CUSAGC Club Policy Document

As it Stands

  1. The Document
  1. This document is intended to be a record of decisions made by the committee, so as to alleviate the  need  for a fresh decision on each occasion and permit consistency and clarity.
  2. It shall be the responsibility of the secretary on behalf of the committee to update this document, and it may only be altered to reflect a majority decision at a quorate committee meeting.
  3. It shall conform to relevant rules laid down by the Scout Association and Girlguiding UK, and also to Student Scout and Guide Organisation (SSAGO) policy documents.  It is  not  an  exhaustive  précis  of  Policy,  Organisation  and  Rules (POR),  but  seeks  to highlight certain key issues.
  4. It is not intended to duplicate or contradict the club constitution nor shall it cover areas best covered by the constitution.  In any case the constitution shall take precedence.

  1. Membership
  1. The SSAGO membership term is January to January, however members joining in the Michaelmas term are covered as SSAGO members through a period of grace allowed by SSAGO. The same applies for the period between a member joining and the membership return being sent off to SSAGO.
  2. All members must be SSAGO members.
  3. An individual is deemed to be a member of CUSAGC once the following have been received:
  1. Membership form
  2. Payment
  3. inTouch and medical information
  4. OH form and relevant identification checked or current disclosure seen
  1. If a DBS/CRB disclosure is returned with convictions SSAGO policy is followed.
  1. Membership fees shall be set as £16 per annum for both new and renewal membership.
  2. Membership confers the right to a paper copy of each issue of Sky Blue, the use of club equipment, and insurance via SSAGO for liability, possessions and personal injury whilst participating in an organised event in accordance with the articles set out below and SSAGO policy.
  3. Membership is a requirement for anyone attending a trip or event organised under the auspices of Adventurous Activities.
  4. Non-members are liable to an increased activity fee (at the activity organisers discretion) of 33% up to a maximum increase of £5.

  1. Lunches
  1. Lunches shall be charged at £1.50, excepting punt lunches, which shall be charged at £2.50, and the first lunch of any individual, which shall be free.
  2. Lunches are independent of club funds, however a claim may be made by any individual running a lunch who makes a loss. Additionally any lunch profit should be added to club funds.
  3. Losses claimed for must follow the common sense activity budget guidelines set out below.
  4. A claim against uneaten food will not normally be supported as this can be eaten by the lunch host. In the event that this is unreasonable (for example, a vegetarian had bought meat for lunch) then the claim will be considered by the committee at a meeting of the committee.

  1. Club Property
  1. Keys to the club equipment stores are held by the Quartermaster and the Chairman. A deputy may be appointed by agreement of both to fulfill the role when either is absent.
  2. The Quartermaster has overall responsiblity for stores and should be informed of any access.
  3. Subject to provisions in the subsequent articles in this section, members may borrow items of the club equipment free of charge for their own personal use.
  4. Personal use may include use for a dependent group. Such a group would be one where the member is acting in the capacity of Leader or similar, and where the group cannot be considered to consist of peers of the member. The member would be expected to be acting in a service capacity, and the equipment provided used for group benefit rather than individual benefit. For example borrowing a tent to use as a store tent for a Scout/Guide camp would be acceptable, where borrowing a set of crampons would not. This is still subject to the conditions in Point l. The decision as to whether these conditions are satisfied rests with the Quartermaster and Chair jointly.
  5. Any damage must be reported to the Quartermaster upon return of the item, and members may be liable for costs. However, each such case must be considered by the committee on its own merits, and it is not expected that members will be charged for damage which arises during sensible use, and is deemed to be caused by accident, a third party or wear and tear.
  6. Without the explicit  permission  of  the  Quartermaster, non-reusable items, such  as Nikwax, gas and other fuels and food, shall not be available to be borrowed, except on official CUSAGC activities.
  7. The Service Account will be charged a standard service fee for Forward and Marathon of £70 to cover the cost of consumables and non consumable items including printing.
  8. The climbing kit may be borrowed for use by members, either on an official trip or otherwise, however there must be a charge associated with this which will go to general funds. The suggested rate is £1 per person per day at the discretion of the Quartermaster.
  9. Groups containing both members and non-members may borrow kit for the explicit use of non-members (i.e. individual items such as crampons, rather than group items such as maps), subject to it being supervised by a member present for the activity. Such use will attract a charge of £1 per item per day, or part thereof, of hire.        Some items, at the decision of the committee, may be loaned to non-member groups without a member present, which will attract a charge of £2.50 per item per day, or part thereof, of hire; however in such a circumstance the group is responsible with the Quartermaster acting upon their behalf to check for damage and collect fees. A damage declaration form, detailing the kit borrowed and the duty to maintain it, must be signed by the non-members and the Quartermaster. The definition of an item is at the discretion of the quartermaster, subject to a level of consistency being maintained: as a guide a pair of crampons would constitute an item.
  10. Non-members (or the adult in charge of the group should the group contain under 18s) should be aware that, in the event of negligent use, they will be liable for the full cost of any replacement or repair the committee deems necessary after use of the equipment.
  11. All requests to borrow kit must be in submitted in writing (letter or e-mail), and full detail, to the Quartermaster at least 48 hours in advance of the kit being needed although short notice cannot guarantee kit hire,
  12. Deposits: Any individual hiring any combination of items which exceeds one of the following:
  1. more than 2 tents and/or
  2. more than 4 ‘high’ value items (stoves, lamps, shelters, first aid kits, climbing equipment) and/or
  3. more than 8 ‘low’ value items (maps, water carriers)

Regardless of the capacity in which they are hiring the equipment, shall require approval from both the QM and chair and will be liable for a deposit of half the hire fee (where applicable) or £5 per item for category i., £2.50 for category ii and £1 for category iii. A minimum of 72 hours’ notice is required in term/5 days out of term. The definitions of items are not explicit and are applied at the discretion of the QM.

  1. In order to be classed as a member for the purposes of the above articles, all administrative  matters relating to membership must be completed in advance of the activity for which the kit is required.
  2. The decision of the QM, in consultation with the Chair is (and committee where applicable) is final, and the club reserves the right to refuse equipment hire even where the conditions above are met.
  3. CUSAGC owns a laser printer and expenses for replacement toner (not cartridges) and replacement kill chips have been approved on an ongoing basis, to be funded by the general account as long as the printer is used sensibly (black and white and low quality where acceptable).

  1. Activities
  1. A risk assessment must be completed or an existing risk assessment reviewed.
  1. The first stage should be deciding if there is any particular hazard(s) specific to the activity.
  2. A risk assessment template is available on the CUSAGC website and is held by the AAC.
  3. Risk assessments for common CUSAGC activities are held by the AAC.
  4. Many preliminary risk assessments are available for the Scout Association.
  5. Risk assessments need not be exhaustive, but must show evaluation and mitigation of likely risks.
  1. If any participant is under the age of 18 then a notification must be made to SSAGO.
  2. InTouch
  1. Relevant details are held securely and centrally by the committee.
  2. CUSAGC Events in Cambridge
  1. In the event of an emergency, a member of the committee will go and find the emergency contact details and information from the Google Docs spreadsheet. If a member of the committee is not present, or a computer is not available, another member of the committee will be contacted by phone to obtain the information, starting with the chair (see point 10f).
  1. CUSAGC Events in the Region of Cambridge
  1. Including Hikes, Service events etc.
  2. As for events in Cambridge, if a suitable committee member is remaining in Cambridge.
  1. If not (e.g. service events), it is the event organiser's responsibility to have a copy of the InTouch information.
  1. CUSAGC Events Away from Cambridge and/or Out of Term
  1. It is the event organiser's responsibility to have a copy of the InTouch                 information with them.
  2. This applies to travel to and from national events for all participants regardless of method of travel and group size.
  1. In case of an emergency the procedure in section 7 should be followed.
  1. Adventurous Activities
  1. An activity is classed as adventurous if classed as such by the Scout Association or SSAGO.
  2. Any member organising an adventurous activity should follow the set procedure detailed by the Scout Association available on their website.
  3. Notifications must be made at least 3 days before the activity takes place.
  4. All adult participants should be made aware of the risks of an activity and should sign a disclaimer. A template is held by the AAC.
  1. Trips Away
  1. All relevant articles apply except notification where:
  1. Notification must be made to SSAGO at lease 7 days in advance.
  2. This is in addition to any Adventurous Activities notification, which may be made at the same time
  1. The responsibility for national events lies with the hosting club except for during travel.
  1. Banned Activities
  1. Event organisers should take note of the list of banned activities provided by SSAGO which combines activities banned by both the Scout Association and Girlguiding UK.
  2. Banned activities may not be run within CUSAGC. This includes:
  1. As “a group of friends”
  2. As “a mystery evening”
  3. While disguised
  4. While wearing another SSAGO club’s necker.
  1. Activity budgeting
  1. Before any activity proposed to be run through the club accounts a budget must be prepared and approved by the treasurer or a representative.
  2. The organiser is responsible for ensuring no loss it made
  1. The budget must be followed
  2. All foreseeable costs accounted for
  1. In the event of a loss the organiser must attempt to recover the excess costs from the participants. If this is not possible, or a loss was made due to a drop out who will not pay then the organiser can request the committee to consider reimbursing the organiser for any out of pocket expenses at a meeting of the committee.
  2. Longstanding and regular activities, such as lunch, formals and similar can be covered by a “common sense” budget. For example only book enough tickets for a formal as people who sign up for it.
  3. If service events make a profit the profit can be used within reason to buy new items of kit (if they are required). IF you have been approved to spend service events’ profits on kit such as tents, the Kit suggestions will be REQUIRED to be put before a committee meeting before being purchased. You are NOT allowed to spend more than the profit made by the service events it will be used on!
  4. All Requests for funding must be put before the committee. All requests for funding will be put on the next committee meeting minutes to discuss whether the Item approved has been bought or if it requires further discussion or approval.

  1.  Large Scale / Service Events
  1. POR rule 9.1e states “For special events and activities approval must be granted by a County, Regional or Chief Commissioner, as appropriate.”
  2. POR rule 9.6 sets out the rules for running large scale events (100 or more participants): this includes informing commissioners in writing at least two months before the event, with specific information about the event.
  3. If the club is running/helping with events for members of Girlguiding UK the Guiding manual must be followed.

  1. Accident and Incident Reporting
  1. In the event of any injury, fatality or damage to third party property, no admission of liability must be made unless advised by the Scout Association.
  2. The accident reporter should be the event organiser where possible, or another responsible person acting on their behalf.
  3. The following procedure should be followed for: an accident which does not involve serious injury, persons at risk, a fatality or a situation that will attract media interest. The CUSAGC Chair is contactable on the CUSAGC number (see point 10f.)

  1. The following procedure should be used for an accident that does involve serious injury, persons seriously at risk, a fatality or a situation that will attract media attention.

  1. In these scenarios the role of the Chairman is to act as an intermediary between next of kin and the activity. Next of kin should contact the Chairman and not the activity leader, and the Chairman will pass on any information from the activity to next of kin. The CUSAGC chair is contactable on the CUSAGC number (see point 10f).
  1. In the event of the Chairman not being available a deputy will be appointed in advance to act in the capacity of a home contact.

  1.  Data Handling/Protection
  1. Data held by the club must be held in accordance with the Data Protection Act.  This means that data held must be accurate; adequate, but not excessive for the purpose; not passed on to the third parties (without consent), and must not pass into a country with lesser data protection laws than the country in which the data was taken (e.g. the EU and USA are acceptable).
  2. The secretary is responsible for ensuring all the membership entries  meet  these requirements. Each member is responsible for ensuring any data they collect on the club’s behalf also meets these requirements.
  3. All forms requesting such data (be they for membership, trip applications, external applications  to participate in our service events or other purposes) must involve a statement soliciting the  applicant’s permission for us to hold the data and process it. This must include an explanation of what the data will be used for and how long it will be kept.
  4. Health forms and AGIAA declarations are kept for 1 year after the end of the trip they were obtained for, however members’ information is retained for up to 1 year after their membership lapses.
  5. All committee members are allowed access to data held by the club.
  1. Access to data requires club membership, which in turn requires a clear DBS/CRB. This is specifically relevant in a situation where a non-committee member is acting on behalf of the Chairman as a home contact.
  1. The following details may be passed to the SSAGO Executive, and the collection forms for this data should state so: Contact details of the members of the CUSAGC committee, basic demographics for the club, the DBS/CRB status (including disclosure number and date) of all members, the names and genders of all members, and their affiliation status to TSA or GGUK, as well as their student/affiliate status. Other data will be sent as required to notify SSAGO of events, accidents and incidents, and to undertake DBS/CRB elsewhere in this document.
  2. The following details may be passed to the University of Cambridge, Local Scout District and County and Girlguiding UK Division and County: Contact details of the CUSAGC Committee
  3. Data Storage is provided through Google’s Google Drive service. This is a secure service operating within the bounds of data protection set out above
  1. Data is collected by secure online forms in preference to non-secure paper.
  2. The current committee has access
  3. The committee is aware of security of passwords, logging out, using public terminals etc.

  1. Web and Email.
  1. The “interested” list is now a low volume list (programme, leaders info) for students who are or want to be leaders in the local Scouting/Guiding community. This helps us keep in touch and better advertise leadership vacancies, without incessant spamming. Please don’t post to this list unless you are The Chairman or SAGLO.
  2. The “members” list is for anyone who wishes to get full details of what we’re doing -weekly emails, reminder emails, forwarded emails from the county lists etc. You don’t have to be a member, but if you’re this interested you probably ought to be before too long! Please do post to this list all the reminder emails about events you are running, as well as anything else.
  3. The “dismem” list is principally for graduates and other distant members who live locally and want to attend events, but can only do so occasionally. It recieves the weekly email and information about major (e.g. Service) events and trips. Please don’t post to this list unless you are the Chairman, SAGLO, Social secretary, AAC, or are organising a major event (All Service events/TOE/CTW/TST/Annual Dinner/Punt Joust/Garden Party).
  4. The “fogies” list is for graduates and others (prinicipally ex-members) who are living away from Cambridge, but still like to get involved for events like the Annual Dinner, Punt Joust and Service Events etc. List members are to be mailed about Key dates. Please don’t post to this lis unless you are The Chairman, SAGLO, Social secretary or AAC and are organising a major event of interest to ex-members (Annual Dinner/Punt Joust/Garden Party/Marathon/Forward).

  1. Handover Policy
  1. A basic document is to be made or the existing one revised ANNUALLY by every committee member as a guide to their replacement of what their new role requires them to do. They are to be held on Google Docs. This will make it easier to pass on the basic tasks knowledge and tips to the incoming committee. This need not be lengthy.
  2. All training/induction and handover of files or equipment should be done before or at the handover committee meeting.
  3. The handover committee meeting involves all members of the outgoing and incoming committees. Immediately after the committee meeting proper, outgoing committee members should allow time to hand over to their successors.
  4. The President shall provide assistance and supervise continuity if this is disrupted for any reason.

  1.  Miscellaneous
  1. The Chairman, for the time being, shall be the sole interpreter of this document, except for appeal to the President as provided by the Constitution.
  2. The name of the club mascot emeritus should be spelt ‘WHISPY’. Whispy himself personally confirmed this spelling.
  3. The name of the club mascot is “WHIMSY”. As for Whispy, Whimsy likes his h’s.
  4. Sky Blue will be published biannually.
  5. Users of motor vehicles in an official and approved capacity on club events can claim costs at the rate of £0.25 per mile. Any other expenses incurred, such as vehicle damage directly relating to the club activity can be put to the committee who may then choose to approve all or some of the expense at their discretion.
  6. CUSAGC will pay upto £25 a year for a Phone Redirection service to provide a fixed number for Emergency Contact use. Under normal circumstances this should redirect to the Chairman as outlined in the emergency procedure. The number is 01223900282.
  7. Events
  1. Squash
  1. Needs to be more central than Newnham. and to happen by the first weekend after the fresher’s fayre.
  1. Cheese and wine
  1. Do this in michaelmas term as lent term is too late.
  1. Minutes will be made available upon request by Higher bodies (i.e. County Scouting/Division/SSAGO) and members.