(TWICA) Policies

Kitchen Usage Policy

Tablighi Jama'at Visits Policy

Fundraising Policy

Complaints Policy

Fire Marshal Policy

Health and Safety

Safeguarding Policy

Youth Activity Policy

Family Liaison Officer

Community Liaison Officer

Kitchen Usage Policy

1. Purpose

This policy outlines the guidelines for using the kitchen facilities at Tunbridge Wells Islamic & Cultural Association (TWICA) to ensure safe and efficient use in line with the association’s values.

2. Scope

Applies to all users, including:

  • TWICA members
  • Event organisers
  • Volunteers and staff
  • External parties hiring the kitchen

3. Booking and Fees

  • Fee: £100 per session (covers utilities, maintenance, and cleaning).
  • Booking Process:
    • All bookings must be made online via our website under ‘Kitchen Bookings.’
    • Payment must be made.
    • Bookings are subject to availability.

4. Conditions of Use

  • Users must treat kitchen equipment with care and report any damage.
  • The kitchen must be cleaned after use, including washing dishes, wiping surfaces, and disposing of waste properly.
  • Food Safety: Users must follow health regulations regarding food storage and handling.
  • Strictly Prohibited: Alcohol, smoking, and unauthorised food storage.

5. Health & Safety

  • Be aware of fire exits, extinguishers, and first aid kits.
  • Clearly label allergens in prepared food.
  • Report any accidents immediately.

6. Cancellations & Refunds

  • Cancellations: Must be made at least 48 hours in advance. Late cancellations may result in loss of the booking fee.
  • Refunds: Processed for cancellations with more than 48 hours’ notice, subject to TWICA’s discretion.

7. Security & Access

  • Users must ensure the kitchen is secured after use.
  • Access details will be provided upon booking confirmation.

8. Liability

TWICA is not responsible for personal items or any incidents during kitchen use.

9. Agreement

Ticking the box on the Kitchen booking page confirms you have read and agreed to the Kitchen Usage Policy.

Tablighi Jama'at Visits Policy

1. Introduction

The Tunbridge Wells Islamic and Cultural Association (TWICA) warmly welcomes the efforts of Tablighi Jama’at in promoting Islamic values and enhancing community engagement. In order to ensure that these visits do not interfere with the regular activities of the mosque, we kindly request that all visits be booked through our official booking system.

2. Purpose

  • To ensure that visits do not disrupt the regular programmes of TWICA.
  • To provide clear and structured procedures for scheduling visits.
  • To facilitate effective coordination between Tablighi Jama’at representatives and mosque management.

3. Guidelines for Visits

  • Timing: Visits will only be permitted during school holidays to avoid disruption to ongoing activities.
  • Booking: The booking system will display available slots for visits.
  • Approval: A confirmation email will be sent once your visit request is approved.

4. Responsibilities

  • Tablighi Jama’at Representatives Are Required To:
    • Provide comprehensive details of the visit, including dates and planned activities.
    • Ensure that visits do not interfere with mosque programmes.
  • Mosque Management Will:
    • Review and approve all visit requests.
    • Ensure no scheduling conflicts with regular mosque activities.
    • Coordinate with representatives to select appropriate timings for visits.

5. Special Requests

In exceptional cases, visits outside of school holidays may be considered, subject to approval by mosque management.

6. Compliance and Review

This policy will be reviewed annually to ensure its continued effectiveness. Non-compliance with the policy may impact future booking approvals. By ticking the box on the booking page, you confirm that you have read, understood, and agree to comply with this policy.

Fundraising Policy

1. Purpose

This policy outlines the guidelines for all fundraising activities organised or supported by Tunbridge Wells Islamic and Cultural Association (TWICA). It ensures that funds are raised in a transparent, ethical, and regulated manner, maintaining the integrity of the mosque and the best interests of the community.

2. Scope

This policy applies to all fundraising activities carried out on behalf of any mosque or charity. It is relevant to individuals, organisations, and entities seeking to raise funds through TWICA for charitable purposes.

3. Fundraising Eligibility

  • Registered Charities: Only mosques and charities registered with the Charity Commission for England and Wales (or the equivalent in other jurisdictions) are eligible for fundraising support from TWICA. All activities will be verified to ensure legal registration.
  • Verification: Before any event or activity is approved, the charity or mosque must submit their registration details and ensure compliance with legal governance standards.

4. Restrictions on Fundraising During Ramadan

  • Last 10 Days of Ramadan: Fundraising activities will not be permitted during the last ten days of Ramadan, except in special circumstances.
  • Swap Arrangements: If another mosque or charity wishes to fundraise during this period, a swap arrangement may be considered, subject to mutual consent and approval.

5. Fundraising Guidelines

  • Clear Communication: All campaigns must clearly outline the purpose of fundraising, the organisations benefiting, and the intended use of the funds.
  • Transparency: The recipient mosque or charity must provide regular reports on the funds raised and their use, ensuring accountability.
  • Community Welfare: Fundraising events must not interfere with the welfare of the local community and should adhere to Islamic principles of ethics and modesty.

6. Approval Process

  • All fundraising activities must be approved by the TWICA Board before proceeding.
  • Requests will be assessed based on policy compliance, the charity’s reputation, and the event’s impact on the community.
  • Written approval is required before any promotional materials or fundraising events are initiated.

7. Conclusion

TWICA is committed to supporting charitable causes that align with the values of the Muslim community. By adhering to this policy, we aim to ensure that all fundraising activities are conducted ethically, transparently, and in the best interest of the community.

To request approval for a fundraising event, please use our on-site booking system.

Complaints Policy

1. Purpose of the Policy

The purpose of this Complaints Policy is to ensure that all members, attendees, and individuals associated with Tunbridge Wells Islamic & Cultural Association (TWICA) have a clear and effective process for raising concerns or complaints. We are committed to providing a respectful, safe, and inclusive environment for all and will address complaints in a fair, transparent, and timely manner.

2. Scope

This policy applies to all members, visitors, volunteers, and staff of TWICA, including but not limited to the following:

  • General members of the community
  • Event attendees
  • Volunteers and staff
  • Service users (e.g., during events, programmes, or services provided by TWICA)

3. What Can You Complain About?

This policy allows complaints to be made about any aspect of TWICA’s operations, including but not limited to:

  • Unfair treatment or discrimination
  • Poor quality of services or facilities
  • Misconduct by staff, volunteers, or members
  • Breaches of policies or procedures
  • Any other concerns that affect the well-being or reputation of the association

4. How to Make a Complaint

To ensure your complaint is dealt with effectively, please follow these steps:

  • Step 1: Informal Resolution
    We encourage resolving minor complaints informally by discussing the issue directly with the individual(s) concerned. Often, issues can be resolved quickly and amicably through direct communication.
  • Step 2: Formal Complaint Submission
    If the matter cannot be resolved informally, you may submit a formal complaint. This should be done in writing, via email/website or letter, to the TWICA office or designated complaints officer. The complaint should include:
    • Your full name and contact details
    • A clear description of the issue
    • Any relevant dates, times, or other details
    • Any steps you have already taken to address the complaint

    Complaints Contact Information:

    • Email: secretary@tunbridgewellsmosque.com
  • Step 3: Acknowledgement of Complaint
    Upon receipt of your complaint, TWICA will acknowledge it within [5] working days. An initial review of the issue will be conducted, and you will be informed of the outcome or next steps within [10] working days where possible.

5. Investigation Process

When a formal complaint is received, the following steps will be taken:

  • A designated staff member or complaints officer will investigate the complaint.
  • Relevant individuals may be interviewed or evidence collected to understand the issue.
  • The investigation will be conducted in a fair, impartial, and thorough manner.

6. Resolution and Outcome

After the investigation, the outcome will be communicated to you in writing. The response will include:

  • A summary of the findings
  • Any actions taken or recommendations made
  • If appropriate, any measures TWICA will take to prevent future complaints of a similar nature

If the complaint is upheld, appropriate steps will be taken to resolve the issue. This may include an apology, changes in procedure, or other corrective actions.

7. Confidentiality

All complaints will be treated with the utmost confidentiality. Information related to complaints will only be shared with those who need to know in order to resolve the issue. We ensure that complainants are protected from any form of retaliation or disadvantage for raising a concern.

8. Appeals Process

If you are dissatisfied with the outcome of your complaint, you may appeal the decision. To appeal, you must submit a request for a review to the TWICA management committee within [10] working days of receiving the final response. The appeal will be reviewed by a separate group of individuals who were not involved in the original investigation.

9. Support for Complainants

If you require assistance in making a complaint or need support throughout the process, please feel free to contact the TWICA office. We can provide guidance and support for those who may find it difficult to make a complaint on their own, including translation services if necessary.

10. Policy Review

This Complaints Policy will be reviewed annually to ensure that it remains effective and up-to-date. Any changes to the policy will be communicated to all relevant stakeholders.

11. Contact Information

For further details about the complaints process or if you have any questions, please contact:

Tunbridge Wells Islamic & Cultural Association
February 2025

Fire Marshal Policy

1. Introduction

The safety and wellbeing of all members, staff, and visitors to the Tunbridge Wells Islamic and Cultural Association (TWICA) is of utmost importance. This Fire Marshal Policy is designed to ensure that everyone on the premises is aware of fire safety protocols and knows how to respond in the event of a fire emergency.

2. Objectives

The primary objectives of this policy are to:

  • Establish clear roles and responsibilities for Fire Marshals.
  • Ensure that staff and volunteers are adequately trained and prepared for fire safety.
  • Prevent accidents, injuries, and loss of life in the event of a fire.
  • Ensure the swift and safe evacuation of the building.
  • Promote a fire-safe environment for all members and visitors.

3. Fire Marshal Roles and Responsibilities

A Fire Marshal is a person designated to oversee fire safety activities and manage evacuations in the event of a fire. At TWICA, Fire Marshals are responsible for:

  • Fire Prevention: Ensuring that fire hazards are minimised within the premises (e.g., no blockages of fire exits, proper storage of flammable materials, etc.).
    • Ensuring clear paths for fire exits.
    • Properly storing flammable materials.
  • Fire Evacuation Procedures: Directing and assisting in the safe evacuation of all individuals from the building if necessary. Ensuring that all visitors and members are familiar with the fire escape routes.
  • Fire Safety Equipment: Ensuring that fire extinguishers, alarms, and other fire safety equipment are functional and easily accessible.
  • Fire Drills: Organising and conducting regular fire drills for all members, volunteers, and staff, ensuring familiarity with procedures and routes.
  • Emergency Communication: Coordinating with local emergency services and informing them of the emergency if necessary.

4. Designation of Fire Marshals

TWICA will designate a sufficient number of trained Fire Marshals to cover all areas of the building during events and meetings. The Fire Marshals will:

  • Be assigned specific zones or areas of the building to oversee during an emergency.
  • Wear visible identification (e.g., badges or vests) to ensure they are easily recognised by others.
  • Attend regular fire safety training to stay updated on best practices and emergency procedures.

5. Fire Evacuation Procedures

In the event of a fire alarm:

  1. Immediate Action: When the fire alarm sounds, all individuals must immediately stop their activities and follow the nearest exit route. Fire Marshals will lead individuals to the designated assembly point outside the building.
  2. Evacuation Routes: The building will have clearly marked escape routes and exits. Fire Marshals will ensure that these routes are clear of obstructions at all times.
  3. Assembly Point: Once outside, all evacuees will proceed to the designated assembly point. Fire Marshals will perform a headcount to ensure that everyone is accounted for.
  4. Communication: If necessary, Fire Marshals will liaise with the emergency services and provide them with details of the building layout and the location of any individuals still inside.

6. Fire Safety Training

All staff, volunteers, and key members of TWICA will undergo fire safety training, which will include:

  • Familiarisation with fire exits and evacuation routes.
  • Training in the use of fire extinguishers and fire alarms.
  • Understanding fire prevention measures (e.g., fire risks associated with cooking equipment, electrical appliances, etc.).
  • Knowledge of the assembly point and headcount procedures.

Training will be provided on an annual basis or whenever a new member or volunteer joins the team.

7. Fire Safety Equipment

The following fire safety equipment will be installed and maintained within the premises of TWICA:

  • Fire Alarms: Clearly audible alarms will be installed throughout the building to alert occupants in the event of a fire.
  • Fire Extinguishers: Fire extinguishers suitable for different types of fires (e.g., electrical, combustible, etc.) will be placed in easily accessible locations throughout the building.
  • Fire Exit Signage: Clear signs indicating fire exits and evacuation routes will be posted in visible locations.

Fire Marshals are responsible for inspecting the equipment regularly to ensure it is in good working condition and easily accessible.

8. Fire Risk Assessment

A comprehensive fire risk assessment will be conducted annually to identify potential fire hazards and recommend measures for reducing risks. The assessment will include:

  • Identifying potential fire risks in different areas of the building.
  • Reviewing evacuation routes and exits for potential improvements.
  • Assessing the functionality and placement of fire safety equipment.

9. Compliance

This policy will be reviewed regularly to ensure it complies with local fire safety regulations and best practices. TWICA is committed to fostering a safe environment for all those using its premises.

Acknowledgement and Acceptance

By signing below, all staff, volunteers, and members of TWICA acknowledge their understanding of and agreement to follow this Fire Marshal Policy:

Name: _Abdul Munim______________________
Signature: ___A. Munim____________________
Date: ___01/02/2025_______________________

Health and Safety

1. Policy Statement

Tunbridge Wells Islamic & Cultural Association (TWICA) is committed to providing a safe and healthy environment for all members, employees, volunteers, contractors, and visitors. We will strive to minimise the risk of accidents, injuries, and illnesses by maintaining high standards of health and safety across all our activities and operations. This Health and Safety Policy is designed to ensure that we comply with all relevant legal requirements, promote awareness, and establish clear responsibilities for health and safety throughout the organisation.

2. Objectives

The primary objectives of this policy are to:

  • Ensure the health, safety, and well-being of all individuals using the facilities or participating in activities organised by TWICA.
  • Comply with all applicable health and safety legislation and guidance.
  • Identify and manage any hazards associated with our activities.
  • Provide adequate training, supervision, and support to staff, volunteers, and members to help them perform their duties safely.
  • Ensure that any incidents or accidents are reported, investigated, and addressed promptly.

3. Responsibilities

  • Management: The overall responsibility for health and safety lies with the management of TWICA. They will ensure that proper resources are provided for health and safety activities and that safety procedures are in place.
  • Health and Safety Officer: The appointed Health and Safety Officer will be responsible for overseeing health and safety measures, conducting regular risk assessments, and ensuring that safety practices are being adhered to.
  • Employees and Volunteers: All employees, volunteers, and members must take reasonable care for their own health and safety and that of others who may be affected by their actions. They should also cooperate with health and safety procedures and report any unsafe conditions or practices.
  • Members and Visitors: All members and visitors must follow the health and safety rules and guidelines set out by TWICA during their time on the premises or while participating in events and activities.

4. Risk Assessment

We will conduct regular risk assessments to identify potential hazards and risks associated with the facilities and activities we provide. These assessments will cover:

  • Fire safety
  • Electrical safety
  • Hazardous materials
  • Safe handling of equipment
  • Emergency evacuation procedures
  • Health risks (e.g., communicable diseases)
  • Manual handling and lifting

Any identified risks will be mitigated through appropriate measures such as training, the use of safety equipment, and operational changes.

5. Training and Awareness

TWICA will ensure that all staff, volunteers, and key members are provided with appropriate health and safety training. This may include:

  • Fire safety training
  • First aid training
  • Handling emergencies
  • Equipment operation training
  • Personal protective equipment usage
  • Risk assessment procedures

Training will be reviewed regularly to ensure it remains relevant and up to date.

6. First Aid and Emergency Procedures

  • First aid kits will be readily available in designated locations within the premises.
  • A number of staff and volunteers will be trained in first aid procedures.
  • Emergency procedures for fire, medical emergencies, and evacuation will be clearly displayed and practiced regularly through fire drills and emergency training sessions.

7. Incident Reporting and Investigation

Any accidents, incidents, or near-misses must be reported to the Health and Safety Officer or management immediately. All reports will be documented and investigated to determine the cause and implement measures to prevent reoccurrence.

8. Fire Safety

  • Fire exits and escape routes will be clearly marked and kept free from obstruction at all times.
  • Regular fire drills will be conducted to ensure that everyone knows how to evacuate the premises safely in the event of a fire.
  • Fire extinguishers and other fire safety equipment will be regularly checked and maintained.

9. Hygiene and Sanitation

We will maintain high standards of hygiene and sanitation within our facilities. Regular cleaning of the premises will be carried out, especially in areas used by large groups, such as kitchens, toilets, and prayer areas. Hand sanitisers will be available, and members will be encouraged to follow proper hygiene practices, including washing hands regularly.

10. Monitoring and Review

This Health and Safety Policy will be reviewed annually or when significant changes occur in our operations, activities, or relevant legislation. Any changes or updates will be communicated to all employees, volunteers, and members.

11. Conclusion

TWICA recognises the importance of health and safety in all aspects of our operations. By working together, we can ensure a safe and healthy environment for everyone involved in our activities. We are committed to creating a culture where health and safety are prioritized, and where all individuals feel empowered to take responsibility for their own safety and that of others.

Tunbridge Wells Islamic & Cultural Association
Date: February 2025

Safeguarding Policy

Introduction

Tunbridge Wells Islamic & Cultural Association is committed to ensuring the safety and well-being of all children, young people, and vulnerable adults who engage with the mosque’s activities. This Safeguarding Policy outlines our approach to safeguarding and child protection, aiming to provide a safe and supportive environment for all members of our community.

Purpose of the Policy

This policy aims to:

  • Protect children and vulnerable adults from harm, abuse, and neglect.
  • Provide clear guidelines for staff, volunteers, and members on how to recognize and respond to concerns of abuse or neglect.
  • Ensure that all members of the mosque are aware of their roles and responsibilities in safeguarding.
  • Foster an environment where children and vulnerable adults feel respected, valued, and safe.

Scope

This policy applies to:

  • All staff, volunteers, and contractors working with children and vulnerable adults within the mosque.
  • All activities involving children and vulnerable adults, including educational programmes, events, and trips.
  • All members of the mosque community.

Key Principles

  1. Safeguarding is Everyone’s Responsibility: We believe that safeguarding is a shared responsibility. Everyone at the mosque, including staff, volunteers, and members, has a role in ensuring the safety and protection of children and vulnerable adults.
  2. Children’s Rights: We are committed to upholding the rights of children and young people as outlined in the UN Convention on the Rights of the Child.
  3. Zero Tolerance for Abuse: Any form of abuse or harm, whether physical, emotional, sexual, or neglect, is unacceptable and will not be tolerated.
  4. Confidentiality and Transparency: We will handle all safeguarding concerns with the utmost confidentiality, sharing information only with those who need to know in order to protect individuals or prevent harm.

Safeguarding Responsibilities

  • Designated Safeguarding Lead (DSL): The mosque has appointed a Designated Safeguarding Lead who is responsible for ensuring the implementation of this policy, managing safeguarding concerns, and liaising with external agencies where necessary.
  • Deputy Designated Safeguarding Lead (DDSL): In the absence of the DSL, the Deputy Designated Safeguarding Lead will assume responsibility for safeguarding matters.

Safeguarding Procedures

  1. Recognising Abuse: Staff and volunteers are trained to identify the signs of abuse, which include but are not limited to:
    • Physical signs of injury or neglect.
    • Emotional or behavioural changes.
    • Unexplained absences from mosque activities.
    • Disclosure by a child or vulnerable adult of abuse or harm.
  2. Reporting Concerns: If any staff member, volunteer, or community member has concerns about a child or vulnerable adult’s safety or well-being, they must report it immediately to the DSL or DDSL. Concerns will be taken seriously and responded to promptly.
    • Reporting Steps:
      • Record the concern accurately, including the date, time, and nature of the concern.
      • Report the concern to the DSL or DDSL as soon as possible.
      • If necessary, the DSL will escalate the concern to local authorities or safeguarding agencies.
  3. Responding to Allegations: If an allegation of abuse is made against a member of staff, volunteer, or another individual at the mosque, the following steps will be taken:
    • The DSL will conduct a thorough and confidential investigation.
    • If necessary, external authorities such as the police or social services will be contacted.
    • The individual against whom the allegation is made will be informed of the concern and the process being followed.

Staff and Volunteer Training

All staff and volunteers at the mosque who work with children or vulnerable adults must undergo safeguarding training to ensure they understand:

  • The safeguarding policy and procedures.
  • How to recognise signs of abuse and neglect.
  • How to report safeguarding concerns.

Training will be provided on an annual basis or as required.

Code of Conduct

All staff and volunteers are expected to adhere to the following code of conduct:

  • Treat all children, young people, and vulnerable adults with respect, dignity, and care.
  • Avoid situations where they are alone with a child or vulnerable adult.
  • Not engage in any form of physical, emotional, or sexual abuse.
  • Maintain appropriate boundaries at all times.

Safer Recruitment

The mosque follows a robust recruitment process to ensure that all staff and volunteers are suitable to work with children and vulnerable adults:

  • All applicants must undergo an enhanced Disclosure and Barring Service (DBS) check.
  • References will be taken up for all staff and volunteers.
  • All staff and volunteers will receive safeguarding training.

Monitoring and Review

This policy will be reviewed annually by the mosque’s Safeguarding Committee to ensure that it remains up-to-date and effective. Any necessary amendments will be made to reflect changes in legislation, best practices, or mosque activities.

Contact Details

For more information on safeguarding at Tunbridge Wells Islamic & Cultural Association or to report a concern, please contact:

Youth Activity Policy

1. Introduction

The Tunbridge Wells Islamic and Cultural Association (TWICA) is committed to providing a safe, inclusive, and engaging environment for young people to learn, grow, and contribute to their community. This Youth Activity Policy outlines the standards and expectations for all youth-related activities organised by the association. The policy ensures that activities are conducted in a manner that promotes the well-being, safety, and development of young people while upholding the values of the Islamic faith and cultural diversity.

2. Purpose of the Policy

The purpose of this policy is to:

  • Safeguard the well-being of all young people involved in activities organised by TWICA.
  • Promote the positive development of youth, including their social, emotional, physical, and spiritual well-being.
  • Ensure that all youth activities align with the values and principles of Islam.
  • Provide clear guidelines for staff, volunteers, and participants involved in youth activities.

3. Scope

This policy applies to all youth activities organised or sponsored by TWICA, including but not limited to:

  • Educational programmes
  • Sports and recreational activities
  • Social and cultural events
  • Volunteer opportunities
  • Youth meetings and discussions

It applies to all staff, volunteers, members, and participants of youth activities.

4. Code of Conduct

All participants, volunteers, and staff must adhere to the following standards of conduct:

  • Respect for Others: All individuals should show respect for one another, embracing diversity, and fostering a spirit of inclusivity. Discrimination, bullying, or harassment will not be tolerated.
  • Integrity and Honesty: Honesty in communication and actions is essential. Everyone is expected to uphold the integrity of the association and contribute to a positive atmosphere.
  • Safety and Welfare: Everyone’s safety is paramount. Participants should adhere to any safety guidelines set forth, including during physical activities, excursions, or events.
  • Islamic Ethics: All youth activities should reflect the core values of Islam, including kindness, respect for elders, modesty, and helping those in need.

5. Safeguarding and Child Protection

TWICA is committed to providing a safe environment for all young people. We recognise that children and young people can be vulnerable to abuse and exploitation, and therefore, safeguarding is a priority. All staff and volunteers will undergo relevant training in safeguarding and child protection.

  • Recruitment of Volunteers and Staff: All individuals working with young people will undergo appropriate vetting, including background checks, to ensure they are suitable to work with children.
  • Reporting and Responding to Concerns: Any safeguarding concerns, suspicions, or disclosures made by a young person should be reported immediately to the designated safeguarding lead (DSL) or any senior member of the association. All concerns will be taken seriously, and appropriate actions will be taken to protect the young person.

6. Supervision and Ratios

All youth activities will be properly supervised by qualified staff or volunteers. The following ratios will apply:

  • For children aged 5-8 years: 1 adult for every 6 children.
  • For children aged 9-12 years: 1 adult for every 8 children.
  • For children aged 13-18 years: 1 adult for every 10 young people.

These ratios will be adjusted according to the specific needs of the activity.

7. Health and Safety

TWICA will ensure that all activities are conducted safely, in line with health and safety regulations. The following principles apply:

  • Risk Assessment: A thorough risk assessment will be conducted for each activity to identify and mitigate potential risks.
  • First Aid: At least one trained first aider will be present at all activities.
  • Emergency Procedures: Clear emergency procedures, including evacuation plans and contacts, will be communicated to all participants and staff.
  • Medical Information: Parents/guardians must provide accurate and up-to-date medical information for their children prior to participation in activities.

8. Participation and Inclusion

The TWICA values the participation of all young people, regardless of background or ability. We are committed to providing equal opportunities for all, ensuring that activities are inclusive and accessible.

  • Cultural Sensitivity: Activities will be planned with consideration for the cultural and religious diversity of the participants, ensuring respect for Islamic principles and values.
  • Accommodation of Special Needs: We will make reasonable accommodations to support the inclusion of young people with disabilities or other specific needs.

9. Parent/Guardian Involvement

Parents and guardians are encouraged to be involved in their children’s activities and to maintain open communication with the youth program organisers. Regular updates and information will be provided about upcoming events, programs, and policies.

  • Parental Consent: Prior to participation in any activity, parental or guardian consent must be obtained.
  • Emergency Contacts: Parents/guardians must provide emergency contact information for their children, which will be kept confidential.

10. Discipline and Conflict Resolution

All participants are expected to behave respectfully and follow the guidelines set for each activity. Disciplinary actions for misconduct will be taken as necessary. The following steps will be taken in the case of behavioural issues:

  1. Initial Warning: A verbal warning will be issued by the staff or volunteer leader.
  2. Follow-up Discussion: If the behaviour persists, a meeting with the participant, their parent/guardian, and the program leader will be arranged.
  3. Suspension/Exclusion: If the behaviour continues, temporary suspension or permanent exclusion from activities may occur, depending on the severity of the behaviour.

11. Review and Evaluation

This Youth Activity Policy will be reviewed regularly to ensure its relevance and effectiveness. Feedback from young people, parents, volunteers, and staff will be considered in the review process.

12. Conclusion

The Tunbridge Wells Islamic and Cultural Association is dedicated to providing a positive, safe, and supportive environment for youth to learn, grow, and contribute to the community. By adhering to this policy, all individuals involved in youth activities can help ensure that TWICA remains a place where young people thrive and feel valued.

Approved by:
Tunbridge Wells Islamic and Cultural Association
Date: 01/02/2025

Family Liaison Officer

Position Overview

The Family Liaison Officer (FLO) for the Tunbridge Wells Islamic and Cultural Association (TWICA) is responsible for supporting Muslim families in the local community by providing guidance, resources, and assistance in various aspects of life. This role involves being a point of contact for families, helping them navigate social, educational, and welfare systems, and ensuring that their needs are met in a respectful and culturally sensitive manner. The FLO will work closely with the TWICA team and local partners to build a supportive environment for families, fostering cohesion, understanding, and empowerment.

Key Responsibilities

  1. Family Support and Advocacy:
    • Serve as a point of contact for Muslim families, offering advice and support in a variety of areas, including education, housing, health, and social welfare.
    • Advocate for the needs of families within the local community and liaise with relevant local authorities, services, and organisations to ensure families receive the support they require.
    • Provide information and guidance on issues such as child protection, parental rights, access to social services, and cultural integration.
    • Help families access support services such as mental health resources, financial assistance, and housing options.
    • Assist in resolving conflicts or issues that may arise within families or between families and external services or organisations.
  2. Community Engagement:
    • Build strong relationships with local families, ensuring their voices are heard and their concerns are addressed.
    • Organise family-oriented events, workshops, and programmes that promote family well-being, education, and cultural enrichment.
    • Coordinate support groups and activities to strengthen social ties among families, helping them feel part of the broader community.
    • Work with local schools and educational institutions to ensure that children from Muslim families have access to a supportive and inclusive educational environment.
  3. Resource Coordination:
    • Provide families with access to a wide range of resources and services, including legal, financial, educational, and healthcare support.
    • Work closely with local organisations, social services, and community groups to create a network of support for families.
    • Develop and distribute informational materials about available services, community resources, and relevant programs to Muslim families.
  4. Cultural Sensitivity and Support:
    • Ensure that the support provided is culturally sensitive and aligns with Islamic values and practices.
    • Offer advice and resources that are tailored to the unique needs and challenges of Muslim families in the community.
    • Promote understanding and respect for Islamic traditions and values within the broader community.
  5. Family Education and Empowerment:
    • Offer guidance and advice on family-related matters, including parenting, family dynamics, and child development.
    • Develop and facilitate workshops or training sessions for families, focusing on personal development, financial management, health and well-being, and educational support.
    • Encourage families to become more self-sufficient and empowered by providing them with the tools and knowledge to navigate everyday challenges.

Approved by:
Tunbridge Wells Islamic And Cultural Association

Community Liaison Officer

Position Overview

The Community Liaison Officer (CLO) for the Tunbridge Wells Islamic and Cultural Association (TWICA) plays a crucial role in fostering positive relationships between the Muslim community, local organisations, local authorities, other faith or no faith and/or cultural groups. Additionally, the CLO will serve advocating for Humanitarian rights, providing support to locals, and working on initiatives that promote peace, justice, and understanding.

Key Responsibilities

  1. Community Liaison Officer (TWICA):
    • Act as a primary point of contact between the Tunbridge Wells Islamic and Cultural Association and the wider community.
    • Foster open communication with local authorities, charities, interfaith groups, and educational institutions.
    • Organise and coordinate community events, initiatives, and programmes that promote cultural awareness, unity, and social cohesion.
    • Ensure the needs of the Muslim community are represented and advocate for their rights and interests.
    • Assist in the development of community outreach strategies that promote positive engagement and inclusion of all members.
    • Respond to community concerns and queries, ensuring that issues are addressed in a timely and professional manner.
    • Provide information on Islamic culture, practices, and traditions to foster mutual respect and understanding.

Approved by:
Said Bouamra

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