Safe Workplace Policy

Introduction
Urban Arts Collective is committed to providing a safe, healthy, and supportive environment for all employees, volunteers, artists, participants, and visitors. This policy outlines our approach to workplace safety, health, and wellbeing, and establishes procedures to identify, assess, and control hazards specific to our creative spaces and activities.

Purpose
The purpose of this policy is to:

• Ensure compliance with relevant health and safety legislation
• Establish clear procedures for maintaining a safe workplace
• Define roles and responsibilities regarding workplace safety
• Provide a framework for hazard identification and risk management
• Create a culture that prioritizes safety without limiting creative expression

Scope
This policy applies to all Urban Arts Collective locations, including:

• Main gallery and exhibition spaces
• Studios and workshop areas
• Office spaces
• Storage areas
• Community event spaces
• Temporary installations and off-site events

It covers all individuals engaged with our organization, including employees, contractors, volunteers, visiting artists, program participants, and visitors.

Roles and Responsibilities
Management

• Develop, implement, and regularly review safety policies and procedures
• Provide adequate resources for workplace safety
• Ensure all staff receive appropriate training
• Lead by example in adhering to safety protocols
• Promptly address safety concerns
• Conduct regular safety audits and inspections
• Maintain required documentation and records

Staff and Volunteers

• Comply with all safety policies and procedures
• Report hazards, incidents, and safety concerns immediately
• Participate in safety training and meetings
• Use equipment properly and in accordance with training
• Wear appropriate personal protective equipment when required
• Look out for the safety of colleagues and participants
• Contribute to a positive safety culture

Contractors and Visiting Artists

• Comply with Urban Arts Collective safety policies
• Provide information about potential hazards related to their work
• Coordinate with staff regarding safety measures for installations or performances
• Maintain appropriate insurance coverage
• Report any safety concerns or incidents

General Safety Guidelines
Workshop and Studio Safety

• Proper ventilation must be maintained at all times when using chemicals, aerosols, or creating dust
• Personal protective equipment must be worn when appropriate (masks, gloves, eye protection)
• All tools and equipment must be used as intended and stored properly after use
• Clear walkways and emergency exits must remain unobstructed
• Chemical storage areas must be clearly marked and properly secured
• Food and drink are prohibited in areas where hazardous materials are in use

Fire Safety

• Fire exits must remain unobstructed at all times
• Fire extinguishers and emergency equipment must be readily accessible
• Regular fire drills will be conducted
• Maximum occupancy limits must be observed for all spaces
• Staff should be familiar with evacuation procedures
• Flammable materials must be stored according to safety guidelines

First Aid and Emergency Response

• First aid kits will be available in all work areas
• At least one staff member trained in first aid will be present during operational hours
• Emergency contact information will be clearly displayed
• All incidents requiring first aid must be documented
• Emergency procedures will be posted in visible locations

Hazard Identification and Risk Management
Urban Arts Collective will conduct regular risk assessments to identify and address potential hazards:

1. Hazard Identification: Regular inspections and staff reporting will be used to identify potential hazards.
2. Risk Assessment: Each identified hazard will be evaluated for potential severity and likelihood.
3. Control Measures: Appropriate measures will be implemented to eliminate or minimize risks.
4. Documentation: All hazards and control measures will be documented in a hazard register.
5. Review: Control measures will be regularly reviewed for effectiveness.

Specific Hazard Areas

• Chemical Hazards: Art supplies, cleaning products, solvents
• Physical Hazards: Tools, equipment, ladders, uneven surfaces
• Ergonomic Hazards: Workstation setup, repetitive tasks, lifting
• Environmental Hazards: Noise, lighting, temperature, ventilation
• Psychological Hazards: Stress, overwork, harassment

Incident Reporting and Investigation
All incidents, including near misses, must be reported promptly:

1. Immediate Response: Address immediate safety concerns and provide necessary first aid.
2. Reporting: Complete an incident report form within 24 hours.
3. Investigation: Management will investigate incidents to determine root causes.
4. Corrective Action: Appropriate measures will be implemented to prevent recurrence.
5. Follow-up: Effectiveness of corrective actions will be monitored.

Training and Education
Urban Arts Collective will provide:

• Safety orientation for new staff, volunteers, and artists
• Specific training for equipment and materials
• Regular safety refresher sessions
• Emergency procedure training
• First aid training for designated staff members

Special Considerations for Public Events
When hosting public events, additional measures include:

• Pre-event safety assessments
• Clear signage for emergency exits
• Designated staff for emergency response
• Consideration of accessibility needs
• Appropriate supervision for hands-on activities
• Crowd management procedures

Policy Review
This policy will be reviewed annually and updated as needed to reflect:

• Changes in legislation
• Organizational growth or changes
• New safety concerns or hazards
• Feedback from staff and participants
• Lessons learned from incidents or near misses

Communication
This policy will be:

• Provided to all new staff and volunteers
• Posted in visible locations throughout our facilities
• Available on our website
• Reviewed during safety meetings
• Referenced during training sessions

Contact Information
For questions or concerns regarding this policy, please contact the Safety Coordinator:

• Email: [email protected]
• Phone: (214) 702-3371

Policy Approved by:  UAC Board of Directors
Effective Date: June 1, 2022
Next Review Date: June 1, 2027