[{"data":1,"prerenderedAt":2119},["ShallowReactive",2],{"policy-prepaid-expense-cards":3,"policy-index":399},{"id":4,"title":5,"approved":6,"body":7,"category":375,"description":376,"extension":377,"history":378,"meta":382,"navigation":383,"path":384,"related":385,"review":388,"seo":389,"sitemap":390,"stem":391,"summary":392,"__hash__":398},"policy\u002Fpolicy\u002Fprepaid-expense-cards.md","Prepaid Expense Card Policy",null,{"type":8,"value":9,"toc":360},"minimark",[10,14,19,22,25,28,31,34,38,41,57,60,63,66,77,81,84,92,99,106,113,120,124,127,130,133,136,139,143,146,153,167,174,181,188,202,209,213,216,223,230,237,241,244,247,250,253,257,260,263,275,279,282,286,289,293,296,348,351,357],[11,12,13],"p",{},"This policy covers the Group's prepaid expense cards: who can hold one, what it can be spent on,\nand how every transaction is accounted for.",[15,16,18],"h2",{"id":17},"_1-about-this-policy","1. About this policy",[11,20,21],{},"1.1 This policy is set by the 17th Newcastle Scout Group Trustee Board to govern the issue and use of prepaid expense cards.",[11,23,24],{},"1.2 The Group uses physical cards only, issued through Online Scout Manager (OSM).",[11,26,27],{},"1.3 Cards are issued in the name of the Group to named individuals, so that every cardholder is clear about their responsibility for the card issued to them. This follows POR rule 5e.5.1.9 (advance payments).",[11,29,30],{},"1.4 Trustees remain jointly and severally liable for all spending on these cards. Because of that, each cardholder is accountable to the Trustee Board for every transaction on their card, and the controls in this policy exist to back that up.",[11,32,33],{},"1.5 This policy is made available to all trustees, and to every new cardholder before a card is issued.",[15,35,37],{"id":36},"_2-who-can-hold-a-card","2. Who can hold a card",[11,39,40],{},"2.1 The Trustee Board approves every card. Cards can be issued, as required, to:",[42,43,44,48,51,54],"ul",{},[45,46,47],"li",{},"section leaders and other budget holders",[45,49,50],{},"the Treasurer",[45,52,53],{},"the Group Lead Volunteer (GLV)",[45,55,56],{},"other approved volunteers.",[11,58,59],{},"2.2 The GLV recommends each new cardholder to the Trustee Board for approval.",[11,61,62],{},"2.3 The Trustee Board may remove a card from a cardholder at any time.",[11,64,65],{},"2.4 A card will be reviewed and, where appropriate, cancelled when:",[42,67,68,71,74],{},[45,69,70],{},"the cardholder leaves their role or the Group",[45,72,73],{},"the Trustee Board carries out its annual review of cardholders",[45,75,76],{},"misuse is suspected, in which case the card is suspended immediately (see section 8).",[15,78,80],{"id":79},"_3-cardholder-responsibilities","3. Cardholder responsibilities",[11,82,83],{},"3.1 The card is issued in the cardholder's name. The cardholder is responsible for keeping the card and its details safe, and for using it appropriately. The PIN must be kept confidential.",[11,85,86,87,91],{},"3.2 ",[88,89,90],"strong",{},"Digital wallets."," The cardholder must not register the card in, or use it from, a digital wallet such as Apple Pay or Google Pay. OSM does not support this.",[11,93,94,95,98],{},"3.3 ",[88,96,97],{},"Lending the card."," A card must never be lent to anyone, in any circumstances. If someone else urgently needs to pay for something, they should pay personally and reclaim the cost with receipts. The cardholder remains entirely responsible, and accountable to the Trustee Board, for all use of their card.",[11,100,101,102,105],{},"3.4 ",[88,103,104],{},"Personal use."," Personal use is prohibited. Any accidental personal transaction must be repaid by bank transfer to the Group's bank account within 7 days, and the Treasurer should be told when this happens.",[11,107,108,109,112],{},"3.5 ",[88,110,111],{},"Receipts."," The cardholder must provide a receipt for every transaction, as set out in section 6.",[11,114,115,116,119],{},"3.6 ",[88,117,118],{},"Changing cards."," OSM does not allow a cardholder to change their own card or its funds, and cardholders must not try to work around this.",[15,121,123],{"id":122},"_4-funds-held-on-cards","4. Funds held on cards",[11,125,126],{},"4.1 Reasonable funds will be kept on each card, depending on the cardholder and any agreed transactions.",[11,128,129],{},"4.2 The Treasurer monitors the balance held on the OSM account.",[11,131,132],{},"4.3 Cards are loaded centrally in OSM. Moving money into the account balance goes through the Group's standard payment approval, and each load is approved by someone other than the person who initiated it.",[11,134,135],{},"4.4 Either the GLV or the Treasurer can initiate a load.",[11,137,138],{},"4.5 OSM is set up so that nobody can modify their own card.",[15,140,142],{"id":141},"_5-what-a-card-can-be-spent-on","5. What a card can be spent on",[11,144,145],{},"5.1 Cards must only be used within the cardholder's existing financial authority. A card's balance does not override the per-transaction limits in the authorisation schedule (Appendix A).",[11,147,148,149,152],{},"5.2 ",[88,150,151],{},"Pre-approved spending."," The Trustee Board has pre-approved the following, which need no further authorisation provided the amount is reasonable:",[42,154,155,158,161,164],{},[45,156,157],{},"camp food and activities",[45,159,160],{},"badges and consumables",[45,162,163],{},"regular subscriptions",[45,165,166],{},"regular section activities, and activities for camps, within a reasonable amount.",[11,168,169,170,173],{},"5.3 ",[88,171,172],{},"Section budgets."," Section budgets are agreed in advance — termly, annually, or whenever the Trustee Board considers it necessary — and are available to section leaders in OSM.",[11,175,176,177,180],{},"5.4 ",[88,178,179],{},"Beyond budget."," Any spending that takes a section outside what has been agreed must be approved by the Trustee Board before it is incurred.",[11,182,183,184,187],{},"5.5 ",[88,185,186],{},"Not permitted."," A card must not be used for:",[42,189,190,193,196,199],{},[45,191,192],{},"alcohol",[45,194,195],{},"gift cards and vouchers",[45,197,198],{},"fuel and mileage",[45,200,201],{},"personal purchases (see 3.4).",[11,203,204,205,208],{},"5.6 ",[88,206,207],{},"Cash."," Cash withdrawals are not banned, but the cardholder must account for the cash separately from card transactions, and explain to the Treasurer why cash was needed.",[15,210,212],{"id":211},"_6-receipts-and-reconciliation","6. Receipts and reconciliation",[11,214,215],{},"6.1 All payments on the card must be accounted for as if they were cash payments. The cardholder must photograph the receipt into OSM within 14 days of the transaction.",[11,217,218,219,222],{},"6.2 ",[88,220,221],{},"Lost receipts."," If a receipt is lost, the cardholder tells the Treasurer, who decides what to do case by case. Repeated cases go to the Trustee Board.",[11,224,225,226,229],{},"6.3 ",[88,227,228],{},"Reconciliation."," OSM matches card transactions against receipts automatically. The Treasurer reviews this quarterly, to confirm that every transaction has a receipt and fits the cardholder's authority.",[11,231,232,233,236],{},"6.4 ",[88,234,235],{},"The Treasurer's card."," The GLV reviews the Treasurer's card transactions in the same way, so that nobody reviews their own spending.",[15,238,240],{"id":239},"_7-lost-or-stolen-cards","7. Lost or stolen cards",[11,242,243],{},"7.1 The cardholder must report a lost or stolen card to the Treasurer and the GLV as soon as they notice, and no later than the same day.",[11,245,246],{},"7.2 The card is then blocked so it cannot be used, and a replacement is issued.",[11,248,249],{},"7.3 If a cardholder has been demonstrably negligent and this has happened repeatedly, the Trustee Board may, at its discretion, charge them £10 for a replacement card.",[11,251,252],{},"7.4 The cardholder must list any transactions they do not recognise. The Treasurer checks these against the card statement and reports any unauthorised spending to the Trustee Board.",[15,254,256],{"id":255},"_8-misuse","8. Misuse",[11,258,259],{},"8.1 Misuse includes personal spending that is not repaid, spending that breaks section 5, repeated failure to submit receipts within 14 days, and lending a card to anyone.",[11,261,262],{},"8.2 If misuse is suspected:",[264,265,266,269,272],"ol",{},[45,267,268],{},"The card is suspended while the matter is looked into.",[45,270,271],{},"The matter is referred to the Trustee Board.",[45,273,274],{},"Misconduct or disciplinary procedures may apply under the Scouts' rules.",[15,276,278],{"id":277},"_9-questions","9. Questions",[11,280,281],{},"9.1 Questions about this policy go to the Group Lead Volunteer.",[15,283,285],{"id":284},"_10-declaration","10. Declaration",[11,287,288],{},"10.1 Every cardholder must sign a declaration, through the Group's separate system, confirming they have read and will follow this policy. This is done before a card is issued, and every year after that. The declaration is not part of this document.",[15,290,292],{"id":291},"appendix-a-authorisation-schedule","Appendix A: Authorisation schedule",[11,294,295],{},"These are suggested figures, for the Trustee Board to confirm or change. They set the most a cardholder may spend in one transaction without approval, unless the spending is pre-approved under section 5.",[297,298,299,315],"table",{},[300,301,302],"thead",{},[303,304,305,309,312],"tr",{},[306,307,308],"th",{},"Cardholder",[306,310,311],{},"Single transaction limit",[306,313,314],{},"Approval needed above the limit",[316,317,318,330,340],"tbody",{},[303,319,320,324,327],{},[321,322,323],"td",{},"Section leader or other approved volunteer",[321,325,326],{},"£75",[321,328,329],{},"Treasurer",[303,331,332,334,337],{},[321,333,329],{},[321,335,336],{},"£150",[321,338,339],{},"Group Lead Volunteer",[303,341,342,344,346],{},[321,343,339],{},[321,345,336],{},[321,347,329],{},[11,349,350],{},"Any single transaction over £250 needs Trustee Board approval, whoever the cardholder is.",[11,352,353,356],{},[88,354,355],{},"Exception for event costs that scale with numbers."," A transaction over £250 does not need separate Trustee Board approval when the total is made up of a per-person price for an event the Group has already agreed to run. For example, paying £400 for 20 young people at £20 each is fine. The receipt or booking confirmation must show the per-person price and the number of people.",[11,358,359],{},"A card's balance does not override these limits.",{"title":361,"searchDepth":362,"depth":362,"links":363},"",2,[364,365,366,367,368,369,370,371,372,373,374],{"id":17,"depth":362,"text":18},{"id":36,"depth":362,"text":37},{"id":79,"depth":362,"text":80},{"id":122,"depth":362,"text":123},{"id":141,"depth":362,"text":142},{"id":211,"depth":362,"text":212},{"id":239,"depth":362,"text":240},{"id":255,"depth":362,"text":256},{"id":277,"depth":362,"text":278},{"id":284,"depth":362,"text":285},{"id":291,"depth":362,"text":292},"running","Who can hold a Group expense card, what it can be spent on, and how every transaction is accounted for.","md",[379],{"date":380,"change":381},"9 October 2026","Version 1 drafted, for Trustee Board approval.",{},true,"\u002Fpolicy\u002Fprepaid-expense-cards",[386,387],"expenses","constitution","Every year, and after any incident involving a card",{"title":5,"description":376},{"loc":384},"policy\u002Fprepaid-expense-cards",[393,394,395,396,397],"Cards are physical cards issued through Online Scout Manager, in the Group's name, to named people the Trustee Board has approved. (1.2, 1.3, 2.1)","A card is never lent to anyone, never used for personal spending, and never added to Apple Pay or Google Pay. (3.2–3.4)","Every transaction needs a receipt photographed into Online Scout Manager within 14 days. (6.1)","No alcohol, gift cards, vouchers, fuel or mileage. Single transactions are capped by the schedule in Appendix A, and anything over £250 needs Trustee Board approval. (5.5, Appendix A)","Report a lost or stolen card to the Treasurer and the Group Lead Volunteer the same day. (7.1)","8QfhRVRtds0rhl-pIfVgOCiBA0LU7h9xZiMXSMMKZ6w",[400,710,922,952,1153,1431,1674,1819,1949],{"id":401,"title":402,"approved":6,"body":403,"category":685,"description":686,"extension":377,"history":687,"meta":694,"navigation":383,"path":695,"related":696,"review":699,"seo":700,"sitemap":701,"stem":702,"summary":703,"__hash__":709},"policy\u002Fpolicy\u002Fadmissions.md","Admissions Policy",{"type":8,"value":404,"toc":676},[405,408,425,429,432,435,439,442,445,448,452,455,458,461,464,467,470,473,476,526,529,532,540,543,546,550,553,556,559,562,579,582,585,589,592,598,601,604,607,610,613,616,644,647,650,653,657,660,663,666,670,673],[11,406,407],{},"This policy sets out how young people join the 17th Newcastle Scout Group.",[11,409,410,411,418,419,424],{},"The Scout Association's rules on youth membership are in\n",[412,413,417],"a",{"href":414,"rel":415},"https:\u002F\u002Fwww.scouts.org.uk\u002Fpor\u002F3-membership\u002F",[416],"nofollow","Chapter 3"," of its\n",[412,420,423],{"href":421,"rel":422},"https:\u002F\u002Fwww.scouts.org.uk\u002Fpor\u002F",[416],"Policy, Organisation and Rules (POR)",". If this policy conflicts\nwith POR Chapter 3, POR Chapter 3 takes precedence.",[15,426,428],{"id":427},"_1-purpose","1. Purpose",[11,430,431],{},"1.1 This policy makes sure that all young people are admitted to the Group in a fair and transparent way.",[11,433,434],{},"1.2 It guides leaders and trustees on how to admit young people, and parents and young people on how to apply for membership.",[15,436,438],{"id":437},"_2-scope","2. Scope",[11,440,441],{},"2.1 This policy applies to all young people who wish to join the Group, and to all leaders and trustees involved in admitting them.",[11,443,444],{},"2.2 It applies to all admissions, including new members and transfers from other groups.",[11,446,447],{},"2.3 It applies to all of the Group's sections: Beavers, Cubs and Scouts.",[15,449,451],{"id":450},"_3-who-can-join","3. Who can join",[11,453,454],{},"3.1 Young people may join the section for their age:",[11,456,457],{},"3.1.1 Young people aged 6 to 8 may join our Beaver Scout section.",[11,459,460],{},"3.1.2 Young people aged 8 to 10½ may join our Cub Scout section.",[11,462,463],{},"3.1.3 Young people aged 10½ to 14 may join our Scout section.",[11,465,466],{},"3.1.4 At 14, a young person may join the City of Newcastle Explorer Scout Unit, which is outside the scope of this policy.",[11,468,469],{},"3.1.5 A young person outside the core age range for a section (3.1.1 to 3.1.3) may join that section only with the agreement of the Group Lead Volunteer, and only if their age falls within the extended range in 3.1.7.",[11,471,472],{},"3.1.6 A young person who is already a member of one of the Group's sections may stay in it until they reach the upper age limit for that section, with the prior agreement of both the Group Lead Volunteer and the Section Leader.",[11,474,475],{},"3.1.7 The extended age ranges for each section are:",[297,477,478,491],{},[300,479,480],{},[303,481,482,485,488],{},[306,483,484],{},"Section",[306,486,487],{},"Minimum age",[306,489,490],{},"Maximum age",[316,492,493,504,515],{},[303,494,495,498,501],{},[321,496,497],{},"Beavers",[321,499,500],{},"5¾",[321,502,503],{},"8½",[303,505,506,509,512],{},[321,507,508],{},"Cubs",[321,510,511],{},"7½",[321,513,514],{},"11",[303,516,517,520,523],{},[321,518,519],{},"Scouts",[321,521,522],{},"10",[321,524,525],{},"14½",[11,527,528],{},"These ranges are taken from POR 4.3.1.1 as it stood in January 2024. They may have changed since, and should be checked against the current POR.",[11,530,531],{},"3.1.8 The Group Lead Volunteer is under no obligation to admit a young person who is outside the core age range for a section (3.1.1 to 3.1.3).",[11,533,534,535,539],{},"3.2 Every young person who wishes to join must complete our joining form, at ",[412,536,538],{"href":537},"\u002Fjoin","17thnewcastle.org.uk\u002Fjoin",". Anyone who enquires through the City of Newcastle District website or The Scout Association's website will be directed to it, so that the Group has the information it needs to process the application and look after the young person safely.",[11,541,542],{},"3.3 Every young person must be added to the Online Scout Manager (OSM) membership system before attending any meeting or event.",[11,544,545],{},"3.4 Scouting is for all young people. The presumption is that every young person who wishes to join will be admitted, unless there is clear evidence that Scouting is not suitable for them or that the Group cannot accommodate them.",[15,547,549],{"id":548},"_4-waiting-lists","4. Waiting lists",[11,551,552],{},"4.1 Section Leaders decide how large their section can be. This may change with the number of leaders and the needs of the young people.",[11,554,555],{},"4.2 Every section must keep a waiting list on Online Scout Manager, even when it is not full.",[11,557,558],{},"4.3 The Group Lead Volunteer is responsible for making sure every section keeps a waiting list.",[11,560,561],{},"4.4 Young people on a waiting list are admitted in this order of priority:",[264,563,564,567,570,573,576],{},[45,565,566],{},"Young people moving up from a younger section. (These are not new admissions, so are not otherwise covered by this policy.)",[45,568,569],{},"Young people whose parent or guardian is a leader or trustee of the Group.",[45,571,572],{},"Young people with a brother or sister already in the Group.",[45,574,575],{},"Young people transferring from another group.",[45,577,578],{},"Young people who are new to Scouting.",[11,580,581],{},"4.5 In all cases, the presumption is that a young person outside the core age range for a section will not be admitted until they reach the relevant age.",[11,583,584],{},"4.6 The Group Lead Volunteer has discretion to admit young people from the waiting list, and to decide the order in which they are admitted.",[15,586,588],{"id":587},"_5-how-to-join","5. How to join",[11,590,591],{},"5.1 For a new member:",[11,593,594,595,597],{},"5.1.1 A parent or guardian completes the joining form at ",[412,596,538],{"href":537},".",[11,599,600],{},"5.1.2 The Group Lead Volunteer reviews the form and decides whether the young person is eligible.",[11,602,603],{},"5.1.3 The Group Lead Volunteer adds the young person to Online Scout Manager, provided consent has been given.",[11,605,606],{},"5.1.4 When a space is available, a welcome pack is sent to the parent or guardian, and the young person is invited to the next meeting or event.",[11,608,609],{},"5.2 The Group Lead Volunteer may delegate any of the steps in 5.1 to another leader or trustee.",[11,611,612],{},"5.3 For a young person transferring from another group:",[11,614,615],{},"5.3.1 The Group Lead Volunteer (or their delegate) of the young person's current group shares their full Online Scout Manager record with the 17th Newcastle Scout Group.",[617,618,619],"blockquote",{},[11,620,621,624,625,629,630,632,633,635,636,639,640,643],{},[88,622,623],{},"For Group Lead Volunteers:"," our OSM sections are named ",[626,627,628],"code",{},"17th Newcastle Scout Group: Beavers",", ",[626,631,508],{}," and ",[626,634,519],{},". Select the young person on the Members screen, choose ",[88,637,638],{},"Share",", then ",[88,641,642],{},"Any group in the country",", and search for our Group.",[11,645,646],{},"5.3.2 Our Group Lead Volunteer (or their delegate) reviews the record and decides whether the young person is eligible.",[11,648,649],{},"5.3.3 Our Group Lead Volunteer contacts the parent or guardian to confirm the place, sends the standard welcome pack, and invites the young person to the next meeting or event.",[11,651,652],{},"5.4 The Group Lead Volunteer has discretion to admit young people to the Group, and to decide the order in which they are admitted.",[15,654,656],{"id":655},"_6-additional-needs-disabilities-and-discrimination","6. Additional needs, disabilities and discrimination",[11,658,659],{},"6.1 The Group is committed to admitting young people fairly and transparently, and will not discriminate against any young person on the basis of any protected characteristic.",[11,661,662],{},"6.2 The Group will try to accommodate every young person with additional needs, and will make reasonable adjustments to the admission process so that every young person is able to join.",[11,664,665],{},"6.3 If the Group cannot accommodate a young person's additional needs, the Group Lead Volunteer will work with the parent or guardian to find another group that can, where possible.",[15,667,669],{"id":668},"_7-decisions-and-appeals","7. Decisions and appeals",[11,671,672],{},"7.1 There is no right of appeal against the Group Lead Volunteer's decision to admit or not admit a young person, except where the decision is discriminatory or otherwise unlawful.",[11,674,675],{},"7.2 A parent or guardian who wishes to appeal may contact the Group Trustee Board or the City of Newcastle District Lead Volunteer.",{"title":361,"searchDepth":362,"depth":362,"links":677},[678,679,680,681,682,683,684],{"id":427,"depth":362,"text":428},{"id":437,"depth":362,"text":438},{"id":450,"depth":362,"text":451},{"id":548,"depth":362,"text":549},{"id":587,"depth":362,"text":588},{"id":655,"depth":362,"text":656},{"id":668,"depth":362,"text":669},"joining","How young people join the Group, how waiting lists work, and who decides.",[688,691],{"date":689,"change":690},"March 2024","Last revised.",{"date":692,"change":693},"October 2026","Restructured into the Group's standard policy format and wording clarified, for Trustee Board re-approval.",{},"\u002Fpolicy\u002Fadmissions",[697,698],"safeguarding","anti-bullying","At least every three years",{"title":402,"description":686},{"loc":695},"policy\u002Fadmissions",[704,705,706,707,708],"Scouting is for everyone. We presume every young person who wants to join will be admitted, unless we genuinely cannot accommodate them. (3.4)","Joining starts with our joining form, and every young person is added to Online Scout Manager before their first meeting. (3.2, 3.3)","Every section keeps a waiting list. Places go first to young people moving up a section, then to children of leaders and trustees, siblings, transfers, and those new to Scouting. (4.2, 4.4)","We make reasonable adjustments for additional needs, and never discriminate on any protected characteristic. (6.1, 6.2)","A decision can be raised with the Trustee Board or the District Lead Volunteer. (7.2)","_UebLwufGQ3cE3TPOcDxagETlvsgl84mKSq0xIlTsAA",{"id":711,"title":712,"approved":6,"body":713,"category":895,"description":896,"extension":377,"history":897,"meta":908,"navigation":383,"path":909,"related":910,"review":6,"seo":912,"sitemap":913,"stem":914,"summary":915,"__hash__":921},"policy\u002Fpolicy\u002Fanti-bullying.md","Anti-bullying Policy",{"type":8,"value":714,"toc":888},[715,718,721,725,728,731,734,737,740,747,754,761,768,775,778,812,815,819,822,825,828,831,834,837,840,844,847,850,853,856,859,863,866,869,872,875,879,882,885],[11,716,717],{},"Within Scouting, we have an obligation to understand, address and resolve bullying,\ndiscrimination and harassment.",[11,719,720],{},"This policy sets out how the 17th Newcastle Scout Group does that. It is our published\nanti-bullying code under POR 2.7.2.2(f), was written with reference to UK Scouting's anti-bullying\nguidance, and applies to all members, Young Leaders, adult volunteers and trustees of the Group.",[15,722,724],{"id":723},"_1-what-bullying-is","1. What bullying is",[11,726,727],{},"1.1 Bullying is found in all walks of life, and can happen anywhere. Some say \"it's just part of growing up\", but many young people feel powerless to stop it and may carry its effects long into adult life.",[11,729,730],{},"1.2 Bullying takes many forms, some less obvious than others.",[11,732,733],{},"1.3 We define bullying as deliberately hurtful behaviour that is usually repeated over a period of time.",[11,735,736],{},"1.4 Bullying is not the same as disputes and squabbles between friends, though these can turn into bullying and should be addressed by section volunteers. Bullying deliberately causes hurt, is repeated, and involves an imbalance of power.",[11,738,739],{},"1.5 Bullying can be:",[11,741,742,743,746],{},"1.5.1 ",[88,744,745],{},"Physical"," — threatening or causing injury to a person or their property.",[11,748,749,750,753],{},"1.5.2 ",[88,751,752],{},"Verbal"," — teasing, insults, ridicule, name-calling, humiliation, or sexist, racist or homophobic comments.",[11,755,756,757,760],{},"1.5.3 ",[88,758,759],{},"Social"," — excluding someone from a group, spreading gossip or rumours about them, rejecting or isolating them, or deliberately making them feel inferior or uncomfortable.",[11,762,763,764,767],{},"1.5.4 ",[88,765,766],{},"Cyber"," — using digital media to deliberately harm someone, including by email, text, social media and websites.",[11,769,770,771,774],{},"1.5.5 ",[88,772,773],{},"Discrimination"," — treating someone unfairly because of a protected characteristic.",[11,776,777],{},"1.6 UK Scouting gives these signs that a member may be being bullied, when they:",[42,779,780,783,786,789,792,795,803,806,809],{},[45,781,782],{},"hesitate to come to meetings or join in activities",[45,784,785],{},"ask to change groups or patrols",[45,787,788],{},"are picked last for a team for no obvious reason, or are picked on when a leader's back is turned",[45,790,791],{},"are often the target of jokes",[45,793,794],{},"are reluctant to go to certain places or work with certain people",[45,796,797,798,802],{},"have bruising or another injury (see ",[799,800,801],"em",{},"Young People First"," — the Yellow Card)",[45,804,805],{},"become quiet and nervous and withdraw from everyone else, especially if they are usually loud",[45,807,808],{},"refuse to talk about the problem",[45,810,811],{},"are usually quiet, but suddenly lash out at people, verbally or physically.",[11,813,814],{},"This list is not exhaustive. Volunteers should be alert to any sign of bullying.",[15,816,818],{"id":817},"_2-adult-responsibilities","2. Adult responsibilities",[11,820,821],{},"2.1 Every volunteer is responsible for making sure young people live, learn, play and take part in Scouting in an environment free from bullying.",[11,823,824],{},"2.2 Every volunteer in the Group is expected to be familiar with this policy.",[11,826,827],{},"2.3 Every volunteer must report any suspected bullying to their Section Leader or the Group Lead Volunteer as soon as reasonably possible.",[11,829,830],{},"2.3.1 If the suspected bullying involves the Section Leader or the Group Lead Volunteer, the concern should be raised with the Group Lead Volunteer or the District Lead Volunteer, as appropriate.",[11,832,833],{},"2.3.2 The Section Leader or Group Lead Volunteer must make a written record of the suspected bullying, and update it with any further information and any action taken.",[11,835,836],{},"2.4 Volunteers are role models, and young people often learn by example. Volunteers must not behave in any way that could encourage or support bullying, even indirectly.",[11,838,839],{},"2.5 Volunteers involved in day-to-day Scouting should watch for subtle signs of bullying.",[15,841,843],{"id":842},"_3-responding-to-bullying","3. Responding to bullying",[11,845,846],{},"3.1 A volunteer the young person trusts should find out the full details and agree a way to address the problem. A volunteer who is unsure what to do should consult another volunteer, ideally with the young person's involvement and consent.",[11,848,849],{},"3.2 A written record must be made of any disclosure of bullying, and reviewed within three months of being made.",[11,851,852],{},"3.3 The identity of anyone reporting bullying must not be shared with other members without their prior consent. They must not be pressured into consenting.",[11,854,855],{},"3.4 The person who reported the bullying must be followed up with within three months of the incident being recorded.",[11,857,858],{},"3.5 We always aim to work in partnership with parents, who should be told about the situation at the earliest opportunity.",[15,860,862],{"id":861},"_4-working-with-young-people-who-bully","4. Working with young people who bully",[11,864,865],{},"4.1 Where the bullying happens within Scouting, we should work with the person accused of bullying to help them understand their behaviour and its effect on others.",[11,867,868],{},"4.2 The aim is to encourage positive behaviour and make sure the bullying stops. It is the behaviour that is unacceptable, not the person.",[11,870,871],{},"4.3 Where appropriate, the parents of a member accused of bullying should be told. This conversation should first take place without the member present, so that a volunteer and the parent or guardian can speak directly.",[11,873,874],{},"4.4 This conversation should be noted in the written record made under 3.2.",[15,876,878],{"id":877},"_5-serious-or-persistent-bullying","5. Serious or persistent bullying",[11,880,881],{},"5.1 Bullying that involves a serious incident, such as a serious physical or sexual assault, is serious bullying.",[11,883,884],{},"5.2 Bullying that continues over a long period, and has not stopped after earlier attempts to intervene, is persistent bullying.",[11,886,887],{},"5.3 In either case, consideration should be given to involving The Scout Association's Safeguarding Team, the police or social services as appropriate. Whenever the police or social services are involved, The Scout Association's Safeguarding Team must be told at the earliest opportunity.",{"title":361,"searchDepth":362,"depth":362,"links":889},[890,891,892,893,894],{"id":723,"depth":362,"text":724},{"id":817,"depth":362,"text":818},{"id":842,"depth":362,"text":843},{"id":861,"depth":362,"text":862},{"id":877,"depth":362,"text":878},"safety","What bullying is, how we prevent it, and how we respond when it happens.",[898,901,904,907],{"date":899,"change":900},"September 2023","Initial policy publication.",{"date":902,"change":903},"January 2024","Update to The Scout Association's safeguarding policy reflected in this policy.",{"date":905,"change":906},"January 2025","Role names updated for the transformation programme; protected characteristics added.",{"date":692,"change":693},{},"\u002Fpolicy\u002Fanti-bullying",[697,911],"whatsapp",{"title":712,"description":896},{"loc":909},"policy\u002Fanti-bullying",[916,917,918,919,920],"Bullying is deliberately hurtful behaviour, usually repeated, that involves an imbalance of power. It includes online bullying and discrimination. (1.3–1.5)","Every volunteer must report suspected bullying to the Section Leader or Group Lead Volunteer as soon as reasonably possible. (2.3)","Every report is written down, reviewed and followed up within three months. (3.2, 3.4)","We work with parents from the start, and with the young person doing the bullying to change the behaviour — it is the behaviour that is unacceptable, not the person. (3.5, 4.1, 4.2)","Serious or persistent bullying may involve The Scout Association's safeguarding team, the police or social services. (5.3)","c9HHxAxwuAiTBLJJUGZ_StDhP-QG4N5oKCyb_P812qA",{"id":923,"title":924,"approved":6,"body":925,"category":375,"description":938,"extension":377,"history":939,"meta":942,"navigation":383,"path":943,"related":944,"review":6,"seo":945,"sitemap":946,"stem":947,"summary":948,"__hash__":951},"policy\u002Fpolicy\u002Fconstitution.md","Constitution",{"type":8,"value":926,"toc":936},[927],[11,928,929,930,935],{},"The 17th Newcastle Scout Group adopts the model constitution of The Scout Association, as set out\nin ",[412,931,934],{"href":932,"rel":933},"https:\u002F\u002Fwww.scouts.org.uk\u002Fpor\u002F5-local-governance-and-finance-of-groups-districts-counties\u002F#5.4",[416],"POR 5.4",".\nThe Group reaffirms it at each Annual General Meeting.",{"title":361,"searchDepth":362,"depth":362,"links":937},[],"The Group's constitution — The Scout Association's model constitution.",[940],{"date":692,"change":941},"Presented in the Group's standard policy format, for Trustee Board re-approval.",{},"\u002Fpolicy\u002Fconstitution",[],{"title":924,"description":938},{"loc":943},"policy\u002Fconstitution",[949,950],"The Group adopts The Scout Association's model constitution, set out in POR 5.4.","The Group reaffirms it at each Annual General Meeting.","-VxvzApSZsOBoh0rW3XDVBvJx3v__T5Ut4mj3K_XvV8",{"id":953,"title":954,"approved":6,"body":955,"category":375,"description":1133,"extension":377,"history":1134,"meta":1138,"navigation":383,"path":1139,"related":1140,"review":6,"seo":1143,"sitemap":1144,"stem":1145,"summary":1146,"__hash__":1152},"policy\u002Fpolicy\u002Fexpenses.md","Expenses Policy",{"type":8,"value":956,"toc":1126},[957,960,962,965,968,970,973,976,979,983,986,989,992,995,998,1001,1004,1007,1010,1013,1020,1023,1026,1029,1032,1035,1039,1042,1045,1048,1051,1054,1058,1061,1064,1067,1114,1117,1120,1123],[11,958,959],{},"This policy sets out how volunteers and members of the Group claim expenses, and how those claims\nare approved and paid.",[15,961,428],{"id":427},[11,963,964],{},"1.1 This policy makes sure that all expenses claimed by volunteers and members are legitimate and reasonable.",[11,966,967],{},"1.2 It guides volunteers and members on how to claim expenses, and leaders and trustees on how to approve and process claims.",[15,969,438],{"id":437},[11,971,972],{},"2.1 This policy applies to all volunteers and members of the Group, including leaders, helpers and parents.",[11,974,975],{},"2.2 It applies to all expenses incurred in connection with their involvement in the Group, including travel, subsistence and other costs.",[11,977,978],{},"2.3 It applies to expenses paid to a third party on the Group's behalf, including equipment, materials, services, campsite or other venue fees, and other costs.",[15,980,982],{"id":981},"_3-claiming-expenses","3. Claiming expenses",[11,984,985],{},"3.1 Volunteers and members may claim:",[11,987,988],{},"3.1.1 Travel, including public transport, car mileage and parking.",[11,990,991],{},"3.1.2 The cost of buying and maintaining equipment, materials and services.",[11,993,994],{},"3.1.3 Subsistence, including meals and accommodation, where approved in advance.",[11,996,997],{},"3.1.4 Other costs necessary to run the Group, including campsite or other venue fees.",[11,999,1000],{},"3.1.5 Any other reasonable expense necessary to run the Group or deliver its activities.",[11,1002,1003],{},"3.2 Any expense over £300 must be approved in advance by the Group Trustee Board.",[11,1005,1006],{},"3.3 The presumption is that expenses submitted by a leader will be approved on production of receipts, unless there is a good reason not to.",[11,1008,1009],{},"3.4 Every expense must be reviewed by two members of the Group Trustee Board before payment is authorised.",[11,1011,1012],{},"3.5 Every Group bank account must be set up so that no single person can authorise a payment on their own.",[11,1014,1015,1016,597],{},"3.6 Expenses must be claimed on the Group's expenses form, at ",[412,1017,1019],{"href":1018},"\u002Fexpenses","17thnewcastle.org.uk\u002Fexpenses",[11,1021,1022],{},"3.7 Expenses must be claimed within 30 days of being incurred. Later claims must be approved by the Group Trustee Board.",[11,1024,1025],{},"3.8 Expenses are repaid by BACS transfer to the claimant's bank account.",[11,1027,1028],{},"3.9 Mileage is repaid at 45p per mile, in line with HMRC guidelines.",[11,1030,1031],{},"3.10 Mileage is repaid only where agreed in advance, except when transporting Group equipment, when it is always repaid on request.",[11,1033,1034],{},"3.11 Parents and leaders transporting Group equipment must make sure their vehicle insurance covers it.",[15,1036,1038],{"id":1037},"_4-approval-and-payment","4. Approval and payment",[11,1040,1041],{},"4.1 The Group Trustee Board must review expenses claimed by leaders and trustees within 30 days of submission.",[11,1043,1044],{},"4.2 If a claim has not been approved within 30 days, the claimant must be told why. If the Group unreasonably delays payment, the claimant will be paid interest at 8% a year on the amount owed.",[11,1046,1047],{},"4.3 The Group Trustee Board must make sure every expense is legitimate and reasonable before authorising payment.",[11,1049,1050],{},"4.4 The Group Trustee Board must make sure every expense is properly recorded in the Group's financial records.",[11,1052,1053],{},"4.5 All refunds are issued through GoCardless. No refund may be issued any other way without the written approval of the Group Lead Volunteer.",[15,1055,1057],{"id":1056},"_5-authorised-signatories","5. Authorised signatories",[11,1059,1060],{},"5.1 In line with national policy, no single person may authorise a payment from the Group's accounts on their own.",[11,1062,1063],{},"5.2 Repeating or subscription payments need authorising by two people when they are set up, but not each time they are paid.",[11,1065,1066],{},"5.3 These post-holders are authorised to set up, change or cancel Direct Debit mandates; approve or make BACS, cheque and online payments; and issue refunds:",[297,1068,1069,1082],{},[300,1070,1071],{},[303,1072,1073,1076,1079],{},[306,1074,1075],{},"Role",[306,1077,1078],{},"Post-holder",[306,1080,1081],{},"Authorised from",[316,1083,1084,1094,1104],{},[303,1085,1086,1088,1091],{},[321,1087,339],{},[321,1089,1090],{},"Phil Gibson",[321,1092,1093],{},"1 January 2025",[303,1095,1096,1099,1102],{},[321,1097,1098],{},"Cubs Section Team Leader",[321,1100,1101],{},"Elinor Barwick",[321,1103,1093],{},[303,1105,1106,1109,1112],{},[321,1107,1108],{},"Scouts Section Team Leader",[321,1110,1111],{},"Emma Unsworth-Brown",[321,1113,1093],{},[11,1115,1116],{},"5.4 Each post-holder may veto the payment of any expense, with a reasonable justification given in writing.",[11,1118,1119],{},"5.5 A disagreement over authorising a claim must be raised with the Group Lead Volunteer. If the disagreement involves the Group Lead Volunteer, it must be raised with the District Lead Volunteer.",[11,1121,1122],{},"5.5.1 Some of the Group's adult members are also part of the District Leadership Team. If the District Lead Volunteer was involved in the original decision to refuse a claim, the matter will be decided by the County Lead Volunteer.",[11,1124,1125],{},"5.6 Whenever a post-holder in 5.3 changes, the Trustee Board must update, re-date and re-issue this policy.",{"title":361,"searchDepth":362,"depth":362,"links":1127},[1128,1129,1130,1131,1132],{"id":427,"depth":362,"text":428},{"id":437,"depth":362,"text":438},{"id":981,"depth":362,"text":982},{"id":1037,"depth":362,"text":1038},{"id":1056,"depth":362,"text":1057},"What volunteers can claim, how to claim it, and how payments are authorised.",[1135,1137],{"date":905,"change":1136},"Authorised signatories in 5.3 effective from 1 January 2025.",{"date":692,"change":693},{},"\u002Fpolicy\u002Fexpenses",[1141,1142,387],"prepaid-expense-cards","nights-away",{"title":954,"description":1133},{"loc":1139},"policy\u002Fexpenses",[1147,1148,1149,1150,1151],"Volunteers can claim the reasonable costs of running the Group — travel, equipment, campsite fees and the like — on production of receipts. (3.1, 3.3)","Claim within 30 days, using the Group's expenses form. (3.6, 3.7)","Anything over £300 needs the Trustee Board's approval first. (3.2)","Two trustees review every claim, and no one person can authorise a payment alone. (3.4, 3.5, 5.1)","Mileage is paid at 45p a mile when agreed in advance, and always when carrying Group equipment. (3.9, 3.10)","Qyz4CnUTSdAvHSvvisYATqLl-BzvC0xlDviK-KSMlEI",{"id":1154,"title":1155,"approved":6,"body":1156,"category":895,"description":1415,"extension":377,"history":1416,"meta":1418,"navigation":383,"path":1419,"related":1420,"review":6,"seo":1421,"sitemap":1422,"stem":1423,"summary":1424,"__hash__":1430},"policy\u002Fpolicy\u002Fnights-away.md","Nights Away Policy",{"type":8,"value":1157,"toc":1404},[1158,1161,1164,1166,1169,1172,1176,1179,1182,1189,1192,1195,1198,1201,1204,1207,1224,1227,1230,1233,1237,1240,1274,1277,1280,1283,1286,1290,1293,1296,1299,1302,1305,1308,1311,1314,1317,1320,1327,1331,1334,1337,1340,1343,1346,1350,1353,1356,1359,1362,1365,1368,1372,1375,1378,1381,1384,1388,1391,1394,1398,1401],[11,1159,1160],{},"This policy sets out how the 17th Newcastle Scout Group runs residential events — camps,\nsleepovers and other nights away — so that every one is run safely and responsibly. It guides\nleaders, trustees and parents.",[11,1162,1163],{},"If this policy conflicts with any policy or guidance from The Scout Association, The Scout\nAssociation's policy or guidance takes precedence.",[15,1165,428],{"id":427},[11,1167,1168],{},"1.1 This policy makes sure that every residential event is run safely and responsibly.",[11,1170,1171],{},"1.2 It guides leaders, trustees and parents on how residential events are authorised, planned and run.",[15,1173,1175],{"id":1174},"_2-planning","2. Planning",[11,1177,1178],{},"2.1 Every residential event must be planned at least 45 days before it takes place.",[11,1180,1181],{},"2.2 The event must be planned by the event leader, who must be a registered adult leader with the 17th Newcastle Scout Group.",[11,1183,1184,1185,1188],{},"2.2.1 The event leader should have completed ",[88,1186,1187],{},"Module 16: Introduction to Residential Experiences",", including its validation. If they have not, they must be supported by another leader who has.",[11,1190,1191],{},"2.2.2 Where The Scout Association's transformation programme replaces the module in 2.2.1 with an equivalent, the equivalent must be completed instead.",[11,1193,1194],{},"2.3 The event leader must use the Group's standard planning document, available from the Group Lead Volunteer.",[11,1196,1197],{},"2.4 The event leader must tell the Group Lead Volunteer about the event at least 30 days before it takes place.",[11,1199,1200],{},"2.5 The District Lead Volunteer must be told about the event at least 14 days before it takes place, using the Nights Away Notification Form (available from the City of Newcastle District website or the Group Lead Volunteer).",[11,1202,1203],{},"2.6 Both the Group Lead Volunteer and the District Lead Volunteer must approve the event in writing before it takes place.",[11,1205,1206],{},"2.7 The event leader must make sure every participant's Online Scout Manager record holds all mandatory personal information, including at least:",[42,1208,1209,1212,1215,1218,1221],{},[45,1210,1211],{},"full name",[45,1213,1214],{},"two emergency contact numbers",[45,1216,1217],{},"medical information, or a statement that there is none",[45,1219,1220],{},"dietary requirements, or a statement that there are none",[45,1222,1223],{},"consent to attend the event.",[11,1225,1226],{},"2.8 The event leader must hold a Nights Away Permit valid for the type of event being planned.",[11,1228,1229],{},"2.8.1 If the event leader is being assessed for a Nights Away Permit, another registered adult leader with a valid permit must be present throughout the event.",[11,1231,1232],{},"2.9 At a joint event with another Scout Group, the 17th Newcastle event leader remains responsible for the safety and welfare of the 17th Newcastle's participants.",[15,1234,1236],{"id":1235},"_3-ratios-and-adult-leadership","3. Ratios and adult leadership",[11,1238,1239],{},"3.1 The minimum ratio of adults to young people is:",[297,1241,1242,1251],{},[300,1243,1244],{},[303,1245,1246,1248],{},[306,1247,484],{},[306,1249,1250],{},"Adults to young people",[316,1252,1253,1260,1267],{},[303,1254,1255,1257],{},[321,1256,497],{},[321,1258,1259],{},"1 : 6",[303,1261,1262,1264],{},[321,1263,508],{},[321,1265,1266],{},"1 : 8",[303,1268,1269,1271],{},[321,1270,519],{},[321,1272,1273],{},"1 : 12",[11,1275,1276],{},"The event leader is not counted in these ratios.",[11,1278,1279],{},"3.2 There must be at least one first-aider, recorded as such on the Scouts membership system, for every 14 participants.",[11,1281,1282],{},"3.3 The Group Lead Volunteer or District Lead Volunteer must make sure every adult attending holds a valid enhanced DBS check (with barred list).",[11,1284,1285],{},"3.4 The Group Lead Volunteer must make sure every adult attending has completed the safety (SFTY) and safeguarding (SAFE) training, and that it is valid at the time of the event.",[15,1287,1289],{"id":1288},"_4-accommodation-and-location","4. Accommodation and location",[11,1291,1292],{},"4.1 Accommodation must be suitable for the ages of the participants.",[11,1294,1295],{},"4.2 When camping, event leaders should aim to fill tents to their capacity for warmth and comfort, but must not exceed the manufacturer's recommended capacity.",[11,1297,1298],{},"4.3 No residential event may take place at a coastal or tidal location, or without the landowner's prior permission. Scout or Guide campsites should be used wherever possible.",[11,1300,1301],{},"4.4 The event leader must make sure all participants have suitable toilets and washing facilities. Showers are needed only for events longer than three nights.",[11,1303,1304],{},"4.5 The event leader must make sure there is clean drinking water for all participants, and hot water for washing up and cleaning.",[11,1306,1307],{},"4.6 The event leader must make sure there are suitable cooking facilities, and that all food is stored and prepared safely and hygienically.",[11,1309,1310],{},"4.7 The event leader must make sure all participants have suitable sleeping facilities.",[11,1312,1313],{},"4.8 Adults must not share sleeping facilities with young people, unless they are that young person's parent or guardian.",[11,1315,1316],{},"4.9 Young Leaders must not share sleeping facilities with young people, unless the young person is their brother or sister or is an Explorer Scout (in which case the District Explorer Scout Commissioner must be told in advance). Young Leaders must not share sleeping facilities with adults.",[11,1318,1319],{},"4.10 Separate sleeping facilities should be provided for each gender, divided by a partition or in a separate room or tent.",[11,1321,1322,1323,1326],{},"4.10.1 All members aged 10 or over ",[88,1324,1325],{},"must"," have sleeping facilities separate from members of the opposite sex.",[15,1328,1330],{"id":1329},"_5-activities","5. Activities",[11,1332,1333],{},"5.1 The event leader must make sure all activities are suitable for the ages of the participants.",[11,1335,1336],{},"5.2 The event leader must make sure all activities are run safely and responsibly.",[11,1338,1339],{},"5.3 There must be a thorough risk assessment for every activity, and the event leader must make sure all participants know the risks and how to reduce them. Risk assessments from earlier events with similar activities should be reviewed so that this one is complete and accurate.",[11,1341,1342],{},"5.4 The event leader must make sure all activities are run in line with The Scout Association's rules and guidance, and that all participants know them.",[11,1344,1345],{},"5.5 No adventurous activity may take place without the relevant permits and qualified instructors present, and without the written approval of the Group Lead Volunteer and District Lead Volunteer (given through the Nights Away Notification Form).",[15,1347,1349],{"id":1348},"_6-transport","6. Transport",[11,1351,1352],{},"6.1 The presumption is that participants travel to and from every event by their own means.",[11,1354,1355],{},"6.2 Where the Group provides transport, the event leader must make sure every driver holds a valid driving licence and every vehicle is insured.",[11,1357,1358],{},"6.3 Where a minibus is used, the event leader must be qualified to drive it under Section 19 of the Road Traffic Act 1988.",[11,1360,1361],{},"6.4 The Group Lead Volunteer must keep the Group's Section 19 Permit valid, including at the time of the event.",[11,1363,1364],{},"6.5 The event leader must make sure all participants know The Scout Association's rules and guidance on travelling to and from events.",[11,1366,1367],{},"6.6 In exceptional circumstances, a young person may travel in a registered adult leader's vehicle. The event leader must first have the parent or guardian's written consent, and there must be at least three people in the vehicle at all times: two young people and the leader, or one young person and two registered adult leaders.",[15,1369,1371],{"id":1370},"_7-emergency-procedures","7. Emergency procedures",[11,1373,1374],{},"7.1 An InTouch (emergency contact) system must be in place throughout the event, in line with The Scout Association's factsheet FS120075.",[11,1376,1377],{},"7.2 The event leader must make sure every participant's parents or guardians can use the InTouch system and know how to.",[11,1379,1380],{},"7.3 The InTouch home contact must be a registered adult leader with valid safety (SFTY), safeguarding (SAFE) and GDPR training, and access to Online Scout Manager.",[11,1382,1383],{},"7.4 The event leader must survey every site used, recording the nearest hospital, the site's What3Words location and the contact details for the emergency services.",[15,1385,1387],{"id":1386},"_8-international-residential-events","8. International residential events",[11,1389,1390],{},"8.1 No international residential event may take place without the written approval of the Group Lead Volunteer, the District Lead Volunteer, the Assistant County Lead Volunteer (International) and The Scout Association.",[11,1392,1393],{},"8.2 This policy does not cover international residential events. The event leader should seek guidance from the Group Lead Volunteer and the Assistant County Lead Volunteer (International).",[15,1395,1397],{"id":1396},"_9-general","9. General",[11,1399,1400],{},"9.1 The event leader must make sure all participants know The Scout Association's rules and guidance for residential events.",[11,1402,1403],{},"9.2 Some responsibilities of the Group Lead Volunteer or District Lead Volunteer may be delegated to another role they designate, but only as far as POR allows.",{"title":361,"searchDepth":362,"depth":362,"links":1405},[1406,1407,1408,1409,1410,1411,1412,1413,1414],{"id":427,"depth":362,"text":428},{"id":1174,"depth":362,"text":1175},{"id":1235,"depth":362,"text":1236},{"id":1288,"depth":362,"text":1289},{"id":1329,"depth":362,"text":1330},{"id":1348,"depth":362,"text":1349},{"id":1370,"depth":362,"text":1371},{"id":1386,"depth":362,"text":1387},{"id":1396,"depth":362,"text":1397},"How the Group plans, approves and runs camps, sleepovers and other residential events.",[1417],{"date":692,"change":693},{},"\u002Fpolicy\u002Fnights-away",[697,386],{"title":1155,"description":1415},{"loc":1419},"policy\u002Fnights-away",[1425,1426,1427,1428,1429],"Every residential event is planned at least 45 days ahead, led by a registered leader with the right Nights Away Permit. (2.1, 2.2, 2.8)","The Group Lead Volunteer and the District Lead Volunteer both approve every event in writing beforehand. (2.6)","Minimum ratios are one adult to six Beavers, eight Cubs or twelve Scouts, not counting the event leader. (3.1)","Every adult attending has a valid enhanced DBS check and up-to-date safety and safeguarding training. (3.3, 3.4)","An InTouch home contact is in place for every event, so parents can always reach someone. (7.1–7.3)","DM14QEyvwHrgMTTmRtAgsLFeib9XaWyIoiU_avSu5eM",{"id":4,"title":5,"approved":6,"body":1432,"category":375,"description":376,"extension":377,"history":1667,"meta":1669,"navigation":383,"path":384,"related":1670,"review":388,"seo":1671,"sitemap":1672,"stem":391,"summary":1673,"__hash__":398},{"type":8,"value":1433,"toc":1654},[1434,1436,1438,1440,1442,1444,1446,1448,1450,1452,1462,1464,1466,1468,1476,1478,1480,1484,1488,1492,1496,1500,1502,1504,1506,1508,1510,1512,1514,1516,1520,1530,1534,1538,1542,1552,1556,1558,1560,1564,1568,1572,1574,1576,1578,1580,1582,1584,1586,1588,1596,1598,1600,1602,1604,1606,1608,1646,1648,1652],[11,1435,13],{},[15,1437,18],{"id":17},[11,1439,21],{},[11,1441,24],{},[11,1443,27],{},[11,1445,30],{},[11,1447,33],{},[15,1449,37],{"id":36},[11,1451,40],{},[42,1453,1454,1456,1458,1460],{},[45,1455,47],{},[45,1457,50],{},[45,1459,53],{},[45,1461,56],{},[11,1463,59],{},[11,1465,62],{},[11,1467,65],{},[42,1469,1470,1472,1474],{},[45,1471,70],{},[45,1473,73],{},[45,1475,76],{},[15,1477,80],{"id":79},[11,1479,83],{},[11,1481,86,1482,91],{},[88,1483,90],{},[11,1485,94,1486,98],{},[88,1487,97],{},[11,1489,101,1490,105],{},[88,1491,104],{},[11,1493,108,1494,112],{},[88,1495,111],{},[11,1497,115,1498,119],{},[88,1499,118],{},[15,1501,123],{"id":122},[11,1503,126],{},[11,1505,129],{},[11,1507,132],{},[11,1509,135],{},[11,1511,138],{},[15,1513,142],{"id":141},[11,1515,145],{},[11,1517,148,1518,152],{},[88,1519,151],{},[42,1521,1522,1524,1526,1528],{},[45,1523,157],{},[45,1525,160],{},[45,1527,163],{},[45,1529,166],{},[11,1531,169,1532,173],{},[88,1533,172],{},[11,1535,176,1536,180],{},[88,1537,179],{},[11,1539,183,1540,187],{},[88,1541,186],{},[42,1543,1544,1546,1548,1550],{},[45,1545,192],{},[45,1547,195],{},[45,1549,198],{},[45,1551,201],{},[11,1553,204,1554,208],{},[88,1555,207],{},[15,1557,212],{"id":211},[11,1559,215],{},[11,1561,218,1562,222],{},[88,1563,221],{},[11,1565,225,1566,229],{},[88,1567,228],{},[11,1569,232,1570,236],{},[88,1571,235],{},[15,1573,240],{"id":239},[11,1575,243],{},[11,1577,246],{},[11,1579,249],{},[11,1581,252],{},[15,1583,256],{"id":255},[11,1585,259],{},[11,1587,262],{},[264,1589,1590,1592,1594],{},[45,1591,268],{},[45,1593,271],{},[45,1595,274],{},[15,1597,278],{"id":277},[11,1599,281],{},[15,1601,285],{"id":284},[11,1603,288],{},[15,1605,292],{"id":291},[11,1607,295],{},[297,1609,1610,1620],{},[300,1611,1612],{},[303,1613,1614,1616,1618],{},[306,1615,308],{},[306,1617,311],{},[306,1619,314],{},[316,1621,1622,1630,1638],{},[303,1623,1624,1626,1628],{},[321,1625,323],{},[321,1627,326],{},[321,1629,329],{},[303,1631,1632,1634,1636],{},[321,1633,329],{},[321,1635,336],{},[321,1637,339],{},[303,1639,1640,1642,1644],{},[321,1641,339],{},[321,1643,336],{},[321,1645,329],{},[11,1647,350],{},[11,1649,1650,356],{},[88,1651,355],{},[11,1653,359],{},{"title":361,"searchDepth":362,"depth":362,"links":1655},[1656,1657,1658,1659,1660,1661,1662,1663,1664,1665,1666],{"id":17,"depth":362,"text":18},{"id":36,"depth":362,"text":37},{"id":79,"depth":362,"text":80},{"id":122,"depth":362,"text":123},{"id":141,"depth":362,"text":142},{"id":211,"depth":362,"text":212},{"id":239,"depth":362,"text":240},{"id":255,"depth":362,"text":256},{"id":277,"depth":362,"text":278},{"id":284,"depth":362,"text":285},{"id":291,"depth":362,"text":292},[1668],{"date":380,"change":381},{},[386,387],{"title":5,"description":376},{"loc":384},[393,394,395,396,397],{"id":1675,"title":1676,"approved":6,"body":1677,"category":895,"description":1803,"extension":377,"history":1804,"meta":1806,"navigation":383,"path":1807,"related":1808,"review":6,"seo":1809,"sitemap":1810,"stem":1811,"summary":1812,"__hash__":1818},"policy\u002Fpolicy\u002Fsafeguarding.md","Safeguarding Policy",{"type":8,"value":1678,"toc":1796},[1679,1687,1690,1692,1695,1698,1701,1703,1706,1709,1713,1716,1719,1722,1725,1728,1731,1734,1737,1740,1744,1747,1750,1753,1756,1759,1762,1765,1768,1771,1775,1778,1781,1784,1787,1793],[11,1680,1681,1682,1686],{},"This policy adds to The Scout Association's\n",[412,1683,1676],{"href":1684,"rel":1685},"https:\u002F\u002Fwww.scouts.org.uk\u002Fsafeguarding\u002F",[416]," with guidance and procedures\nspecific to our Group. It does not in any way replace or override it.",[11,1688,1689],{},"If this policy conflicts with The Scout Association's policy, The Scout Association's policy takes\nprecedence, including any later updates or amendments to it.",[15,1691,428],{"id":427},[11,1693,1694],{},"1.1 This policy makes sure that all young people and vulnerable adults involved in the Group are kept safe from harm.",[11,1696,1697],{},"1.2 It guides all adults involved in the Group — leaders, helpers and parents — on how to recognise and report concerns about the welfare of young people and vulnerable adults.",[11,1699,1700],{},"1.3 It guides young people in the Group on how to recognise and report concerns about their own welfare or the welfare of others.",[15,1702,438],{"id":437},[11,1704,1705],{},"2.1 This policy applies to all adults and young people involved in the Group, including leaders, helpers, parents and young people.",[11,1707,1708],{},"2.2 It applies to all activities and events the Group organises, including regular meetings, camps and other events.",[15,1710,1712],{"id":1711},"_3-disclosure-and-barring-service-dbs-checks","3. Disclosure and Barring Service (DBS) checks",[11,1714,1715],{},"3.1 Every adult involved in the Group must have a DBS check before they can:",[11,1717,1718],{},"3.1.1 become full in their role as a leader or helper",[11,1720,1721],{},"3.1.2 be left alone with young people or vulnerable adults",[11,1723,1724],{},"3.1.3 have unsupervised access to young people or vulnerable adults.",[11,1726,1727],{},"3.2 Every adult must renew their DBS check every five years.",[11,1729,1730],{},"3.3 Every adult regularly involved in the Group must have a DBS check, even if they are not formally a leader or helper.",[11,1732,1733],{},"3.4 Every adult staying overnight at a residential event must have a valid DBS check.",[11,1735,1736],{},"3.5 We do not accept DBS checks obtained through other organisations, such as the NHS or schools. Every DBS check must be recorded on the Scouts membership system.",[11,1738,1739],{},"3.6 The Group Lead Volunteer must refer any adult who has not obtained a DBS check, or refuses to, to the District Lead Volunteer (or their delegate) for suspension from their role.",[15,1741,1743],{"id":1742},"_4-training","4. Training",[11,1745,1746],{},"4.1 Every adult involved in the Group must complete:",[11,1748,1749],{},"4.1.1 SFTY: Safety",[11,1751,1752],{},"4.1.2 SAFE: Safeguarding.",[11,1754,1755],{},"4.2 Every adult must renew this training every three years, or sooner if The Scout Association, the District Lead Volunteer (or their delegate) or the Group Lead Volunteer requires it.",[11,1757,1758],{},"4.3 Every adult must complete the training before becoming full in their role as a leader or helper.",[11,1760,1761],{},"4.4 Every adult staying overnight at a residential event must have completed the training.",[11,1763,1764],{},"4.5 We do not accept safeguarding training from other organisations, such as the NHS or schools. All training must be recorded on the Scouts membership system.",[11,1766,1767],{},"4.6 Safety and safeguarding training completed in another Scout Group or District is accepted in full, provided it is still valid and recorded on the Scouts membership system.",[11,1769,1770],{},"4.7 The Group Lead Volunteer must refer any adult who has not completed the training, or refuses to, to the District Lead Volunteer (or their delegate) for suspension from their role.",[15,1772,1774],{"id":1773},"_5-reporting-concerns","5. Reporting concerns",[11,1776,1777],{},"5.1 Every adult involved in the Group is responsible for reporting any concern about the welfare of a young person or vulnerable adult to The Scout Association's Safeguarding Team.",[11,1779,1780],{},"5.2 Every adult must know the Yellow Card reporting process (last updated by The Scout Association in January 2024). The Yellow Card is free from The Scout Association's website or from the Group.",[11,1782,1783],{},"5.3 If a young person or vulnerable adult is at immediate risk of harm, call the police straight away. If the police have been called, The Scout Association's Safeguarding Team must also be told as soon as possible, as must the Group Lead Volunteer, who will tell the District Lead Volunteer.",[11,1785,1786],{},"5.4 Concerns must be reported directly to The Scout Association's Safeguarding Team, not to another adult. Do not investigate a concern yourself, or speculate about it with other adults.",[11,1788,1789,1790],{},"5.5 If a young person or vulnerable adult tells you about a concern, you must report it to The Scout Association's Safeguarding Team, even if you do not think it is serious or credible. ",[88,1791,1792],{},"You must not promise them confidentiality.",[11,1794,1795],{},"5.6 If a concern is disclosed to you, write it down as soon as possible and send the record to The Scout Association's Safeguarding Team. Keep it confidential and secure, and do not share it with anyone else unless required by law (for example, by the police or a court).",{"title":361,"searchDepth":362,"depth":362,"links":1797},[1798,1799,1800,1801,1802],{"id":427,"depth":362,"text":428},{"id":437,"depth":362,"text":438},{"id":1711,"depth":362,"text":1712},{"id":1742,"depth":362,"text":1743},{"id":1773,"depth":362,"text":1774},"Young people first. How we keep young people and vulnerable adults safe, and how to report a concern.",[1805],{"date":692,"change":693},{},"\u002Fpolicy\u002Fsafeguarding",[698,1142,911],{"title":1676,"description":1803},{"loc":1807},"policy\u002Fsafeguarding",[1813,1814,1815,1816,1817],"This policy adds to The Scout Association's safeguarding policy. It never replaces or overrides it.","Every adult regularly involved has a DBS check, renewed every five years, before they are left with young people. (3.1–3.3)","Every adult completes safety and safeguarding training, renewed every three years. (4.1, 4.2)","Concerns go straight to The Scout Association's Safeguarding Team — not to another adult. Never investigate a concern yourself. (5.1, 5.4)","If someone is in immediate danger, call the police first. Never promise a young person confidentiality. (5.3, 5.5)","zLZLNkAiLZcmDhe81OWMBsRa49bIzr_vLoEHWx8LGqs",{"id":1820,"title":1821,"approved":6,"body":1822,"category":375,"description":1933,"extension":377,"history":1934,"meta":1938,"navigation":383,"path":1939,"related":1940,"review":6,"seo":1941,"sitemap":1942,"stem":1943,"summary":1944,"__hash__":1948},"policy\u002Fpolicy\u002Fwebsite.md","Website Policy",{"type":8,"value":1823,"toc":1926},[1824,1827,1831,1834,1837,1841,1848,1855,1862,1869,1876,1883,1890,1902,1906,1909,1913,1916,1919,1923],[11,1825,1826],{},"This policy sets out how the 17th Newcastle Scout Group manages and maintains its website. It was\nwritten with reference to UK Scouting guidance and POR, and applies to all members, Young Leaders,\nadult volunteers and trustees of the Group.",[15,1828,1830],{"id":1829},"_1-hosting-and-domain","1. Hosting and domain",[11,1832,1833],{},"1.1 The Group's website is hosted by Cloudflare. The domain name is registered with Namecheap and renewed annually by the City of Newcastle District.",[11,1835,1836],{},"1.2 17thnewcastle.org.uk is the Group's primary domain. It is managed by the Digital Team of the City of Newcastle District Scouts together with the 17th Newcastle Scout Group.",[15,1838,1840],{"id":1839},"_2-content","2. Content",[11,1842,1843,1844,1847],{},"2.1 ",[88,1845,1846],{},"Ownership and oversight."," The content of the website belongs to the Group and is managed by the Group's Digital Team, overseen by the Trustee Board.",[11,1849,1850,1851,1854],{},"2.2 ",[88,1852,1853],{},"Management."," The Digital Team is responsible for the day-to-day running of the website, including adding new content and keeping existing content up to date.",[11,1856,1857,1858,1861],{},"2.3 ",[88,1859,1860],{},"Review."," The Digital Team reviews the website's content regularly and updates it as needed, so that it stays accurate.",[11,1863,1864,1865,1868],{},"2.4 ",[88,1866,1867],{},"Accuracy."," While every effort is made to keep the website accurate and up to date, the Group cannot guarantee the accuracy of all its content. Anyone with a question or concern about the content should contact the Group (see 2.8).",[11,1870,1871,1872,1875],{},"2.5 ",[88,1873,1874],{},"Photographs and media."," The website may include photographs and media of members of the Group. Where possible, the Group checks each young person's photograph permissions in Online Scout Manager. The Group cannot guarantee that every photograph has been approved by the person in it or their parent or guardian. If a photograph shows a young person against their wishes or their parent or guardian's, please contact the Group straight away.",[11,1877,1878,1879,1882],{},"2.6 ",[88,1880,1881],{},"Removal on request."," The Group must remove a photograph or other media within a reasonable time of being asked, whatever the reason for the request and whatever consent was given before. The exceptions are where it is needed for legal or safeguarding purposes, or where it has been used in print and the parent or guardian consented to that use when the photograph was taken or printed.",[11,1884,1885,1886,1889],{},"2.7 ",[88,1887,1888],{},"External links."," The website may link to other websites. The Group is not responsible for their content and cannot guarantee its accuracy or reliability. Please read the privacy policy and terms of any external website you visit.",[11,1891,1892,1893,1896,1897,1901],{},"2.8 ",[88,1894,1895],{},"Contacting the Group."," The website's ",[412,1898,1900],{"href":1899},"\u002Fcontact","Contact"," page gives the Group's contact details. Please use it for any question, concern or problem with the website's content, and for any feedback or suggestions — they are always welcome.",[15,1903,1905],{"id":1904},"_3-security","3. Security",[11,1907,1908],{},"3.1 The website is served over HTTPS, which encrypts the connection between your device and the website so that information passing between them cannot be read or changed by anyone else.",[15,1910,1912],{"id":1911},"_4-accessibility","4. Accessibility",[11,1914,1915],{},"4.1 The website is built with Nuxt and follows the City of Newcastle Scout District's design standards, with accessibility in mind. It is designed to be usable by everyone, including people with disabilities.",[11,1917,1918],{},"4.2 The Group is committed to making its website accessible to all, but cannot guarantee that third-party content or services linked from it are accessible.",[15,1920,1922],{"id":1921},"_5-cookies","5. Cookies",[11,1924,1925],{},"5.1 The website uses cookies to improve your experience. Cookies are small text files stored on your computer or mobile device when you visit a website. They remember your preferences and settings, and help us understand how the website is used.",{"title":361,"searchDepth":362,"depth":362,"links":1927},[1928,1929,1930,1931,1932],{"id":1829,"depth":362,"text":1830},{"id":1839,"depth":362,"text":1840},{"id":1904,"depth":362,"text":1905},{"id":1911,"depth":362,"text":1912},{"id":1921,"depth":362,"text":1922},"Who runs the Group's website, how its content is managed, and how to raise a concern about it.",[1935,1936],{"date":905,"change":900},{"date":692,"change":1937},"Restructured into the Group's standard policy format; unfinished sentences in 2.4 and 3.1 completed; accessibility section updated for the 2026 redesign; contact clauses combined; for Trustee Board re-approval.",{},"\u002Fpolicy\u002Fwebsite",[697,911],{"title":1821,"description":1933},{"loc":1939},"policy\u002Fwebsite",[1945,1946,1947],"The website belongs to the Group. Its Digital Team runs it, and the Trustee Board oversees it. (1.2, 2.1)","We check photo permissions in Online Scout Manager, and remove any photo of a young person on request. (2.5, 2.6)","If anything on the site is wrong or worries you, tell us through the contact page. (2.8)","1B0GabYvGbik72QTM2ksIciXh6GPyks0R2rQnZbvVj0",{"id":1950,"title":1951,"approved":6,"body":1952,"category":685,"description":2100,"extension":377,"history":2101,"meta":2106,"navigation":383,"path":2107,"related":2108,"review":2109,"seo":2110,"sitemap":2111,"stem":2112,"summary":2113,"__hash__":2118},"policy\u002Fpolicy\u002Fwhatsapp.md","WhatsApp Policy",{"type":8,"value":1953,"toc":2092},[1954,1957,1963,1965,1968,1971,1973,1976,1979,1982,1984,1987,2004,2007,2011,2014,2031,2034,2037,2040,2054,2058,2061,2064,2067,2070,2073,2076,2079,2082,2086,2089],[11,1955,1956],{},"This policy sets out the rules for WhatsApp groups run by the 17th Newcastle Scout Group.",[11,1958,1959,1960,1962],{},"It mainly concerns parent groups, but leaders sometimes use WhatsApp to communicate with young\npeople — on expeditions, camps and other events. The same rules then apply, with extra safeguarding\nmeasures (see section 5 and our ",[412,1961,1676],{"href":1807},").",[15,1964,428],{"id":427},[11,1966,1967],{},"1.1 This policy makes sure that all communication in the Group's WhatsApp groups is appropriate and in keeping with the values of Scouting.",[11,1969,1970],{},"1.2 It guides leaders, trustees, parents and carers on how to use the Group's WhatsApp groups, and young people on how to use them safely and responsibly.",[15,1972,438],{"id":437},[11,1974,1975],{},"2.1 This policy applies to every WhatsApp group run by the Group, including groups for parents, carers and young people.",[11,1977,1978],{},"2.2 WhatsApp groups that leaders use to plan and organise events are not covered by this policy.",[11,1980,1981],{},"2.3 It applies to everyone invited to join one of the Group's WhatsApp groups.",[15,1983,451],{"id":450},[11,1985,1986],{},"3.1 These people may be added to a WhatsApp group run by the Group:",[42,1988,1989,1992,1995,1998,2001],{},[45,1990,1991],{},"parents and carers of young people in the Group",[45,1993,1994],{},"the Group's leaders and trustees",[45,1996,1997],{},"young people in the Group, where appropriate (see section 5)",[45,1999,2000],{},"members of Scouting from outside the Group, such as District or County members, where there is a legitimate reason",[45,2002,2003],{},"anyone else approved by the Trustee Board.",[11,2005,2006],{},"3.2 Anyone may be removed from a WhatsApp group at the discretion of the Trustee Board or the Group's leadership team.",[15,2008,2010],{"id":2009},"_4-rules","4. Rules",[11,2012,2013],{},"4.1 These rules apply in every WhatsApp group run by the Group:",[42,2015,2016,2022,2025,2028],{},[45,2017,2018,2021],{},[88,2019,2020],{},"Do not share personal information about young people in the Group"," — including names, addresses, phone numbers or anything else personal.",[45,2023,2024],{},"Keep all communication respectful and in keeping with the values of Scouting.",[45,2026,2027],{},"Do not use the group to message leaders about your child.",[45,2029,2030],{},"Do not use the group to ask about the programme or to report absences.",[11,2032,2033],{},"4.2 WhatsApp is hosted in the United States and subject to US law, so sensitive information — including special category data such as health information — should not be shared on it.",[11,2035,2036],{},"4.3 Do not use the Group's WhatsApp groups to share personal information about yourself or others.",[11,2038,2039],{},"4.4 Do not share inappropriate content, including (but not limited to):",[42,2041,2042,2045,2048,2051],{},[45,2043,2044],{},"offensive language",[45,2046,2047],{},"discriminatory language",[45,2049,2050],{},"inappropriate images or videos",[45,2052,2053],{},"links to inappropriate content.",[15,2055,2057],{"id":2056},"_5-young-people-in-whatsapp-groups","5. Young people in WhatsApp groups",[11,2059,2060],{},"5.1 Young people may be added to a WhatsApp group where appropriate. When they are, these rules also apply:",[11,2062,2063],{},"5.1.1 There must be two fully appointed adult leaders in the group — the national membership system must show their role as Full, not Provisional. Any full role that required a DBS and reference check is enough, including roles outside the section or Group.",[11,2065,2066],{},"5.1.2 The Group's Safeguarding Policy must be followed at all times.",[11,2068,2069],{},"5.1.3 No personal information about young people may be shared in the group.",[11,2071,2072],{},"5.1.4 A young person must never be added without the express permission of their parent or carer.",[11,2074,2075],{},"5.1.5 Leaders must not message young people directly on WhatsApp, except in an emergency. Any such message should be copied to another leader or a parent.",[11,2077,2078],{},"5.2 No permanent WhatsApp group may be set up with young people. A temporary group may be set up for a specific event, and must be deleted afterwards.",[11,2080,2081],{},"5.3 Despite 5.2, if there is a safety or safeguarding concern or incident, a group may be kept for a time so that it can be investigated. This should be agreed with the Group's leadership team or The Scout Association, as appropriate.",[15,2083,2085],{"id":2084},"_6-reporting-concerns","6. Reporting concerns",[11,2087,2088],{},"6.1 Adults with a concern about the content of a WhatsApp group should report it to the Group's leadership team. Concerns may also be reported to the Trustee Board.",[11,2090,2091],{},"6.2 Leaders have a duty of care to every member of the Group. A leader with a concern about the content of a WhatsApp group should report it to the Trustee Board.",{"title":361,"searchDepth":362,"depth":362,"links":2093},[2094,2095,2096,2097,2098,2099],{"id":427,"depth":362,"text":428},{"id":437,"depth":362,"text":438},{"id":450,"depth":362,"text":451},{"id":2009,"depth":362,"text":2010},{"id":2056,"depth":362,"text":2057},{"id":2084,"depth":362,"text":2085},"The rules for WhatsApp groups run by the Group, for parents, carers and young people.",[2102,2105],{"date":2103,"change":2104},"December 2024","Last revised. Next review was due December 2025.",{"date":692,"change":693},{},"\u002Fpolicy\u002Fwhatsapp",[697,698],"Every year",{"title":1951,"description":2100},{"loc":2107},"policy\u002Fwhatsapp",[2114,2115,2116,2117],"Our WhatsApp groups are for parents and carers. They are not for messaging leaders about your child, asking about the programme, or reporting absences. (4.1)","Never share personal information about young people, or sensitive information such as health details. (4.1, 4.2)","Young people are only added with their parent or carer's permission, with two fully appointed leaders in the group, and only for a specific event. (5.1, 5.2)","Leaders do not message young people directly, except in an emergency — and then copy in another leader or a parent. (5.1)","b4XYNGTMElh_aWTZCoM8sH8QraIsBwkfKv9d1aMBBs0",1791738328383]