimination made by employees, volunteers, trustees, public or other third parties.

C) Legal obligations

Equal Opportunities and Discrimination (Equality Act 2010)

The new Equality Act came into force in October 2010 and replaces all previous equality legislation in England, Scotland and Wales – namely the Race Relations Act 1976, the Disability Discrimination Act 1995, the Sex Discrimination Act, the Equal Pay Act, the Employment Equality (Age) Regulations 2006, The Civil Partnership Act 2004, the Employment Equality Regulations 2003 (religions and belief and sexual orientation).

The Equality Act 2010 protected characteristics are:

Age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief sex and sexual orientation.

In valuing diversity, we are committed to go beyond the legal minimum regarding equality.

The Equality Act 2010 harmonises and strengthens and replaces most previous equality legislation. The following legislation is still relevant:

• The Human Rights Act 1998.
• The Work and Families Act 2006.
• Employment Equal Treatment Framework Directive 2000 (as amended).

D) Recruitment and selection

1. The recruitment and selection process is crucially important to any equal opportunities policy. We will endeavour through appropriate training to ensure that employees, making selection and recruitment decisions will not discriminate, whether consciously or unconsciously, in making these decisions.

2. Promotion and advancement will be made on merit and all decisions relating to this will be made within the overall framework and principles of this policy.

3. Job descriptions, where used, will be revised to ensure that they are in line with our equal opportunities policy. Job requirements will be reflected accurately in any personnel specifications.

4. We will adopt a consistent, non-discriminatory approach to the advertising of vacancies.

5. All applicants who apply for jobs with us will receive fair treatment and will be considered solely on their ability to do their job.

6. Short-listing and interviewing will be carried out by more than one person where possible.

7. Interview questions will be related to the requirements of the job and will not be of a discriminatory nature.

8. Selection decisions will not be influenced by any perceived prejudices of other staff.

E) Monitoring

1. We will maintain and review the employment records of all employees in order to monitor the progress of this policy.

Monitoring may involve:

• The collection and classification of information regarding the race in terms of ethnic/national origin and sex of all applications and current employees;
• The examination by ethnic/national origin and sex of the distribution of employees and the success rate of the applicants; and
• Recording recruitment, training and promotional records of all employees, the decisions reached and the reason for those decisions.

2. The results of any monitoring procedure will be reviewed at regular intervals to assess the effectiveness of the implementation of this policy. Consideration will be given, if necessary, to adjusting this policy to afford greater equality of opportunities to all applicants and staff.

We will revise and review this policy regularly.

Review date: August 2026

Effective Date: August 2025
Next Review: August 2026

Purpose and Application

This Policy sets out how Universal Hall Promotions (UHP) embeds fair working practices across all aspects of our work. It has been developed in consultation with staff and research amongst sector peers.

Our aim is to create an equitable environment where skills, knowledge, and experience are properly valued and resourced. This applies to all who work with us: PAYE staff, freelancers, visiting artists, arts workers, and volunteers.

Fair Working and Our Values

We are a living wage employer

We align our Fair Work approach with UHP’s core values:

• Compassionate – Properly resource people’s time, projects, and wellbeing, ensuring a healthy work–life balance.
  
  
• Supportive – Never ask anyone to work for free or below the Real Living Wage; always value time and creative work.
  
  
• Enthusiastic – Invest energy and care into embedding fairer practices, while managing budgets prudently.
  
  
• Conscientious – Apply good practice consistently, evolve with sector learning, and ensure fairness between staff and freelancers.
  
  
• Spiritual – Recognise that balance, reflection, and exchange of knowledge strengthen our collective work.
  
  
  

Freelance Arts Workers and Artists

Expectations

• Meet with freelancers and artists early to agree on scope, time, pay, and conditions.
  
  
• Recognise time spent on research, planning, delivery, and debrief when setting fees.

Conditions

• Most technicians, artists, and residency participants work with us on a freelance basis.
  
  
• We commit to fair rates, encourage freelancers to consider their daily rate, and ensure fees reflect skills and experience.

Negotiations & Contracts

• All agreements are transparent, respectful, and documented.
  
  
• Contracts are issued before work begins. Where timing is tight, we use a Memorandum of Agreement for clarity.
  
  
• Contracts are reviewed annually. Where legal language is complex, we offer one-to-one sessions to explain terms.

Payment

• No one should be out of pocket or cash-flowing work on our behalf.
  
  
• We always pay an advance if asked.
  
  
• Invoices are paid within 30 days.

Staffing & PAYE

Contracts & Pay Bands

We benchmark salaries against peers and operate transparent pay bands:

• Entry (0–3 yrs): £25–28k (Office Administrator)
  
  
• Mid-career (3–10 yrs): £28–35k (Producers, Marketing Officer)
  
  
• Experienced (9+ yrs): £35–43k (Senior Managers, Artists on Payroll)
  
  
• Leadership (10+ yrs): £39–46k (Artistic Director, Senior Artistic Roles)
  
  
  

Commitments:

• We are a real living wage employer.
• The highest salary is never more than double the lowest.
• Annual inflation-linked rises where affordable.
• Annual appraisals include open pay discussions.
• Zero-hour contracts are not used.

Resourcing & Workload

• Overtime is not expected.
• Busy periods are supported through additional freelance hires, TOIL, or holiday time.
• Staff are encouraged to raise workload concerns promptly.
  
  
  

Job Security & Development

• Acknowledge project-to-project precarity, aiming for longer-term contracts when possible.
• Annual training budget supports staff development through mentorships, courses, or conferences.
  
  
  

Volunteers & Apprenticeships

• Volunteers never replace paid roles.
  
  
• All expenses reimbursed, and access to training provided.
  
  
• Apprenticeships, when offered, will always be advertised and paid at or above the Living Wage.
  
  
  

Opportunity and Equitable Practice

• Transparent, accessible recruitment processes.
  
  
• Adverts allow at least 2.5 weeks for applications, accepted in multiple formats.
  
  
• Interview panels include diverse lived experience; majority of interview questions shared in advance.
  
  
• Anti-racism recruitment statement attached to all adverts.
  
  
• Diversity and pay gap monitoring in place.
  
  
  

FAIR WORK STATEMENT FOLLOWS:

Fair Work Statement

We are a Living Wage Employer

We commit to embedding Fair Work principles—Effective Voice, Opportunity, Fulfilment, Respect, and Security—across all of UHP’s activity.

• Opportunity – Proactively address barriers for underrepresented groups, provide residencies, commissions, exchanges, and mentorship opportunities.
  
  
• Security – Publish clear pay rates, pay artists upfront and within 14 days, and ensure no one experiences financial precarity from working with us.
  
  
• Fulfilment – Invest in skills and career development through training, In the Spotlight Project, and peer-to-peer learning.
  
  
• Respect – Early and open conversations about scope and pay, contracts issued before work begins, and a culture of care across all relationships.
  
  
• Effective Voice – Encourage feedback from staff, freelancers, and artists through evaluations, appraisals, exit interviews, and union membership.
  
  
  

Training & Induction

All staff and freelancers receive:

• Introduction to anti-racism.
• Organisation handbook and key policies.
• Ongoing personal development support.
  
  
  

We are committed to decentralising knowledge, ensuring succession planning, and sharing our learning with the wider sector.

This policy was updated 8/06/2025 and is due for review annually. Next review date to be completed by 31^st October 2026.

It is the policy of Universal Hall Promotions that the welfare of children, young people and adults at risk is paramount regardless of age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity and that everyone who may use or visit the theatre, has a right to protection from physical, sexual, emotional abuse and neglect. Children and young people are defined as under the age of 18.

We also acknowledge our responsibilities in respect of adult participants, volunteers or visitors who might be deemed to be ‘at risk’ because they are ‘vulnerable’ defined as a person aged 18 or over who has a condition of the following type:

• a substantial learning or physical disability;
• a physical or mental illness or mental disorder, chronic or otherwise, including an addiction to alcohol or drugs; or
• a significant reduction in physical or mental capacity.

Universal Hall Promotions is fully committed to safeguarding the welfare of all children, young people and adults at risk. It recognises its responsibility to take all reasonable steps to promote best practice and to protect children, young people and adults at risk from harm, abuse and exploitation.

Universal Hall Promotions acknowledges its duty to act appropriately to any allegations, reports or suspicions of abuse. Its volunteers will endeavour to work together to encourage the development of an ethos that embraces difference and diversity and respects the rights of all children, young people and adults.

Universal Hall Promotions will therefore:

1. Ensure that volunteers working at the theatre understand their legal and moral obligations to protect children and young people and adults at risk from harm, abuse and exploitation.

2. Develop best practice in relation to the recruitment of such volunteers. Universal Hall Promotions is committed to providing a safe and secure environment for children, volunteer staff and visitors and promoting a climate where children and adults will feel confident about sharing any concerns which they may have about their own safety or the well-being of others.

3. Ensure that volunteers understand their responsibility to work to the standards detailed in the theatre’s Safeguarding Procedures.

4. Ensure that volunteers understand their obligations to report care or protection concerns about a child, young person or adult at risk, including a volunteers’ conduct towards a child, young person or adult at risk, to the theatre’s designated person for safeguarding.

5. Ensure that all procedures relating to the conduct of volunteers are implemented in a consistent and equitable manner and referenced to our code of conduct for staff, participants and volunteers.

6. Ensure that the designated safeguarding person understands his/her responsibility to refer any safeguarding concerns to the statutory safeguarding agencies (i.e. police and/or children’s social care).

7. Provide opportunities for volunteers to develop their skills and knowledge particularly in relation to the care and protection of children, young people and adults at risk.

8. Ensure that children, young people and adults at risk are enabled to express their ideas and views on a wide range of issues in connection with the theatre’s services.

9. Facilitate involvement of parents or carers in the work of the theatre and make safeguarding procedures available to them.

10. Ensure that written permission is received from parents/carers for their children to engage in theatre activities and that specific information is provided in relation to the specific needs of children (eg medical need, allergies, special educational needs).

11. Endeavour to keep up-to-date with national developments relating to the safeguarding of children, young people and adults at risk.

12. Take seriously any allegation or suspicion of abuse towards a child with whom Universal Hall Promotions is in contact and recognise that any child can be subject to abuse and that any matter arising from this will be dealt with appropriately following a clear set of procedures.

13. Ensure that volunteers who are in positions of trust in respect of children and young people, are aware of the law relating to sexual activity with under 18’s.

Vulnerable children

Particular vigilance will be exercised in respect of children and young people who could be vulnerable by virtue of disability, special educational needs, homelessness, refugee/asylum seeker status, the effects of substance abuse within the family, those who are young carers and those who are ‘looked after’ or ‘in the care’ of a Local Authority. In addition, we acknowledge that children who are affected by abuse or neglect may demonstrate their needs and distress through their words, actions, behaviour, demeanour or other children. We will work hard to promote a strong positive ethos through our theatre activities and will have high expectations of the behaviour expected of all participants.

Responsibilities within this policy

1. All volunteers are responsible for the operation of the Safeguarding Policy and they should act upon any concern no matter how small or trivial it may seem.

2. All staff and volunteers recognise the position of trust in which they have been placed.

3. In every respect, employees and volunteers ensure that the relationships they form with children and young people are appropriate, professional and in accordance with our code of conduct.

4. The Management Board of Universal Hall Promotions ensures that volunteers working directly with children and young people have a current Disclosure certificate at the appropriate level.

The Designated and Deputy Designated persons

5. In cases where there is an allegation or suspicion of child abuse, the Designated Person(s) will take steps immediately to ensure that no child or adult is placed in a position which could further compromise the safety of the child or adult concerned.

6. Any allegation or suspicion of child abuse is reported to the appropriate authorities.

7. Where urgent issues of child protection are involved, the Management Board has the authority to suspend volunteers from working in the theatre.

8. Universal Hall Promotions will work with the appropriate local agencies to ensure that children are safeguarded through the effective operation of Universal Hall Promotions safeguarding procedures.

9. Universal Hall Promotions is committed to reviewing our policy and good practice at regular intervals.

Required Actions

All volunteers working at Universal Hall Promotions are required to report instances of actual or suspected child abuse to the Designated Person(s) with responsibility for safeguarding.

The Designated Safeguarding Person is: executive director

The Deputy Designated Safeguarding Person is: office manager (Ursula Pfahler)

All parents/ carers of children involved in theatre activities will be informed of our safeguarding responsibilities and the existence of this policy. In situations where children or young people sustain injury or are otherwise affected by an accident or incident whilst they are the responsibility of the theatre, parents will be notified of this as soon as possible.

The role of the Management Board

The Management Board has formally adopted this policy and will review its content annually or sooner if there are any legislative changes or new good practice guidance.

The Management Board will receive an annual report from the designated person(s) to monitor both the volume and progress of cases where a concern has been raised to ensure that the theatre is meeting its duties in respect of safeguarding.

Universal Hall Promotions June 2025

Universal Hall Promotions respects your privacy and your personal information. This Policy informs you about how we collect, store and use the data that gives us information about you, and explains what control you have with this data.

SCOPE

This Privacy Policy covers how we treat information that we gather when you are accessing or using our website or services, or when you contact us in any manner. We gather various types of information, including the information that identifies you as an individual.

Any other websites or organisations which may be linked to us are subject to their own policy, which may differ from ours. You can access Universal Hall Promotions home page and browse the site without disclosing your personal data.

INFORMATION COLLECTION AND USE

Mailing Lists:

As part of the registration process for our electronic newsletters, we collect personal information that you provide us with via our online forms, namely; your full name and your email address. We collect this information to:

• Send newsletters containing our latest news about events here that we feel you might find interesting.
• Check our records are correct.

We do not rent or trade your name or email address with any other organisations and businesses.

We use a third-party provider, iContact to deliver our electronic newsletter and to store your details. We gather statistics of email opening and clicks using industry standard technologies to help us monitor and improve our communications. For more information about via iContact, please see their website here

You can unsubscribe from our electronic newsletter at any time by clicking the unsubscribe link at the bottom of any of our mailings.

YOUR RIGHTS TO YOUR PERSONAL INFORMATION

GDPR gives people the right to access and rectify their data, as well as requesting its erasure, restriction, portability and objecting to its collection, storage or use.

To request to see, change, erase or add limitations to the information we hold about you, please contact us.

In order to prevent fraud and to ensure we are not disclosing your personal data to the wrong person, we may ask you for a copy of an official document that clearly authenticates your name, and current address. This is a standard practice in all applications for personal data under the GDPR.

REPORTING A CONCERN OR COMPLAINT

If you wish to report a concern or complaint about the way we collect, store and use your personal information, we encourage you to contact us so that we can learn from our mistakes. Alternatively, you may also contact the Information Commissioner’s Office at http://www.ico.org.uk

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to amend this privacy statement. Any changes to our privacy statement will be posted to the website and through other appropriate communication means.

CONTACT

If you would like to contact Universal Hall Promotions with regards to this Privacy Policy, please email us or write to Universal Hall Promotions, The Park, Findhorn, Forres, Moray, IV36 3TZ.