ARRIVAL & COLLECTION OF MEMBERS POLICY
Under construction
ATTENDANCE POLICY
Under construction
BEHAVIOUR POLICY
Behaviour Management – Yellow Card / Red Card System
To help ensure that everyone enjoys a safe, positive and rewarding camp, 1st Lightwater Scout Group operates a Yellow Card / Red Card behaviour management system. This is intended to support good behaviour and provide young people with the opportunity to reflect on and improve their conduct. In practice, we have rarely needed to use this system.
Yellow Card (First Warning)
Where a Scout fails to follow the Scout Promise, Scout Law, Scout Values, the Group’s Code of Conduct, or the reasonable instructions of the leadership team, a designated leader may issue a Yellow Card. The reason for the warning will be explained to the Scout and the warning will be recorded.
Second Yellow Card
If there is a further breach of the expected standards of behaviour, a second Yellow Card may be issued. Parents/carers will normally be contacted, with the Scout present where appropriate, to explain the concerns and advise that any further significant breach of behaviour may result in the Scout being required to leave the camp.
Red Card
If a Scout receives a third behavioural warning (Red Card), the leadership team may decide that the Scout can no longer remain on the camp.
Parents/carers will be contacted and expected to make arrangements, in consultation with the leadership team, for their child to return home as soon as reasonably practicable. Any associated costs will remain the responsibility of the parent/carer.
Immediate Red Card
The leadership team has a duty to safeguard all participants and volunteers. In exceptional circumstances, the designated leader and leadership team reserve the right to issue an immediate Red Card without first issuing Yellow Cards where the seriousness of the incident makes this necessary.
Examples include, but are not limited to:
- Violence or threatening behaviour.
- Bullying or harassment.
- Possession or use of alcohol, illegal substances or prohibited items.
- Wilful damage to property.
- Behaviour that places themselves or others at risk.
- Serious misconduct.
- Behaviour likely to bring Scouting into disrepute.
CAMP POLICY
PAYMENT, CANCELLATION AND FINANCIAL COMMITMENT INFORMATION
IMPORTANT: SCOUT GROUP STATUS
1st Lightwater Scout Group is a registered Scout charity and is organising this camp on a not-for-profit basis for the benefit of its members in accordance with The Scout Association’s Policy, Organisation and Rules (POR). The Group is not a travel company or tour operator.
All monies paid by participants are used solely for the costs of the camp, including transport, accommodation, activities, insurance and administration. The Group does not retain a profit from the camps. The Trustee Board has a legal duty to manage the charity’s funds responsibly and in the best interests of the charity. Decisions affecting the financial viability of the camp will therefore be made in accordance with those duties.
CONFIRMATION OF PLACE
By accepting a place on the camp and making payments towards the trip, you acknowledge that the Group will enter into financial commitments on behalf of participants, including but not limited to flights, accommodation, transport, activities and associated bookings.
WITHDRAWAL BY A PARTICIPANT
Should a participant withdraw from the camp for any reason after accepting a place, the Group will seek to recover any monies possible from suppliers and insurers.
However:
- Deposits may be non-refundable.
- Costs already committed to suppliers may not be recoverable.
- Any refund will be limited to sums recovered or not yet committed.
- The Group cannot guarantee any refund following withdrawal.
- The Group shall not be responsible for reimbursing costs which have already been committed on behalf of a participant.
Where a replacement participant can be found, any refund will be assessed after deduction of all costs incurred, including any administration or supplier amendment charges.
REPLACEMENT PARTICIPANTS
Where a participant withdraws and a replacement participant is able to take their place, 1st Lightwater Scout Group will make every reasonable effort to minimise any financial loss.
The withdrawing participant will remain responsible for any non-recoverable costs already incurred on their behalf, including supplier administration charges, name change fees, cancellation charges and any other costs directly resulting from their withdrawal.
The replacement participant will be responsible for the cost of their own place on the camp, including any increase in supplier prices since the original booking (for example, higher flight, accommodation or transport costs), together with any applicable administration charges relating to their booking.
Any refund due to the withdrawing participant will be calculated after all non-recoverable costs and applicable charges have been deducted.
ONLINE SCOUT MANAGER (OSM) PAYMENT FEES
Payments for the camp will be collected through Online Scout Manager (OSM). OSM applies transaction and processing fees to payments made through the platform.
These fees are charged directly by the payment provider and are not retained by 1st Lightwater Scout Group. As these fees are not recoverable by the Group, they are non-refundable in all circumstances, including but not limited to:
- Participant withdrawal from the camp.
- Cancellation of participation by a parent/carer.
- Removal of a participant from the camp.
- Cancellation, amendment or curtailment of the camp for reasons beyond the Group’s control.
Any refund calculated under these terms will therefore be made after deduction of any non-recoverable OSM transaction and processing fees, together with any other non-recoverable costs incurred on behalf of the participant.
UNAVOIDABLE OR EXTRAORDINARY CIRCUMSTANCES
The camp may be affected by circumstances beyond the reasonable control of the Group, including but not limited to:
- War or armed conflict.
- Terrorism or threat of terrorism.
- Civil unrest, riots or political instability.
- Government travel restrictions or advice.
- Pandemic or public health emergency.
- Natural disasters.
- Severe weather events.
- Industrial action or transport disruption.
- Closure of venues, accommodation or activity providers.
- Significant or prohibitive increases in travel, accommodation or operating costs.
Parents should be aware that travel insurance may not cover all such events and may contain exclusions for war, terrorism, government restrictions or other extraordinary circumstances.
Where costs have already been incurred and cannot be recovered from suppliers or insurers, the Group may be unable to provide refunds, either in whole or in part.
CAMP COSTS AND BUDGET ESTIMATES
The camp budget is based on current quotations, exchange rates, taxes, charges and supplier costs available at the time of publication.
Whilst the leadership team has taken reasonable steps to prepare an accurate budget, travel arrangements are made significantly in advance and certain costs may change before departure. These may include, but are not limited to:
- Airline charges and taxes.
- Fuel surcharges.
- Exchange rate fluctuations.
- Accommodation costs.
- Activity provider charges.
- Local transport costs.
- Regulatory or government-imposed fees.
Should significant unavoidable increases occur, 1st Lightwater Scout Group reserves the right to seek additional payments from participants, amend elements of the programme, or review the viability of the camp.
Should the final cost of the camp be lower than budgeted, families of any full-paying Scout will be refunded where that surplus is greater than £10. Families may choose to donate all or part of that refund to 1st Lightwater Scout Group
To ensure that the administrative cost of processing refunds remains proportionate, refunds will normally be made in multiples of £10. Any remaining surplus of less than £10 per participant will be retained by the Group and used solely to offset the cost of consumable items used during the camp and the maintenance, repair and replacement of Group equipment used for the benefit of all members.
Parents/carers will be notified as soon as reasonably practicable should any such circumstances arise.
CANCELLATION OF THE CAMP
Whilst every effort will be made to deliver the camp as planned, there may be exceptional circumstances where 1st Lightwater Scout Group is required to cancel the camp before departure.
This may include, but is not limited to:
- Significant or prohibitive increases in travel, accommodation or activity costs which make the camp financially unviable.
- Insufficient participant numbers to operate the camp safely or within budget.
- Government travel advice or restrictions.
- War, armed conflict, terrorism or civil unrest.
- Natural disasters or severe weather.
- Pandemic or public health emergencies.
- Failure of a key supplier, transport provider or accommodation provider.
- Any other circumstance beyond the reasonable control of the Group that makes it unsafe, impractical or financially irresponsible to proceed.
If the camp is cancelled, 1st Lightwater Scout Group will make every reasonable effort to recover monies already paid to suppliers and insurers.
Any refunds to participants will be limited to monies successfully recovered, less any non-recoverable costs already incurred, including (where applicable):
- Supplier deposits and cancellation charges.
- Flights and transport costs.
- Accommodation or activity charges.
- Insurance premiums.
- OSM transaction and payment processing fees.
The Group will not retain any surplus from a cancelled camp. However, where costs have already been committed and cannot be recovered, it may not be possible to provide a full refund.
Parents/carers will be kept informed throughout the process should cancellation become necessary.
BEHAVIOUR EXPECTATIONS AND EARLY RETURN
Participation in this camp is a privilege, and all Scouts are expected to maintain the high standards of behaviour set out by The Scout Association and 1st Lightwater Scout Group at all times, including during preparation activities, travel and whilst at camp.
All participants are expected to follow the Scout Promise, Scout Law, Scout Values, The Scout Association’s Code of Conduct and the instructions of the leadership team.
Our Scout Values
As Scouts, we’re guided by our values, which are:
Integrity: We act with integrity; we are honest, trustworthy and loyal.
Respect: We have self-respect and respect for others.
Care: We support others and take care of the world in which we live.
Belief: We explore our faiths, beliefs and attitudes.
Co-operation: We make a positive difference; we co-operate with others and make friends.
Withdrawal of a Place Before Departure
Participation in the camp is dependent upon a Scout continuing to demonstrate behaviour consistent with the Scout Promise, Scout Law, Scout Values and the expectations of 1st Lightwater Scout Group.
Where serious or persistent behavioural concerns arise before the camp, or where the leadership team considers that a participant’s behaviour presents an unacceptable risk to themselves, other participants or the safe running of the camp, the Group reserves the right to withdraw that participant’s place before departure.
Such decisions will be made by the leadership team after consideration of the circumstances and, where appropriate, following discussion with the parent/carer and the Group Lead Volunteer.
Where a participant’s place is withdrawn before departure due to behavioural concerns, any refund will be subject to the same principles set out in the WITHDRAWAL BY A PARTICIPANT section of this document. Any costs already committed or which cannot be recovered from suppliers will remain the responsibility of the participant and may not be refundable.
Early Return
Where a participant is required to leave the camp due to behavioural concerns:
- Parents/carers will be contacted as soon as reasonably practicable.
- Parents/carers will be expected to make arrangements, in consultation with the leadership team, for their child to return home as soon as reasonably practicable.
- Any costs already incurred may not be refundable.
- Parents/carers will be responsible for any additional costs associated with an early return.
- The Group reserves the right to recover any reasonable additional expenses incurred as a result of the participant’s behaviour.
Where a participant is required to return home early due to illness or injury, every effort will be made to utilise the Group’s travel insurance where appropriate and in accordance with the policy terms and conditions. Any costs not covered by the insurance policy, or any policy excesses, will remain the responsibility of the parent/carer unless otherwise agreed by 1st Lightwater Scout Group.
Where a participant is required to return home early as a result of behavioural concerns, or where a parent/carer chooses to arrange for their child to return home early for reasons other than an insured medical emergency, all associated costs will remain the responsibility of the parent/carer.
The behaviour expectations and the Yellow Card / Red Card system will be explained to all participants before departure. Parents and carers are asked to discuss these expectations with their child before the camp to help ensure that everyone has a safe, enjoyable and memorable experience.
TRAVEL INSURANCE
Appropriate travel insurance will be arranged for all participants and forms part of the camp cost. Participation in the Group policy is mandatory and cannot be declined.
Details of the cover will be provided separately. Parents should note that no insurance policy covers every circumstance and exclusions will apply. Families may choose to purchase additional insurance cover at their own expense if they wish.
Parents/carers should note that any insurance claim remains subject to the insurer’s terms, conditions, exclusions and claims process, and cover cannot be guaranteed until the insurer has assessed the claim.
FINANCIAL SUPPORT
We recognise that there are circumstances where members of The Scout Association may be unable to meet the financial commitments associated with Scouting activities and events. Where participation would be of clear benefit to the young person,
All financial support is:
- Considered on a case-by-case basis
- Subject to the availability of funds
- Provided with the primary consideration always being the young person
If financial support is required, the parent/carer should contact the respective section leader.