Approved by Council on: Signed: Date: IExpE President 2019 V1 INSTITUTE OF EXPLOSIVES ENGINEERS POLICY AND PROCEDURES This folio contains the documents that have been formulated for the proper governance and operation of the Institute. They are in accord with the Articles of Association of The Institute of Explosives Engineers (Company number 07905911) and the Constitution of the Institute. The folio is divided into two sections Policy. These documents are executed by the Council of the Institute and are the overarching framework for the governance of the Institute. They may be amended by a decision of Council from time to time and notice will be given to the membership when revisions take place. Procedures. These documents are established by the Council of the Institute to deal with the framework and operation of the Institute and its undertakings. They are amendable by the Section Head with responsibility for execution of procedure, subject to the confirmation of Council. Unless deemed pertinent, such amendments do not require notification to the membership save that the documents will be available for view on that part of the Institute website (www.iexpe.org) open to members only. During the year following annual confirmation, changes that are made to either of the above sections will be introduced by a Review and revision document agreed by the Management Committee and posted on the institute web site. In so far as any revision makes alterations, those will take effect from the date of agreement and will supersede any previous provisions. All changes made that are to be continued after the next Annual General Meeting will be incorporated in the folio at the commencement of the year that follows that meeting. This document and all those listed in the index of portfolios, contained in this document, are the property of the Institute of Explosives Engineers and the information contained therein is confidential. The documents specified either in whole or in part must not be reproduced in any form or disclosed to others or used for purposes other that which it has been supplied, without the written consent of the Institute of Explosives Engineers or, if any part hereof is furnished by virtue of a contract with a third party, as expressly authorised under that contract. The Institute of Explosives Engineers shall not be liable for any errors or omissions. 04/09/19
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Approved by Council on: Signed: Date: IExpE President
2019 V1
INSTITUTE OF EXPLOSIVES ENGINEERS
POLICY AND PROCEDURES
This folio contains the documents that have been formulated for the proper governance and operation of the Institute. They are in accord with the Articles of Association of The Institute of Explosives Engineers (Company number 07905911) and the Constitution of the Institute.
The folio is divided into two sections
Policy. These documents are executed by the Council of the Institute and are the overarching framework for the governance of the Institute. They may be amended by a decision of Council from time to time and notice will be given to the membership when revisions take place.
Procedures. These documents are established by the Council of the Institute to deal with the framework and operation of the Institute and its undertakings. They are amendable by the Section Head with responsibility for execution of procedure, subject to the confirmation of Council. Unless deemed pertinent, such amendments do not require notification to the membership save that the documents will be available for view on that part of the Institute website (www.iexpe.org) open to members only.
During the year following annual confirmation, changes that are made to either of the above sections will be introduced by a Review and revision document agreed by the Management Committee and posted on the institute web site. In so far as any revision makes alterations, those will take effect from the date of agreement and will supersede any previous provisions.
All changes made that are to be continued after the next Annual General Meeting will be incorporated in the folio at the commencement of the year that follows that meeting.
This document and all those listed in the index of portfolios, contained in this document, are the property of the Institute of Explosives Engineers and the information contained therein is confidential. The documents specified either in whole or in part must not be reproduced in any form or disclosed to others or used for purposes other that which it has been supplied, without the written consent of the Institute of Explosives Engineers or, if any part hereof is furnished by virtue of a contract with a third party, as expressly authorised under that contract. The Institute of Explosives Engineers shall not be liable for any errors or omissions.
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Definitions Within the Institutes documents unless otherwise expressed, the following are the interpretation of terms and expressions to be used commonly within the Institute, its documents and papers:
“Affiliate” means those organisations, bodies or individuals with whom the Institute has either a formal or informal association because of a common interest
“Articles of association” means the model articles document of the Institute of Explosives Engineers limited and the terms “article” and “articles” shall be construed accordingly.
“Association Mark” means that mark being an impressing of ‘IExpE’ within the Institute logo which is used as a hologram or watermark on documents or other material produced by the institute, and is registered with the Intellectual Property Office under reference UK00003277004.
“Code of Conduct” means the standards expected of members and employees as set out in the procedures applicable to same and may be considered as a whole or in part as their application is being considered.
“Companies Act” means the Companies Acts as defined in Section 2 of the Companies Act, 2006, in so far as they apply to the Company and any amendment thereto.
“Company Member” means a registered company or limited liability partnership, and in Scotland a Partnership, admitted to membership
“Constitution” means the document upon which the Institute conducts itself and which can be amended by vote at a General meeting of the membership.
“Corporate Member” means a body corporate other than a Company Member admitted to membership
“Council” means the governing body of the institute, elected by the membership and will normally be referred to as The Council.
“Directors” means the President, the immediate past president and those Vice Presidents who are able to accept appointment to the position, that have been notified to and registered by Companies House as directors
“Educational Trust” means the Explosives Engineers Educational and Research Trust, which is a Charity registered with the Charity Commission as registration number 513267 and any reference to “the Trust” shall be construed accordingly.
“Election Scrutineer” means the person or body appointed to carry out the validation of votes and conduct the count for Institute elections when they take place.
“External independent certified auditor” means the accountant or accounting practice appointed by Council to undertake the preparation of and auditing of the years accounts
“General meeting” means any meeting convened for all members of the Institute in accordance with the Constitution and the terms “Annual General Meeting”, “Extraordinary General Meeting”, “Special General Meeting” shall be construed accordingly.
“IEXPE” is the trademark registered with the Intellectual Property Office under reference UK00002488930
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“Institute of Explosives Engineers” means that body of members operating under the constitution of the said Institution and the terms “IExpE” and “Institute” shall be construed accordingly and “Institute of Explosives Engineers” is also the company limited by guarantee registered by that name in accordance with the Companies Act 2006 at Companies House under registration 07905911. .
“Institute logo” means the crest and Institute logo that are registered trademarks with the Intellectual Property Office under references UK00002477401 and UK00003238193 respectively
“Institute Policy” means the document which outlines the conduct of the Institute for areas which can be either overarching or provided for particular areas of the Institute’s undertaking and the terms “the Policy” and “Policy” shall be construed accordingly
“Institute Procedures” means the processes by which the Institute conducts its functions and undertakings and the expression “procedures” shall be construed accordingly.
“Institute Procedures document” means the document relating to the given area of Institute business that is authorised by The Council.
“Management committee” means the President, the immediate Past President and the Vice Presidents of the Institute for the time being.
“Member” means a person admitted to the institute in accordance with its rules
“Membership grade” means one of the classifications of member designated within the Procedures.
“Memorandum of agreement” is a document describing the terms of a co-operative relationship between two parties wishing to work together on a project or to meet an agreed upon objective. Such a document serves as a legal document describing the terms and details of the partnership. It can be legally enforceable. The use of MoA will be construed accordingly.
“Memorandum of understanding” means a formal arrangement between two or more parties. Ideally the Institute and other companies or organisations can use this mechanism to establish an official partnership. A memorandum of understanding is not legally enforceable, and the use of MoU will be construed accordingly
“President” means the controlling office holder of the Institute who has been elected by Council from amongst its number. The post holder is also the Managing Director of the Institute of Explosives Engineers limited
“Returning Officer” means the Officer of the institute appointed to receive nominations and oversee the process for the conducting of an election or any vote by the membership.
“Section” means a sector designated and appointed by Council to undertake an area of the Institute’s operation or business, under the control of its Vice President
“Section Head” means the Vice President, or other Officer, who has been appointed by Council to hold the portfolio for one of the Institute sectors
“Session” means a Council year commencing with the appointment or reappointment of the President and council at the Annual General Meeting and ending at the close of the next Annual General Meeting.
“Sub-Committee” means a committee appointed by Council, with or without specified powers, to undertake a function or enquiry within its given terms of reference.
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“Vice President” means one of the six council members appointed by Council from amongst its number to either hold a section portfolio of the Institute or to be without portfolio. A Vice President may or may not be a director of the Institute of Explosive Engineers as a company limited by guarantee.
“Working Group” means a number of appointees, created either by Council or a Section Head to undertake a task or number of tasks specific to that group.
General Abbreviations used
Abbreviation Definition ACoP Approved Code of Practice ADR European Agreement on the Carriage of Dangerous Goods by
Road AIExpE Associate member of the Institute of Explosives Engineers AEO Assistant Explosives Officer ASA Army School of Ammunition BCP Business Continuity Plan CAA Civil Aviation Authority CAD Competent Authority Document CATO Chief Ammunition Technical Officer CDG Carriage of Dangerous Goods CIE Chief Inspector of Explosives CIWM Chartered Institute of Waste Management COSHH Control of Substance Hazardous to Health CRM Customer Relationship Manager CSR Corporate Social Responsibility DECC Department of Energy and Climate Change DEMSS Defence Explosive Munitions and Search School DEODS Defence Explosive Ordnance Disposal School DfT Department for Transport DG Dangerous Goods DGN Dangerous Goods Note DGSA Dangerous Goods Safety Advisor DOSG Defence Ordnance Safety Group DOSR Defence Ordnance, Munitions and Explosives Safety Regulator DSA Defence Safety Authority DSEAR Dangerous Substances and Explosive Atmospheres Regulations
2002 EAP Emergency Action Planning EFEE European Federation of Explosive Engineers EO Explosives Officer EOD Explosive Ordnance Disposal
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ELO Explosives Liaison Officer (Police) EPD Environmental Planning Department ER2014 Explosives Regulations, 2014 ERC Emergency Response Centre ERW Explosive Remnants of War ESA Explosive Substances and Articles EUExcert European Union Explosives Certificate Association FFE Free from Explosives FIExpE Fellow of the Institute of Explosives Engineers GPS Global Positioning System HAZID Hazard Identification HIRA Hazard Identification and Risk Assessment HSE Health and Safety Executive IABTI International Association of Bomb Technicians and
Investigators ICT Information and Communication Technology ICTD Intra-Community Transfer Document IED Improvised Explosive Device IMDG International Maritime Dangerous Goods IP Institute Procedures ISEE International Association of Explosives Engineers JNCC Joint Nature Conservation Committee JSEOD Joint Services Explosives Ordnance Disposal KPI Key performance Indicator LOLER The Lifting Operations and Lifting Equipment Regulations 1998 MCGA Maritime and Coastguard Agency MFAG Medical First Aid Guide for Use In Accidents Involving
Dangerous Goods MIExpE Member of the Institute of Explosives Engineers MOD Ministry of Defence MP Miscellaneous Pyrotechnics NOS National Occupational Standards N.O.S. Not otherwise specified (UN list of dangerous goods) NVQ National Vocational Qualification OME Ordnance, Munitions and Explosives PASR Pyrotechnic Articles (Safety) Regulations 2015 PDQ Process data quickly PE Plastic Explosive PPE Personal Protective Equipment PTW Permit to Work QC Quality Control
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RCA Recipient Competent Authority Document Rep Representative RID Carriage of Dangerous Goods by Rail RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences
Regulations 2015 SAFEX SAFEX International SHE Safety, Health and Environment SME Subject Matter Expertise SMSE Small & Medium size enterprise SOP Standard Operating Procedure SoW Scope of Works SQEP Suitably qualified and experienced person SSB Standards Setting Body for Explosives, Munitions and Search
Occupations SSW Safe System of Works SSSG Sector Skills Strategy Group UNODA United Nations Office for Disarmament Affairs UNRCDG United Nations Recommendations on the Carriage of
Dangerous Goods URN Unique Reference Number UXO Unexploded Ordnance VOSA Vehicle and Operator Services Agency UXO Unexploded Ordnance VOSA Vehicle and Operator Services Agency
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Policy Portfolios Index Policy Subject Folio Corporate Management 1 Discrimination, Diversity and Equal Opportunity Policy 2 Alcohol and Drugs Policy 3 Health, Safety and Environment Policy 4 Bribery and Corrupt Practices Policy 5 Exposure to Financial Irregularity Policy 6 Conflict of Interest Policy 7 Disclosures in relation to the Institute and its undertakings (Whistleblowers) Policy 8 Information Technology, Data, E-mail, Internet and Social Media 9 Employment and Employees Policy 10 Discipline Policy 11 Commercial and other related activities 12 Procedure Portfolios Index Procedure Subject General and Structure 1 Administration of the Institute and associated procedures 2 Council structure and responsibilities 3 Membership 4 Finance 5 Legal and Compliance 6 Education and Training 7 Marketing and Events 8 Affiliations 9
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INDEX PAGE
NO: POLICY 01 CORPORATE MANAGEMENT 17 1.0 Corporate Structure and Governance 17 1.1 Regulation of the Institute 17 2.0 Principal Officer of the Institute 17 3.0 Principal Officer incapacity or unavailability 17 4.0 Incapacity of other unavailability of Institute officers 18 5.0 Management Committee 18 6.0 Council Meetings 19 POLICY 02 DISCRIMINATION, DIVERSITY AND EQUAL OPPORTUNITY 21 1.0 Discrimination, Diversity and Equal Opportunity Policy 21 1.1 General Commitment 21 1.2 Non-Discrimination Policy for Treatment of Institute Staff and Members 21 1.3 Policy Implementation and Accountability 22 1.4 Forms of Discrimination 22 1.5 Application and Legislation 23 1.6 Promoting Equality and Diversity 23 1.7 Complaints of Discrimination 23 1.8 Monitoring and Review 24 POLICY 03 ALCOHOL AND DRUGS POLICY 25 1.0 Alcohol and Drugs Policy 25 1.1 Alcohol and Drugs 25 1.2 Key Rules 25 1.3 Policy Compliance 25 1.4 Prescribed Medication 26 1.5 Duty and Responsibility 26 1.6 Help 27 POLICY 04 SAFETY, HEALTH AND ENVIRONMENT 29 1.0 Safety, Health and Environment Policy 29 2.0 Health and Safety 29 3.0 Environmental 29 POLICY 05 BRIBERY AND CORRUPT PRACTICES 31 1.0 Bribery and Corrupt Practices Policy 31 1.1 Policy 31 1.2 Suspicion 31 1.3 Reporting 31 1.4 Gifts and Hospitality 32 1.5 Recording of gifts and hospitality 32 POLICY 06 EXPOSURE TO FINANCIAL IRREGULARITY 33 1.0 Exposure to Financial Irregularity Policy 33 1.1 Introduction 33 1.2 Money Laundering 33
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1.3 Protection against deception in financial transactions 34 1.4 Financial due diligence 34 POLICY 07 CONFLICT OF INTEREST 35 1.0 Conflict of Interest Policy 35 1.1 Introduction 35 1.2 General View 35 1.3 Policy for those affected 35 1.4 Institute’s position 36 POLICY 08 DISCLOSURES IN RELATION TO THE INSTITUTE AND ITS UNDERTAKINGS (WHISTLEBLOWERS)
37
1.0 Policy regarding disclosures in relation to the Institute and its undertakings 37 1.1 Introduction 37 1.2 Qualifying disclosures 37 1.3 Procedure 38 1.4 Treatment by others 38 POLICY 09 INFORMATION TECHNOLOGY,DATA, E-MAIL, INTERNET AND SOCIAL MEDIA POLICY
39
1.0 Date and Information Security data protection 39 1.1 Data Protection Act 1989 39 1.2 Internet and E-mail 40 1.2.1 Internet 41 1.2.2 Email 42 1.3 Social Media 42 1.4 Technical Support 42 1.5 Data and Documentary Controls 42 POLICY 10 EMPLOYMENT AND EMPLOYEES 45 1.0 Employment and Employees Policy 45 POLICY 11 CODE OF CONDUCT AND DISCIPLINE 47 1.0 Discipline Policy 47 2.0 Directors and Officers 47 3.0 Members 48 4.0 Employees 50 5.0 Appeals 50 6.0 Disciplinary Procedures 50 7.0 Commission of Criminal Acts 50 POLICY 12 COMMERCIAL ACTIVITY 53 1.0 Commercial Activity Policy 53 2.0 Commercial Activity provided by the Institute 53 3.0 Commercial Activity provided to the Institute 53 4.0 General 54 5.0 Associated Activities 54 6.0 Commercial or Professional Enquiries and Opportunities 55
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PROCEDURE 01 General and Structure 57 1.0 General 57 1.1 History of the Institute of Explosives Engineers (IExpE) 57 1.2 Aim of the Institute 57 1.3 Title 58 1.4 Organisation of the Institute of Explosives Engineers (IExpE) 58 1.5 Conduct of the Institute’s business and affairs 58 1.5.5 Section terms of reference and remit 59 1.5.5.1 Membership 59 1.5.5.2 Finance 60 1.5.5.3 Legal and Compliance 60 1.5.5.4 Education and Training 60 1.5.5.5 Marketing and Events 61 1.5.5.6 Affiliations 51 1.6 Institute Policy 51 1.7 Institute Constitution and Company articles of association 62 1.8 Amending of the Institute controlling documents 62 1.8.1 The Constitution 62 1.8.2 Institute Policy 63 1.8.3 Institute Procedures 63 1.9 Terminology 64 1.10 Common responsibilities of Vice Presidents who are section heads 64 1.11 General meetings of the membership 64 1.11.1 General Meetings 64 1.11.2 Timing of General Meetings 65 1.11.3 Agenda for General Meetings 65 1.11.4 Rule for quorum at General Meetings 65 1.11.5 Voting at General Meetings 65 1.11.6 Votes at Meetings 66 PROCEDURE 02 Administration of the Institute and Associated Procedures 67 2.0 The Institute Administration Office 67 2.1 Employees of the Institute 67 2.2 Process for the employment of staff 67 2.3 General Employee Conditions 68 2.4 Employment responsibilities on the Institute 68 2.5 Institute Property 68 2.6 Role of the Institute Administration Office 68 2.7 Duties and Responsibilities of the Institute Administration Office 68 2.7.1 Key Objectives 68 2.7.2 Duties and Responsibilities 69 2.7.3 Financial 69 2.7.4 Council Meeting Support 69 2.7.5 Membership 69 2.7.6 Elections of President, Vice Presidents and Council Members 69 2.7.7 Annual General Meeting 70 2.7.8 Journal, Website and Social Media 70 2.7.9 General Administrative Tasks 70 2.8 Administrative Procedures 70
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2.8.1 Administration Office 70 2.8.1.1 Incoming and Outgoing Mail 70 2.8.1.2 Document Control 70 2.8.2 Meetings (other than Council) 71 2.8.3 External Meetings 71 2.8.4 Filing 71 2.8.5 Technical Support 71 2.8.6 Computer Misuse 72 2.8.7 Data Protection 73 2.8.8 Copyright 73 2.8.9 Data and Voice Networks 73 2.8.10 Withdrawal of access to services 74 2.8.11 Monitoring and Interception 74 2.8.12 Defect Reporting Procedure 74 2.8.13 Security of data and Institute records 74 2.8.14 Reporting and Investigation of Incidents 75 2.8.15 Information Security 75 2.8.15.1 Storage for Hard Copy Information Considered Security Sensitive 75 2.8.15.2 Security Procedures for Security Sensitive Electronic Information 75 2.9 General Enquiries 75 2.9.1 New Enquiries 75 2.9.2 Section Head 75 2.9.3 Document Requirements 76 2.9.4 Document Creation 76 2.9.5 Document Publication and Storage 76 2.9.6 Obsolete Documents 76 2.9.7 Data and Documentary Controls 77 2.9.8 Data and Documents Disposal 77 2.9.9 Data Protection 77 2.9.10 Original Records 80 Procedure 02A Management, Process and Control of Personal Data 83 2A.1 Definitions and Core Statements 83 2A.2 Institute legitimate parameters for data 84 2A.3 Data Protection Officer (DPO) 84 2A.4 Data Transparency 84 2A.5 Legitimate/Lawful basis for holding/processing personal data 84 2A.6 Notes on lawful basis for processing data 85 2A.7 Responsibilities for data management 86 2A.8 Consent 87 2A.9 Notes on the rights of data subjects under GDPR 87 2A.10 Data subject rights provide by GDPR 88 2A.11 Privacy Notice 91 2A.12 Special Category Data 92 2A.13 Institute Policy 92 2A.14 Special Category Data – withdrawal/refusal of applications 93 2A.15 Basis for sharing and/or disclosure of personal data 93 2A.16 Lost or stolen data and breaches 94 2A.17 Data/Information deletion trail 95
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2A.18 Devices used for/on Institute Business 96 2A.19 Devices lost/stolen 96 Procedure 03 Council Structure and Responsibilities 98 3.0 Council Structure and Responsibilities 98 3.1 Overview 98 3.2 Purpose / Structure 98 3.3 Responsibilities of Section Heads 98 3.4 The Management Committee (President’s Council) 99 3.5 Procedure for Election to Council 99 3.5.1 Term of Office 99 3.5.2 Council Officers 99 3.5.3 Council Members 100 3.6 Timescales 100 3.7 Retention and preservation of Ballot Papers 101 3.8 Process for vote counting 101 3.8.1 Representatives 101 3.8.2 Ties 102 3.8.3 Disputes 102 3.8.4 Declaration of the result(s) 102 3.8.5 Post-Election 102 3.8.6 Process when nominations do not require a vote by the membership 103 3.9 Council Meetings 103 3.9.1 The Institute Administration Office 103 3.9.2 Council Meeting Quorum 103 3.10 General 103 3.11 Procedure for Teleconferencing 104 3.12 Proxy Voting at Council Meeting 104 3.13 Conduct of Council Meetings 105 3.13.1 The Chair 105 3.13.2 The Agenda 105 3.13.3 The Meeting Process 105 3.14 Notification of Meetings 105 3.14.1 Calling Notices 105 3.14.2 Calling Notice Content 106 3.15 Reports and Reading Papers 106 3.16 Minutes 106 3.16.1 Recording the Minutes 106 3.16.2 Draft of the Minutes 106 3.16.3 Approving the Minutes 106 3.17 Responsibilities of Management Committee and Council Members for procedures 107 3.17.1 Management Committee 107 3.17.2 All Council Members 107 3.17.3 The Owning Section Head 107 3.18 Conflict of Interest 107 3.19 Complaints and discipline relating to Directors, Officers and Council Members 107 Procedure 04 Membership 110 4.0 The Membership Section 110
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4.1 Terms of Reference 110 4.2 Duties of the Institute Administration Office in support of Membership Section 110 4.3 Membership 110 4.3.1 Voting Members 110 4.3.2 Non-Voting Members 110 4.4 Processes of the Membership Section 111 4.4.1 Processing of Applications 111 4.4.2 Objections 111 4.4.3 Application References 111 4.4.4 False Information 111 4.4.5 Relevant convictions and other similar criteria 111 4.5 Discrimination, Diversity and Equal Opportunity 112 4.6 Membership Standards 112 4.6.1 The Constitution 113 4.6.2 Conduct and Responsibilities 113 4.6.3 Membership Grades 115 4.6.4 Appeal Against Application Decision 115 4.7 Routes for Membership 116 4.7.1 Civilian Routes to Membership 116 4.7.2 Membership Route diagram 116 4.7.2.1 Relevant Qualifications 116 4.7.2.2 Explosives Liaison Officers (ELO) 117 4.7.2.3 Police Specialist User 117 4.7.3 Military Routes to Membership 117 4.7.4 Military Membership Guidelines 118 4.7.4.1 Army 118 4.7.4.2 Ammunition Technical Officer 119 4.7.4.3 Ammunition Technician 119 4.7.4.4 Special Forces – Demolitions Qualified Staff 119 4.7.4.5 Royal Engineers 119 4.7.4.6 Royal Navy 119 4.7.4.7 Diver One (Able Seaman Diver) 119 4.7.4.8 Leading Diver (LD) 120 4.7.4.9 Petty Officer, Chief Petty Officer and Warrant Officer 120 4.7.4.10Mine Clearance Diving Officer (MCDO) 120 4.7.4.11RAF Armaments Engineers and Armourers 120 4.7.4.12RAF EOD Operators 120 4.8 Membership Requirements and Standards 120 4.8.1 Student Member 121 4.8.2 Associate Member 122 4.8.3 Technical Member 122 4.8.4 Member 122 4.8.5 Company Member 123 4.8.6 Fellow 124 4.8.7 Direct Entry to the level of Fellow 124 4.8.8 Honorary Fellow and Honorary Member 124 4.8.9 Retired 125 4.8.10 Professional Registration 126 4.8.11 Interview 126
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4.8.12 Subscriptions 126 4.8.13 Use of Post-Nominals 126 4.8.14 Use of Institute Logo 127 4.8.15 Website Access 127 4.8.16 Membership Certificate 127 4.8.17 Membership Identity Cards 127 4.9 Cessation of Membership 127 4.9.1 Expiry of Membership 127 4.9.2 Expulsion of Members 129 4.9.3 Disciplinary and Grievance Procedures 129 4.9.4 Initial Contact 129 4.9.5 Investigation by the Institute 129 4.9.5.1 Statutory breaches of legislation or professional misconduct 129 4.9.5.2 Breaches of the Institute Code of Conduct, policy or procedure 130 4.9.6 Actions as a result of an enquiry 131 4.9.7 Applicants Experience 132 4.10 Continuous Professional and Personal Development (CPD) 132 4.11 Applications to other bodies 134 Procedure 05 Finance 136 5.0 Finance 136 5.1 Finance and Purchasing 136 5.2 Responsibilities 136 5.2.1 Salary and Statutory Payments 136 5.2.2 VAT Receipts 136 5.2.3 Reimbursement of Expenses 136 5.2.4 Petty Cash 136 5.3 The President’s Fund and purposes 137 5.3.1 Financial Position 137 5.3.2 Grants 137 5.3.3 Applications to the Fund 137 5.3.4 Decision of Council 137 5.4 Reimbursements 138 5.4.1 Institute Business Expenses 138 5.4.2 Travelling and Related Expenses 138 5.4.3 Mileage Rate 138 5.4.4 Subsistence Expenses 138 5.5 Claims 5.6 Avoidance of and any discovery of financial irregularities
139 139
5.7 Contracts 141 Procedure 06 Legal and Compliance 144 6.0 The Legal and Compliance Section 144 6.1 Purposes and terms of reference 144 6.2 Discharge of Section Responsibilities 144 6.3 Process Description 144 6.3.1 The Legal and Compliance Section 144 6.3.2 The Owning Section Head 144 6.4 Mandatory Document Requirements 145
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6.5 Document Creation 145 6.6 Document Approval 145 6.7 Document Publication and Storage 146 6.8 Document Periodic Review and Amendment 146 6.8.1 Comprehensive Rewrite 146 6.8.2 Minor Amendments 146 6.8.3 No Change 147 6.9 Obsolete Documents 147 6.9.1 Institute Procedure Template 147 6.9.2 Institute Procedure Review Template 147 6.10 Compliance 147 6.11 Elections and electoral process 147 6.12 Ballots on Resolutions and General Meetings 148 6.13 Considerations in situations involving disciplinary matters 148 6.14 Representation 149 Procedure 07 Education and Training 150 7.0 Education and Training Section 150 7.1 Responsibilities 150 7.2 Definitions of endorsement 150 7.3 Requirements 150 7.4 Application Procedure 151 7.5 Section Process 151 7.6 Continuing Professional Development 152 7.7 Future of the Institute course 152 7.8 Process following endorsement 152 7.9 Intellectual Property Rights 152 7.10 Accreditations 152 7.11 Careers Enquiry 153 7.11.1 Replying to an enquiry 153 Procedure 08 Marketing and Events 154 8.0 The Marketing and Events Section 154 8.1 Purpose of Terms of Reference 154 8.2 Requirements of the Section 154 8.2.1 AGM and Conference 154 8.2.2 Awards 154 8.2.3 Journal 154 8.2.4 Website and Social Media 155 8.2.5 Library 155 8.3 Events Introduction 155 8.4 Proposals and Approvals 155 8.5 Financial Arrangements for Events 156 8.6 Organisation of the event 156 8.7 The Seminar / Conference 158 8.7.1 Registration 158 8.7.2 Opening 158 8.7.3 The Proceeding 158 8.7.4 Closure 158
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8.8 Post Conference 159 8.9 Finance 159 8.10 Institute Journal 159 8.10.1 Content 159 8.10.2 Distribution 160 8.11 Publication 160 8.11.1 Requirements of the Editor 160 8.11.2 Requirements of the Publisher 161 8.11.3 Appointment and Cessation of Appointment of Editor and Publisher 161 8.12 Web Site – Financial Arrangements 161 8.12.1 Technical Specification for the Website 162 8.12.2 Webmaster 162 8.12.3 Security 162 8.12.4 Copyright 162 8.13 Social Media 162 8.14 Awards 163 8.14.1 General 163 8.14.2 Harold Swinnerton Award 163 8.14.3 Editors Award 164 8.14.4 Rosenthal Silver Salver 164 8.14.5 Institute President’s Award 164 8.14.6 The Ammunition Technical Officer Ammunition Design Project Trophy 164 8.15 Civil Honours 164 8.16 Nomination Process 165 8.17 Institute Library 165 8.17.1 Library Responsibilities 165 8.17.2 Requirements 166 8.18 Marketing Approval 167 Procedure 09 Affiliations 169 9.0 Affiliations 169 9.1 Affiliations Section 169 9.2 Affiliations 169 Procedure 10 Specific Functions 171 List of appendices 173
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POLICY 01 Corporate Management 1.0 CORPORATE STRUCTURE AND GOVERNANCE 1.1 REGULATION OF THE INSTITUTE The Institute will be regulated in accordance with the following documents, and in that order of precedence 1.1.1 The Articles of Association of the Institute as registered with Companies House;
1.1.2 The Constitution of the Institute;
1.1.3 The Policy documents of the Institute; 1.1.4 Institute Procedural documents 2.0 Principal Officer of the Institute The Council will invest in the President of the Institute the authority to act as the principal officer of the Institute in all matters. The holder of the office must, unless the responsibility is vested in another officer of the Institute, advise the Council of any matters affecting the following: 2.1 Constitutional issues; 2.2 Contractual or litigation issues; 2.3 Disciplinary matters upon which the Council may be required to deliberate; 2.4 Changes effecting the employees of the Institute; 2.5 Any other matter upon which the President seeks Council advice 3.0 Principal Officer incapacity or unavailability
To maintain the operation of the Institute, when the President is not able to undertake his/her responsibilities for whatever reason and subject to any emergency provisions found necessary, the following course is to be adopted
3.1 In the absence of the President, the Immediate Past President will assume the role of Acting President 3.2 In the absence of both the President and Past President, the Vice Presidents will consult and select from amongst them one to act during the absence of those previously specified. 3.3 In the event of the President being unable to return to his position or having to retire, the Immediate Past President will consult with the Council to elect a new incumbent for the Office 3.3.1 The person elected will hold office until the next Annual General Meeting (AGM) 3.3.2 The caretaker President elected in the circumstances in section 3.3 must seek re-election in accordance with the Institutes procedures. 3.3.3 The remaining period of office of any outgoing President prior to an Annual General Meeting will be disregarded in determining the full terms in which the incumbent holder has held office.
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4.0 Incapacity or other unavailability of Institute officers To maintain the operation of the Institute, when any of the specified officers of the Institute is either
a. unable to undertake his/her responsibilities for whatever reason, or b. having been appointed to the office is unable to assume that role at the appointed date,
the following course is to be adopted
4.1 The President should, in the first instance, approach the outgoing office holder requesting that they continue in that position as the circumstances require.
4.2 In a case where this is not possible, the President may approach a vice president without portfolio or any other suitably qualified member of Council and request that he/she undertake that office
4.3 Once that appointee has agreed to act in that capacity, the members of Council will be advised of the interim appointment made.
4.4 The appointment will, unless the circumstances below apply, be for a period that does not exceed the next Annual General Meeting.
4.5 Where the vacancy is caused by the officer leaving the position permanently, the post appointee will be subject to election by the next Council meeting in accordance with the constitution.
4.6 For the purpose of these provisions, the term ‘specified officer’ means - 4.6.1 any other Vice President holding the portfolio of an Institute section; or 4.6.2 a council member with specific responsibilities for the performance of council functions
or the institute’s business.
5.0 Management Committee The members of the Management Committee will oversee, and supervise where required, the routine operation and conducting of the Institute’s business and functions. 5.1 Where these operations and functions are carried out by employees or any other person who is engaged by the Institute to carry out work on its behalf the Committee will determine in particular the following - 5.1.1 in the absence of the President, the provision of line supervision of the Institute’s office; 5.1.2 ensure, or where appropriate provide, the timely discharge of any of the Institute’s statutory
duties; 5.1.3 act as reference points for operational matters raised. 5.2 A regular programme of meetings of members of the Committee will be arranged by the President to be commensurate with the requirements of the Institute business and operation. 5.2.1 meetings may be convened at times specified by the Committee, save that where the
Council is to meet; a Committee meeting will be held immediately preceding or after that Council meeting.
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5.2.2 a meeting may be conducted either by personal attendance, telephone conference or other electronic means.
5.2.3 not withstanding the above, a Director may call a meeting of the Directors for the purpose of attending to urgent business specified by the Director.
5.2.4 The Committee will ensure that the Council is advised of any matters that the Council has the right under the Institute’s governing documents to be consulted upon, or where they are by law, Constitution or procedure, to be asked to take action or vote upon that matter.
5.2.4.1 For the purposes of under taking the above, the Committee may call a meeting of Council for the purposes of undertaking the consultation, action or vote
5.2.4.2 The Committee may discharge the requirement by holding a visual/audio conference or by correspondence, electronic of otherwise with Council members sufficient to ensure that all members of Council may participate in the process.
6.0 Council Meetings The Council is required to meet once every year. To ensure oversight that the Council is charged by the Constitution with undertaking, the Council will meet on the dates specified annually to conduct, in addition to any other business requiring its attention,
Any Constitutional function requiring its deliberation and/or vote;
The determination of any programme for the ensuing period;
Receive reports in relation to the Institutes finances, business projects and other functions;
Where a function within the Institutes Constitution, policies or procedures requires it to convene.
6.1 There may be convened at times other than the scheduled meetings a meeting of the Council for any purpose or business. Such meetings can be called at
6.1.1 any failure to complete the business set for one of the annual specified meetings; or 6.1.2 the request of the Management Committee; or 6.1.3 the request of a member of Council
6.2 Unless it is deemed to be of such importance, or the members of council agree to wave the notice period, any meeting requested above will be convened not less than 21 days from the date of notification of calling.
6.3 Any calling will be accompanied by the nature of business to be conducted and where applicable papers in regard to the business will be provided to council members not less than 5 working days before the date of the meeting.
6.4 Any non scheduled meeting called can only be cancelled if
6.4.1 Members of Council are satisfied that the reason for calling has been addressed by other means
6.4.2 Members of Council collectively decide that there is no reason for the meeting to take place.
6.5 Any non-scheduled meeting will be conducted in accordance with the procedure for an ordinary meeting of Council.
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POLICY 02 Discrimination, Diversity and Equal Opportunity 1.0 DISCRIMINATION, DIVERSITY AND EQUAL OPPORTUNITY POLICY This Policy will be adopted within all processes, committees and workings of this Institute, and due notice must be taken of it when dealing with any matters relating to personnel, members or applicants. 1.1 General Commitment As an Equal Opportunities entity, the Institute is committed to promoting equality and diversity and to valuing diversity by providing equality of opportunity to:
members; applicants; and its own employees
and further by following working practices that are free from unfair and unlawful discrimination and by encouraging mutual trust and respect for individuals. In all its dealings with members of all categories, the Institute will seek to promote the principles of equality and diversity. The Institute will make every effort to reflect its commitment to equality and diversity in its daily activities, which includes the processing of applications to join the Institute of Explosives Engineers. The aim of this policy is to ensure that no applicant or member of staff is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance or receives less favourable treatment on the grounds of:
Age Disability Gender, including transgender and gender reassignment Race, colour, nationality, ethnic or national origins Religion or belief Sexual orientation Marriage and civil partnership Pregnancy and maternity
1.2 Non-Discrimination Policy for Treatment of Institute Staff and Members
The highest of standards are expected of all staff when dealing with, and instructing, members and applicants who wish to join. Similarly, all members are expected to uphold the Institute’s commitment to equal opportunities and avoidance of discrimination. Where any alleged breach of this policy occurs, the matter will be investigated fully and, if appropriate, offending members of staff or Institute members may be
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disciplined in accordance with the Institute’s disciplinary procedure. Written notes will be kept at each stage of the investigations and a full report prepared. 1.3 Policy Implementation and Accountability The ultimate responsibility for implementing this policy rests with Council guided by the President of the Institute. The Policy will be monitored and reviewed annually and in accord with the current legislation. All members and employees of the Institute have the right:
To work or undertake their duties in an environment free from discrimination, harassment and bullying
To have equal access to training, career development and promotion opportunities To seek redress, without fear of victimisation, if they perceive they have been discriminated
against, harassed or bullied in the workplace While specific responsibility for eliminating unlawful discrimination and providing equality of opportunity rests with the President, Council expects that all staff and members will treat others with dignity and respect commensurate with their profession. The Institute will take responsibility for maintaining the rights above insofar as it relates to the Institute and its premises, including those locations and activities undertaken by members on its behalf. 1.4 Forms of Discrimination The following defines the protected characteristics in the 2010 Act in which discrimination is unlawful and the Institute will regard any such actions as a breach of this policy regardless of any legal consequence to the discriminator. Direct Discrimination This occurs when someone is treated less favourable than another person because of a protected characteristic they have or are thought to have (see perception discrimination below) or because they associated with someone who has a protected characteristic (see discrimination by association below); Discrimination by Association This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment and sex. This is direct discrimination against someone because they associate with another person who possesses a protected characteristic. Perception Discrimination This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment and sex. This is direct discrimination against an individual because others think they possess a particular characteristic. It applies even if the person does not actually possess that characteristic. Indirect Discrimination This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment, marriage and civil partnership and sex. Indirect discrimination can occur when you have a condition, rule, policy or even a practice in the organisation that applies to everyone but particularly disadvantages people who share a protected characteristic.
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Harassment is when unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating, or offensive environment for that individual. Third Party Harassment this applies to sex, age, disability, gender reassignment, race, religion or belief and sexual orientation. The Equality Acts makes the Institute liable for harassment of employees by people (third parties) who are not employees of the Institute. In this regard the Institute expects that any member or other person in contact with the Institutes employees conducts themselves in an appropriate manner. Victimisation this occurs when a member or employee is treated badly because they have made or supported a complaint or raised a grievance under the Equality Act; or because they are suspected of doing so. 1.5 Application and Legislation This Discrimination, Diversity and Equal Opportunities Policy will apply to all members of the Institute, to prospective members of this Institute and any Officer of the Institute not being a member, together with all employees of the Institute and persons undertaking work for or on behalf of the Institute. This policy is founded on the provisions of the Equality Act, 2010, which brought together different legislation that had been in force previously, together with the continuing requirements of the following legislation, as they have been amended
The Equality Act 2006 The Disability Discrimination Act 1995; The Disability Discrimination Act (Amendment)
Regulations 2003; The Disability Discrimination Act 2005 The Human Rights Act 1998 The Sex Discrimination (Gender Reassignment) Regulations 1999 The Employment Equality (Age) Regulations 2006 European Directives and Codes of Practice
1.6 Promoting Equality and Diversity The Institute is committed to promoting equality and diversity throughout its internal workings as well as in those areas in which it has influence. Employees of the Institute will be informed of this policy and will be provided with equality and diversity awareness, appropriate to their needs and responsibilities. All of those who act on behalf of the Institute working with members, will be informed of this anti-discrimination policy and will be provided with equality and diversification awareness, appropriate to their needs and responsibilities when acting on behalf of the Institute. 1.7 Complaints of Discrimination The Institute will treat seriously all complaints of discrimination or harassment on any grounds made by members, regardless of level. All complaints will be investigated in accordance with the Institutes procedures relating to grievance, complaints and discipline, and will take action where appropriate. The complainant will be informed of the outcome.
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1.8 Monitoring and Review The policy will be monitored and reviewed annually and in line with current legislation This information will be used to review the progress and impact of the Anti-Discrimination Policy. Any changes required will be made and implemented as deemed fit by the President and the management committee.
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POLICY 03 Alcohol and Drugs Policy 1.0 ALCOHOL AND DRUGS POLICY 1.1 Alcohol and drugs 1.1.1 Alcohol and drug misuse can have an adverse effect not just on an individual but on their family, friends, colleagues, customers and the public. Having a safe working environment, providing excellent customer service by maintaining productivity levels and avoiding days being lost to illness are all critical to our success. 1.1.2 The Institute can be prosecuted if it knowingly allows an employee, or any person engaged to undertake work for the Institute, who is intoxicated or under the influence of drugs to continue working, as this places other people at risk. 1.1.3 The Institute requires all employees or any person engaged to undertake work on behalf of the Institute to comply with the Alcohol and Drugs Policy. Breaches of the policy will be taken very seriously and may be dealt with under the appropriate Institute disciplinary procedure. 1.2 Key rules 1.2.1 Any person to who paragraph 1.1.3. applies must ensure that they are not intoxicated by alcohol and are free of any illegal drugs when they report for work and that they remain so whenever they are at work;
1.2.2 Any person to who paragraph 1.1.3. applies must not drink alcohol during working time.
1.2.3 The use, acquisition, possession, storage, transportation, promotion and/or sale of illegal drugs or drug taking equipment is forbidden during working time, in the workplace or at a customer’s site; 1.2.4 Where a person under 1.1.3 above is prescribed medication or is taking over-the-counter medicines or herbal remedies that may affect their work performance or the safety of themselves or others, they must advise their Line Manager.
1.3 Policy compliance 1.3.1 The Institute does not accept persons under 1.1.3 drinking any alcohol prior to reporting to work (including at lunchtimes). 1.3.2 Any person under 1.1.3 must be aware of what they drink and take into account how long it takes for the alcohol to clear their system. 1.3.3 Employees must not drink alcohol during working time. Working time is any time between when an employee reports for work and the time when they finish work
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1.3.4 A person under 1.1.3 must not have any illegal drugs in their system when they arrive at work or at any time throughout the working day. Individuals taking illegal drugs at any time are breaking UK law and increasing the risks to their and others health and safety. 1.3.5 The use, possession, storage, transportation, promotion and/or sale of illegal drugs or drug equipment is forbidden during working time, in the workplace or at the worksite and is a breach of this policy and the law. In any of these situations the Institute may take appropriate action including disciplinary action up to and including dismissal. The Institute will also have a duty to report any criminal activity to the relevant authorities. 1.4 Prescribed medication The policy does not stop employees from using prescribed medication, over-the-counter medication or herbal remedies. However, drugs lsuch as tranquillisers, sleeping pills, pain-killers, decongestants, cough suppressants, antihistamines (for treatment of hay fever or other allergies) and antidepressants can make people feel drowsy and may affect their work performance or the safety of themselves or others. 1.4.1 If a person within paragraph 1.1.3 is taking any medication they should: a. Check the possible side effects with their doctor or pharmacist; and b. Let their Line Manager know in confidence, who will, if necessary, make alternative duty
arrangements for them.
1.5 Duty and responsibility 1.5.1 This part of the policy is applicable only to those who are employees of the Institute or those undertaking work on its behalf. 1.5.2 Where there are grounds for believing that there is or has been a use of alcohol or drugs by a person undertaking work for the Institute on their premises or the premises of a client, the Institute will either: a. relate the information to that persons employer, or b. if self employed, consider the suitability for the person to continue being engaged by the
Institute for the work. 1.5.3 The Institute will take appropriate action in response to any attempt by an employee to obstruct the determination of whether they are unfit for work through drink or the use of drugs. This may result in disciplinary action under the Institute’s disciplinary procedures, up to and including dismissal. 1.5.4 If an employee is obviously intoxicated or under the influence of drugs, they will be suspended from duty on full pay and sent home, or arrangements will be made to have them transported home if the situation arises. 1.5.5 If the employee is deemed to be under the influence of alcohol or drugs they should so far as is reasonably practicable, be prevented from driving from the premises. If they insist, then the
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appropriate authorities will be informed immediately and the employee will be informed that such action has been taken. 1.5.6 Employees confirmed to be in breach of the Alcohol and Drugs Policy may be subject to action under the appropriate Institute disciplinary procedure, which may result in dismissal. 1.6 Help 1.6.1 If an employee comes forward voluntarily and seeks help for an alcohol or drug problem they will be given help and support by the Institute. If an employee thinks they have a problem and may be violating the policy as a result, it is very much in their interest to come forward and seek help voluntarily. The Institute will be sympathetic and will ensure they get the help and support they need. 1.6.2 If an employee volunteers to the Institute that they have an alcohol or drug problem they will be treated with dignity at all times. Any discussions will be in the strictest of confidence.
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POLICY 04 Safety, Health and Environment 1.0 SAFETY, HEALTH AND ENVIRONMENTAL POLICY 1.1 The Institute in its undertakings and activities will ensure that it is compliant with the requirements of current health, safety and environmental legislation. 2.0 Health and Safety 2.1 As and where they directly require it, or when it would be appropriate and proportionate best practice to do so, the Institute will have processes and procedures that document how it will deliver its duties with the Health & Safety at Work etc Act, 1974 (HSWA); and regulations made under that Act. These processes and procedures will take account of any Approved Code of Practice or relevant Guidance thereto. 2.2 Regarding HSWA, the Institute will take into account any responsibility it has in its undertakings and those it employs, or who carry out work on its behalf. 2.3 In order to allow the appropriate considerations to be made the administration office will make available relevant Health and Safety legislation and publications for consultation as required. 2.4 The Institute will ensure that, in relation to its obligations and duties for the Health and safety of its employees, persons undertaking work for the institute and any person on its premises it will;
Prevent accidents and cases of work related ill health by managing the health and safety risks in the workplace.
Provide clear instructions and information, and adequate training, to ensure employees and members undertaking activities on its behalf are competent to do their work
Engage and consult with employees and members undertaking activities on its behalf on day to day health and safety conditions
Implement emergency procedures – evacuation in case of fire or other significant incident
Maintain safe and healthy working conditions, provide and maintain, plant, equipment and machinery and ensure safe storage / use of any substances
Review this policy, and associated Procedures, through internal auditing and revise as necessary
2.5 The Institute will, where the skills for the assessment, review or implementation of health and safety requirements are not within the Institute, engage such person, persons or bodies as are competent to undertake that function. 3.0 Environmental 3.1 The Institute is committed to minimising the impact of its activities on the environment. 3.2 The key points of its strategy to achieve this are:
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Minimise waste by evaluating operations and ensuring they are as efficient as possible Minimise toxic emissions through the source of its power requirements Actively promote recycling both internally and amongst its customers and suppliers Source and promote a product range to minimise the environmental impact of both
production and distribution. Meet or exceed all the environmental legislation that relates to the Institute. Use an accredited program to offset greenhouse gas emissions generated by our
activities.
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POLICY 05 Bribery and Corrupt Practices 1.0 BRIBERY AND CORRUPT PRACTICES POLICY Introduction Bribery is the act of persuading a person to act improperly in one’s favour by the offer or giving of an inducement i.e. gift of money, services etc. Bribery is a criminal offence. The Institute prohibits any form of bribery. We require compliance from everyone connected with our business, with the highest ethical standards and anti-bribery laws applicable. Integrity and transparency are of utmost importance to us and we have a zero-tolerance attitude towards corrupt activities of any kind, whether committed by the Institute employees, members or third parties acting for or on behalf of the Institute. 1.1 Policy It is prohibited, directly or indirectly, for any employee or person working or undertaking activities on our behalf to: –
offer, give, request or accept any bribe i.e. gift, loan, payment, reward or advantage, either in cash or any other form of inducement, to or from any person or Institute in order to gain commercial, contractual or regulatory advantage for the Institute;
or
in order to gain any personal advantage for themselves, or an individual or anyone connected with them or that individual in a way that is unethical.
1.2 Suspicion 1.2.1 If we suspect that an employee or other person undertaking activities on the Institutes behalf has committed an act of bribery or attempted bribery, an investigation will be carried out and, in line with our disciplinary procedure where appropriate, action may be taken against that person. 1.2.2 Bribery will be considered to compromise gross misconduct and may result in:
dismissal; expulsion;
or the cessation of any business arrangements with that person.
1.3 Reporting An employee or person working or undertaking activities on the Institutes behalf, who suspects that an act of bribery or attempted bribery or other corrupt practice has taken or is taking place, even if they are not personally involved, is expected to;
report this to the Institute President;
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if requested give a written account of events. 1.4 Gifts and hospitality We realise that the giving and receiving of gifts and hospitality as a reflection of friendship or appreciation where nothing is expected in return may occur, or even be commonplace, in our industry. This does not constitute bribery where it is proportionate and recorded properly. 1.4.1 No gift should be given nor hospitality offered by an Officer, Council member, employee or anyone working on our behalf to any party in connection with our business without receiving prior written approval from the Institute President. 1.4.2 No gift or offer of hospitality should be accepted by an Officer, Council member, employee or anyone working on our behalf without receiving prior written approval from the Institute President. 1.4.3 Hospitality by way of refreshment only given to an Officer, Council member, employee or anyone working on our behalf may be accepted without receiving prior approval where it forms part of the arrangements made by the host of a meeting, seminar, etc. where a meal or similar would be normally taken e.g. lunch, beverage breaks. The details of such hospitality must be recorded in the gifts and hospitality record. 1.4.4 Any employee or anyone working on our behalf who regularly attends meeting etc under the preceding provision may submit a single entry relating to the frequency of those events during the year. 1.5 Recording of gifts and hospitality 1.5.1 An Officer, Council member, employee or anyone working on our behalf who receives a gift or hospitality, whether subject to approval of the President or not must report the details of the gift or hospitality to the Administration Office for inclusion in the register of gifts and hospitality. 1.5.2 All gifts received should be handed to Reception for logging and will be retained there until authorisation to release has been provided by the Institute President. 1.5.3 The Administration Office will maintain a register of every instance in which gifts or hospitality are given or received.
a. The register will be subject to scrutiny by the President, Officer of the Institute and Council members.
b. The register will be maintained in accordance with the retention of documents procedure.
c. An entry is not required for such gifts as yearly calendars, diaries, and similar small items This policy is subject to review and the Institute reserves the right to amend this policy without prior notice.
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POLICY 06 Exposure to Financial Irregularity 1.0 EXPOSURE TO FINANCIAL IRREGULARITY POLICY 1.1 Introduction The Institute, as a body that may be involved in a number of undertakings, needs at all times to be seen to be acting transparently in its financial dealings. Whilst it is generally considered to be an unlikely event, organisations of our type may be a target for those who are engaged in unlawful or dubious financial practice. The Institute must ensure that it has a policy and procedures in place to prevent it being exposed to such activities. 1.2 ‘Money Laundering’ This illegal practice is usually defined as the process for concealing the origin of illegally obtained money, typically by means of transfers involving foreign banks or legitimate businesses. This can be achieved by placing the money into the financial system, carrying out other transactions to confuse its origin and then moving it out. 1.2.1 Legislation This activity is subject to the following legislation
The Proceeds of Crime Act, 2002 The Proceeds of Crime (Amendment) Regulations 2007 The Money Laundering Regulations 2007,
1.2.2 Duties of Financial Institutions Under the Money Laundering Regulations our bank(s) and Accountants have duties to advise the appropriate authorities of anything they discover that indicates that the illegal transfer of money is being, or is believed to have been, conducted in relation to the person, or organisation for whom they act. 1.2.3 Policy Position 1.2.3.1 The Institute will be proactive in the supervision of any financial operation within its control. 1.2.3.2 The Institute will seek to avoid any contract or undertaking where the financial arrangements may involve it acting simply as a conduit for money from one party to another. The Finance Director President or a nominated Vice President will have oversight of any contract which involves any transaction arrangement of this nature. 1.2.3.3 Council will make the necessary arrangements for the training of appropriate Officers, council members and members of staff who have duties and responsibilities in relation to the financial affairs of the Institute. This will include any necessary updating of the training required as the nature of this illegal activity is known to change from time to time.
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1.2.3.4 The President or his nominee will be the responsible person to whom any suspicion of money laundering is to be reported. 1.2.3.5 There will be a procedure under the Finance section relative to the action to be taken in cases of this type. (2017 Procedure Part 5.6 refers) 1.2.3.6 All Officers, Council members and employees will co-operate and render such assistance as is requested with any investigation by the appropriate authority. 1.3 Protection against deception in financial transactions The Council will seek to ensure that the methods of supervision are such that it is able to forestall any direct attempts by either Officers, members, employees or persons working on behalf of the institute to use accounting or claiming procedures that will result in:- 1.3.1 Deliberate overpayment, direct or indirect 1.3.2 Loss of Institute funds 1.3.3 Application for funding that is fraudulent in nature 1.3.4 Misappropriation of funds or assets of the Institute 1.4 Financial due diligence The Council and any person appointed by it to perform the function will conduct such monitoring and enquiry as is necessary to ensure that the Institute’s financial procedures are both current and inclusive of the Institutes requirements and undertakings.
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POLICY 07 Conflict of Interest 1.0 CONFLICT OF INTEREST POLICY 1.1 Introduction A potential conflict of interest is a situation where an Officer, Council Member, other member engaged on Institute business or employee of the Institute may be involved in a number of interests financial or otherwise, one of which could possibly effect the motivation or decision making of the individual in relation to their activities on behalf of the Institute. This policy defines a conflict of interest as “a set of circumstances that creates a risk that professional judgement or actions regarding a primary interest will be unduly influenced by a secondary interest." Primary interest in the case of the Institute would be the principal goals of the Institute or one of its activities. Secondary interest includes personal benefit and is not limited to only financial gain but also such motives as the desire for professional advancement, or the wish to do favours for family and friends. Such secondary interests are not treated as wrong in themselves, but are of concern when they are believed to receive greater weight than the primary interests. 1.2 General view A conflict of interest exists if the circumstances are reasonably believed on the basis of past experience and objective evidence, to create a risk that a decision may be unduly influenced by other, secondary interests, and not on whether a particular individual is actually influenced by a secondary interest. 1.3 Policy for those affected Where an Officer, Council member, employee or person undertaking work on behalf of the Institute is, or becomes aware of a situation where their involvement in the work or process being addressed will, or may be expected to result in a conflict of interest, that person must: 1.3.1 In the case of an employee, inform their line manager, or if they are the manager, inform the
Institute Officer who has responsibility for them. 1.3.2 In the case of a person undertaking work on behalf of the Institute, inform the person who
supervises or has control over their engagement with the Institute. 1.3.3 In the case of a Council member, in relation to a matter before Council declare the interest
at that meeting and, 1.3.3.1 Take no part in the discussion or decision made on the matter,
or 1.3.3.2 Where the circumstances dictate, withdraw from the meeting until the matter has been
debated and decided.
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1.3.4 In the case of an Officer of the Institute, inform the President. 1.3.5 In the case of the President, he/she should advise the Vice Presidents. 1.4 Institute’s position The Institute will always endeavour to act in an open and transparent manner in all its dealings and in the interest of its members. It requires all Officers, Council members, employees and those undertaking work on its behalf to be acting above reproach. 1.4.1 The Institute will take seriously any occasions where it is shown that a person subject of this
policy has failed to take steps to disclose a conflict of interest, whether actual or that which could be perceived.
1.4.2 The institute will take appropriate disciplinary action where it is found that a conflict of
interest has been concealed by the person affected.
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POLICY 08 Disclosures in relation to the Institute and its undertakings (Whistleblowers) 1.0 POLICY REGARDING DISCLOSURES IN RELATION TO THE INSTITUTE AND ITS UNDERTAKINGS (WHISTLEBLOWERS) 1.1 Introduction This policy describes those circumstances where employees and persons undertaking work for the Institute are protected from suffering any detriment or termination of employment if they make unauthorised disclosures about the Institute or its business. 1.2 Qualifying disclosures 1.2.1 Certain disclosures are prescribed by law as “qualifying disclosures”. A “qualifying disclosure” means a disclosure of information that the member, employee or person undertaking work on the Institute’s behalf genuinely and reasonably believes is in the public interest and shows that the Institute has committed a “relevant failure” by:
a) committing a criminal offence;
b) failing to comply with a legal obligation;
c) a miscarriage of justice;
d) endangering the health and safety of an individual;
e) environmental damage; or
f) concealing any information relating to the above. 1.2.2 These acts can be in the past, present or future, so that, for example, a disclosure qualifies if it relates to environmental damage that has happened, is happening, or is likely to happen. The Institute will take any concerns raised relating to the above matters very seriously. 1.2.3 The Institute encourages any member of the Institute, its employees or persons working on its behalf to follow this policy if they are concerned about any wrong doing undertaken by or on behalf of the Institute or its employees. 1.2.4 However if the procedure has been invoked for malicious reasons or in pursuit of a personal grudge, then the person making the alleged relevant failure will be liable to:
a) If an employee, immediate termination of employment or such lesser disciplinary sanction as may be appropriate in the circumstances.
b) If a person working on behalf the Institute, the possible cessation of that work
arrangement.
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c) If a member, a disciplinary enquiry that could lead to expulsion from membership.
1.3 Procedure 1.3.1 In the first instance the person should report any concerns they may have to the Institute President who will treat the matter with complete confidence. 1.3.2 If person is not satisfied with the treatment given to their concerns by the Institute President they should then raise the matter with the appropriate official organisation or regulatory body. 1.3.3 If the person does not wish to report their concerns to the Institute President, they have the option to take their concerns direct to the appropriate organisation or body. 1.3.4 The Institute will consider that a disclosure to the press without engaging in either of the above may amount to gross misconduct. 1.4 Treatment by others Bullying, harassment or any other detrimental treatment afforded to a person who has made a qualifying disclosure by any Officer, member, employee or person undertaking work for the Institute is unacceptable. Anyone found to have acted in such a manner will be subject to disciplinary action or cessation of his or her engagement by the Institute.
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POLICY 09 Information Technology, Data, E-mail, Internet and Social Media Policy 1.0 Data and Information Security and Data Protection
The Institute has both a legal requirement and an overarching security need to ensure that all its information, whether personal data or other, is kept secure. It will, so far as is reasonably practicable, ensure that it has through its procedures and processes systems that provide the level of security required - 1.0.1 to deny unauthorised access to any IT asset or to non-electronic records; 1.0.2 to maintain a secure environment where assets are normally located; 1.0.3 to have in place operating processes which safeguard assets whilst at other than the normal
location; 1.0.4 to control access to processes involving personal data by both the data handler and the
equipment or software in use. 1.0.5 To aim to maintain and process accurate data at all times
1.1 The Data Protection Act, 1989 (2018 C.23) and General Data Protection Regulations (EU 2016/679)
The above UK Act and EU regulation, became effective on the 25th May 2018 replacing nearly all of the Data Protection Act 1998 and introduced new requirements on how personal data is regulated. Data protection is applicable to data held either on computer or within a Handbook filing system. As an organisation to whom the regulatory framework applies it is our responsibility to ensure that the information and documentation held is relevant, accurate and where necessary, kept up to date. Any data held must be processed fairly and lawfully and in accordance with the rights of data subjects under the current legislation.
1.1.1 Failure by the Institute and/or employees, any person working on our behalf or contractors engaged by the Institute may result in investigation by the Information Commissioner’s Office (ICO). The Information Commissioner has the power to serve information, enforcement and assessment notices; to conduct audits and prosecute criminal offences against these items of legislation.
Incidents of failing to comply, any misuse or loss of personal data, in addition too public or industry embarrassment and a loss of confidence by other organisations and members would bring financial consequences. Serious breaches of the law may result in punitive fines from the ICO.
1.1.2 The Institute will, comply with its duties under the data protection legislation, maintain an up to date procedure for the handling of the data in its possession or being processed by or on its behalf.
1.1.3 Members and employees have rights in relation to their personal data held by the Institute These will be detailed with other provisions in a procedure. Members and employees, may request to see what personal data about them is held or processed. Such requests are referred to as “Data subject access requests”(DSAR). If a request is made verbally, the data subject will be asked to give
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written confirmation of what they require to ensure that the response is complete. They also have the right to be informed of the source of the data and to whom it may be disclosed. The Institute will have the necessary provision for a discharge of access functions set in its procedure(s) 1.1.4 The supply of this information will only be on a written request and is free from charge, save that for a request for a replacement copy or where the request is manifestly unfounded or excessive, particularly if it is repetitive. For such requests, a reasonable fee will be payable. Any DSAR should be specific, reasonable and subject to an independent review. A request that is deemed unreasonable may be denied. 1.1.5 The application of this policy, as with certain others is overarching across the Institutes procedures where the issue of personal data arises. It is also applicable to the other parts of this policy where personal data may be transmitted or used within the communications mediums used by the Institute. 1.1.6 The Institute will publish a privacy policy in relation to data on the website. A summary note will form part of any document, form or request that gathers personal information of individuals. 1.1.7 It is the policy of the Institute to make full provision within the procedure on the management of data which fulfills its duty to provide specific processes and safeguards in relation to its handling of special category data and convictions as defined in the legislation and reproduced in the procedure which it may come into its possession either -
From an applicant on initial application, or at any time once a member or employee From a third party source (e.g. referee, complainant or discovery)
1.1.8 When special data or convictions are held that data will once seen receive no further processing, save where it is subject of an investigation or produced as an evidential document before a relevant panel. 1.1.9 The Institute will make provision for the recording of all IT equipment and devices, either its own or those of individuals who utilise there own equipment to communicate and/or transfer data. The Institute will in addition ensure that all devices are secured to prevent unauthorised access to the devices, including password locking or encryption. The Institute will, by a procedure, set out the requirements in relation to the use and control of devices used for Institute purposes. 1.2 Internet and E-mail Introduction The purpose of the Internet and e-mail policy is to provide a framework to ensure that there is continuity of procedures in the usage of Internet and e-mail within the Institute. The Internet and e-mail system have established themselves as an important communications facility within the Institute and provided us with contact with professional and academic sources throughout the world. Therefore, to ensure that we are able to utilise the system to its optimum we have devised a policy that provides maximum use of the facility whilst ensuring compliance with the legislation throughout.
The Institute will not allow either the internet or website to be used for any data to be discussed that is of a ‘classified’ nature or it would be considered to be offensive.
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1.2.1 Internet Where appropriate, staff and members are encouraged to make use of the Internet as part of their official and professional activities. The website is also a networking service which allows members to interact on technical and Institute issues.
1.2.1.1 Attention must be paid to ensuring that published information has relevance to normal professional activities before material is released in the Institute’s name.
1.2.1.2 Where personal views are expressed a disclaimer stating that this is the case should be clearly added to all correspondence.
1.2.1.3 Intellectual property rights and copyright must not be compromised when publishing on the Internet. All information published including images on the Institutes network or on any social media will be either the intellectual property rights of the Institute or with the written consent of any individual intellectual property rights owner.
1.2.1.4 The availability and variety of information on the Internet has meant that it can be used to obtain material considered to be offensive. The use of the Internet to access and/or distribute any kind of offensive material, or material that is not related to the aims and objectives of the Institute, leaves an individual liable to disciplinary action which, in the case of an employee could lead to dismissal.
1.2.1.5 Unauthorised or inappropriate use of the Internet system may result in disciplinary action, which could result in the expulsion of a member or in the case of an employee, summary dismissal.
1.2.1.6 The Internet system is available for Institute business use and matters concerned directly with an undertaking of the Institute. Users will comply with all of our Internet standards.
1.2.1.7 The Institute will not tolerate the use of the Internet system for unofficial or inappropriate purposes, including:-
i) Accessing websites which put our IT systems at risk of (including but not limited to) viruses, compromising our copyright or intellectual property rights;
ii) Non-compliance of our social networking policy; iii) Connecting, posting or downloading any information unrelated to their employment
and in particular pornographic or other offensive material; iv) Engaging in computer hacking and other related activities, or attempting to disable
or compromise security of information contained on the Institute's computers; v) Misuse of any personal data held by the Institute.
1.2.1.8 Activities in items iii. and v. may constitute a criminal offence. 1.2.1.9 Unless otherwise authorised, the Institute does not allow personal use of the computers or any other Personnel Data Devices provided by the Institute, other than reasonable use during expected breaks in the working day. Any personal use may be subject to requirements to declare the amount of that personal use.
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1.2.2 E-mail The use of e-mail is encouraged as the Institutes preferred system for written communication. Used correctly it is a facility that is of assistance however inappropriate use causes problems including distractions, time wasting and legal claims.
1.2.2.1 The Institute's position on the correct use of the e-mail system is:-
1.2.2.1.1 Unauthorised or inappropriate use of the e-mail system may result in disciplinary action.
1.2.2.1.2 The e-mail system is available for communication and matters directly concerned with the legitimate business of the Institute and, must comply with Institute communication standards.
1.2.2.1.3 The Institute does not permit the use of the e-mail system for unofficial or inappropriate purposes as detailed in the e-mail procedure.
1.2.2.1.4 The Institute reserves the right to monitor all e-mail/Internet activity to ensure compliance with the policy and procedures and for ensuring compliance with the relevant regulatory requirements
1.3 Social Media
1.3.1 Social media is a very powerful tool, which can enhance the services we provide to our members and those associated with us. The Institute may engage in forms of social media to advertise any on-going promotions, products and other relevant information.
1.3.2 Only authorised employees may post on Institute sites and a professional, positive approach should be maintained at all times.
1.3.3 Members and employees should be aware when using the Institute sites of crossing the professional boundaries and are not permitted to make or accept “friend requests” to/from our associates and other undertakings on their private social media accounts, excluding LinkedIn.
1.3.4 The Institute does not permit the placing on members/employees private social network accounts of any work related issues or material that could identify an individual who is a client, member or work colleague that could adversely affect the Institute a client or our relationship with any one associated with the Institute.
1.4 Technical Support
1.4.1 The Council will arrange for the services of a suitably qualified Technical Support officer to be available to the Institute for the purposes of ensuring compliance with the legislative and technical requirements relative to our Information, Data and Communications needs.
1.4.2 The Institute procedures will set out this policy objective and will contain the reporting and contact arrangements for the appointed technician(s)
1.5 Data and Documentary Controls Retention of specific documents may be necessary to:
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Fulfill statutory or other regulatory requirements Provide evidence of events/agreements in the case of disputes Meet the day to day running of the Institute Ensure the preservation of documents of historic or other value
The untimely destruction of documents could cause the Institute:
Difficulty in defending litigious claims Not to function as efficiently as possible Embarrassment Failure to comply with the Freedom of Information, Data Protection Acts and other
legislation Conversely, the permanent retention of all documents is undesirable, and appropriate disposal is to be encouraged for the following reasons:
There is a shortage of storage space Indefinite retention of personal data may be unlawful
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POLICY 10 Employment and Employees 1.0 Employment and Employees Policy
1.1 The body giving employment will be The Institute of Explosives Engineers (IExpE or ‘the Institute’) and any person so employed will be an employee of the Institute. 1.2 The Council will determine the staffing levels for the Administration Office having due regard to the functions and workload that is required of that office and will determine:
The number of full time positions The number of part-time or job share positions
1.3 Applications for employment will be processed in accordance with the Institute’s Discrimination, Diversity and Equal Opportunity Policy and the procedure relating to this issue. 1.4 The Interview of applicants will be conducted under the direction of the Institute President or their nominated officer. 1.5 All applications and interview forms will be retained in accordance with the retention of documents procedure. 1.6 Every employee will be supplied with a copy of: -
The main terms of employment Confidentiality agreement Employees handbook
1.7 Unless otherwise specified, every employee will be subject to a probationary period which may be amended at the employer’s discretion. The applicable period will be stated in the terms of employment for that employee 1.8 The Institute will arrange for all identified training needs of a new employee to be addressed. 1.9 The remuneration for employees will be determined by the President in consultation with the Directors and council as appropriate. 1.10 Any person engaged by the Institute to undertake paid work on its behalf will have employment terms and conditions that are appropriate to or be specified in the contract, permit to work or written instructions upon which they are engaged. 1.11 The Institute office will hold a copy of all the employment documents and guidance. (See Appendix A & B)
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POLICY 11 Code of Conduct and Discipline 1.0 Discipline Policy
The Institute reserves the right to carry out enquiries in relation to breaches of its policies, membership code of conduct or procedures and to institute disciplinary procedures in the furtherance of compliance with its responsibilities as a professional body and as an employer. 1.1 The overarching principles for the conduct of disciplinary enquiries are that they must be appropriate, proportionate and commensurate with the degree of any wrong or failure cited. 1.2 Where the disciplinary process is invoked, no person involved in that process may disclose the nature of the matter or of the parties involved save where it is necessary to obtain information from the third person which directly relates to the enquiry. 1.3 Any complaint and enquiry will be resolved without due delay and in accordance with the procedure for the relevant group. 1.4 If any complaint or allegation involves an action which is an offence under legislation, the Institute will, after notifying the complainant, advise the appropriate regulatory authority or the Police as appropriate. 1.5 The Policy encompasses the following:-
Matters affecting Directors or Officers of the Institute Matters affecting members Matters affecting employees or those, contract or otherwise who are undertaking tasks on
behalf of the Institute. 2.0 Directors and Officers
2.1 The term Directors and officers under this Article means
The President and Vice Presidents for the time being of the Institute Elected Members of the Council of the Institute Any Director of the Institute of Explosives Engineers, the company limited by guarantee, not
holding other office within the Council. Any ex-officio member of the Council of the Institute Any co-opted member to the Council of the Institute
for so long as they hold office or any further period as may be provided for.
2.2 The holder of any office of the Institute must at all times when acting within their office ensure that they:-
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Conduct themselves in a manner that will not bring the Institute into disrepute; Discharge the office they hold in accordance with the Constitution, Articles of association
and the relevant procedures enacted by Council; If the office is or involves being a Director of the Institute of Explosive Engineers as a limited
company, act in compliance with their responsibilities under the Companies Acts. 2.3 Failure to act in accordance with the above may render the officer liable to consideration of disciplinary action. 3.0 Members 3.1 The Institute expects that all members will uphold the following principles – Principle 1 – Honesty and Integrity
a. The Institute of Explosives Engineers expects all Members to act with impartiality, responsibility and truthfulness at all times in their professional and business activities. b. Members should not allow themselves to be improperly influenced either by their own, or others, self-interest. c. Members should not be a party to any statement that they know to be untrue, misleading, unfair to others or contrary to their own professional knowledge. d. Members should avoid conflicts of interest. If a conflict arises, they should declare it to those parties affected and either remove its cause, or withdraw from that situation. e. Members should respect confidentiality and the privacy of others. They should discharge their professional responsibilities with integrity, particularly with regard to safeguarding information and materials of value to criminals and others less well intentioned than the member f. Members should not offer or take any illegal payment in connection with their professional work.
Principle 2 – Competence
a. Members are expected to apply high standards of skill, knowledge and care in all their work. They must also apply their informed and impartial judgment in reaching any decisions, which may require members having to balance differing and sometimes opposing demands (for example, the stakeholders’ interests with the community’s and the project’s capital costs with its overall performance). b. Members should realistically appraise their ability to undertake and achieve any proposed work. They should also make their clients aware of the likelihood of achieving the client’s requirements and aspirations. If members feel they are unable to comply with this, they should not quote for, or accept, the work. c. Members should ensure that their terms of appointment, the scope of their work and the essential project requirements are clear and recorded in writing. They should explain to their clients the implications of any conditions of engagement and how their fees are to be calculated and charged. Members should maintain appropriate records throughout their engagement.
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d. Members should keep their clients informed of the progress of a project and of the key decisions made on the client’s behalf. e. Members are expected to use their best endeavour to meet the client’s agreed time, cost and quality requirements for the project.
Principle 3 – Relationships
a. Members should respect the beliefs and opinions of other people, recognise social diversity and treat everyone fairly. They should also have a proper concern and due regard for the effect that their work may have on its users and the local community. b. Members should be aware of, and when reasonably practicable minimise risk to their colleagues, employees, and others not in their employment as well the environmental impact of their work. c. Members are expected to comply with good employment practice in their capacity as an employer or an employee. d. Where members are engaged in any form of competition to win work or awards, they should act fairly and honestly with potential clients and competitors. Any competition process in which they are participating must be known to be reasonable, transparent and impartial. If members find this not to be the case, they should endeavour to rectify the competition process or withdraw. e. Members are expected to have in place (or have access to) effective procedures for dealing promptly and appropriately with disputes or complaints.
3.2 It is expected that a member follow the overarching and guiding principles published by the Engineering Council:-
Contribute to building a sustainable society, present and future Apply professional and responsible judgment and take a leadership role. Do more than just comply with legislation and codes Use resources efficiently and effectively. Seek multiple views to solve sustainability challenges. Engineering professionals have a duty to abide by and promote high standards of leadership and communication. They should - Be aware of the issues that engineering and technology raise for society, and listen to the
aspirations and concerns of others Promote equality, diversity and inclusion Promote public awareness and understanding of the impact and benefits of engineering
achievements Be objective and truthful in any statement made in their professional capacity Challenge statements or policies that cause them professional concern
3.3 The Institute will publish on its website the above principles which, together with the provisions of the following paragraph, will constitute the Code of Conduct for members.
3.4 All members of the Institute must:
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Conduct themselves in a manner that does not bring the Institute into disrepute; Abide by the Constitution, procedures and decisions of the Institute; Comply with the Institute’s Code of Conduct.
3.5 Failure to act in accordance with the above may render the member liable to consideration of disciplinary action 4.0 Employees
4.1 The Institute adopts as its guidance on matters of discipline involving employees the following documents: -
ACAS statutory Code of Practice on discipline and grievance procedures HM Government publication “Discipline procedures and action against you at work”
4.2 A current copy of these documents will be held in the Administration Office. 4.3 The procedure on discipline in folio 2 and all relevant employment documents issued to employees, which make reference to matters of discipline, will reflect the provisions contained within the adopted guidance documents. 4.4 Nothing in this policy will prevent or obstruct an employee from seeking recourse to the Employment Tribunal 5.0 Appeals 5.1 The Institute will provide for any person subject to disciplinary action to have a right to appeal the decision reached in their case. 5.2 The Council will ensure that any such application to appeal is dealt with promptly. 5.3 The procedures of the Institute will specify the routes for lodging an appeal by any of the groups specified in this policy 6.0 Disciplinary Procedures The conduct of any enquiries in relation to disciplinary matters contained within this policy document will be set out in the procedural documents relating to the process as it applies to each group mention. 6.1 Those conducting such enquiries will be guided by the terms of reference within those procedures and guidance issued on the subject (see appendix H). 7.0 Commission of Criminal Acts Any Officer, member or employee who is convicted of any criminal act before a properly constituted court or, other legal tribunal or body with the power to pronounce judgment in such cases, will be subject to consideration of discipline procedure.
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7.1 In the case of offences involving death, violence, theft or criminal dishonesty, drugs, firearms, explosives, or conspiracy the matter may be considered as constituting gross misconduct or improper conduct.
7.2 In considering the issue of declared or discovered relevant convictions at any application, renewal or during membership, the Vice President (Membership) will seek advice from the Legal and Compliance members before considering any investigation of the information.
7.3 Where an investigation is required, the process for the enquiry will follow that specified for other discipline matters
7.4 In such instances the findings of any investigation are to be considered by the Council sitting as the discipline panel.
7.5 Failure to disclose any criminal convictions on any application to the Institute will be regarded as a breach of discipline.
7.5.1 In this policy the requirement to provide information on criminal convictions relates to all grades of membership, both individual and company/corporate.
7.5.2 In the above criminal convictions will exclude minor motoring offences and related or minor civil penalties
7.6 The requirements for the disclosure to the institute of any information relevant to this policy will be incorporated in
The procedure relating to membership; Any application forms issued by the Institute; Membership renewal forms
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POLICY 12 Commercial and associated activity 1.0 Commercial Activity Policy
The Institute in the pursuit of its aims may engage in commercial and other undertakings and or activities. When engaged in commercial activity by or on behalf of the Institute its Officers, Council and employees will act transparently. 1.1 The overarching principle is that the Institute should not be exposed to claims that the undertaking entered into was not appropriate, proportionate or commensurate with the aims within the Constitution. 1.2 Commercial activity can be either
a) provided by the Institute; (See 2.0) or b) provided to the Institute (See 3.0)
2.0 Commercial Activity provided by the Institute Any undertaking provided by the Institute may include, but not be exclusive to 2.0.1 The hosting, organisation or creation of conferences, seminars or similar events 2.0.2 The participation in reviews and studies within the explosive sector 2.0.3 The collaboration with affiliates and other bodies in research projects 2.1 Any commercial activity that is provided by the Institute, in whole or in part, will be approved by the President or his nominee. 2.2 A commercial file will be established for the project by the Administration Office that should contain the audit trail, which will include 2.2.1 The appointee of the Institute with responsibility for the project 2.2.2 The detail of fund allocation for the operation of the project 2.2.3 Where the project will generate revenue, the accounting requirement 2.3 All approved projects will be subject to a contract on commercial terms and conditions. 3.0 Commercial Activity provided to the Institute Where the Institute has a requirement, which is to be provided by any person, company or organisation other than the Institute, 3.1 There will be due diligence exercised in regard to the oversight of the requirement.
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3.2 The activity, service or property provided will be approved by the appropriate Section Head unless it is determined that it requires the consent of the President. 3.3 The consent of the President is required where: 3.3.1 The requirement is not within the budget allotted to the section or office; 3.3.2 The requirement has a cost in excess of 5% of the annual budget 3.3.3 The preferred supplier is a member, or has a membership link to the Institute; 3.3.4 The requirement is deemed to be contentious. 3.4 Any activity, service or property must be seen to offer best value for the requirement 3.5 The requirement will be subject to either the agreement of a contract on normal commercial terms or, on the issue of a purchase order 3.6 The President will determine if the requirement is such that there should be a tendering process 4.0 General 4.1 The President or the nominated Director is to be advised of all contracts which involved either expenditure or income generation that is not subject to any delegated authority to undertake routine forms of expenditure. 4.2 The Administration Office will maintain a register and keep the records relating to all contracts. 4.3 Contract documents will be retained by the Administration Office for the period specified in the procedure for disposal of documents. 5.0 Associated Activities 5.1 In the furtherance of its aims the Institute may engage with other bodies for the provision of
functions either of specific purpose or in general. 5.2 Any such engagement may be either by association, formal or informal or by memorandums of
arrangement or agreement. 5.3 The terms of any agreement with another body will be examined by the Management
Committee, who will, being satisfied that the activity meets the aims and objectives, enact the document, appointing the President or other officer as may be specified to sign any formal document of the arrangement on its behalf. Council will be advised of the nature of the activity and the action taken.
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5.4 The Management Committee l will, unless the arrangement from the second party is qualified as such, determine if it will undertake the activity under a Memorandum of Arrangement or Understanding or as a document of association, which ever is appropriate.
5.5 Where any individual activity involves the introduction of the terms or requirements of the
other party, the Management Committee, having examined those terms and finding them compatible with both the Institute’s policies and aims, will introduce a process document in relation to any terms or requirements that are not already substantive within the Institute’s Policies or procedures.
5.6 Any approved activity will be subject to periodic review to ensure that it remains fit for purpose
and is compatible with any legislative requirements 5.7 Where it is applicable any individual arrangements will be authorised to apply only for the
members who are engaging in the activity for so long as the member is involved in the activity. 5.8 Any activity will be allocated to a specified lead who will be responsible for ensuring that the
arrangements made to implement and control are in compliance with the Institute’s other Policies and procedures as they are applicable and in particular those involving the responsibilities towards those who deliver or are involved in the activity.
5.9 The organisation and plan document for any activity will be provided to the Administration
Office who will register and hold it to be available for inspection by any member of Council or party to the arrangement.
5.10 Any arrangement should contain an agreed termination period for any of the parties involved. 6 Commercial or professional enquiries and opportunities. 6.1 The provisions of this part of the policy will apply where an approach is made to the Institute by
a 3rd party wishing to 6.1.1 seek the advice of, or 6.1.2 obtain the services of, member(s) in relation to an explosive related enquiry which will or may secure for that member the offer of a contract or other professional or work related activity. 6.2 The process for the allocation of such enquiries must show transparency and follow a process
that provides a structured approach to the provision of members details based upon the nature of the request by the 3rd Party.
6.3 The process will ensure that due diligence is exercised in regard to: 6.3.1 The bona fide of the enquirer 6.3.2 The obtaining of consent to share the enquirers data with the membership 6.4 The approved process will be documented fully in the Office Handbook.
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6.5 Without consent of the President or Vice President holding responsibility, any failure to conduct such requests in accordance with the laid down process will be considered as constituting an act of serious misconduct.
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PROCEDURE 01 GENERAL AND STRUCTURE 1. General The procedures contained within this document do not take precedence over the requirements of the Constitution of the Institute or the Articles of Association of the Institute of Explosives Engineers Limited. 1.1 History of the Institute of Explosives Engineers (IExpE) The Institute held its inaugural meeting in Birmingham on 22nd May 1974. It was attended by many of the demolition contracting firms who operated primarily in the Midlands. Its objects included promotion of the common interest of the UK explosives engineers and the maintenance of high standards of conduct; the fledgling Institute also determined to act as a qualifying body for the industry and to conduct examinations. The first Chairperson was Harold Swinnerton. The Institute then proceeded over the years to operate its business from offices firstly in Leicester, then successively Nuneaton, Shrivenham and more recently Stafford. During this time the position of the Institute shifted at first quite subtly and slowly, but later with increased tempo. Without ever losing its determination to promote and develop best practice and to lead the explosives field it left behind its origins as essentially a trade association and became a professional body being formally recognised as such in 2008 by the Engineering Council. The latest step in the process has been the evolution from a society in which members have no legal protection into a limited Company with Directors who carry responsibility in law. This process was completed in 2012. Because of the restructure of the Institute premises were obtained and an office established in Stafford in 2016. The Institute is governed by its Articles of Association, which were adopted by the Institute Members at the Annual General Meeting in 2013. 1.2 Aim of the Institute Institute Aims:
To promote the professional standing of those who use explosives in their work either directly or indirectly and of those who engage in other fields relating to explosives.
To maintain and enhance the professional standing of the Institute.
To act as a centre for technical excellence, for both members and outside agencies.
To promote such other activities as shall from time to time be approved by Council.
Achieving Aims:
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To promote education, training, seminars and conferences, and examinations to ensure the competence of Institute members in their specialized fields of explosives technology, and by continuing professional development
Maintaining a website and periodically publishing a journal with relevant articles Maintaining liaison and working in collaboration with, government legislative and regulatory
bodies to ensure the practicability of control measures imposed on the activities of those whose work involves explosives
Maintaining and operation of an effective Council and Institute administration office
1.3 Title The organisation is named the ‘Institute of Explosives Engineers’ and this may be abbreviated to IExpE where appropriate. 1.4 Organisation of the Institute of Explosives Engineers (IExpE) Structure The Institute of Explosives Engineers consists of Voting Members and Non-Voting Members. [see Part 4] The Institute is governed by a Council consisting of not more than twenty voting members and no fewer than 10 voting members. [see Part 3] Additional officers may be co-opted onto Council by agreement of Council to assist as required. Co-opted members are entitled to attend Council meetings but are not eligible to vote. The Institute is a company limited by guarantee with directors appointed from Council who are for the time being, the President, the Immediate Past President and those Section Heads registered under Companies Act. Under the Articles of the company the Directors have delegated authority for day to day running of the Institute to the Council. 1.5 Conduct of the Institute’s business and affairs The Council has designated that the business and affairs of the Institute is to be undertaken by the following section managed groups:-
Membership [Part 4] Legal and Compliance [Part 6] Education and Training [Part 7] Affiliations [Part 9]
The Council has designated that, subject to oversight by the Management Committee, the following areas of business activity are devolved to the extent and limits the Committee has stipulated:-
Accounts, payments and receipts
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Marketing & events 1.5.1 Unless otherwise provided, the head of designated sections will be confirmed annually at the meeting of the Council preceding the Annual General Meeting, such appointments to take effect from the conclusion of that Annual General Meeting. 1.5.2 Any designated section will normally
Comprise a Vice president who will be the Section Head Have support from 2 other Council members, unless otherwise provided for below. Any number of other persons, whether a Council member or not, who are co-opted by the
section head to assist the section in its functions 1.5.3 Sections where membership differs 1.5.3.1 Membership One member will be in a suitable position to confirm the veracity of
all military applications for membership. 1.5.3.2 Affiliations Members assisting the Vice President do not have to be members of
the Institute. 1.5.4 A person appointed to any section may stand for re-appointment without regard to the length of time that he/she has already served on that section. 1.5.5 Sections terms of reference and remit 1.5.5.1 Membership The Vice President (Membership) and section will be responsible for:-
the processing of all applications for membership to the Institute of Explosives Engineers. close liaison with the Education and Training Section to ensure that standards being applied
nationally are reflected in the Institute standards for membership. ensuring that consistency of appraisal is carried out on all applications received. Where
necessary, any changes required will be communicated between the Section Head of both sections.
The Section will have due authority of discretion in all matters for membership, but must document all decisions where appropriate.
When deemed necessary, the Section Head may call on expertise from outside the Section, to assist and evaluate applications that do not necessary fit conventional qualification guidelines laid down in the Institute procedures. In all such cases, documented evidence of eventual decisions shall be provided for audit purposes.
The Section Head will have the casting vote on recommendations within the Membership Section.
All applications processed by the Membership Section must be returned to the Institute Administration Office where they will be summarised and distributed amongst Council for comment and approval.
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1.5.5.2 Finance The Management Committee and its designated member(s) will be responsible for the following: -
supervising the financial management of the Institute ensuring the production of and reporting to Council of the financial status of the Institute the preparation of the annual budget
control of Section budgets in consultation with the Section Heads who are budget holders
1.5.5.3 Legal and Compliance The Vice President (Legal & Compliance) and Section will be responsible for the following:-
ensuring that the Institute is kept up to date on new and revised legislation and standards, both UK, European and internationally driven, which are pertinent to the Institute’s activities
ensuring that an accurate and up-to-date picture is presented to Council of the current and expected requirements placed upon the explosives industry and the Institute membership
ensuring that accurate and balanced responses are made to HSE and other organisations which seek the views of the Institute on legislative change
ensuring that adequate representation is made to HSE and other organisations on matters which potentially affect the Institute
assisting and collaborating with other bodies, such as BSI, with regards to drafting, revising and promulgating relevant materials such as legislation, codes of practice, guidance notes and consultative documents
oversee Institute compliance with its policies and procedures supervision of the processes and procedure of
o the conducting of elections o disciplinary matters
1.5.5.4 Education and Training The Vice President (Education and Training) will have responsibility for ensuring:-
that a robust Endorsement Procedure is maintained. that accurate records of the applications are retained. that appropriately qualified members of the Council are selected to review the applications
on a case by case basis. that conflicts of interest are avoided and that appropriate steps are taken to manage this. effective communication to Course Providers and Institute Members.
Members of the section will:-
work with the Section Head to administer the Endorsement Procedure. notify the Section Head of any potential conflict of interest.
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1.5.5.5 Marketing and Events The Institute Office Marketing and Events co-ordinator will have responsibility for:-
the organisation of all conferences and seminars on behalf of the Institute of Explosives Engineers.
close liaison with the Education and Training Section to ensure that Continuous Professional Development opportunities are taken.
the collation of all nominations for Institute awards received, dealing with the production of the quarterly Journal. all website and social medial monitoring and updates the sourcing, distribution, production of all branded goods and promotional materials.
1.5.5.6 Affiliations The Vice President (Affiliations) and Section will have responsibility for:-
development and co-ordination of affiliations with and to other bodies and organisations where the Institute -
o has entered into an arrangement for their common benefit or interest that may be permanent, contracted or on a renewable basis;
o has determined that the creation of an arrangement will accord with the Institutes
aims and objectives. the assisting and collaborating with other professional bodies so that the Institute is
appropriately represented and its voice heard ensuring that legislative and standards work done by other bodies is reflected in the
Institute’s position to prevent it being isolated from its European equivalent organisations collaboration with associated explosives Institute Representatives in relation to National
Occupational Standards providing expert input and advice when required for internal training courses and
examinations and to any other Section of the Institute which has a request. 1.6 Institute Policy The Council is to maintain statements of its Policy for areas of its business and undertaking, which they may vary from time to time. Policy documents are to be held for the following principal areas
Corporate management Discrimination, diversity and equal opportunities Alcohol and drugs Health and Safety Bribery and corrupt practices Exposure to Financial Irregularity Conflict of Interest Disclosures in relation to the Institute and its undertakings
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Information technology, data, email, internet and social media Employment and employees Discipline Commercial and other related activities
1.6.1 A policy may be overarching or specific to a certain part, or parts of the Institute business or
undertaking as appropriate. 1.7 Institute Constitution and Company articles of association 1.7.1 The Council is to carry out its undertakings in accordance with the requirements of the
Constitution and conduct the limited company within the terms of its articles of association. 1.7.2 The Institute will ensure that the Directors, Council members and any officer with
responsibilities to either the Institute or Company are insured against any claims made in relation to the operation of the Institute
1.8 Amending of the Institute controlling documents Where it is required to make changes or amend the content of the documents under which the Institute functions, the following processes will be followed. 1.8.1 The Constitution 1.8.1.1 A proposal to amend the constitution made by the Council will be put to the membership in
accordance with the provisions of the constitution. 1.8.1.2 A member wishing to propose any change to the Constitution must submit their proposal to
the Council in writing. For any submission to be scheduled for inclusion at the Annual General Meeting (AGM), the proposal must be received not later than 6 weeks prior to the date of the AGM.
1.8.1.2.1 The Institute Office will publish the closing date and time for submission on the Institute
website. 1.8.1.2.2 Notwithstanding the above provision if for any reason the timescale cannot be met;
the Management Committee may direct that arrangements are made to facilitate the notifying of members and reception of submissions with whatever time is reasonable in the circumstances.
1.8.1.3 The proposer must submit the written proposal to the Institute Office by either post or
electronically. If electronically, the proposer must make available before the AGM a signed copy of the proposal.
1.8.1.4 On receipt of the proposal the Institute Office will -
- circulate the document to members of Council - schedule it as an agenda item for the next Council meeting.
1.8.1.5 The Council will consider the proposal, determine the merit of the proposal and make a
decision based on the following principals -
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1.8.1.5.1 That the proposal is not unconstitutional, spurious or vexatious; 1.8.1.5.2 The proposal is of itself a matter within the terms of the Constitution; 1.8.1.5.3 That the proposed amendment is legally sound, proportionate and to the benefit of the
Institute aims and objectives; 1.8.1.5.4 That the proposal is not in conflict with the Constitution; 1.8.1.5.5 Whether the proposal extends the scope of the Institute in the context of the
Constitution and its provisions; 1.8.1.5.6 Is the proposal one that may not require an amendment to the Constitution and can be
properly addressed via the Institute Procedures. 1.8.1.6 The Council, being satisfied that the proposal has merit will arrange for – 1.8.1.6.1 The proposal to be circulated to the membership with due notice for a vote to be taken
in accordance with the Constitution. 1.8.1.6.2 The member proposing to be notified and for that member to be in a position, if
required, to present the case for amendment to the AGM. 1.8.1.7 The Council, if deciding after consideration, that the proposal does not have merit or in their
view can be addressed by other means will – 1.8.1.7.1 Advise the member that the proposal is not supported and will not be placed before the
membership unless it is proposed as a resolution to the AGM submitted with the support of not less than 5% of the paid up membership; or
1.8.1.7.2 Inform the member of the action that will be taken to implement the proposal. 1.8.2 Institute Policy
Council having the ownership and control of the Institute Policy has set out and documented the policy required for the areas of the Institute’s governance, functions, undertakings, responsibilities and processes.
1.8.2.1 All Policy documents will be subject to periodic review to ensure they remain fit for purpose. To that end Council will determine –
1.8.2.1.1 The frequency of review in relation to each policy document 1.8.2.1.2 The nominated person to undertake the review 1.8.2.1.3 If the review is time critical 1.8.2.2 Any revisions made will be submitted to Council with an explanation for the changes.
Council will decide whether or not to adopt the change. 1.8.2.3 Where a review has found that changes are required, to ensure that the changes made are
circulated to the membership. 1.8.2.4 If a new policy is identified, the resultant document, following approval by Council, will be
advised to the membership. 1.8.3 Institute Procedures
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1.8.3.1 Procedural documents that have a Section Head with oversight will be subject to review by that Section Head, who will undertake any amendment as may be necessary to ensure the effective operation of that section, or the area that it addresses.
1.8.3.2 Procedural documents that are for areas not within a section heads remit will be subject to
review by the President, or his/her appointee, commensurate with the function of that procedure. Where the nature of the procedure is overarching, e.g. administration responsibilities, any amendment may be subject to the decision of Council.
1.8.3.3 The processes for conducting amendments found in Part 2 of the procedures will be
followed. 1.8.3.2 Amendments to procedures which involve extension of the procedure or removal of existing
elements within a procedure effective from Issue 1:2017 will be notified to members by information on the Institute website.
1.9 Terminology In all Institute documents, unless otherwise specified any reference to the masculine includes feminine and singular includes plural. 1.10 Common responsibilities of Vice Presidents who are Section Heads The Section Head is responsible to Council for ensuring that the functions of the Section are efficiently carried out, and for making timely and accurate reports to Council on the work of the Section. Should the Section Head be unable for any reason to carry out this function, he should make that known to the President of the Institute without undue delay. The Section Head is responsible for making reports to Council so that the Institute’s positions may be properly determined and recorded. Should the Section make a recommendation to Council that some course of action is taken, the Council should vote upon the recommendation in the usual manner. The Section Head should ensure that the view of Council is sought upon which work is to be undertaken by the Section and should attempt to prioritise this work in line with the Institute’s aims and resources. He/she should seek the view of the Management Committee on the funding available and will submit estimates intended to cover the expected demands on the Section, to the Finance Director upon request. The Section Head may arrange such meetings of the Section as are necessary for the work to be accomplished. Where, in the course of this work, conflicting views appear within the Section or where there cannot be ascertained an agreed position, or if for any other reason the Section cannot form a view, the Council should be apprised of this at the next Council meeting. 1.11 General meetings of the membership 1.11.1 A General meeting of the membership can be by one of the following routes:-
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1.11.1.1 The meeting called each year to conduct the Institutes required business under the Constitution and referred to as the ‘Annual General Meeting’
1.11.1.2 An extra ordinary or special general meeting, one called either -
by a majority of the members of the council; or
on written request of a number, greater than 5%, of the paid up membership that must state the intended purpose of the meeting.
1.11.2 Timing of general meetings
1.11.2.1 The ‘Annual General Meeting’ must be held within a 15 month consecutive period of
time. 1.11.2.2 An extra ordinary or special general meeting may be called at any time, but the date
chosen must ensure that the membership has sufficient notice of the meeting and its purpose.
1.11.3 Agenda for general meetings
1.11.3.1 Only items on the agenda will be considered at any of the forms of general meeting.
(AGM, extra ordinary or special) 1.11.3.2 Agenda items must be submitted in the case of -
the Annual General Meeting, not later than 8 weeks before the date of that general meeting.
o The Institute office will publish on the website the closing date and time for agenda submissions
an extra ordinary or special meeting, with the notice calling for that meeting.
1.11.4 Rule for a quorum at a general meeting
For a meeting to proceed, there must be a quorum present. The Constitution provides that a meeting can continue where a quorum is present no later than 30 minutes after the time set for the meeting to begin.
1.11.4.1 The quorum at any extraordinary or special meeting is when 20 members of any grade, who are eligible to vote, are present in person. That number is not to include those members present who are Council members.
1.11.4.2 If after the 30 minutes the 20 members are not present and, the meeting was called at the request of members, the meeting will be dissolved.
1.11.4.3 In the case of any other form of general meeting, the members present in person will form the quorum to conduct the business on the agenda excluding any proposal or vote for the dissolving of the Institute unless the conditions required by Article 13 of the Constitution have been precisely met.
1.11.5 Voting at general meetings
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1.11.5.1 At any general meeting only members who are eligible may cast a vote. If a member is subject to the payment of a subscription, that member must have paid their current subscription before exercising that vote.
1.11.5.2 Voting will be conducted by 1.11.5.2.1 a show of hands or by production of a written proxy 1.11.5.2.2 the receipt of a voting form either by post or electronically by the qualifying date
specified in the form. 1.11.5.3 The vote totals will be the combination of the votes received by any of the methods
specified in the preceding paragraph 1.11.5.4 Members are entitled to one vote by any of the methods specified. 1.11.6 Votes at Meetings 1.11.6.1 The vote at any meeting held by the Institute and its Council or other will be by a
simple majority unless otherwise specified below:- A Resolution to amend the Constitution or articles of the Company must be
approved by a majority in accordance with the Companies Act 2006 (2017 3/4 of the votes returned)
A Resolution to dissolve the Institute must be approved by a majority of the votes received in accordance with the Constitution (2017 2/3 of the number of votes returned)
A Resolution before Council to remove a council member must be approved by a ¾ majority of all the Council members entitled to vote
As a result of an investigation or discipline hearing which recommends the expulsion of a member the approval by Council must be a majority of ¾ of the Council members voting
Where a Resolution to expel a member has been placed before a General Meeting of the membership that must be approved by a majority of 3/4 the members voting.
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PROCEDURE 02 ADMINISTRATION OF THE INSTITUTE AND ASSOCIATED PROCEDURES 2.0 The Institute Administration Office
The President and as required, the nominated Vice President(s) will be the line manager(s) for the operation and staff of the Institute Administration Office. The current designated line managers will be recorded at the office.
The Institute, in order to support its aim, has established an office to conduct the administrational functions of the organisation. The purpose is the provision of administration services required to support the management of the Institute of Explosives Engineers which includes Membership, Council, Accounting, Journal and Website, Marketing and Media, Elections of Council Members and Senior Council Officers to the Institute, and any other administration duties as required, which are to be provided by the staff employed at the Institute offices in Stafford.
2.1 Employees of the Institute The Institute will employ such staff as are necessary to operate the administration office or to undertake the functions of the Institute. In this instance, the staff of the Administration Office will be the employees of the Institute of Explosives Engineers. The Employees of the Institute Administration Office will be employed for roles as defined, having due regard for the functions of the Institute, its members and operation as a registered company. 2.2 Process for the employment of staff The President or their appointee will oversee the process for the engagement of staff to the Institute and will also:-
Act as Chair of the employment interview panel;
Determine the nature of the interview panel;
Ensure that the interview criteria are applied to all applicants equally;
Specify where necessary the topics to be covered within the interview;
Have the format and content of any interview recorded and stored appropriately.
The Discrimination, diversity and equal opportunity policy will be applied to the operation of the employment process.
The process for conducting the interview of prospective employees is to be found in the Employment Model document held by the Institute Administration Office.
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Generally the initial considerations of a candidate for a vacant post within the Institute will be contracted to an appropriate recruitment or employment agency. 2.3 General Employee Conditions All employees of the institute will upon appointment be expected to accept the terms of a non-disclosure and confidentiality agreement. They will also be expected to consent to the Institutes requirements regarding the security of its Information Technology. The details of these agreements will be found in the Employee Handbook. 2.4 Employment responsibilities on the Institute The Institute will ensure that all employees have: -
(1) a contract of employment for their post. (2) a role and responsibilities statement (3) a workplace pension (4) supervision and lone worker arrangements and appropriate sickness procedures
Documents in relation to employment and employees are in Appendix A & B 2.5 Institute Property The fixtures and fittings of the office are the property of the Institute. An inventory of the items will be maintained at the office and subject to audit and examination as determined. The Institute will ensure that:-
so far as is reasonably practicable, employees and any other persons whilst on the premises, have had all due precautions taken to ensure their health and safety.
where necessary, items are maintained in a fit for purpose and safe condition when staff report failure, damage or defect, that the remedial action is taken. that time expired equipment etc is replaced or withdrawn from use staff receive suitable and sufficient training where the equipment or its operation is
required. 2.6 Role of the Institute Administration Office The Institute Administration Office is responsible for performing the necessary administrative duties on a day-to-day basis to ensure that the Institute functions effectively. The Institute Administration Office personnel report to the President and undertake work for the Institute Council. 2.7 Duties and Responsibilities of the Institute Administration Office 2.7.1 Key Objectives
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To be the first point of contact for all enquiries to the Institute of Explosives Engineers and to ensure the efficient running of all Institute office functions. 2.7.2 Duties and Responsibilities
To be the first point of contact for all enquiries (telephone, email, fax and postal) to the Institute
Provide full administrative support to Council members and Institute Journal Staff (Editor and Publisher)
To ensure all tasks are carried out in accordance with the timescales laid down by Council Holding electronic and/or paper copies of all of the Institute Procedures and all Institute
papers Holding a controlled copy, signed by the President at the time Ensuring that all documents are in the required format Maintaining the review programme for all procedures Informing the Section Head of the Legal and Compliance Section when a Procedure is due for
review Ensuring that all Council members are kept informed of the latest editions of Procedures Maintaining a record of all procedures issued Ensuring that procedures requiring formal Council approval are specified by number at
Council meetings and that the minutes accurately reflect the decisions made.
2.7.3 Financial The member of the Office holding the Council delegation will
Conduct the required accounting processes which Council has delegated Ensure payments etc are within the limits provided for by Council Refer all payments outside the delegation limits to the appropriate Officer(s) Carry out the functions contained in the Finance guidance (see Appendix F & G)
2.7.4 Council Meeting and Other Area Support
The members of the Administration Office will provide necessary administrative functions support in relation to meetings of the Council and other meetings as required. Details of support and office practice is contained in Appendix C
Attend exhibitions and events when required 2.7.5 Membership
Conduct all administrative work as required in relation to the operation of the Membership Section as detailed in Appendix C & E.
Maintain database of the Institute members, applicants and directors 2.7.6 Elections of President, Vice Presidents and Council Members
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The Office Manager will liaise with the Vice President Legal and Compliance and assist in facilitating the conduct of elections with regard to all officers and members of Council in accordance with Appendix C 2.7.7 Annual General Meeting
Members of the Administration Office will provide assistance in all arrangements for the Annual General Meeting as outlined in Appendix C
Arrange to co-ordinate Council report, and accounts and other materials relating to the Annual General Meeting Conference as detailed in Appendix C
2.7.8 Journal, Website and Social Media
The Marketing Co-coordinator will undertake liaison with the Journal Editor and Publisher
and deal with all matters relating to the Journal in accordance with the Marketing & Events Procedure and Appendix C
Undertake the necessary upkeep of the Institutes web and electronic information platforms. Control the Institutes marketing, merchandising and branded goods.
2.7.9 General Administrative Tasks
Custodian of Institute library and historical information Provide administrative assistance for any institute courses, examinations and networking
events Oversee and manage all office equipment Maintain records required in regard to obligations and requirements in respect of the
premises and staff
2.8 Administrative Procedures 2.8.1 Administration Office The Administration Office will maintain an IExpE Office Handbook (Appendix C) giving details of the following operations or functions. 2.8.1.1 Incoming and Outgoing Mail All incoming post is received at the Institute Administration Office. The process for this task is contained in the IExpE Office Handbook (Appendix C). 2.8.1.2 Document Control As an organisation we are committed to operating a quality management system, in which all documents are subject to auditable creation, updating and will incorporate the version number and document reference. The process for this is detailed in the IExpE Office Handbook (Appendix C).
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2.8.2 Meetings (other than Council) All meetings should be conducted within the following parameters: -
Aims/Objectives Agenda Desired Outcome Minutes (detailing arising responsibilities where applicable)
The process for this is detailed in the IExpE Office Handbook. 2.8.3 External Meetings Where a meeting is not scheduled at the Institute Headquarters the full address, including postcode and any special instructions regarding reaching the venue and distance/travel time from postcode to postcode should be put onto the calendar entry. The process for this is detailed in the IExpE Office Handbook. 2.8.4 Filing The Administration Office is responsible for maintaining the filing system and ensuring appropriate archiving protocols in line with appropriate commercial guidelines. The requirements in relation to non-electronic filing that contains personal data is set out in procedure 2A 2.8.5 Technical Support All of the Institutes information technology (IT) facilities and information resources remain the property of the Institute regardless of custodian, and the following outlines the Institutes Information and Communications Technology Policy.
The Institute recognise that IT Systems, email and internet facilities can be used to further the Institute in reaching its business goals and objectives, they also present potential risks through material that can be obtained via the Internet and the way in which facilities and data are used. Consequently, this procedure is aimed at protecting the integrity of and Institute data, ensuring it remains safe and secure.
The use of the Institute’s computer systems, data and voice networks by employees and
visitors is subject to Acts of Parliament and Statutory Regulations that regulate the use of computer equipment and in addition, the use of public data telephone networks.
In addition to the direct regulatory controls, several other statutes (including the Obscene
Publications Act as amended by the Criminal Justice and Public Order Act 1994) identify a number of prohibited actions relating to the use of computers which, if proven in a court of law, may lead the person responsible to a fine or imprisonment or both, or a suit of damages in the civil courts.
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These statutory requirements are designed to remind all members of the Institute of their legal obligations under the Acts of Parliament and Regulations. In addition to these “Acts” the use of computer software may also be subject to the terms of licence agreements into which the Institute has entered and which are enforceable by the licensor in the civil courts.
This information will be regularly monitored by the Technical Support Officer (TSO) engaged by the Institute. The TSO will consult with the President, to ensure it is current and effective. 2.8.6 Computer Misuse Contractors, employees and Council Members are deemed representatives of the Institute at all times whilst using its IT facilities and are expected to ensure their actions are in the best interest of the institute and, as such, are not open to legal action. Consequently;
Users are allowed only to use computing resources, data or voice communications facilities which have been allocated to them by Technical Support
Computing resources, including data and voice communications networks, may only be used for properly authorised purposes in connection with the business of the Institute
Computing, data and voice communications resources may only be used by the person to whom they are granted. Equipment may not be lent to any other person unless explicitly authorised to do so by Technical Support
Contractors, employees and Council Members may not access, alter, erase or add to (e.g. by installing software) computer material that has not been generated by them unless they are explicitly authorised to do so by Technical Support. The Computer Misuse Act 1990 makes it an offence to attempt such actions
Authorised users of computer systems must take reasonable care to prevent unauthorised use of the computing resources allocated to them. As an additional safeguard a screen lock should be utilised on your computer to activate after five minutes of inactivity. Misuse of a computer whilst it has been left unattended will be the responsibility of the computer’s usual user (i.e. the person logged on)
Employees may not use the computer systems or networks in such a way as to compromise the integrity or performance of the systems or networks. This includes unauthorised connection of devices to the network
No person may tamper with or move systems or equipment, disconnect or attach peripherals, tamper with network infrastructure without authorisation from Technical Support
Users are not permitted to create shortcuts to otherwise inaccessible devices, applications or directories. Shortcuts or executable programs may not be saved without authorisation from Technical Support
Any misuse of a computer or communicating device using the Institute system holding personal data processed by the Institute may be subject to investigation and action by the Data Commissioner
The Institute will hold users personally responsible for any costs or claims that may arise from any misuse by the user of the institutes computing and/or communications facilities.
Downloading, using or distributing software or executable programs from the Internet onto the Institute systems. If additional software is required the necessary purchase request
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process must be followed and the software will be installed by the Technical Support, if approved
Distributing confidential or proprietary information of the institute, or any of its members or other business associates on unsecured internet sites such as bulletin boards or disseminating such information that might compromise its confidentiality
Posting on an internet page or sending email statements that are defamatory or information that is false or misleading concerning the Institute, other companies or individuals and/or products/services
Breaking in to the institutes or another organisations system (commonly known as “hacking”) or unauthorised use of another user’s password and/or mailbox.
Exposing the institute to any type of virus or malware Participating in activities that dispel employee effort and institute networked resources
The Institute reserves the right to block access to any resource, where necessary, in order to maintain essential levels of service. Employees should always bear in mind the load placed on the network links by excessive use (downloading large files etc.), which will degrade the performance for others. 2.8.7 Data Protection All data either electronically held or processed or kept by Handbook systems that contains personal data is also governed by the law in relation to Data Protection. The relevant information on the legal constrains and the processes to be undertaken in relation to personal data are found in 2.9.9 and onwards. The guidance is found in Procedure 02A ‘Management, Control and Processes of personal data’ 2.8.8 Copyright All contractors, employees and Council Members will comply with the provisions of the Copyright Designs and Patents Act 1988 (as amended) in relation to any computer program or data set and shall not act in any way contrary to the terms of any licence agreement applying thereto. Users must not use ‘pirated’ or unlicensed software on any equipment which is the property or responsibility of the Institute. It is an offence under the above Act to use such software. All users must ensure that they comply with the licensing arrangements of any software that they use. Users may not make personal copies of Institute software resources. 2.8.9 Data and Voice Networks Users must abide by any conditions of use of data or voice networks which are published by the technical support in consultation with the President for the protection of the integrity and efficiency of the network. Users must not cause obscene, pornographic, discriminatory, defamatory or other offensive material, or material that otherwise infringes a right or inherent right of another person to be transmitted over the Institute, national or public networks, or cause such to be stored in, or printed from, the Institutes computer systems.
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2.8.10 Withdrawal of access to services Technical Support may withdraw access to facilities from any user for the purposes of investigating a breach of these procedures. Any withdrawal of service will be notified to the President. Any person found to be guilty of a breach of these regulations may be subject to the Institutes disciplinary procedures. 2.8.11 Monitoring and Interception All of the Institutes resources are provided for business purposes. Therefore, the Institute maintains the right to examine usage and data recorded without prior notice. The Institute has a duty to inform its users of the extent to which monitoring and interception of information on computer systems and networks is carried out. Technical Support, as the provider of the Institute network infrastructure and core computer services for the Institute, carries out monitoring for a variety of information. For example, Technical Support will monitor traffic for the following purposes:
To maintain and enforce network security To maintain and monitor the integrity of computer systems To check for misuse of resources To gather usage statistics
This data will be logged and kept for a minimum of three months. Technical Support will not routinely monitor or inspect ‘user material’ such as the following items: -
The contents of electronic mail folders The contents of any personal file store
2.8.12 Defect Reporting Procedure When a defect is recognised, it should be logged with the office manager. This can be done via approach, email or call. Defects should be emailed to: [email protected], where possible, such that they can be prioritised in levels, such that employees are provided with an indicative response time. The office manager will log the defect and prioritise it in accordance with other defects logged and will advise when the defect will be dealt with. The three priority levels are as follows;
Level 1; immediate response Level 2; response within four hours Level 3; response within eight hours
2.8.13 Security of data and Institute records Employees are only permitted to hold, obtain, disclose or transfer personal data as endorsed by the Institute’s registration with the Information Commissioner’s Office and in accordance with the Data Protection Principles as set out in the Act.
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Where documentation is no longer required, it will be archived and stored in a secure location in accordance with the document retention table. All documentation that is
no longer required and does not require archiving has reached the expiry of its document retention period
must be shredded before disposal. 2.8.14 Reporting and Investigation of Incidents Reporting of Security Incidents and Breaches Security threats, incidents and breaches must be reported as soon as reasonably practical to Technical Support. Dependant on the severity of the breach, action to notify the authorities may be taken. This is to be followed with the submission of a detailed written report, with supporting statements, to the President. A copy of the report is to be held in the security file in appropriate secure storage at the Institutes Administration Office. 2.8.15 Information Security 2.8.15.1 Storage for Hard Copy Information Considered Security Sensitive Storage will be at the Administration office in a secured filing cabinet. The Institute Administration Office will control the keys. All desks are to be cleared whenever the office is vacated for any period of time during the working day and no files or folders are to be removed from the Institutes premises unless authorised by the President or their nominee. 2.8.15.2 Security Procedures for Security Sensitive Electronic Information All Information stored electronically is to be password protected. All computers are to be logged out at the end of the working day. No computer is to be left unlocked in the absence of the member of staff or person granted access whilst visiting the Institute’s premises and working at that work station. The Institute Technical Support is to ensure that all protective software is current and that all personnel receive an ICT security brief. Suspect emails, even low risk, are not to be opened and the Technical Support sought for advice. 2.9 General Enquiries 2.9.1 New Enquiries Enquiries may be made to the Institute administration office in writing, by telephone or by e-mail. The procedure for dealing and actioning of enquiries is detailed within the IExpE Office Handbook. 2.9.2 Section Head The Section Head upon receipt of the enquiry will either provide a suitable response, or if it is outside his experience, forward the enquiry to any other Council Member who may be able to assist. If the Section members can provide no suitable answer, they will extend their search to other members of the Institute.
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2.9.3 Document Requirements Each document must use the relevant Institute template and contain a unique identifier that is maintained throughout its life. Both can be obtained from the Institute Administration Office. The document must clearly indicate:
The Title Version Number
2.9.4 Document Creation Once a document is drafted the following steps need to be taken: -
The author on completion of the document, will be marked as DRAFT and it will not at this stage be binding upon the Institute members, council or employees
The author will submit the document to the institute Administration Office in order that the process for approval can be set in motion
The document will be emailed to all members of the Council by the Institute Administration office. There will unless the contents are urgent be subject to a ten day consultation period in which Council members may make comments to the author. Where a Council member does not make a comment on that particular document that Council member is considered
The author should address all comments made about the draft document and redraft it as he feels appropriate
The redrafted document should then be formally submitted without undue delay for Council consideration and / or approval
2.9.5 Document Publication and Storage Following the approval of the document at the Council Meeting, the Administration Office will:
Mark the document as APPROVED and update the document control register as appropriate Put approved document in the Document Control Registry file after being signed and
authenticated by the President In this context signed and approved means the insertion by the President or the Chair of the
meeting at which the document was approved that this is a true copy of the document referred to in the minutes of that meeting
The Document is then available to any new members of Council or to any member of the Institute as required. 2.9.6 Obsolete Documents If an Institute document is decided to be no longer necessary for whatever reason, then that document must be referred to specifically in a Council meeting and formally minuted to be cancelled and removed from any circulation. Any copy retained by the Institute Administration Office must be clearly marked as obsolete with the date of the Council decision.
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Any copy on the web site will be deleted but an electronic and/or paper archive copy will be kept. 2.9.7 Data and Documentary Controls The Institute is a growing Institute that is generating large amounts of data both hard copy and electronic. Modern day records management philosophy emphasises the importance of organisations having in place systems for the timely and secure disposal of documents/records that are no longer required for business purposes. Additionally, the Freedom of Information Act will make it important that the Institute has clearly defined policies and procedures in place for disposing of records, and that these are well documented. The policy of the Institute in relation to its data and documents disposal is found in Policy 9, item 1.5. This sets out the requirements to be applied to retention of specific documents, and destruction. 2.9.8 Data and Documents Disposal Disposal can be achieved by a range of processes:
Confidential waste service – i.e. making available for collection by a designated secure refuse collection and destruction service
Physical destruction on site (paper records - shredding) Deletion – where computer files are concerned Under no circumstances should paper documents containing personal data or confidential
information be binned or deposited in refuse tips. This could result in the unauthorised disclosure of such information to third parties, and render the Institute liable to prosecution or other enforcement action under the Data Protection Act. Such documents should be destroyed on site (e.g. by shredding)
Deletion – the Information Commissioner has advised that if steps are taken to make data virtually impossible to retrieve, then this will be regarded as equivalent to deletion
Recycling – wherever practicable and where the material is not subject to confidentiality or data disposal restrictions, consideration should be to use recycling, in-line with best practice for sustainable.
Disposal should be documented by keeping a record of the document disposed of, the date and method of disposal, and the officer who authorised disposal. Documents of the Institute are not subject to the Freedom of Information Act and may not be disclosed without either Council consent or a Court Order. 2.9.9 Data Protection Overview. The Institute will hold a registration with the Information Commissioners Office for all relevant data stored, processed and obtained during the operation of the organisation. The registration will be reviewed annually by the appointee of Council to ensure it remains fit for purpose and is within the terms of registration
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The Administration Office will ensure that where any changes are to take place that the appropriate return is made to the Information Commissioner’s Office to register those changes. Users are only allowed to hold, obtain, disclose or transfer personal data as permitted by the Institute’s registration with the Information Commissioner’s Office and in accordance with the Data Protection Principles as set out in the legislation. If in doubt, individuals should contact the Institute administration office in the first instance. Under the legislation that regulates the gathering, retention and processing of personal data there is a requirement that data must not be kept longer than is necessary for that purpose. In other words retention of documents or records that contain personal data beyond the length of time necessary for the purpose for which the data was obtained is unlawful. The data protection legislation contains no interpretable provision on this and it is a matter of judgment and common sense as to how long data should be retained, including any statutory limits. Provisions This part of the procedure and the provisions in Procedure 02A will be regarded as overarching, bringing in to play the requirements of the 2018 changes. They will be applied to any other procedure where the carrying out of that function involves the obtaining, use and dissemination of any data or information that for the purposes of the legislation qualifies as personal data (see 02A). In addition to controls over the operation of data processes, the legislation provides certain rights of the data subject that must be observed (see General Date Protection Regulation). The Institute as a data controller recognises that the person whose data is held or processed has the right to
be informed of the data held access the data held or processed; have any errors corrected; or have data deleted, save that where a legal requirement requires the data to be retained for
that purpose it will not be deleted without reference to and consent of the regulating authority;
restrict processing of the data; to object/complain to the Information Commissioner’s Office (ICO) if they think that there is
a problem with how the Institute handles their data have portability of their personal data
Detailed notes in relation to GDPR are contained in Procedure 2A
2.9.9.1 To facilitate compliance the following processes will be used. 2.9.9.1.1 The overarching scheme will be set out in the data template maintained in the
Administration Office to inform Procedure 2A – Management, Processes and Control of personal data which will –
Document what personal data or information is held Source or sources of that data or information Reasons for its collection and retention Basis for holding or processing With whom the Institute might share that data
2.9.9.1.2 Any document that is issued which contains a request for personal data or information
will contain a statement which contains
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The Institute’s identity How the information is to be used Our lawful basis for processing the information The retention period The data subject’s rights as above
2.9.9.1.3 Members, employees and persons carrying out work on the Institute’s behalf whose
personal data is obtained will be informed in writing of the holding or processing of that data and that their consent is required for the use of their personal data for purposes of the Institute that are not within the legal requirements placed on the Institute in regard to holding, processing or sharing all or any part of that personal data or information.
2.9.9.1.4 All personal data whilst held or being processed either within the Institute or by any
contracted provider of data technology services will be secure to prevent unauthorised access to the data. In particular the procedural requirements for security of
data access points (computers, mobile devices etc) must be observed securing of storage facilities for document containing personal data clear desk practice
must be observed and failure to observe these and any other security protocols may result in discipline procedures or in the case of contractors undertaking data holding or processing, the redress applicable to that contract.
2.9.9.1.5 Information, documents, messages or electronic communications received from
suppliers, contractors or other organisations which contains personal data and is retained must be treated as securely as material held in relation to the Institute.
2.9.9.1.6 The unauthorised possession, transmission or disclosure of personal data for which the
Institute is responsible will result in the person responsible being subject of a report to the Information Commissioner and may result in further disciplinary action by the Institute.
2.9.9.1.7 The Institute reserves the right to undertake monitoring of data security handling for information that is within its possession. The procedures for secure use of devices, not owned by the Institute, but used for its behalf are found in Procedure 2A
2.9.9.2 Breaches of data procedures
2.9.9.2.1 The discovery of any breach of data security in relation to data stored on any of the Institute equipment will be reported without delay to the designated controller who will advise the President. The part of this procedure relating to IT equipment will be followed.
2.9.9.2.2 Where such a breach relates to data that is stored on equipment of a contractor, then the procedure for dealing with such occurrences contained in the contract will be initiated.
2.9.9.2.3 Where the breach relates to the discovery of the loss of any document that contains personal data, then the Office Manager will advise the President or his/her appointee.
2.9.9.2.3.1.1 In this regard ‘loss’ includes theft 2.9.9.2.3.1.2 A loss has not occurred if it is shown that the document has been inadvertently
destroyed or erased.
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2.9.9.2.4 The failure to comply with the Institute’s Policy and procedures respecting personal data and information by any person authorised to have access to or who may work with electronic data or document containing personal data will be regard as a breach of discipline.
2.9.9.2.5 GDPR makes it a breach of the security provision of the regulations where any act or action leads to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data that may be transmitted, stored or otherwise processed.
2.9.9.3 Consequences of a breach of GDPR and/or Institute policy and procedures relating to data 2.9.9.3.1 It is a criminal offence for a person knowingly or recklessly, without the consent of the
Data Controller, to obtain or disclose any personal data.
2.9.9.3.2 A breach of the Policy or requirements of the procedures relating to personal data will be considered a serious disciplinary matter and, will be dealt with accordingly.
2.9.9.3.2.1 The following list, which is not exhaustive, sets out breaches of the requirements, which may be considered gross misconduct, namely:-
2.9.9.3.2.1.1 Deliberate unlawful disclosure of personal data 2.9.9.3.2.1.2 Inappropriate use of personal data 2.9.9.3.2.1.3 Deliberately accessing special category data without a legitimate reason for doing so 2.9.9.3.2.1.4 Misuse of personal data which results in a claim or action being taken against the
Institute 2.9.9.3.2.1.5 Misuse of personal data in such a way that would be liable to bring the integrity or
reputation of the Institute into doubt or disrepute. 2.9.10 Original Records This shows the number of years for which documents should be retained in order to meet statutory requirements (e.g. VAT Regulations, etc.). Note that the timescales quoted are applicable to both printed and electronic copies of documents.
Type of Document Retention Period
Invoices and Purchasing: -
Suppliers invoices 6 years
Suppliers credit notes 6 years
Purchase orders 3 years
Property related documents: -
Contracts for purchases 6 years after the contract expires
Lease agreements (property) 12 years after the lease ceases
Service to the Institute agreements and contracts Indefinite
Salary / wages records: -
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Type of Document Retention Period
Employment Contracts 6 years
Insurance contracts, Employers; public liability 6 years
Insurance Certificates 3 years after expiry
Payroll, annual summaries & P forms and notices 6 years
Time and leave records (e.g. timesheets and leave cards)
2 years
Debtors: -
Debtors invoices 6 years
Debtors credit notes 6 years
Cash records: -
Receipts 6 years
Bank statements 6 years
Petty Cash records 6 years
Cheque stubs 6 years
Expenses Payments 6 years
Accounting records: -
Credit Card payment slips The current membership year
General ledger 6 years
Journals 6 years
Audited accounts Indefinite (Historical purposes)
Research grants and contracts 6 years
Member Records: -
Membership list Indefinite (Historical purposes)
Member folder During membership and for 10 years after ceasing to be member
Member Photograph for identification and cards 3 years
Member Folder – Direct Debit Payments 6 years after last use
Member Folder – Receipts other 6 years
Attested Certificates (to work abroad) 12 years after expiry
Ex-Member Folder (including disciplinary records) 6 years after ceasing to be a member (Member name with date of joining & leaving 10 years)
Applicants not pursuing 1 year after removal from database
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Type of Document Retention Period
Institute Records
AGM – Attendance list & payments 6 years
AGM – Reports & Conference Booklet Indefinite (Historical purposes)
AGM – supporting documentation (booking forms etc.)
18 months
Elections – Results 3 Years
Elections – Ballot Papers 12 months after election
Council Minutes Indefinite (Historical purposes)
Council Minutes – Reading Notes Indefinite (Historical purposes)
Working Groups - Policy Documents Indefinite (Historical purposes)
Section or other meeting notes 6 Years
Branch Records of Officers, Constitution & Minutes Indefinite (Historical purposes)
Branches – Financial 6 years
Journal (2 Copies) Indefinite (Historical purposes)
Job Applications 1 year
General correspondence 3 years
Insurance policy – Office and Employers 3 years after expiry date
Insurance policy – Professional & Officers Indemnity 3 years after expiry date
Trade mark registration documents Indefinite
Trade mark violations correspondence 6 years
Personnel records 3 years after cessation of employment
MOUs 6 years after termination of agreement
Training Course Endorsement 6 years after termination of endorsement
Examinations & Courses
Course Results Indefinite
Course Attendance Lists Indefinite
Syllabi & Examination Papers Indefinite
Completed Examination Papers 2 Years
Course Application Forms & Photographs 2 Years
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PROCEDURE 02A MANAGEMENT, PROCESSES and CONTROL OF PERSONAL DATA - Data Protection Act, 2018 (DPA) and General Data Protection Regulation EU2016/679 (GDPR) This procedure is the combining of requirements and provisions with guidance on the subject of personal data 2A.1 Definitions and core statements in relation to Data for the purposes of GDPR relevant to Institute processes “data controller” means the natural or legal person, public authority, agency or body which, alone or
jointly with others, determines the purposes and means of the processing of personal data.
“data processor” means a natural or legal person, public authority, agency or body which processes personal data on behalf of the controller.
“data subject” means any identified or identifiable natural person “filing system” means any structured set of personal data according to specific criteria “personal data” means any information relating to an identified or identifiable natural person “special category data” means personal data that is or regards racial or ethnic origin, political
opinions, religious or philosophical beliefs, trade union membership, *genetic data, *biometric data, health, sex life or sexual orientation. (*see end for meanings) Additionally, while they are not considered “special category data”, children’s data and also data relating to criminal convictions are afforded further protections
“Recipient” means a natural or legal person, public authority, agency or another body, to which personal data is disclosed, whether a third party or not.
“Third Party” means a body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.
Data specific “genetic data” means personal data relating to the inherited or acquired characteristics of a natural
person which gives unique information about the physiology or the health of that natural person and which result, in particular, from an analysis of a biological sample from the natural person in question.
“biometric data” means personal data resulting from specific technical processing relating to the physical, physiological or behavioral characteristics of a natural person, which allow or confirm the unique identification of the natural person such as facial images or dactyloscopic data
2A.1.1 The Supervisory authority under Article 51 of GDPR for the purposes of these regulations in
relation to the Institute is the Information Commissioner’s Office. 2A.1.2 The Institute is the data controller for the purposes of the data legislation. The process for
control is detailed within this procedure
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2A.1.3 Members, employees and any person carrying out work for or on behalf of the Institute will
provide co-operation, assistance and access to personal data to any person in the service of the Information Commissioner in the lawful conduct of their responsibilities under the regulations.
2A.2 Institute legitimate parameters for data The Institute will obtain, hold and process personal data for 2A.2.1 the recording of data relevant to membership including that at renewal and grade
change; 2A.2.2 the purposes of maintaining contact with members; 2A.2.3 the transmission of Institute and other information, e.g. journal, documents,
marketing etc. which as a member the person is entitled. 2A.2.4 any requirement placed on the Institute by virtue of any statutory provision(s) 2A.2.5 any application made via the Institute by a member to any other body with whom
the Institute has such an arrangement. 2A.2.6 providing confirmation of membership and status 2A.2.7 the recording of the data of those who are employed by the Institute, or who apply
for employment 2A.2.8 the purposes of their employment, employees where the Institute has a duty or
legal obligation to hold such data. 2A.2.9 any 3rd party whose data is obtained in the furtherance of a contract with the
Institute, or as provided by the 3rd party in a request for information or assistance from the institute in relation to any of its functions.
2A.3 Data protection officer (DPO) The Institute does not meet the threshold to require a DPO however it will appoint a single
point of contact (SPC) for DPO relevant requirements which will be provided to the Information Commissioner’s Office. The control of data operations is with the Institute Office Manager with oversight by the President or his/her appointee.
2A.4 Data transparency
Every applicant, member and employee will be provided with a privacy notice and information sheet (see below), which will contain a summary of the personal data and purposes for which it is held, processed or shared.
2A.5 Legitimate/Lawful basis for holding/processing personal data
The Institute has the following Constitutional or procedural basis for obtaining, holding and/or processing data either directly from the data subject or by way of information received.
2A.5.1 on application to become a member of the Institute, required information to identify the applicant and their qualification to be admitted as a member.
2A.5.2 as a member of a private company limited by guarantee registered with Companies House to ensure the data required to be held to satisfy the requirements of Section 113(1) & (2) of the Companies Act, 2006 is maintained.
2A.5.3 on application for employment, the required information to confirm identity of the applicant and details of their background to allow determination of their suitability for the position.
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2A.5.4 during employment data that the institute is required to maintain to comply with any provisions of employment law, taxation and other purpose connected with the employment
2A.5.5 on engaging in a contract with the Institute or as a requestor for information, advice or consultation in regard to any of the functions and services provided by the institute.
2A.5.6 to ensure that the data subject is provided with all the information that they are as a member or employee, required by legislation to receive from the company.
2A.5.7 to provide the materials and information that are available and form part of the membership or employment entitlement.
2A.5.8 the data held or processed has resulted from the application of the Institute’s functions e.g. complaints, references or discipline.
2A.6 Notes on lawful basis for processing data
Article 9 of GPDR lays out the lawful basis for processing data at least one of which must apply whenever processing personal data:
Consent: the individual has given clear consent for the process of their personal data for a specific purpose(s).
Contract: the processing is necessary for a contract the Institute has with the individual, or because they have asked us to take specific steps before entering into a contract.
Legal obligation: the processing is necessary because we have to comply with the law (excluding contractual obligations).
Vital interests: the processing is necessary to protect someone’s life. Public task: the processing is necessary to perform a task in the public interest or for our
official functions, and the task or function has a clear basis in law. Legitimate interests: the processing is necessary for the Institute’s legitimate interests
or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. (This cannot apply if you are a public authority processing data to perform your official tasks.)
Contractual Obligation, Legitimate Interest and Consent
The Institute lawfully processes the personal information of an individual based upon contractual obligation, legitimate interest or consent. When consent is required for processing, it must be explicit, freely given, informed and, in relation to Special Category data, specific. The Institute is committed to processing personal data in a fair and transparent manner.
In those circumstances where consent is applied as a legitimate condition for processing: a. The Institute will clearly and explicitly inform the data subject of the anticipated processing activities at the point of collection (for example, membership application, or when first contact is made if the personal data was not received from the individual). b. Provide the opportunity for the data subject to consent before undertaking the specified activity, the form or request should contain the provision.
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c. Include simple means by which the data subject can exercise their right “to be forgotten” at any time, should they wish to withdraw consent. d. Personal data that id the subject of any consent will only be processed in accordance with the activities to which the individual has consented.
If an individual wishes for personal data to be disclosed to a third party, such as a family member, they need to notify this in writing. In writing could include by email or messaging so long as it is possible to confirm the identity of the data subject. Any verbal wish by the data subject must be confirmed in writing before action is taken upon the request Disclosure of any personal data to a third party must be necessary within the original purpose for which the information was collected and, subject to none of the exceptions, be undertaken with the data subject’s consent.
2A.7 Responsibilities for data management 2A.7.1 Council The Council has the overarching responsibility for ensuring that the Institute has appropriate
data protection compliance. Implementing of, and compliance with the policy and procedures is delegated to the Management Committee.
2A.7.2 Management Committee
Members of the Management Committee have overall responsibility for ensuring information is handled according to the policies and processes set out by the Institute and promoting staff compliance. It will receive a report from the appointed SPC
annually on the state of data compliance and, as soon as practicable on the conclusion of any enquiry undertaken in relation to a
data protection incident or occurrence.
2A.7.3 Employees and others All employees, contractors and persons working for or on behalf of the Institute must treat personal data as strictly confidential, in accordance with data protection law. The Institute policy and procedures do not form part of the formal contract of employment, but it is a condition of employment that employees or others engaged by or for the Institute abide by the provisions of these documents. Failure to act in line with the provisions may result in disciplinary action.
Data protection training is provided to the employees who have control of these functions and any other person who may be required to access personal data will be instructed on the requirements of this and any other procedure. Identified role specific training will be provided.
2A.7.3.1 Arrangements for access to personal data required by contractors or employees of external organisations must be subject to a suitable contract. Terms of the contract should incorporate requirements on following the Institute policies and processes when handling personal data. The contract arrangements should protect and indemnify the Institute against the improper use of personal data.
2A.7.3.2 Where In the course of their work, employees and contractors have access to any personal data held by or processed by or on behalf of the Institute and, they have concerns about
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data handling, or should they believe the policy and procedures, or the contract provisions have not been followed, they should raise the matter with the line manager. The line manager should document the conversation and outcome, reporting it to the SPC or in their absence, the President or his/her nominee at the earliest opportunity.
2A.8 Consent The Institute will acquire consent initially through its forms of application for membership or employment or engagement to undertake work on behalf of the Institute. Once confirmed as a member or employee the contract associated with that status entitles that person to all the information that the Institute sees fit to provide to them that is to their mutual benefit.
2A.9 Notes on the rights of data subjects under GDPR
The rights of data subjects in the processing of their data are provided by the regulation. These are highlighted in Institute Procedure 2 and are one of the cornerstones of date regulation. All members, employees, persons undertaking work on the Institutes behalf and contractors need to clearly understand the position as failing to exercise regard for these can result in regulatory and/or disciplinary action. The following is general guidance to these issues
In addition to any written information to data subjects, the Institute will provide individuals with this information by provision of the GDPR policy online both externally and internally and in privacy notices on our website.
Non-application to references. By virtue of the provisions in Schedule 2, Part 4 of the Data Protection Act, 2018 (Restrictions based on Article 23, GDPR) the following GDPR provisions, referred to as “the listed GDPR provisions” are restricted – Information to be provided to a data subject that has been provided by the data
subject [Article 13(1) to (3)]; Information to be provided to a data subject that has been collected from other
than the data subject [Article 14(1) to (4)]; Information to be provided to a data subject on confirmation of processing,
access to data and safeguards for third country transfers [Article 15(1) to (3)] Article 5 (Principals relating to the processing of personal data) so far as its
provisions correspond to the rights and obligations provided in the above 3 instances.
Paragraph 24 of Schedule 2, Part 4 of the DPA provides that the above restrictions apply to personal data consisting of a reference given (or to be given) in confidence for the purposes of the data subjects-
Education, training or employment or prospective education, training or employment,
Placement or prospective placement as a volunteer Appointment or prospective appointment to any office, or Provision or prospective provision of any service
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2A.10 Data subject rights provided by GDPR
2A.10.1 The right to be informed
The Institute is committed to processing personal data in a transparent manner. A privacy notice is to be held on the website. At a data subject’s first point of contact they should be provided with our processing information and about how to exercise their rights
Privacy information will be provided in an accessible form, using clear and plain language. The President or his nominee will approve drafting of material containing this information. (See Privacy Notices below)
To ensure that consent for any disclosure of personal data to a third party, the Institute will keep records of all such disclosures.
2A.10.2 The right of access
Data subjects have the right to receive
o confirmation that their data is being processed
o a copy of, or access to, their personal data, and other supplementary information regarding processing (including the purposes of processing, categories of personal data involved),
o the recipients of any disclosure,
o retention periods for personal data, and the existence of automated decision-making and profiling that exist.
This information is provided free of charge. The response to the initial inquiry must be given no later than 30 days of receipt of the request, or the date of receipt confirming the identity of the requestor.
Subject access requests should be passed to the Office Manager, or in their absence, the person presently in charge of the Institute office.
2A.10.3 The right to rectification
There is a right to have personal data rectified if it is inaccurate or incomplete.
If any personal data has been disclosed to a third party that is inaccurate or incomplete they must be informed of the rectification without undue delay.
The data subject should be informed of the third parties to whom the data has been disclosed.
In any event, the rectification must take place within 30 days of receipt of the request, or the date of receipt in confirmation of the identity of the requestor.
If, as a result of a rectification request, further checks are to be carried out, the personal data will be held ‘restricted’ until the outcome of the enquiry.
Before a request for rectification can be undertaken, the identity of the person making the request, or of guardianship if they are not the data subject, will be required. A record will be made of the request.
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The data subjects employee HR file / Membership file will be populated with the records of all rectification requests and their outcome.
2A.10.4 The right to erasure
The erasure of data, also known as ‘the right to be forgotten’, enables an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
On receipt of a request to erase personal data, removal of the data will be performed by an authorised member of the Institute Office team, under the direction of the SPC.
Before a request for data erasure can take place, proof of the identity of the person making the request, or of guardianship if they are not the data subject must be provided.
The personal data of the subject must be erased where:
a. It is no longer necessary in regard to the purpose(s) for which it was originally processed.
b. When the individual withdraws their consent.
c. When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing.
d. Where the personal data was unlawfully processed (i.e. otherwise than in breach of the GDPR).
e. It is necessary in order to comply with a legal obligation or order.
If the processing causes damage or distress, it is likely to make the case for erasure stronger.
If the personal data in question has been shared with any third parties, they must also be informed of the erasure of the personal data.
Erasure requests should be completed within one month of receipt, or receipt of proof of the identity of the requestor.
The employee HR file / Membership file will be populated with the records of all erasure requests and their outcome.
2A.10.4.1 Refusal of right to erasure
In the following circumstances the right to erasure does not apply to the extent that process is necessary -
For exercising the right of freedom of expression and information;
To comply with a legal obligation or for the performance of a public interest task or exercise of an official authority;
For public health purposes in the public interest provided in Article 9(2) and (3) of GDPR;
Achieving purposes in the public interest, scientific research, historical research or statistical purposes; or
The exercise or defence of legal claims.
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Where a request to have data erased has been exercised, the President or his nominee will be advised.
If an applicant, member or employee seeks to exercise the right to erasure they should be advised that a request for the removal of certain items of their data could be incompatible with their membership or employment.
2A.10.5 The right to restrict processing
When a data subject requires processing to be restricted, the effect permits storage of the personal data, but it cannot be further processed. We are allowed to keep enough information about the individual to ensure that the restriction is respected in the future.
The requirement restricts the processing of personal data to the following circumstances:
a. When an individual contests the accuracy of the personal data, the processing will be restricted until we have verified the accuracy of the data.
b. When an individual has objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and you are considering whether the Institute’s legitimate grounds override those of the individual.
c. When the processing is unlawful, but the data subject opposes erasure and requests restriction instead.
d. Where we no longer need the personal data but the individual requires the data to establish, exercise or defend a legal claim.
On receipt of a request to erase personal data, removal of the data will be performed will be performed by an authorised member of the Institute Office team, under the direction of the SPC.
Before creating the restrictions, proof of the identity of the person making the request, or of guardianship if they are not the data subject, will be required for the restriction.
Where the data subject has obtained a restriction of processing, the responsible person for the controller must inform that person before the restriction is lifted.
If the personal data in question has been shared with any third parties, they are to be informed about the restriction of processing and the date.
The employee HR file / membership file will record all restriction of processing requests, and their outcome.
2A.10.6 The right to object
Data subjects can object to processing based on: legitimate interests, or the performance of a task in the public interest/exercise of
official authority (including profiling);
direct marketing (including profiling); and
processing for the purposes of scientific/historical research and statistics.
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Where an individual objects to the processing of their personal data based on any of these grounds, processing must stop unless:
a. it can be demonstrated there are compelling legitimate grounds for the processing that override the interests, rights and freedoms of the individual; or
b. processing is for the establishment, exercise or defence of legal claims.
Where an objection is received, there will be an immediate restriction on processing the personal data.
If a decision is necessary regarding whether or not to stop processing, the President or his/her appointed nominee will give this.
Any determination will be made no later than 1 month from receiving the request, or proof of the identity of the person requesting.
The individual, or their guardian, may be required to provide proof of identity before an objection can be addressed.
When the objection relates to processing personal data for direct marketing purposes, o processing must stop as soon as an objection is received.
o there are no exemptions or grounds to refuse.
o should such a request be made there will as soon as possible, be action to restrict the personal data and stop processing;
o no determination will be necessary.
o requests to stop processing for direct marketing purposes will be dealt with by the Marketing & Events Co-ordinator.
The employee HR file / Membership file will record all objections to processing and the outcome.
2A.10.7 Rights in relation to automated decision-making.
The institute does not undertake automated decision making
2A.10.8 The right to data portability
The Institute functions do not include data portability
2A.11 Privacy notice
Any notice that is used will, in addition to any information relative to that notice, have the following as the basic statement:
o Name of the Institute
o What will be done with personal information they provide
o Who we may share the data or parts of the data with
o A summary of the rights as data subjects
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o A consent statement
The form of approved privacy notices will be maintained in the Institute office.
General privacy statements will appear on –
o All application forms created by and provided to applicants
o Appropriate page on the website 2A.12 Special Category Data The Institute may require, or come into possession of, data that is deemed ‘special
category’ when it has been: Provided during any application for membership Provided in any application for employment or Part of a reference required to be provided for either of the above, or From any communication by a third party or As a result of any disclosure or discovery by the Institute.
2A.12.1 Any special category data will be classified as ‘Strictly Confidential’ and any file and
material, electronic or in any other medium will be marked or locked and indicate who is authorised to have access to that information.
2A.12.2 Control of access will be via the SPC and access will normally be:
Members – The President, Vice President Membership and relevant members of Membership Section.
Employees – The President, Selection and/or interview panel
2A.12.3 In relation to any disciplinary action in regard to the above, access may be afforded to an
appointed Investigator, a discipline panel and an appeals panel. Such access will be only for so long as it is necessary to undertake the function being exercised
2A.12.4 Nothing in these provisions will prevent the access to the data by any investigatory or
enforcement body and their officers who have lawful authority to request the production of the data.
2A.12.5 There are restrictions on disclosure to a data subject of the information that falls within the
provisions in Schedule 2 Part 4 of DPA. These are detailed in 2A.9. In particular these restrictions refer to confidentiality of material in references on the data subject.
2A.13 Institute Policy
In accordance with the Institute’s Policy statement in relation to Special Category Data, for the purposes of Article 9 of General Data Protection Regulation and Section 10 and Schedule 1 of the Data Protection Act, conduct of the management and processes for such data will be according to the following sub-paragraphs.
2A.13.1 Special category data – Children
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The Institute does not routinely process personal data in relation to children (those under 16 years of age per the UK designation of a child).
2A.13.2 Special category data - Health
Members – The Institute is unlikely to process any information in relation to the health issues of its members. If an occasion arises when the illness of a member is brought to attention, either by that member or from any other source, any action advising the membership of the information must be with consent of the member, or their representative.
Employees – Information provided by the employee either at the time of appointment or
subsequently will be retained only for so long as the information is relevant for the safety and well being of the employee or in exercising any employment responsibility of the Institute.
2A.13.3 Special category data - Previous convictions
When a member or employee; (a) provides information on convictions that are relevant to their admission or
employment, or (b) a third party provides such information, or (c) there is a discovery or disclosure of such information, and the convictions are not spent for the purposes of the Rehabilitation of Offenders Act 1974, then after due consideration in regard to the purpose for which they were provided, the data will not be processed further.
The data will be held for such period as the conviction; (a) remains unspent, or (b) there is a legitimate or lawful requirement to retain that information and the member or employee has such a position within the Institute.
2A.13.4 Special category data – other defined information The Institute does not routinely process any of the other categories of ‘special category’
data. 2A.14 Special category data – withdrawal/refusal of applications In the case of any unsuccessful application, either for membership or employment, where
any special category information has been provided that data will be retained: (a) for no longer than the membership/employment file to which it relates is required to be
maintained, or (b) on application by the data subject for the data to be expunged during its period of
retention. 2A.15 Basis for sharing and/or disclosure of personal data
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Where circumstances are appropriate, the Institute may share or disclose personal data. This will be with the data subjects consent prior to the sharing or disclosure. However, there are circumstances where prior consent will not be sought.
2A.15.1 Without the data subjects consent, personal data will only be shared or disclosed in the
following circumstances:-
where it is in the vital interests of the data subject or another person. where the subject lacks capacity and the data is being shared with a legal guardian. by order of a court or for the purposes of prevention or detection of crime. when the Institute seeks legal advice or representation. for the purpose of providing a confidential reference in the interests of the data subject. in order to comply with a legal obligation or by order of a court.
2A.15.2 If personal data is to be used for a legitimate business purpose by a third party, it must be
made anonymous before transferring.
o Where this is not possible, the data subject or subjects will be informed at the point of collection that their personal data will be used for that purpose.
o Special category personal data will never be shared for the purposes of legitimate business interest
2A.15.3 When the Institute shares information with partner organisations regularly and it is
necessary to share personal data with these organisations, data subjects will be advised of that prior to the sharing taking place
2A.15.4 There must be a data sharing agreement in place when the Institute shares personal data
with partner organisations. The Institute will ensure that the agreement provides that all necessary precautions to ensure the security, integrity and proper treatment of personal data is carried out in an appropriate manner.
2A.15.5 When personal data is shared with a data processor, an appropriate contractual agreement must be in place which specifies how personal data can be processed, for what purpose(s), and under what security conditions. Such a contract must set out the obligations of both parties and provide indemnification of the Institute against any risk in the case of the misuse of personal data by that contracted processor and, as appropriate, his employees and agents.
2A.15.6 All data sharing activities must be subject to a privacy impact assessment and reviewed against that periodically.
2A.15.7 Records will be maintained of all data sharing and disclosures and, any data sharing requests. This will include the conditions for sharing or disclosure, and the outcomes of such activities.
2A.16 Lost or stolen data and breaches 2A.16.1 Any person who
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discovers a breach or the loss or theft of any personal data; or
believes that personal data provisions have been breached or, that personal data has or may have been lost or stolen.
Will, without delay, inform the Office Manager or, in their absence, the President or his/her nominee.
2A.16.2 Upon receipt of a report in relation to the above, the Office Manager will immediately
o Advise the President or his/her nominee
o Inform the SPC, if not one of the above
o Obtain information as to the nature and extent of the breach, loss or theft and determine if there has been a breach of either the Institute Policy and/or procedure and does it contravene data protection legislation.
o Where the Institute has the duty, make a report with the information that is requested, to the Data Commissioner within 72 hours of the discovery.
o Take action, where necessary, to prevent the further breach, loss or theft by that source.
o Liaise with the relevant data subject(s) where the breach may cause serious loss or harm to them.
o Secure all files and data that is the subject of the report.
o Complete notification of the data breach report and record.
2A.16.3 To comply with the principle of accountability all breaches will be recorded. Where a breach does not require a notification record, there will be recorded:
o Date and time
o Facts of the breach
o Effects and consequences
o Remedial actions taken (if applicable)
o Reason(s) for action taken
o Reasons for non notification where applicable
2A.17 Data/Information deletion trail
Where data is being stored electronically the Institute Office will hold an audit list that advises them of the located places of all personal data so that at any time when the data is to be deleted, a check can be made to ensure all data locations have been examined and cleared. The deletion of data or information must be recorded and this maintained in accordance with the procedure for retention and disposal of documents
The person who is tasked with the removal of either electronic or documented personal data will ensure that all identified locations have been examined and cleared. Failing to
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undertake this task could result in disciplinary action, or in the case of a contractor, action in accordance with the terms of the contract.
2A.18 Devices used for / on Institute Business Numerous types of devices are available for the processing of data and the legislation
requires that the Data Controller has a responsibility to ensure that data is always kept securely whilst it is being processed and held and, that the possession is a subject clearly understood and followed by those with or having access to the data. To address this issue, the following processes are to be followed:-
2A.18.1 Devices that are the property of the Institute, either office based or portable are to be
encrypted. The device will also be password protected from the point of start up. 2A.18.1.1 The Single Point of Contact will maintain a record of the devices owned by the
Institute, which will be available to the Data Controller or any person acting on their behalf.
2A.18.1.2 Only devices authorised and recorded for use outwith the Office will be removed from the office. There will be a record kept of the authorisation.
2A.18.1.3 Any device being sent for repair from the office or, undergoing maintenance or repair on site, will be examined to ensure all files are downloaded and any data accessing software removed, unless the equipment is under constant supervision by a member of staff.
2A.18.1.4 The above requirement does not apply to a repairer where the Institute has a contract in the terms required by the data protection legislation
2A.18.2 Devices that are not owned by the Institute but used to maintain contact and/or conduct
work on the Institutes behalf must be password protected. 2A.18.2.1 The Single Point of Contact will be advised by all those who have personal devices
used by them on Institute business of the details of the devices in use for these purposes.
2A18.2.2 Any change in the device, or contact transfer of institute accounts and files to further device(s) will, without due delay, be reported to the Single Point of Contact.
and in either one of the provisions above 2A.18.3 No device should be left logged on or open when the user is absent from the device. 2A.18.4 No personal data or documents that contain personal or confidential information is to be
downloaded and left in a device drive without authorisation. 2A.18.5 In using any device, whether the Institute’s property or personally owned, by which to
conduct Institute business the holder of that device has a personal responsibility for its security and the security of access to its contents, which can extend to a breach of data protection law in addition to a breach of the Institutes policy or procedures
2A.19 Devices lost / changed
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2.19.1 In the event of the loss or theft of a device that is owned or used on the Institute behalf, and has an Institute account loaded, the holder of the device must without due delay inform the Institute office.
2.19.1.1 The person reporting should indicate if the loss was a destruction or damage to the device such as to render it incapable of its contents being accessed
2.19.2 Where a personal device that has an Institute account loaded is for any reason changed, or damaged or for any other reason requires its repair, the Institute Office must be advised –
2.19.2.1 in the case of a change, that the device has been cleared and returned to factory setting .
2.19.2.2 if the Institute account has been transferred to the new device. 2.19.2.3 of the details of the new device to allow the Institute record to be updated. 2.19.2.4 in the case of damage, or fault requiring repair, that the Institute account has been
removed before consigning for repair, unless the equipment is under constant supervision of the device holder.
2.19.2.4.1 the above requirement does not apply to a repairer where the Institute has a contract in the terms required by the data protection legislation
2.19.2.5 if the account has not been removed, the steps taken to prevent access during its time outside the holders possession
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PROCEDURE 03 COUNCIL STRUCTURE AND RESPONSIBILITIES 3.0 Council Structure and Responsibilities
3.1 Overview The Council of the Institute of Explosives Engineers is the executive body elected by the membership to deal with policy and the main business issues, which arise in every Institute year. The Constitution provides for sections to be established to assist Council, and these sections when formed and working are accountable to Council for their activities. The Council will comprise of the following officers: -
President Vice Presidents elected by Council’ being a head of the following sections currently
established: - Membership Legal and Compliance Education and Training Affiliations
Vice Presidents elected by Council to act without portfolio Immediate Past President (or where that is not possible, a past president invited by Council) and A number of representatives of the membership so that Council is not less than 10 and does
not exceed 20 in number. 3.2 Purpose/Structure Purpose The number, purpose and composition of sections for the ensuing session will be reviewed and decided upon at the Council meeting prior to the day of the Annual General Meeting. The Council may at any time revise that decision where it is necessary for the proper and efficient operation of the Institute. Structure
All section heads are to be elected as Vice Presidents by Council The structure of such section is as laid down in the individual Procedure(s) applicable to that
section Section Members can be made up of Council Members or Co-opted Members to give
specialised assistance It has been and is likely to remain a rare eventuality that Section Heads will have to seek
support from outside the Institute, but this option is available to them. 3.3 Responsibilities of Section Heads Each Section Head is responsible for:
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Organising and conducting the business and affairs of his/her section Reporting regularly to Council and seeking approval as necessary Providing specialist assistance and advice within his/her section’s subject sphere Preparing a statement or short article on aspects of the section’s interest or concern when
required Providing any update as required of his /her section’s activities and progress to the Council
Meeting Providing a submission for the annual report presented at the Annual General Meeting of
the Institute on behalf of his/her Section 3.4 The Management Committee The Management Committee will be comprised of those Members of Council who hold the office of:
The President, as appointed by Council from the Vice-Presidents The Vice Presidents, appointed by Council The Immediate Past President, or where that person is unable for any reason to fulfill that
office, a past president invited and elected by Council for so long as they hold that office Subject to there being no constraints on their holding such an appointment, members of the Committee will be registered as Directors of the Institute of Explosives Engineers limited. Notwithstanding any provision of the Companies Act to remove a director, when a director ceases to be a member of the Management Committee, then their appointment as a director will end and the Registrar of Companies will be requested to remove their name from the list of company directors. The Institute will insure its directors against actions brought against them, either as individuals or a body corporate in accord with the provisions in the company articles. 3.5 Procedure for Election to Council 3.5.1 Term of Office All members of Council, with the exception of the Immediate Past President, are elected for a two-year period. Any person so elected may stand again for re-election at the end of this period. The term of office for the President, Vice-Presidents and other members of the Council shall commence at the beginning of the Session following their election and end at the beginning of the next following Session at the termination of their period of office. 3.5.2 Council Officers
The President and Vice-Presidents due for election for the next ensuing term of office will be elected by the Council from amongst its members at the last meeting of that current session. The result will be notified to the members following that meeting.
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Members of Council wishing to be considered for the office of President (subject to the qualifying criteria) or a Vice President must submit an application when the vacancy either by tenure or any other reason is notified. Any application must be received by the specified closing time and date. 3.5.3 Council Members There will be an election for members of Council where the number of nominations submitted exceeds the vacancies that arise in that year.
3.5.3.1 Any election of members of the Council will be by a postal, email or electronic ballot of all those members of any and every grade of membership within the Institute who are entitled at that time to vote.
3.5.3.2 The Council will select the date for the return of the ballot papers.
3.5.3.3 The form and content of the ballot papers shall be determined by Council. (See Appendix D)
3.5.3.4 Any person who is co-opted by Council will not be included in the numbers which constitute the membership of Council.
3.6 Timescales The Timetable for council selection/election will generally be as follows: For Office holders
Council will elect, subject to tenure expiry, the President and Vice-Presidents for the next session at the last Council Meeting before the date of the Annual General Meeting.
These appointments will be notified to the Members of the Institute by the administration office.
For Council members Requests for nominations to Council to replace Council Members retiring after their time of
office or for vacancies that exist will be circulated with the December Journal. Not less than 4 weeks will be allowed for return of nominations
The Institute administration office will process the nominations, and report the details to the Council members immediately following the closing date.
In the event that the number of nominations require an election, the office will – o Advise the Vice President Legal & Compliance, who will invoke the electoral process. o send out ballot papers not more than 2 weeks after the nominations closing date
and with a closing date not less than 4 weeks prior to the Annual general meeting. A minimum of 4 weeks will be allowed for return of ballot papers The result of the ballot will be reported at the Annual General Meeting. In the event an election is not required, Council members will be advised of the nominees,
and the process for confirmation in 3.8.6 will be conducted Notwithstanding the above, if on any occasion the timescales above cannot for any reason be accommodated, then the Management Committee may direct that such arrangements as are possible in the circumstances are implemented so as to fulfil the process being undertaken. The Institutes calendar will be populated with the necessary dates to ensure that meetings are arranged to provide compliance with the timescales.
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The Institute administration office will send voting forms to each member of the Institute of Explosives Engineers who is entitled to vote by post and by email to the most recent contact details notified by that member to the Institute administration office. In order for the vote to be counted, the member must insert his/her membership number in the nominated place on the voting form. The voting forms must be returned by post to the address on the form; or by email/electronically to the inbox allocated to the Election Scrutineer by the due date. The Election Scrutineer will have access to a Roll of Members that is up to date at the time of the election. The Roll of Members contains details of those persons for whom the current Institute membership subscriptions has been paid and are entitled to vote. 3.7 Retention and preservation of Ballot Papers 3.7.1 All ballot papers, whether declared valid or void will be retained by the Election Scrutineer
and placed in a sealed and endorsed package. 3.7.2 The package will be forwarded with the result of the ballot to the Administration Office. 3.7.3 The Administration Office will keep the unopened package in secure storage for the period
from the date of the election to the expiry of the year for which the election was held. 3.7.4 The package may only be opened on written instruction from the President and for the
following purposes –
3.7.4.1 To determine any query in regard to any discrepancy of the number of votes cast
3.7.4.2 in the investigation of any irregularity in the ballot papers or their vote.
3.7.4.3 In compliance with any legal requirement made by another investigating body. 3.8 Process for vote counting At the count, in addition to the Election Scrutineer an officer of the Institute, not due to be elected in that year, will be present to countersign the return. Where it is found necessary the Election Scrutineer may have appointed tellers to assist in the count. 3.8.1 Representatives The following Institute Representatives may be present at the counting of votes by the Election Scrutineer. No other person will be present.
A member of Council
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Two further Institute members may be drawn from the total Membership Register, if required
No person specified in the above paragraph who is an observer in an election may be a candidate in that election. The names of all such observers are to be provided to the Election Scrutineer no later than two weeks before the ballot is to be counted. Any observers must notify the Institute Administration Office of their intention to attend at the count; failure to do so may result in the Election Scrutineer refusing them access to the count. The representatives are entitled to observe that the procedures are carried out correctly and may formally raise a dispute to the Election Scrutineer if, in their view, this is not the case. Day of the Election. The Election Scrutineer will take the following steps:
He /she will check each voting slip against the Membership Register provided He / she will seek confirmation of the elector’s validity to vote by checking the membership
number and status of membership subscription with Institute administration office He / she will count the votes cast in favour of each candidate. Should there be an apparent
tie, or a dispute over the count, he / she may carry out up to two recounts He / she will announce the result of the election to those present together with the number
of votes cast He / she will prepare the list of the election results showing the names and membership
number of the Members who have been elected to serve for the next session He / she will certify the return of these results He / she will send the list of names of those elected to the Institute administration office
within three working days of the count 3.8.2 Ties Should there be a tie for any post for which the election was called, the Election Scrutineer must inform the Institute administration office without undue delay. The results of the election will not be ratified until the actions to be taken to resolve the tie have been agreed and implemented. 3.8.3 Disputes Before the result is certified by the Election Scrutineer, if there is any dispute regarding the numbers or validity of any vote cast which cannot be resolved at the time, the Election Scrutineer must inform the Institute administration office without undue delay. The results of the election will not be ratified until the actions to be taken to resolve the dispute have been agreed and implemented. 3.8.4 Declaration of the result(s) The Election Scrutineer will prepare the list of the election results showing the names of the Members who have been elected to serve for the next session. The Election Scrutineer will certify the veracity of these results and will send the results to the Institute administration office for inclusion in the reading papers for the AGM. 3.8.5 Post-Election
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After the election the following actions will be taken:
The Institute administration office will advise the President of the result Council Members will then be notified by the administration office when instructed to do so
by the President Copies will be taken of the results for inclusion in the reading papers for the AGM Institute administration office will notify all candidates of the outcome of the election Successful candidates will be invited to attend at the Council Meeting prior to the AGM Should any voting paper be received after the closing date, the voting paper will be retained
by the Institute administration office and noted with the date received. 3.8.6 Process when nominations do not require a vote by the membership Where on any occasion the number of nominations received does not exceed the vacant seats on Council and no election is required, the following will be undertaken by Council 3.8.6.1 The names of the uncontested nominations will be forwarded to Council members following
the closing date for nominations for their consideration. 3.8.6.2 If member(s) are not content with any nominee, he/she will advise the President as soon as
possible. The President will consult all Council members and if required, convene a meeting to consider that nominee(s).
3.8.6.3 At the conclusion of any discussion a ballot will be conducted when members will signify if
they are content or not with the nominee(s). 3.8.6.5 All nominees will be advised of the decision of Council in respect of their nomination. 3.8.6.6 The decision of Council will be final. 3.9 Council Meetings This procedure applies to the effective running of the Council Meetings. 3.9.1 Institute Administration Office The Institute Administration Office should ensure that the meeting is properly convened and conducted. Should any breach of the Constitution or variation from the form of procedure be seen to be taking place, this should be brought to the notice of the Chair and the meeting. 3.9.2 Council Meeting Quorum A council meeting is convened when a quorum of not less than 7 members of the Council are present either in person or by teleconferencing such that they are able to indicate any vote that is called for. 3.10 General
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Council members should not lose sight of the fact that all members of the Council, apart from the Institute Administration Office, are present voluntarily. They may be utilising their own or their employer's time and may well have been obliged to make long or awkward journeys to attend the meeting. The time spent together is therefore valuable and it is important for all members of the Council to ensure that the meeting proceeds in a business-like manner and they should therefore conduct themselves appropriately. 3.11 Procedure for Teleconferencing Should a Council Member seek to participate in a formal Council meeting by use of a teleconferencing facility then the validity of that meeting shall not be negated or affected by the absence of the individual in person. Should a Council Member intend to take part in a meeting by teleconferencing they should inform the Institute Administration Office in advance of his/her intent to do so. Should a Council meeting be taking place in which one or more Members are taking part by teleconferencing and a request to vote on a particular issue is made, any Member taking part by teleconference may register his/her vote by making his/her choice known. This vote shall be valid and shall be recorded by the Secretary, with this record being formal recognition of the vote. Participants in teleconference calls should bear in mind the following: -
Join on time Identify yourself clearly Behave as if every participant was present in person Ensure that you know who is chairing the meeting and follow his/her lead Follow the agenda Be courteous to other participants Remember that phone lines may be open to eavesdropping The member(s) present at the meeting venue should have due regard for those who are
using teleconferencing and not present in person 3.12 Proxy Voting at Council meeting Any person entitled to vote at a Council meeting may nominate a proxy to vote on his/her behalf. Such a nomination must be made known to the Institute Administration Office by any effective means, in advance of the meeting. Should a vote be taken at a Council meeting on any topic save potential dissolution of the Institute, a proxy vote made by one person on behalf of another shall be a valid vote and recorded in the minutes as such. The proxy must vote in accordance with instructions made by his/her appointee where these instructions have been given. Should no instructions be given, the proxy may use his/her discretion on how to cast any vote that may be called.
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A proxy vote shall not be counted towards a quorum for the meeting but shall be merely a means of ensuring that the view of a Council member is recorded. 3.13 Conduct of Council Meetings 3.13.1 The Chair Each meeting shall have a Chairperson. The Chairperson would normally be the President, or in his/her absence, one of the Vice Presidents. In the absence of all Vice Presidents, the Council should appoint one elected member to chair the meeting. 3.13.2 The Agenda
The meeting will follow the agenda, which will have been previously published and distributed in accordance with the Institute’s procedures. 3.13.3 The Meeting Process The Meeting will take the following steps: -
The Chairperson will work through the agenda in order unless a proposal by any member of the Council is approved to take any particular item out of order
The Chairperson will choose each item for discussion. He / she has to ensure that all members who wish to speak on the matter are given an opportunity to do so. It is his / her responsibility to ensure that everybody is given an equal opportunity to voice their opinions on the subject. If the topic requires a decision, the Chairperson should sum up the opinions and ask for proposals
Any proposal made shall not be voted upon unless that proposal has first been seconded. If any alternative proposals are made or any amendments to any of the proposals are followed by a proposer and a seconder, these shall be voted upon by Council in reverse order i.e. the last proposal is voted upon first
Formal and valid decisions must be made by a quorum For this purpose, a quorum shall consist of seven elected Council members. Each member
may cast a valid vote either in person at a meeting, by proxy notified in advance of the meeting to the Institute Administration Office, or by clearly stating his view should he be contributing to the meeting by telephone link
Unless otherwise provided, on any particular subject matter the vote will be taken on a simple majority. The proposal will only be adopted if it receives a majority vote
Once a decision has been formally taken, whether unanimously or by majority vote, that decision represents the policy of the Council for the time being and is to be accepted and acted upon by all the members of the Council, when communicating on behalf of the Institute
3.14 Notification of Meetings 3.14.1 Calling Notices
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A Calling Notice detailing location, time and place of the next Council Meeting will be sent out by the Institute Administration Office to all Members of Council twenty one days before the day of the meeting. 3.14.2 Calling Notice Content The Calling Notice will
Ask addressees to confirm whether or not they will attend, and if so whether in person or by teleconferencing
Remind Section Heads to provide any relevant reports Ask for any agenda or any other business items Provide a date by which the above should be provided by
3.15 Reports and Reading Papers Reports or discussion papers, which Council Members require to be sent out prior to the meeting, should be sent to the Administration Office no later than fourteen days prior to the meeting.
Reports and discussion documents should be clearly marked to indicate whether they are for information, for discussion or require to be voted upon.
The Institute Administration Office will send (by email) notice of the uploading to the server of these reports/discussion documents, final agenda together with the draft minutes of the previous Council Meeting to Council Members prior to the meeting.
A copy of any papers received within 48 hours of the meeting will be handed out at the meeting.
The Institute Administration Office will prepare any necessary printed copies of the documents distributed to Council which will be available at the Council Meeting
3.16 Minutes 3.16.1 Recording the Minutes The proceedings of the meeting shall be recorded by the Institute administration office. The minutes should generally be a précis of the matters under discussion except that the exact wording of any motion proposed and the names of the proposer and the seconder are to be recorded. If a vote is taken at a meeting, the minutes should record both the numbers voting for and against the proposal, together with any abstentions. For any vote, any voting member may ask to have his name recorded together with the manner of his vote; this shall then be recorded in the minutes. 3.16.2 Draft of the Minutes A draft copy of the minutes shall be submitted by the Administration Office to the Chairperson of the meeting concerned as soon as possible after the meeting, for his/her considered opinion and approval. Copies of the draft minutes should be issued to all Council Members within seven days of the Council Meeting taking place. The draft minutes will then be proposed and seconded at the next Council Meeting. 3.16.3 Approving the Minutes
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These minutes remain draft and confidential to Council members until such time that they are approved by formal motion, as described above, or amended accordingly, at the next Council meeting. Until such time as the minutes are approved, they should only be regarded as a guide to what took place at that meeting. Once the minutes have been approved they are available for inspection by any member of the Institute and will be uploaded to the Members Area of the Institute website.
3.17 Responsibilities of Management Committee and Council members for procedures 3.17.1 Management Committee The Management Committee is responsible for determining the requirement for a written Institute Procedure on any issue relating to the Institute and is subsequently responsible for the issue, review, control, and ultimately cancellation, of that Procedure. The Management Committee is to follow the process described in this procedure. The Management Committee also sets the review period if it is to be some other period than 3 years. 3.17.2 All Council Members Any Council member noticing, or believing there to be, an error or deficiency in an Institute document, should notify the Section Head of the Legal and Compliance of that fact without undue delay. 3.17.3 The Owning Section Head The Section Head is responsible for
Writing, or organising the writing of, the Institute Procedure Peer reviewing the Institute Procedure Submitting it to Council Ensuring Committee’s documents are fit for purpose and comply with the Articles
notifying the Secretary when amendments are required to any of his Committee’s procedures
3.18 Conflict of Interest It is recognised that the individuals who form Council are serving the Institute as well as quite possibly serving the interests of an employer. Where a potential conflict of interest arises between the position taken by the Institute or its section then the member should refer to the Institute’s policy and guidance on conflicts of interest. 3.19 Complaints and discipline relating to Directors, Officers and Council Members Where a complaint is made or information is provided that a Director, any other officer or member of Council of the Institute appears or is alleged to be in breach of statute or regulations, or to be guilty of professional misconduct, negligence in office, or in breach of their duties and responsibilities, the matter will be reported to
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the President, or
if it involves the President, the Vice Presidents. 3.19.1 The President, or, as the case may be, the Vice Presidents, will, determine the nature of the
complaint or information and order an investigation into the circumstances as is necessary. 3.19.2 The President, or Vice Presidents, will decide whether or not the nature of the matter to be
investigated requires that the person involved be suspended from the appointment they hold.
3.19.3 If the matter is one that is the responsibility of another body to investigate, (Companies
House, Police etc) then the matter will be referred directly to that body. The Institute will take no further action, in regard to this matter, until the conclusion of the other body’s enquiry and decision.
3.19.4 The President, or Vice Presidents, will appoint from Council a suitably competent member to
conduct the enquiry (the Investigator). The person(s) appointing will take no further part in the matter unless a discipline panel is convened.
3.19.5 The President, or Vice Presidents, will appoint a Vice President to be the supervisor and
single point of reference for the Investigator and their team. 3.19.6 The Investigator will cause the details of the complaint, allegation or information to be
recorded in the Institute register and allocated a reference number. 3.19.7 The Investigator may seek assistance from other members of council as may be required.
They will conduct an enquiry into the matter, obtaining the evidence and any other relevant material and report the conclusions to the officer appointing him/her.
3.19.8 The following procedure will be followed during any investigation: 3.19.8.1 The Investigator should urgently test the complaint or information to establish that
there is merit in the matter. 3.19.8.2 The Director, Officer or Council member should be informed, in writing, of the
nature of the matter under enquiry 3.19.8.3 The Investigator will hold a meeting with the Director, Officer or Council Member
and invite that person to make their representations either orally, written or both in relation to the matter subject of the enquiry.
3.19.8.4 The Investigator will allow the person at the meeting to have with them a person of
their choosing who may speak on their behalf if required. 3.19.8.5 The Investigator will ensure an accurate record is made of the meeting, either by
him/herself or by a member of the enquiring team or a member of the Administration Office.
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3.19.8.6 All documents and other material will be retained in accordance with the process for document retention or the duration of the membership of the person in question whichever is the longer.
3.19.8.7 The Investigator and members of the enquiry team are to treat all information and
material during the course of the enquiry as sub judice and discuss the investigation with no other persons other than members of the enquiry team.
3.19.8.8 The President, or Vice Presidents as the case may be, will convene a meeting of
Council and place before that meeting the reports findings for there consideration of the appropriate action. At this stage, the President and two Vice Presidents who have no connection to the matter under enquiry will remove themselves from the meeting.
3.19.9 The Council may decide upon the following course of action: - 3.19.9.1 No case to answer; 3.19.9.2 No further action; 3.19.9.3 The issue of a reprimand and a written warning; 3.19.9.3 Temporary suspension from position for such period as Council deems fit; 3.19.9.4 Removal from position; 3.19.9.5 Expulsion from membership of the Institute provided that this is determined by a
three-quarters majority decision of Council. 3.19.10 The Director, Officer or Council member may appeal against the decision of the Council. 3.19.11 Any appeal lodged will be heard by a panel comprising of: -
3.19.11.1 In the case of the President, the two Vice Presidents not involved with the enquiry and two other members of the Institute.
3.19.11.2 In any other case, the President and the two Vice Presidents not involved with the enquiry.
3.19.11.3 The appeal panel may decide to: - 3.19.11.4 Allow the appeal; 3.19.11.5 Refuse the appeal; 3.19.11.6 Vary by reducing the penalty imposed. 3.19.12 There is no further appeal within the Institute in these instances.
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PROCEDURE 04 MEMBERSHIP 4.0 The Membership Section
This area of the procedures is the remit of the Membership Section whose composition can be found in Part 1 4.1 Terms of Reference This information is located in Part 1 4.2 Duties of the Institute Administration Office in support of Membership Section The duties of the Institute Administration Office in support of Membership Section are to process and pass copies of the applicants’ details to the Membership Section, together with the current Membership Section application review form for completion and return. An active log shall be kept by the Institute Administration Office of all applications made and details shall include relevant process dates along with any reasons for a delay in processing so that the Section Head can take whatever actions are required to prevent delays. The Institute Administration Office shall assist the Membership Section in all areas of related process for applications. 4.3 Membership Membership grades: 4.3.1 Voting Members Fellows Members Technical Members Associate Members No member whose current annual subscription is unpaid shall be entitled vote. 4.3.2 Non-Voting Members Honorary Fellows / Honorary Members (irrespective of having formerly held Voting status as Fellows or Members) Company Members Corporate Members Student Members A Register of all Voting and Non-voting Members is held on the Institute database.
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4.4 Processes of the Membership Section 4.4.1 Processing of Applications for membership of the Institute On receipt of the membership application form and the applicant’s paperwork, the application review form should be completed by each member of the Membership Section as soon as is practicable. The Section Head of the Membership Section should be the last person to review any application, as the Section Head has the final say in the event of any disagreement. 4.4.2 Objections In the event of any objections being raised in writing by any member on the validity of a particular applicant for membership, then the particulars of that application should be raised at the nearest possible meeting of Council, whereupon that person’s application may be discussed and duly voted upon by Council. If such a vote is taken, a single majority decision will determine the action that is to be taken. 4.4.3 Application References The Membership Section is expected to verify and validate, where possible, references that are provided by applicants to check the suitability of each candidate as a minimum in the review process. 4.4.3.1 No applicant will be admitted without suitable references, guidance on which can be found
on the Institute website. Where referees are not supplied, the Membership Section as a whole shall pursue other methods of verification for the candidate in question.
4.4.3.2 Only in exceptional circumstances will a reference from an applicant’s immediate family be
accepted. The section head will ensure that the reason for such a variation is recorded. 4.4.3.3 Where necessary, an interview with the candidate will be carried out by a nominated officer
of the Institute. All investigations carried out into an applicant’s submission should be documented for later audit purposes.
4.4.4 False Information The Membership Section guided by the Section Head will advise Council of any false or conflicting information provided by candidates in support of an application. Any information provided with the intent of misleading the Section shall be duly observed and recorded. The candidate shall be advised of actions taken. 4.4.5 Relevant convictions and other similar criteria In considering any application, where the Membership section is provided with details in relation to these matters the following guidance will be applied. Provisions in relation to special data in Procedure 2A are relevant to this information. 4.4.5.1 the term “relevant convictions” for the purposes of the requirement in Institute Policy 9 and
on application and renewal forms can be expressed as any of the following where they are not regarded as spent for the purposes of the Rehabilitation of Offences Act, 1974 and include -
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Any conviction which would qualify the person to be a “prohibited person” for the purposes of Explosives legislation
Any conviction, which may be considered by an enforcing authority to make the person ‘unfit’ to acquire, keep or exercise control over any relevant explosive or any restricted substance. e,g, convictions for offences of violence, abuse of alcohol or drugs, theft, fraud or offences involving dishonesty or financial irregularity.
4.4.5.2 the weight placed on any particular conviction during consideration by the Institute will take regard to any decision made by the convicting court not to impose a penalty; as in the case of absolute and conditional discharges.
4.4.5.3 where an applicant or member is by virtue of a conviction a ‘prohibited person’ and by application to the courts has that prohibition set aside, consideration will be given to that decision in assessing the relative state of the original conviction.
4.4.5.4 any applicant or member who is, or has been, disqualified on the grounds of a conviction from membership of the Institute will have the decision re-examined as a result of a successful appeal.
4.4.5.4.1 For the avoidance of doubt, in regard to the removal of a prohibition under the Explosives Regulations
The application for removal of prohibited status is not an appeal against the conviction and sentence handed down. It is the decision of the Judge, having reviewed the information on that application, to remove the prohibition in that case.
The conviction remains substantive until a successful appeal is made to the appropriate court. It is therefore discloseable for the purposes of the Institute’s requirement.
4.5 Discrimination, Diversity and Equal Opportunity The Discrimination, diversity and equal opportunity policy will be applied to all applications for membership 4.6 Membership Standards There shall be available membership of the Institute of Explosives Engineers at a number of grades. Any changes or additions to the grades of membership will be formally proposed by Council and will not become valid until ratified at the Annual General Meeting. Application for membership is open to all candidates and entities, such as companies, in the relevant disciplines within the explosives profession. The Membership Section shall verify that the suitability of each applicant’s activity is pertinent to membership. The requirements for admission to each grade and the admission procedure are to be defined in this Institute Procedure, which will be agreed by Council and adopted by the Institute. This document will be made accessible and available to members and prospective members and, upon admission to the Institute, shall be binding upon all grades of member. An application for Membership at whatever grade shall be made to the Institute administration office in the format laid down at the time of application. Application Forms shall be made available for download from the Institute website.
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Applicants will be informed of the result of the application but all grades of membership must be regarded as provisional until formally confirmed by the Institute, and only become final when approved by Council and when final payment of the membership subscription due is received. The Institute may refuse any application for membership and will provide an explanation for that refusal. In the event of such a refusal the applicant may appeal in writing to the Institute. Enrolment within the Institute will not become effective until the applicant’s membership subscription has been paid. When enrolled, a member is to abide by the Constitution of the Institute. 4.6.1 The Constitution In accepting membership, Members undertake to abide by the Constitution, procedures, rules and decisions of the Institute 4.6.2 Conduct and Responsibilities Professional conduct will be in accordance with the following, which will form the Code of Conduct published on the Institutes website. The Institute expects that all members will uphold the following principles – Principle 1 – Honesty and Integrity
a. The Institute of Explosives Engineers expects all Members to act with impartiality, responsibility and truthfulness at all times in their professional and business activities. b. Members should not allow themselves to be improperly influenced either by their own, or others’, self-interest. c. Members should not be a party to any statement that they know to be untrue, misleading, unfair to others or contrary to their own professional knowledge. d. Members should avoid conflicts of interest. If a conflict arises, they should declare it to those parties affected and either remove its cause, or withdraw from that situation. e. Members should respect confidentiality and the privacy of others. They should discharge their professional responsibilities with integrity, particularly with regard to safeguarding information and materials of value to criminals and others less well intentioned than the member f. Members should not offer or take any illegal payment in connection with their professional work.
Principle 2 – Competence
a. Members are expected to apply high standards of skill, knowledge and care in all their work. They must also apply their informed and impartial judgment in reaching any decisions, which may require members having to balance differing and sometimes opposing demands (for example, the stakeholders’ interests with the community’s and the project’s capital costs with its overall performance).
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b. Members should realistically appraise their ability to undertake and achieve any proposed work. They should also make their clients aware of the likelihood of achieving the client’s requirements and aspirations. If members feel they are unable to comply with this, they should not quote for, or accept, the work. c. Members should ensure that their terms of appointment, the scope of their work and the essential project requirements are clear and recorded in writing. They should explain to their clients the implications of any conditions of engagement and how their fees are to be calculated and charged. Members should maintain appropriate records throughout their engagement. d. Members should keep their clients informed of the progress of a project and of the key decisions made on the client’s behalf. e. Members are expected to use their best endeavour to meet the client’s agreed time, cost and quality requirements for the project.
Principle 3 – Relationships
a. Members should respect the beliefs and opinions of other people, recognise social diversity and treat everyone fairly. They should also have a proper concern and due regard for the effect that their work may have on its users and the local community. b. Members should be aware of, and when reasonably practicable minimise risk to their colleagues, employees, and others not in their employment as well the environmental impact of their work. c. Members are expected to comply with good employment practice in their capacity as an employer or an employee. d. Where members are engaged in any form of competition to win work or awards, they should act fairly and honestly with potential clients and competitors. Any competition process in which they are participating must be known to be reasonable, transparent and impartial. If members find this not to be the case, they should endeavour to rectify the competition process or withdraw. e. Members are expected to have in place (or have access to) effective procedures for dealing promptly and appropriately with disputes or complaints.
It is expected that a member follow the overarching and guiding principles published by the Engineering Council:-
Contribute to building a sustainable society, present and future Apply professional and responsible judgment and take a leadership role. Do more than just comply with legislation and codes Use resources efficiently and effectively. Seek multiple views to solve sustainability challenges. Engineering professionals have a duty to abide by and promote high standards of leadership and communication. They should - Be aware of the issues that engineering and technology raise for society, and listen to the
aspirations and concerns of others promote equality, diversity and inclusion
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promote public awareness and understanding of the impact and benefits of engineering achievements
be objective and truthful in any statement made in their professional capacity challenge statements or policies that cause them professional concern
All members of the Institute must conduct themselves in a manner that does not bring the Institute into disrepute; abide by the Constitution, procedures and decisions of the Institute; 4.6.3 Membership Application and Grades 4.6.3.1 The Membership Section, under the guidance of the Section Head, shall have ultimate veto on all applications and what grade is applicable. 4.6.3.2 Applications may be referred to full Council at any stage and the direction given either by subject matter specialists or Council, as a whole shall be used to decide what a relevant and suitable membership grade is for an applicant. 4.6.3.4 The names of all will be entered on the Membership Register. 4.6.3.5 The Institute administration office is to maintain a register of all members and to manage it
in accordance with the Data Protection and Companies legislation requirements. 4.6.3.5.1 The Register will be available for inspection by persons who have a lawful right under
the above legislation. 4.6.4 Appeal against application decisions Any applicant refused membership or a particular grade may appeal against the decision of the membership section. The process for any appeal will be – 4.6.4.1 The applicant must lodge written notice of appeal against the decision, no later than 28 days following the receipt of the letter advising of the refusal, to the Institute Office. 4.6.4.2 The appellant must, at the time of giving notice or within 28 days thereafter make a written submission of the reasons why they believe the original decision should be set aside. 4.6.4.3 The Institute Office will advise the President who will appoint a Vice President not involved in the application to review the appeal in company with an independent Institute member. 4.6.4.4 The appointed review team will advise the President if the decision is to be set aside. 4.6.4.5 If the decision of the review is that the refusal decision is correct, then that will be conveyed to the appellant with an explanation in writing of the reasons for upholding the decision. 4.6.4.6 The appellant will be offered the opportunity to have an appeal hearing before a panel of the President with two members of council not involved in the application. The decision of that panel will be final course open to the applicant in the Institute.
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4.7 Routes for Membership 4.7.1 Civilian Routes to Membership The following diagram charts the course for civilian membership of the Institute 4.7.2 Civilian Membership 4.7.2.1 Relevant Qualifications
APPLICANT Complete application
Checks criteria for membership grade Indicates membership grade applied Has suitable referees
SUBMIT FORM
Member, Technical, Associate
Council advised of decision and to endorse
Office records applicant, checks all documents present, then pass to
VP Membership
Panel amend to appropriate grade
Applicant advised with reasons
Qualifies for membership
Application examined and vetted by Membership panel
Accepted for grade requested
Applicant given right to appeal decision
Not accepted for grade requested
Applicant advised of successful application but
with grade amended
one must be a member
YES
NO
YES
Applicant advised of successful application
Application in regard to application for Fellow, Company or Corporate and student are dealt with under their relevant sections
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The following qualifications are amongst the qualifications recognised as acceptable for membership, and are to be used as a guideline by the Institute as a suitable basis on which, after three years practical experience an applicant would qualify to be considered as a member. BSc degrees in:
Mining Mining Engineering Quarrying Chemical Engineering Electrical Engineering Mechanical Engineering Petroleum Engineering Aeronautical Engineering Chemistry
Post Graduate degrees: For those possessing the MSc Explosives Ordnance Engineering (EOE) or Guided Weapons Systems Course (GWSC) a one year post graduate practical experience is deemed appropriate. 4.7.2.2 Explosives Liaison Officers (ELO) ELOs will be accepted for Associate membership if they have attended and passed an approved ELO course and are actively engaged in and performing the duties of an ELO with an associated Police Authority. If their activity stops or their job function ceases and they are not ‘current’ then their status as Associates will lapse. 4.7.2.3 Police Specialist User Those applicants who have attended a foundation Explosives method of entry (EMOE) course recognised by the National Police Chiefs Council and attained a pass grade will be eligible for Associate Membership. To retain their accreditation they must attend the recognised police continuation courses as scheduled. Failure to do so means they lose the accreditation and the right to Associate Membership. Members are obliged to advise the Institute should their accreditation lapse. 4.7.3 Military Routes to Memberships
Institute Level Criteria Royal Logistic Corps Royal Engineers Corps Royal Marines
& Infantry Fellow Minimum Age: 35
On Application & Consideration by the Council and Members of the Institute of Explosives Engineers
Member Min. Rank Capt./Sgt. Capt./Sgt. Capt./Sgt. Minimum Age: 23 Training ATO / AT Class 1 or
EOD Op 1 Tp Commander / Cbt - EOD Engineer Class 1
Assault Pioneer & Recognised Civilian
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Qualification*
Experience 3 Years as ATO / AT Class 1 or EOD Op 1
3 Years Tp Cmdr / Combat or EOD Eng. Class 1
3 Years as Assault Pioneer
Associate Min. Rank Capt./Cpl. Lt./Cpl. Lt./Cpl.
Minimum Age: 21 Training ATO / AT 2
or EOD Op 2
Tp - Sect Cmdr / Combat or EOD Eng. Class 2
Assault Pioneer Course
Experience On Passing On Passing On Passing Student Min. Rank Lt./L Cpl. Lt./L.Cpl. Lt./L Cpl.
Minimum Age: 18 Training ATO / AT 2
or EOD Op 2
Tp - Sect Cmdr / Combat or EOD Eng. Class 3
Assault Pioneer Course
Experience In Training In Training In Training
* QPTC/EPIC/IExpE Accredited Qualification Military Applicants Required Experience & Training (Continued)
Institute Level Criteria Royal Navy Royal Air Force TA / Reserve Forces
Member Min. Rank Lt. / Chief Petty Officer Flight Lt. / Sgt. As Regular Rank.
Minimum Age: 23 Training Advanced EOD
Clearance Diver EOT 2 Wpns / Eng. Technician Weapons
Equivalent training to that of Regular Counterpart
Experience 3 Years in Explosives Related Posts
3 Years in Explosives Related Posts
Twice that of Regular Counterpart
Associate Min. Rank Lt. / Leading Seaman Flight Lt. / Cpl. As Regular Rank.
Minimum Age: 21 Training
Joint Services EOD Clearance Diving Course
EOT 2 Wpns / Eng. Technician Weapons Course
Equivalent training to that of Regular Counterpart
Experience On Passing On Passing On Passing Student Min. Rank Lt. / Seaman Flight Lt. / Leading
Aircraftsman As Regular Rank.
Minimum Age: 18 Training
Joint Services EOD Clearance Diving Course
EOT 2 Wpns / Eng. Technician Weapons Course
Equivalent training to that of Regular Counterpart
Experience In Training In Training In Training
Note: Minimum age restrictions are currently under review. 4.7.4 Military Membership Guidelines 4.7.4.1 Army
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The following are recognised standards against which all Army applications for membership should be measured. 4.7.4.2 Ammunition Technical Officer Officers shall have attended the ATO Course, which is 15 months long and shall have a minimum of 2 years experience in-trade, thus achieving 3 years total experience. Minimum rank shall be captain 4.7.4.3 Ammunition Technician Candidates shall have attained the rank of sergeant and be qualified Ammunition Technicians possessing the AT 1 or AS1 qualification. They shall have 3 years experience in trade. 4.7.4.4 Special Forces – Demolitions Qualified Staff Badged members of UK Special Forces that have completed and qualified on the demolitions course are eligible providing they have a minimum of 3 years practical experience in the use of explosives in either a conventional demolitions or explosives methods of entry capacity. 4.7.4.5 Royal Engineers – Demolitions and Force Protection Engineering Qualified Personnel Members of the Royal Engineers that are either qualified as demolitions safety supervisors or have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience in the use of explosive and have the minimum rank of sergeant (for non-commissioned ranks) or captain (for commissioned ranks). Royal Engineer officers or SNCOs that have professional civil engineering qualifications are eligible providing they have a minimum of 3 years practical experience of force protection engineering, which includes knowledge of weapons and blast effects on structures. 4.7.4.6 Royal Navy The following are recognised standards against which all Navy applications for membership should be measured. Ship Divers Have a basic knowledge of air diving to 21m. These individuals have NO explosive or EOD training other than a very basic understanding of explosives devices. This qualification alone would not qualify for membership. 4.7.4.7 Diver One (Able Seaman Diver) Are fully qualified divers in both air & mixed gas (which includes re-breather equipment). He receives Elementary Training in the use of explosives (under supervision) and is trained in UW EOR. He is not qualified as an EOD Operator, but with experience, may have acted as an EOD No2 Operator. This is especially true, if he has served on an area team and completed the IEDD No2 course. The experience level of these candidates will vary greatly depending on time served & units served in. It is highly unlikely that Diver 1's would qualify for membership.
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4.7.4.8 Leading Diver (LD) The LD has a much wider level of skill & experience. His training level in diving, explosives & EOD/EOR is at an Intermediate level, but he still only operates as a No. 2 operator. The LD is however, an Air Diving Supervisor and is one step away from being a No 1 EOD Operator. Many of these candidates have a lot of field experience and there are many Ex LDs working in commercial Diving & EOD jobs and have done for many years. 4.7.4.9 Petty Officer, Chief Petty Officer & Warrant Officer The PO (D) is the RNs No. 1 EOD Operator & is trained at the Advanced Level in both Diving, Diving Supervision & EOD. Personnel at or above the rank of Petty Officer that have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience 4.7.4.10 Mine Clearance Diving Officer (MCDO) Training for the MCDO in Diving & EOD is similar to that of the PO (D) with the exception that the candidate starts course as a Ships Diver and therefore does not have a great deal of experience to fall back on. On qualification, the MCDO is drafted to sea within the Mine Warfare squadrons and may be appointed the OIC of an EOD Unit before going on to other (non EOD) Fleet jobs and eventually become a Principle Warfare Officer. For most MCDOs, Diving & EOD is a transitory qualification in the early stages of their careers. Many return in more senior management positions at a later stage, but few will have had the opportunity to maintain or build on specific EOD skills over a protracted period. Royal Air Force 4.7.4.11 RAF Armaments Engineers and Armourers RAF personnel that have reached the minimum rank of sergeant (for non-commissioned ranks) or flight lieutenant (for commissioned ranks) are eligible for membership providing they have a minimum of 3 years practical experience in the use of explosives or air-delivered munitions. Officers that have engaged in explosives safety or ammunition staff appointments on operations may also include this in their summary of relevant experience. 4.7.4.12 RAF EOD Operators Members of the RAF that are either qualified as demolitions safety supervisors or have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience. Practical experience gained whilst conducting range clearance duties or other EOD-related operational duties with 5131(Bomb Disposal) Squadron RAF may also contribute towards relevant experience. 4.8 Membership Requirements and Standards
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These provisions of membership shall apply to men and women equally, and to British and foreign citizens. The Council shall be the ultimate authority for conferring, according and granting the grades of membership described. 4.8.1 Student Member The Council will grant the status of Student to candidates of at least 18 years of age who are either following a course of study or otherwise learning a trade, which requires knowledge of the science and/or practice of explosives, technology. Students are not entitled to vote or to use any post nominals after their name. To qualify for Student status, applicants should be engaged in full time education, or, where undergoing an approved and documented professional training, such as an apprenticeship or on the job training which shall be fully auditable. 4.8.1.1 Routes to Membership – Student
STUDENT APPLICATION Complete application form
Checks criteria for membership Has suitable referees
SUBMIT FORM
VP Membership
Applicant advised with reasons
Applicant given right to appeal decision
one must be a member
YES
YES
Applicant advised of successful application
POST COURSE APPLICANT
Applicant does not submit form
Data from Course provider
Criteria met
Office records applicant, checks consent (DPA) given, then decide
Qualifies for membership
Office records applicant, checks all documents present, then decide
Qualifies for membership
Criteria met
NO
NO
Available on completion of an Institute recognised course
Application examined and decision given
YES
YES
NO
Applicant advised of successful application
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4.8.2 Associate Member The status of Associate of the Institute of Explosives Engineers will be granted by the Council to candidates not less than 18 years old who have:
a) Either Been trained and become qualified to hold a responsible post as a skilled operative in such pursuits as explosives development, manufacture or use, or Been trained and become qualified as a serviceman or related civilian whose duties involve the handling and use of military explosives and associated munitions but whose expertise does not equate to the standards laid down in paragraph 7(b), or b) Reached a responsible position and gained adequate experience, but who have not yet sat or been exempted from the examinations for full membership status, and c) Attended for interview by Members of Council, if so required
Associates are entitled to be nominated for election as Council Members. 4.8.3 Technical Member The status of Technical Member is the first professional grade of Institute membership. It will be granted to candidates over the age of 18 years who have satisfied the education and learning requirements of that grade in an area of explosives occupational competence. They are usually in the early years of accruing relevant experience. At the time of application individuals must be employed in an explosives vocation or if remaining in full time education accrued suitable vocational experience. The status of Technical Member of the Institute of Explosives Engineers (TIExpE) will be granted by the Council to candidates over the age of 18 years of age who:-
a) Have satisfied the education and leaning requirements of that grade in an area of explosives occupational competence; b) Are employed in an explosives vocation or if remaining in full-time education have accrued suitable work-based experience; c) Possess a qualifying qualification, or combination, relevant to their employment at equivalent QCF Level 3 or above and a recorded total of 600 learning hours; d) Have completed a period of training and have work-based experience in the industry, which is at least one year in a relevant role
4.8.4 Member The status of Member of the Institute of Explosives Engineers will be granted by the Council to candidates not less than 23 years old who must have:
a) Passed or been exempted from the appropriate examinations stipulated by the Council, and b) Either
i. been trained and become qualified for, and shall have held for at least three years, a responsible post engaged in explosives engineering or equivalent technical explosives management duties, or
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ii. Been trained and become qualified as Ammunition Technical Officers or Ammunition Technicians Class I in the Army, or their equivalents in the British or appropriate foreign armed services, and
c) Been approved for admission by the Membership Section d) Alternatively, applicants who do not hold adequate academic and/or professional
qualifications which would permit exemption from the Institute examinations, and who are applying for membership without examination, shall be required to demonstrate their competence by submitting a thesis of at least 10,000 words in length on a topic related to explosives technology. This thesis may be supported by appropriate diagrams, graphs and photographs. The candidate shall be interviewed by an examining board appointed for the purpose and this board shall ascertain whether the applicant has knowledge adequate to have completed the thesis by his own original work and shall report its findings to the Membership Section.
i. The candidate may, at the discretion of the President be invited to address the Annual General Meeting with his/her work
4.8.5 Company Member
a) The status of a Company Member may be accorded to any company, institute, firm, or sole trader who is involved with or associated with the use of explosives in mining, tunneling, quarrying, demolition, excavation, underwater, fireworks or offshore work, or any other appropriate discipline acknowledged by the Membership Section. Company Member status may also be granted to any commercial or government enterprise, as approved by Council.
Company Members are not allowed to vote in elections. Members who are company or corporate members are allowed to use the Institute logo on correspondence and associated media.
b) Admission as a Company Member will be granted provided that suitable applicants are
proposed and seconded by an Institute Member or Company Member, and approved by the Council. Each application must be accompanied by proof that the Company is engaged in the explosives business and employs in management of such business functions one or more Voting Members of the Institute. Failure to keep to this latter requirement after admission may lead to expulsion.
c) Documents to be produced in support of Company Member applications are:- copies of relevant insurance documentation, adequate references Company Health and Safety Policy Company annual accounts
together with verification of which sectors of explosives the company states it works within.
Certain Re-enactment Associations are companies registered at Companies House. However, they are not companies that have a corporate structure that would be acceptable as a company for the purposes of membership of the Institute. The term Institute Affiliates no longer exists.
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4.8.6 Fellow The status of Fellow of the Institute of Explosives Engineers will be conferred by the Membership Section with the approval of Council, and must be Institute members who are over 35 years of age and: -
a) Have had at least 15 years experience in pursuits connected with explosives engineering and -
i. have been a Voting Member of the Institute for a minimum of five years; or
ii. are, to the satisfaction of Council, either: a. recognised by others, in their own specialist field, as a leading authority by
having planned, negotiated, organised and supervised work of a sufficiently complex nature and responsibility, or
b. recognised by scientific and academic bodies as a research leader or technical innovator in their chosen field, or
c. a regular, authoritative contributor to scientific or technical papers on explosives related sciences, engineering or related topics.
The awarding of a Fellowship will be a reflection of the individual’s professional achievements and standing within the explosives profession, and the contributions made and recognised by the applicants peer group. The awarding of a Fellowship will, where appropriate, also reflect the contributions made to the Institute and its membership as a whole. Fellows are expected to conduct themselves in a manner conducive with that grade of membership, and recognising professionally they are Ambassadors of the Institute. Council is not obligated to approve any applications for Fellowship. 4.8.7 Direct Entry to the level of Fellow Where appropriate, applications will be accepted by Council after due process for direct entry as a Fellow. Such candidates must satisfy the criteria laid down within this document for being not only a member but also a Fellow, and shall be judged on their career achievements, competencies and standing amongst their peer group. While entrance through this particular route will be limited, professional eminence and achievement within the explosives fraternity shall be deemed a major deciding factor for this direct entry. 4.8.8 Honorary Fellow and Honorary Member The status of Honorary Fellow and Honorary Member may be accorded to someone who is, to the satisfaction of Council, worthy. Honorary Fellows and Honorary Members must be either distinguished persons, who from their position have been or are enabled to render assistance to the Institute, or persons eminent for science and experience in pursuits connected with explosives engineering, whether or not currently engaged in the practice of that profession.
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As an Honorary Fellow or Honorary Member no longer pays a subscriptions on being awarded the status of Honorary they cease to have voting rights. This is irrespective of their previous membership status. They will also lose the right to be an officer or member of Council, but may be a co-opted member of same. Application route for membership as a Fellow 4.8.9 Retired Retired membership is available only to those members over 60 years of age, not in active employment and upon written application. Retired members who continue to pay subscriptions retain their voting rights.
New Application to Institute for Direct Entry as
Fellow
Considered by Council
Application registered and acknowledged by Institute Office
Application must be supported by TWO Fellows
President & VP membership will convene a Fellowship Board, specific for the applicant, who will consider and evaluate suitability of applicant in relation to conduct, experience, competencies and standing within their chose segment
A Board will comprise of the President, VP Membership and two sector specialists in the applicants field of expertise.
Recommendation confirmed by the Board and sent to Council via the Institute Office
APPROVED
Candidate advised and invited to attend the AGM to receive award and introduce them self to membership
Application from existing member to upgrade to
Fellow
Consideration of the conferring of an Honorary Fellowship
Institute Office prepares package for Vice President Membership after securing professional references in support of the application
REJECTED
Candidate advised along with explanatory outline of the Board decision
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In exceptional circumstances, Council, at the guidance of the Membership Section may convey the status of Retired on individuals who have had to cease employment within the explosives sector due to illness or injury, and are no longer able to work. 4.8.10 Professional Registration Members of the Institute with appropriate and documented experience may apply for professional registration as a Chartered Engineer, Incorporated Engineer or Engineering Technician using the Institute as a vehicle in association with the Society of Operations Engineers. Members of the Institute who achieve professional registration will, for the time being, become a ‘non-joint member of the Society of Environmental Engineers and their Engineering Council registration certificate will be annotated “…in membership of the Institute of Explosives Engineers via the Society of Operations Engineers…” The Engineering Council will receive all applications for the status of Chartered Engineer. Members who seek to, or have acquired, professional registration are expected to maintain their competencies and to that end need to engage in their continuous professional development. The Institute provides members with guidance and means of evidencing this aspect within article 4.10 of this procedure. 4.8.11 Interview Where deemed appropriate, and in the event that clarification is required by the Membership Section’s Section Head, an interview panel will be convened at a convenient venue and time so that an applicant can be invited to attend at which point the application and experience can be investigated further. 4.8.12 Subscriptions Subscriptions for all grades of membership will be determined annually and their level will be communicated to members and potential members of the Institute. Annual subscriptions are due by the 31st January each year. Members enrolled during December in any year will pay the full annual subscription, which will cover the remainder of that year and the following year. Pro rata subscriptions for new members admitted throughout the year will be payable as follows:
Admitted before 30th April – full annual subscription Admitted between 1st May and 31st August – one half of the annual subscription Admitted between 1st September and 30th November – one quarter of the annual
subscription Admitted after 1st December – the next years full annual subscription
Pro rata rates to not apply to student memberships. Student membership is valid for a 12 month period from approval date. 4.8.13 Use of Post-Nominals
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Post-nominals can only be used by the following categories of member: - Fellow FIExpE Honorary Fellow FIExpE (Hon) Honorary Member MIExpE (Hon) Member MIExpE Associate AIExpE Technical TIExpE Members failing to pay their annual subscriptions lose the right to use any post-nominals designating their association with the Institute of Explosives Engineers 4.8.14 Use of Institute Logo The Institute will take action against any misuse of its logo. 4.8.15 Website Access Paid up members have the right to access the members area of the Institute website. 4.8.16 Membership Certificate A membership certificate shall be issued to all members once admitted. The certificate remains the property of the Institute and must be returned when membership is no longer required. 4.8.17 Membership Identity Cards Membership Identity cards are available on request from the administration office at a charge. They are valid for a 12 month period running from the 1st February to the 31st January, and should be protected as they indicate to security staff that the holder may be handling explosives in the course of their work. 4.9 Cessation of Membership 4.9.1 Expiry of Membership Failure by a member of any grade of membership to pay the annual subscription by the due date is liable to result in the forfeiture of membership of the Institute. A member forfeiting membership in this way may reapply for membership should he or she choose to do so. Membership renewal process is as follows: -
Membership renewal documents will be provided to Members in December (with the December issue of the Journal).
Membership subscription payments are due by the 31st January Where payment has not been received by the due date, renewal reminders will be sent to
those members with outstanding payments by email (where available) or post requesting immediate payment at the latest by the end of March
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In the event of no response being received by the beginning of April the member’s details will be removed from the membership register.
The member will be advised that their membership has expired.
Any former Member reapplying for membership will be treated as a new applicant and be liable to pay the application fee. Members wishing to rejoin the Institute after allowing their membership to lapse shall be liable for the full annual fees and a joining fee, together with being subject to the usually application processes. There are no exceptions to this. A member who resigns or whose membership is cancelled will not be entitled to any refund of subscription. 4.9.1.1 Company/Corporate bodies In the event of any process by which a Company or Corporate body, being a member of the Institute, ceases to have legal identity, then the membership shall cease. For the purposes of determining the above:-
In the case of a registered company, the membership will be considered ended with effect from the date on which:
o The registration of the company has been cancelled by Companies House; or o The company is acquired, merged or amalgamated with another entity such that the
membership information considered on application to become a member has materially altered; or
o In the case of any insolvency action the order of dissolution is issued. In the case of a corporate body, the membership will be considered ended with effect from
the date on which: o The body ceases its purpose or function, either by its own decision or that of any
controlling organisation or body; or o It ceases by any other process to have a legal identity, either in whole or in part.
Where a company or corporate body ceases to be a member, nothing in the above will affect the membership of any individual person within that company or corporate body who is a member of the Institute in their own right.
In regard to Scotland, the term ‘company’ or corporate ‘body’ will include a legal partnership established under Scottish legislation.
The Institute will, at the earliest opportunity, give notice of the cancelling of the membership to the affected company, corporate body or partnership at the last known address in possession of the Institute.
The Institute will decline any application from a company or body corporate, or a legal partnership in Scotland when:-
o an order of bankruptcy is in being and the order has not been discharged; and o they appear in the Insolvency Register; or o are subject to sequestration under the Bankruptcy (Scotland) Act; and o they appear in the Register of Insolvencies; or o where it relates to any application from outside the United Kingdom, that the body
corporate is subject to a legal state of insolvency in their country of origin and is not released from that status.
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4.9.2 Expulsion of Members The membership of the Institute of any member of any membership grade may be annulled or terminated if good and sufficient reason has been brought to the attention of, and demonstrated to the Membership Section. The intent of Council to invoke this procedure will be communicated to the member so affected. Such a member will have the right to be heard by Council and to make representation in advance of any decision being made Members will be expelled by due process, which will include a vote by Council. Expulsion will be by the three quarters majority decision of the Council or by a three quarters majority of individual members at a general meeting, but such expulsion shall be subject to appeal to either body, provided that written notice of such an appeal is given within one month of the expulsion. Written notice must be given to the member of the reasons for intended disqualification so that a defence or explanation can be received before a decision is taken. 4.9.3 Disciplinary and Grievance Procedures In the event that Council learns that a member, of any grade of the Institute:-
appears or is alleged to be in breach of statute or regulations, or to be guilty of professional misconduct, or to be in breach of the Institute’s Code of Conduct, Policy or procedures
Council may then require an investigation to be conducted into the circumstances. The following procedure will be followed during any such investigation: 4.9.4 Initial Contact In all the above, the Council will instruct the Institute administration office to write to the member, informing them of the matter and, in appropriate situations, asking if the Institute can help. The member's reply or failure to reply will be considered by Council and what appropriate action, dependant upon the nature of the matter brought before Council, is to be taken. 4.9.5 Investigation by the Institute 4.9.5.1 Statutory breaches of legislation or professional misconduct
Council will establish an investigation and report on any matter, if requested to do so by a member or, Council judges that the reputation of the Institute may be harmed as a result of events arising or that have arisen from a member's actions. Council will take advice before commencing any investigation where the matter complained of, or reported to Council is a breach of a statutory requirement or an illegal or unlawful act and a regulatory or other investigative body has duties of enforcement.
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The member under investigation will be notified of Council's action. (The procedures of the compliance authorities may delay the investigation). The terms of reference of the appointed Investigator and his/her team will address the following questions:
What went wrong and why? Were there any unusual or extenuating circumstances which contributed to the problem? What can be done to prevent a recurrence? Did the Institute member or members involved, act in an unprofessional manner? What effect may the particular problem have on the reputation of the Institute or the
profession of explosives engineering? The Investigator and team will endeavor to answer the above questions and submit their findings and any recommendations to Council.
Council will consider whether disciplinary action is appropriate, and if so what form it should take. The member or members concerned will be notified of any intention to convene a discipline hearing. The enquiry team report to Council may, in view of circumstances that warrant an amendment, be amended before conclusion. All Working Group material and reports, and all equivalent Council material is to stay sub-judice pending Council's final report. All such background material is to be filed confidentially by the Institute administration office. 4.9.5.2 Breaches of the Institute Code of Conduct, policy or procedures Where any breaches of these requirements are alleged, Council will consider whether the situation may be dealt with by informal resolution or requires an investigation.
(i) If the decision is to deal with the matter by informal resolution, then either the President, or a Council nominated member will, having examined the facts, advise the member of their finding either
a. Issue verbal advice and warning for future conduct b. Issue written warning.
(ii) If the decision is to require an investigation, then Council will appoint from their number a suitably competent member to conduct the enquiry (the Investigator) who may seek assistance from other members of council or suitably qualified members as may be required. They will conduct an enquiry into the matter, obtaining the evidence and any other relevant material and report the conclusions to Council. The enquiry will be conducted according to the following:-
a. The Investigator should urgently test the complaint or information to establish that
there is merit in the matter. b. The member should be informed, in writing, of the nature of the matter under
enquiry.
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c. The Investigator will hold a meeting with the member and invite that person to make their representations either orally, written or both, in regard to the matter subject of the enquiry.
d. The Investigator will allow the person at the meeting to have with them a person of their choosing who may speak on their behalf if required.
e. The Investigator will ensure an accurate record is made of the meeting, either by him/herself or by a member of the enquiring team or a member of the Administration Office.
f. All documents and other material will be retained in accordance with the process for document retention or the duration of the membership of the person in question whichever is the longer.
g. The Investigator and members of the enquiry team are to treat all information and material during the course of the enquiry as sub judice and discuss the investigation with no other persons other than members of the enquiry team.
4.9.5.3 Where in either of the provisions above the enquiry team or Investigator’s report indicates that there is a case to answer in respect of the matter reported or complained of, the respective report will be considered by a discipline panel 4.9.5.4 Any discipline panel required to be convened will comprise a Chairperson, who will be a member of Council and not less than two representatives of the Membership, suitably qualified to study the matter, none of whom have been connected with the enquiry. The discipline panel will make recommendations to Council based upon their deliberations. 4.9.5.5 Only Council will issue any statement, report or comment on the matter on behalf of the Institute. 4.9.5.6 In any protracted enquiry, the person in charge of the enquiry will liaise with Council to ensure Council is both informed and aware of the progress of the investigation. 4.9.6 Actions as a result of an enquiry Council may, having first considered the report of the discipline panel, together with any representations made by the member under investigation, decide upon the following course of action :-
a. Take no further action b. The issue of a reprimand and a written warning about the future conduct of the member c. Temporary suspension from membership for such period as Council deems fit d. Expulsion from membership, provided that this is determined by a three-quarters majority
decision of Council or by a three-quarters majority of Individual Members at a general meeting called in accordance with the Constitution.
4.9.6.1 Members who are aggrieved by the conclusion of the enquiry team, investigator or the decision of Council have the right to appeal. Written notice of appeal must be lodged, within 30 days of the receipt of the decision, at the Institute office.
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4.9.6.2 An appeal lodged that has not involved expulsion from the Institute will be heard by a panel comprising the President, or a Vice President and two other members of the institute none of whom have been connected with the enquiry. 4.9.6.3 Any appeal against expulsion from membership will be heard by a panel comprising the President, two Vice Presidents and six ordinary members of the institute, none of whom have been connected with the enquiry. 4.9.6.4 The appeal panel may decide to:-
Allow the appeal Refuse the appeal Vary by reducing the penalty imposed
4.9.6.5 When a notice of appeal is lodged against a decision to expel the member, their membership will remain until such time as the appeal is determined. 4.9.6.6 There is no further appeal process within the Institute in these instances 4.9.6.7 Where a removal of membership is upheld and the member is a Professional Registrant who will, as a result of losing membership of the Institute also lose their status, that member has the right to appeal to the Engineering Council. 4.9.6.7.1 The procedure for an appeal to the Engineering Council can be found on the
Engineering Council website “Engineering Council Regulation 1C: Appeal by an individual against loss of registration”
4.9.7 Applicants Experience Applications received from candidates who have not worked within their explosives specialisation for the 3 preceding years of the application, shall not be deemed current. The Section Head of the Membership Section shall convene an interview board where appropriate to establish whether membership is appropriate given the candidate’s current and up to date experience and competencies 4.10 Continuous Professional and Personal Development (CPD) All professional engineering institutions require their professional registrants to undertake CPD and the Institute is no exception. The Institute of Explosives Engineers expects our professional registrants to undertake 30 hours CPD per year and strongly recommends that all other members do the same. Members should aim to undertake a minimum of 30 hours CPD per year, which could be split as follows:
Area Number of hours
Personal technical knowledge/skills Ten hours Job role technical knowledge/skills Ten hours Personal soft skills Ten hours
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This may be seen as –
Number of hours
Examples
Planned CPD At least ten hours
Training courses, seminars, targeted academic or self-study or work experience opportunities such as secondments;
Unplanned CPD Remaining balance (up to 20 hours)
Ad-hoc opportunities and less structured activities, such as attending events and exhibitions, self-study, attendance at technical or professional meetings, etc.
The essential test for the member is whether or not they have gained new or enhanced knowledge and/or skills from the CPD experience. Recording CPD Candidates applying for registration through all routes are required to show evidence that they have taken steps to ensure their competence is developed and maintained. They must also show that they intend to continue with this program of recorded professional development. CPD must be recorded and that evidence can be kept in any reasonable form, including conventional pen and paper records. However, an on-line system helps organise the record and assists applicants in realising the ongoing commitment to CPD that is required to maintain their registration. Mycareerpath IExpE pays an annual licence fee for use of the Engineering Council’s MyCareerPath CPD software. It can be used at any stage in a member’s career and is not solely for the use of candidates for professional registration, i.e. any member can use it as a record of your CPD plans and activities. The software is configured such that it can be used on any platform, PC, laptop, tablet or smartphone. Members can register and/or log in to ‘Mycareerpath’ using the following link http://mycareerpath.iexpe.org/Login.aspx?ReturnUrl=%2fpages%2fdefault.aspx Once a member has registered they can use the software to create their own –
CPD plan, record CPD, upload documents to support their record and send evidence records for review by
others. Sampling CPD Records It is Engineering Council (EC) policy that all PEI have a sampling system in place from January 2017 in order to demonstrate registrants’ commitment and compliance with the tenets of registration. The Institute will sample a percentage of registrants’ CPD records annually in line with EC and Society of Environmental Engineers policies. Continuous Professional Development (CPD) and Reflection
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The IExpE premise for all CPD is that "I have learned something from this". It follows that attendance at any CPD 'event' without any form of reflection upon that event is not developmental as the individual has not considered the question "What have I learned?” Reflection is therefore the key element of CPD. What is ‘Reflection’? Collins English Dictionary defines reflection as “careful thought about a particular subject. Your reflections are your thoughts about a particular subject.” Why should I reflect on my CPD event? If you are already a professional registrant, you have committed to maintaining your level of expertise. You will recall that the Engineering Council CPD Code of Practice includes these steps: Reflect upon what they have learned or achieved through their CPD activities and record
their reflections. Evaluate their CPD activities against any objectives they have set and record this evaluation. Review their learning and development plan regularly following reflection and assessment of
future needs. How can I demonstrate that I have reflected on something? The Institute provides all members with free access to the Engineering Council's mycareerpath CPD recording application. In the IExpE CPD record form there are two mandatory sections that show evidence of reflection - 'Lessons Learned' and 'Benefits Gained'. All mycareerpath users will therefore have to complete these boxes. Professional Registrants using other CPD recording methods are required to include the same level of reflection in their CPD records, especially when called for Monitoring and Audit. We strongly recommend that all members record their CPD and include an element of reflection. 4.11 Applications to other bodies Where the Institute has provided facilities for members to make applications to other bodies either
Directly to that body, or Via another separate body
the Institute will ensure that the application is processed and submitted in accordance with the terms of the arrangement. 4.11.1 Application forms and notes relating to this will be agreed between the parties who conduct the submission process. Forms will contain information to ensure that the applicant is aware of any terms or conditions that are not the Institutes. 4.11.1 Where by the terms of the arrangement the Institute is to conduct any review of the application or part of the application, the reviewer will satisfy themselves that the information contained is sufficient for the purpose of the application and if that is not met, then refer it back to the applicant to amend and re-submit.
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4.11.2 Irrespective of any provision of the Institute, the applicant will be entitled to make representations or where the body to whom they are applying has the provision, appeal against a decision by
The Institute Any other body through whom the application is submitted
to refuse to submit, process, endorse or reject that application.
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PROCEDURE 05 FINANCE
5.0 Finance
5.1 Finance and Purchasing This area of the procedures is the responsibility of the Council and those to whom it delegates or appoints to carry out the financial business of the Institute 5.2 Responsibilities In exercising the responsibility for the Institutes funds and assets and its financial control, the following fiscal requirements will be undertaken. 5.2.1 Salary and statutory payments The Council will ensure that the Institute has a process to undertake the payment of:-
Taxes including employment National Insurance Contributions Statutory Fees Pension and other employee payments
5.2.2 VAT Receipts The Institute is not presently (2018) required to register for VAT. The Scrutineer will monitor the Institute’s income and should it be necessary to alter the position, advise the President who will inform Council. The President ensure that the necessary steps are taken by the Administration Office to register with HMRC and introduce the processes outlined in the Office Handbook (Appendix C) Once the Institute is registered for VAT all incoming accounts and receipts etc should contain VAT particulars.
5.2.3 Reimbursement of Expenses When required, the Institute will reimburse all approved and reasonable expenditure incurred in undertaking Institute duties. A valid receipt must be obtained; no reimbursement will be made without a valid receipt. The receipt should be submitted to the Institute administration office together with a completed expenses claim form. Guidance on expenses etc is found in Appendix G 5.2.4 Petty Cash Petty cash is to be issued by authorised personnel only. Anyone receiving payments from petty cash will be required to verify the amount and sign on receipt of the money. Any change must be
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returned and a valid receipt must be provided. If the supplied petty cash is used incorrectly, or a valid receipt cannot be provided, the person drawing from petty cash will be responsible for reimbursing the Institute. Continued failure to provide receipts may also result in disciplinary action. 5.3 The President’s Fund and purposes The President’s Fund is a ring-fenced sum of money that is used to support members or organisations at the discretion of the President and Council. 5.3.1 Financial Position The Fund shall not exceed 5% of the previous year’s turnover of the Institute and no grant should exceed 40% of the Fund total. 5.3.1.1 Council may vote to place money in the Fund from time to time. 5.3.1.2 The money should be shown in the Institute accounts as a separate, restricted fund. 5.3.2 Grants The Fund may make grants in certain circumstances. These may include, but are not limited to, grants to members who have been injured or suffered hardship, grants to members who wish to pursue a course of study that the President or Council feel has particular merit, or grants to organisations whose work the President or Council feel deserves of support. The Fund does not offer ongoing support. 5.3.3 Applications to the Fund There are two routes for applications to the Fund.
The President or Council may, if they so choose, identify an organisation, member or cause that they wish to support. In the case of an organisation or cause, the aims and objectives of that organisation or cause should be reasonably in line with those of the Institute. The President should bring this request forward to Council either at a meeting or, in the event of the grant needing a swift decision by email
The alternative route is open to members to apply on behalf of other members. This request should be made in writing through the Secretary
All applications to the Fund are to include the name of the person, organisation or cause, the reason that money has been requested and the expected outcome should a grant be made. 5.3.4 Decision of Council The decision of Council that a grant will or will not be made shall be by majority vote, formally taken and recorded, and that decision is final. Should a grant not be made however, the applicant is not debarred from making a further application provided that at least 3 months have elapsed between one application and the next.
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5.4 Reimbursements The purpose of the following is to provide information on the reimbursement of expenses. The guidance provided is reviewed annually in November to confirm the rates stated in the Appendix in the Office Handbook. The guidance document relative to the reimbursement of expenses undertaken on behalf of the Institute is contained in Appendix G. In general the following principles are applied 5.4.1 Institute Business Expenses The reimbursement of expenses is intended to recompense the claimant for reasonable incidental expenditure (postage or stationery for example) whilst carrying out bona fide Institute business. The claimant should not incur a loss by carrying out this business, but likewise there should not be a profit element in the claim. Council Members are expected to exercise care when organising their activities so that the cost to the Institute is minimised as far as possible. 5.4.2 Travelling and Related Expenses Persons carrying out Institute business should do so by the most economical means that are reasonably possible. Any economical means of transport may be used. Budget air flights are becoming widely available and may be used if economically viable. Reimbursement of rail fares will be limited to the cost of standard class fares alone. The applicant is strongly encouraged to make use of discounted rail tickets where this is possible for the intended journey. It is recognised that the restrictions imposed on certain tickets may not render their use viable in all cases. At least one type of ticket offers considerable cost savings if booked in advance, therefore prior planning is critical in effecting these savings. Claims for travelling expenses will only be entertained under the conditions set out in reimbursement of expenses guidance (see appendix G). Claims will be met only if substantiated by the production of receipts or other evidence of payment, unless the production of a receipt is not possible (for example, parking at a pre-payment meter). Any claim not substantiated in this manner should be accompanied by a written explanation of why evidence of payment is not available. Any such case will be considered. 5.4.3 Mileage Rate Should the applicant choose to use a motor vehicle rather than public transport, the reimbursement of expenses will be made on the basis of mileage reasonably calculated to cover the journey. The Institute will use the HMRC mileage rate for reimbursement of the cost of journeys made by private vehicle. No reimbursement of additional insurance costs will be entertained, nor will additional costs such as motoring organisation membership or costs associated with any legal process, however instituted, involving the claimant, any passenger in his vehicle or any third party. Bridge and tunnel tolls and reasonable parking costs will be met. 5.4.4 Subsistence Expenses Where a journey or a visit takes a considerable time, claims for subsistence may be made. A claim for subsistence may be allowed where an appropriate journey or visit is made according to the rates
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shown in reimbursement of expenses guidance (see Appendix G). Where a third party provides refreshments or meals it is expected that any claim made should take account of this. 5.5 Claims Claims for reimbursement of expenditure may be made for:
Undertaking Institute business by persons nominated or engaged by the Institute to act on such business
Attendance at meetings by members of Council with the exception of their attendance at the Annual General Meeting
Any member invited by Council to meetings of the Council to attend on one or more occasions, with the exception of where it is the Annual General Meeting.
5.5.1 The Institute will on application, meet the expenses of any person it specifically invites to be present at any of its meeting(s). 5.5.2 The current claim form will be used and is available from the Institute website or Institute administration office. Completed forms together with receipts where appropriate should be returned to the Institute administration office for processing. Claim forms once paid will be retained in accordance with the retentions period. 5.5.3 Claims made by or on behalf of persons who are not members will be acceptable on other than an institute claim form and the document provided by the claimant will be retained as for other claim forms. 5.6 Avoidance of and any discovery of financial irregularities 5.6.1 In making necessary provision to forestall or to seek to discover any irregularities in the
application of the Institute finances, the Council will arrange for the following actions to be implemented: -
5.6.2 General action to avoid financial irregularities 5.6.2.1 A payment by the Institute will only be made against:-
a written Purchase Order , an agreed written contract, a utility bill or similar, a properly submitted expense claim; or against a recognised Salary Advice Note, HMRC or PAYE demand. any order made by a court or a regulatory authority with power to impose penalties
5.6.2.2 In every case there will be preserved a clear documented trail to show the reason for each payment and under whose authority it is made.
5.6.2.3 Any Officer of the Institute or person appointed to undertake scrutiny of the financial arrangements may make a check on any payment, completed or in progress, to ascertain that this policy is being carried out correctly.
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5.6.3 General action on discovery of any irregular practice involving Institute funds 5.6.3.1 If a payment is made which appears to be in conflict with the principles above, or if any
improper fiscal practice comes to light from whatever source, then the matter will be investigated by a Vice President independent of the matter to be investigated
5.6.3.2 The result of this investigation and any conclusion will be reported to the Directors and will be held confidential to them. Should the investigating Director believe that the matter under investigation can reasonably be attributed to have arisen by inadvertence, ignorance or other non-malign action, he will inform the Directors of his findings and any recommendations he may wish to make. The Directors will discuss this submission and make a determination.
5.6.3.3 Should the investigation be thought to be deliberately fraudulent then the investigating Director will inform the Management Committee without delay. The Committee will then discuss the matter and will formulate a decision, which will be formally minuted and will bind the Institute. Deliberate fraudulent action may lead to the following (subject to the disciplinary procedures currently in force):-
Dismissal of a Director, the President, Vice President or Council Member, with or
without a report being made to the appropriate enforcing authority Suspension of membership for a period Expulsion of a member from the Institute Dismissal of an employee, with or without a report being made to the appropriate
enforcing authority
5.6.3.4 In determining whether or not to make a report to the relevant enforcing authority the Council should be mindful of
whether the irregularity considered has a mandatory requirement to report the
issue (as in the case of money laundering) whether the irregularity has caused some other party to be offended against or
caused any loss to such a 3rd party.
5.6.4 Monitoring of financial expenditure, commitments and contracts. 5.6.4.1 The President or his nominee will be provided with a monthly report from the Institute Office
which will indicate the receipts and expenses for the month and the overall position year-to-date, together with any other figures which it is reasonably practicable to produce.
5.6.4.2 Payments made against salaries, PAYE, rents, utility bills and other contractual arrangements
must be clearly identified as such. Any outstanding or bad debts will be clearly noted.
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5.6.4.3 Any item on this report which appears to be in conflict with the agreed financial plan for the year or for which no provision has been made, will be investigated by the President or Vice President designated for that purpose
5.6.4.4 The person maintaining the accounting records will make reports to Council from time to
time and will demonstrate to Council where any necessary corrective or remedial action has been taken to resolve the conflict.
5.7 Contracts Any Council member may propose that the Institute enters into a contract with a third party. Should that proposal be accepted by Council, the proposer, or some other person nominated by Council, will be regarded as the lead contact for this contract. 5.7.1 The President or his nominee must be informed when any contract is negotiated by or on behalf of the Institute. 5.7.2 Unless urgent, the decision in regard to any proposed contract and whether to
5.7.2.1 enter into the contract; or 5.7.2.2 withdraw from the contract
must be agreed by Council. 5.7.3 Notwithstanding the above, entering into a contract for the provision of utilities at the Institutes premises, or at any other place where the Institute have a need for such, may be undertaken by the person with responsibility for the premises. 5.7.3.1 In this context, “utilities” means, electricity, gas, water, telecommunications and data
provisions and similar ancillary services or materials. 5.7.3.2 In these cases contracts may be authorised by the signature of the person with
responsibility, having consulted the President, or Vice President designate. 5.7.3.3 The person with responsibility for the acquisition of any utility will, after considering the
suppliers offering the utility, apply a best value test before deciding upon the contractor. 5.7.3.4 Council will be advised at its next meeting of the contract. 5.7.4 Contracts entered into by the Institute require the signature of the following
The President and either The Vice President under whose responsibility the contract rests, or The Immediate Past President, or past president occupying that office
5.7.5 Draft contracts together with a briefing for the advice of Council members are to be tabled for the next Council meeting. Unless it is impractical to do so, the documents must be circulated to Council members for consideration prior to the meeting and
Be considered work in progress, marked ‘not for discussion outside Council’ Where applicable indicate any date sensitive issue.
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5.7.6 No Officer, member, employee or, person undertaking the negotiation, of a contract on behalf of the Institute, may:- 5.7.6.1 indicate to the other party or parties to the contract any opinion on the outcome or
expected decision of Council. 5.7.6.2 without the consent of Council impart to the other party or parties the decision of
Council in regard to the contract. 5.7.7 Urgent contracts Where it has been necessary to enter into or withdraw from a contract, the person dealing with that contract will ensure that:- 5.7.7.1 They consult the President and Vice President signatory to the contract 5.7.7.2 The reasons for the urgency of the action relating to the contract are recorded 5.7.7.3 Arrange for the Institute Office to advise Council members of the nature and content of
the contract 5.7.7.4 On request of Council, facilitate a discussion of the contract at the next Council meeting.
5.7.8 The Office Manager will ensure that all contracts entered into by the Institute are recorded at the Institute Office and, may at their his/her discretion require such updates as the President deems necessary from the person with responsibility for any contract in being. 5.7.9 Any payment (whether staged, regular, final or otherwise) invoiced or intended to be paid against a contract must be authorised in writing (email) by the contract lead as being appropriate. This authorisation should indicate that the amount is correct and that the services, goods or works contracted for have been properly delivered. 5.7.10 The President is to be advised of the ending of any contract where it has not been necessary to require a decision of the Council to end or withdraw from that contract.
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PROCEDURE 06 LEGAL AND COMPLIANCE 6.0 The Legal and Compliance Section This area of the procedures is the remit of the Legal and Compliance Section whose composition can be found in Part 1 6.1 Purpose and terms of reference This information is located in Part 1 6.2 Discharge of Section Responsibilities Recognising that any legislative change may affect different members of the Institute in different ways and to a differing extent, the Section will endeavour to represent the best interests of the Institute membership as a body in order to ensure a safe, secure, but at the same time practical working environment within the explosives industry. The Section acts on behalf of the Council in representing the Membership and should make every effort to ensure that the views which it maintains are representative of the majority and are sustainable as well as being professional and in line with the aims and objectives of the Institute. The Section may arrange meetings from time to time with representatives from the HSE or other organisations on either a formal and informal basis to discuss any relevant matters arising and, when appropriate, make submissions to those organisations on behalf of the Institute. An appropriate record should be made of such meetings and of submissions made. The Section should bring to the notice of Council any instance where legislative or other change is likely to take place, or has taken place, which in the view of the Section is of such a degree of importance as to warrant a specific course of action, and may recommend such a course of action to the Council. The Section should ensure that the Institute itself does not become in danger of acting against the letter or spirit of the relevant legislation and standards. Should the Section become aware that such an occurrence has taken place, or is about to take place, it should inform the President without delay. 6.3 Process Description Definition of Requirements 6.3.1 The Legal and Compliance Section
Will identify the requirement for a new document or the amendment of a current document Will assign its creation/amendment to the relevant Section Will give a target date for the (re) publication of the documents.
6.3.2 The Owning Section Head
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Will detail the scope and purpose of the document/amendment Will assign the Author Will produce a timetable to meet the target (re) publication date.
Note - The author and owner may be the same person, providing this is not restricted by the Articles or by some other procedure or work instruction 6.4 Mandatory Document Requirements Each document must use the Institute Procedure Template and contain a unique identifier that is maintained throughout its life. Both can be obtained from the Institute Administration Office. The document must clearly indicate:
The Title indicating new or amendment The author Any Review Date Issue Number and date Issue State (Draft or Approved) Approved documents must have an Authorising Signature.
6.5 Document Creation Once the need for a procedure and the requirements have been defined the following steps need to be taken
The author drafts the document, which will be marked and treated as DRAFT and will not at this stage be binding upon the Institute Members, Council or employees
The Owning Section conducts the first peer review of the document. Once they have reached agreement between themselves the author will submit the document to the Institute Administration office in order that the process for approval may be set in motion
The document will be emailed to all members of the Council by the Institute Administration office. There will be a not less than ten day consultation period in which they may make comments to the author. In this context, if a Council member does not make a comment on a particular document, that Council member will be regarded as having raised no objection to it and as having proposed no amendment to it. Any changes proposed will be considered by the author for possible incorporation into the document
The author should address all comments made about the draft document and redraft it as he feels appropriate
The redrafted document should then be formally submitted for Council approval
6.6 Document Approval When a Procedure is placed before Council for approval, the Council may:-
adopt it as it stands adopt it with minor modification or require a redraft to be made
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The author will ensure that he is in a position to demonstrate to Council how any comments, which may have been made during the consultation period, have been addressed.
If approval is granted to the document, that decision will be formally minuted If the Council requires minor amendments they may agree that approval is given on the
undertaking by the author that these amendments will be made before the document is issued
In both cases, the document becomes valid and binding from the date of the Council acceptance, unless some other date in the future is specified within the document
If approval is refused by Council, the author should be asked to redraft the document for submission at a future Council meeting
Should Council Members be unable to agree on particular wording the final decision will rest with the Management Committee. Their decision should be made known to the next appropriate Council Meeting for the document to be approved by the President and so minuted
6.7 Document Publication and Storage Following the approval of the document at the Council Meeting, the Institute Administration Office will:
Mark the document as APPROVED and update the Change Record as appropriate Move the Approved document to the Approved Folder on the Computer System Place a copy on the Members area of the Institute website Put a printed copy in the Procedures file (having that copy signed by the President at the
earliest opportunity) Inform Council members of the existence of the new or revised document
The Document is then available to any new Members of Council or to any Member of the Institute as required. Paper copies of procedures issued should be stamped or marked as uncontrolled copies. 6.8 Document Periodic Review and Amendment All Institute procedural documents should be reviewed at least every 3 years, with a lesser period being possible should circumstances require it. The Administration Office will remind the Owning Section Section Head that one of his/her documents requires review. The Section Head will then check the document and recommend to the Management Section what is required: 6.8.1 Comprehensive Rewrite If a comprehensive rewrite is required then that rewrite will follow the same procedure as for a new document as described above. 6.8.2 Minor Amendments If minor amendment is needed, including the correction of spelling errors, then the document, once amended, may be submitted directly to Council for an e-mail review. If spelling or grammatical errors alone are to be corrected then formal approval of the revised document will not be required,
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the change sheet duly reflecting this. Should any substantive amendment be made, formal acceptance of the revised document will be required. 6.8.3 No Change If no change is made the document is expected to stand until its next review date In the event of any amendment being made to an Institute Procedure, the Institute Administration Office will annotate the document control register accordingly. 6.9 Obsolete Documents If an Institute procedure or other document is decided to be no longer necessary for whatever reason, then that document must be put before a Council meeting and formally minuted to be cancelled and removed from circulation. Any copy retained by the Institute Administration Office must be clearly marked as obsolete with the date of the Council decision. Any copy on the web site will be deleted but an electronic and/or paper archive copy will be kept. 6.9.1 Institute Procedure Template The Institute Procedure Template is available from the Institute Administration Office. It will be provided to new Council Members with their copies of all the Institute Procedures. 6.9.2 Institute Procedure Review Template The Institute Procedure Review Template is available from the Institute Administration Office. It will be provided to new Council Members with their copies of all the Institute Procedures. 6.10 Compliance The Section will arrange for periodic evaluation of Institute processes and functions to ensure that
Any changes or amendments to governing legislation are addressed; The operations of the Institute are being undertaken in accordance with the
Institutes declared requirements; The governing articles, policy and procedures are current; The administration is appropriate for our responsibilities.
6.11 Elections and electoral process The Section Head will be advised by the Administration Office of the date(s) when any election required to be undertaken will fall due. The Section Head will provide, for Council’s approval a nomination for the Election Scrutineer to conduct the count and validation of votes received. The approved nominee will be appointed in writing.
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The Section Head in the first instance, or another Vice President or appointed member from Council will act as the Council representative at any vote count following an election ballot called by the Institute. The Section Head will liaise with the Administration Office to agree:-
the venue for the count the provision of the members list and any other materials for the Election Scrutineer the secured retention of all ballot papers, nominal roll and any other election material that is
associated to the process. Any election will be conducted in accordance with the procedure and Constitution and the general principals of election conduct followed in the United Kingdom. 6.12 Ballots on resolutions at General Meetings The Section head ensure that the processes set out in Procedure 1 relating to the conducting of a vote by the membership are enacted upon notice of a resolution to be put to a general meeting 6.12.1 The Section head or nominee will act as returning officer for all votes received in advance of
a general meeting and will attend at the closure of voting.
6.12.2 The Section head or nominee will oversee the checking and counting of votes received in advance. That person will validate the return of the vote.
6.12.3 The Section head or nominee will at the general meeting call for the vote(s) of members attending and have recorded the votes cast.
6.12.4 The return of all votes cast on a resolution(s) will be minuted
6.13 Considerations in situations involving Disciplinary matters Where any matter comes to the Institute’s notice where it may consider invoking its disciplinary procedures, but the matter is one that is the duty of a statutory or other regulatory body, then save for:-
recording the matter; ensuring that the other body are engaged in dealing with the matter; providing any material information that is in the Institute’s possession which can be shown is
necessary to the third parties investigation and may be lawfully disclosed to that party
The Institutes procedure will be held sine die until either:-
the outcome of the other investigation or enquiry; or the conducting of the Institute’s enquiry will in no way prejudice that other enquiry.
Except in circumstances affecting the holder of that Office, the President, is normally the Final Appeal in relation to:-
the findings of disciplinary panels; or
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the Council in exercise of its function as a disciplinary body of the Institute. for that reason, he/she should take no part in any enquiry into the matter complained of or which is deemed to require an enquiry by the Institute. If a complaint, information or report of a disciplinary nature is made directly to the president, he/she will pass the matter to the Section Head under whose remit it is situated. In the event of it being outwith any given remit, it will be the responsibility of the Section Head, Legal and Compliance. In any case where the matter is such that the Institute is likely to be called into disrepute, an appointee of Council will, in consultation with the Section Head overseeing, act as the spokesperson of the Institute to whom all enquiries for comment are to be made. The Section Head, Legal & Compliance will ensure that any enquiry authorised is conducted in accordance with the Institute’s policies and procedure appropriate to Officers, members, employees or persons undertaking work on behalf of the Institute, as the case may be. The Section Head will ensure that the Investigator of any disciplinary matter is provided with:-
the full details of the complaint, information or allegation the disciplinary code and handbook facilities to allow the Investigator to conduct the enquiry. access to any necessary clerical support information that may be required in the consideration of an enquiry.
6.14 Representation Regardless of their professional ability and standing, the members of the Legal and Procedural Section are not regarded by the Institute as expert in any particular field simply by virtue of their serving on this Section. The Institute will not make any implication to any third party that such expertise resides in a particular individual. Should the Institute be formally approached with a view to proposing an individual as an expert for whatever reason, it is wholly the responsibility of that individual to satisfy the person or organisation who makes the request as to their suitability.
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PROCEDURE 07 EDUCATION AND TRAINING
7.0 Education and Training Section This area of the procedures is the remit of the Education and Training Section whose composition can be found in Part 1 7.1 Responsibilities This information is located in Part 1 7.2 Definitions of endorsement The Institute currently recognises two levels of endorsement: -
Compliant Status - based on the whole organisation but focused on ESA SQEP – it is aimed as a starting point for larger members who may conduct their own training but do not necessarily have a training function. Candidates would receive a certificate with Institute compliant status.
Endorsed Status – is the same as above, including training SQEP. Candidates would receive a certificate with an Institute endorsement.
7.3 Requirements The course provider is required to pay a fee with each endorsement application. This fee is non-returnable except under the most unusual of circumstances. A course provider wishing to withdraw his application and seeking to have the fee or some part of it, returned to him must state his reasons for this return in writing to the Section Head of Education and Training. Successful applications for endorsement shall be valid for a period of 3 years from the date of endorsement, unless revoked at an earlier date in writing by the Institute. Course endorsement must be renewed every three years. This requires payment of any renewal fee specified by the Institute at that time, confirmation in writing that no major changes to the course of study have occurred, and an analysis of course attendance against those passing or failing since accreditation or the last renewal. Renewal may require an in-depth review of the course depending upon any changes to Institute requirements that may have happened in the interim The Institute reserves the right to review endorsed courses at any time to ensure that they remain at the appropriate standard. The course must be presented in a safe, responsible and professional manner, to the satisfaction of the Education and Training Section and in line with any legislative or regulatory requirements. The course provider should encourage attendees to join the Institute (using the discount scheme for successful passes where appropriate). The course advertising, syllabus and course notes must be well presented in a clear and concise manner to project a professional image and aid learning.
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The Education and Training Section must be satisfied that the course delivers the level of training the provider proposed. To achieve this, the provider should provide attendance and pass-rate statistic information with their renewal applications.
The websites belonging to course providers will include links to the Institute website. 7.4 Application Procedure Applicants seeking endorsement for their course(s) must contact the Institute. The Institute administration office will send an application pack to them including details and guidance for the application and the amount of any fee (see above). The applicant should return the completed application form with all the requested details of their course(s) and the course endorsement application fee. The application will be reviewed to ensure that it meets the requirements for being recognised as a relevant WOME training course by the Institute. By arrangement, Education and Training Section and/or Co-opted members may visit the course providers to discuss the course and its content if necessary to ensure that the course provider has suitable knowledge and experience to deliver the course(s). Education and Training Section and/or Co-opted members may attend courses or parts thereof, at no expense to the Institute, if necessary to ensure that the course covers the syllabus stated in the application. Once a course has been reviewed and approved, the Section Head will write to the course provider informing them of their successful application and detail guidelines for the use of the Institute’s name and logo. Should an application be unsuccessful, the Section Head will write to the course provider explaining the Education and Training Section’s decision and, where applicable, inviting them to re-apply once the concerns of the Education and Training Section have been addressed. Provided the resubmission is made within 6 months from the date of the rejection letter there will be no requirement to pay another application fee. 7.5 Section Process A panel of co-opted Institute members will carry out the assessment perhaps assisted by a paid independent expert. Any person involved in accreditation must be demonstrably independent of the course provider. Persons with expert knowledge of the particular specialism of the course should be involved and again the use of a paid expert is envisaged to carry out this endorsement. There will be an administration fee for an application to have courses endorsed. This fee is expected to cover the costs of processing the application(s) and a proportion of the likely travel and subsistence costs of those carrying out the endorsement. The fee will be set annually in advance and its amount will be published through the normal channels of the Institute. The fee will apply only when endorsement is sought of no more than five courses offered by a particular provider.
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Should a course provider seek endorsement of six or more courses at the same time, it is expected that the work done to endorse each individual course would have much in common and therefore the costs would not increase in line with the number of courses. The Section Head of Education and Training will agree the overall charge with the course provider before the work commences. The person or persons who carry out any necessary accreditation visit are expected to claim their costs for so doing from the Institute under the rules pertaining at the time governing the claiming of travel and subsistence costs. Course providers who successfully apply for endorsement of a course are entitled to use the phrase “Course endorsed by (Institute Logo)” or “Course compliant (Institute Logo)” as well as using the Institute logo on course material forming part of that course or in material advertising it. The Section will investigate any departure from this wording coming to their notice and request correction by the course provider. If this is not done within a reasonable timeframe, the endorsement shall be annulled and notice of that effect made in the Institute’s official journal. 7.6 Continuing Professional Development (CPD) Successful attendance at a course endorsed by the Institute may count towards a Continuing Professional Development system or have Continuing Professional Development hours attributed to it. Guidance on CPD can be found in Procedure 4 – Membership. 7.7 Future of the Institute course The Institute does not currently intend to run courses. 7.8 Process following endorsement Courses, which are endorsed, are to be published on the Institute web site (with contact details and links to the course providers’ web sites) and through the Institute Journal at the first opportunity. The Institute shall make annual enquiries to holders of endorsed courses to ensure that changes affecting the endorsement are notified to the Institute. Individuals who pass a suitable course, which has been endorsed by the Institute, may be entitled to a 50% discount on their application fee for membership of the Institute 7.9 Intellectual Property Rights The Institute will sign a confidentiality agreement if requested to do so by the course provider, which is intended to protect the provider’s intellectual property rights. 7.10 Accreditations Accreditation is under consideration by the Section and presently the Institute does not offer an avenue for any accreditation process.
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7.11 Careers Enquiry The Institute can receive requests from careers offices for employment opportunity/training course information regarding the explosives profession. In such cases the Administration Office will respond to the specific enquiry answering the specific questions posed. The Administration Office can provide a copy of the latest available Journal if it is felt the enquiry merits its inclusion with the reply. The Administration Office can consult with the appropriate Council or Institute Member(s) who work in the specific field covered by the enquiry should it be necessary. 7.11.1 Replying to an Enquiry - Once it has been determined that the enquiry is serious and does
not appear to present a security problem, then the Institute administration office will respond to the specific enquiry, consulting with the appropriate Council member(s) who can provide the specific information requested. A standard reply is not appropriate for enquiries of this type.
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PROCEDURE 08 MARKETING AND EVENTS 8.0 Marketing and Events Business Area 8.1 Purpose and Terms of Reference This business area is conducted in accordance with terms set out by the Management Committee and will be within the remit of the Marketing and Events Co-0rdinator 8.2 Requirements of the Business Area 8.2.1 AGM and Conference Marketing and Events will be responsible for organising the Annual Conference and any further seminars, networking events or conferences on behalf of the Council. The Co-ordinator is to organise the venue, arrange for speakers and advertising, ensure that formal proceedings are published, run the event on the day, ensure that the budget for the event is not breached, ensure that all monies due to the Institute are received and disbursed properly. 8.2.2 Awards Marketing and Events is responsible to Council for the Awards Procedure including the provision of recommendations to Council following nominations received. The Co-ordinator will ensure that appropriately qualified members of the Council and/or membership review all recommendations and nominations for the presentation of Awards. Responsibilities for Awards are vested in:
Marketing and Events for all UK sponsored awards, and for the organisation of all the awards to be presented at the AGM.
The Institute Administration Office for the provision of all the financial, hardware, prizes, trophies, preparation and entry on to the rolls of honour.
The Journal Editor for the editorial and photographic aspects of the awards that are reported in the Institute's Journal.
8.2.3 Journal Marketing and Events is responsible for the production of the quarterly Journal, an attractive prestigious publication for professional and public distribution. Content is to include, as far as is practicable, articles covering all aspects of the explosives profession represented by the Institute. The Co-ordinator to negotiate directly with the editor and journal Publisher in all matters regarding Editorial and advertising content, style, layout and other technical and production matters. The Co-ordinator is responsible for maintaining the high quality of the journal.
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8.2.4 Website and Social Media The website and social media applications provides information and promotion to the wider community and interested parties, providing information on membership and the wider aspirations and collaborations that the Institute is involved in. In addition the website and social media applications also provides a function for members providing them with specific information on jobs, events and other activities of the institute that are important to them. 8.2.5 Library The Co-ordinator, Marketing and Events with the assistance of the Institute administration office are responsible for the maintaining and updating the Institute Library, together with monitoring all publications loaned to members. Marketing and Events will also be responsible for the procurement of new publications and the production of book reviews for publishing in the Journal and on the Institute website. 8.3 Events Introduction Seminars, Conferences and Continuous Professional Development visits provide a means for the Institute to influence and focus attention upon specific topics likely to be of interest to the professional explosives engineering community. They are an important source of additional finance for the Institute Whilst seminars/conferences can be seen as being educational in intent, they also provide an important forum for discussion and opportunity for individuals and companies to present the following to a wide audience:
research, topics and designs products, both hardware and software opinions safety and legislative matters
The delegates can gain much value from the resultant peer group discussion and professional criticism. Careful distinction should be drawn between a purely educational course and a Seminar or Conference, which is, or should have, a very much wider ranging intention and scope. Continuous Professional Development events other than the annual conference will typically respond to the membership. E.g. where members seek more information or have a topic of interest. The Marketing Section will fund such events 8.4 Proposals and Approval Ideas for seminars/conferences may come from outside, or within the Institute.
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All proposals must be in writing submitted through the Administration office for consideration by the Marketing and Events Co-ordinator. Upon receipt of a proposal, the Marketing and Events Co-ordinator will discuss the proposal with the President or his/her nominee to consider its merits from a financial, technical and personal development standpoint, and at the same time, taking account of the wider benefits for the Institute. The discussion must arrive at a decision whether positive or negative, identify a lead for the event and notify the proposer in a timely manner. If the decision is to go ahead with the proposal, a manager for the event will be appointed; this may include people seconded to the marketing and events Section for this event. Such a person must be willing and able to undertake the necessary duties. The Marketing and Events Section will advise Council of agreed events by way of the Marketing report. The nominated person will be formally notified that he is the Event Manager by the Institute administration office. 8.5 Financial Arrangements for events On agreement of the event, funding will be allocated for sole use in connection with the event. All monies received should be made payable to the Institute, and the Institute will pay its agreed share of any relevant bills and fees. Where it is possible incoming payments for events should be via the Institute’s website. 8.6 Organisation of the event Where the event is proposed by a member to meet a functional or geographic need for a small group then the individual will be expected to lead the organisation with support from the marketing team. Such events will usually be Continuing Professional Development visits/talks. Funding may be made available to provide refreshments for such events. For large formal conferences and symposiums the Event Manager and the Marketing and Events Co-ordinator will agree a suitable venue, date, duration and format. If in collaboration with another organisation or site, a contract will be set up and copies kept in accordance with the Institutes financial procedures.
A listing of likely interested individuals and organisations should be drawn up, and an announcement and call for papers arranged. This may be by means of a mail shot and by advertising in the Institute Journal, website, social media and links from partners’ websites.
The venue for the event must be booked and discussion with the venue managers should
take place to ensure that all facilities such as visual aids, conference hall, accommodation, security etc, are adequate for the type of conference and likely attendance numbers to be expected.
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As the returns from the first announcement begin to come back, a database should be
opened to deal with contact details and correspondence from intending delegates and especially, information on presenting authors and exhibitors. All authors should submit an abstract and biography.
The abstracts from presenting authors should be placed before the Marketing and Events
Co-ordinator for scrutiny and assessment. The final choice must rest with the Marketing and Events.
Selection of papers is made on the basis of attributes such as high general interest, technical
merit and relevance to theme of Seminar/Conference etc.
The final list of selected papers will be given to the Marketing and Events Co-ordinator who will notify the chosen authors and at the same time request a full and final manuscript by a specified date.
After the full and final manuscripts have been returned, the Institute administration office
will produce the programme. This will give the precise running order and timing of the presentations. Any manuscripts not being returned by the specified date will be deleted from the programme.
The programme will then be made up into the Conference/Seminar brochure which will
contain:
Full details of the dates Venue Joining instructions Hotels Registration form
The brochure and registration form should be sent to all delegates who have returned an expression of interest from the original first announcement.
It is important that firm delegate bookings are obtained with payments in good time before the beginning of the event. Financial penalties should be rigidly fixed and adhered to for late bookings and cancellations. Places cannot be guaranteed unless booked in advance.
A running list of delegates should be maintained several days before the event is due to take
place. At this point the list should be finalised for printing and a sufficient number of copies be produced to supply all delegates.
Once the brochure and registration forms have been sent out, the Seminar/Conference
proceedings should be compiled and a sufficient number of copies printed to be available to all delegates who attend and also for persons wishing to purchase a copy without attending. Copies will also be included so that the Institute Library can hold a sufficient stock for reference purposes.
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8.7 The Seminar/Conference 8.7.1 Registration Before the opening of the proceedings, all delegates must be asked to register. At this time each delegate will be issued with an identification badge, a copy of the printed proceedings, a feedback form, plus any other necessary information. 8.7.2 Opening The event will normally be opened by a Section Head, where relevant the head of the business area involved with the event. The opener will include any additional observations on administrative points of general interest and also draw attention to special aspects such as security and fire procedures that may not be included in the printed information. 8.7.3 The Proceeding After an opening address, which will be given by either the Guest Speaker or the Section Head, the Event Manager, Co-ordinator and Institute administration office have full responsibility for the floor/stage/forum, keeping speakers to time and handling the allocation of questions. Any last minute alterations to the programme must be referred to the Co-ordinator, and if possible, discussed before the change is carried out. It is the responsibility of the Co-ordinator to make sure any presenting speakers are supplied with the facilities they require, and, as much as possible, freed from routine administrative problems. Speakers should be required to ensure that they are rehearsed and ready to start on time. 8.7.4 Closure A good ending to a Seminar/Conference is as important as a good beginning. In winding up the proceedings, the Institute representative must endeavour to ensure that the theme of the event is accurately summarised and all outstanding queries answered satisfactorily. If some presenters have promised further information to delegates, or answers to certain questions deferred against a requirement of greater clarification, then all relevant information such as addresses, telephone numbers, business cards, etc., must be carefully noted in order that administration follow-up is efficiently carried out. All delegates should be able to leave the conference with confidence that their interests have been properly managed and that they have received value for money in terms of content. Discontented delegates are unlikely to return for future events. The Co-ordinator should request all feedback forms are completed by delegates and handed in at the Registration Desk.
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In addition Continuing Professional Development Certificates (where appropriate) will also be ready for collection upon the conclusion of the event from the Registration Desk. 8.8 Post Conference After the event, the Co-ordinator will ensure that follow on activities such as those above, are carried out without undue delay and that all income and expenditure for the Seminar/Conference has been correctly and accurately accounted. Any creditors who, at this stage, have still not submitted invoices should be requested to do so as soon as possible. Outstanding invoices should be dealt with in a timely manner, so that a correct and final account can be produced for presentation to Council. The Co-ordinator will be responsible for reporting the Proceedings and presenting the accounts to the Council. The report and accounts of the Seminar/Conference Proceedings, together with the collating and reviewing of all feedback received from delegates, should be included and also the views on the overall outcome in terms of benefits (financial and other) to the Institute. The report to Council will normally be summarised by the the Marketing and Events Co-ordinator for inclusion in the next issue of "Explosives Engineering", uploading to the Institute website and social media. 8.9 Finance The Co-ordinator is to submit a budget for the conference to the Management Committee prior to each financial year. The Co-ordinator is to provide costs to Council to determine the Journal Subscription costs. The costs will include but are not exclusive to the following: -
The remuneration for the Editor The contractual cost to the Publisher
The Co-ordinator is responsible for authorising delegated payments against the Journal budget, and for ensuring the journal's financial viability within the agreed budget. 8.10 Institute Journal 8.10.1 Content The Editor is responsible for the content of the Journal. He/she is to comply with the policies of the Institute, but he/she has editorial freedom in selection of articles. The Journal is to remain fresh and respond to member’s demands with a variety of content for example:
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Institute News sections with information on Council matters. Technically oriented papers. Reprint articles of interest from organisations that have a relationship with the Institute or
have a relevance to the membership. Explosives industry news Information received from the Health and Safety Executive, and other matters of legal
significance 'Letters to the Editor' 'Future Events' And other material selected at the Editor's discretion
8.10.2 Distribution All members of the Institute who have paid their annual membership subscription, except students, will receive a copy of each issue without charge. The Journal will also be available to members through the Institute website. Students will have access to the on-line version via the Institute website. Subscription or complimentary copies of the journal may be sent to external bodies and individuals. The list of such subscribers may include, but not necessarily be limited to, the following:
Professional bodies with whom the Institute maintains links at home or overseas Educational establishments associated with the explosives industry Appropriate government departments Non-member subscribers
Distribution should be regularly reviewed by the Co-ordinator to ensure that external copies are reaching intended recipients. 8.11 Publication Marketing and Events is responsible for the publication of the Journal and in that respect will make arrangements, subject to Management Committee approval, to contract to the Institute suitable persons or company to undertake –
The role of Journal editor The publisher of the Journal
8.11.1 Requirements of the Editor The Editor of the Journal is required
To formulate and agree with the publisher and the Co-coordinator Marketing and Events, an Editorial policy covering such matters as content, design, and copy dates
To solicit, commission or otherwise obtain for publication articles of varied and topical interest to members of the Institute
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To select and to edit, at his/her discretion and subject to the policies of the Institute for the time being in force, all material sent for publication
To provide direction for the use of such devices as headlines, sub-heads, lead-ins and lift-outs
To ensure, as far as he/she is able, that copyright and libel laws are not breached and that any copyright or picture fees are paid
To liaise with the Co-coordinator on all matters, with special regard to keeping within any agreed budget
The Editor is entitled to claim expenses on the same basis as elected Council members, with these expenses being paid from the journal budget
The Institute may, upon request, and at Council's absolute discretion, loan the Editor such office equipment as he/she may require for the performance of his/her duties. Any such equipment will remain the property of the Institute
8.11.2 Requirements of the Publisher The Publisher of the Journal is required
To formulate and agree with the editor and Marketing and Events Co-coordinator, an editorial policy covering such matters as issue frequency, content, design, and copy dates
To receive copy from the editor in an agreed form and to an agreed timescale, to typeset the material and produce at least one complete set of proofs for checking by the editor
To make any editorial amendments detailed on the returned proofs, and then to produce the agreed number of printed copies of the journal
To seek and sell advertising for the journal and to retain a percentage of the income in accordance with the contract issued by the Institute
To formulate and agree with the editor and the Co-coordinator, Marketing and Events an advertising policy
To liaise with the editor to an agreed timescale the amount of advertising space available in each edition
To liaise with the publisher and advertisers over the format and proofing of all adverts 8.11.3 Appointment and Cessation of Appointment of Editor and Publisher
The appointment of the Editor and Publisher will be subject to a written contract which will contain the terms of the appointment, the period of any appointment and the process for the ending of any contract at other than the time of its scheduled renewal.
8.12 Web Site - Financial Arrangements The cost will be broken down into
Hosting costs - that is the cost of the website sitting on a physical server and the continued ownership of any web domains that the institute owns
Development and design costs and maintenance - which will be contracted out to a suitable individual with an appropriate budget set by the Management Committee for the work
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8.12.1 Technical Specification for the Website The website will be hosted via an appropriate server and backups will be taken and stored by either Handbook or automatic means. 8.12.2 Webmaster The site design will be overseen by the Webmaster, who will be selected by the Management Committee with their appointment agreed by council. The design and maintenance of the website will be delivered contractually by the Webmaster and/or the Institute. The day to day updating and corrections of the site will be carried out by the Administration Office. 8.12.3 Security The Institute website will be open to all who wish to view it, with a portion of the website for members’ use only, and which will be secured by way of a login and password. The process for obtaining this will by use of the website registration process. A further level of security for the updating of information and maintenance of the website will be by the use of a password that will be made available to the Webmaster, designated members of council and the Institute administration office. 8.12.4 Copyright All materials on the Institute’s website, unless otherwise noted, will be copyright to the Institute. 8.13 Social Media The Institute uses various social media channels, which are managed by the Administration Office. The social media channels and services used include (but are not limited to):
Facebook Twitter LinkedIn You Tube
Any item posted on any of the social medial channels by someone other than the Administration Office will be the view of the owner of the post and will not be endorsed by the Institute. In such cases the owner should avoid any reference in the item that will suggest that the item has Institute approval. Failure to do so may result in consideration of disciplinary action. It is important to recognise that when placing an item on any social media channel members and staff should ensure that where the content is applicable to data protection requirements, it is compliant with the Institute procedure relating to the use in communications of personal data. In this context personal data is any information by which a natural person can be identified. Care must be exercised when constructing the content of any social messaging as, without a lawful or legitimate purpose, or the individuals consent, making personal data information available to others can constitute a breach of the legislation and possibly render the person releasing that data liable to enforcement action or prosecution by the Information Commissioner. Members who have registered as a user of the Institute website are able to post a question for comment on the Knowledgebase via the Institute website. All items posted on the Knowledgebase
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will be reviewed by the Administration Office and a nominated Council Member prior to being released to registered members. The Administration Office will be responsible for all marketing campaigns via social media channels, the sharing of articles, videos, media and other relevant content. Any material falling within the above if not indicated as free to reproduce may not be copies or transmitted without the consent of the originator at the Administration Office. All direct messages received via social media channels will be responded to within 48 hours by the Administration Office (excluding weekends and public holidays). 8.14 Awards The Institute individually or in association with the Explosives Engineers Educational and Research Trust offers a number of annual awards in appreciation of the standards obtained in a number of allied educational, research and development areas. The awards available are:
Harold Swinnerton Award Editor’s Award Rosenthal Silver Salver The Institute Presidents Award
8.14.1 General The Awards Roll of Honour is the record of all award winners and must be:
Kept up-to-date, as at the AGM Visibly displayed both at the awarding AGM in such a manner as to give the recipients and
their sponsors due appreciation. 8.14.1.1 Liaison with the Trust. The President, the Trust Liaison Officer and the Institute Administration Office should put in place and keep up-to-date agreements on funding for awards, prizes and trophies. 8.14.1.2 Awards for External Qualifications. The Institute will sponsor awards for specific Educational or Training events. Subject to approval by the Management Committee, the Marketing and Events Co-ordinator has discretion to fund such awards where a mutual benefit exists between the Institute and the Educational institution. 8.14.2 Harold Swinnerton Award This award was created as a gesture to Harold Swinnerton who died in 1983, to recognise his contribution to the starting up of the Institute and the move towards professionalism of the Explosives Engineer. It was first awarded to his wife, Mrs. Ivy Swinnerton as a posthumous award to her late husband in 1984.
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The Institute's Award in memory of Harold A Swinnerton FIExpE may be awarded to the person who has done most to further the interests of the Institute in the time under consideration. The award is for "services to the industry" and is not restricted to Institute Members or Council Members. Any member of the Institute may make a nomination for the Harold Swinnerton Award. The Marketing and Events Section may award the trophy and prize annually on consideration of those nominated to it (in confidence) by any member. 8.14.3 Editor’s Award Awarded for the Best Article in the calendar year prior to the AGM. The Editor of “Explosives Engineering” will make the decision on the best article. 8.14.4 Rosenthal Silver Salver Awarded by the Marketing and Events Committee in recognition of support to the Institute, available to members and non members. 8.14.5 Institute President’s Award Presented to an individual either an Institute member or non-member at the sole discretion of the current President If awarded, such prizes are presented by the President at the Annual General Meeting. 8.14.6 The Ammunition Technical Officer Ammunition Design Project Trophy This Trophy is to be awarded annually to the syndicate that is assessed as having completed the best Ammunition Design Project during the academic phase of instruction on the Ammunition Technical Officer (ATO) course at the Defence Academy. This phase of the ATO course concludes with submission of a formal report and delivery of a presentation by each syndicate, prior to students departing for the remainder of the course at the Defence Explosives, Munitions & Search School. The projects undertaken are sponsored by a range of Defence and Commercial organisations /companies or individuals, and mentored throughout by Defence Academy academic staff. The assessment of these projects for the trophy will be completed by the Academy academic staff under the direction of the SO1 Explosive Ordnance Engineering (Ammunition & Counter-Improvised Explosive Devices) who will, as a result of these assessments, recommend to The Institute which syndicate is to receive the trophy. The trophy will be presented by President of the Institute, or nominated representative, after the syndicate project presentations have been completed. The trophy will be returned after the event to SO1 EOE (A & C-IED) who will arrange for its secure display until the following year’s presentation. In addition to the Award of the trophy each member of the winning syndicate will receive a prize comprising of an Institute engraved glass paperweight. 8.15 Civil Honours
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A member of the Institute who is considered worthy may be proposed to Council by a member for civil recognition of services to the Institute or the industry. The sponsor of the application should make a considered case to Council for its deliberation and due vote on the issue. Voting on the conferral by Council should be unanimous whereupon the President should make official application through the appropriate channels. 8.16 Nomination Process A member wishing to nominate an individual, other than them self, for an award must send the nomination to Administration Office by completing the Institute’s Award Nomination Form. The nomination is to arrive at the Administration office no later than 31st January immediately prior to the AGM at which the award will be presented. 8.17 Institute Library The purpose of the library is to:
Retain a single copy of publications we recommend to our members as reading material, not least so we can provide comment and assistance where required and mark exam papers fairly and on a level basis
Keep a set of reference books to aid those members of Council, and other Members, who may be required to answer queries on behalf of the Institute
Ensure that the Institute can be seen as a pre-eminent and trusted source of, or a first port of call for, information on explosives matters
8.17.1 Library Responsibilities The Administration Office is responsible for the running of the Institute Library. The Institute Administration Office is responsible for keeping the Institute’s Reading List up to date. The Administration Office is responsible for:
Cataloguing the publications held and publishing it on the Institute website as the Library List
Seeking recommendations from Sections and Members for new books, papers or periodicals Submitting the Reading List, Library List and requests for publications to the Marketing and
Events Section Submitting requests for funding to procure and maintain the authorised publications Maintaining the review programme for all books, papers and periodicals Disposing of outdated publications in a suitable manner Holding all publications Making payments for new and updated publications Recording the usage of publications Ensuring that publications loaned to Members or exam setters are returned in a timely
manner Ensuring suitable recompense for publications lost or damaged during any loan period
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8.17.2 Requirements The Marketing and Events Co-ordinator:
Will ensure that the Institute Reading List and Library List are kept up to date by the Institute administration office
Will scrutinise requests for new purchases Will ensure that sufficient funds are made available for the purchase of approved new titles Will make bids on the Trust when appropriate to purchase educational publications
The Institute Administration Office:
Will catalogue the publications held and publish it on the Institute’s website Will encourage the Institute Sections and Members to identify potential additions to the
Reading List and Library List on a continuous basis Will identify on the Library Lists publications that are rare or expensive and cannot be loaned
away from the Library Will review the Reading List annually, ensuring that any new publications are considered and
that those already held incorporate all amendments to date Will submit the Reading List and Library List to the Marketing and Events Coordinator Will prepare or obtain a synopsis/book review of any intended purchase for consideration by
the Marketing and Events Coordinator Will ensure that the purchase of the publication if the purchase is approved Will ensure that the book review is published in the Journal and on the website Will dispose of outdated publications in a suitable manner Will store the publications as a Reference Library Will manage the use of publications from the Reference Library, ensuring that any loans are
returned promptly. The Institute administration office will have the right to refuse the loan of particularly expensive or rare publications
Will manage the monetary transactions required to compensate for lost or damaged loaned publications
Will ensure that any publications that are acquired in electronic format are copied to the Members’ Area of the website, subject to copyright approval via the author or publisher
Book Reviews Each publication must be reviewed in the Journal in order to promote its use by the membership as a reference document for the individual’s own library or for students to obtain for their studies. The review is to include at least the following: A synopsis of the publication’s content.
The title The ISBN or other identification The price at time of writing The source from which it was procured
Terms of Loan for Publications
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Publications will only be lent to current members of the Institute. A maximum of 3 publications may be borrowed at any one time. Publications may be borrowed for a period of up to one month, unless the Administration Office agrees a longer period. Technical Publications can be very expensive to procure and may be very difficult to replace. At the beginning of the loan period the borrower will be required to give assurance to the Institute administration office that in the event of loss or damage to the publication the Member will be prepared to fund the replacement of the borrowed item. Publications should either be returned in person or sent by a “Signed for” delivery service (e.g. Royal Mail “Special Delivery” or courier). Packages should be insured to cover replacement cost of the publication(s). Publications must be returned by the agreed date otherwise the following sanctions will be imposed:
Reminder (1 week after the agreed date) Final reminder (2 weeks after the agreed date) The borrower will be liable for the cost of replacement of the publication (4 weeks after the
agreed date)
An agreement between the borrower and the Institute will be made for each loan. 8.18 Marketing Approval The Co-coordinator oversees the implementing of the Institute’s corporate approach in relation to the materials it produces, has produced for it, or any items marketed in its name. To ensure a uniform approach is maintained any person who wishes to -
Obtain any display boards or banners
Posters or leaflets
Promotional materials (pens, pads, lanyards etc)
Equipment that is to bear the Institute logo
must first submit the details, including any draft artwork, for marketing approval.
No orders must be placed, or contracts agreed without the material or articles having received marketing approval.
Once an item has received marketing approval its re-order or production does not require further presentation for approving unless there is a change in item as approved.
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PROCEDURE 09 AFFILIATIONS
9.0 Affiliations
9.1 Affiliations Section This area of the procedures is the remit of the Affiliations Section whose membership composition can be found in Part 1 9.2 Affiliations The Section will develop and co-ordinate the Institutes affiliations with and to other bodies and organisations which the Institute –
9.2.1 has entered into arrangements with for their common benefit or interests on a permanent, contracted or renewable basis;
9.2.2 determines that the creation of such an arrangement will be in accord with the Institutes
aims and objectives. 9.2.3 The Section will be responsible for the following
Assisting and collaborating with other professional bodies, including the Engineering Council, in order that the Institute is appropriately represented and its voice heard
Ensuring that appropriate account of legislative and standards work done by other bodies is accurately reflected in the Institute’s position so that the Institute is not unnecessarily isolated from its European equivalent organisations
Collaborating with Institute Representatives to EUExCert, EUExCert Association UK and the UK Standards Setting Body for Explosive Munitions and Search Occupations with regard to National Occupational Standards
Providing expert input and advice upon request to Institute training courses and
examinations, to the Education and Training and the Membership Sections and to any other Section which might reasonably seek it
9.2.4 Members of the Section may act on behalf of the Institute on affiliated bodies and
organisations, including holding office within those affiliates. 9.2.4.1 Where a member of the Section holds or is to hold an office within an affiliate:-
that fact must be reported to Council; due consideration must be given to the issue of conflict of interest.
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PROCEDURE 10 SPECIFIC FUNCTIONS 10.1 Where the Institute seeks to engage in activities that provide specific functions in promotion or according with its aims and objectives that are either
provided for the benefit of all members, or a group of members; or provided for the benefit of persons who are not members of the Institute; and
o involve co-operation with o or can be dependant upon
other bodies or organisations, then these activities will be subject to the approval of Council. 10.2 The Section head into whose area of business the activity is to be located, or another person
bringing the proposal forward, will form a proposal and outline of the activity. 10.3 The proposal and outline will be submitted to the Management Committee for initial
evaluation. If fulfilling the criteria and approved, then the details will be circulated to Council members for their consideration and if consented, their approval.
10.4 On receipt of approval the Institute Administration Office will create a record of the activity
and allocate a unique reference number (URN) to the activity. 10.5 The record file will be populated with – 10.5.1 The approved implementation document or plan. 10.5.2 The organisational relationship between parties if required 10.5.3 Any memorandum of agreement or arrangement necessitated by the activity 10.5.4 Any adjustment to insurable liability in relation to the activity 10.5.5 The key stages to implementation 10.5.6 The time scale, if applicable, to the length of the activity 10.5.7 The details of any partners with the Institute involved in the venture. 10.5.8 The cost coding for 10.5.8.1 expenditure 10.5.8.2 income 10.5.9 The audit stages and review period for the activity. 10.6 The details of any administrative process to be undertaken by, or in support of, the activity
will be created as a specific function in that section of the Office Handbook. 10.7 Council will have oversight and progress reports where applicable. 10.8 Allocation of 3rd Party enquiries – 10.8.1 In accordance with the Institute Policy in relation to enquiries received where the enquirer
seeks either the assistance of, or wishes to engage a member of the Institute to undertake
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for them any commercial or other activity in relation to matters relating to explosives the Institute will –
10.8.1.1 follow a process, set out in the Office Handbook on the allocation of such enquires across the whole or sectors of the Institute as are applicable;
10.8.1.2 adopt a position of strict neutrality in regard to enquirers seeking preferences from the members provided;
10.8.1.3 ensure, where applicable, that the 3rd Party and members information is passed over in accordance with the procedure in relation to Data protection and its control;
10.8.1.4 establish that a situation of non-liability on the Institute exists in the exercise of such a task.
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APPENDICES Copies of these documents are also retained at the Institute office.
Policy
Appendix: Subject Policy(s)
A Employment Contract & agreements 10 .1.6
B Employees Handbook 10 .1.6
H Guidance to discipline panels & investigators 11
Procedures
Appendix: Subject Procedure(s)
A Employment Contract & agreements 2.4
B Employees Handbook 2.4
C Office administrative process and practice 2.7 on
D Election Guidance & specimen forms 3.5; 6.11
E Membership – specimen forms 4.4
F Guidance on devolved income and spending 5.1
G Guidance on expenses and other reimbursements 5.2.3; 5.4
H Guidance to discipline panels & investigators 3.19; 4.9.2
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