Approved by Council on: Signed: Date: IExpE President

INSTITUTE OF EXPLOSIVES ENGINEERS

POLICY AND PROCEDURES

This folio contains the documents that have been formulated for the proper governance

and operation of the Institute. They are in accord with the Articles of Association of The

Institute of Explosives Engineers (Company number 07905911) and the Constitution of the

Institute.

The folio is divided into two sections

Policy. These documents are executed by the Council of the Institute and are the

overarching framework for the governance of the Institute. They may be

amended by a decision of Council from time to time and notice will be given

to the membership when revisions take place.

Procedures. These documents are executed by the Council of the Institute to deal with

the framework and operation of the Institute and its undertakings. They

are amendable by the Section Head with responsibility for execution of

procedure, subject to the confirmation of Council. Unless deemed

pertinent, such amendments do not require notification to the membership

save that the documents will be available for view on that part of the

Institute website (www.iexpe.org) open to members only.

This document and all those listed in the index of portfolios, contained in this document, are the property of the Institute of Explosives Engineers and the information contained therein is confidential. The documents specified either in whole or in part must not be reproduced in any form or disclosed to others or used for purposes other that which it has been supplied, without the written consent of the Institute of Explosives Engineers or, if any part hereof is furnished by virtue of a contract with a third party, as expressly authorised under that contract. The Institute of Explosives Engineers shall not be liable for any errors or omissions.

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Definitions

Within the Institutes documents unless otherwise expressed, the following are the interpretation of terms and expressions to be used commonly within the Institute, its documents and papers:

“Affiliate” means those organisations, bodies or individuals with whom the Institute has either a formal or informal association because of a common interest

“Articles of association” means the model articles document of the Institute of Explosives Engineers limited and the terms “article” and “articles” shall be construed accordingly.

“Company Member” means a registered company or limited liability partnership, and in Scotland a Partnership, admitted to membership

“Constitution” means the document upon which the Institute conducts itself and which can be amended by vote at a General meeting of the membership.

“Corporate Member” means a body corporate other than a Company Member admitted to membership

“Council” means the governing body of the institute, elected by the membership and will normally be referred to as The Council.

“Directors” means the President, the immediate past president and those Vice Presidents who are able to accept appointment to the position, that have been notified to and registered by Companies House as directors

“Educational Trust” means the Explosives Engineers Educational and Research Trust, which is a Charity registered with the Charity Commission as registration number 513267 and any reference to “the Trust” shall be construed accordingly.

“External independent certified auditor” means the accountant or accounting practice appointed by Council to undertake the preparation of and auditing of the years accounts

“General meeting” means any meeting convened for all members of the Institute in accordance with the Constitution and the terms “Annual General Meeting”, “Extraordinary General Meeting”, “Special General Meeting” shall be construed accordingly.

“Institute of Explosives Engineers” means that body of members operating under the constitution of the said Institution and the terms “IExpE” and “Institute” shall be construed accordingly.

“Institute of Explosives Engineers limited” means the company limited by guarantee registered in accordance with the Companies Act 2006 at Companies House under registration 07905911. and the use of “IExpE ltd” shall be construed accordingly.

“Institute Policy” means the document which outlines the conduct of the Institute for areas which are both overarching or provided for particular areas of the Institute’s undertaking and the terms “ the Policy” and “Policy” shall be construed accordingly

“Institute Procedures” means the processes by which the Institute conducts its functions and undertakings and the expression “procedures” shall be construed accordingly.

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“Institute Procedures document” means the document relating to the given area of Institute business that is authorised by The Council.

“Management committee” means the President, the immediate Past President and the Vice Presidents of the Institute for the time being.

“Member” means a person admitted to the institute in accordance with its rules

“Membership grade” means one of the classifications of member designated within the Procedures.

“Memorandum of agreement” is a document describing the terms of a co-operative relationship between two parties wishing to work together on a project or to meet an agreed upon objective. Such a document serves as a legal document describing the terms and details of the partnership. It can be legally enforceable. The use of MoA will be construed accordingly.

“Memorandum of understanding” means a formal arrangement between two or more parties. Ideally the Institute and other companies or organisations can use this mechanism to establish an official partnership. A memorandum of understanding is not legally enforceable, and the use of MoU will be construed accordingly

“President” means the controlling office holder of the Institute who has been elected by Council from amongst its number. The post holder is also the Managing Director of the Institute of Explosives Engineers limited

“Section” means a sector designated and appointed by Council to undertake an area of the Institute’s operation or business, under the control of its Vice President

“Section Head” means the Vice President, or other Officer, who has been appointed by Council to hold the portfolio for one of the Institute sectors

“Session” means a Council year commencing with the appointment or reappointment of the President and council at the Annual General Meeting and ending at the close of the next Annual General Meeting.

“Sub-Committee” means a committee appointed by Council, with or without specified powers, to undertake a function or enquiry within its given terms of reference.

“Vice President” means one of the six council members appointed by Council from amongst its number to hold the portfolio for a sub-committee of the Institute. A Vice President may or may not be a director of the Institute of Explosive Engineers limited.

“Working Group” means a number of appointees, created either by Council or a Section Head to undertake a task or number of tasks specific to that group.

General Abbreviations used

Abbreviation Definition

ACoP Approved Code of Practice

ADR European Agreement on the Carriage of Dangerous Goods by Road

AIExpE Associate member of the Institute of Explosives Engineers

AEO Assistant Explosives Officer

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ASA Army School of Ammunition

BCP Business Continuity Plan

CAA Civil Aviation Authority

CAD Competent Authority Document

CATO Chief Ammunition Technical Officer

CDG Carriage of Dangerous Goods

CIE Chief Inspector of Explosives

CIWM Chartered Institute of Waste Management

COSHH Control of Substance Hazardous to Health

CRM Customer Relationship Manager

CSR Corporate Social Responsibility

DECC Department of Energy and Climate Change

DEMSS Defence Explosive Munitions and Search School

DEODS Defence Explosive Ordnance Disposal School

DfT Department for Transport

DG Dangerous Goods

DGN Dangerous Goods Note

DGSA Dangerous Goods Safety Advisor

DOSG Defence Ordnance Safety Group

DOSR Defence Ordnance, Munitions and Explosives Safety Regulator

DSA Defence Safety Authority

DSEAR Dangerous Substances and Explosive Atmospheres Regulations 2002

EAP Emergency Action Planning

EFEE European Federation of Explosive Engineers

EO Explosives Officer

EOD Explosive Ordnance Disposal

ELO Explosives Liaison Officer (Police)

EPD Environmental Planning Department

ER2014 Explosives Regulations, 2014

ERC Emergency Response Centre

ERW Explosive Remnants of War

ESA Explosive Substances and Articles

EUExcert European Union Explosives Certificate Association

FFE Free from Explosives

FIExpE Fellow of the Institute of Explosives Engineers

GPS Global Positioning System

HAZID Hazard Identification

HIRA Hazard Identification and Risk Assessment

HSE Health and Safety Executive

IABTI International Association of Bomb Technicians and

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Investigators

ICT Information and Communication Technology

ICTD Intra-Community Transfer Document

IED Improvised Explosive Device

IMDG International Maritime Dangerous Goods

IP Institute Procedures

ISEE International Association of Explosives Engineers

JNCC Joint Nature Conservation Committee

JSEOD Joint Services Explosives Ordnance Disposal

KPI Key performance Indicator

LOLER The Lifting Operations and Lifting Equipment Regulations 1998

MCGA Maritime and Coastguard Agency

MFAG Medical First Aid Guide for Use In Accidents Involving Dangerous Goods

MIExpE Member of the Institute of Explosives Engineers

MOD Ministry of Defence

MP Miscellaneous Pyrotechnics

NOS National Occupational Standards

N.O.S. Not otherwise specified (UN list of dangerous goods)

NVQ National Vocational Qualification

OME Ordnance, Munitions and Explosives

PASR Pyrotechnic Articles (Safety) Regulations 2015

PDQ Process data quickly

PE Plastic Explosive

PPE Personal Protective Equipment

PTW Permit to Work

QC Quality Control

RCA Recipient Competent Authority Document

Rep Representative

RID Carriage of Dangerous Goods by Rail

RIDDOR Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2015

SAFEX SAFEX International

SHE Safety, Health and Environment

SME Subject Matter Expertise

SMSE Small & Medium size enterprise

SOP Standard Operating Procedure

SoW Scope of Works

SQEP Suitably qualified and experienced person

SSB Standards Setting Body for Explosives, Munitions and Search Occupations

SSW Safe System of Works

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SSSG Sector Skills Strategy Group

UNODA United Nations Office for Disarmament Affairs

UNRCDG United Nations Recommendations on the Carriage of Dangerous Goods

URN Unique Reference Number

UXO Unexploded Ordnance

VOSA Vehicle and Operator Services Agency

UXO Unexploded Ordnance

VOSA Vehicle and Operator Services Agency

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Policy Portfolios Index

Policy Subject Folio

Corporate Management 1

Discrimination, Diversity and Equal Opportunity Policy 2

Alcohol and Drugs Policy 3

Health, Safety and Environment Policy 4

Bribery and Corrupt Practices Policy 5

Exposure to Financial Irregularity Policy 6

Conflict of Interest Policy 7

Disclosures in relation to the Institute and its undertakings (Whistleblowers) Policy 8

Information Technology, Data, E-mail, Internet and Social Media 9

Employment and Employees Policy 10

Discipline Policy 11

Commercial and other related activities 12

Procedure Portfolios Index

Procedure Subject

General and Structure 1

Administration of the Institute and associated procedures 2

Council structure and responsibilities 3

Membership 4

Finance 5

Legal and Compliance 6

Education and Training 7

Marketing and Events 8

Affiliations 9

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INDEX PAGE

NO: POLICY 01 CORPORATE MANAGEMENT 17 1.0 Corporate Structure and Governance 17 1.1 Regulation of the Institute 17 2.0 Principal Officer of the Institute 17 3.0 Principal Officer incapacity or unavailability 17 4.0 Incapacity of other unavailability of Institute officers 17 POLICY 02 DISCRIMINATION, DIVERSITY AND EQUAL OPPORTUNITY 19 1.1 Discrimination, Diversity and Equal Opportunity Policy 19 1.1 General Commitment 19 1.2 Non-Discrimination Policy for Treatment of Institute Staff and Members 19 1.3 Policy Implementation and Accountability 20 1.4 Forms of Discrimination 20 1.5 Application and Legislation 21 1.6 Promoting Equality and Diversity 21 1.7 Complaints of Discrimination 21 1.8 Monitoring and Review 22 POLICY 03 ALCOHOL AND DRUGS POLICY 23 1.0 Alcohol and Drugs Policy 23 1.1 Alcohol and Drugs 23 1.2 Key Rules 23 1.3 Policy Compliance 23 1.4 Prescribed Medication 24 1.5 Duty and Responsibility 24 1.6 Help 25 POLICY 04 SAFETY, HEALTH AND ENVIRONMENT 27 1.0 Safety, Health and Environment Policy 27 2.0 Health and Safety 27 3.0 Environmental 27 POLICY 05 BRIBERY AND CORRUPT PRACTICES 29 1.0 Bribery and Corrupt Practices Policy 29 1.1 Policy 29 1.2 Suspicion 29 1.3 Reporting 29 1.4 Gifts and Hospitality 30 1.5 Recording of gifts and hospitality 30 POLICY 06 EXPOSURE TO FINANCIAL IRREGULARITY 31 1.0 Exposure to Financial Irregularity Policy 31 1.1 Introduction 31 1.2 Money Laundering 31 1.3 Protection against deception in financial transactions 32 1.4 Financial due diligence 32

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POLICY 07 CONFLICT OF INTEREST 33 1.0 Conflict of Interest Policy 33 1.1 Introduction 33 1.2 General View 33 1.3 Policy for those affected 33 1.4 Institute’s position 34 POLICY 08 DISCLOSURES IN RELATION TO THE INSTITUTE AND ITS UNDERTAKINGS (WHISTLEBLOWERS)

35

1.0 Policy regarding disclosures in relation to the Institute and its undertakings 35 1.1 Introduction 35 1.2 Qualifying disclosures 35 1.3 Procedure 36 1.4 Treatment by others 36 POLICY 09 INFORMATION TECHNOLOGY,DATA, E-MAIL, INTERNET AND SOCIAL MEDIA POLICY

37

1.0 Date and data protection 37 1.1 Data Protection Act 1989 37 1.2 Internet and E-mail 37 1.2.1 Internet 37 1.2.2 Email 38 1.3 Social Media 39 1.4 Technical Support 39 1.5 Data and Documentary Controls 39 POLICY 10 EMPLOYMENT AND EMPLOYEES 41 1.0 Employment and Employees Policy 41 POLICY 11 CODE OF CONDUCT AND DISCIPLINE 43 1.0 Discipline Policy 43 2.0 Directors and Officers 43 3.0 Members 44 4.0 Employees 45 5.0 Appeals 45 6.0 Disciplinary Procedures 46 POLICY 12 COMMERCIAL ACTIVITY 47 1.0 Commercial Activity Policy 47 2.0 Commercial Activity provided by the Institute 47 3.0 Commercial Activity provided to the Institute 47 4.0 General 48 PROCEDURE 01 General and Structure 49 1.0 General 49 1.1 History of the Institute of Explosives Engineers (IExpE) 49 1.2 Aim of the Institute 49 1.3 Title 50

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1.4 Organisation of the Institute of Explosives Engineers (IExpE) 50 1.5 Conduct of the Institute’s business and affairs 50 1.5.5 Section terms of reference and remit 51 1.5.5.1 Membership 51 1.5.5.2 Finance 52 1.5.5.3 Legal and Compliance 52 1.5.5.4 Education and Training 52 1.5.5.5 Marketing and Events 52 1.5.5.6 Affiliations 53 1.6 Institute Policy 53 1.7 Institute Constitution and Company articles of association 54 1.8 Amending of the Institute controlling documents 54 1.8.1 The Constitution 54 1.8.2 Institute Policy 55 1.8.3 Institute Procedures 55 1.9 Terminology 56 1.10 Common responsibilities of Vice Presidents who are section heads 56 1.11 General meetings of the membership 56 1.11.1 General Meetings 56 1.11.2 Timing of General Meetings 57 1.11.3 Agenda for General Meetings 57 1.11.4 Rule for quorum at General Meetings 57 1.11.5 Voting at General Meetings 57 1.11.6 Votes at Meetings 58 PROCEDURE 02 Administration of the Institute and Associated Procedures 59 2.0 The Institute Administration Office 59 2.1 Employees of the Institute 59 2.2 Process for the employment of staff 59 2.3 General Employee Conditions 60 2.4 Employment responsibilities on the Institute 60 2.5 Institute Property 60 2.6 Role of the Institute Administration Office 60 2.7 Duties and Responsibilities of the Institute Administration Office 60 2.7.1 Key Objectives 60 2.7.2 Duties and Responsibilities 61 2.7.3 Financial 61 2.7.4 Council Meeting Support 61 2.7.5 Membership 61 2.7.6 Elections of President, Vice Presidents and Council Members 62 2.7.7 Annual General Meeting 62 2.7.8 Journal, Website and Social Media 62 2.7.9 General Administrative Tasks 62 2.8 Administrative Procedures 63 2.8.1 Administration Office 63 2.8.1.1 Incoming and Outgoing Mail 63 2.8.1.2 Document Control 63 2.8.2 Meetings (other than Council) 63 2.8.3 External Meetings 63

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2.8.4 Filing 63 2.8.5 Technical Support 63 2.8.6 Computer Misuse 64 2.8.7 Data Protection 65 2.8.8 Copyright 66 2.8.9 Data and Voice Networks 66 2.8.10 Withdrawal of access to services 66 2.8.11 Monitoring and Interception 66 2.8.12 Defect Reporting Procedure 67 2.8.13 Security of data and Institute records 67 2.8.14 Reporting and Investigation of Incidents 67 2.8.15 Information Security 67 2.8.15.1 Storage for Hard Copy Information Considered Security Sensitive 67 2.8.15.2 Security Procedures for Security Sensitive Electronic Information 68 2.9 General Enquiries 68 2.9.1 New Enquiries 68 2.9.2 Section Head 68 2.9.3 Document Requirements 68 2.9.4 Document Creation 68 2.9.5 Document Publication and Storage 69 2.9.6 Obsolete Documents 69 2.9.7 Data and Documentary Controls 69 2.9.8 Data and Documents Disposal 69 2.9.9 Data Protection Act 1998 70 2.9.10 Retention Periods 70 2.9.10.1 Guidelines to Retaining Original Records

70

Procedure 03 Council Structure and Responsibilities 73 3.0 Council Structure and Responsibilities 73 3.1 Overview 73 3.2 Purpose / Structure 73 3.3 Responsibilities of Section Heads 73 3.4 The Management Committee (President’s Council) 74 3.5 Procedure for Election to Council 74 3.5.1 Term of Office 74 3.5.2 Council Officers 74 3.5.3 Council Members 74 3.6 Timescales 75 3.7 Retention and preservation of Ballot Papers 76 3.8 Process for vote counting 76 3.8.1 Representatives 76 3.8.2 Ties 77 3.8.3 Disputes 77 3.8.4 Declaration of the result(s) 77 3.8.5 Post-Election 77 3.8.6 Process when nominations do not require a vote by the membership 77 3.9 Council Meetings 78 3.9.1 The Institute Administration Office 78

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3.10 General 78 3.11 Procedure for Teleconferencing 78 3.12 Proxy Voting at Council Meeting 79 3.13 Conduct of Council Meetings 79 3.13.1 The Chair 79 3.13.2 The Agenda 79 3.13.3 The Meeting Process 79 3.14 Notification of Meetings 80 3.14.1 Calling Notices 80 3.14.2 Calling Notice Content 80 3.15 Reports and Reading Papers 80 3.16 Minutes 81 3.16.1 Recording the Minutes 81 3.16.2 Draft of the Minutes 81 3.16.3 Approving the Minutes 81 3.17 Responsibilities of Management Committee and Council Members for procedures 81 3.17.1 Management Committee 81 3.17.2 All Council Members 81 3.17.3 The Owning Section Head 82 3.18 Conflict of Interest 82 3.19 Complaints and discipline relating to Directors, Officers and Council Members 82 Procedure 04 Membership 85 4.0 The Membership Section 85 4.1 Terms of Reference 85 4.2 Duties of the Institute Administration Office in support of Membership Section 85 4.3 Membership 85 4.3.1 Voting Members 85 4.3.2 Non-Voting Members 85 4.4 Processes of the Membership Section 86 4.4.1 Processing of Applications 86 4.4.2 Objections 86 4.4.3 Application References 86 4.4.4 False Information 86 4.5 Discrimination, Diversity and Equal Opportunity 86 4.6 Membership Standards 86 4.6.1 The Constitution 87 4.6.2 Conduct and Responsibilities 87 4.6.3 Membership Grades 88 4.7 Routes for Membership 88 4.7.1 Civilian Routes to Membership 88 4.7.2 Membership Route diagram 89 4.7.2.1 Relevant Qualifications 89 4.7.2.2 Explosives Liaison Officers (ELO) 90 4.7.2.3 Police Specialist User 90 4.7.3 Military Routes to Membership 90 4.7.4 Military Membership Guidelines 91 4.7.4.1 Army 91 4.7.4.2 Ammunition Technical Officer 91

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4.7.4.3 Ammunition Technician 92 4.7.4.4 Special Forces – Demolitions Qualified Staff 92 4.7.4.5 Royal Engineers 92 4.7.4.6 Royal Navy 92 4.7.4.7 Diver One (Able Seaman Diver) 92 4.7.4.8 Leading Diver (LD) 92 4.7.4.9 Petty Officer, Chief Petty Officer and Warrant Officer 93 4.7.4.10Mine Clearance Diving Officer (MCDO) 93 4.7.4.11RAF Armaments Engineers and Armourers 93 4.7.4.12RAF EOD Operators 93 4.8 Membership Requirements and Standards 93 4.8.1 Student Member 93 4.8.2 Associate Member 94 4.8.3 Technical Member 94 4.8.4 Member 94 4.8.5 Company Member 95 4.8.6 Fellow 96 4.8.7 Direct Entry to the level of Fellow 96 4.8.8 Honorary Fellow and Honorary Member 97 4.8.9 Retired 97 4.8.10 Professional Registration 97 4.8.11 Interview 97 4.8.12 Subscriptions 97 4.8.13 Use of Post-Nominals 98 4.8.14 Use of Institute Logo 98 4.8.15 Website Access 98 4.8.16 Membership Certificate 98 4.8.17 Membership Identity Cards 98 4.9 Cessation of Membership 98 4.9.1 Expiry of Membership 98 4.9.2 Expulsion of Members 99 4.9.3 Disciplinary and Grievance Procedures 100 4.9.4 Initial Contact 100 4.9.5 Investigation by the Institute 100 4.9.5.1 Statutory breaches of legislation or professional misconduct 100 4.9.5.2 Breaches of the Institute Code of Conduct, policy or procedure 101 4.9.6 Actions as a result of an enquiry 102 4.9.7 Applicants Experience 102 Procedure 05 Finance 105 5.0 Finance 105 5.1 Finance and Purchasing 105 5.2 Responsibilities 105 5.2.1 Salary and Statutory Payments 105 5.2.2 VAT Receipts 105 5.2.3 Reimbursement of Expenses 105 5.2.4 Petty Cash 105 5.3 The President’s Fund and purposes 106 5.3.1 Financial Position 106

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5.3.2 Grants 106 5.3.3 Applications to the Fund 106 5.3.4 Decision of Council 106 5.4 Reimbursements 107 5.4.1 Institute Business Expenses 107 5.4.2 Travelling and Related Expenses 107 5.4.3 Mileage Rate 107 5.4.4 Subsistence Expenses 107 5.4.5 Reimbursement of Expenses 108 5.5 Claims 5.6 Avoidance of and any discovery of financial irregularities

108 109

5.7 Contracts 110 Procedure 06 Legal and Compliance 113 6.0 The Legal and Compliance Section 113 6.1 Purposes and terms of reference 113 6.2 Discharge of Section Responsibilities 113 6.3 Process Description 113 6.3.1 The Legal and Compliance Section 113 6.3.2 The Owning Section Head 113 6.4 Mandatory Document Requirements 114 6.5 Document Creation 114 6.6 Document Approval 114 6.7 Document Publication and Storage 115 6.8 Document Periodic Review and Amendment 115 6.8.1 Comprehensive Rewrite 115 6.8.2 Minor Amendments 115 6.8.3 No Change 116 6.9 Obsolete Documents 116 6.9.1 Institute Procedure Template 116 6.9.2 Institute Procedure Review Template 116 6.10 Compliance 116 6.11 Elections and electoral process 116 6.12 Considerations in situations involving disciplinary matters 117 6.13 Representation 118 Procedure 07 Education and Training 119 7.0 Education and Training Section 119 7.1 Responsibilities 119 7.2 Definitions of endorsement 119 7.3 Requirements 119 7.4 Application Procedure 120 7.5 Section Process 120 7.6 Continuing Professional Development 121 7.7 Future of the Institute course 121 7.8 Process following endorsement 121 7.9 Intellectual Property Rights 121 7.10 Accreditations 121 7.11 Careers Enquiry 122

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7.11.1 Replying to an enquiry 122 Procedure 08 Marketing and Events 123 8.0 The Marketing and Events Section 123 8.1 Purpose of Terms of Reference 123 8.2 Requirements of the Section 123 8.2.1 AGM and Conference 123 8.2.2 Awards 123 8.2.3 Journal 123 8.2.4 Website and Social Media 124 8.2.5 Library 124 8.3 Events Introduction 124 8.4 Proposals and Approvals 124 8.5 Financial Arrangements for Events 125 8.6 Organisation of the event 125 8.7 The Seminar / Conference 127 8.7.1 Registration 127 8.7.2 Opening 127 8.7.3 The Proceeding 127 8.7.4 Closure 127 8.8 Post Conference 128 8.9 Finance 128 8.10 Institute Journal 128 8.10.1 Content 128 8.10.2 Distribution 129 8.11 Publication 129 8.11.1 Requirements of the Editor 129 8.11.2 Requirements of the Publisher 130 8.11.3 Appointment and Cessation of Appointment of Editor and Publisher 130 8.12 Web Site – Financial Arrangements 130 8.12.1 Technical Specification for the Website 131 8.12.2 Webmaster 131 8.12.3 Security 131 8.12.4 Copyright 131 8.13 Social Media 131 8.14 Awards 131 8.14.1 General 131 8.14.2 Harold Swinnerton Award 132 8.14.3 Editors Award 132 8.14.4 Rosenthal Silver Salver 132 8.14.5 Institute President’s Award 132 8.14.6 The Ammunition Technical Officer Ammunition Design Project Trophy 132 8.15 Civil Honours 133 8.16 Nomination Process 133 8.17 Institute Library 133 8.17.1 Library Responsibilities 133 8.17.2 Requirements 134 8.18 Marketing Approval 135

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Procedure 09 Affiliations 137 9.0 Affiliations 137 9.1 Affiliations Section 137 9.2 Affiliations 137

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POLICY 01 Corporate Management

1.0 CORPORATE STRUCTURE AND GOVERNANCE

1.1 REGULATION OF THE INSTITUTE The Institute will be regulated in accordance with the following documents, and in that order of precedence

1.1.1 The Articles of Association of the Institute as registered with Companies House;

1.1.2 The Constitution of the Institute;

1.1.3 The Policy documents of the Institute;

1.1.4 Institute Procedural documents

2.0 Principal Officer of the Institute The Council will invest in the President of the Institute the authority to act as the principal officer of the Institute in all matters. The holder of the office must, unless the responsibility is vested in another officer of the Institute, advise the Council of any matters affecting the following:

2.1 Constitutional issues;

2.2 Contractual or litigation issues;

2.3 Disciplinary matters upon which the Council may be required to deliberate;

2.4 Changes effecting the employees of the Institute;

2.5 Any other matter upon which the President seeks Council advice

3.0 Principal Officer incapacity or unavailability

To maintain the operation of the Institute, when the President is not able to undertake his/her responsibilities for whatever reason and subject to any emergency provisions found necessary, the following course is to be adopted

3.1 In the absence of the President, the Immediate Past President will assume the role of Acting President

3.2 In the absence of both the President and Past President, the Vice Presidents will consult and select from amongst them one to act during the absence of those previously specified.

3.3 In the event of the President being unable to return to his position or having to retire, the Immediate Past President will consult with the Council to elect a new incumbent for the Office

3.3.1 The person elected will hold office until the next Annual General Meeting (AGM)

3.3.2 The caretaker President elected in the circumstances in section 3.3 must seek re-election in accordance with the Institutes procedures.

3.3.3 The remaining period of office of any outgoing President prior to an Annual General Meeting will be disregarded in determining the full terms in which the incumbent holder has held office.

4.0 Incapacity or other unavailability of Institute officers To maintain the operation of the Institute, when any of the specified officers of the Institute is either

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a. unable to undertake his/her responsibilities for whatever reason, or

b. having been appointed to the office is unable to assume that role at the appointed date,

the following course is to be adopted

4.1 The President should, in the first instance, approach the outgoing office holder requesting that they continue in that position as the circumstances require.

4.2 In a case where this is not possible, the President may approach any other suitably qualified member of Council and request that he/she undertake that office

4.3 Once that appointee has agreed to act in that capacity, the members of Council will be advised of the interim appointment made.

4.4 The appointment will, unless the circumstances below apply, be for a period that does not exceed the next Annual General Meeting.

4.5 Where the vacancy is caused by the officer leaving the position permanently, the post appointee will be subject to election by the next Council meeting in accordance with the constitution.

4.6 For the purpose of these provisions, the term ‘specified officer’ means the Vice President Finance and any other Vice President holding the portfolio of an Institute section.

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POLICY 02 Discrimination, Diversity and Equal Opportunity 1.0 DISCRIMINATION, DIVERSITY AND EQUAL OPPORTUNITY POLICY

This Policy will be adopted within all processes, committees and workings of this Institute, and due notice must be taken of it when dealing with any matters relating to personnel, members or applicants. 1. 1 General Commitment As an Equal Opportunities entity, the Institute is committed to promoting equality and diversity and to valuing diversity by providing equality of opportunity to:

members;

applicants; and

its’ own employees

and further by following working practices that are free from unfair and unlawful discrimination and by encouraging mutual trust and respect for individuals. In all its dealings with members of all categories, the Institute will seek to promote the principles of equality and diversity. The Institute will make every effort to reflect its commitment to equality and diversity in its daily activities, which includes the processing of applications to join the Institute of Explosives Engineers. The aim of this policy is to ensure that no applicant or member of staff is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance or receives less favourable treatment on the grounds of:

Age

Disability

Gender, including transgender and gender reassignment

Race, colour, nationality, ethnic or national origins

Religion or belief

Sexual orientation

Marriage and civil partnership

Pregnancy and maternity

1. 2 Non-Discrimination Policy for Treatment of Institute Staff and Members

The highest of standards are expected of all staff when dealing with, and instructing, members and applicants who wish to join. Similarly, all members are expected to uphold the Institute’s commitment to equal opportunities and avoidance of discrimination. Where any alleged breach of this policy occurs, the matter will be investigated fully and, if appropriate, offending members of staff or Institute members may be

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disciplined in accordance with the Institute’s disciplinary procedure. Written notes will be kept at each stage of the investigations and a full report prepared. 1.3 Policy Implementation and Accountability The ultimate responsibility for implementing this policy rests with Council guided by the President of the Institute. The Policy will be monitored and reviewed annually and in accord with the current legislation. All members and employees of the Institute have the right:

To work or undertake their duties in an environment free from discrimination, harassment and bullying

To have equal access to training, career development and promotion opportunities

To seek redress, without fear of victimisation, if they perceive they have been discriminated against, harassed or bullied in the workplace

While specific responsibility for eliminating unlawful discrimination and providing equality of opportunity rests with the President, Council expects that all staff and members will treat others with dignity and respect commensurate with their profession. The Institute will take responsibility for maintaining the rights above insofar as it relates to the Institute and its premises, including those locations and activities undertaken by members on its behalf. 1. 4 Forms of Discrimination The following defines the protected characteristics in the 2010 Act in which discrimination is unlawful and the Institute will regard any such actions as a breach of this policy regardless of any legal consequence to the discriminator. Direct Discrimination This occurs when someone is treated less favourable than another person because of a protected characteristic they have or are thought to have (see perception discrimination below) or because they associated with someone who has a protected characteristic (see discrimination by association below); Discrimination by Association This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment and sex. This is direct discrimination against someone because they associate with another person who possesses a protected characteristic. Perception Discrimination This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment and sex. This is direct discrimination against an individual because others think they possess a particular characteristic. It applies even if the person does not actually possess that characteristic. Indirect Discrimination This applies to race, religion or belief, sexual orientation, age, disability, gender reassignment, marriage and civil partnership and sex. Indirect discrimination can occur when you have a condition, rule, policy or even a practice in the organisation that applies to everyone but particularly disadvantages people who share a protected characteristic.

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Harassment is when unwanted conduct related to a relevant protected characteristic, which has the purpose or effect of violating an individual’s dignity or creating an intimidating, hostile, degrading, humiliating, or offensive environment for that individual. Third Party Harassment this applies to sex, age, disability, gender reassignment, race, religion or belief and sexual orientation. The Equality Acts makes the Institute liable for harassment of employees by people (third parties) who are not employees of the Institute. In this regard the Institute expects that any member or other person in contact with the Institutes employees conducts themselves in an appropriate manner. Victimisation this occurs when a member or employee is treated badly because they have made or supported a complaint or raised a grievance under the Equality Act; or because they are suspected of doing so. 1.5 Application and Legislation This Discrimination, Diversity and Equal Opportunities Policy will apply to all members of the Institute, to prospective members of this Institute and any Officer of the Institute not being a member, together with all employees of the Institute and persons undertaking work for or on behalf of the Institute.

This policy is founded on the provisions of the Equality Act, 2010, which brought together different legislation that had been in force previously, together with the continuing requirements of the following legislation, as they have been amended

The Equality Act 2006

The Disability Discrimination Act 1995; The Disability Discrimination Act (Amendment) Regulations 2003; The Disability Discrimination Act 2005

The Human Rights Act 1998

The Sex Discrimination (Gender Reassignment) Regulations 1999

The Employment Equality (Age) Regulations 2006

European Directives and Codes of Practice 1.6 Promoting Equality and Diversity The Institute is committed to promoting equality and diversity throughout its internal workings as well as in those areas in which it has influence. Employees of the Institute will be informed of this policy and will be provided with equality and diversity awareness, appropriate to their needs and responsibilities. All of those who act on behalf of the Institute working with members, will be informed of this anti-discrimination policy and will be provided with equality and diversification awareness, appropriate to their needs and responsibilities when acting on behalf of the Institute. 1.7 Complaints of Discrimination The Institute will treat seriously all complaints of discrimination or harassment on any grounds made by members, regardless of level. All complaints will be investigated in accordance with the Institutes procedures relating to grievance, complaints and discipline, and will take action where appropriate. The complainant will be informed of the outcome.

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1.8 Monitoring and Review The policy will be monitored and reviewed annually and in line with current legislation This information will be used to review the progress and impact of the Anti-Discrimination Policy. Any changes required will be made and implemented as deemed fit by the President and the management committee.

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POLICY 03 Alcohol and Drugs Policy 1.0 ALCOHOL AND DRUGS POLICY 1.1 Alcohol and drugs 1.1.1 Alcohol and drug misuse can have an adverse effect not just on an individual but on their family, friends, colleagues, customers and the public. Having a safe working environment, providing excellent customer service by maintaining productivity levels and avoiding days being lost to illness are all critical to our success. 1.1.2 The Institute can be prosecuted if it knowingly allows an employee, or any person engaged to undertake work for the Institute, who is intoxicated or under the influence of drugs to continue working, as this places other people at risk. 1.1.3 The Institute requires all employees or any person engaged to undertake work on behalf of the Institute to comply with the Alcohol and Drugs Policy. Breaches of the policy will be taken very seriously and may be dealt with under the appropriate Institute disciplinary procedure. 1.2 Key rules 1.2.1 Any person to who paragraph 1.1.3. applies must ensure that they are not intoxicated by alcohol and are free of any illegal drugs when they report for work and that they remain so whenever they are at work;

1.2.2 Any person to who paragraph 1.1.3. applies must not drink alcohol during working time.

1.2.3 The use, acquisition, possession, storage, transportation, promotion and/or sale of illegal drugs or drug taking equipment is forbidden during working time, in the workplace or at a customer’s site; 1.2.4 Where a person under 1.1.3 above is prescribed medication or is taking over-the-counter medicines or herbal remedies that may affect their work performance or the safety of themselves or others, they must advise their Line Manager.

1.3 Policy compliance 1.3.1 The Institute does not accept persons under 1.1.3 drinking any alcohol prior to reporting to work (including at lunchtimes). 1.3.2 Any person under 1.1.3 must be aware of what they drink and take into account how long it takes for the alcohol to clear their system. 1.3.3 Employees must not drink alcohol during working time. Working time is any time between when an employee reports for work and the time when they finish work

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1.3.4 A person under 1.1.3 must not have any illegal drugs in their system when they arrive at work or at any time throughout the working day. Individuals taking illegal drugs at any time are breaking UK law and increasing the risks to their and others health and safety. 1.3.5 The use, possession, storage, transportation, promotion and/or sale of illegal drugs or drug equipment is forbidden during working time, in the workplace or at the worksite and is a breach of this policy and the law. In any of these situations the Institute may take appropriate action including disciplinary action up to and including dismissal. The Institute will also have a duty report any criminal activity to the relevant authorities. 1.4 Prescribed medication The policy does not stop employees from using prescribed medication, over-the-counter medication or herbal remedies. However, drugs like tranquillisers, sleeping pills, pain-killers, decongestants, cough suppressants, antihistamines (for treatment of hay fever or other allergies) and antidepressants can make people feel drowsy and may affect their work performance or the safety of themselves or others. 1.4.1 If a person within paragraph 1.1.3 is taking any medication they should: a. Check the possible side effects with their doctor or pharmacist; and b. Let their Line Manager know in confidence, who will, if necessary, make alternative duty

arrangements for them.

1.5 Duty and responsibility 1.5.1 This part of the policy is applicable only to those who are employees of the Institute or those undertaking work on its behalf. 1.5.2 Where there are grounds for believing that there is or has been a use of alcohol or drugs by a person undertaking work for the Institute on their premises or the premises of a client, the Institute will either: a. relate the information to that persons employer, or b. if self employed, consider the suitability for the person to continue being engaged by the

Institute for the work. 1.5.3 The Institute will take appropriate action in response to any attempt by an employee to obstruct the determination of whether they are unfit for work through drink or the use of drugs. This may result in disciplinary action under the Institute’s disciplinary procedures, up to and including dismissal. 1.5.4 If an employee is obviously intoxicated or under the influence of drugs, they will be suspended from duty on full pay and sent home, or arrangements will be made to have them transported home if the situation arises. 1.5.5 If the employee is deemed to be under the influence of alcohol or drugs they should so far as is reasonably practicable, be prevented from driving from the premises. If they insist, then the

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appropriate authorities will be informed immediately and the employee will be informed that such action has been taken. 1.5.6 Employees confirmed to be in breach of the Alcohol and Drugs Policy may be subject to action under the appropriate Institute disciplinary procedure, which may result in dismissal. 1.6 Help 1.6.1 If an employee comes forward voluntarily and seeks help for an alcohol or drug problem they will be given help and support by the Institute. If an employee thinks they have a problem and may be violating the policy as a result, it is very much in their interest to come forward and seek help voluntarily. The Institute will be sympathetic and will ensure they get the help and support they need. 1.6.2 If an employee volunteers to the Institute that they have an alcohol or drug problem they will be treated with dignity at all times. Any discussions will be in the strictest of confidence.

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POLICY 04 Safety, Health and Environment

1.0 SAFETY, HEALTH AND ENVIRONMENTAL POLICY 1.1 The Institute in its undertakings and activities, will ensure that it is compliant with the requirements of current health, safety and environmental legislation. 2.0 Health and Safety 2.1 As and where they directly require it, or when it would be appropriate and proportionate best practice to do so, the Institute will have processes and procedures that document how it will deliver its duties with the Health & Safety at Work etc Act, 1974 (HSWA); and regulations made under that Act. These processes and procedures will take account of any Approved Code of Practice or relevant Guidance thereto. 2.2 Regarding HSWA, the Institute will take into account any responsibility it has in its undertakings and those it employs, or who carry out work on its behalf. 2.3 In order to allow the appropriate considerations to be made the administration office will make available relevant Health and Safety legislation and publications for consultation as required. 2.4 The Institute will ensure that, in relation to its obligations and duties for the Health and safety of its employees, persons undertaking work for the institute and any person on its premises it will;

Prevent accidents and cases of work related ill health by managing the health and safety risks in the workplace.

Provide clear instructions and information, and adequate training, to ensure employees and members undertaking activities on its behalf are competent to do their work

Engage and consult with employees and members undertaking activities on its behalf on day to day health and safety conditions

Implement emergency procedures – evacuation in case of fire or other significant incident

Maintain safe and healthy working conditions, provide and maintain, plant, equipment and machinery and ensure safe storage / use of any substances

Review this policy, and associated Procedures, through internal auditing and revise as

necessary

2.5 The Institute will, where the skills for the assessment, review or implementation of health and safety requirements are not within the Institute, engage such person, persons or bodies as are competent to undertake that function. 3.0 Environmental 3.1 The Institute is committed to minimising the impact of its activities on the environment. 3.2 The key points of its strategy to achieve this are:

Minimise waste by evaluating operations and ensuring they are as efficient as possible

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Minimise toxic emissions through the source of its power requirements

Actively promote recycling both internally and amongst its customers and suppliers

Source and promote a product range to minimise the environmental impact of both production and distribution.

Meet or exceed all the environmental legislation that relates to the Institute.

Use an accredited program to offset greenhouse gas emissions generated by our activities.

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POLICY 05 Bribery and Corrupt Practices

1.0 BRIBERY AND CORRUPT PRACTICES POLICY Introduction Bribery is the act of persuading a person to act improperly in one’s favour by the offer or giving of an inducement i.e. gift of money, services etc. Bribery is a criminal offence. The Institute prohibits any form of bribery. We require compliance from everyone connected with our business, with the highest ethical standards and anti-bribery laws applicable. Integrity and transparency are of utmost importance to us and we have a zero-tolerance attitude towards corrupt activities of any kind, whether committed by the Institute employees, members or third parties acting for or on behalf of the Institute. 1.1 Policy It is prohibited, directly or indirectly, for any employee or person working or undertaking activities on our behalf to: –

offer, give, request or accept any bribe i.e. gift, loan, payment, reward or advantage, either in cash or any other form of inducement, to or from any person or Institute in order to gain commercial, contractual or regulatory advantage for the Institute;

or

in order to gain any personal advantage for themselves, or an individual or anyone connected with themselves or that individual in a way that is unethical.

1.2 Suspicion 1.2.1 If we suspect that an employee or other person undertaking activities on the Institutes behalf has committed an act of bribery or attempted bribery, an investigation will be carried out and, in line with our disciplinary procedure where appropriate, action may be taken against that person.

1.2.2 Bribery will be considered to compromise gross misconduct and may result in:

dismissal;

expulsion; or

the cessation of any business arrangements with that person. 1.3 Reporting An employee or person working or undertaking activities on the Institutes behalf, who suspects that an act of bribery or attempted bribery or other corrupt practice has taken or is taking place, even if they are not personally involved, is expected to;

report this to the Institute President;

if requested give a written account of events.

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1.4 Gifts and hospitality We realise that the giving and receiving of gifts and hospitality as a reflection of friendship or appreciation where nothing is expected in return may occur, or even be commonplace, in our industry. This does not constitute bribery where it is proportionate and recorded properly.

1.4.1 No gift should be given nor hospitality offered by an Officer, Council member, employee or anyone working on our behalf to any party in connection with our business without receiving prior written approval from the Institute President.

1.4.2 No gift or offer of hospitality should be accepted by an Officer, Council member, employee or anyone working on our behalf without receiving prior written approval from the Institute President.

1.4.3 Hospitality by way of refreshment only given to an Officer, Council member, employee or anyone working on our behalf may be accepted without receiving prior approval where it forms part of the arrangements made by the host of a meeting, seminar, etc . where a meal or similar would be normally taken e.g. lunch, beverage breaks. The details of such hospitality must be recorded in the gifts and hospitality record.

1.4.4 Any employee or anyone working on our behalf who regularly attends meeting etc under the preceding provision may submit a single entry relating to the frequency of those events during the year. 1.5 Recording of gifts and hospitality

1.5.1 An Officer, Council member, employee or anyone working on our behalf who receives a gift or hospitality, whether subject to approval of the President or not must report the details of the gift or hospitality to the Administration Office for inclusion in the register of gifts and hospitality.

1.5.2 All gifts received should be handed to Reception for logging and will be retained there until authorization to release has been provided by the Institute President. 1.5.3 The Administration Office will maintain a register of every instance in which gifts or hospitality are given or received.

a. The register will be subject to scrutiny by the President, Officer of the Institute and Council members.

b. The register will be maintained in accordance with the retention of documents procedure.

c. An entry is not required for such gifts as yearly calendars, diaries, and similar small items This policy is subject to review and the Institute reserves the right to amend this policy without prior notice.

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POLICY 06 Exposure to Financial Irregularity

1.0 EXPOSURE TO FINANCIAL IRREGULARITY POLICY 1.1 Introduction The Institute, as a body that may be involved in a number of undertakings, needs at all times to be seen to be acting transparently in its financial dealings. Whilst it is generally considered to be an unlikely event, organisations of our type may be a target for those who are engaged in unlawful or dubious financial practice. The Institute must ensure that it has a policy and procedures in place to prevent it being exposed to such activities. 1.2 ‘Money Laundering’ This illegal practice is usually defined as the process for concealing the origin of illegally obtained money, typically by means of transfers involving foreign banks or legitimate businesses. This can be achieved by placing the money into the financial system, carrying out other transactions to confuse its origin and then moving it out. 1.2.1 Legislation This activity is subject to the following legislation

The Proceeds of Crime Act, 2002

The Proceeds of Crime (Amendment) Regulations 2007

The Money Laundering Regulations 2007, 1.2.2 Duties of Financial Institutions Under the Money Laundering Regulations our bank(s) and Accountants have duties to advise the appropriate authorities of anything they discover that indicates that the illegal transfer of money is being, or is believed to have been, conducted in relation to the person, or organisation for whom they act. 1.2.3 Policy Position 1.2.3.1 The Institute will be proactive in the supervision of any financial operation within its control. 1.2.3.2 The Institute will seek to avoid any contract or undertaking where the financial arrangements may involve it acting simply as a conduit for money from one party to another. The Finance Director will have oversight of any contract which involves any transaction arrangement of this nature.

1.2.3.3 Council will make the necessary arrangements for the training of appropriate Officers, council members and members of staff who have duties and responsibilities in relation to the financial affairs of the Institute. This will include any necessary updating of the training required as the nature of this illegal activity is known to change from time to time.

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1.2.3.4 The President or his nominee will be the responsible person to whom any suspicion of money laundering is to be reported.

1.2.3.5 There will be a procedure under the Finance section relative to the action to be taken in cases of this type. (2017 Procedure Part 5.6 refers) 1.2.3.6 All Officers, Council members and employees will co-operate and render such assistance as is requested with any investigation by the appropriate authority. 1.3 Protection against deception in financial transactions The Council will via the Vice President (Finance) seek to ensure that the methods of operations are such that it is able to forestall any direct attempts by either Officers, members, employees or persons working on behalf of the institute to use accounting or claiming procedures that will result in:-

1.3.1 Deliberate overpayment, direct or indirect

1.3.2 Loss of Institute funds

1.3.3 Application for funding that is fraudulent in nature

1.3.4 Misappropriation of funds or assets of the Institute

1.4 Financial due diligence

The Vice President (Finance) and the finance section will conduct such monitoring and enquiry as is necessary to ensure that the Institute’s financial procedures are both current and inclusive of the Institutes requirements and undertakings.

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POLICY 07 Conflict of Interest 1.0 CONFLICT OF INTEREST POLICY 1.1 Introduction A potential conflict of interest is a situation where an Officer, Council Member, other member engaged on Institute business or employee of the Institute may be involved in a number of interests financial or otherwise, one of which could possibly effect the motivation or decision making of the individual in relation to their activities on behalf of the Institute. This policy defines a conflict of interest as “a set of circumstances that creates a risk that professional judgement or actions regarding a primary interest will be unduly influenced by a secondary interest." Primary interest in the case of the Institute would be the principal goals of the Institute or one of its activities. Secondary interest includes personal benefit and is not limited to only financial gain but also such motives as the desire for professional advancement, or the wish to do favours for family and friends. Such secondary interests are not treated as wrong in themselves, but are of concern when they are believed to receive greater weight than the primary interests. 1.2 General view A conflict of interest exists if the circumstances are reasonably believed on the basis of past experience and objective evidence, to create a risk that a decision may be unduly influenced by other, secondary interests, and not on whether a particular individual is actually influenced by a secondary interest. 1.3 Policy for those affected Where an Officer, Council member, employee or person undertaking work on behalf of the Institute is, or becomes aware of a situation where their involvement in the work or process being addressed will, or may be expected to result in a conflict of interest, that person must: 1.3.1 In the case of an employee, inform their line manager, or if they are the manager, inform the

Institute Officer who has responsibility for them. 1.3.2 In the case of a person undertaking work on behalf of the Institute, inform the person who

supervises or has control over their engagement with the Institute. 1.3.3 In the case of a Council member, in relation to a matter before Council declare the interest

at that meeting and, 1.3.3.1 Take no part in the discussion or decision made on the matter,

or 1.3.3.2 Where the circumstances dictate, withdraw from the meeting until the matter has been

debated and decided. 1.3.4 In the case of an Officer of the Institute, inform the President.

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1.3.5 In the case of the President, he/she should advise the Vice Presidents. 1.4 Institute’s position The Institute will always endeavour to act in an open and transparent manner in all its dealings and in the interest of its members. It requires all Officers, Council members, employees and those undertaking work on its behalf to be acting above reproach. 1.4.1 The Institute will take seriously any occasions where it is shown that a person subject of this

policy has failed to take steps to disclose a conflict of interest, whether actual or that which could be perceived.

1.4.2 The institute will take appropriate disciplinary action where it is found that a conflict of

interest has been concealed by the person affected.

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POLICY 08 Disclosures in relation to the Institute and its undertakings (Whistleblowers) 1.0 POLICY REGARDING DISCLOSURES IN RELATION TO THE INSTITUTE AND ITS UNDERTAKINGS (WHISTLEBLOWERS) 1.1 Introduction This policy describes those circumstances where employees and persons undertaking work for the Institute are protected from suffering any detriment or termination of employment if they make unauthorised disclosures about the Institute or its business. 1.2 Qualifying disclosures 1.2.1 Certain disclosures are prescribed by law as “qualifying disclosures”. A “qualifying disclosure” means a disclosure of information that the member, employee or person undertaking work on the Institute’s behalf genuinely and reasonably believes is in the public interest and shows that the Institute has committed a “relevant failure” by:

a) committing a criminal offence;

b) failing to comply with a legal obligation;

c) a miscarriage of justice;

d) endangering the health and safety of an individual;

e) environmental damage; or

f) concealing any information relating to the above. 1.2.2 These acts can be in the past, present or future, so that, for example, a disclosure qualifies if it relates to environmental damage that has happened, is happening, or is likely to happen. The Institute will take any concerns raised relating to the above matters very seriously. 1.2.3 The Institute encourages any member of the Institute, its employees or persons working on its behalf to follow this policy if they are concerned about any wrong doing undertaken by or on behalf of the Institute or its employees. 1.2.4 However if the procedure has been invoked for malicious reasons or in pursuit of a personal grudge, then the person making the alleged relevant failure will be liable to:

a) If an employee, immediate termination of employment or such lesser disciplinary sanction as may be appropriate in the circumstances.

b) If a person working on behalf the Institute, the possible cessation of that work

arrangement.

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c) If a member, a disciplinary enquiry that could lead to expulsion from membership. 1.3 Procedure 1.3.1 In the first instance the person should report any concerns they may have to the Institute President who will treat the matter with complete confidence. 1.3.2 If person is not satisfied with the treatment of their concerns by the Institute President given they should then raise the matter with the appropriate official organisation or regulatory body. 1.3.3 If the person does not wish to report their concerns to the Institute President, they have the option to take their concerns direct to the appropriate organisation or body. 1.3.4 The Institute will consider that a disclosure to the press without engaging in either of the above may amount to gross misconduct. 1.4 Treatment by others

Bullying, harassment or any other detrimental treatment afforded to a person who has made a qualifying disclosure by any Officer, member, employee or person undertaking work for the Institute is unacceptable. Anyone found to have acted in such a manner will be subject to disciplinary action or cessation of his or her engagement by the Institute.

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POLICY 09 Information Technology, Data, E-mail, Internet

and Social Media Policy 1.0 Data and Data Protection

1.1 Data Protection Act, 1989

The above act was introduced to regulate personal data held either on computer or within a manual filing system. As an employer it is our responsibility to ensure that the information and documentation held is relevant, accurate and where necessary, kept up to date. Any data held must be processed fairly and lawfully and in accordance with the rights of data subjects under the Act.

1.1.1 The Institute will, comply with its duties under the data protection legislation, maintain an up to date procedure for the handling of the data in its possession or being processed by or on its behalf.

1.1.2 Members and employees will, upon written request, be told what personal data about them is held or processed. They also have the right to be informed of the source of the data and to whom it may be disclosed. 1.1.3 The supply of this information will only be on a written request and for such requests, reasonable fee will be payable. 1.2 Internet and E-mail Introduction The purpose of the Internet and e-mail policy is to provide a framework to ensure that there is continuity of procedures in the usage of Internet and e-mail within the Institute. The Internet and e-mail system have established themselves as an important communications facility within the Institute and provided us with contact with professional and academic sources throughout the world. Therefore, to ensure that we are able to utilise the system to its optimum we have devised a policy that provides maximum use of the facility whilst ensuring compliance with the legislation throughout.

The Institute will not allow either the internet or website to be used for any data to be discussed that is of a ‘classified’ nature or it would be considered to be offensive.

1.2.1 Internet Where appropriate, staff and members are encouraged to make use of the Internet as part of their official and professional activities. The website is also a networking service which allows members to interact on technical and Institute issues.

1.2.1.1 Attention must be paid to ensuring that published information has relevance to normal professional activities before material is released in the Institute’s name.

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1.2.1.2 Where personal views are expressed a disclaimer stating that this is the case should be clearly added to all correspondence.

1.2.1.3 Intellectual property rights and copyright must not be compromised when publishing on the Internet. All information published including images on the Institutes network or on any social media will be either the intellectual property rights of the Institute or with the written consent of any individual intellectual property rights owner.

1.2.1.4 The availability and variety of information on the Internet has meant that it can be used to obtain material considered to be offensive. The use of the Internet to access and/or distribute any kind of offensive material, or material that is not related to the aims and objectives of the Institute, leaves an individual liable to disciplinary action which, in the case of an employee could lead to dismissal.

1.2.1.5 Unauthorised or inappropriate use of the Internet system may result in disciplinary action, which could result in the expulsion of a member or in the case of an employee, summary dismissal.

1.2.1.6 The Internet system is available for Institute business use and matters concerned directly with an undertaking of the Institute. Users will comply with all of our Internet standards.

1.2.1.7 The Institute will not tolerate the use of the Internet system for unofficial or inappropriate purposes, including:-

i) Accessing websites which put our IT systems at risk of (including but not limited to) viruses, compromising our copyright or intellectual property rights;

ii) Non-compliance of our social networking policy; iii) Connecting, posting or downloading any information unrelated to their employment

and in particular pornographic or other offensive material; iv) Engaging in computer hacking and other related activities, or attempting to disable

or compromise security of information contained on the Institute's computers. 1.2.1.8 Activities in items iii. and iv. may constitute a criminal offence. 1.2.1.9 Unless otherwise authorised, the Institute does not allow personal use of the computers or any other Personnel Data Devices provided by the Institute, other than reasonable use during expected breaks in the working day. Any personal use may be subject to requirements to declare the amount of that personal use. 1.2.2 E-mail The use of e-mail is encouraged as the Institutes preferred system for written communication. Used correctly it is a facility that is of assistance however inappropriate use causes problems including distractions, time wasting and legal claims.

1.2.2.1 The Institute's position on the correct use of the e-mail system is:-

1.2.2.1.1 Unauthorised or inappropriate use of the e-mail system may result in disciplinary action.

1.2.2.1.2 The e-mail system is available for communication and matters directly concerned with the legitimate business of the Institute and, must comply with Institute communication standards.

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1.2.2.1.3 The Institute does not permit the use of the e-mail system for unofficial or inappropriate purposes as detailed in the e-mail procedure.

1.2.2.1.4 The Institute reserves the right to monitor all e-mail/Internet activity to ensure compliance with the policy and procedures and for ensuring compliance with the relevant regulatory requirements

1.3 Social Media

1.3.1 Social media is a very powerful tool, which can enhance the services we provide to our members and those associated with us. The Institute may engage in forms of social media to advertise any on-going promotions, products and other relevant information.

1.3.2 Only authorised employees may post on Institute sites and a professional, positive approach should be maintained at all times.

1.3.3 Members and employees should be aware when using the Institute sites of crossing the professional boundaries and are not permitted to make or accept “friend requests” to/from our associates and other undertakings on their private social media accounts, excluding LinkedIn.

1.3.4 The Institute does not permit the placing on members/employees private social network accounts of any work related issues or material that could identify an individual who is a client, member or work colleague that could adversely affect the Institute a client or our relationship with any one associated with the Institute.

1.4 Technical Support

1.4.1 The Council will arrange for the services of a suitably qualified Technical Support officer to be available to the Institute for the purposes of ensuring compliance with the legislative and technical requirements relative to our Information, Data and Communications needs.

1.4.2 The Institute procedures will set out this policy objective and will contain the reporting and contact arrangements for the appointed technician(s)

1.5 Data and Documentary Controls Retention of specific documents may be necessary to:

Fulfill statutory or other regulatory requirements

Provide evidence of events/agreements in the case of disputes

Meet the day to day running of the Institute

Ensure the preservation of documents of historic or other value The untimely destruction of documents could cause the Institute:

Difficulty in defending litigious claims

Not to function as efficiently as possible

Embarrassment

Failure to comply with the Freedom of Information or Data Protection Acts

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Conversely, the permanent retention of all documents is undesirable, and appropriate disposal is to be encouraged for the following reasons:

There is a shortage of storage space

Indefinite retention of personal data may be unlawful

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POLICY 10 Employment and Employees

1.0 Employment and Employees Policy

1.1 The body giving employment will be The Institute of Explosives Engineers (IExpE or ‘the Institute’) and any person so employed will be an employee of the Institute.

1.2 The Council will determine the staffing levels for the Administration Office having due regard to the functions and workload that is required of that office and will determine:

The number of full time positions

The number of part-time or job share positions

1.3 Applications for employment will be processed in accordance with the Institute’s Discrimination, Diversity and Equal Opportunity Policy and the procedure relating to this issue.

1.4 The Interview of applicants will be conducted under the direction of the Institute President or their nominated officer.

1.5 All applications and interview forms will be retained in accordance with the retention of documents procedure. 1.6 Every employee will be supplied with a copy of: -

The main terms of employment

Confidentiality agreement

Employees handbook

1.7 Unless otherwise specified, every employee will be subject to a probationary period which may be amended at the employer’s discretion. The applicable period will be stated in the terms of employment for that employee 1.8 The Institute will arrange for all identified training needs of a new employee to be addressed. 1.9 The remuneration for employees will be determined by the President in consultation with the Finance Director. 1.10 Any person engaged by the Institute to undertake paid work on its behalf will have employment terms and conditions that are appropriate to or be specified in the contract, permit to work or written instructions upon which they are engaged.

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POLICY 11 Code of Conduct and Discipline

1.0 Discipline Policy

The Institute reserves the right to carry out enquiries in relation to breaches of its policies, membership code of conduct or procedures and to institute disciplinary procedures in the furtherance of compliance with its responsibilities as a professional body and as an employer. 1.1 The overarching principles for the conduct of disciplinary enquiries are that they must be appropriate, proportionate and commensurate with the degree of any wrong or failure cited. 1.2 Where the disciplinary process is invoked, no person involved in that process may disclose the nature of the matter or of the parties involved save where it is necessary to obtain information from the third person which directly relates to the enquiry. 1.3 Any complaint and enquiry will be resolved without due delay and in accordance with the procedure for the relevant group. 1.4 If any complaint or allegation involves an action which is an offence under legislation, the Institute will, after notifying the complainant, advise the appropriate regulatory authority or the Police as appropriate. 1.5 The Policy encompasses the following:-

Matters affecting Directors or Officers of the Institute

Matters affecting members

Matters affecting employees or those, contract or otherwise who are undertaking tasks on behalf of the Institute.

2.0 Directors and Officers

2.1 The term Directors and officers under this Article means

The President and Vice Presidents for the time being of the Institute

Elected Members of the Council of the Institute

Any Director of the Institute of Explosives Engineers limited, not holding other office within the Council.

Any ex-officio member of the Council of the Institute

Any co-opted member to the Council of the Institute

for so long as they hold office or any further period as may be provided for.

2.2 The holder of any office of the Institute must at all times when acting within their office ensure that they:-

Conduct themselves in a manner that will not bring the Institute into disrepute;

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Discharge the office they hold in accordance with the Constitution, Articles of association and the relevant procedures enacted by Council;

If the office is or involves being a Director of the Institute of Explosive Engineers limited, act in compliance with their responsibilities under the Companies Acts.

2.3 Failure to act in accordance with the above may render the officer liable to consideration of disciplinary action. 3.0 Members 3.1 The Institute expects that all members will uphold the following principles – Principle 1 – Honesty and Integrity

a. The Institute of Explosives Engineers expects all Members to act with impartiality, responsibility and truthfulness at all times in their professional and business activities.

b. Members should not allow themselves to be improperly influenced either by their own, or others’, self-interest.

c. Members should not be a party to any statement that they know to be untrue, misleading, unfair to others or contrary to their own professional knowledge.

d. Members should avoid conflicts of interest. If a conflict arises, they should declare it to those parties affected and either remove its cause, or withdraw from that situation.

e. Members should respect confidentiality and the privacy of others.

f. Members should not offer or take bribes in connection with their professional work.

Principle 2 – Competence

a. Members are expected to apply high standards of skill, knowledge and care in all their work. They must also apply their informed and impartial judgment in reaching any decisions, which may require members having to balance differing and sometimes opposing demands (for example, the stakeholders’ interests with the community’s and the project’s capital costs with its overall performance).

b. Members should realistically appraise their ability to undertake and achieve any proposed work. They should also make their clients aware of the likelihood of achieving the client’s requirements and aspirations. If members feel they are unable to comply with this, they should not quote for, or accept, the work.

c. Members should ensure that their terms of appointment, the scope of their work and the essential project requirements are clear and recorded in writing. They should explain to their clients the implications of any conditions of engagement and how their fees are to be calculated and charged. Members should maintain appropriate records throughout their engagement.

d. Members should keep their clients informed of the progress of a project and of the key decisions made on the client’s behalf.

e. Members are expected to use their best endeavours to meet the client’s agreed time, cost and quality requirements for the project.

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Principle 3 – Relationships

a. Members should respect the beliefs and opinions of other people, recognise social diversity and treat everyone fairly. They should also have a proper concern and due regard

for the effect that their work may have on its users and the local community.

b. Members should be aware of, and when reasonably practicable m inimise risk to their colleagues, employees, and others not in their employment as well the environmental impact of their work.

c. Members are expected to comply with good employment practice in their capacity as an employer or an employee.

d. Where members are engaged in any form of competition to win work or awards, they should act fairly and honestly with potential clients and competitors. Any competition process in which they are participating must be known to be reasonable, transparent and impartial. If members find this not to be the case, they should endeavour to rectify the competition process or withdraw.

e. Members are expected to have in place (or have access to) effective procedures for dealing promptly and appropriately with disputes or complaints.

3.2 The Institute will publish on its website the above principals which will constitute the Code of Conduct for members.

3.3 All members of the Institute must:

Conduct themselves in a manner that does not bring the Institute into disrepute;

Abide by the Constitution, procedures and decisions of the Institute;

Comply with the Institute’s Code of Conduct. 3.4 Failure to act in accordance with the above may render the member liable to consideration of disciplinary action

4.0 Employees

4.1 The Institute adopts as its guidance on matters of discipline involving employees the following documents: -

ACAS statutory Code of Practice on discipline and grievance procedures

HM Government publication “Discipline procedures and action against you at work”

4.2 A current copy of these documents will be held in the Administration Office.

4.3 The procedure on discipline in folio 2 and all relevant employment documents issued to employees, which make reference to matters of discipline, will reflect the provisions contained within the adopted guidance documents. 4.4 Nothing in this policy will prevent or obstruct an employee from seeking recourse to the Employment Tribunal 5.0 Appeals

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5.1 The Institute will provide for any person subject to disciplinary action to have a right to appeal the decision reached in their case. 5.2 The Council will ensure that any such application to appeal is dealt with promptly. 5.3 The procedures of the Institute will specify the routes for lodging an appeal by any of the groups specified in this policy 6.0 Disciplinary Procedures The conduct of any enquiries in relation to disciplinary matters contained within this policy document will be set out in the procedural documents relating to the process as it applies to each group mention. 6.1 Those conducting such enquiries will be guided by the terms of reference within those procedures.

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POLICY 12 Commercial Activity

1.0 Commercial Activity Policy

The Institute in the pursuit of its aims may engage in commercial and other undertakings and or activities. When engaged in commercial activity by or on behalf of the Institute its Officers, Council and employees will act transparently. 1.1 The overarching principle is that the Institute should not be exposed to claims that the undertaking entered into was not appropriate, proportionate or commensurate with the aims within the Constitution. 1.2 Commercial activity can be either

a) provided by the Institute; (See 2.0) or b) provided to the Institute (See 3.0)

2.0 Commercial Activity provided by the Institute Any undertaking provided by the Institute may include, but not be exclusive to 2.0.1 The hosting, organisation or creation of conferences, seminars or similar events 2.0.2 The participation in reviews and studies within the explosive sector 2.0.3 The collaboration with affiliates and other bodies in research projects 2.1 Any commercial activity that is provided by the Institute, in whole or in part, will be approved by the President or his nominee. 2.2 A commercial file will be established for the project by the Administration Office that should contain the audit trail, which will include 2.2.1 The appointee of the Institute with responsibility for the project 2.2.2 The detail of fund allocation for the operation of the project 2.2.3 Where the project will generate revenue, the accounting requirement 2.3 All approved projects will be subject to a contract on commercial terms and conditions. 3.0 Commercial Activity provided to the Institute Where the Institute has a requirement, which is to be provided by any person, company or organisation other than the Institute, 3.1 There will be due diligence exercised in regard to the oversight of the requirement.

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3.2 The activity, service or property provided will be approved by the appropriate Section Head unless it is determined that it requires the consent of the President. 3.3 The consent of the President is required where:

3.3.1 The requirement is not within the budget allotted to the section or office; 3.3.2 The requirement has a cost in excess of 5% of the annual budget 3.3.3 The preferred supplier is a member, or has a membership link to the Institute; 3.3.4 The requirement is deemed to be contentious. 3.4 Any activity, service or property must be seen to offer best value for the requirement 3.5 The requirement will be subject to either the agreement of a contract on normal commercial terms or, on the issue of a purchase order 3.6 The President will determine if the requirement is such that there should be a tendering process

4.0 General

4.1 The Finance Director is to be advised of all contracts which involved either expenditure or income generation. 4.2 The Administration Office will maintain a register and keep the records relating to all contracts. 4.3 Contract documents will be retained by the Administration Office for the period specified in the procedure for disposal of documents.

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PROCEDURE 01 GENERAL AND STRUCTURE

1. General

The procedures contained within this document do not take precedence over the requirements of the Constitution of the Institute or the Articles of Association of the Institute of Explosives Engineers Limited. 1.1 History of the Institute of Explosives Engineers (IExpE) The Institute held its inaugural meeting in Birmingham on 22nd May 1974. It was attended by many of the demolition contracting firms who operated primarily in the Midlands. Its objects included promotion of the common interest of the UK explosives engineers and the maintenance of high standards of conduct; the fledgling Institute also determined to act as a qualifying body for the industry and to conduct examinations. The first Chairperson was Harold Swinnerton. The Institute then proceeded over the years to operate its business from offices firstly in Leicester, then successively Nuneaton, Shrivenham and more recently Stafford. During this time the position of the Institute shifted at first quite subtly and slowly, but later with increased tempo. Without ever losing its determination to promote and develop best practice and to lead the explosives field it left behind its origins as essentially a trade association and became a professional body being formally recognised as such in 2008 by the Engineering Council. The latest step in the process has been the evolution from a society in which members have no legal protection into a limited Company with Directors who carry responsibility in law. This process was completed in 2012. Because of the restructure of the Institute premises were obtained and an office established in Stafford in 2016. The Institute is governed by its Articles of Association, which were adopted by the Institute Members at the Annual General Meeting in 2013. 1.2 Aim of the Institute Institute Aims:

To promote the professional standing of those who use explosives in their work either directly or indirectly and of those who engage in other fields relating to explosives.

To maintain and enhance the professional standing of the Institute.

To act as a centre for technical excellence, for both members and outside agencies.

To promote such other activities as shall from time to time be approved by Council.

Achieving Aims:

To promote education, training, seminars and conferences, and examinations to ensure the competence of Institute members in their specialized fields of explosives technology, and by continuing professional development

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Maintaining a website and periodically publishing a journal with relevant articles

Maintaining liaison and working in collaboration with, government legislative and regulatory bodies to ensure the practicability of control measures imposed on the activities of those whose work involves explosives

Maintaining and operation of an effective Council and Institute administration office 1.3 Title The organisation is named the Institute of Explosives Engineers and this may be abbreviated to IExpE where appropriate. 1.4 Organisation of the Institute of Explosives Engineers (IExpE) Structure The Institute of Explosives Engineers consists of Voting Members and Non-Voting Members. [see Part 4] The Institute is governed by a Council consisting of not more than twenty voting members and no fewer than 10 voting members. [see Part 3] Additional officers may be co-opted onto Council by agreement of Council to assist as required. Co-opted members are entitled to attend Council meetings but are not eligible to vote. The Institute is a company limited by guarantee with directors appointed from Council who are for the time being, the President, the Immediate Past President and those Section Heads registered under Companies Act. Under the Articles of the company the Directors have delegated authority for day to day running of the Institute to the Council. 1.5 Conduct of the Institute’s business and affairs The Council has designated that the business and affairs of the Institute is to be undertaken by the following section management groups:-

Membership [Part 4]

Finance [Part 5]

Legal and Compliance [Part 6]

Education and Training [Part 7]

Marketing and Events [Part 8]

Affiliations [Part 9] 1.5.1 Unless otherwise provided, the head and the members of designated sections will be appointed annually at the meeting of the Council preceding the Annual General Meeting, such appointments to take effect from the conclusion of that Annual General Meeting.

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1.5.2 Any designated section will normally comprise

A Vice president who will be the Section Head

At least 2 other Council members, unless otherwise provided for below.

Any number of other persons, whether a Council member or not, who are co-opted by the section head to assist the section in its functions

1.5.3 Sections where membership differs

1.5.3.1 Membership One member will be in a suitable position to confirm the veracity of all military applications for membership.

1.5.3.2 Finance The section will be the Vice President and any person(s) either member of Council or not who he/she may appoint to assist in the management of the Institute’s finances.

1.5.3.3 Marketing & Events One member will be the Journal Editor.

1.5.3.4 Affiliations Members assisting the Vice President do not have to be members of the Institute.

1.5.4 A person appointed to any section may stand for re-appointment without regard to the length of time that he/she has already served on that section. 1.5.5 Sections terms of reference and remit. 1.5.5.1 Membership The Vice President (Membership) and section will be responsible for:-

the processing of all applications for membership to the Institute of Explosives Engineers.

close liaison with the Education and Training Section to ensure that standards being applied nationally are reflected in the Institute standards for membership.

ensuring that consistency of appraisal is carried out on all applications received. Where necessary, any changes required will be communicated between the Section Head of both sections.

The Section will have due authority of discretion in all matters for membership, but must document all decisions where appropriate.

When deemed necessary, the Section Head may call on expertise from outside the Section, to assist and evaluate applications that do not necessary fit conventional qualification guidelines laid down in the Institute procedures. In all such cases, documented evidence of eventual decisions shall be provided for audit purposes.

The Section Head will have the casting vote on recommendations within the Membership Section.

All applications processed by the Membership Section must be returned to the Institute Administration Office where they will be summarised and distributed amongst Council for comment and approval.

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1.5.5.2 Finance The Finance Director and section will be responsible for the following: -

the financial management of the Institute

the production of and reporting to Council of the financial status of the Institute

the preparation of the annual budget

control of Section budgets in consultation with the Section Heads who are budget holders

1.5.5.3 Legal and Compliance The Vice President (Legal & Compliance) and Section will be responsible for the following:-

ensuring that the Institute is kept up to date on new and revised legislation and standards, both UK, European and internationally driven, which are pertinent to the Institute’s activities

ensuring that an accurate and up-to-date picture is presented to Council of the current and expected requirements placed upon the explosives industry and the Institute membership

ensuring that accurate and balanced responses are made to HSE and other organisations which seek the views of the Institute on legislative change

ensuring that adequate representation is made to HSE and other organisations on matters which potentially affect the Institute

assisting and collaborating with other bodies, such as BSI, with regards to drafting, revising and promulgating relevant materials such as legislation, codes of practice, guidance notes and consultative documents

oversee Institute compliance with its policies and procedures

supervision of the processes and procedure of

o the conducting of elections o disciplinary matters

1.5.5.4 Education and Training The Vice President (Education and Training) will have responsibility for ensuring:-

that a robust Endorsement Procedure is maintained.

that accurate records of the applications are retained.

that appropriately qualified members of the Council are selected to review the applications on a case by case basis.

that conflicts of interest are avoided and that appropriate steps are taken to manage this.

effective communication to Course Providers and Institute Members. Members of the section will:-

work with the Section Head to administer the Endorsement Procedure.

notify the Section Head of any potential conflict of interest. 1.5.5.5 Marketing and Events

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The Vice President (Marketing and Events) and Section will have responsibility for:-

the organisation of all conferences and seminars on behalf of the Institute of Explosives Engineers.

close liaison with the Education and Training Section to ensure that Continuous Professional Development opportunities are taken.

the collation of all nominations for Institute awards received,

dealing with the production of the quarterly Journal.

all website and social medial monitoring and updates

the sourcing, distribution, production of all branded goods and promotional materials. 1.5.5.6 Affiliations The Vice President (Affiliations) and Section will have responsibility for:-

development and co-ordination of affiliations with and to other bodies and organisations where the Institute -

o has entered into an arrangement for their common benefit or interest that may be permanent, contracted or on a renewable basis;

o has determined that the creation of an arrangement will accord with the Institutes aims and objectives.

the assisting and collaborating with other professional bodies so that the Institute is appropriately represented and its voice heard

ensuring that legislative and standards work done by other bodies is reflected in the Institute’s position to prevent it being isolated from its European equivalent organisations

collaboration with associated explosives Institute Representatives in relation to National Occupational Standards

providing expert input and advice when required for internal training courses and examinations and to any other Section of the Institute which has a request.

1.6 Institute Policy The Council is to maintain statements of its Policy for areas of its business and undertaking, which they may vary from time to time. Policy documents are to be held for the following principal areas

Corporate management

Discrimination, diversity and equal opportunities

Alcohol and drugs

Health and Safety

Bribery and corrupt practices

Exposure to Financial Irregularity

Conflict of Interest

Disclosures in relation to the Institute and its undertakings

Information technology, data, email, internet and social media

Employment and employees

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Discipline

Commercial and other related activities 1.6.1 A policy may be overarching or specific to a certain part, or parts of the Institute business or

undertaking as appropriate. 1.7 Institute Constitution and Company articles of association

1.7.1 The Council is to carry out its undertakings in accordance with the requirements of the

Constitution and conduct the limited company within the terms of its articles of association. 1.7.2 The Institute will ensure that the Directors, Council members and any officer with

responsibilities to either the Institute or Company are insured against any claims made in relation to the operation of the Institute

1.8 Amending of the Institute controlling documents Where it is required to make changes or amend the content of the documents under which the Institute functions, the following processes will be followed. 1.8.1 The Constitution 1.8.1.1 A proposal to amend the constitution made by the Council will be put to the membership in

accordance with the provisions of the constitution. 1.8.1.2 A member wishing to propose any change to the Constitution must submit their proposal to

the Council in writing. For any submission to be scheduled for inclusion at the Annual General Meeting (AGM), the proposal must be received not later than the penultimate meeting of the Council before the AGM.

1.8.1.3 The proposer must submit the written proposal to the Institute Office by either post or

electronically. If electronically, the proposer must make available before the AGM a signed copy of the proposal.

1.8.1.4 On receipt of the proposal the Institute Office will -

- circulate the document to members of Council - schedule it as an agenda item for the next Council meeting.

1.8.1.5 The Council will consider the proposal and determine the merit of the proposal and make a

decision based on the following principals -

1.8.1.5.1 That the proposal is not unconstitutional, spurious or vexatious;

1.8.1.5.2 The proposal is of itself a matter within the terms of the Constitution;

1.8.1.5.3 That the proposed amendment is legally sound, proportionate and to the benefit of the Institute aims and objectives;

1.8.1.5.4 That the proposal is not in conflict with the Constitution;

1.8.1.5.5 Whether the proposal extends the scope of the Institute in the context of the Constitution and its provisions;

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1.8.1.5.6 Is the proposal one that may not require an amendment to the Constitution and can be properly addressed via the Institute Procedures.

1.8.1.6 The Council, being satisfied that the proposal has merit will arrange for –

1.8.1.6.1 The proposal to be circulated to the membership with due notice for a vote to be taken in accordance with the Constitution.

1.8.1.6.2 The member proposing to be notified and for that member to be in a position, if required, to present the case for amendment to the AGM.

1.8.1.7 The Council, if deciding after consideration, that the proposal does not have merit or in their

view can be addressed by other means will –

1.8.1.7.1 Advise the member that the proposal is not supported and will not be placed before the membership or

1.8.1.7.2 Inform the member of the action that will be taken to implement the proposal. 1.8.2 Institute Policy

Council having the ownership and control of the Institute Policy has set out and documented the policy required for the areas of the Institute’s governance, functions, undertakings, responsibilities and processes.

1.8.2.1 All Policy documents will be subject to periodic review to ensure they remain fit for purpose. To that end Council will determine –

1.8.2.1.1 The frequency of review in relation to each policy document

1.8.2.1.2 The nominated person to undertake the review

1.8.2.1.3 If the review is time critical 1.8.2.2 Any revisions made will be submitted to Council with an explanation for the changes.

Council will decide whether or not to adopt the change. 1.8.2.3 Where a review has found that changes are required, to ensure that the changes made are

circulated to the membership. 1.8.2.4 If a new policy is identified, the resultant document, following approval by Council, will be

advised to the membership. 1.8.3 Institute Procedures 1.8.3.1 Procedural documents that have a Section Head with oversight will be subject to review by

that Section Head, who will undertake any amendment as may be necessary to ensure the effective operation of that section, or the area that it addresses.

1.8.3.2 Procedural documents that are for areas not within a section heads remit will be subject to

review by the President, or his/her appointee, commensurate with the function of that procedure. Where the nature of the procedure is overarching, e.g. administration responsibilities, any amendment may be subject to the decision of Council.

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1.8.3.3 The processes for conducting amendments found in Part 2 of the procedures will be followed.

1.8.3.2 Amendments to procedures which involve extension of the procedure or removal of existing

elements within a procedure effective from Issue 1:2017 will be notified to members by information on the Institute website.

1.9 Terminology In all Institute documents, unless otherwise specified any reference to the masculine includes feminine and singular includes plural. 1.10 Common responsibilities of Vice Presidents who are section heads The Section Head is responsible to Council for ensuring that the functions of the Section are efficiently carried out, and for making timely and accurate reports to Council on the work of the Section. Should the Section Head be unable for any reason to carry out this function, he should make that known to the President of the Institute without undue delay. The Section Head is responsible for making reports to Council so that the Institute’s positions may be properly determined and recorded. Should the Section make a recommendation to Council that some course of action is taken, the Council should vote upon the recommendation in the usual manner. The Section Head should ensure that the view of Council is sought upon which work is to be undertaken by the Section and should attempt to prioritise this work in line with the Institute’s aims and resources. He/she should seek the view of the Finance Director on the funding available and will submit estimates intended to cover the expected demands on the Section, to the Finance Director upon request. The Section Head may arrange such meetings of the Section as are necessary for the work to be accomplished. Where, in the course of this work, conflicting views appear within the Section or where there cannot be ascertained an agreed position, the Section Head should attempt to mediate a solution acceptable to the Section, which can be put forward to Council. If this cannot be achieved, or if for any other reason the Section cannot form a view, the Council should be appraised of this at the next Council meeting. 1.11 General meetings of the membership 1.11.1 A General meeting of the membership can be by one of the following routes :-

1.11.1.1 The meeting called each year to conduct the Institutes required business under the Constitution and referred to as the ‘Annual General Meeting’

1.11.1.2 An extra ordinary or special general meeting, one called either -

by a majority of the members of the council; or

on written request of a number, greater than 5%, of the paid up membership that must state the intended purpose of the meeting.

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1.11.2 Timing of general meetings

1.11.2.1 The ‘Annual General Meeting’ must be held within a 15 month consecutive period of time.

1.11.2.2 An extra ordinary or special general meeting may be called at any time, but the date chosen must ensure that the membership has sufficient notice of the meeting and its purpose.

1.11.3 Agenda for general meetings

1.11.3.1 Only items on the agenda will be considered at any of the forms of general meeting.

(AGM, extra ordinary or special)

1.11.3.2 Agenda items must be submitted in the case of -

the Annual General Meeting, by the penultimate Council meeting preceding the date of that general meeting

an extra ordinary or special meeting, with the notice calling for that meeting.

1.11.4 Rule for a quorum at general meeting. For a meeting to proceed, there must be a quorum present. The Constitution provides that a meeting can continue where a quorum is present no later than 30 minutes after the time set for the meeting to begin.

1.11.4.1 The quorum at any extraordinary or special meeting is when 20 members of any grade, who are eligible to vote, are present in person. That number is not to include those members present who are Council members.

1.11.4.2 If after the 30 minutes the 20 members are not present and, the meeting was called at the request of members, the meeting will be dissolved.

1.11.4.3 In any other case, the members present in person will form the quorum to conduct the business on the agenda excluding any proposal or vote for the dissolving of the Institute unless the conditions required by Article 13 of the Constitution have been precisely met.

1.11.5 Voting at general meetings.

1.11.5.1 At any general meeting only members who are eligible may cast a vote. If a member is subject to the payment of a subscription, that member must have paid their current subscription before exercising that vote.

1.11.5.2 Voting will be conducted by

1.11.5.2.1 a show of hands or by production of a written proxy

1.11.5.2.2 the receipt of a voting form either by post or electronically by the qualifying date specified in the form.

1.11.5.3 The vote totals will be the combination of the votes received by any of the methods specified in the preceding paragraph

1.11.5.4 Members are entitled to one vote by any of the methods specified.

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1.11.6 Votes at Meetings

1.11.6.1 The vote at any meeting held by the Institute and its Council or other will be by a simple majority unless otherwise specified below:-

A Resolution to amend the Constitution or articles of the Company must be approved by a majority in accordance with the Companies Act 2006 (2017 3/4 of the votes returned)

A Resolution to dissolve the Institute must be approved by a majority of the votes received in accordance with the Constitution (2017 2/3 of the number of votes returned)

A Resolution before Council to remove a member must be approved by a ¾ majority of Council members voting

As a result of an investigation or discipline hearing which recommends the expulsion of a member the approval by Council must be a majority of ¾ of the Council members voting

Where a Resolution to expel a member has been placed before a General Meeting of the membership that must be approved by a majority of 3/4 the members voting.

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PROCEDURE 02 ADMINISTRATION OF THE INSTITUTE AND ASSOCIATED PROCEDURES 2.0 The Institute Administration Office

The President and as required, the nominated Vice President(s) will be the line manager(s) for the

operation and staff of the Institute Administration Office. The current designated line managers will

be recorded at the office.

The Institute, in order to support its aim, has established an office to conduct the administrational

functions of the organisation. The purpose is the provision of administration services required to

support the management of the Institute of Explosives Engineers which includes Membership,

Council, Accounting, Journal and Website, Marketing and Media, Elections of Council Members and

Senior Council Officers to the Institute, and any other administration duties as required, which are to

be provided by the staff employed at the Institute offices in Stafford.

2.1 Employees of the Institute

The Institute will employ such staff as are necessary to operate the administration office or to undertake the functions of the Institute. In this instance, the staff of the Administration Office will

be the employees of the Institute of Explosives Engineers.

The Employees of the Institute Administration Office will be employed for roles as:

Office Coordinator / Manager

Marketing Coordinator

Project Coordinator

2.2 Process for the employment of staff The President or their appointee will oversee the process for the engagement of staff to the Institute and will also:-

Act as Chair of the employment interview panel;

Determine the nature of the interview panel;

Ensure that the interview criteria are applied to all applicants equally;

Specify where necessary the topics to be covered within the interview;

Have the format and content of any interview recorded and stored appropriately.

The Discrimination, diversity and equal opportunity policy will be applied to the operation of the employment process.

The process for conducting the interview of prospective employees is to be found in the Employment Model document held by the Institute Administration Office.

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Generally the initial considerations of a candidate for a vacant post within the Institute will be contracted to an appropriate recruitment or employment agency. 2.3 General Employee Conditions

All employees of the institute will upon appointment be expected to accept the terms of a non-disclosure and confidentiality agreement. They will also be expected to consent to the Institutes requirements regarding the security of its Information Technology. The details of these agreements will be found in the Employee Handbook.

2.4 Employment responsibilities on the Institute

The Institute will ensure that all employees have: -

(1) a contract of employment for their post.

(2) a role and responsibilities statement

(3) a workplace pension

(4) supervision and lone worker arrangements and appropriate sickness procedures

2.5 Institute Property

The fixtures and fittings of the office are the property of the Institute. An inventory of the items will

be maintained at the office and subject to audit and examination as determined.

The Institute will ensure that:-

so far as is reasonably practicable, employees and any other persons whilst on the premises,

have had all due precautions taken to ensure their health and safety.

where necessary, items are maintained in a fit for purpose and safe condition

when staff report failure, damage or defect, that the remedial action is taken.

that time expired equipment etc is replaced or withdrawn from use

staff receive suitable and sufficient training where the equipment or its operation is

required.

2.6 Role of the Institute Administration Office The Institute Administration Office is responsible for performing the necessary administrative duties on a day-to-day basis to ensure that the Institute functions effectively. The Institute Administration Office personnel report to the President and undertake work for the Institute Council. 2.7 Duties and Responsibilities of the Institute Administration Office 2.7.1 Key Objectives

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To be the first point of contact for all enquiries to the Institute of Explosives Engineers and to ensure the efficient running of all Institute office functions. 2.7.2 Duties and Responsibilities

To be the first point of contact for all enquiries (telephone, email, fax and postal) to the Institute

Provide full administrative support to Council members and Institute Journal Staff (Editor and Publisher)

To ensure all tasks are carried out in accordance with the timescales laid down by Council

Holding electronic and/or paper copies of all of the Institute Procedures and all Institute papers

Holding a controlled copy, signed by the President at the time

Ensuring that all documents are in the required format

Maintaining the review programme for all procedures

Informing the Section Head of the Legal and Compliance Section when a Procedure is due for review

Ensuring that all Council members are kept informed of the latest editions of Procedures

Maintaining a record of all procedures issued

Ensuring that procedures requiring formal Council approval are specified by number at Council meetings and that the minutes accurately reflect the decisions made.

2.7.3 Financial

On a monthly basis: input all financial transactions, reconcile financial information against bank statements and provide monthly management reports

Process Invoices, by obtaining authorisation and ensuring all payment are made

Process payments received by cheque, credit card, direct debit mandate or bank transfer.

Primary contact for bank including initial set up of accounts and direct debit service, ensuring correct bank mandates are in place in a timely manner and receipt of Bank Statements

Primary contact for the Institute’s Nominated Accountants predominantly to assist in the End of year financial reports to be signed off by the President and Finance Director

2.7.4 Council Meeting Support

Work with section heads in creation of marketing and exhibition data and equipment. Attend exhibitions and events when required

Prior to meeting – book suitable facilities (room, refreshments, etc.), prepare agenda, request section head reports and distribute all reports, previous minutes and agenda to allow sufficient reading time.

During meeting – take minutes, note all action items and provide background information

Post meeting – update Action Items List and type up minutes to be checked by the President and circulate to all Council Members

2.7.5 Membership

Maintain database for all Institute members and new applicants

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Process all new applications for membership received

Administer application process through both Membership Section and Council

Create certificates and dispatch with Journal and Institute lapel pin

Process all requests for ID cards

Manage annual distribution of subscription notices to membership including preparation of renewal notices, payment methods, Council nomination forms and Annual General Meeting and Conference notices.

Co-ordinate membership subscriptions received 2.7.6 Elections of President, Vice Presidents and Council Members

Arrange for nomination, voting and election of President and Vice Presidents

Arrange for nomination, voting and election of Members of Council including creation and dispatch of relevant documentation

Work with Independent Election Auditor, providing list of voting members

Advise membership of all results within required timescales

2.7.7 Annual General Meeting

Assist in all arrangements for the Annual General Meeting and conference such as location, room provision, catering, speakers and members attendance and payments

Co-ordinate all reports from Council and the accountants including previous draft minutes, the agenda and conference speakers biographies. Culminating in production of Annual General Meeting and Conference Booklets

2.7.8 Journal, Website and Social Media

Maintain the Journal Subscription Data including annual payment requests.

Create all Journal Labels - Members, complimentary and subscription and dispatch to publisher

Administer access to members only website. Update website news items and information

Maintain and update Twitter and Facebook accounts

Maintain an up to date record and supply of merchandise, and branded goods

To arrange for packaging and distribution of the journal to institute members and others using address labels provided by the Institute Administration Office

To arrange for packaging and distribution of the journal to external subscribers.

2.7.9 General Administrative Tasks

Custodian of Institute library and historical information

Provide administrative assistance for institute courses, examinations and networking events

Oversee and manage all office equipment such as electronic payment devices (PDQ), photocopier and franking machine, together with all necessary office utilities.

Maintain records and ensure where required that testing by an appropriate person or company has been undertaken in regard to

o Building safety testing (e.g. fire compliance) o Health and safety issues (e.g. emergency exit testing, etc)

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o Training of on-site staff (e.g. first aid, manual handling, working at heights, lone worker)

Any other duties as may be required from time to time.

2.8 Administrative Procedures 2.8.1 The Administration Office will maintain an IExpE Office Manual giving details of the following operations or functions. 2.8.1.1 Incoming and Outgoing Mail All incoming post is received at the Institute Administration Office. The process for this task is contained in the IExpE Office Manual. 2.8.1.2 Document Control As an organisation we are committed to operating a quality management system, in which all documents are subject to auditable creation, updating and will incorporate the version number and document reference. The process for this is detailed in the IExpE Office Manual. 2.8.2 Meetings (other than Council) All meetings should be conducted within the following parameters: -

Aims/Objectives

Agenda

Desired Outcome

Minutes (detailing arising responsibilities where applicable) The process for this is detailed in the IExpE Office Manual. 2.8.3 External Meetings Where a meeting is not scheduled at the Institute Headquarters the full address, including postcode and any special instructions regarding reaching the venue and distance/travel time from postcode to postcode should be put onto the calendar entry. The process for this is detailed in the IExpE Office Manual. 2.8.4 Filing The Administration Office is responsible for maintaining the filing system and ensuring appropriate archiving protocols in line with appropriate commercial guidelines. 2.8.5 Technical Support

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All of the Institutes information technology (IT) facilities and information resources remain the property of the Institute regardless of custodian, and the following outlines the Institutes Information and Communications Technology Policy.

The Institute recognise that IT Systems, email and internet facilities can be used to further the Institute in reaching its business goals and objectives, they also present potential risks through material that can be obtained via the Internet and the way in which facilities and data are used. Consequently, this procedure is aimed at protecting the integrity of and Institute data, ensuring it remains safe and secure.

The use of the Institute’s computer systems, data and voice networks by employees and visitors is subject to Acts of Parliament and Statutory Regulations that regulate the use of computer equipment and in addition, the use of public data telephone networks.

In addition to the direct regulatory controls, several other statutes (including the Obscene Publications Act as amended by the Criminal Justice and Public Order Act 1994) identify a number of prohibited actions relating to the use of computers which, if proven in a court of law, may lead the person responsible to a fine or imprisonment or both, or a suit of damages in the civil courts.

These statutory requirements are designed to remind all members of the Institute of their legal obligations under the Acts of Parliament and Regulations. In addition to these “Acts” the use of computer software may also be subject to the terms of licence agreements into which the Institute has entered and which are enforceable by the licensor in the civil courts.

This information will be regularly monitored by the Technical Support Officer (TSO) engaged by the Institute. The TSO will consult with the President, to ensure it is current and effective. 2.8.6 Computer Misuse Contractors, employees and Council Members are deemed representatives of the Institute at all times whilst using its IT facilities and are expected to ensure their actions are in the best interest of the institute and, as such, are not open to legal action. Consequently;

Users are allowed only to use computing resources, data or voice communications facilities which have been allocated to them by Technical Support

Computing resources, including data and voice communications networks, may only be used for properly authorised purposes in connection with the business of the Institute

Computing, data and voice communications resources may only be used by the person to whom they are granted. Equipment may not be lent to any other person unless explicitly authorised to do so by Technical Support

Contractors, employees and Council Members may not access, alter, erase or add to (e.g. by installing software) computer material that has not been generated by them unless they are explicitly authorised to do so by Technical Support. The Computer Misuse Act 1990 makes it an offence to attempt such actions

Authorised users of computer systems must take reasonable care to prevent unauthorised use of the computing resources allocated to them. As an additional safeguard a screen lock should be utilised on your computer to activate after five minutes of inactivity. Misuse of a

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computer whilst it has been left unattended will be the responsibility of the computer’s usual user (i.e. the person logged on)

Employees may not use the computer systems or networks in such a way as to compromise the integrity or performance of the systems or networks. This includes unauthorised connection of devices to the network

No person may tamper with or move systems or equipment, disconnect or attach peripherals, tamper with network infrastructure without authorisation from Technical Support

Users are not permitted to create shortcuts to otherwise inaccessible devices, applications or directories. Shortcuts or executable programs may not be saved without authorisation from Technical Support

The Institute will hold users personally responsible for any costs or claims that may arise from any misuse by the user of the institutes computing and/or communications facilities.

Downloading, using or distributing software or executable programs from the Internet onto the Institute systems. If additional software is required the necessary purchase request process must be followed and the software will be installed by the Technical Support, if approved

Distributing confidential or proprietary information of the institute, or any of its members or other business associates on unsecured internet sites such as bulletin boards or disseminating such information that might compromise its confidentiality

Posting on an internet page or sending email statements that are defamatory or information that is false or misleading concerning the Institute, other companies or individuals and/or products/services

Breaking in to the institutes or another organisations system (commonly known as “hacking”) or unauthorised use of another user’s password and/or mailbox.

Exposing the institute to any type of virus or malware

Participating in activities that dispel employee effort and institute networked resources The Institute reserves the right to block access to any resource, where necessary, in order to maintain essential levels of service. Employees should always bear in mind the load placed on the network links by excessive use (downloading large files etc.), which will degrade the performance for others. 2.8.7 Data Protection The Institute will hold a registration with the Data Commissioners Office for all relevant data stored, processed and obtained during the operation of the organisation. The registration will be reviewed annually by the appointee of Council to ensure it remains fit for purpose and is within the terms of registration The Administration Office will ensure that where any changes are to take place that the appropriate return is made to the Data Commissioners Office to register those changes. Users are only allowed to hold, obtain, disclose or transfer personal data as permitted by the Institute’s registration with the Information Commissioner’s Office and in accordance with the Data

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Protection Principles as set out in the Act. If in doubt, individuals should contact the section head of the legal and compliance Section. 2.8.8 Copyright All contractors, employees and Council Members will comply with the provisions of the Copyright Designs and Patents Act 1988 (as amended) in relation to any computer program or data set and shall not act in any way contrary to the terms of any licence agreement applying thereto. Users must not use ‘pirated’ or unlicensed software on any equipment which is the property or responsibility of the Institute. It is an offence under the above Act to use such software. All users must ensure that they comply with the licensing arrangements of any software that they use. Users may not make personal copies of Institute software resources. 2.8.9 Data and Voice Networks Users must abide by any conditions of use of data or voice networks which are published by the technical support in consultation with the President for the protection of the integrity and efficiency of the network. Users must not cause obscene, pornographic, discriminatory, defamatory or other offensive material, or material that otherwise infringes a right or inherent right of another person to be transmitted over the Institute, national or public networks, or cause such to be stored in, or printed from, the Institutes computer systems. 2.8.10 Withdrawal of access to services Technical Support may withdraw access to facilities from any user for the purposes of investigating a breach of these procedures. Any withdrawal of service will be notified to the President. Any person found to be guilty of a breach of these regulations may be subject to the Institutes disciplinary procedures. 2.8.11 Monitoring and Interception All of the Institutes resources are provided for business purposes. Therefore, the Institute maintains the right to examine usage and data recorded without prior notice. The Institute has a duty to inform its users of the extent to which monitoring and interception of information on computer systems and networks is carried out. Technical Support, as the provider of the Institute network infrastructure and core computer services for the Institute, carries out monitoring for a variety of information. For example, Technical Support will monitor traffic for the following purposes:

To maintain and enforce network security

To maintain and monitor the integrity of computer systems

To check for misuse of resources

To gather usage statistics

This data will be logged and kept for a minimum of three months. Technical Support will not routinely monitor or inspect ‘user material’ such as the following items: -

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The contents of electronic mail folders

The contents of any personal file store 2.8.12 Defect Reporting Procedure When a defect is recognised, it should be logged with Technical Support. This can be done via approach, email or call. Defects should be emailed to: technicalsupport@ramorauk.com, where possible, such that they can be prioritised in levels, such that employees are provided with an indicative response time. Technical Support will log the defect and prioritise it in accordance with other defects logged and will advise when the defect will be dealt with. The three priority levels are as follows;

Level 1; immediate response

Level 2; response within four hours

Level 3; response within eight hours 2.8.13 Security of data and Institute records Employees are only permitted to hold, obtain, disclose or transfer personal data as endorsed by the Institute’s registration with the Information Commissioner’s Office and in accordance with the Data Protection Principles as set out in the Act. Where documentation is no longer required, it will be archived and stored in a secure location in accordance with the document retention table. All documentation that is

no longer required and does not require archiving

has reached the expiry of its document retention period

must be shredded before disposal. 2.8.14 Reporting and Investigation of Incidents Reporting of Security Incidents and Breaches Security threats, incidents and breaches must be reported as soon as reasonably practical to Technical Support. Dependant on the severity of the breach, action to notify the authorities may be taken. This is to be followed with the submission of a detailed written report, with supporting statements, to the President. A copy of the report is to be held in the security file in appropriate secure storage at the Institutes Administration Office. 2.8.15 Information Security 2.8.15.1 Storage for Hard Copy Information Considered Security Sensitive Storage will be at the Administration office in a secured filing cabinet. The Institute Administration Office will control the keys. All desks are to be cleared whenever the office is vacated for any period

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of time during the working day and no files or folders are to be removed from the Institutes premises unless authorised by the President or their nominee. 2.8.15.2 Security Procedures for Security Sensitive Electronic Information All Information stored electronically is to be password protected. All computers are to be logged out at the end of the working day. No computer is to be left unlocked in the absence of the member of staff or person granted access whilst visiting the Institute’s premises and working at that work station. The Institute Technical Support is to ensure that all protective software is current and that all personnel receive an ICT security brief. Suspect emails, even low risk, are not to be opened and the Technical Support sought for advice.

2.9 General Enquiries 2.9.1 New Enquiries Enquiries may be made to the Institute administration office in writing, by telephone or by e-mail. The procedure for dealing and actioning of enquiries is detailed within the IExpE Office Manual. 2.9.2 Section Head The Section Head upon receipt of the enquiry will either provide a suitable response, or if it is outside his experience, forward the enquiry to any other Council Member who may be able to assist. If the Section members can provide no suitable answer, they will extend their search to other members of the Institute. 2.9.3 Document Requirements Each document must use the relevant Institute template and contain a unique identifier that is maintained throughout its life. Both can be obtained from the Institute Administration Office. The document must clearly indicate:

The Title

Version Number 2.9.4 Document Creation Once a document is drafted the following steps need to be taken: -

The author on completion of the document, will be marked as DRAFT and it will not at this stage be binding upon the Institute members, council or employees

The author will submit the document to the institute Administration Office in order that the process for approval can be set in motion

The document will be emailed to all members of the Council by the Institute Administration office. There will unless the contents are urgent be subject to a ten day consultation period in which Council members may make comments to the author. Where a Council member does not make a comment on that particular document that Council member is considered

The author should address all comments made about the draft document and redraft it as he feels appropriate

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The redrafted document should then be formally submitted without undue delay for Council consideration and / or approval

2.9.5 Document Publication and Storage Following the approval of the document at the Council Meeting, the Administration Office will:

Mark the document as APPROVED and update the document control register as appropriate

Put approved document in the Document Control Registry file after being signed and authenticated by the President

In this context signed and approved means the insertion by the President or the Chair of the meeting at which the document was approved that this is a true copy of the document referred to in the minutes of that meeting

The Document is then available to any new members of Council or to any member of the Institute as required. 2.9.6 Obsolete Documents If an Institute document is decided to be no longer necessary for whatever reason, then that document must be referred to specifically in a Council meeting and formally minuted to be cancelled and removed from any circulation. Any copy retained by the Institute Administration Office must be clearly marked as obsolete with the date of the Council decision. Any copy on the web site will be deleted but an electronic and/or paper archive copy will be kept. 2.9.7 Data and Documentary Controls The Institute is a growing Institute that is generating large amounts of data both hard copy and electronic. Modern day records management philosophy emphasises the importance of organisations having in place systems for the timely and secure disposal of documents/records that are no longer required for business purposes. Additionally, the Freedom of Information Act will make it important that the Institute has clearly defined policies and procedures in place for disposing of records, and that these are well documented. The policy of the Institute in relation to its data and documents disposal is found in Policy 9, item 1.5. This sets out the requirements to be applied to retention of specific documents, and destruction. 2.9.8 Data and Documents Disposal Disposal can be achieved by a range of processes:

Confidential waste’ – i.e. making available for collection by a designated refuse collection service

Physical destruction on site (paper records - shredding)

Deletion – where computer files are concerned

Under no circumstances should paper documents containing personal data or confidential information be binned or deposited in refuse tips. This could result in the unauthorised

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disclosure of such information to third parties, and render the Institute liable to prosecution or other enforcement action under the Data Protection Act. Such documents should be destroyed on site (e.g. by shredding)

Deletion – the Information Commissioner has advised that if steps are taken to make data virtually impossible to retrieve, then this will be regarded as equivalent to deletion

Recycling – wherever practicable disposal should further recycling, in-line with best practice for sustainable

Disposal should be documented by keeping a record of the document disposed of, the date and method of disposal, and the officer who authorised disposal. Documents of the Institute are not subject to the Freedom of Information Act and may not be disclosed without either Council consent or a Court Order. 2.9.9 Data Protection Act 1998 Under the Data Protection Act personal data processed for any purpose must not be kept for longer than is necessary for that purpose. In other words, retaining documents or records that contain personal data beyond the length of time necessary for the purpose for which that data was obtained is unlawful. The Data Protection Legislation contains no interpretive provisions on this provision. It is a matter for reasonable judgment and common sense as to how long personal data should be retained. Clearly, in many instances the retention of personal data will be necessary and thus justified for a very long period of time. In general provided there is adherence to this Policy few problems should arise. 2.9.10 Retention Periods The table below shows the retention periods to be observed for the various types of documents held by the Institute. It will be noted that not all of these are pertinent to the institute but are included for completeness in case of future expansion of the institute. 2.9.10.1 Guideline to Retaining Original Records This shows the number of years for which documents should be retained in order to meet statutory requirements (e.g. VAT Regulations, etc.). Note that the timescales quoted are applicable to both printed and electronic copies of documents.

Type of Document Retention Period

Invoices and Purchasing: -

Suppliers invoices 6 years

Suppliers credit notes 6 years

Purchase orders 3 years

Property related documents: -

Contracts for purchases 6 years after the contract expires

Lease agreements (property) 12 years after the lease ceases

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Type of Document Retention Period

Service to the Institute agreements and contracts Indefinite

Salary / wages records: -

Employment Contracts 6 years

Employers’ Liability Insurance Indefinitely

Payroll, annual summaries & P forms and notices 6 years

Time and leave records (e.g. timesheets and leave cards)

2 years

Debtors: -

Debtors invoices 6 years

Debtors credit notes 6 years

Cash records: -

Receipts 6 years

Bank statements 6 years

Petty Cash records 6 years

Cheque stubs 6 years

Expenses Payments 6 years

Accounting records: -

Credit Card payment slips The current membership year

General ledger 6 years

Journals 6 years

Audited accounts Indefinite (Historical purposes)

Research grants and contracts 6 years

Member’s Records: -

Master List of membership and photographs Indefinite (Historical purposes)

Member’s Folders – Direct Debit Payments 6 years after last use

Members Folders – Receipts other 6 years

Attested Certificates (to work abroad) 12 years after expiry

Ex-Member’s Folders (including disciplinary records) 6 years after ceasing to be a member

Applicants not pursuing 1 year after removal from database

Institute Records

AGM – Attendance list & payments 6 years

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Type of Document Retention Period

AGM – Reports & Conference Booklet Indefinite (Historical purposes)

AGM – supporting documentation (booking forms etc.)

18 months

Elections – Results 3 Years

Elections – Ballot Papers 6 months after election

Council Minutes Indefinite (Historical purposes)

Council Minutes – Reading Notes Indefinite (Historical purposes)

Working Sections – Policy Documents Indefinite (Historical purposes)

Working Sections – Notes 6 Years

Working Sections – Policy Documents Indefinite (Historical purposes)

Branches – Record of Officers, Constitution & Minutes

Indefinite (Historical purposes)

Branches – Financial 6 years

Journal (2 Copies) Indefinite (Historical purposes)

Job Applications 1 year

General correspondence 3 years

Insurance policy – Office and Employers 3 years after expiry date

Insurance policy – Professional Indemnity 3 years after expiry date

Trade mark registration documents Indefinite

Trade mark violations correspondence 6 years

Personnel records 3 years after cessation of employment

MOUs 6 years after termination of agreement

Training Course Endorsement 6 years after termination of endorsement

Examinations & Courses

Course Results Indefinite

Course Attendance Lists Indefinite

Syllabi & Examination Papers Indefinite

Completed Examination Papers 2 Years

Course Application Forms & Photographs 2 Years

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PROCEDURE 03 COUNCIL STRUCTURE AND RESPONSIBILITIES 3.0 Council Structure and Responsibilities

3.1 Overview The Council of the Institute of Explosives Engineers is the executive body elected by the membership to deal with policy and the main business issues, which arise in every Institute year. The Constitution provides for sections to be established to assist Council, and these sections when formed and working are accountable to Council for their activities. The Council will comprise of the following officers: -

President

Vice Presidents elected by Council, with each Vice President being a head of the following sections currently established: -

Membership Finance Legal and Compliance Education and Training Marketing Affiliations

Immediate Past President

A number of representatives of the membership so that Council does not exceed 20 in number.

3.2 Purpose/Structure Purpose The number, purpose, composition and section heads of sections are subject to review and decision at the first Council meeting after each Annual General Meeting. Structure

All section heads are to be elected as Vice Presidents by Council

The structure of such section is as laid down in the individual Procedure(s) applicable to that section

Section Members can be made up of Council Members or Co-opted Members to give specialised assistance

It has been and is likely to remain a rare eventuality that Section Heads will have to seek support from outside the Institute, but this option is available to them.

3.3 Responsibilities of Section Heads Each Section Head is responsible for:

Organising and conducting the business and affairs of his/her section

Reporting regularly to Council and seeking approval as necessary

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Providing specialist assistance and advice within his/her section’s subject sphere

Preparing a statement or short article on aspects of the section’s interest or concern when required

Providing any update as required of his /her section’s activities and progress to the Council Meeting

Providing an annual report for the Annual General Meeting of the Institute on behalf of his/her Section

3.4 The Management Committee (President’s Council) The Management Committee is appointed annually by Members of Council within the current year for the following year. This Committee shall consist of:

The President, as appointed by Council from the Vice-Presidents

The Vice Presidents, appointed by Council

The Immediate Past President Subject to there being no constraints on their holding such an appointment, members of the Committee will be registered as Directors of the Institute of Explosives Engineers limited. The Institute will insure its directors against actions brought against them, either as individuals of a body corporate in accord with the provisions in the company articles.

3.5 Procedure for Election to Council 3.5.1 Term of Office All members of Council, with the exception of the Immediate Past President, are elected for a two-year period. Any person so elected may stand again for re-election at the end of this period. The term of office for the President, Vice-Presidents and other members of the Council shall commence at the beginning of the Session following their election and end at the beginning of the next following Session at the termination of their period of office. 3.5.2 Council Officers

The President and Vice-Presidents due for election for the next ensuing term of office will be elected by the Council from amongst its members at the penultimate meeting of the current session. The result will be notified to the members immediately following that meeting. The order of seniority of the Vice-Presidents will accord with the duration of their occupancy of that office, and in the case of equality of such duration will be the order decided by the Council at the time of their first nomination, and failing such decision shall be determined by lot. 3.5.3 Council Members There will be an annual election for members of Council where the number of nominations submitted exceeds the vacancies that arise in that year.

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3.5.3.1 Any annual election of members of the Council will be by a postal, email or electronic ballot of all those members of any and every grade of membership within the Institute who are entitled at that time to vote.

3.5.3.2 The Council will select the date for the return of the ballot papers.

3.5.3.3 The form and content of the ballot papers shall be determined by Council.

3.5.3.4 Any person who is co-opted by Council will not be included in the numbers which constitute the membership of Council.

3.6 Timescales The Timetable for council selection/election will generally be as follows: For Office holders

Council will elect, subject to tenure expiry, the President and Vice-Presidents for the next session at the penultimate Council Meeting before the Annual General Meeting.

These appointments will be notified to the Members of the Institute by the administration office.

For Council members

Requests for nominations to Council to replace Council Members retiring after their time of office or for vacancies that exist will be circulated with the December Journal. Not less than 4 weeks will be allowed for return of nominations

The Institute administration office will process the nominations, and report the details to the penultimate Council meeting before the Annual General Meeting. Subject to the number of nominations requiring an election, send out ballot papers no later than 1 week after that meeting.

A minimum of 4 weeks will be allowed for return of ballot papers

The result of the ballot will be reported at the Annual General Meeting The Institutes calendar will be populated with the necessary dates to ensure that meetings are arranged to provide compliance with the timescales. The Institute administration office will send voting forms to each member of the Institute of Explosives Engineers who is entitled to vote by post and by email to the most recent contact details notified by that member to the Institute administration office. In order for the vote to be counted, the member must insert his/her membership number in the nominated place on the voting form. The voting forms must be returned by post to the address on the form; or by email/electronically to the inbox allocated to the Election Scrutineer by the due date. The Election Scrutineer will have access to a Roll of Members that is up to date at the time of the election. The Roll of Members contains details of those persons for whom the current Institute membership subscriptions has been paid and are entitled to vote.

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3.7 Retention and preservation of Ballot Papers 3.7.1 All ballot papers, whether declared valid or void will be retained by the Election Scrutineer

and placed in a sealed and endorsed package. 3.7.2 The package will be forwarded with the result of the ballot to the Administration Office. 3.7.3 The Administration Office will keep the unopened package in secure storage for the period

from the date of the election to the expiry of the year for which the election was held. 3.7.4 The package may only be opened on written instruction from the President and for the

following purposes –

3.7.4.1 To determine any query in regard to any discrepancy of the number of votes cast

3.7.4.2 In the investigation of any irregularity in the ballot papers or their vote.

3.7.4.3 In compliance with any legal requirement made by another investigating body. 3.8 Process for vote counting At the count, in addition to the Election Scrutineer an officer of the Institute, not due to be elected in that year, will be present to countersign the return. 3.8.1 Representatives The following Institute Representatives may be present at the counting of votes by the Election Scrutineer. No other person will be present.

A member of Council

Two further Institute members may be drawn from the total Membership Register, if required

No person specified in the above paragraph who is an observer in an election may be a candidate in that election. The names of all such observers are to be provided to the Election Scrutineer no later than two weeks before the ballot is to be counted. Any observers must notify the Institute Administration Office of their intention to attend at the count; failure to do so may result in the Election Scrutineer refusing them access to the count. The representatives are entitled to observe that the procedures are carried out correctly and may formally raise a dispute to the Election Scrutineer if, in their view, this is not the case. Day of the Election. The Election Scrutineer will take the following steps:

He /she will check each voting slip against the Membership Register provided

He / she will seek confirmation of the elector’s validity to vote by checking the membership number and status of membership subscription with Institute administration office

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He / she will count the votes cast in favour of each candidate. Should there be an apparent tie, or a dispute over the count, he / she may carry out up to two recounts

He / she will announce the result of the election to those present together with the number of votes cast

He / she will prepare the list of the election results showing the names and membership number of the Members who have been elected to service for the next session

He / she will certify the return of these results

He / she will send the list of names of those elected to the Institute administration office within three working days of the count

3.8.2 Ties Should there be a tie for any post for which the election was called, the Election Scrutineer must inform the Institute administration office without undue delay. The results of the election will not be ratified until the actions to be taken to resolve the tie have been agreed and implemented. 3.8.3 Disputes Before the result is certified by the Election Scrutineer, if there is any dispute regarding the numbers or validity of any vote cast which cannot be resolved at the time, the Election Scrutineer must inform the Institute administration office without undue delay. The results of the election will not be ratified until the actions to be taken to resolve the dispute have been agreed and implemented. 3.8.4 Declaration of the result(s) The Election Scrutineer will prepare the list of the election results showing the names of the Members who have been elected to serve for the next session. The Election Scrutineer will certify the veracity of these results and will send the results to the Institute administration office for inclusion in the reading papers for the AGM. 3.8.5 Post-Election After the election the following actions will be taken:

The Institute administration office will advise the President of the result

Council Members will then be notified by the administration office when instructed to do so by the President

Copies will be taken of the results for inclusion in the reading papers for the AGM

Institute administration office will notify all candidates of the outcome of the election

Successful candidates will be invited to attend at the Council Meeting prior to the AGM

Should any voting paper be received after the closing date, the voting paper will be retained by the Institute administration office and noted with the date received.

3.8.6 Process when nominations do not require a vote by the membership Where on any occasion the number of nominations to occupy vacant seats on Council occurs, the following will be undertaken by Council

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3.8.6.1 The names of the uncontested nominations will be forwarded to Council members following the closing date for nominations for their consideration.

3.8.6.2 The details will be entered into a notice for the next Council Meetings 3.8.6.3 At that meeting, members of Council may determine if they wish to discuss the candidates. 3.8.6.4 At the conclusion of any discussion a closed ballot will be conducted when members will

signify if they are content or not with the candidate(s). 3.8.6.5 All candidates will be advised of the decision of Council in respect of their nomination. 3.8.6.6 The decision of Council will be final. 3.9 Council Meetings This procedure applies to the effective running of the Council Meetings. 3.9.1 The Institute Administration Office The Institute Administration Office should ensure that the meeting is properly convened and conducted. Should any breach of the Constitution or variation from the form of procedure be seen to be taking place, this should be brought to the notice of the Chair and the meeting. A council meeting is convened when a quorum of not less than 7 members of the Council is present either in person or by teleconferencing such that they are able to indicate any vote that is called for. 3.10 General Council members should not lose sight of the fact that all members of the Council, apart from the Institute Administration Office, are present voluntarily. They may be utilising their own or their employer's time and may well have been obliged to make long or awkward journeys to attend the meeting. The time spent together is therefore valuable and it is important for all members of the Council to ensure that the meeting proceeds in a business-like manner and they should therefore conduct themselves appropriately. 3.11 Procedure for Teleconferencing Should a Council Member seek to participate in a formal Council meeting by use of a teleconferencing facility then the validity of that meeting shall not be negated or affected by the absence of the individual in person. Should a Council Member intend to take part in a meeting by teleconferencing they should inform the Institute Administration Office in advance of his/her intent to do so. Should a Council meeting be taking place in which one or more Members are taking part by teleconferencing and a request to vote on a particular issue is made, any Member taking part by teleconference may register his/her vote by making his/her choice known. This vote shall be valid and shall be recorded by the Secretary, with this record being formal recognition of the vote.

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Participants in teleconference calls should bear in mind the following: -

Join on time

Identify yourself clearly

Behave as if every participant was present in person

Ensure that you know who is chairing the meeting and follow his/her lead

Follow the agenda

Be courteous to other participants

Remember that phone lines may be open to eavesdropping

The member(s) present at the meeting venue should have due regard for those who are using teleconferencing and not present in person

3.12 Proxy Voting at Council meeting Any person entitled to vote at a Council meeting may nominate a proxy to vote on his/her behalf. Such a nomination must be made known to the Institute Administration Office by any effective means, in advance of the meeting. Should a vote be taken at a Council meeting on any topic save potential dissolution of the Institute, a proxy vote made by one person on behalf of another shall be a valid vote and recorded in the minutes as such. The proxy must vote in accordance with instructions made by his/her appointee where these instructions have been given. Should no instructions be given, the proxy may use his/her discretion on how to cast any vote which may be called. A proxy vote shall not be counted towards a quorum for the meeting but shall be merely a means of ensuring that the view of a Council member is recorded. 3.13 Conduct of Council Meetings 3.13.1 The Chair Each meeting shall have a Chairperson. The Chairperson would normally be the President, or in his/her absence, one of the Vice Presidents. In the absence of all Vice Presidents, the Council should appoint one elected member to chair the meeting. 3.13.2 The Agenda

The meeting will follow the agenda, which will have been previously published and distributed in accordance with the Institute’s procedures. 3.13.3 The Meeting Process The Meeting will take the following steps: -

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The Chairperson will work through the agenda in order unless a proposal by any member of the Council is approved to take any particular item out of order

The Chairperson will choose each item for discussion. He / she has to ensure that all members who wish to speak on the matter are given an opportunity to do so. It is his / her responsibility to ensure that everybody is given an equal opportunity to voice their opinions on the subject. If the topic requires a decision, the Chairperson should sum up the opinions and ask for proposals

Any proposal made shall not be voted upon unless that proposal has first been seconded. If any alternative proposals are made or any amendments to any of the proposals are followed by a proposer and a seconder, these shall be voted upon by Council in reverse order i.e. the last proposal is voted upon first

Formal and valid decisions must be made by a quorum

For this purpose, a quorum shall consist of seven elected Council members. Each member may cast a valid vote either in person at a meeting, by proxy notified in advance of the meeting to the Institute Administration Office, or by clearly stating his view should he be contributing to the meeting by telephone link

Unless otherwise provided, on any particular subject matter the vote will be taken on a simple majority. The proposal will only be adopted if it receives a majority vote

Once a decision has been formally taken, whether unanimously or by majority vote, that decision represents the policy of the Council for the time being and is to be accepted and acted upon by all the members of the Council, when communicating on behalf of the Institute

3.14 Notification of Meetings 3.14.1 Calling Notices A Calling Notice detailing location, time and place of the next Council Meeting will be sent out by the Institute Administration Office to all Members of Council twenty one days before the day of the meeting. 3.14.2 Calling Notice Content The Calling Notice will

Ask addressees to confirm whether or not they will attend, and if so whether in person or by teleconferencing

Remind Section Heads to provide any relevant reports

Ask for any agenda or any other business items

Provide a date by which the above should be provided by 3.15 Reports and Reading Papers Reports or discussion papers, which Council Members require to be sent out prior to the meeting, should be sent to the Administration Office no later than fourteen days prior to the meeting.

Reports and discussion documents should be clearly marked to indicate whether they are for information, for discussion or require to be voted upon.

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The Institute Administration Office will send (by email) these reports/discussion documents, final agenda together with the draft minutes of the previous Council Meeting to Council Members ten days prior to the meeting.

Any papers received after the 14 days deadline will be handed out at the time of the meeting.

The Institute Administration Office will prepare printed copies of the documents distributed to Council which will be available at the Council Meeting

3.16 Minutes 3.16.1 Recording the Minutes The proceedings of the meeting shall be recorded by the Institute administration office. The minutes should generally be a précis of the matters under discussion except that the exact wording of any motion proposed and the names of the proposer and the seconder are to be recorded. If a vote is taken at a meeting, the minutes should record both the numbers voting for and against the proposal, together with any abstentions. For any vote, any voting member may ask to have his name recorded together with the manner of his vote; this shall then be recorded in the minutes. 3.16.2 Draft of the Minutes A draft copy of the minutes shall be submitted by the Administration Office to the Chairperson of the meeting concerned as soon as possible after the meeting, for his/her considered opinion and approval. Copies of the draft minutes should be issued to all Council Members within seven days of the Council Meeting taking place. The draft minutes will then be proposed and seconded at the next Council Meeting. 3.16.3 Approving the Minutes These minutes remain draft and confidential to Council members until such time that they are approved by formal motion, as described above, or amended accordingly, at the next Council meeting. Until such time as the minutes are approved, they should only be regarded as a guide to what took place at that meeting. Once the minutes have been approved they are available for inspection by any member of the Institute and will be uploaded to the Members Area of the Institute website.

3.17 Responsibilities of management Committee and council members for procedures 3.17.1 Management Committee The Management Committee is responsible for determining the requirement for a written Institute Procedure on any issue relating to the Institute and is subsequently responsible for the issue, review, control, and ultimately cancellation, of that Procedure. The Management Committee is to follow the process described in this procedure. The Management Committee also sets the review period if it is to be some other period than 3 years. 3.17.2 All Council Members

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Any Council member noticing, or believing there to be, an error or deficiency in an Institute document, should notify the Section Head of the Legal and Compliance of that fact without undue delay. 3.17.3 The Owning Section Head

The Section Head is responsible for

Writing, or organising the writing of, the Institute Procedure

Peer reviewing the Institute Procedure

Submitting it to Council

Ensuring Committee’s documents are fit for purpose and comply with the Articles notifying the Secretary when amendments are required to any of his Committee’s procedures

3.18 Conflict of Interest It is recognised that the individuals who form Council are serving the Institute as well as quite possibly serving the interests of an employer. Where a potential conflict of interest arises between the position taken by the Institute or its section then the member should refer to the Institute’s policy and guidance on conflicts of interest. 3.19 Complaints and discipline relating to Directors, Officers and Council Members Where a complaint is made or information is provided that a Director, any other officer or member of Council of the Institute appears or is alleged to be in breach of statute or regulations, or to be guilty of professional misconduct, negligence in office, or in breach of their duties and responsibilities, the matter will be reported to

the President, or

if it involves the President, the Vice Presidents. 3.19.1 The President, or, as the case may be, the Vice Presidents, will, determine the nature of the

complaint or information and order an investigation into the circumstances as is necessary. 3.19.2 The President, or Vice Presidents will decide whether or not the nature of the matter to be

investigated requires that the person involved be suspended from the appointment they hold.

3.19.3 If the matter is one that is the responsibility of another body to investigate, (Companies

House, Police etc) then the matter will be referred directly to that body. The Institute will take no further action, in regard to this matter, until the conclusion of the other body’s enquiry and decision.

3.19.4 The President, or Vice Presidents will appoint from Council a suitably competent member to

conduct the enquiry (the Investigator). The person(s) appointing will take no further part in the matter unless a discipline panel is convened.

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3.19.5 The President, or Vice Presidents will appoint a Vice President to be the supervisor and single point of reference for the Investigator and their team.

3.19.6 The Investigator will cause the details of the complaint, allegation or information to be

recorded in the Institute register and allocated a reference number. 3.19.7 The Investigator may seek assistance from other members of council as may be required.

They will conduct an enquiry into the matter, obtaining the evidence and any other relevant material and report the conclusions to the officer appointing him/her.

3.19.8 The following procedure will be followed during any investigation: 3.19.8.1 The Investigator should urgently test the complaint or information to establish that

there is merit in the matter. 3.19.8.2 The Director, Officer or Council member should be informed, in writing, of the

nature of the matter under enquiry 3.19.8.3 The Investigator will hold a meeting with the Director, Officer or Council Member

and invite that person to make their representations either orally, written or both in relation to the matter subject of the enquiry.

3.19.8.4 The Investigator will allow the person at the meeting to have with them a person of

their choosing who may speak on their behalf if required. 3.19.8.5 The Investigator will ensure an accurate record is made of the meeting, either by

themselves or by a member of the enquiring team or a member of the Administration Office.

3.19.8.6 All documents and other material will be retained in accordance with the process for

document retention or the duration of the membership of the person in question whichever is the longer.

3.19.8.7 The Investigator and members of the enquiry team are to treat all information and

material during the course of the enquiry as sub judice and discuss the investigation with no other persons other than members of the enquiry team.

3.19.8.8 The President, or Vice Presidents as the case may be, will convene a meeting of

Council and place before that meeting the reports findings for there consideration of the appropriate action. At this stage, the President and two Vice Presidents who have no connection to the matter under enquiry will remove themselves from the meeting.

3.19.9 The Council may decide upon the following course of action: - 3.19.9.1 No case to answer;

3.19.9.2 No further action;

3.19.9.3 The issue of a reprimand and a written warning;

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3.19.9.3 Temporary suspension from position for such period as Council deems fit;

3.19.9.4 Removal from position;

3.19.9.5 Expulsion from membership of the Institute provided that this is determined by a three-quarters majority decision of Council.

3.19.10 The Director, Officer or Council member may appeal against the decision of the Council.

3.19.11 Any appeal lodged will be heard by a panel comprising of: -

3.19.11.1 In the case of the President, the two Vice Presidents not involved with the enquiry and two other members of the Institute.

3.19.11.2 In any other case, the President and the two Vice Presidents not involved with the enquiry.

3.19.11.3 The appeal panel may decide to: -

3.19.11.4 Allow the appeal;

3.19.11.5 Refuse the appeal;

3.19.11.6 Vary by reducing the penalty imposed.

3.19.12 There is no further appeal within the Institute in these instances.

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PROCEDURE 04 MEMBERSHIP 4.0 The Membership Section

This area of the procedures is the remit of the Marketing and Events Section whose composition can be found in Part 1 4.1 Terms of Reference This information is located in Part 1 4.2 Duties of the Institute Administration Office in support of Membership Section The duties of the Institute Administration Office in support of Membership Section are to process and pass copies of the applicants’ details to the Membership Section, together with the current Membership Section application review form for completion and return. An active log shall be kept by the Institute Administration Office of all applications made and details shall include relevant process dates along with any reasons for a delay in processing so that the Section Head can take whatever actions are required to prevent delays. The Institute Administration Office shall assist the Membership Section in all areas of related process for applications. 4.3 Membership

Membership grades: 4.3.1 Voting Members Honorary Fellows / Honorary Members who are Voting Members (by virtue of having been a Fellow, Member, Associate, Technical Member previously) Fellows Members Technical Members Associate Members No member whose current annual subscription is unpaid shall be entitled vote. 4.3.2 Non-Voting Members Honorary Fellows / Honorary Members (not having formerly held Voting status) Company Members Corporate Members Student Members The names of all Voting and Non-voting Members are held on the Institute database.

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4.4 Processes of the Membership Section 4.4.1 Processing of Applications On receipt of the membership application form and the applicants’ paperwork, the application review form should be completed by each member of the Membership Section as soon as is practicable. The Section Head of the Membership Section should be the last person to review any application, as the Section Head has the final say in the event of any disagreement. 4.4.2 Objections In the event of any objections being raised in writing by any member on the validity of a particular applicant for membership, then the particulars of that application should be raised at the nearest possible meeting of Council, whereupon that persons’ application may be discussed and duly voted upon by Council. If such a vote is taken, a single majority decision will determine the action that is to be taken. 4.4.3 Application References The Membership Section is expected to verify and validate, where possible, references that are provided by applicants to check the suitability of each candidate as a minimum in the review process. Where referees are not supplied, the Membership Section as a whole shall pursue other methods of verification for the candidate in question. No applicant will be admitted without suitable references. Where necessary, an interview with the candidate shall be carried out by a nominated officer of the Institute of Explosives Engineers. All investigations carried out into an applicant’s submission should be documented for later audit purposes. 4.4.4 False Information The Membership Section guided by the Section Head shall advise Council of any false or conflicting information provided by candidates in support of an application. Any information provided with the intent of misleading the Section shall be duly observed and recorded. The candidate shall be advised of actions taken. 4.5 The Discrimination, diversity and equal opportunity policy will be applied to all applications for membership 4.6 Membership Standards There shall be available membership of the Institute of Explosives Engineers at a number of grades. Any changes or additions to the grades of membership will be formally proposed by Council and will not become valid until ratified at the Annual General Meeting. Application for membership is open to all candidates and entities, such as companies, in the relevant disciplines within the explosives profession. The Membership Section shall verify that the suitability of each applicant’s activity is pertinent to membership. The requirements for admission to each grade and the admission procedure are to be defined in this Institute Procedure, which will be agreed by Council and adopted by the Institute. This document

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will be made accessible and available to members and prospective members and, upon admission to the Institute, shall be binding upon all grades of member. An application for Membership at whatever grade shall be made to the Institute administration office in the format laid down at the time of application. Application Forms shall be made available for download from the Institute website. Applicants will be informed of the result of the application but all grades of membership must be regarded as provisional until formally confirmed by the Institute, and only become final when approved by Council and when final payment of the membership subscription due is received. The Institute may refuse any application for membership and will provide an explanation for that refusal. In the event of such a refusal the applicant may appeal in writing to the Institute. Enrolment within the Institute will not become effective until the applicant’s membership subscription has been paid. When enrolled, a member is to abide by the Constitution of the Institute. 4.6.1 The Constitution In accepting membership, Members undertake to abide by the Constitution, procedures, rules and decisions of the Institute 4.6.2 Conduct and Responsibilities Professional conduct will be in accordance with the following, which will form the Code of Conduct published on the Institutes website. Members of the Institute of Explosives Engineers have the following responsibilities:-

• A member, in his or her responsibility to his or her Employer, his or her employees and to the profession, shall have full regard to the public interest, with particular regard to the law.

• A member shall discharge his or her professional responsibilities with integrity, particularly with regard to safeguarding information and materials of value to criminals and others less well intentioned than the member.

• A member shall not maliciously or recklessly injure or attempt to injure, whether directly or indirectly, the professional reputation, prospects or business of another Explosives Engineer.

• A member shall not improperly canvass or solicit professional employment nor offer to make by way of commission or otherwise payment for the introduction of such employment.

• A member shall not, in self-laudatory language or in any manner derogatory to the dignity of the profession, advertise or write articles for publication, nor authorise such advertisements to be written or published by any other person.

• A member shall not use the advantages of a salaried position or advantages of a position on Council to compete unfairly with other Explosives Engineers.

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• A member in connection with work in a country other than his or her own shall order their conduct according to these Rules, so far as they are applicable; but where there are also local recognised standards of professional conduct, they shall adhere to whichever is the more stringent.

• A member who is convicted by a competent tribunal of a criminal offence which, in the opinion of the Council, renders him or her unfit to be a member or which brings the Institute of Explosives Engineers into disrepute will be deemed to be guilty of improper conduct.

• A member shall not, directly or indirectly, attempt to supplant another Explosives Engineer, nor shall he or she intervene or attempt to intervene in or in connection with explosives engineering work of any kind which to his or her knowledge has already been entrusted to another Explosives Engineer unless they consider that unsafe practices are being followed, in which case it is a duty to raise those concerns with the Explosives Engineer concerned.

• A member shall afford such assistance as he or she may reasonably be able to give to further the education and training of candidates for the profession of Explosives Engineering.

• A member shall follow the over-arching and guiding principles published by the Engineering Council:-

Contribute to building a sustainable society, present and future.

Apply professional and responsible judgment and take a leadership role.

Do more than just comply with legislation and codes.

Use resources efficiently and effectively.

Seek multiple views to solve sustainability challenges.

Manage risk to minimise adverse impact to people or the environment

4.6.3 Membership Grades The Membership Section, under the guidance of the Section Head, shall have ultimate veto on all applications and what grade is applicable. Applications may be referred to full Council at any stage and the direction given either by subject matter specialists or Council, as a whole shall be used to decide what a relevant and suitable membership grade is for an applicant. The names of all will be entered on the Membership Register. 4.7 Routes for Membership

4.7.1 Civilian Routes to Membership The following diagram charts the course for civilian membership of the Institute:

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4.7.2

Civilian Membership Guidelines 4.7.2.1 Relevant Qualifications The following qualifications are amongst the qualifications recognised as acceptable for membership, and are to be used as a guideline by the Institute as a suitable basis on which, after three years practical experience an applicant would qualify to be considered as a member.

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BSc degrees in:

Mining

Mining Engineering

Quarrying

Chemical Engineering

Electrical Engineering

Mechanical Engineering

Petroleum Engineering

Aeronautical Engineering

Chemistry Post Graduate degrees: For those possessing the MSc Explosives Ordnance Engineering (EOE) or Guided Weapons Systems Course (GWSC) a one year post graduate practical experience is deemed appropriate. 4.7.2.2 Explosives Liaison Officers (ELO) ELO’s will be accepted for Associate membership if they have attended and passed an approved ELO course and are actively engaged in and performing the duties of an ELO with an associated Police Authority. If their activity stops or their job function ceases and they are not ‘current’ then their status as Associates will lapse. 4.7.2.3 Police Specialist User Those applicants who have attended a foundation Explosives method of entry (EMOE) course recognised by the National Police Chiefs Council and attained a pass grade will be eligible for Associate Membership. To retain their accreditation they must attend the recognised police continuation courses as scheduled. Failure to do so means they lose the accreditation and the right to Associate Membership. Members are obliged to advise the Institute should their accreditation lapse.

4.7.3 Military Routes to Memberships

Institute Level

Criteria Royal Logistic Corps Royal Engineers Corps Royal Marines & Infantry

Fellow Minimum Age: 35

On Application & Consideration by the Council and Members of the Institute of Explosives Engineers

Member Min. Rank Capt./Sgt. Capt./Sgt. Capt./Sgt.

Minimum Age: 23

Training ATO / AT Class 1 or EOD Op 1

Tp Commander / Cbt - EOD Engineer Class 1

Assault Pioneer & Recognised Civilian Qualification*

Experience 3 Years as ATO / AT Class 1 or EOD Op 1

3 Years Tp Cmdr / Combat or EOD Eng. Class 1

3 Years as Assault Pioneer

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Associate Min. Rank Capt./Cpl. Lt./Cpl. Lt./Cpl.

Minimum Age: 21

Training ATO / AT 2 or EOD Op 2

Tp - Sect Cmdr / Combat or EOD Eng. Class 2

Assault Pioneer Course

Experience On Passing On Passing On Passing

Student Min. Rank Lt./L Cpl. Lt./L.Cpl. Lt./L Cpl.

Minimum Age: 18

Training ATO / AT 2 or EOD Op 2

Tp - Sect Cmdr / Combat or EOD Eng. Class 3

Assault Pioneer Course

Experience In Training In Training In Training

* QPTC/EPIC/IExpE Accredited Qualification Military Applicants Required Experience & Training (Continued)

Institute Level

Criteria Royal Navy Royal Air Force TA / Reserve Forces

Member Min. Rank Lt. / Chief Petty Officer

Flight Lt. / Sgt. As Regular Rank.

Minimum Age: 23

Training Advanced EOD Clearance Diver

EOT 2 Wpns / Eng. Technician Weapons

Equivalent training to that of Regular Counterpart

Experience 3 Years in Explosives Related Posts

3 Years in Explosives Related Posts

Twice that of Regular Counterpart

Associate Min. Rank Lt. / Leading Seaman Flight Lt. / Cpl. As Regular Rank.

Minimum Age: 21

Training Joint Services EOD Clearance Diving Course

EOT 2 Wpns / Eng. Technician Weapons Course

Equivalent training to that of Regular Counterpart

Experience On Passing On Passing On Passing

Student Min. Rank Lt. / Seaman

Flight Lt. / Leading Aircraftsman

As Regular Rank.

Minimum Age: 18

Training Joint Services EOD Clearance Diving Course

EOT 2 Wpns / Eng. Technician Weapons Course

Equivalent training to that of Regular Counterpart

Experience In Training In Training In Training

Note: Minimum age restrictions are currently under review. 4.7.4 Military Membership Guidelines 4.7.4.1 Army The following are recognised standards against which all Army applications for membership should be measured. 4.7.4.2 Ammunition Technical Officer

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Officers shall have attended the ATO Course, which is 15 months long and shall have a minimum of 2 years’ experience in-trade, thus achieving 3 years total experience. Minimum rank shall be captain 4.7.4.3 Ammunition Technician Candidates shall have attained the rank of sergeant and be qualified Ammunition Technicians possessing the AT 1 or AS1 qualification. They shall have 3 years’ experience in trade. 4.7.4.4 Special Forces – Demolitions Qualified Staff Badged members of UK Special Forces that have completed and qualified on the demolitions course are eligible providing they have a minimum of 3 years practical experience in the use of explosives in either a conventional demolitions or explosives methods of entry capacity. 4.7.4.5 Royal Engineers – Demolitions and Force Protection Engineering Qualified Personnel Members of the Royal Engineers that are either qualified as demolitions safety supervisors or have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience in the use of explosive and have the minimum rank of sergeant (for non-commissioned ranks) or captain (for commissioned ranks). Royal Engineer officers or SNCOs that have professional civil engineering qualifications are eligible providing they have a minimum of 3 years practical experience of force protection engineering, which includes knowledge of weapons and blast effects on structures. 4.7.4.6 Royal Navy The following are recognised standards against which all Navy applications for membership should be measured. Ship Divers Have a basic knowledge of air diving to 21m. These individuals have NO explosive or EOD training other than a very basic understanding of explosives devices. This qualification alone would not qualify for membership. 4.7.4.7 Diver One (Able Seaman Diver) Are fully qualified divers in both air & mixed gas (which includes re-breather equipment). He receives Elementary Training in the use of explosives (under supervision) and is trained in UW EOR. He is not qualified as an EOD Operator, but with experience, may have acted as an EOD No2 Operator. This is especially true, if he has served on an area team and completed the IEDD No2 course. The experience level of these candidates will vary greatly depending on time served & units served in. It is highly unlikely that Diver 1's would qualify for membership. 4.7.4.8 Leading Diver (LD) The LD has a much wider level of skill & experience. His training level in diving, explosives & EOD/EOR is at an Intermediate level, but he still only operates as a No. 2 operator. The LD is

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however, an Air Diving Supervisor and is one step away from being a No 1 EOD Operator. Many of these candidates have a lot of field experience and there are many Ex LDs working in commercial Diving & EOD jobs and have done for many years. 4.7.4.9 Petty Officer, Chief Petty Officer & Warrant Officer The PO (D) is the RNs No. 1 EOD Operator & is trained at the Advanced Level in both Diving, Diving Supervision & EOD. Personnel at or above the rank of Petty Officer that have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience 4.7.4.10 Mine Clearance Diving Officer (MCDO) Training for the MCDO in Diving & EOD is similar to that of the PO (D) with the exception that the candidate starts course as a Ships Diver and therefore does not have a great deal of experience to fall back on. On qualification, the MCDO is drafted to sea within the Mine Warfare squadrons and may be appointed the OIC of an EOD Unit before going on to other (non EOD) Fleet jobs and eventually become a Principle Warfare Officer. For most MCDOs, Diving & EOD is a transitory qualification in the early stages of their careers. Many return in more senior management positions at a later stage, but few will have had the opportunity to maintain or build on specific EOD skills over a protracted period. Royal Air Force 4.7.4.11 RAF Armaments Engineers and Armourers RAF personnel that have reached the minimum rank of sergeant (for non-commissioned ranks) or flight lieutenant (for commissioned ranks) are eligible for membership providing they have a minimum of 3 years practical experience in the use of explosives or air-delivered munitions. Officers that have engaged in explosives safety or ammunition staff appointments on operations may also include this in their summary of relevant experience. 4.7.4.12 RAF EOD Operators Members of the RAF that are either qualified as demolitions safety supervisors or have qualified as a Number 1 EOD operator through attendance on the Defence EOD Operator Course (previously the 0801 Bomb Disposal Operator Course) are eligible for membership providing they have a minimum of 3 years practical experience. Practical experience gained whilst conducting range clearance duties or other EOD-related operational duties with 5131(Bomb Disposal) Squadron RAF may also contribute towards relevant experience. 4.8 Membership Requirements and Standards These provisions of membership shall apply to men and women equally, and to British and foreign citizens. The Council shall be the ultimate authority for conferring, according and granting the grades of membership described. 4.8.1 Student Member

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The Council will grant the status of Student to candidates of at least 18 years of age who are either following a course of study or otherwise learning a trade, which requires knowledge of the science and/or practice of explosives, technology. Students are not entitled to vote or to use any post nominals after their name. To qualify for Student status, applicants should be engaged in full time education, or, where undergoing an approved and documented professional training, such as an apprenticeship or on the job training which shall be fully auditable. 4.8.2 Associate Member The status of Associate of the Institute of Explosives Engineers will be granted by the Council to candidates not less than 18 years old who have:

a) Either Been trained and become qualified to hold a responsible post as a skilled operative in such pursuits as explosives development, manufacture or use, or Been trained and become qualified as a serviceman or related civilian whose duties involve the handling and use of military explosives and associated munitions but whose expertise does not equate to the standards laid down in paragraph 7(b), or b) Reached a responsible position and gained adequate experience, but who have not yet sat or been exempted from the examinations for full membership status, and c) Attended for interview by Members of Council, if so required

Associates are entitled to be nominated for election as Council Members. 4.8.3 Technical Member The status of Technical Member is the first professional grade of Institute membership. It will be granted to candidates over the age of 18 years who have satisfied the education and learning requirements of that grade in an area of explosives occupational competence. They are usually in the early years of accruing relevant experience. At the time of application individuals must be employed in an explosives vocation or if remaining in full time education accrued suitable vocational experience. The status of Technical Member of the Institute of Explosives Engineers (TIExpE) will be granted by the Council to candidates over the age of 18 years of age who:-

a) Have satisfied the education and leaning requirements of that grade in an area of explosives occupational competence; b) Are employed in an explosives vocation or if remaining in full-time education have accrued suitable work-based experience; c) Possess a qualifying qualification, or combination, relevant to their employment at equivalent QCF Level 3 or above and a recorded total of 600 learning hours; d) Have completed a period of training and have work-based experience in the industry, which is at least one year in a relevant role

4.8.4 Member

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The status of Member of the Institute of Explosives Engineers will be granted by the Council to candidates not less than 23 years old who must have:

a) Passed or been exempted from the appropriate examinations stipulated by the Council, and b) Either

i. been trained and become qualified for, and shall have held for at least three years, a responsible post engaged in explosives engineering or equivalent technical explosives management duties, or ii. Been trained and become qualified as Ammunition Technical Officers or Ammunition Technicians Class I in the Army, or their equivalents in the British or appropriate foreign armed services, and

c) Been approved for admission by the Membership Section d) Alternatively, applicants who do not hold adequate academic and/or professional

qualifications which would permit exemption from the Institute examinations, and who are applying for membership without examination, shall be required to demonstrate their competence by submitting a thesis of at least 10,000 words in length on a topic related to explosives technology. This thesis may be supported by appropriate diagrams, graphs and photographs. The candidate shall be interviewed by an examining board appointed for the purpose and this board shall ascertain whether the applicant has knowledge adequate to have completed the thesis by his own original work and shall report its findings to the Membership Section.

i. The candidate may, at the discretion of the President be invited to address the Annual General Meeting with his/her work

4.8.5 Company Member

a) The status of a Company Member may be accorded to any company, institute, firm, or sole trader who is involved with or associated with the use of explosives in mining, tunneling, quarrying, demolition, excavation, underwater, fireworks or offshore work, or any other appropriate discipline acknowledged by the Membership Section. Company Member status may also be granted to any commercial or government enterprise, as approved by Council.

Company Members are not allowed to vote in elections. Members who are company or corporate members are allowed to use the Institute logo on correspondence and associated media.

b) Admission as a Company Member will be granted provided that suitable applicants are

proposed and seconded by an Institute Member or Company Member, and approved by the Council. Each application must be accompanied by proof that the Company is engaged in the explosives business and employs in management of such business functions one or more Voting Members of the Institute. Failure to keep to this latter requirement after admission may lead to expulsion.

c) Documents to be produced in support of Company Member applications are:-

copies of relevant insurance documentation,

adequate references

Company Health and Safety Policy

Company annual accounts

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together with verification of which sectors of explosives the company states it works within.

Certain Re-enactment Associations are companies registered at Companies House. However, they are not companies that have a corporate structure which would be acceptable as a company for the purposes of membership of the Institute. The term Institute Affiliates no longer exists. 4.8.6 Fellow The status of Fellow of the Institute of Explosives Engineers will be conferred by the Membership Section with the approval of Council, and must be Institute members who are over 35 years of age and: -

a) Have had at least 15 years’ experience in pursuits connected with explosives engineering and

i. have been a Voting Member of the Institute for a minimum of five years; or

ii. are, to the satisfaction of Council, either:

a. recognised by others, in their own specialist field, as a leading authority by having planned, negotiated, organised and supervised work of a sufficiently complex nature and responsibility, or

b. recognised by scientific and academic bodies as a research leader or technical innovator in their chosen field, or

c. a regular, authoritative contributor to scientific or technical papers on explosives related sciences, engineering or related topics.

The awarding of a Fellowship will be a reflection of the individual’s professional achievements and standing within the explosives profession, and the contributions made and recognised by the applicants peer group. The awarding of a Fellowship will, where appropriate, also reflect the contributions made to the Institute and its membership as a whole. Fellows are expected to conduct themselves in a manner conducive with that grade of membership, and recognising professionally they are Ambassadors of the Institute. Council is not obligated to approve any applications for Fellowship 4.8.7 Direct Entry to the level of Fellow Where appropriate applications deemed will be accepted by Council after due process for direct entry as a Fellow. Such candidates must satisfy the criteria laid down within this document for being not only a member but also a Fellow, and shall be judged on their career achievements, competencies and standing amongst their peer group. While entrance through this particular route will be limited, professional eminence and achievement within the explosives fraternity shall be deemed a major deciding factor for this direct entry.

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4.8.8 Honorary Fellow and Honorary Member The status of Honorary Fellow and Honorary Member may be accorded to someone who is, to the satisfaction of Council, worthy. Honorary Fellows and Honorary Members must be either distinguished persons, who from their position have been or are enabled to render assistance to the Institute, or persons eminent for science and experience in pursuits connected with explosives engineering, whether or not currently engaged in the practice of that profession. An Honorary Fellow or Honorary Member may or may not have voting rights depending on his / her previous membership status. 4.8.9 Retired Retired membership is available only to those members over 60 years of age, not in active employment and upon written application. In exceptional circumstances, Council, at the guidance of the Membership Section may convey the status of Retired on individuals who have had to cease employment within the explosives sector due to illness or injury, and are no longer able to work 4.8.10 Professional Registration Members of the Institute with appropriate and documented experience may apply for professional registration as a Chartered Engineer, Incorporated Engineer or Engineering Technician using the Institute as a vehicle in association with the Society of Environmental Engineers. Members of the Institute who achieve professional registration will, for the time being, become a ‘non-joint member of the Society of Environmental Engineers, and their Engineering Council registration certificate will be annotated “…in membership of the Institute of Explosives Engineers via the Society of Environmental Engineers…” The Engineering Council will receive all applications for the status of Chartered Engineer. 4.8.11 Interview Where deemed appropriate, and in the event that clarification is required by the Membership Section’s Section Head, an interview panel will be convened at a convenient venue and time so that an applicant can be invited to attend at which point the application and experience can be investigated further. 4.8.12 Subscriptions Subscriptions for all grades of membership will be determined annually and their level will be communicated to members and potential members of the Institute. Annual subscriptions are due by the 31st January each year. Members enrolled during December in any year will pay the full annual subscription, which will cover the remainder of that year and the following year. Pro rata subscriptions for new members admitted throughout the year will be payable as follows:

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Admitted before 30th April – full annual subscription

Admitted between 1st May and 31st August – one half of the annual subscription

Admitted between 1st September and 30th November – one quarter of the annual subscription

Admitted after 1st December – the next years full annual subscription

Pro rata rates to not apply to student memberships. Student membership is valid for a 12 month period from approval date. 4.8.13 Use of Post-Nominals Post-nominals can only be used by the following categories of member: - Fellow FIExpE Honorary Fellow FIExpE (Hon) Honorary Member MIExpE (Hon) Member MIExpE Associate AIExpE Technical TIExpE Members failing to pay their annual subscriptions lose the right to use any post-nominals designating their association with the Institute of Explosives Engineers 4.8.14 Use of Institute Logo The Institute will take action against any misuse of its logo. 4.8.15 Website Access Paid up members have the right to access the members area of the Institute website. 4.8.16 Membership Certificate A membership certificate shall be issued to all members once admitted. The certificate remains the property of the Institute and must be returned when membership is no longer required. 4.8.17 Membership Identity Cards Membership Identity cards are available on request from the administration office at a charge. They are valid for a 12 month period running from the 1st February to the 31st January, and should be protected as they indicate to security staff that the holder may be handling explosives in the course of their work. 4.9 Cessation of Membership 4.9.1 Expiry of Membership

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Failure by a member of any grade of membership to pay the annual subscription by the due date is liable to result in the forfeiture of membership of the Institute. A member forfeiting membership in this way may reapply for membership should he or she choose to do so. Membership renewal process is as follows: -

Membership renewal documents will be provided to Members in December (with the December issue of the Journal).

Membership subscription payments are due by the 31st January

Where payment has not been received by the due date, renewal reminders will be sent to those members with outstanding payments by email (where available) or post requesting immediate payment at the latest by the end of March

In the event of no response being received by the beginning of April the members details will be removed from the membership register.

The member will be advised that their membership has expired.

Any former Member reapplying for membership will be treated as a new applicant and be liable to pay the application fee. Members wishing to rejoin the Institute after allowing their membership to lapse shall be liable for the full annual fees and a joining fee, together with being subject to the usually application processes. There are no exceptions to this. A member who resigns or whose membership is cancelled will not be entitled to any refund of subscription. Company Membership will cease if the Company Member as a result of any process by liquidation or receivership ceases to have legal identity. The member will be informed of the removal of membership. The Institute administration office is to maintain a register of all members and to manage it in accordance with the Data Protection Act 1984 and subsequent legislation. 4.9.2 Expulsion of Members The membership of the Institute of any member of any membership grade may be annulled or terminated if good and sufficient reason has been brought to the attention of, and demonstrated to the Membership Section. The intent of Council to invoke this procedure will be communicated to the member so affected. Such a member will have the right to be heard by Council and to make representation in advance of any decision being made Members will be expelled by due process, which will include a vote by Council. Expulsion will be by the three quarters majority decision of the Council or by a three quarters majority of individual members at a general meeting, but such expulsion shall be subject to appeal to either body, provided that written notice of such an appeal is given within one month of the expulsion. Written notice must be given to the member of the reasons for intended disqualification so that a defence or explanation can be received before a decision is taken.

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4.9.3 Disciplinary and Grievance Procedures In the event that Council learns that a member, of any grade of the Institute:-

appears or is alleged to be in breach of statute or regulations, or

to be guilty of professional misconduct, or

to be in breach of the Institute’s Code of Conduct, Policy or procedures

Council may then require an investigation to be conducted into the circumstances. The following procedure will be followed during any such investigation: 4.9.4 Initial Contact In all the above, the Council will instruct the Institute administration office to write to the member, informing them of the matter and, in appropriate situations, asking if the Institute can help. The member's reply or failure to reply will be considered by Council and what appropriate action, dependant upon the nature of the matter brought before Council, is to be taken. 4.9.5 Investigation by the Institute 4.9.5.1 Statutory breaches of legislation or professional misconduct

Council will establish an enquiry team to investigate and report on the matter, if requested to do so by a member or, Council judges that the reputation of the Institute may be harmed as a result of events arising from a member's actions. The member under investigation will be notified of Council's action. (The procedures of the compliance authorities may delay the investigation). The team terms of reference will address the following questions:

What went wrong and why?

Were there any unusual or extenuating circumstances which contributed to the problem?

What can be done to prevent a recurrence?

Did the Institute member or members involved, act in an unprofessional manner?

What effect may the particular problem have on the reputation of the Institute or the profession of explosives engineering?

The team will endeavor to answer the above questions and submit its finding and any recommendations to Council.

Council will consider whether disciplinary action is appropriate, and if so what form it should take. The member or members concerned will be notified of any intention to convene a discipline hearing. The enquiry team report to Council may, in view of circumstances which warrant an amendment, be amended before conclusion.

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All Working Group material and reports, and all equivalent Council material is to stay sub-judice pending Council's final report. All such background material is to be filed confidentially by the Institute administration office. 4.9.5.2 Breaches of the Institute Code of Conduct, policy or procedures Where any breaches of these requirements are alleged, Council will consider whether the situation may be dealt with by informal resolution or requires an investigation.

(i) If the decision is to deal with the matter by informal resolution, then either the President, or a Council nominated member will, having examined the facts, advise the member of their finding either

a. Issue verbal advice and warning for future conduct b. Issue written warning.

(ii) If the decision is to require an investigation, then Council will appoint from their number a suitably competent member to conduct the enquiry (the Investigator) who may seek assistance from other members of council or suitably qualified members as may be required. They will conduct an enquiry into the matter, obtaining the evidence and any other relevant material and report the conclusions to Council. The enquiry will be conducted according to the following:-

a. The Investigator should urgently test the complaint or information to establish that

there is merit in the matter. b. The member should be informed, in writing, of the nature of the matter under

enquiry. c. The Investigator will hold a meeting with the member and invite that person to

make their representations either orally, written or both, in regard to the matter subject of the enquiry.

d. The Investigator will allow the person at the meeting to have with them a person of their choosing who may speak on their behalf if required.

e. The Investigator will ensure an accurate record is made of the meeting, either by him/herself or by a member of the enquiring team or a member of the Administration Office.

f. All documents and other material will be retained in accordance with the process for document retention or the duration of the membership of the person in question whichever is the longer.

g. The Investigator and members of the enquiry team are to treat all information and material during the course of the enquiry as sub judice and discuss the investigation with no other persons other than members of the enquiry team.

4.9.5.3 Where in either of the provisions above the enquiry team or Investigator’s report indicates that there is a case to answer in respect of the matter reported or complained of, the respective report will be considered by a discipline panel 4.9.5.4 Any discipline panel required to be convened will comprise a Chairperson, who will be a member of Council and not less than two representatives of the Membership, suitably qualified to study the matter, none of whom have been connected with the enquiry. The discipline panel will make recommendations to Council based upon their deliberations.

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4.9.5.5 Only Council will issue any statement, report or comment on the matter on behalf of the Institute. 4.9.5.6 In any protracted enquiry, the person in charge of the enquiry will liaise with Council to ensure Council is both informed and aware of the progress of the investigation. 4.9.6 Actions as a result of an enquiry Council may, having first considered the report of the discipline panel, together with any representations made by the member under investigation, decide upon the following course of action :-

a. Take no further action b. The issue of a reprimand and a written warning about the future conduct of the member c. Temporary suspension from membership for such period as Council deems fit d. Expulsion from membership, provided that this is determined by a three-quarters majority

decision of Council or by a three-quarters majority of Individual Members at a general meeting called in accordance with the Constitution.

4.9.6.1 Members who are aggrieved by the conclusion of the enquiry team, investigator or the decision of Council have the right to appeal. Written notice of appeal must be lodged, within 30 days of the receipt of the decision, at the Institute office. 4.9.6.2 An appeal lodged that has not involved expulsion from the Institute will be heard by a panel comprising the President, or a Vice President and two other members of the institute none of whom have been connected with the enquiry. 4.9.6.3 Any appeal against expulsion from membership will be heard by a panel comprising the President, two Vice Presidents and six ordinary members of the institute, none of whom have been connected with the enquiry. 4.9.6.4 The appeal panel may decide to:-

Allow the appeal Refuse the appeal Vary by reducing the penalty imposed

4.9.6.5 Where notice of appeal is lodged against a decision to expel the member, their membership will remain until such time as the appeal is determined. 4.9.6.6 There is no further appeal process within the Institute in these instances 4.9.7 Applicants Experience Applications received from candidates who have not worked within their explosives specialisation for the 3 preceding years of the application, shall not be deemed current. The Section Head of the Membership Section shall convene an interview board where appropriate to establish whether

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membership is appropriate given the candidate’s current and up to date experience and competencies

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PROCEDURE 05 FINANCE

5.0 Finance

5.1 Finance and Purchasing

This area of the procedures is the remit of the Vice President Finance and the Finance Section whose composition can be found in Part 1

5.2 Responsibilities In exercising the responsibility for the Institutes funds and assets and its financial control, the following fiscal requirements will be undertaken.

5.2.1 Salary and statutory payments The Finance Director will ensure that the Institute has a process to undertake the payment of:-

Taxes including employment

National Insurance Contributions

Statutory Fees

Pension and other employee papyments 5.2.2 VAT Receipts The Institute is not presently (2017) required to register for VAT. The Finance Director will monitor the Institute’s income and should it become necessary:-

Register for VAT

Arrange for the administration office to advise members of the necessity to submit VAT receipts from that date

The administration office will make arrangements to have all stationery and other documents amended to include VAT particulars

5.2.3 Reimbursement of Expenses When required, the Institute will reimburse all approved and reasonable expenditure incurred in undertaking Institute duties. A valid receipt must be obtained; no reimbursement will be made without a valid receipt. The receipt should be submitted to the Institute administration office together with a completed expenses claim form. 5.2.4 Petty Cash Petty cash is to be issued by authorised personnel only. You will be required to verify the amount and sign on receipt of cash. Any change must be returned and a valid receipt must be provided. If the supplied petty cash is used incorrectly, or a valid receipt cannot be provided, you will be

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responsible for reimbursing the Institute. Continued failure to provide receipts may also result in disciplinary action. 5.3 The President’s Fund and purposes The President’s Fund is a ring-fenced sum of money that is used to support members or organisations at the discretion of the President and Council. 5.3.1 Financial Position The Fund shall not exceed 5% of the previous year’s turnover of the Institute and no grant should exceed 40% of the Fund total. Council may vote to place money in the Fund from time to time. The money should be shown in the Institute accounts as a separate, restricted fund. 5.3.2 Grants The Fund may make grants in certain circumstances. These may include, but are not limited to, grants to members who have been injured or suffered hardship, grants to members who wish to pursue a course of study that the President or Council feel has particular merit, or grants to organisations whose work the President or Council feel deserves of support. The Fund does not offer ongoing support. 5.3.3 Applications to the Fund There are two routes for applications to the Fund.

The President or Council may, if they so choose, identify an organisation, member or cause that they wish to support. In the case of an organisation or cause, the aims and objectives of that organisation or cause should be reasonably in line with those of the Institute. The President should bring this request forward to Council either at a meeting or, in the event of the grant needing a swift decision by email

The alternative route is open to members to apply on behalf of other members. This request should be made in writing through the Secretary

All applications to the Fund are to include the name of the person, organisation or cause, the reason that money has been requested and the expected outcome should a grant be made. 5.3.4 Decision of Council The decision of Council that a grant will or will not be made shall be by majority vote, formally taken and recorded, and that decision is final. Should a grant not be made however, the applicant is not debarred from making a further application provided that at least 3 months have elapsed between one application and the next.

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5.4 Reimbursements The purpose of this procedure is to provide guidance for the reimbursement of expenses. This document is to be reviewed annually in November to confirm the rates stated below. The reimbursement of travelling, subsistence and incidental expenses is underpinned by the presumption that anyone claiming expenses from the Institute should neither claim them, nor be entitled to claim them, from any other organisation. 5.4.1 Institute Business Expenses The reimbursement of expenses is intended to recompense the claimant for reasonable incidental expenditure (postage or stationery for example) whilst carrying out bona fide Institute business. The claimant should not incur a loss by carrying out this business, but likewise there should not be a profit element in the claim. Council Members are expected to exercise care when organising their activities so that the cost to the Institute is minimised as far as possible. 5.4.2 Travelling and Related Expenses Persons carrying out Institute business should do so by the most economical means which are reasonably possible. Any economical means of transport may be used. Budget air flights are becoming widely available and may be used if economically viable. Reimbursement of rail fares will be limited to the cost of standard class fares alone. The applicant is strongly encouraged to make use of discounted rail tickets where this is possible for the intended journey. It is recognised that the restrictions imposed on certain tickets may not render their use viable in all cases. At least one type of ticket offers considerable cost savings if booked in advance, therefore prior planning is critical in effecting these savings. Claims for traveling expenses will only be entertained under the conditions set out in reimbursement of expenses below. Claims will be met only if substantiated by the production of receipts or other evidence of payment, unless the production of a receipt is not possible (for example, parking at a pre-payment meter). Any claim not substantiated in this manner may be accompanied by a written explanation of why evidence of payment is not available. Any such case will be considered. 5.4.3 Mileage Rate Should the applicant choose to use a motor vehicle rather than public transport, the reimbursement of expenses will be made on the basis of mileage reasonably calculated to cover the journey. The Institute will use the HMRC mileage rate for reimbursement of the cost of journeys made by private vehicle. No reimbursement of additional insurance costs will be entertained, nor will additional costs such as motoring organisation membership or costs associated with any legal process, however instituted, involving the claimant, any passenger in his vehicle or any third party. Bridge and tunnel tolls and reasonable parking costs will be met. 5.4.4 Subsistence Expenses Where a journey or a visit takes a considerable time, claims for subsistence may be made. A claim for subsistence may be allowed where an appropriate journey or visit is made according to the rates

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shown in reimbursement of expenses below. Where a third party provides refreshments or meals it is expected that any claim made should take account of this. 5.4.5 Reimbursement of Expenses

Travel

Rate Amount Payable and Notes

*Mileage

Any car, whatever fuel, of any engine capacity, to the current HMRC rate. (HMRC rules state only the first 10,000 miles may be claimed at the full rate per mile per annum. Mileage above this may only be claimed at the reduced rate

Train Fares

Limited generally to standard class fare. Discounted fares should be used wherever possible. Cost of any rail card purchased by an individual cannot be reclaimed

Tolls, ferries, car parking As necessary for the journey

Air Fares

Amount shown on ticket or other document. Discounted fares should be used wherever possible. Justification to be made

*Subsistence

Up to five hours

If a journey is accomplished in about half a working day whether morning, afternoon or evening then no subsistence is expected to be paid

Over five hours Reasonable costs for refreshments (excluding alcohol) and appropriate meals, Receipts to be produced

Overnight Generally no more than one night’s costs for each journey. Prior agreement should be sought

Miscellaneous Incidental expenses Limited to reasonable expense for the requirement of the task in hand

*A list of current rates are held at the Administration Office

5.5 Claims Claims may be made for:

Institute business by persons nominated by Council

Travel to Council Meetings (excluding Annual General Meetings) by members of Council or by persons invited by Council to attend on one or more occasions

The current claim form will be used and is available from the Institute administration office. Completed forms together with receipts where appropriate should be returned to the Institute administration office for processing. Claim forms once paid will be retained in accordance with the retentions period.

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5.6 Avoidance of and any discovery of financial irregularities 5.6.1 In making necessary provision to forestall or to seek to discover any irregularities in the

application of the Institute finances, the Vice President, Finance will arrange for the following actions to be implemented: -

5.6.2 General action to avoid financial irregularities 5.6.2.1 A payment by the Institute will only be made against:-

a written Purchase Order ,

an agreed written contract,

a utility bill or similar,

a properly submitted expense claim; or

against a recognised Salary Advice Note, HMRC or PAYE demand. any order made by a court or a regulatory authority with power to impose penalties

5.6.2.2 In every case there will be preserved a clear documented trail to show the reason for each payment and under whose authority it is made.

5.6.2.3 The Finance Director may make a check on any payment, completed or in progress, to ascertain that this policy is being carried out correctly.

5.6.3 General action on discovery of any irregular practice involving Institute funds

5.6.3.1 If a payment is made which appears to be in conflict with the principles of 5.6.2.1 above, or if any improper fiscal practice comes to light from whatever source, then the matter will be investigated by the Vice President Finance or by another Vice President if the independence of the Vice President Finance is compromised.

5.6.3.2 The result of this investigation and any conclusion will be reported to the Board of Directors and will be held confidential to them. Should the investigating Director believe that the matter under investigation can reasonably be attributed to have arisen by inadvertence, ignorance or other non-malignant action, he will inform the Board of Directors of his findings and any recommendations he may wish to make. The Board will discuss this submission and make a determination.

5.6.3.3 Should the investigation be thought to be deliberately fraudulent then the investigating Director will inform the Board of Directors without delay. The Board will then discuss the matter and will formulate a decision, which will be formally minuted and will bind the Institute. Deliberate fraudulent action may lead to the following (subject to the disciplinary procedures currently in force):-

Dismissal of a Director, Vice President or Council Member, with or without a report being made to the appropriate enforcing authority

Suspension of membership for a period

Expulsion of a member from the Institute

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Dismissal of an employee, with or without a report being made to the appropriate enforcing authority

5.6.3.4 In determining whether or not to make a report to the relevant enforcing authority the

Board should be mindful of

whether the irregularity considered has a mandatory requirement to report the issue (as in the case of money laundering)

whether the irregularity has caused some other party to be offended against or caused any loss to such a 3rd party.

5.6.4 Monitoring of financial expenditure, commitments and contracts. 5.6.4.1 The Finance Director will request a monthly Report from the Institute Office which will

indicate the receipts and expenses for the month and the overall position year-to-date, together with any other figures which it is reasonably practicable to produce.

5.6.4.2 Payments made against salaries, PAYE, rents, utility bills and other contractual arrangements must be clearly identified as such. Any outstanding or bad debts will be clearly noted.

5.6.4.3 Any item on this Report which appears to be in conflict with the agreed financial plan for the year or for which no provision has been made, will be investigated by the Vice President Finance.

5.6.4.4 The Finance Director will make reports to Council from time to time and will demonstrate to Council where any necessary corrective or remedial action has been taken to resolve the conflict.

5.7 Contracts Any Council member may propose that the Institute enters into a contract with a third party. Should that proposal be accepted by Council, the proposer, or some other person nominated by Council, will be regarded as the lead contact for this contract. 5.7.1 The Finance Section must be informed when any contract is negotiated by or on behalf of the Institute. 5.7.2 Unless urgent, the decision in regard to any proposed contract and whether to

5.7.2.1 enter into the contract; or

5.7.2.2 withdraw from the contract

must be agreed formally by Council.

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5.7.3 Notwithstanding the above, entering into a contract for the provision of utilities at the Institutes premises, or at any other place where the Institute have a need for such, may be undertaken by the person with responsibility for the premises.

5.7.3.1 In this context, “utilities” means, electricity, gas, water, telecommunications and data provisions and similar.

5.7.3.2 In these cases contracts may be authorised by the signature of the person with responsibility, having consulted the Vice President, Finance.

5.7.3.3 The person with responsibility for the acquisition of any utility will, after considering the suppliers offering the utility, apply a best value test before deciding upon the contractor.

5.7.3.4 Council will be advised at its next meeting of the contract. 5.7.4 Contracts entered into by the Institute require the signature of the following

The Vice President (Finance) and either

The current President, or

The Immediate Past President

5.7.5 Draft contracts together with a briefing for the advice of Council members are to be tabled for the next Council meeting. Unless it is impractical to do so, the documents must be circulated to Council members for consideration prior to the meeting and

Be considered work in progress, marked ‘not for discussion outside Council’

Where applicable indicate any date sensitive issue. 5.7.6 No Officer, member, employee or, person undertaking the negotiation, of a contract on behalf of the Institute, may:-

5.7.6.1 indicate to the other party or parties to the contract any opinion on the outcome or expected decision of Council.

5.7.6.2 without the consent of Council impart to the other party or parties the decision of Council in regard to the contract.

5.7.7 Urgent contracts. Where it has been necessary to enter into or withdraw from a contract, the person dealing with that contract will ensure that:-

5.7.7.1 They consult the President and Vice President Finance

5.7.7.2 The reasons for the urgency of the action relating to the contract are recorded

5.7.7.3 Arrange for the Institute Office to advise Council members of the nature and content of the contract

5.7.7.4 On request of Council, facilitate a discussion of the contract at the next Council meeting.

5.7.8 The Finance Section will ensure that all contracts entered into by the Institute are recorded at the Institute Office and, may at their discretion require such updates as the Vice President Finance, deems necessary from the person with responsibility for any contract in being.

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5.7.9 Any payment (whether staged, regular, final or otherwise) invoiced or intended to be paid against a contract must be authorised in writing (email) by the lead contact as being appropriate. This authorisation should indicate that the amount is correct and that the services, goods or works contracted for have been properly delivered. 5.7.10 The Finance Section is to be advised of the ending of any contract where it has not been necessary to require a decision of the Council to end or withdraw from that contract.

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PROCEDURE 06 LEGAL AND COMPLIANCE 6.0 The Legal and Compliance Section

This area of the procedures is the remit of the Marketing and Events Section whose composition can be found in Part 1 6.1 Purpose and terms of reference This information is located in Part 1 6.2 Discharge of Section Responsibilities Recognising that any legislative change may affect different members of the Institute in different ways and to a differing extent, the Section will endeavour to represent the best interests of the Institute membership as a body in order to ensure a safe, secure, but at the same time practical working environment within the explosives industry. The Section acts on behalf of the Council in representing the Membership and should make every effort to ensure that the views which it maintains are representative of the majority and are sustainable as well as being professional and in line with the aims and objectives of the Institute. The Section may arrange meetings from time to time with representatives from the HSE or other organisations on either a formal and informal basis to discuss any relevant matters arising and, when appropriate, make submissions to those organisations on behalf of the Institute. An appropriate record should be made of such meetings and of submissions made. The Section should bring to the notice of Council any instance where legislative or other change is likely to take place, or has taken place, which in the view of the Section is of such a degree of importance as to warrant a specific course of action, and may recommend such a course of action to the Council. The Section should ensure that the Institute itself does not become in danger of acting against the letter or spirit of the relevant legislation and standards. Should the Section become aware that such an occurrence has taken place, or is about to take place, it should inform the President without delay. 6.3 Process Description Definition of Requirements 6.3.1 The Legal and Compliance Section

Will identify the requirement for a new document or the amendment of a current document

Will assign its creation/amendment to the relevant Section

Will give a target date for the (re) publication of the documents. 6.3.2 The Owning Section Head

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Will detail the scope and purpose of the document/amendment

Will assign the Author

Will produce a timetable to meet the target (re) publication date. Note - The author and owner may be the same person, providing this is not restricted by the Articles or by some other procedure or work instruction 6.4 Mandatory Document Requirements Each document must use the Institute Procedure Template and contain a unique identifier that is maintained throughout its life. Both can be obtained from the Institute Administration Office. The document must clearly indicate:

The Title indicating new or amendment

The author

Any Review Date

Issue Number and date

Issue State (Draft or Approved)

Approved documents must have an Authorising Signature. 6.5 Document Creation Once the need for a procedure and the requirements have been defined the following steps need to be taken

The author drafts the document, which will be marked and treated as DRAFT and will not at this stage be binding upon the Institute Members, Council or employees

The Owning Section conducts the first peer review of the document. Once they have reached agreement between themselves they require the author to submit the document to the Institute Administration office in order that the process for approval may be set in motion

The document will be emailed to all members of the Council by the Institute Administration office. There will be a not less than ten day consultation period in which they may make comments to the author. In this context, if a Council member does not make a comment on a particular document, that Council member is regarded as having raised no objection to it and as having proposed no amendment to it. Any changes proposed will be considered by the author for possible incorporation into the document

The author should address all comments made about the draft document and redraft it as he feels appropriate

The redrafted document should then be formally submitted for Council approval

6.6 Document Approval When a Procedure is placed before Council for approval, the Council may:-

adopt it as it stands adopt it with minor modification or require a redraft to be made

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The author will ensure that he is in a position to demonstrate to Council how any comments, which may have been made during the consultation period, have been addressed.

If approval is granted to the document, that decision will be formally minuted

If the Council requires minor amendments they may agree that approval is given on the undertaking by the author that these amendments will be made before the document is issued

In both cases, the document becomes valid and binding from the date of the Council acceptance, unless some other date in the future is specified within the document

If approval is refused by Council, the author should be asked to redraft the document for submission at a future Council meeting

Should Council Members be unable to agree on particular wording the final decision will rest with the Management Committee. Their decision should be made known to the next appropriate Council Meeting for the document to be approved by the President and so minuted

6.7 Document Publication and Storage Following the approval of the document at the Council Meeting, the Institute Administration Office will:

Mark the document as APPROVED and update the Change Record as appropriate

Move the Approved document to the Approved Folder on the Computer System

Place a copy on the Member’s area of the Institute website

Put a printed copy in the Procedures file (having that copy signed by the President at the earliest opportunity)

Inform Council members of the existence of the new or revised document The Document is then available to any new Members of Council or to any Member of the Institute as required. Paper copies of procedures issued should be stamped or marked as uncontrolled copies. 6.8 Document Periodic Review and Amendment All Institute procedural documents should be reviewed at least every 3 years, with a lesser period being possible should circumstances require it. The Administration Office will remind the Owning Section Section Head that one of his/her documents requires review. The Section Head will then check the document and recommend to the Management Section what is required: 6.8.1 Comprehensive Rewrite If a comprehensive rewrite is required then that rewrite will follow the same procedure as for a new document as described above. 6.8.2 Minor Amendments If minor amendment is needed, including the correction of spelling errors, then the document, once amended, may be submitted directly to Council for an e-mail review. If spelling or grammatical

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errors alone are to be corrected then formal approval of the revised document will not be required, the change sheet duly reflecting this. Should any substantive amendment be made, formal acceptance of the revised document will be required. 6.8.3 No Change If no change is made the document is expected to stand until its next review date In the event of any amendment being made to an Institute Procedure, the Institute Administration Office will annotate the document control register accordingly. 6.9 Obsolete Documents If an Institute procedure or other document is decided to be no longer necessary for whatever reason, then that document must be put before a a Council meeting and formally minuted to be cancelled and removed from circulation. Any copy retained by the Institute Administration Office must be clearly marked as obsolete with the date of the Council decision. Any copy on the web site will be deleted but an electronic and/or paper archive copy will be kept. 6.9.1 Institute Procedure Template The Institute Procedure Template is available from the Institute Administration Office. It will be provided to new Council Members with their copies of all the Institute Procedures. 6.9.2 Institute Procedure Review Template The Institute Procedure Review Template is available from the Institute Administration Office. It will be provided to new Council Members with their copies of all the Institute Procedures. 6.10 Compliance The Section will arrange for periodic evaluation of Institute processes and functions to ensure that

Any changes or amendments to governing legislation are addressed;

The operations of the Institute are being undertaken in accordance with the Institutes declared requirements;

The governing articles, policy and procedures are current;

The administration is appropriate for our responsibilities. 6.11 Elections and electoral process The Section Head will be advised by the Administration Office of the date(s) when any election required to be undertaken will fall due. The Section Head will provide a nominee, for Council’s approval. The nomination of the Election Scrutineer to conduct the count and validation of votes received. The person nominated will be appointed in writing.

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The Section Head in the first instance, or another Vice President or appointed member from Council will act as the Council representative at any vote count following a ballot called by the Institute. The Section Head will liaise with the Administration Office to agree:-

the venue for the count

the provision of the members list and any other materials for the Election Scrutineer

the secured retention of all ballot papers, nominal roll and any other election material that is associated to the process.

Any election will be conducted in accordance with the procedure and Constitution and the general principals of election conduct followed in the United Kingdom. 6.12 Considerations in situations involving Disciplinary matters Where any matter comes to the Institute’s notice where it may consider invoking its disciplinary procedures, but the matter is one that is the duty of a statutory or other regulatory body, then save for:-

recording the matter;

ensuring that the other body are engaged in dealing with the matter;

providing any material information that is in the Institute’s possession which can be shown is necessary to the third parties investigation and may be lawfully disclosed to that party

The Institutes procedure will be held sine die until either:-

the outcome of the other investigation or enquiry; or

the conducting of the Institute’s enquiry will in no way prejudice that other enquiry. Except in circumstances affecting the holder of that Office, the President, is normally the Final Appeal in relation to:-

the findings of disciplinary panels; or

the Council in exercise of its function as a disciplinary body of the Institute. for that reason, he/she should take no part in any enquiry into the matter complained of or which is deemed to require an enquiry by the Institute. If a complaint, information or report of a disciplinary nature is made directly to the president, he/she will pass the matter to the Section Head under whose remit it is situated. In the event of it being outwith any given remit, it will be the responsibility of the Section Head, Legal and Compliance. In any case where the matter is such that the Institute is likely to be called into disrepute, an appointee of Council will, in consultation with the Section Head overseeing, act as the spokesperson of the Institute to whom all enquiries for comment are to be made. The Section Head, Legal & Compliance will ensure that any enquiry authorised is conducted in accordance with the Institute’s policies and procedure appropriate to Officers, members, employees or persons undertaking work on behalf of the Institute, as the case may be.

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The Section Head will ensure that the Investigator of any disciplinary matter is provided with:-

the full details of the complaint, information or allegation

the disciplinary code and handbook

facilities to allow the Investigator to conduct the enquiry.

access to any necessary clerical support

information that may be required in the consideration of an enquiry. 6.13 Representation Regardless of their professional ability and standing, the members of the Legal and Procedural Section are not regarded by the Institute as expert in any particular field simply by virtue of their serving on this Section. The Institute will not make any implication to any third party that such expertise resides in a particular individual. Should the Institute be formally approached with a view to proposing an individual as an expert for whatever reason, it is wholly the responsibility of that individual to satisfy the person or organisation who makes the request as to their suitability.

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PROCEDURE 07 EDUCATION AND TRAINING

7.0 Education and Training Section

This area of the procedures is the remit of the Education and Training Section whose composition can be found in Part 1 7.1 Responsibilities This information is located in Part 1 7.2 Definitions of endorsement The Institute currently recognises two levels of endorsement: -

Compliant Status - based on the whole organisation but focused on ESA SQEP – it is aimed as a starting point for larger members who may conduct their own training but do not necessarily have a training function. Candidates would receive a certificate with Institute compliant status.

Endorsed Status – is the same as above, including training SQEP. Candidates would receive a certificate with an Institute endorsement.

7.3 Requirements The course provider is required to pay a fee with each endorsement application. This fee is non-returnable except under the most unusual of circumstances. A course provider wishing to withdraw his application and seeking to have the fee, or some part of it, returned to him must state his reasons for this return in writing to the Section Head of Education and Training. Successful applications for endorsement shall be valid for a period of 3 years from the date of endorsement, unless revoked at an earlier date in writing by the Institute. Course endorsement must be renewed every three years. This requires payment of any renewal fee specified by the Institute at that time, confirmation in writing that no major changes to the course of study have occurred, and an analysis of course attendance against those passing or failing since accreditation or the last renewal. Renewal may require an in-depth review of the course depending upon any changes to Institute requirements that may have happened in the interim The Institute reserves the right to review endorsed courses at any time to ensure that they remain at the appropriate standard. The course must be presented in a safe, responsible and professional manner, to the satisfaction of the Education and Training Section and in line with any legislative or regulatory requirements. The course provider should encourage attendees to join the Institute (using the discount scheme for successful passes where appropriate). The course advertising, syllabus and course notes must be well presented in a clear and concise manner to project a professional image and aid learning.

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The Education and Training Section must be satisfied that the course delivers the level of training the provider proposed. To achieve this, the provider should provide attendance and pass-rate statistic information with their renewal applications.

The websites belonging to course providers will include links to the Institute website. 7.4 Application Procedure Applicants seeking endorsement for their course(s) must contact the Institute. The Institute administration office will send an application pack to them including details and guidance for the application and the amount of any fee (see above). The applicant should return the completed application form with all the requested details of their course(s) and the course endorsement application fee. The application will be reviewed to ensure that it meets the requirements for being recognised as a relevant WOME training course by the Institute. By arrangement, Education and Training Section and/or Co-opted members may visit the course providers to discuss the course and its content if necessary to ensure that the course provider has suitable knowledge and experience to deliver the course(s). Education and Training Section and/or Co-opted members may attend courses or parts thereof, at no expense to the Institute, if necessary to ensure that the course covers the syllabus stated in the application. Once a course has been reviewed and approved, the Section Head will write to the course provider informing them of their successful application and detail guidelines for the use of the Institute’s name and logo. Should an application be unsuccessful, the Section Head will write to the course provider explaining the Education and Training Section’s decision and, where applicable, inviting them to re-apply once the concerns of the Education and Training Section have been addressed. Provided the resubmission is made within 6 months from the date of the rejection letter there will be no requirement to pay another application fee. 7.5 Section Process A panel of co-opted Institute members will carry out the assessment perhaps assisted by a paid independent expert. Any person involved in accreditation must be demonstrably independent of the course provider. Persons with expert knowledge of the particular specialism of the course should be involved and again the use of a paid expert is envisaged to carry out this endorsement. There will be an administration fee for an application to have courses endorsed. This fee is expected to cover the costs of processing the application(s) and a proportion of the likely travel and subsistence costs of those carrying out the endorsement. The fee will be set annually in advance and its amount will be published through the normal channels of the Institute. The fee will apply only when endorsement is sought of no more than five courses offered by a particular provider.

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Should a course provider seek endorsement of six or more courses at the same time, it is expected that the work done to endorse each individual course would have much in common and therefore the costs would not increase in line with the number of courses. The Section Head of Education and Training will agree the overall charge with the course provider before the work commences. The person or persons who carry out any necessary accreditation visit are expected to claim their costs for so doing from the Institute under the rules pertaining at the time governing the claiming of travel and subsistence costs. Course providers who successfully apply for endorsement of a course are entitled to use the phrase “Course endorsed by (Institute Logo)” or “Course compliant (Institute Logo)” as well as using the Institute logo on course material forming part of that course or in material advertising it. The Section will investigate any departure from this wording coming to their notice and request correction by the course provider. If this is not done within a reasonable timeframe, the endorsement shall be annulled and notice of that effect made in the Institute’s official journal. 7.6 Continuing Professional Development Successful attendance at a course endorsed by the Institute may count towards a Continuing Professional Development system or have Continuing Professional Development hours attributed to it. 7.7 Future of the Institute course The Institute does not currently intend to run courses. 7.8 Process following endorsement Courses, which are endorsed, are to be published on the Institute web site (with contact details and links to the course providers’ web sites) and through the Institute Journal at the first opportunity. The Institute shall make annual enquiries to holders of endorsed courses to ensure that changes affecting the endorsement are notified to the Institute. Individuals who pass a suitable course, which has been endorsed by the Institute, may be entitled to a 50% discount on their application fee for membership of the Institute 7.9 Intellectual Property Rights The Institute will sign a confidentiality agreement if requested to do so by the course provider, which is intended to protect the providers intellectual property rights. 7.10 Accreditations Accreditation is under consideration by the Section and presently the Institute does not offer an avenue for any accreditation process.

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7.11 Careers Enquiry The Institute can receive requests from careers offices for employment opportunity/training course information regarding the explosives profession. In such cases the Administration Office will respond to the specific enquiry answering the specific questions posed. The Administration Office can provide a copy of the latest available Journal if it is felt the enquiry merits its inclusion with the reply. The Administration Office can consult with the appropriate Council or Institute Member(s) who work in the specific field covered by the enquiry should it be necessary. 7.11.1 Replying to an Enquiry - Once it has been determined that the enquiry is serious and does

not appear to present a security problem, then the Institute administration office will respond to the specific enquiry, consulting with the appropriate Council member(s) who can provide the specific information requested. A standard reply is not appropriate for enquiries of this type.

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PROCEDURE 08 MARKETING AND EVENTS

8.0 The Marketing and Events Section This area of the procedures is the remit of the Marketing and Events Section whose composition can be found in Part 1 8.1 Purpose and Terms Of Reference This information is located in Part 1 8.2 Requirements of the Section 8.2.1 AGM and Conference The Marketing and Events Section organises the Annual Conference and any further seminars, networking events or conferences on behalf of the Council. The Section is to organise the venue, arrange for speakers and advertising, ensure that formal proceedings are published, run the event on the day, ensure that the budget for the event is not breached, ensure that all monies due to the Institute are received and disbursed properly. 8.2.2 Awards The Marketing and Events Section is responsible to Council for the Awards Procedure including the provision of recommendations to Council following nominations received. The Section Head will ensure that appropriately qualified members of the Council and/or membership review all recommendations and nominations for the presentation of Awards. Responsibilities for Awards are vested in:

The Marketing and Events Section for all UK sponsored awards, and for the organisation of all the awards to be presented at the AGM.

The Institute Administration Office for the provision of all the financial, hardware, prizes, trophies, preparation and entry on to the rolls of honour.

The Journal Editor for the editorial and photographic aspects of the awards that are reported in the Institute's Journal.

8.2.3 Journal The Marketing and Events Section is responsible for the production of the quarterly Journal, an attractive prestigious publication for professional and public distribution. Content is to include, as far as is practicable, articles covering all aspects of the explosives profession represented by the Institute. The Section is authorised by Council to negotiate directly with the journal Publisher in all matters regarding Editorial and advertising content, style, layout and other technical and production matters.

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The Section is responsible for maintaining the high quality of the journal. 8.2.4 Website and Social Media The website and social media applications provides information and promotion to the wider community and interested parties, providing information on membership and the wider aspirations and collaborations that the Institute is involved in. In addition the website and social media applications also provides a function for members providing them with specific information on jobs, events and other activities of the institute that are important to them. 8.2.5 Library The Marketing and Events Section with the assistance of the Institute administration office are responsible for the maintaining and updating the Institute Library, together with monitoring all publications loaned to members. The Marketing and Events Section will also be responsible for the procurement of new publications and the production of book reviews for publishing in the Journal and on the Institute website. 8.3 Events Introduction Seminars, Conferences and Continuous Professional Development visits provide a means for the Institute to influence and focus attention upon specific topics likely to be of interest to the professional explosives engineering community. They are an important source of additional finance for the Institute Whilst seminars/conferences can be seen as being educational in intent, they also provide an important forum for discussion and opportunity for individuals and companies to present the following to a wide audience:

research, topics and designs

products, both hardware and software

opinions

safety and legislative matters The delegates can gain much value from the resultant peer group discussion and professional criticism. Careful distinction should be drawn between a purely educational course and a Seminar or Conference, which is, or should have, a very much wider ranging intention and scope. Continuous Professional Development events other than the annual conference will typically respond to the membership. E.g. where members seek more information or have a topic of interest. The Marketing Section will fund such events 8.4 Proposals and Approval

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Ideas for seminars/conferences may come from outside, or within the Institute. All proposals must be in writing submitted through the Administration office for consideration by the Marketing and Events Section. Upon receipt of a proposal, the Marketing and Events Section will consider its merits from a financial, technical and personal development standpoint, and at the same time, taking account of the wider benefits for the Institute. The Marketing and Events Section must arrive at a decision whether positive or negative, identify a lead for the event and notify the proposer in a timely manner. If the decision by the Marketing and Events Section is to go ahead with the proposal, the Marketing and Events Section will decide who should manage the event; this may include people seconded to the marketing and events Section for this event. Such a person must be willing and able to undertake the necessary duties. The Marketing and Events Section will advise Council of agreed events by way of the Marketing report. The nominated person will be formally notified that he is the Event Manager by the Institute administration office. 8.5 Financial Arrangements for events On agreement of the event from the Marketing and Events Section, funding will be allocated for sole use in connection with the event. All monies received should be made payable to the Institute, and the Institute will pay its agreed share of any relevant bills and fees. Where it is possible incoming payments for events should be via the Institute’s website. 8.6 Organisation of the event Where the event is proposed by a member to meet a functional or geographic need for a small group then the individual will be expected to lead the organisation with support from the marketing team. Such events will usually be Continuing Professional Development visits/talks. Funding may be made available to provide refreshments for such events. For large formal conferences and symposiums the Event Manager and the Marketing and Events Section will agree a suitable venue, date, duration and format. If in collaboration with another organisation or site, a contract will be set up and copies kept in accordance with the Institutes financial procedures.

A listing of likely interested individuals and organisations should be drawn up, and an announcement and call for papers arranged. This may be by means of a mail shot and by advertising in the Institute Journal, website, social media and links from partners’ websites.

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The venue for the event must be booked and discussion with the venue managers should take place to ensure that all facilities such as visual aids, conference hall, accommodation, security etc, are adequate for the type of conference and likely attendance numbers to be expected.

As the returns from the first announcement begin to come back, a database should be opened to deal with contact details and correspondence from intending delegates and especially, information on presenting authors and exhibitors. All authors should submit an abstract and biography.

The abstracts from presenting authors should be placed before the Marketing and Events Section for scrutiny and assessment. The final choice must rest with the Marketing and Events Section Head.

Selection of papers is made on the basis of attributes such as high general interest, technical merit and relevance to theme of Seminar/Conference etc.

The final list of selected papers will be given to the Section head of the Marketing and Events Section who will notify the chosen authors and at the same time request a full and final manuscript by a specified date.

After the full and final manuscripts have been returned, the Institute administration office will produce the programme. This will give the precise running order and timing of the presentations. Any manuscripts not being returned by the specified date will be deleted from the programme.

The programme will then be made up into the Conference/Seminar brochure which will contain:

Full details of the dates

Venue

Joining instructions

Hotels

Registration form The brochure and registration form should be sent to all delegates who have returned an expression of interest from the original first announcement.

It is important that firm delegate bookings are obtained with payments in good time before the beginning of the event. Financial penalties should be rigidly fixed and adhered to for late bookings and cancellations. Places cannot be guaranteed unless booked in advance.

A running list of delegates should be maintained several days before the event is due to take place. At this point the list should be finalised for printing and a sufficient number of copies be produced to supply all delegates.

Once the brochure and registration forms have been sent out, the Seminar/Conference proceedings should be compiled and a sufficient number of copies printed to be available to

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all delegates who attend and also for persons wishing to purchase a copy without attending. Copies will also be included so that the Institute Library can hold a sufficient stock for reference purposes.

8.7 The Seminar/Conference 8.7.1 Registration Before the opening of the proceedings, all delegates must be asked to register. At this time each delegate will be issued with an identification badge, a copy of the printed proceedings, a feedback form, plus any other necessary information. 8.7.2 Opening The event will be opened by a Section Head, usually from the Marketing and Events Section, who will include any additional observations on administrative points of general interest and also draw attention to special aspects such as security and fire procedures that may not be included in the printed information. 8.7.3 The Proceeding After an opening address, which will be given by either the Guest Speaker or the Section Head, the Section Head and Institute administration office have full responsibility for the floor/stage/forum, keeping speakers to time and handling the allocation of questions. Any last minute alterations to the programme must be referred to the Section Head, and if possible, discussed before the change is carried out. It is the responsibility of the Section Head to make sure any presenting speakers are supplied with the facilities they require, and, as much as possible, freed from routine administrative problems. Speakers should be required to ensure that they are rehearsed and ready to start on time. 8.7.4 Closure A good ending to a Seminar/Conference is as important as a good beginning. In winding up the proceedings, the Section Head must endeavour to ensure that the theme of the event is accurately summarised and all outstanding queries answered satisfactorily. If some presenters have promised further information to delegates, or answers to certain questions deferred against a requirement of greater clarification, then all relevant information such as addresses, telephone numbers, business cards, etc., must be carefully noted in order that administration follow-up is efficiently carried out. All delegates should be able to leave the conference with confidence that their interests have been properly managed and that they have received value for money in terms of content. Discontented delegates are unlikely to return for future events.

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The Section Head should request all feedback forms are completed by delegates and handed in at the Registration Desk. In addition Continuing Professional Development Certificates (where appropriate) will also be ready for collection upon the conclusion of the event from the Registration Desk. 8.8 Post Conference After the event, the Section Head will ensure that follow on activities such as those above, are carried out without undue delay and that all income and expenditure for the Seminar/Conference has been correctly and accurately accounted. Any creditors who, at this stage, have still not submitted invoices should be requested to do so as soon as possible. Outstanding invoices should be dealt with in a timely manner, so that a correct and final account can be produced for presentation to Council. The Section Head will be responsible for reporting the Proceedings and presenting the accounts to the Marketing and Events Section. The Marketing and Events Section will discuss the report and accounts of the Seminar/Conference Proceedings, together with collating and reviewing all feedback received from delegates, and make a final report to Council upon the overall outcome in terms of benefits (financial and other) to the Institute. The final report to Council will normally be summarised by the Section Head of the Marketing and Events Section for inclusion in the next issue of "Explosives Engineering", uploading to the Institute website and social media. 8.9 Finance The Section Head is to submit a budget for the conference to the Finance Director prior to each financial year. The Section Head is to provide costs to Council to determine the Journal Subscription costs. The costs will include but are not exclusive to the following: -

The remuneration for the Editor

The contractual cost to the Publisher The Section Head is responsible for authorising payments against the Journal budget, and for ensuring the journal's financial viability within the agreed budget. 8.10 Institute Journal 8.10.1 Content

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The Editor is responsible for the content of the Journal. He/she is to comply with the policies of the Institute, but he/she has editorial freedom in selection of articles. The Journal is to remain fresh and respond to member’s demands with a variety of content for example:

Institute News sections with information on Council matters.

Technically oriented papers.

Reprint articles of interest from organisations that have a relationship with the Institute or have a relevance to the membership.

Explosives industry news

Information received from the Health and Safety Executive, and other matters of legal significance

'Letters to the Editor'

'Future Events'

And other material selected at the Editor's discretion 8.10.2 Distribution All members of the Institute who have paid their annual membership subscription, except students, will receive a copy of each issue without charge. The Journal will also be available to members through the Institute website. Students will have access to the on-line version via the Institute website. Subscription or complimentary copies of the journal may be sent to external bodies and individuals. The list of such subscribers may include, but not necessarily be limited to, the following:

Professional bodies with whom the Institute maintains links at home or overseas

Educational establishments associated with the explosives industry

Appropriate government departments

Non-member subscribers Distribution should be regularly reviewed by the Section to ensure that external copies are reaching intended recipients. 8.11 Publication The head for Marketing and Events is responsible for the publication of the Journal and in that respect will have arrangements made to contract to the Institute suitable persons or company to undertake –

The role of Journal editor

The publisher of the Journal 8.11.1 Requirements of the Editor The Editor of the Journal is required

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To formulate and agree with the publisher and Marketing and Events Section Head, an Editorial policy covering such matters as content, design, and copy dates

To solicit, commission or otherwise obtain for publication articles of varied and topical interest to members of the Institute

To select and to edit, at his/her discretion and subject to the policies of the Institute for the time being in force, all material sent for publication

To provide direction for the use of such devices as headlines, sub-heads, lead-ins and lift-outs

To ensure, as far as he/she is able, that copyright and libel laws are not breached and that any copyright or picture fees are paid

To liaise with the Section Head on all matters, with special regard to keeping within any agreed budget

The Editor is entitled to claim expenses on the same basis as elected Council members, with these expenses being paid from the journal budget

The Institute may, upon request, and at Council's absolute discretion, loan the Editor such office equipment as he/she may require for the performance of his/her duties. Any such equipment will remain the property of the Institute

8.11.2 Requirements of the Publisher The Publisher of the Journal is required

To formulate and agree with the editor and Marketing and Events Section, an editorial policy covering such matters as issue frequency, content, design, and copy dates

To receive copy from the editor in an agreed form and to an agreed timescale, to typeset the material and produce at least one complete set of proofs for checking by the editor

To make any editorial amendments detailed on the returned proofs, and then to produce the agreed number of printed copies of the journal

To seek and sell advertising for the journal and to retain a percentage of the income in accordance with the contract issued by the Institute

To formulate and agree with the editor and the Section Head Marketing and Events an advertising policy

To liaise with the editor to an agreed timescale the amount of advertising space available in each edition

To liaise with the publisher and advertisers over the format and proofing of all adverts 8.11.3 Appointment and Cessation of Appointment of Editor and Publisher

The appointment of the Editor and Publisher will be subject to a written contract which will contain the terms of the appointment, the period of any appointment and the process for the ending of any contract at other than the time of its scheduled renewal.

8.12 Web Site - Financial Arrangements The cost will be broken down into

Hosting costs - that is the cost of the website sitting on a physical server and the continued ownership of any web domains that the institute owns

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Development and design costs and maintenance - which will be contracted out to a suitable individual with an appropriate budget set by the Finance Director for the work

8.12.1 Technical Specification for the Website The website will be hosted via an appropriate server and backups will be taken and stored by either manual or automatic means. 8.12.2 Webmaster The site design will be overseen by the Webmaster, who will be selected by the Marketing and Events Section, with their appointment agreed by council. The design and maintenance of the website will be delivered contractually by the Webmaster and/or the Institute. The day to day updating and corrections of the site will be carried out by the Administration Office. 8.12.3 Security The Institute website will be open to all who wish to view it, with a portion of the website for members use only, and which will be secured by way of a login and password. The process for obtaining this will by use of the website registration process. A further level of security for the updating of information and maintenance of the website will be by the use of a password that will be made available to the Webmaster, designated members of council and the Institute administration office. 8.12.4 Copyright All materials on the Institute’s website, unless otherwise noted, will be copyright to the Institute. 8.13 Social Media [For Section development] 8.14 Awards The Institute individually or in association with the Explosives Engineers Educational and Research Trust offers a number of annual awards in appreciation of the standards obtained in a number of allied educational, research and development areas. The awards available are:

Harold Swinnerton Award

Editor’s Award

Rosenthal Silver Salver

The Institute Presidents Award 8.14.1 General The Awards Roll of Honour are the record of all award winners and must be:

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Kept up-to-date, as at the AGM

Visibly displayed both at the awarding AGM in such a manner as to give the recipients and their sponsors due appreciation.

8.14.1.1 Liaison with the Trust. The President, the Trust Liaison Officer and the Institute Administration Office should put in place and keep up-to-date agreements on funding for awards, prizes and trophies.

8.14.1.2 Awards for External Qualifications The Institute will sponsor awards for specific Educational or Training events. The Marketing and Events section head has discretion to fund such awards where a mutual benefit exists between the Institute and the Educational institution.

8.14.2 Harold Swinnerton Award This award was created as a gesture to Harold Swinnerton who died in 1983, to recognise his contribution to the starting up of the Institute and the move towards professionalism of the Explosives Engineer. It was first awarded to his wife, Mrs. Ivy Swinnerton as a posthumous award to her late husband in 1984. The Institute's Award in memory of Harold A Swinnerton FIExpE, may be awarded to the person who has done most to further the interests of the Institute in the time under consideration. The award is for "services to the industry" and is not restricted to Institute Members or Council Members. Any member of the Institute may make a nomination for the Harold Swinnerton Award. The Marketing and Events Section may award the trophy and prize annually on consideration of those nominated to it (in confidence) by any member. 8.14.3 Editor’s Award Awarded for the Best Article in the calendar year prior to the AGM. The Editor of “Explosives Engineering” will make the decision on the best article. 8.14.4 Rosenthal Silver Salver

Awarded by the Marketing and Events Committee in recognition of support to the Institute, available to members and non members. 8.14.5 Institute President’s Award Presented to an individual either an Institute member or non-member at the sole discretion of the current President If awarded, such prizes are presented by the President at the Annual General Meeting. 8.14.6 The Ammunition Technical Officer Ammunition Design Project Trophy This Trophy is to be awarded annually to the syndicate that is assessed as having completed the best Ammunition Design Project during the academic phase of instruction on the Ammunition Technical

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Officer (ATO) course at the Defence Academy. This phase of the ATO course concludes with submission of a formal report and delivery of a presentation by each syndicate, prior to students departing for the remainder of the course at the Defence Explosives, Munitions & Search school. The projects undertaken are sponsored by a range of Defence and Commercial organisations /companies or individuals, and mentored throughout by Defence Academy academic staff. The assessment of these projects for the trophy will be completed by the Academy academic staff under the direction of the SO1 Explosive Ordnance Engineering (Ammunition & Counter-Improvised Explosive Devices) who will, as a result of these assessments, recommend to The Institute which syndicate is to receive the trophy. The trophy will be presented by President of the Institute, or nominated representative, after the syndicate project presentations have been completed. The trophy will be returned after the event to SO1 EOE (A & C-IED) who will arrange for its secure display until the following years’ presentation. In addition to the Award of the trophy each member of the winning syndicate will receive a prize comprising of an Institute engraved glass paperweight. 8.15 Civil Honours

A member of the Institute who is considered worthy may be proposed to Council by a member for civil recognition of services to the Institute or the industry. The sponsor of the application should make a considered case to Council for its deliberation and due vote on the issue. Voting on the conferral by Council should be unanimous whereupon the President should make official application through the appropriate channels. 8.16 Nomination Process - A member wishing to nominate an individual for an award must send the nomination to Administration Office by completing the Institute’s Award Nomination Form. The nomination is to arrive at the Administration office no later than 31st January immediately prior to the AGM at which the award will be presented. 8.17 Institute Library The purpose of the library is to:

Retain a single copy of publications we recommend to our members as reading material, not least so we can provide comment and assistance where required and mark exam papers fairly and on a level basis

Keep a set of reference books to aid those members of Council, and other Members, who may be required to answer queries on behalf of the Institute

Ensure that the Institute can be seen as a pre-eminent and trusted source of, or a first port of call for, information on explosives matters

8.17.1 Library Responsibilities The Marketing and Events Section is responsible for the running of the Institute Library.

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The Institute Administration Office is responsible for keeping the Institute’s Reading List up to date. The Administration Office is responsible for:

Cataloguing the publications held and publishing it on the Institute website as the Library List

Seeking recommendations from Sections and Members for new books, papers or periodicals

Submitting the Reading List, Library List and requests for publications to the Marketing and Events Section

Submitting requests for funding to procure and maintain the authorised publications

Maintaining the review programme for all books, papers and periodicals

Disposing of outdated publications in a suitable manner

Holding all publications

Making payments for new and updated publications

Recording the usage of publications

Ensuring that publications loaned to Members or exam setters are returned in a timely manner

Ensuring suitable recompense for publications lost or damaged during any loan period 8.17.2 Requirements The Marketing and Events Section:

Will ensure that the Institute Reading List and Library List are kept up to date by the Institute administration office

Will scrutinise requests for new purchases

Will ensure that sufficient funds are made available for the purchase of approved new titles

Will make bids on the Trust when appropriate to purchase educational publications The Institute Administration Office:

Will catalogue the publications held and publish it on the Institute’s website

Will encourage the Institute Sections and Members to identify potential additions to the Reading List and Library List on a continuous basis

Will identify on the Library Lists publications that are rare or expensive and cannot be loaned away from the Library

Will review the Reading List annually, ensuring that any new publications are considered and that those already held incorporate all amendments to date

Will submit the Reading List and Library List to the Marketing and Events Section

Will prepare or obtain a synopsis/book review of any intended purchase for consideration by the Marketing and Events Section

Will ensure that the purchase of the publication if the purchase is approved

Will ensure that the book review is published in the Journal and on the website

Will dispose of outdated publications in a suitable manner

Will store the publications as a Reference Library

Will manage the use of publications from the Reference Library, ensuring that any loans are returned promptly. The Institute administration office will have the right to refuse the loan of particularly expensive or rare publications

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Will manage the monetary transactions required to compensate for lost or damaged loaned publications

Will ensure that any publications that are acquired in electronic format are copied to the Members’ Area of the website, subject to copyright approval via the author or publisher

Book Reviews Each publication must be reviewed in the Journal in order to promote its use by the membership as a reference document for the individuals’ own library or for students to obtain for their studies. The review is to include at least the following: A synopsis of the publication’s content.

The title

The ISBN or other identification

The price at time of writing

The source from which it was procured Terms of Loan for Publications Publications will only be lent to current members of the Institute. A maximum of 3 publications may be borrowed at any one time. Publications may be borrowed for a period of up to one month, unless the Administration Office agrees a longer period. Technical Publications can be very expensive to procure and may be very difficult to replace. At the beginning of the loan period the borrower will be required to give assurance to the Institute administration office that in the event of loss or damage to the publication the Member will be prepared to fund the replacement of the borrowed item. Publications should either be returned in person or sent by a “Signed for” delivery service (e.g. Royal Mail “Special Delivery” or courier). Packages should be insured to cover replacement cost of the publication(s). Publications must be returned by the agreed date otherwise the following sanctions will be imposed:

Reminder (1 week after the agreed date)

Final reminder (2 weeks after the agreed date)

The borrower will be liable for the cost of replacement of the publication (4 weeks after the agreed date)

An agreement between the borrower and the Institute will be made for each loan. 8.18 Marketing Approval

The Section oversees the implementing of the Institute’s corporate approach in relation to the materials it produces, has produced for it, or any items marketed in its name. To ensure a uniform approach is maintained any person who wishes to -

Obtain any display boards or banners

Posters or leaflets

Promotional materials (pens, pads, lanyards etc)

Equipment that is to bear the Institute logo

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must first submit the details, including any draft artwork, for marketing approval.

No orders must be placed, or contracts agreed without the material or articles having received marketing approval.

Once an item has received marketing approval its re-order or production does not require further presentation for approving unless there is a change in item as approved.

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PROCEDURE 09 AFFILIATIONS

9.0 Affiliations

9.1 Affiliations Section This area of the procedures is the remit of the Affiliations Section whose membership composition can be found in Part 1 9.2 Affiliations

The Section will develop and co-ordinate the Institutes affiliations with and to other bodies and organisations which the Institute –

9.2.1 has entered into arrangements with for their common benefit or interests on a permanent, contracted or renewable basis;

9.2.2 determines that the creation of such an arrangement will be in accord with the Institutes aims and objectives.

9.2.3 The Section will be responsible for the following

Assisting and collaborating with other professional bodies, including the Engineering Council, in order that the Institute is appropriately represented and its voice heard

Ensuring that appropriate account of legislative and standards work done by other bodies is accurately reflected in the Institute’s position so that the Institute is not unnecessarily isolated from its European equivalent organisations

Collaborating with Institute Representatives to EUExCert, EUExCert Association UK and the UK Standards Setting Body for Explosive Munitions and Search Occupations with regard to National Occupational Standards

Providing expert input and advice upon request to Institute training courses and examinations, to the Education and Training and the Membership Sections and to any other Section which might reasonably seek it

9.2.4 Members of the Section may act on behalf of the Institute on affiliated bodies and organisations, including holding office within those affiliates.

9.2.4.1 Where a member of the Section holds or is to hold an office within an affiliate:-

that fact must be reported to Council;

due consideration must be given to the issue of conflict of interest.