Group Policies

 

Parents should familiarise themselves with the following group policies when joining the group:

  • Group Behaviour Policy
  • Prevention of Bullying Policy
  • Waiting List Policy
  • Hardship Fund Policy
  • Payments Policy
  • Attendance Policy
  • Uniform Policy

The text of these policies is provided below and is up to date as of 01/01/2018

Group Behaviour Policy

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 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.

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;

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 shall be informed, though may already be aware of potential issue from young person.

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. The GSL 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.

Level 3: Termination of Group Membership 

Young person shall be permanently excluded from 66th Bath Scout Group and shall no longer be a member of the group. This may only be actioned by the GSL.

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 

Appeal may be made to the Group Scout Leader in the first instance.

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

The Scout Association’s Anti-Bullying Policy states:

“It is the responsibility of all adults in Scouting to help develop a caring and supportive atmosphere, where bullying in any form is unacceptable.”

In order to ensure that incidences of bullying are effectively dealt with:

  • 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) at the earliest opportunity
  • 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.
  • 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.

All incidents of bullying should be dealt with as per the behavioural policy and the “three-strikes“ process, and the Group Scout Leader should be informed at the earliest opportunity.

Where a bullying incident involving members takes place outside of Scouting, but the leader team becomes aware of it, it shall be treated in the same way as bullying taking place within the Scouting environment.

Waiting List Policy

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.

The allocation of places on the waiting list shall be managed according to the following priorities:

  1. 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.

  1. Parental involvement in Group

Where a parent already volunteers for the group, or is willing to take on a leadership or executive role in the group, priority may be given based on the potential benefit to the group.

  1. Existing Beavers, Cubs or Scouts moving to the area

Existing members of Scouting relocating from outside of Bath District and wishing to continue their Scouting Journey

  1. Existing family involvement in Group

Where young people have siblings in the group priority shall be given over those with no connection.

  1. Date of Birth and Time on List

Places shall be allocated according to age. Where individuals are within 6 months of each other, the length of time they have been on the waiting list shall be taken into account.

The decision to offer membership of the Scout Group to any young person rests entirely with the Group Scout Leader. 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.

Payments Policy

Unless otherwise agreed, all payments to the group for Subscriptions, Trips and Camps must be made via Online Scout manager.

Membership Subscriptions

The rate of subs is set annually by the Group Executive Committee. From September 2018 onwards, the group charges subs six times a year, and these payments fall due on the following dates:

  • 1st October
  • 1st December
  • 1st February
  • 1st March
  • 1st May
  • 1st June

(Until September 2018, Subs will be charged 3 times a year in October, February and June)

Camp / Trip Fees

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.

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.

Other payments are generally non refundable, in particular where cancellation is made after  a payment deadline has passed.

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.

Payments may be waived at the sole discretion of the Group Scout Leader where:

  • Where a young person is signed up in error and this error is notified to the GSL or section leader within 24 hours
  • Where there are mitigating circumstances (e.g. family emergency/illness) only if the group will not incur a financial loss by doing so

In some circumstances payment will be taken after a trip.

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 Payment of Subs

If amounts become overdue, two reminders will be sent automatically by email, or manually by leaders.

Should the amount remain outstanding after 21 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.

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 rejoin the group, you will need to enter the waiting list afresh.

If payment is a problem, please talk to us!! We can always sort something out to avoid having to resort to this policy! 

Hardship Policy

Where parents/guardians raise concerns regarding financial difficulty, the group shall respond according to the following policy;

  1. Deferment of payment or payment in instalments

Sectional leaders may, at their own discretion, offer deferments of payments or payments in instalments as appropriate. The treasurer shall be informed of this.

  1. Sectional hardship budget

All sections shall have a budget of 40 per term, agreed in advance with the executive, which may be allocated to individuals at the leader’s discretion to ease financial constraints for individuals. This shall be discussed with the treasurer.

  1. Exceptional cases

Requirements for greater amounts or repeat cases shall be referred to the group executive for discussion.

Attendance Policy

Scouting is not designed to be “dipped in and out of”, but is rather a continual programme of development, which requires a high level of commitment. We expect that all young people will attend every week unless they have a good reason (e.g. illness or school commitment)

Our volunteer leaders put a lot of time and effort into planning the programme, and having young people drop out with little or no notice causes major problems. Therefore parents are required to let us know as early in advance as possible (by email, phone or text to the relevant leader) if their son or daughter will not be attending.

Failure to attend for three consecutive weeks without good reason (e.g. illness / family holiday / school event) or regular non attendance without notice will result in the young person being asked to leave the group and their place being offered to the next person on the waiting list. Any subs, trip fees, etc will be non refundable.

Attendance is regularly monitored throughout the term to ensure that best use is made of available spaces. Where a young person’s attendance is low (excepting through reported illness) the Group Scout Leader will contact the parents to discuss the reasons for this. Should attendance not improve, the young person will be asked to leave the group and their space offered to the next person on the waiting list.

Trip Signups

We use an automated system to send out signup requests for trips, events, etc. Please make our lives easier by clicking on the link and responding either “yes” or “no” – not responding at all makes it very hard for our leaders to plan trips as they do not have a good idea of how many will be attending. Thank you for your cooperation.

UNIFORM POLICY

Scouting is a uniformed movement, and all sections within the group have their own uniform.

It is expected that all young people, once invested, will turn up in full uniform, and meeting any other clothing and equipment requirements specified by that Section’s leaders, each week unless otherwise instructed

For full details of the uniform required for each section, please see the relevant section page on the website or speak to the section leader.

The group reserves the right to send home from any evening, event or activity, any young person not wearing the correct uniform or other specified clothing, or any young person who turns up without the required equipment.

If financial hardship causes parents to be unable to purchase the required items, please contact the Group Scout Leader as help may be sought from the Group Hardship Fund (see hardship policy). The group also maintains a stock of second hand uniform and equipment as advertised on the parent information board.