Key Information & Policies

Providing adventure and skills in a safe environment is our top priority. Our Leaders all follow the codes of practice, policies and guidance outlined in the Safe Scouting Cards – Most often referred to by their colour (Yellow, Purple, Orange, Green and White). More information can be found here.

POR is the set of policies and rules that govern the running of Scouting and any activities undertaken by its members and gives guidance on the roles of Leaders and Executive members. More information can be found here.

Scope

1. This policy sets out the way the Group deal with behaviour. We expect young members to be ready, respectful, responsible role models and show a reasonable degree of behaviour and if necessary, we will contact the parents to discuss any problems. Only in exceptional circumstances will a young person be asked to leave the Group.
2. Group behaviour policy to be issued to parents on joining the group and moving between section or as relevant. ‘Starting Scouts’ letter to include statement on group behavioural policy and parents to sign to agree with this.

Roles and Responsibilities

1. All sections to determine their own code of conduct (i.e. list of rules) which should be agreed by all members and align with the group behaviour policy. Sections may choose their own sanctions for minor misbehaviour (e.g. time-out, extra chores, etc).

Group Behaviour Policy

1. Any behaviour which is unacceptable including, but not limited to, that which poses a risk to the Scout or others, bullying of any type, behaviour in serious conflict with the section code of conduct, shall be managed according to three levels; 3.1.1 Level 1: Individual to be sat out of, or sent home from, meeting or activity. Parent shall be contacted to request collection from meeting or individual sat out of activity as appropriate to location, timing, etc. Parent and Young Person to be made fully aware of the background to issue. GSL or Section DGSL shall be informed, though may already be aware of potential issue from young person. 3.1.2 Level 2: Fixed period exclusion from activity or meetings. Young person shall be excluded from one or more meeting nights or events with agreement from leadership team and GSL or Section DGSL. The GSL or Section DGSL and Section Leader may choose to arrange a meeting with the parents of the young person prior to their return, to ensure an open line of communication with parents, and to set a minimum behaviour standard. 3.1.3 Level 3: Termination of Group Membership Young person shall be permanently excluded from the1st Framwellgate Scout Group and shall no longer be a member of the group. This may only be actioned by the GSL in conjunction with the Section DGSL. In case of prolonged absence of either GSL or DGSL then either the GSL or DGSL have the authority to permanently exclude said young person. Only in exceptional circumstances will a young person be asked to leave the Group
2. In the event of severe misbehaviour, it may be deemed appropriate by the leadership team and Group Scout leader to proceed straight to level 2 or even level 3. Examples would include serious bullying, or seriously dangerous behaviour.

Right of Appeal

1. Appeal may be made to the Group Scout Leader in the first instance.
2. Should the parent or young person not be happy with the Group Scout Leader’s decision upon appeal, a right of further appeal to the District Commissioner exists and is enshrined in Scouting’s Policy Organisation and Rules. The Group Scout Leader shall supply the contact details of the District Commissioner if they are required.

Prevention of Bullying

1. The Scout Association’s Anti-Bullying Policy states: 5.1.1 “It is the responsibility of all adults in Scouting to help develop a caring and supportive atmosphere, where bullying in any form is unacceptable.”
2. In order to ensure that incidences of bullying are effectively dealt with: 5.2.1 During normal Section Meetings and activities, all incidences will be brought to the attention of the leader in charge of that section (or at Group Events, The Group Scout Leader or Section DGSL) at the earliest opportunity 5.2.2 At overnight events or activities involving leaders from outside the group, all incidents will be logged in a central log book (to be kept in the “locked box” or with the first aid kit). This is to include any incident involving accusations of bullying, fights or major arguments between young people. It need not include every minor misdemeanour! Warnings and “last chances” (e.g. warnings of a young person being sent home) should also be recorded. 5.2.3 Each evening on overnight events, and at the end of one day group events, a quick “hot debrief” will be held, and any incidents discussed. This is to ensure that all leaders are aware of issues, and that they can be dealt with effectively.

Version 1. Ratified by Group Committee: 15 March 2021

Electronic Communications

1. The scope of this policy to cover the use and transmission of electronic mail between Scout Association Members being the Committee, Management Team, and all Leaders with parents and or Scouts and any external partners when communicating about group business. A Scout e-mail address should only be used for official scout business.
2. 1st Framwellgate Scouts now use Office 365 and its principal means of communication and data storage. This means the only authorised communications address should end in @framscouts.org.uk. OSM is also acceptable to communicate directly as this utilises the Office 365 e-mail address.
3. Ongoing operation of the key aims of this policy will allow compliance with GDPR and future freedom of information requests and protect the individual Scout Association member.
4. An outbound email to all parents from any member of 1st Framwellgate Scouts should be sent by Office 365 and approved in advance by a member of Executive Committee or the Chair or GSL or DGSL in the case of emergency or if it is expedient to do so. Leaders should ensure that OSM is set up to use the Office 365 account.

Electronic Document Storage

1. All documents, spreadsheets or data lists generated in Scouting for the benefit of Scouting should be stored in Teams or the Fram Scouts Onedrive only. When you login into Office 365, access to Teams and Onedrive is possible.
2. The existing functions of OSM, particularly in relation to youth data, are preferred over 365. Only do in 365 what cannot be done in OSM
3. Ongoing operation of the key aims of this policy will allow compliance with GDPR and future freedom of information requests and protect the individual Scout Association member.

Electronic Meetings (e.g. Webex, Teams, Zoom and any other online video conferencing call)

1. Leaders are expected to follow the Code of Behaviour set out in the Yellow Card when connecting with young people online (here).
2. Leaders are also expected to keep up to date and follow best practice when running electronic meetings with young people (here and here).
3. Whilst it is good practice to follow the latest guidance issued by the Scouts Association regarding safeguarding the following is good starting point:

• Two leaders or Parent helpers should be present online before Scouts are admitted to the session.
• Waiting Rooms should be used for all meetings
• When using waiting rooms, all members should be instructed to have their names as (first name plus initial of surname).
• Scouts should be identified by name and or by visual recognition before being admitted to an online session. Scouts should be discouraged from using ‘nicknames.’ A register of attendees should be kept and uploaded into OSM for every session. If there is any doubt as to the identify of a person trying to gain access to one of our online sessions, then they should not be admitted.
• Only members who you know should be admitted to the Zoom/teams meeting.
• Scouts should be encouraged to be in a room within earshot of parents. Ideally this should not be a bedroom and a room that family members can pass through or access during the session easily. (Study, kitchen, dining room etc.)
• Scouts should not be left in a video conference call without a leader being present in order to prevent inappropriate behaviour occurring between our young people, utilising our platform.
• Limit screen time and levels of inactivity by taking regular breaks or by tasking the scouts with an appropriate activity to take them away from the screen. An absolute limit to the time of an online session with Scouts should be 2 hours.

Version 1. Ratified by Group Committee: 15 March 2021

Scope

1. This policy sets out the rules regarding the payment of the monthly membership fees payable to the Group. It provides guidance on the process for dealing with those members whose payments are in arrears, as well as conditions for reduction in, or temporary reimbursement of fees.

Related Policies

1. The Group has other financial policies which can be accessed on the Group’s website, including the Hardship Policy for procedures when looking for a period of suspension of fees due to unforeseen circumstances

Roles and Responsibilities

1. All club fees are set by the Executive Committee as part of the annual budgeting process. The fees are set to cover the fixed costs of the Group including the Capitation Fee payable to Scouting HQ and the fixed costs of running and maintaining the building
2. The Treasurer is responsible for proposing all fees, after assessing the impact on the financial position of the Group

Fees Policy

1. Unless otherwise agreed, all payments to the group for Subscriptions, Trips and Camps must be made via Online Scout manager.
2. The monthly Subscription Fee for every member must be paid by Direct Debit on the 1st of each month (monthly cheque/cash payments/SO are not suitable). All Section Fees are paid in advance.
3. If within a family more than one Subscription Fee is due then each fee must be paid by an individual direct debit. Under no circumstances should multiple fees be amalgamated into a single payment. The OSM system does not recognise multiple payments merged into a single payment and a request may be received requesting a further payment where this is the case.
4. Any change to fees will be notified to members no later than the [25th]day of the month before the change takes place.

Camps / Trips / Events

1. Payment for all camps/trips is due IN ADVANCE of the trip, unless agreed with the leader in charge of that trip. Places may be forfeited should payment not be received by any due date, and any overdue payment will still remain payable.
2. All deposits are non-refundable. Where there is a single payment for a camp or trip, this should be taken to constitute a non-refundable deposit
3. Other payments are generally non-refundable, in particular where cancellation is made after a payment deadline has passed.
4. If attendance is cancelled the payment will remain payable. Signing a young person up to any trip or event constitutes an agreement to pay the full amount for that trip or event.
5. Unless otherwise agreed, all payments to the group for Subscriptions, Trips and Camps must be made via Online Scout manager.
6. Payments may be waived at the sole discretion of the Group Scout Leader where: A)Where a young person is signed up in error and this error is notified to the GSL or Section leader within 24 hours B)Where there are mitigating circumstances (e.g. family emergency/illness) only if the group will not incur a financial loss by doing so
7. In some circumstances payment will be taken after a trip.
8. On these occasions, non-payment may result in suspension of membership of the group until payment has been made. Cancellation of attendance of a trip does not remove the requirement to pay unless this has been agreed with the Group Scout Leader or leader in charge of the trip.

Non-Payments of Fees

1. While understanding that human error can lead to direct debits not being set up correctly and/or that banks can cause disruption to payments, the principle is that it is the member’s (or their parent / guardian’s) responsibility to ensure that all fees are paid in full and on-time, and it is not the Group’s officials role to “chase” payment.
2. The Group’s Constitution and the POR Rules of Scouting (POR 3.3 – https://members.scouts.org.uk/supportresources/71) includes provision for the suspension of a member who has subscription fees outstanding (in part or in full) however, the current arrears procedure is as follows: 5.10.1 If amounts become overdue, two reminders will be sent automatically by email
3. Should the amount remain outstanding after 30 days, a formal letter/email will be sent giving 7 days notice to make the payment, and explaining that unless payment is made within 7 days membership will be terminated. 5.10.3 At least 7 days later, a further letter will be sent terminating membership. Upon membership being terminated, the relevant space will be offered to the next person on the waiting list. Should you wish to re-join the group, you will need to enter the waiting list afresh
4. If payment is a problem, please talk to us!! We can always sort something out to avoid having to resort to this policy!

Temporary Reimbursement of Fees due to injury/illness

1. The group is aware that on rare occasions members could be injured and unable to attend. Whilst we are sympathetic to this our budgets are prepared on the basis that full fees will be received throughout the budget period.
2. However, as a concession the following policy has been agreed as an appropriate compromise. 6.2.1 Only requests relating to an injury or illness that prevents the member from attending sessions over 1 calendar month will be considered. 6.2.2 All requests should be made in writing to the Group Scout Leader stating the nature of the illness / injury and the expected length of time out of sessions. Each case should be seen on its merits. 6.2.3 The authority to make a decision on the suspension of fees is delegated by the Executive Committee to the Group Scout Leader.

Appendix 1 : Frequently Asked Questions

We’re going on holiday for a month and want to cancel the Direct Debit while we are away.

The Group’s Annual Budget spreads the costs over twelve months equally, regardless of holidays and therefore cancellation of fees is not possible.

Are there any reductions for multiple family members?

The Group’s Annual Budget spreads the costs over the expected number of members, however there is a reduction in subscription fees for a second sibling. Fees for siblings are £12.

Are there reductions if we only attend some of the weekly sessions?

The Group’s Annual Budget spreads the costs over the expected number of members regardless of the number of times they attend.

The fees are different in comparison to other Scout Groups in the local area ?

The Group has to cover its costs, of which the main elements are the Capitation Fee which is a membership fee paid to National, District and County Scout organisations, fixed costs of maintaining and running the building, insurance, equipment and programme (badges etc.). [The Budget is approved each year by committee and presented at the Annual General Meeting, which is open to all members to attend.]

Appendix 2: Timeline of Payments and Reminders

Version 1. Ratified by Group Committee: 15 March 2021

Scope

1. This policy sets out the way the Group deal with allocating spaces to young people where Sections are over-subscribed.

Roles and Responsibilities

1. The decision to offer membership of the Scout Group to any young person rests entirely with the Group Scout Leader or Section DGSL. There is no “automatic right” to membership, regardless of how long a young person has been on the waiting list, and as such there is no right of appeal. This does not affect a young person’s rights under equality legislation or the Scout Association’s Equal Opportunities Policy

Waiting List Policy

1. Where sections have no spaces for additional young people, such that they are full, a waiting list shall be operated. The group waiting list shall be listed on Online Scout Manager to give visibility to section leaders and Executive members.
2. The allocation of places on the waiting list shall be managed according to the following priorities:

• Succession within the Group: Where a young person is already in the group, places shall be maintained to allow them to progress through the sections.
• Parental involvement in Group: Our priority is to provide enthusiastic adult leadership in each section enabling us to run a balanced and exciting programme for our young people. We are always recruiting new leaders and therefore offer priority to children of leaders and committee members.
• Existing family involvement in Group: Where young people have siblings in the group priority shall be given over those with no connection.
• Existing Beavers, Cubs or Scouts moving to the area: Existing members of Scouting relocating from outside of Durham District and wishing to continue their Scouting Journey
• Anyone else on the waiting list

Version 1. Ratified by Group Committee: 15 March 2021

All information is held confidentially in accordance with the new General Data Protection Regulations (GDPR) electronically by Online Scout Manager which is accessible by the leadership team of the Scout Group and Parents via the parent portal.

The 1st Framwellgate Moor Scout Group Executive Committee asks that this data is checked regularly and at least every term to ensure it stays accurate, as parents can amend the data at any time you do not need to wait for this check. All information is given voluntarily but is needed to help ensure the wellbeing of all the members whilst in our care. Some information is required by the UK Scout Association for the annual census which gives statistics on how many people are Scouting nationally.

The group will retain your personal information, throughout the time you/your child(ren) are a member of 1st Framwellgate Moor Scout Group. We do need to continue to hold data in a much more limited form for longer (just name, badge and attendance records) to fulfil our legal obligations for insurance and legal claims. We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC.

OSM gives leaders the ability to do all administration in one simple, secure, system. It is not just a system for leaders though, OSM’s Parent Portal provides the parents the facility to ensure their own child’s basic address and contact records are kept up to date with all the relevant information about medical and dietary needs as well as allergy details. It also gives parents the tools to see the programme, view badge progress and load evidence of any work their child may have done at home and sign their child up to events.

1st Framwellgate Moor operates a Gift Aid system as a form of fundraising, this means that we can claim back the tax that you have already paid on the subscription costs. This equated to 25p for every pound paid or £10 for each child’s termly subscription. All we need from you is a declaration that a parent or guardian pays tax, this can be done in OSM

Once a young person has been attending for about 3/4 weeks, has decided they would like to become a member of 1st Framwellgate Moor Scout Group and has worked towards the membership badge, the section leader will arrange a date for investing the young person into the Beaver Colony, Cub Pack or Scout Troop. The young person will take part in an investiture ceremony, when they say the promise of their choice and be presented with their group neckerchief, woggle and starter badges (world, district and group). Parents and guardians are most welcome to attend the ceremony. Details will be sent out at the time via OSM e-mail.

Parents should inform leaders of their child’s absence from standard weekly sessions via the programme on the OSM parent portal. If a young person misses three sessions without any apology being given they may lose their place in the group.

Section Leaders are responsible for ensuring that sessions, camps and events are adequately staffed, not only to ensure safety, but also to provide activities to our Young People. We therefore request all volunteers to ensure that timely notice is given in the event that they can no longer make it or in the event they will be late. We recognise that plans change, however, at the same time, we need to ensure that our sections are adequately staffed.

The Group is required to hold an Annual General Meeting every year to: receive the annual statement of the Group Executive Committee (including the annual statement of accounts) to elect an Executive Committee for the coming year. Presentations will also be given by each section. We usually hold our AGM in spring term and all parents are invited to attend.

Like most things nothing is free, but as a group we try to keep our costs to a minimum and fundraising helps us to achieve this. Outlined below are the current standard costs: Subscriptions £18 per month The subscription costs cover – capitation, running and activity costs. Capitation is the UK Headquarters membership fee which is calculated based on the number of Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts. The membership fees help UK Headquarters deliver a wide range of services and support for all the volunteers and young people. Services including vital safeguarding advice and insurance for all to a reassuring voice on the end of the phone at the Scout Information Centre. Additional costs could be for camps and day trips that are arranged through the year, although the group does its best to subsidise the larger more expensive camps.