CONDITIONS OF MEMBERSHIP AND CODE OF CONDUCT

Published APRIL 2015

Amended April 2024

1  CONDITIONS OF MEMBERSHIP

The Conditions of Membership outlines the rules, regulations and policies of Glasgow Sculpture Studios ("GSS").

Members are required to abide by the current conditions as set out in this document and are required to retain this document for their own information.

Application for Membership or renewal of Membership indicates that members agree to abide by current Health and Safety regulations implemented by GSS and the Conditions of Membership & Code of Conduct, as set out in this document.

All members are subsequently required to undertake a compulsory building induction to enable ongoing access to the facilities at The Whisky Bond.

A Production Facilities induction will also be a compulsory requirement by all members wishing to access these facilities. GSS hold a record of members’ inductions to enable access to specific equipment and machinery.

New members are required to meet with a Technician, who will assess membership skill levels.

Members can request inductions so that they can skills build and subsequently access more facilities and equipment.

GSS reserves the right to alter or update, without prior notice, the Conditions of Membership. Such alterations will be posted on the members' notice board in the Research Resource and circulated via e-mail. Current members are bound to such alterations.

The following rules apply to all individuals and groups wishing access to the facilities:

1.1 General Membership Information

·         All memberships are annual and expire 12 months later

·         Memberships are not transferable

·         Full membership of GSS is only available to professional, practicing artists

·         New members/applicants are required to demonstrate artistic competence and proof of professional status and activity through the completion of a formal application form

·         Annual updates of artistic activity are required to continue to receive subsidised support and access to facilities

·         This information is required by our main funders, Creative Scotland and Glasgow City Council (Culture & Sport Glasgow) as part of our annual funding application update, to justify ongoing funding of the organization and subsequent subsidy and support for artists

·         Associate membership caters for artists, writers, curators, academics, researchers and public audiences who do not require use of GSS’ production facilities but wish to have access to the dedicated communal social and interactive spaces with learning, research and professional development resources such as the meeting room, library, IT suite and social space

·         GSS reserves the right to refuse or terminate, without financial liability, membership to those who do not fulfill, or are in breach of the Conditions of Membership or the Code of Conduct

·         Members wishing to use the production facilities must be competent to do so, either from past experience or by having successfully completed an induction or training course

·         Associate membership does not entitle access to the production facilities

1.2 Membership Criteria

Full Artist members of GSS must provide the following to received subsidised support:

1.        A demonstrated commitment to contemporary sculptural practices

2.        A demonstrated quality of artistic practice

3.        A clear demonstration of need for access to communal production facilities

4.        A willingness to actively contribute artistically, intellectually and socially to the shared vision and ethos of GSS

5.        A demonstration of how access to the facilities will contribute to the development of the applicants’ career

6.        Proof of Third Party Insurance to provide personal cover for accident or injury to persons, or damage to their equipment or belongings (including that belonging to GSS).

2 CODE OF CONDUCT

GSS provides artists with a safe and supportive environment for the fabrication, presentation and dissemination of contemporary sculptural practices.

The following Code of Conduct (the Code) is designed to cover the required standards of behaviour and performance required of employees, board directors and members. 

The Code includes the Company Rules of GSS, which all members and employees are required to comply with, and examples of misconduct which GSS regards as Gross Misconduct.  A breach of the Company Rules will render a member liable to disciplinary action in accordance with the Complaints & Disciplinary Process outlined in Section 3 of this document.  An instance of Gross Misconduct may render a member liable to termination of Membership without notice.

A breach of the Code by an employee will be dealt with under the GSS Disciplinary Procedure.

The Company Rules and the examples of misconduct are not exhaustive.  Members and employees are under a duty to comply with the standards of behaviour and performance required by GSS, and to behave in a reasonable manner, at all times.

2.1   Appropriate Behaviour

All members and employees should maintain a standard of behaviour, whilst in property, that is considered by the Board of Directors to be acceptable.

All members and employees must act in a courteous manner towards one another and to act in accordance with our Equal Opportunity Policy. 

2.2   Equal Opportunity Policy

GSS is committed to promoting equal opportunities and creating a culture in which diversity and inclusion is valued and everyone is treated with dignity and respect.  All employees and members will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (the Protected Characteristics).  We are also committed to providing equitable treatment to all those we deal with as an organisation, including customers and suppliers.

GSS expects members and employees to support this commitment and to assist in all possible ways. 

Members and employees must not unlawfully discriminate against or harass other people, including current and former staff, job applicants, clients, customers, suppliers and visitors. This applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts), and on work-related trips or events including social events.

The aim of this policy is to prevent discrimination, provide guidance to resolve any problem should it occur and prevent recurrence.

The Board of Directors of GSS is committed to making this equal opportunity policy work and the policy will be regularly reviewed.

2.3   Discrimination and Harassment

Discrimination or harassment directed towards a member or employee by a fellow member or employee (or group thereof) will not be tolerated.  Action may be taken against a member or an employee under the relevant disciplinary procedure where they are found to have acted in contravention of this policy.

The following forms of discrimination are prohibited under this policy and are unlawful:

(a)              Direct discrimination: treating someone less favourably because of a Protected Characteristic. For example, rejecting a membership applicant because of their religious views. Direct discrimination can include associative discrimination, where a person is treated less favourably because of their association with an individual with a Protected Characteristic, and perception discrimination, where a person is treated less favourably because of the mistaken belief that they possess a protected characteristic.

(b)              Indirect discrimination: a provision, criterion or practice that applies to everyone but adversely affects people with a particular protected characteristic more than others and is not justified.

(c)              Harassment: this includes sexual harassment and other unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. A single incident can amount to harassment.

Unlawful harassment may involve conduct of a sexual nature (sexual harassment), or it may be related to age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. Harassment is unacceptable even if it does not fall within any of these categories.

Harassment may include, for example: unwanted physical conduct or "horseplay", including touching, pinching, pushing and grabbing; unwelcome sexual advances or suggestive behaviour (which the harasser may perceive as harmless); offensive emails, text messages or social media content; or mocking, mimicking or belittling a person's disability.

(d)              Victimisation: retaliation against someone who has complained or has supported someone else's complaint about discrimination or harassment. This includes where someone mistakenly believes that the person victimised has done so.

(e)              Disability discrimination: this includes direct and indirect discrimination, any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.

2.4   Members & Employees’ Responsibilities on Equalities

All members and employees have the right to work in an environment which is free from any form of discrimination and harassment. All have a responsibility to help ensure a working environment in which the dignity of members and employees is respected. All must ensure their behaviour to colleagues, staff or clients does not cause offence and could not in any way be considered to be harassment. 

GSS fully recognises members’ and employees’ right to complain about discrimination or harassment should it occur. Employees should make complaints in accordance with the Grievance Procedure. Members should raise complaints in accordance with the procedure outlined in Section 3 of this document.

2.5   Management Responsibilities on Equalities 

The management of GSS is responsible for upholding this policy.

Where problems or complaints arise, the management must take these seriously and make sure they are fully investigated and that any necessary follow-up action is taken. This may include initiating disciplinary action against members or employees who have committed acts of discrimination or harassment.

2.6  Monitoring and Updating Equal Opportunities Policy

Equal Opportunities practice is developing constantly as social attitudes and legislation change.  GSS will monitor the effectiveness of its policies and will implement changes where necessary.

2.7   General Rules & Regulations

GSS has rules concerning smoking, drinking alcohol, illegal drugs, eating and drinking, and tidiness:

·         Smoking is not permitted anywhere on the premises

·         Drinking alcohol is not permitted in the production facilities

·         Illegal drugs are not permitted on the premises

·         All staff and members are not permitted to work on the premises if they are under the influence of alcohol or illegal drugs

·         Eating and drinking are only permitted in the kitchen and eating area of the Social Space

·         All members are responsible for the disposal, clearing, cleaning and storing of items used and personal refuse created through the above

2.8   Standards and Conduct

Members and employees are required to:

·         Co-operate fully with management, and to ensure the maintenance of acceptable standards of politeness

·         Ensure that they do not behave in a discriminatory manner

·         Comply with all reasonable management instructions

·         Comply with GSS' Operating Policies and Procedures

·         Not make use of GSS' telephone, fax, or postal facilities and email and internet services without management permission

2.9   Gross Misconduct

Set out below are examples of behaviour which GSS treats as Gross Misconduct.  Such behaviour will render termination of Membership without notice.  Members should note that this list is not exhaustive:

·         Theft, dishonesty or fraud

·         Smoking within the premises

·         Assault, acts of violence or aggression

·         Unacceptable use of obscene or abusive language 

·         Possession or use of non-prescribed drugs on GSS' premises

·         Use of alcohol in non-designated areas of GSS' premises (production facilities etc.)

·         Wilful damage to GSS, other members or employee’s, or public property

·         Discrimination or Harassment

·         Refusal to carry out reasonable management instructions

·         Gambling, bribery or corruption

·         Acts of indecency or sexual harassment

·         Serious breach of the Health and Safety policies and procedures

·         Unauthorised access to or use of GSS computer data

2.10   Production Facilities Rules & Regulations

Many of the processes utilised in the production facilities involve the use of potentially dangerous materials, chemicals and machinery.  Members are expected at all times to follow safe practice, and if in doubt to seek immediate guidance from a member of staff.  

It is the responsibility of the member to know the correct procedures and to be familiar with guidelines, rules and regulations that are a requirement for using the facilities. These are communicated through the induction process and updates to policies and guidelines are communicated through e-mail correspondence or briefing through members’ Forums.

Machinery instructions are available in the inductions folder, kept in the woodshop.  Power tool manuals are available on request.

Unauthorised visitors are not permitted access to our Production Facilities

2.10.1 Work Clothing

·         Members and employees are required to dress in a manner appropriate to the function in which they are engaged when working within the Production Facilities

·         Members and employees are required to wear any relevant or required personal protective clothes or equipment, provided at their expense, when working within the Production Facilities

2.10.2 Health and Safety

·         Members are required to gain an understanding GSS' Health and Safety procedures, observe them, and ensure that safety equipment and clothing is always used

·         All accidents, however small, must be reported to management as soon as possible, and an entry made in the Company’s Accident Book

2.10.3 GSS Property

·         Members and employees are not permitted to take GSS' property or equipment from GSS premises, without management authorisation

·         If a member damages equipment belonging to GSS, either through misuse or carelessness, GSS reserves the right to charge the relevant member for the repair or replacement of the damaged equipment

·         Members are solely responsible for the safety of their personal possessions while on GSS premises.  Members must ensure that their possessions are at all times kept in a safe place 

·         Members who find an item of (other’s) personal property on the premises are required to inform  management immediately

2.11   Environment

In order to provide a cost-effective service, members are requested to use GSS' equipment, materials and services wisely.  Members should try to reduce wastage and the subsequent impact on the environment by ensuring windows are closed, unnecessary lighting and heating is not used, taps are not left running, equipment is not left switched on when no longer in use and that materials are handled with care.

2.12  Changes in Personal Details

Members must notify management of any change in personal details, including change of name, address, telephone number, e-mail address.  This will ensure GSS maintains accurate personal details in compliance with the Data Protection Act 2018 and UK GDPR, and is able to contact you or another designated person in case of an emergency.

3              COMPLAINTS AND DISCIPLINARY PROCESS  

This section applies to members only. Employees should refer to the separate GSS Disciplinary & Grievance Procedure.

3.1   Complaints Procedure - Members

If a member has a complaint about any matter, including  a complaint concerning a breach of  the Code or Equal Opportunity Policy they should use the following procedure:

3.1.1        Informal Complaint

Where members have a complaint, they should inform a member of the management team and

in most circumstances management will endeavour to resolve minor issues without recourse to the formal procedure.

3.1.2        Formal Complaint

If the complaint cannot be resolved on an informal basis, then the complaint should be put in writing to a member of management who has not been involved in the matters relating to the complaint.

In most cases, management will speak to the complainant to discuss the matter. It may be necessary for further investigations to be carried out, and management at their discretion, will determine who should carry out any investigation. 

Once management is satisfied that, so far as is practicable, all of the relevant facts have been established, a decision will be made, and the complainant will be informed of this decision in writing. 

Where the matter is not resolved, the member may refer the complaint to the Chair of the Board in writing, who will consider the matter and attempt to resolve it .

The Chair may nominate any Director(s) who have not been involved in the matter to deal with any appeal.  The Chair or their nominee will consider matters and issue a decision in writing.  The decision at this stage will be final.

The outcome of any complaint may involve a recommendation that disciplinary action is taken against an employee or a member.  If that is the case the relevant disciplinary procedure will be followed.

3.2 Disciplinary Procedure - Members

3.2.1   Disciplinary procedure

The primary objective of the disciplinary procedure is to ensure that all cases relating to a breach of the Code of Conduct or Equal Opportunities Policy, are dealt with fairly and consistently, to resolve any issues as quickly as possible and encourage an improvement in individual conduct.

3.2.2   Counselling

In the initial stages of what could potentially turn out to be a disciplinary matter, management must first consider whether an informal counseling process would be more effective. In some cases, the right word, at the right time, may be a more satisfactory method of dealing with a breach of the rules than the formal disciplinary procedure.

Counselling will take the form of a "gentle word in the ear" normally by the employee who is responsible for the area or facility within GSS within which the breach of rules has taken place.  The member will be given every opportunity to state his or her case as part of the discussion with management. This discussion will however, require to be recorded as a reminder of the outcome of the conversation.

In most circumstances management will endeavour to resolve minor issues of breach of discipline by counseling the member concerned, however where management decide that the issue is not resolved or it more serious, disciplinary action may be required.

3.2.3   Formal Procedure

Before any disciplinary hearing is held, the matter will be investigated. A member of management will conduct the investigation, maintaining fairness and impartiality throughout.  Any meetings and discussions as part of an investigation are solely for the purpose of fact-finding and no disciplinary action will be taken without a disciplinary hearing. Investigation meetings may take place in person or remotely.

At this meeting the management has the authority to temporarily suspend the complained-against member(s) for up to two working weeks from GSS.

Following the outcome of the investigation, the member will be informed as to whether disciplinary action is required and will be given prior notice of any requirement to attend a disciplinary hearing.  A minimum of 24 hours' notice will be given to allow them to prepare for the disciplinary hearing.

Members will normally be given copies of relevant documents, witness statements and other evidence in advance of the hearing.

The hearing will be held by a member of management who has not had prior involvement in the matter or the matter will be referred to the Board.  Disciplinary matters involving potential gross misconduct must be referred to the Board for a disciplinary hearing.   

If the matter is referred to the Board, the Chair will nominate a panel of three Board members to hold the hearing. 

At the disciplinary hearing, the member of management or the panel (where referred to the Board) will decide what further action will be taken – if any.  The Board has the absolute right to determine if a member is to have their membership revoked.

3.2.4 Potential Disciplinary Action

Disciplinary action falls into one of the following categories:

Verbal Warning: The member will be advised that his or her standard of conduct or performance has been unacceptable.  The required standard will be outlined and a monitoring procedure may be implemented.  The warning and details of any monitoring procedure will be given verbally and subsequently confirmed in writing.

Written Warning: The procedure followed will be the same as for a Verbal Warning.

Final Written Warning: The procedure followed will be the same as above.  On this occasion the member will be advised, in writing, that a failure to improve the standard of conduct or performance could result in termination of membership.

Termination of Membership: A termination of membership occurs when the Company terminates the right to access GSS facilities or resources, either with or without notice.

The disciplinary action taken will be determined by the severity of the offence.  For relatively minor offences the procedure will normally commence with a Verbal Warning and progress through the stages.

GSS may decide, however, to commence the procedure at the Written Warning stage or even Final Written Warning stage if the offence is serious enough. 

In cases of gross misconduct, GSS will normally move directly to Termination of Membership. 

Members have the right to appeal against any disciplinary action taken against them in accordance with the Appeal Procedure.

3.2.5 Appeals against Disciplinary Action

All appeals must be made in writing no later than the end of the third working day after the disciplinary decision was notified in writing to the member. The first of these three working days is the day on which the member received written confirmation of the disciplinary decision.

The written appeal should be submitted to the Chair of the Board of Directors who will either hold the appeal hearing or alternatively who may nominate two Directors who were not involved in the previous proceedings.

An appeal hearing will be organised and held as quickly as possible.  The member will be entitled to attend the appeal hearing and will be given an opportunity to state his or her case.

The findings of the appeal hearing will be notified  to the member as soon as possible after the hearing.

The decision at this stage will be final.

3.3 Timescales

All meetings provided for in this procedure will be arranged as quickly as possible.  It is the intention of the procedure to resolve any issues raised at the earliest opportunity.  While every effort will be made by GSS to settle issues within the time limits indicated, this may not be possible on occasions.  In these circumstances an extension of time will be notified to the member.