Erskine | Documents
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Quality statement
Philosophy
‘Erskine will consistently deliver exceptional creativity to its clients, along with high quality, robust research, sound strategic thinking and honest common sense advice’.
Objectives
‘To create a financially successful business working with local, national and international clients which will offer quality, enriching, fulfilling employment for its’ partners & staff, whilst working within its policies on quality, equal opportunities employment, health & safety, the environment and corporate responsibility’.
Overall
- Erskine aims to ensure that the needs of our clients are clearly understood and met through close liaison at all stages of our work
- We ensure we only accept work within our areas of expertise and within our capacity to deliver within the project plan
- All work is conducted to a high professional standard with sensitivity, technical and commercial integrity
- We communicate clearly and effectively with everyone
- The company is committed to effective quality management at every level within the business. Central to the philosophy of the company is the belief that quality is the responsibility of every member of staff and the quality policy is upheld and supported by management at all levels.
Reporting
- Reporting will be jargon free and accessible
- All proposals, reports and publications will be reviewed by partners prior to submission.
Staff
- A nominated partner is responsible for the work of the Project, including that of sub-contractors
- Staff and sub-contractors are selected on the basis of how their skills meet the requirements of the project
- Staff and partners receive appropriate training which is reviewed periodically during the firms appraisal process
- Staff are given appropriate authority and resources within the scope of their responsibilities which are set out in their written job description and forward job plan
- Periodic audits and reviews of staff and project work are undertaken to ensure that standards are maintained and opportunities for improvements sought.
Project management
- The project plan which has been agreed with the client is clear, achievable and rigorously followed / managed using the web based electronic project management system
- Any changes to the project plan are agreed by Erskine and the client; a project Variation Notice will be issued detailing the variations to the original project plan
- The progress of projects is subjected to review by meetings (these may be ‘virtual’) and projects are managed via the electronic project management system. Agenda minutes and action points from these are recorded with other key project information in the electronic system
- Risk, issues and learning logs are maintained throughout the projects
- Issues are managed using corrective action techniques
- A project debrief is undertaken at the end of the project and a project closure statement is issued and signed by both Erskine and the client.
Data control
- All appropriate documentation is maintained, controlled and archived
- Electronic data are maintained and backed up on networked servers. Every week a full copy is cycled to a separate physical location.
Health and safety policy
Erskine Corporation Health & Safety Policy Statement – Health & Safety at Work etc. Act 1974
This is the Health & Safety Policy Statement of Erskine Corporation
Our statement of general policy is to:
- Provide adequate control of the Health & Safety risks arising from our work activities:
- Consult with our employees on matters affecting their health and safety:
- Provide and maintain safe equipment;
- Ensure safe handling and use of substances;
- Provide information, instruction and supervision for employees;
- Ensure all employees are competent to do their tasks, and to give them adequate training;
- Prevent accidents and cases of work related ill health;
- Maintain safe and healthy working conditions;
- Review and revise this policy as necessary at regular intervals
SIGNED
Simon J Campbell
Managing Director
DATED January 01st, 2008
REVIEW DATE December 31st, 2008
Responsibilities
Overall responsibility is that of Simon Campbell, who is also the designated Health & Safety (H&S) officer. Day to day responsibility for ensuring this policy is put into practice is delegated to Angela Campbell. If working off site responsibility is delegated to the Partner responsible for the off site work. They are also responsible to ensure health and safety standards are maintained and improved.
Angela and Simon Campbell are Directors of Erskine Corporation
Company responsibilities
The Directors have responsibility for developing an overall policy for staff training incorporating health and safety awareness. The Health & Safety (H&S) Officer has a key role in promoting awareness of, and developing positive attitudes to health and safety at Erskine Corporation.
With the help of designated staff, the H&S Officer shall be responsible for drafting, developing and updating policy, instruction and guidance on behalf of the company.
Employee responsibilities
Employees:
- Must co-operate with partners on health and safety matters.
- Must not interfere with anything provided to safeguard their health and safety.
- Have a duty to report all health and safety concerns to an appropriate person as detailed in this policy statement.
Management of Health & Safety at Work regulations 1999
Health & Safety risks arising from our work activities.
Key areas of risk
- Regular computer use
- Electricity
- Fire
- Manual handling
- Slips, trips and falls
- Stress
- Substances hazardous to health
- Environmental comfort factors
- Solo working
- Smoking
- Hygiene & welfare
- Visits to sites
- Visits to clients premises
- Verbal and/or physical abuse
Risk assessments will be undertaken by the Directors and the finding of the risk assessment will be discussed at Directors meeting and any corrective action undertaken.
Action required to remove / control risks will be approved by the Directors. The partners are also responsible for ensuring that the action required be implemented and for checking that the actions have removed / reduced the risks.
Assessments will be reviewed every twelve months / or when the work activity changes.
Consultation with employees
Employee representatives are designated on rotation basis and consultation with employees is provided via the monthly staff meeting and monthly Directors meeting.
Safe plant & equipment
All staff & Directors are responsible for identifying equipment needing maintenance and report to the partners.
The Directors are also responsible for:
- Ensuring that effective maintenance procedures are drawn up
- Ensuring that all identified maintenance is implemented.
- Checking that new equipment meets health and safety standards before it is purchased.
Safe handling of substances
The Directors are responsible for identifying substances requiring a COSHH (Control of Substances Hazardous to Health) assessment, for undertaking COSHH assessments, for ensuring that all actions identified in the assessments are implemented and for ensuring that all relevant employees are informed about the COSHH assessments.
Assessments will be reviewed every six months or when the work activity changes, whichever is the soonest.
Information, instruction and supervision
The Health & Safety law poster is displayed on the staff notice board and leaflets are issued as part of the new employee induction process.
Health & Safety advice and responsibility for ensuring that our employees working at locations under the control of other employers are given relevant health and safety information is the job of the Directors.
Health & Safety induction training
Will be provided for all employees by the Director responsible for induction and training and this induction training will be recorded on individual staff training records.
Reporting accidents & first aid
All accidents and cases of work-related ill health are to be recorded in the accident book, which is kept at the Director’s office. The first aid boxes are also kept in the Director’s office.
The appointed first aiders are Simon J Campbell and Angela M Campbell and they are responsible for reporting accidents, diseases and dangerous occurrences to the enforcing authority.
Monitoring
To check our working conditions and ensure our safe working practices are being followed, spot checks will be undertaken between risk assessments by the H&S officer. They are also responsible for investigating work-related causes of sickness absences, for investigating accidents and for acting on investigation findings to prevent recurrence.
Emergency procedures – fire and evacuation
The H&S officer is responsible for:
- Ensuring the fire risk assessment is undertaken and implemented
- Ensuring that escape routes are checked and clear every week
- Checking that fire extinguishers are checked monthly and maintained annually by Chubb Fire.
- Ensuring that emergency evacuation / fire drills are tested every quarter.
Standard terms of business
The services
The client hereby engages the services of Erskine to undertake services detailed in schedule A. Timescales, milestones and deadlines will be carried out in accordance with schedule A.
The client will supply Erskine at the earliest opportunity with all of the information and documentation necessary to the performance of this contract. Erskine Corporation shall return all materials belonging to the client on request and in any event on termination of this contract.
Subcontractors / associates
Where appropriate for the effective delivery of this contract, Erskine may engage additional consultants or subcontract aspects of the service. These arrangements are clearly outlined in schedule B. Any change to these arrangements will be discussed and agreed with the client in advance.
Payment
Invoices will be issued in accordance with the schedule set out in schedule C.
The client agrees to pay Erskine within seven days of invoice. Erskine reserves the right to charge interest on all overdue debts at the rate of 2% per month or part of a month.
Proposals
Proposals remain valid for 28 days from the date of issue unless otherwise stated.
Notices
Any notices to be given to the client at their head office and to Erskine at their registered office. These terms shall be governed by and construed in accordance with the laws of England and the parties hereby submit to the non-exclusive jurisdiction of the English Courts.
Project variation notices
Where variations to an agreed programme of work is specified by the client, and these variations are agreed to be likely to result in an increase in the chargeable hours, costs or expenses, a variation notice setting out the nature of the variation and the estimated adjustment to the budget, will be issued. Once issued, such a variation notice must be signed as agreed by the client prior to Erskine personnel being required to perform work resulting from the variation notice. Any work undertaken under a variation notice will be billed monthly in arrears.
Direct costs and expenses
Unless specifically included in the proposal, all expenses will be agreed in advance within an approved budget and billed, at cost, monthly in arrears. A full mileage and expenses schedule will be provided with the monthly invoice. All rates below are exclusive of VAT.
Mileage: £0.45 per mile
Accommodation outside M25 (per person per day): £65
Sustenance outside M25 overnight (per person per day): £25
Accommodation within M25 (per person per night): £95
Sustenance within M25 overnight (per person per day): £30
Printing / postage / copying / other disbursements: At cost
Trains / taxis / flights (economy class): At cost
From time to time there may be a requirement for Erskine to procure services or equipment outside the scope of this proposal. This will be carried out against a specification agreed with the client. The contract for the chosen services or equipment and responsibility for the quality of the delivered services or equipment will be directly with the client unless otherwise stated.
Publicity
The client allows use of their name and a description of the work undertaken in publicity material, press releases, websites and other media produced from time to time by Erskine. Use of detailed descriptions of the work will be subject to acceptance by the client and bound by the confidentiality agreement.
Copyright
The copyright of all intellectual property contained in all images, documents and / or presentations supplied to the client is wholly owned by Erskine unless specifically stated. Use of any of this material is strictly limited; if unsure you should contact Erskine. Erskine will credited in full as author and copyright holder in all subsequent use of such materials.
The Erskine website is governed by a separate agreement
Erskine will be free to make future use of the general market intelligence and research findings obtained during the contract.
Termination
In the event of either party being in material or fundamental breach of any of the terms and conditions of business the other may forthwith terminate the contract if the breach is incapable of remedy, or if it is capable of remedy the aggrieved party shall serve on the other seven days notice requiring such a breach to be remedied and, if such a breach is not remedied within the seven day period the contract shall automatically terminate.
In the case of dispute both parties agreed to abide by the decision reached by an independent mediator. The cost of mediation will be borne by the party against whom the judgement is made, or shared if no or equal fault is found.
Payment for any work is still due up to and including the day that the breach is notified in accordance with Schedules A, B and C.
Data protection
The company is registered with the data protection registrar number Z7034333
Insurance
Professional indemnity insurance
Erskine hold professional indemnity insurance to a level of £2,000,000 (plus costs and expenses) with Limit Underwriting Limited. Policy schedule is available on request.
Public, products and employee liability insurance
Erskine hold current employee liability insurance to a level of £10,000,000 with Royal & Sun Alliance. In addition public / products liability is also held at a level of £2,000,000. Policy schedules are available on request.
Commercial legal protection insurance
Legal expenses insurance is held with DAS at a level of £1,000,000 for employment disputes, compensation awards and £50,000 for other matters such as contractual disputes. Policy schedule is available on request.
Computer insurance
Erskine hold computer insurance which covers disaster recovery to a level of £20,000 with Royal & Sun Alliance. Policy schedule is available on request.
Computer data
Computer data is backed up daily with a copy taken off site. Some data is held on our dedicated servers at a secure data centre in Manchester which is backed up onsite.
Erskine offer to its clients facilities such as online libraries, discussion for a, secure chat services. These are governed by a separate agreement.
Virus checking software is also updated daily through Computer Associates / McAfee). Email and files are continuously checked for viruses but our responsibility is limited and governed by a separate agreement. Mail is also virus checked, cleaned and ‘spam’ removed by spamsoap
Company policies
These comprehensive policies including those on equal opportunities, employment, environment and health and safety can be viewed here
Confidentiality
Erskine hereby agree to treat as secret and confidential and not at any time for any reason to disclose or permit to be disclosed to any person or otherwise make use of or permit to be made use of any unpublished information relation to the client’s technology or other know-how business plans or finances or any such information relating to any subsidiary, supplier, customer or client of the client and to deliver up to the client all working papers, computer discs and tapes or other material and copies provided to or prepared by us or our employees should the current discussions terminate. Erskine further agree to procure that our employees observe the terms of this clause.
This agreement is drawn up in duplicate to be signed by both parties.
Environmental policy
Policy context
Growing international concern about increasing pressures on the global environment have led Erskine to adopt and adhere to the following policy. We take it very seriously.
Erskine resolves to: “promote the conservation and sustainable use of natural resources, to minimise environmental pollution, and to promote the development and maintenance of sustainable economies and communities in all of its activities and through its influence over others.
Erskine will continue to review programmes and services and to undertake to act wherever possible to meet best environmental practices.”
This environmental policy is supported by, and makes a contribution to, delivering those commitments. This policy recognises that Erskine can contribute to a better quality of life and sustainable development by promoting and integrating the protection of the environment into its services and activities so that natural processes and systems are respected.
Policy aim
Erskine aims to set an example in caring for the environment by continually improving its environmental performance across its operations.
Principles
Two guiding principles will be applied when in seeking to achieve this aim:
A. Aim to conserve natural resources and reduce pollution by:
- Minimising the use of energy, water, wood, paper and other resources - particularly those which are scarce or non renewable - while still providing a safe and comfortable working environment
- Reducing waste through re-use and recycling and by using refurbished and recycled products and materials where such alternatives are available
- Ensuring, where practicable, that buildings occupied by Erskine are designed, constructed and operated to improve their environmental performance
- Monitoring discharges and emissions and assessing actions required to reduce pollution
- Phasing out ozone depleting substances and minimising the release of greenhouse gases, volatile organic compounds, vehicle emissions and other substances damaging to health and the environment
B. Aim to encourage best practice by:
- Applying recognised standards when purchasing goods and services
- Communicating openly with staff and the local community about environmental policies and best practice (including best available scientific advice) and co-operating with others in the public and private sectors to develop and promote environmentally sound practices
- Developing and maintaining, where significant hazards exist, emergency procedures for effectively dealing with them and limiting the risk to health and the environment
- Meeting all relevant current and foreseen statutory regulations and official codes of practice and specifying contractors do the same when working for Erskine
Energy
Climate change is now seen as a threat to sustainable development. Burning of fossils fuels releases carbon, a gas blamed for global warming. While the consumption of fossil fuels for heating, cooling and lighting of buildings and facilities by Erskine may be small, it is recognised that reducing energy consumption and maximising energy efficiency are important considerations in all areas of business.
Erskine will aim to:
- Buy energy efficient equipment which achieves value for money
- Seek to introduce new techniques and technologies for using energy more efficiently without loss to productivity or comfort
- Seek to reduce energy consumption in our buildings
- Seek to secure its electricity supply from a provider that can guarantee that it has generated a proportion of its energy from renewable sources
- Support, in principle, the generation of electricity locally from renewable sources (such as small wind turbines and other developing technologies e.g. photo-voltaic cells).
Waste
Waste disposal whether by landfill or incineration contributes to global and local environmental problems. Recycling reduces the demand for landfill sites and avoids contamination of land and water by minimising environmentally damaging wastes and discharges.
Erskine will aim to:
- Reduce the amount solid waste produced from its operations
- Encourage all staff to practice the ‘3 R’s’ i.e. reduce, re-use and recycle
- Deal with waste in accordance with legal requirements and best practice
- Ensure that key staff are aware of legal requirements and best practice for waste disposal
- Reduce the use of paper, e.g. by maximising the use of alternative technologies and electronic media.
Purchasing
Integrating environmental considerations into purchasing policy is a high priority. This process must not compromise compliance with Finance Regulations and recognise general procurement directives, to achieve value for money, ensure that goods are fit for service and that they can be procured in a timely manner.
Erskine will aim to:
- Take account of whole life costs, and not just the initial price, when assessing value for money (e.g. by asking suppliers to provide relevant environmental impact information)
- Specify recycled or biodegradable products and re-refined mineral oils where practicable and where they provide value for money taking account of whole life costs
- Recognise the European Commission’s energy labelling scheme by giving preference to the most energy efficient products where they give value for money taking account of whole life costs
- Make use of environmental labels issued through recognised eco-labelling schemes to help identify environmentally preferable products (i.e. those with a low environmental impact over their life cycle)
- Check the environmental performance and credentials of suppliers and tenderers when relevant to the contract
- Seek to purchase from local suppliers and producers where practicable and where they provide value for money taking account of whole life costs
- Ensure that no products are purchased which contain chlorofluorocarbons (CFCs) hydro chlorofluorocarbons (HCFCs), halons, carbon tetrachloride, 111 trichloroethane, or any other ozone-depleting substances where suitable alternatives exist
- Purchase sustainably produced timber and timber products by specifying, wherever practical in orders and contracts that suppliers provide documentary evidence that the timber has been lawfully obtained from forests and plantations which are managed to sustain their biodiversity, productivity and vitality
- Ensure that, wherever practical, timber purchases are in accordance with international agreements such as the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES)
- Consider buying reclaimed timber or products made from reclaimed timber where it is cost effective and practicable to do so
- Seek to purchase recycled paper comprising genuine post-consumer waste.
Estate management
All building alterations and new constructions must comply with building regulations. When developing, planning, managing and maintaining its buildings, structures, lands and grounds it is vital that Erskine also recognises that it must set a high standard environmental performance.
Building management
Erskine will aim to:
- Assert sustainability as a vital component in architectural, engineering and design contracts
- Encourage design priorities for environmental quality, for example using natural energy flows and passive systems for heating and cooling and maximising opportunities for integrating natural and artificial lighting
- Stipulate the use of climate responsive and non-toxic building materials and consider the use of recycled materials where appropriate, practicable and cost effective
- Encourage building design that reflects local and regional features and forms
- Create buildings which do not burden future generations with onerous running and maintenance costs
- Utilise local skills, labour and resources where practicable
- Minimise the use of hazardous substances and ensure that hazardous substances are stored, used and disposed of in accordance with legislation and best practice
- Encourage the use of building materials, furnishings etc which are low emitters of formaldehyde, volatile organic compounds and other potentially hazardous substances
- Check for the presence of asbestos in all buildings and manage undamaged asbestos materials in situ by regular monitoring for signs of deterioration and, where there is deterioration, to seal, encapsulate and label it as appropriate. Where asbestos materials are being replaced, that asbestos free materials be used and that any action to remove and dispose of asbestos materials, is in accordance with relevant regulations and guidance
- Reduce the use by staff and contractors of products containing potentially harmful solvents where they can be eliminated or replaced by low-solvent, or solvent-free products such as water or vegetable-based paints, varnishes and glues
- Undertake environmental assessments when planning new or substantially refurbished premises, for example, Building Research Establishment’s Environmental Appraisal Method (BREEAM)
- Introduce high standards of energy and environmental management within structures and buildings
- Consider advice on best practice given in guidance such as the Building Research Establishments and Energy Technology Support Units best practice programmes.
Grounds and land management
Erskine will aim to:
- Substitute the use of all slow renewables such as peat with organic wastes such as compost, manure, leaf mould, and bark chips
- Maintain any estate grounds by using good husbandry and encouraging native flora and fauna
- Keep grounds clear of litter and refuse
- Maintain biodiversity and, where possible, enhance the conservation of species and habitats, especially with respect to national priorities set out in the UK Biodiversity Action Plan
- Ensure that land owned or leased by Erskine does not pose an actual or potential risk to visitors and staff e.g. from contamination of the soil, ground water and surface water, hazards in structures and buildings and building materials and the migration of gas
- Minimise the use of pesticides and artificial fertilisers, e.g. by switching to natural methods of controlling weeds, insects and fungal pathogens wherever practicable.
Transport
Energy-efficient vehicles are essential for sustainable transport. Increases in traffic have serious consequences for all of us. Promoting the efficient use of existing means of transport can reduce congestion and pollution that comes from commuting, official travel, fleet management, visitors and deliveries from commercial vehicles and is critical to maintaining the environment.
Erskine will aim to:
- Consider the impact on the environment of its vehicle fleet and include performance comparisons as a factor in cost effectiveness
- Develop a Green Transport Plan
- Review staff travel and subsistence rules and mileage rates as a further means of encouraging staff to consider forms of travel and communication which are less polluting than cars such as walking, cycling, public transport, tele-working and video-conferencing.
Responsibility
Responsibility for integrating environmental considerations into the operations of Erskine is taken by the relevant director within Erskine (Simon Campbell). The corporate and business plans produced by Erskine will reflect this policy. All staff and contractors are required to follow the principles of this policy and any relevant guidance to assist Erskine to meet its overall aim.
Monitoring and auditing
Erskine will aim to ensure that the practice of its staff, contractors and suppliers is consistent with this statement.
Equal opportunities employment policy
Erskine Corporation aims to be an equal opportunities employer.
This policy is designed to ensure that no person is treated unlawfully or discriminated against unfairly in any way on the grounds of gender, age, marital status, sexual orientation, disability, race, colour, ethnic origin or religion. This policy complies with the statutory obligations under the Race Relations Act 1976 and the Disability Discrimination Act 1995.
To ensure that this policy is operating effectively (and for no other purpose) records are maintained of employees and applicants racial origins, gender and disability. Ongoing monitoring and regular analysis of these records provide the basis for appropriate action to eliminate unlawful direct and indirect discrimination and promote equality of opportunity.
The company’s long term aim is that the composition of our workforce should reflect that of the community. The managing partner is responsible for the effective operation of the company’s Equal opportunities employment policy.
Policies
Vacancy advertising
- Wherever possible, all vacancies will be advertised simultaneously internally and externally
- Steps will be taken to ensure that knowledge of vacancies reaches under-represented groups internally and externally
- All vacancy advertisements will include an appropriate short statement on equal opportunity
Selection and recruitment
- Selection criteria (job description and employee specification) will be kept under constant review to ensure that they are justifiable on non-discriminatory grounds as being essential for the effective performance of a job
- Wherever possible, more than one person must be involved in the selection, interview and recruitment process, and all should have received training in equal opportunities
- Wherever possible, women, minorities, and disabled persons will be involved in the short-listing and interviewing processes
- Reasons for the selection and rejection of applicants must be recorded
Personnel records
- In order to ensure the effective operation of the equal opportunity policy (and for no other purpose) a record will be kept of all employees’ and job applicants’ gender, racial origins and disability
- Where necessary, employees will be able to check/correct their own record of these details. Otherwise, access to this information will be strictly restricted
- Such records will be analysed regularly and appropriate follow-up action taken
General
The objectives of this Equal Opportunities Employment Policy are to:
- Ensure that the company has access to the widest labour market and secures the best employees for its needs.
- Ensure that no applicant or employee receives less favourable treatment and that, wherever possible, they are give the help they need to attain their full potential to the benefit of the company and themselves.
- Achieve an ability-based work force that is in line with the working population mix of the relevant labour market areas.
- The co-operation of all employees is essential for the success of this policy. However, ultimate responsibility for achieving the policy’s objectives and for ensuring compliance with the relevant Acts of Parliament as well as the various Codes of Practice, lies with the company
- Behaviour or actions against the spirit and / or the letter of the laws on which this policy is based will be considered serious disciplinary matters and may, in some cases, lead to dismissal.
Corporate responsibility policy
Our policy will be posted here shortly.
