GENERAL
1. The name of the Organisation shall be “Student Community Action – Volunteers in Cambridge” (Cambridge SCA).
2. The Organisation is established to promote any charitable purpose for the benefit of the community in the Cambridge area and in particular the advancement of education, the furtherance of health and the relief of poverty, distress and sickness, and to promote amongst students in Cambridge the idea and practice of community service and community action in so far as it be legally charitable.
3. The Organisation shall consist of its members (see paragraph 4).
MEMBERSHIP
4. Members shall be defined as those who have registered with the SCA office, all workers employed by the Organisation, non-student members of the Executive Committee, and any other persons appointed by the Executive Committee. Membership shall be open to all students of the University of Cambridge and Anglia Ruskin University (or its successor body), and to University and College employees who wish to join projects run by SCA.
5. All members of the Organisation shall be entitled to speak and to cast a single vote on each issue brought before a General Meeting, with the exception that (a) the person chairing the meeting shall not have a vote except in the case of a tied vote, when s/he shall have a casting vote, and (b) the paid workers do not have voting privileges at any meetings.
6. The Executive Committee shall call a General Meeting annually within three months of the end of the financial year and also, on the written application of at least eight members of the Steering Group (including one student trustee) or 15 members of the organisation who shall all have been members for at least a month, and at other times as necessary. It shall not call a General Meeting for a date outside the Full Term of the University of Cambridge. It shall advertise each meeting at least fourteen days in advance.
7. A General Meeting shall be chaired by the President of the Executive Committee, or, in her/his absence, by the Vice President. In the event of both the President and Vice President being absent, a General Meeting shall commence with the election of a Chair.
8. The quorum of a General Meeting shall be twenty members. A decision of the General Meeting shall be binding on the Organisation if passed by a simple majority of those present.
ANNUAL GENERAL MEETING
9. The Annual General Meeting shall include:
a) the presentation of an Annual Report by the Executive Committee.
b) the presentation of the audited accounts for the preceding Financial Year by the Treasurer. The Treasurer shall ensure copies of these accounts are made available to members of the Organisation on request.
THE EXECUTIVE COMMITTEE
10. The Executive Committee shall consist of:
The Senior Treasurer, who shall be a resident member of the Senate of the University. (S/he shall be responsible for overseeing the Organisation’s financial situation and investments.)
At least 4 and not more than 8 other senior members drawn from the University, Anglia Ruskin University (or its successor body), and local voluntary groups, or individuals who accept and support the aims of the Organisation. These members and the Senior Treasurer shall be co-opted for a term of up to three years and may be re-appointed.
Three student members who shall be elected and ratified at a General Meeting. They shall serve a one-year term, and be eligible to stand for re-election. The student members shall include a President, Vice President, and Treasurer, elected as named posts. Other student members shall be welcome to attend but shall not have a vote.
SCA staff members, and any other workers employed by the Organisation, as non-voting members of the Committee and from whom items may be reserved.
11. The Treasurer shall:
a) keep the Organisation’s accounts in good order and have them audited in good time for the AGM.
b) keep records of funds raised by SCA and liase with the Finance Group.
12. The Executive Committee shall meet at least six times per year (twice in each University term, and in vacations if necessary).
13. The Executive Committee shall meet at a time, date and place agreed by a majority of the Committee. Meetings during vacations shall be called if required by SCA staff members or agreed by at least three members of the Executive or Steering Committee.
14. The President, or the Vice President, shall chair the meetings. In the event of both the President and the Vice President being absent, the meeting shall commence with the election of a Chair.
15. The Executive Committee shall undertake the management of the Organisation (including responsibility for major policy decisions, all employment issues, and fiscal policy), and undertake such other functions as may be required of it by this constitution and by subsequent decisions of a General Meeting.
The Executive Committee is hereby given the following powers:
a) To obtain, collect, receive money and funds by way of contributions, donations, subscriptions, legacies, grants, and other lawful methods (including appeals to the public) and to accept and receive gifts of property of any description (whether subject to any special trusts or not) for or towards the objects and administrative expenses of the Organisation provided that the Organisation shall not undertake any trading of a permanent nature;
b) to undertake and execute any Charitable Trusts which may further the attainment of the Organisation;
c) to appoint if they think fit co-opted members who shall hold office until the next AGM;
d) to set up sub-committees with designated responsibilities constituted by members of the Executive Committee and the Steering Group. All members of the sub-committee shall have a vote within the group but the group’s decision must be approved by the Executive Committee.
16. The quorum of an Executive Committee meeting during the University of Cambridge Full Term shall be three students (at least one of whom must be a trustee) and four senior members, and, for meetings during the vacations, any four members including at least one student member (with the exception in each case of the employees). A decision of the Executive Committee shall be binding on the Organisation if passed by a simple majority of those present, unless such a decision is contrary to the decision of a General Meeting. The Chair of an Executive Committee meeting shall not have a vote except in the case of a tied vote, when s/he shall have a casting vote.
17. The Executive Committee shall call a General Meeting if members of the Steering Group are unable to undertake their function under this constitution, and require that meeting to elect such new student members to the Committee as may be deemed necessary, provided that there are no more than fifteen student members of the Steering Group at any time (three of which are members of the Executive Committee), and that members of the Committee thereby elected shall end their appointment at the next AGM, unless re-elected at that time.
THE STEERING GROUP
18. The Steering Group shall consist of the student members of the Executive Committee and the other elected non-trustees.
SCA staff members are welcome to attend.
Any other members of the Organisation may be invited to attend but shall not have a vote.
19. The Steering Group shall be an advisory body responsible for considering issues and making recommendations to the SCA staff regarding the day-to-day management of SCA. It is responsible for induction of any incoming Steering Group members to their posts. The quorum of Steering Group meetings shall be seven members at least one of whom must be a trustee. The Chair of a Steering Group meeting shall not have a vote except in the case of a tied vote, when s/he shall have a casting vote.
20. The Chair of the Steering Group for the first meeting of the academic year shall be the President or Vice President. Subsequent Steering Group meetings can be chaired by any willing member of this Group. The Chair for the next meeting shall be agreed at each meeting.
21. Meetings of the Steering Group shall be held at least every seventeen days during University Full Term, at a time, date and place agreed by a majority of the group.
22. For both the Executive Committee and the Steering Group, any member who is absent from two consecutive meetings without good cause and without having apologised in advance to the Chair of that meeting will cease to be a member of that group
CONSTITUTION
23. The foregoing paragraphs may be altered whether by the repeal or amendment of any of them, the addition of any new object, power or rule, or the substitution of any object, power or rule, for any of the objects, powers or rules by a resolution at any Annual or Special General Meeting of the Organisation by a majority of not less than three quarters of the members present at the meeting and voting of the resolution provided that no alteration shall be made that will cause the Organisation to cease to be a charity by law.
24. The Organisation may at any time be dissolved by a resolution approved by the Executive Committee and of which due notice has been given and which has been passed at a General Meeting by a majority of three quarters of the total votes recorded thereon. Such resolutions may give instructions for the disposal of any assets held by or in the name of the Organisation, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed among the members of the Organisation, but shall be given or transferred to such other charitable Institution or Institutions having objects similar to some or all of the objects of the Organisation as the Organisation may, with the approval of the Charity Commissions or other authority having charitable jurisdiction, determine.
25. SCA staff members shall make copies of the Constitution available to members on request.
10th March 2008
Cambridge Student Community Action (SCA) recognises the importance of Child Protection, and undertakes to ensure that all our volunteers working with children on our projects are trained to recognise the signs of a child in distress, and to follow our agreed referral procedure. We believe that priority must be given to the safety and well-being of any child, and that our volunteers must share this belief.
SCA value our volunteers highly, and are committed to providing training, guidance and support for them at all times. The following guidelines are intended to safeguard the welfare of both the child and volunteer.
Volunteer Guidelines
Volunteers must ensure that they do not place themselves in a vulnerable position by being alone with a child in isolated or inappropriate circumstances. They should stay where other people are aware of them. Volunteers must not take a child back to their room alone.
Volunteers must not allow friends/acquaintances etc. to accompany them with the child if they are not registered with SCA to work with children, and have completed our screening process.
If a child implies, or tells a volunteer that they are, or have been, “at risk”, the volunteer must explain the implications of this disclosure to the child. The volunteer must make it clear to the child that someone else will be told, and that appropriate action will be taken. The volunteer must never agree to keep such a disclosure secret, but must be careful not to alarm the child. The safety and wellbeing of the child is of paramount importance, and the volunteer must act accordingly.
Any concerns about the welfare of the child must be reported as soon as possible to one of SCA’s office workers, or to an SCA Trustee. It essential to keep any concerns confidential – volunteers must not discuss the situation with anyone other than an SCA worker or Trustee. Emergency telephone numbers are issued to volunteers to enable them to make immediate contact with an appropriate person.
A signed written report must be given as soon as possible to SCA giving listing the:
• date
• child’s name
• child’s age
• child’s address
• volunteer’s name
• volunteer’s address
• description of cause for concern
• any action taken
Once the SCA office staff or an SCA trustee has been informed, no further action is to be taken by the volunteer unless explicitly requested by them, or other professional persons (police, social workers etc.). Responsibility for further action lies with SCA.
Guidelines For SCA Office Staff And Trustees
It is the responsibility of SCA’s office staff and/or Trustees to deal appropriately with any reported concerns of volunteers regarding possible abuse of children they come into contact with.
Before contacting any outside agency, the situation should be discussed by SCA office staff and their Line Manager, and a course of action agreed upon. If the Line Manager is not available, any other Senior member of the SCA Employment Group should be consulted.
If appropriate, contact should be made initially with the parent(s)/guardian(s) of the child concerned, or with the organisation through which contact with the child was initially made (school, club, social worker etc.).
Advice can be sought from social workers without any names being disclosed, but responsibility for ensuring that appropriate investigations are undertaken, and the child protected, remain with SCA until the child’s details are passed to the Social Services Department, Police or NSPCC.
Cambridge SCA is committed to the practice of equal opportunities and endeavours to discourage oppression wherever it is found.
SCA is committed to opportunities for all volunteers regardless of age, gender, physical disability, ethnic origin, religion, marital status, economic status, sexual orientation or unrelated criminal conviction, making exception only where is can be objectively justified*.
Principles
Cambridge SCA puts this into practice by:
• Promoting the practice of equal opportunities in every aspect of SCA’s work.
• Supporting volunteers that are discriminated against by clients or other members of the organisation.
• Recognising that everyone is of value by having a policy of non-rejection in the recruitment of student volunteers.
• Taking positive steps to provide more opportunities for groups that are currently under-represented in any activities.
• In the area of staff recruitment and conditions of employment ensuring that there are no unjustifiable requirements mad on job descriptions. Advertisements will specify that SCA is an equal opportunities employer and recruitment procedures will be carried out so as to avoid discrimination.
• Comply with all relevant legislation.
Quality Assurance
• The intake of volunteers is monitored to assess the effectiveness of this policy and identify areas for improvement. This data is to be presented to the executive committee prior to the AGM on a yearly basis and to be included in the annual report.
• All new committee members and staff are to be trained in equal opportunities practices.
• It is the role of the Vice-President to ensure that the entire management group takes responsibility for the implementation of this policy.
• Input from SCA volunteers in this area is positively encourages. Representations may be made to either the steering group or employment group. All issues raised will be treated confidentially.
• “Objectively justifiable” is not to be interpreted by a single member of the organisation. Any matters of this nature are to be referred to the employment group; the employment group may refer the issue to the full executive committee. This in no way affects the rights of those concerned to representation through a grievance procedure.
Cambridge Student Community Action (SCA) recognises the importance of the protection of vulnerable adults from abuse. We undertake to ensure that all our volunteers working with vulnerable adults on our projects are trained to recognise the signs of a vulnerable adult in distress, and to follow our agreed referral procedure. We believe that priority must be given to the safety and wellbeing of any vulnerable adults, and that our volunteers must share this belief.
SCA value our volunteers highly, and are committed to providing training, guidance and support for them at all times. The following guidelines are intended to safeguard the welfare of both the vulnerable adult and the volunteer.
Who is a vulnerable adult?
A Vulnerable adult is defined in 'No Secrets' (the Government's Guidance on Adult Abuse) as: - 'a person aged 18 years or over, who is in receipt of or may be in need of community care services by reason of 'mental or other disability, age or illness and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation'.
What is abuse?
Abuse is the violation of an individual’s human or civil rights by any other person or persons. It may consist of single or repeated acts. A person may experience one or more forms of abuse at the same time. Any or all types of abuse may be perpetrated as the result of deliberate intent, negligence or ignorance.
The eleven types of abuse recognised in Cambridgeshire are:
• Physical abuse
• Sexual abuse
• Psychological abuse
• Financial or Material abuse
• Neglect and Acts of Omission
• Discriminatory abuse
• Domestic Violence
• Poor professional practice
• Institutional abuse
• Stranger abuse
• Harm
Reporting
Any concerns about the welfare of a vulnerable adult must be reported within 24 hours to one of SCA’s staff member, or to a SCA Trustee. You should use the emergency contact telephone number when the office is closed. Emergency telephone numbers are listed at the end of this document to enable you to make immediate contact with an appropriate person.
Do not just leave a message on the answer phone for us to find when we next get into the office, it is essential that we deal with the situation as soon as possible. Please make the effort to contact a staff member or trustee immediately.
When you speak to a staff member or trustee you will be asked to complete and sign an incident report form detailing what you have seen or been told or any concerns you may have. This information is essential if we are going to act promptly and appropriately to what you have told us.
Once the SCA office staff or an SCA trustee has been informed, no further action is to be taken by the volunteer unless explicitly requested by SCA, or other professional persons (police, social workers etc.). Responsibility for further action lies with SCA.
Student Community Action is committed to protecting the children and vulnerable people we work with from harm. As such we aim to do everything in our power to ensure that the volunteers we recruit, are suitable to work with vulnerable people.
SCA is committed to opportunities for all volunteers regardless of age, gender, physical disability, ethnic origin, religion, marital status, economic status, sexual orientation or unrelated criminal conviction, making exception only where it can be objectively justified.
CRB (Criminal Records Bureau) Disclosures
Every volunteer wishing to work on an SCA project is obliged to apply for a Criminal Records Bureau Disclosure.
Volunteers wishing to work with children on one of our projects will need to apply and wait for their disclosure to be issued before we will permit them to work on the project.
Volunteers wishing to work on BSMEG or Sunday Club will need to complete a CRB application before their first visit, and should be supervised at all times by a CRB checked volunteer. The applicant should ensure they are not alone with any residents until their clearance has been received.
CRB – Portability
SCA will not accept the risks involved in accepting a CRB completed for another organisation.
Character References
All volunteers are required to supply SCA with the name and address of two people who are in a position to give a character reference. They must have known the applicant for at least two years and cannot be a member of the applicants family or peer group.
Interviews
All volunteers working on SCA projects are required to be interviewed by an SCA staff member.
External Projects
SCA does not screen the volunteers it refers to external organisations. It is the responsibility of each organisation to ensure the volunteers are suitable to work on their project.
SCA may on occasion act as a ‘CRB Umbrella Body’ for the external organisation we work for. SCA again takes no responsibility for the recruitment decision. The organisation will be provided with the issued statement and any additional information received, to enable them to make their own recruitment decision.
If you suspect abuse, or have any concerns at all about the welfare of a child it is your responsibility to contact an SCA staff member or, if they are not available, a member of SCA's Executive Committee – their contact details can be found on our website or in the front of our Volunteer Handbook. They will talk the matter over with you, and agree a course of action. Depending on what action is taken, this may be the end of your involvement – it is certainly the end of your responsibility.
The purpose of this leaflet is to help you recognise that something is wrong, and that the possibility of abuse should be considered. It is important to remember that the signs and symptoms mentioned here do not necessarily indicate that a child has been abused.
There are 4 kinds of abuse – a child may suffer as a result of more than one of them:
• Sexual abuse
• Physical abuse
• Emotional abuse
• Neglect
How to React if a Child talks to you about Abuse
• Find a quiet place to talk.
• Stay calm and reassure them that it is OK to talk.
• Let them do the talking - do not ask leading questions or press for information.
• Say how glad you are that the child has decided to tell you, and let them know that you believe what they are saying.
• Do not promise to keep their problem secret – you cannot do this.
• Say that you will do your best to support and protect them.
• If appropriate, help them to tell their parent/guardian – if you are not comfortable with this, SCA will take on the responsibility to do so.
As soon as possible after the child has spoken to you, write down everything they have told you – date and sign it.
Signs of Sexual Abuse
• Being withdrawn or isolated.
• Being worried about clothing being removed.
• Personality changes - for example becoming 'clingy' or insecure.
• Behaving in an overly affectionate way, or being knowledgeable in a sexual way that is inappropriate to the age of the child.
• Regressing to younger behaviour such as wetting themself, thumb sucking or bringing out discarded cuddly toys.
• Drawing pictures that are sexually explicit.
• Becoming over sensitive to criticism or trying to be ultra perfectly behaved.
• Eating disorders such as compulsive eating or loss of appetite.
• Losing the ability to concentrate.
• Being uneasy or frightened in someone's company, or not wanting to be alone with them.
• Starting to have day/nightmares.
Signs of Physical Abuse
• Unexplained recurrent bruises, injuries, bald patches or burns.
• Can be aggressive or withdrawn.
• Inability or refusal to explain injuries, or making improbable excuses for them.
• Refusing to get undressed for swimming, gym lessons etc.
• Being afraid of medical examinations.
• Shying away from physical contact.
• Habitual running away.
• Tendency to be self-destructive.
• Confirmation that they are being punished excessively.
• Being frightened about a possible abuser being contacted.
• A fear of physical contact (such as shying away if you raise you arm or touch them).
Signs of Emotional Abuse
• Sudden onset of speech disorders.
• Extremes of aggression or passivity.
• Constant self loathing ("I am ugly/stupid/useless/bad" etc.).
• Over-reaction to making mistakes.
• Very fearful of any new situations.
• Extreme lack of confidence.
• Self mutilation/harm.
• Onset of habits such as rocking back and forth, twisting hair, pinching themselves etc..
• Lack of (or slow) mental, emotional or physical development.
• Believing they deserve to be punished.
Signs of Neglect
• Always hungry and/or looking for something to eat.
• Too thin.
• Constantly tired.
• Poor personal hygiene.
• Clothes dirty/in bad state of repair.
• Has untreated medical problems.
• Doesn't have any friends.
• Appears not to relate to parent/guardian.
• Can be destructive/attention seeking.
• Withdrawn.
Student Community Action is committed to providing a quality service and achieving the highest standards of conduct. We also know that we don't always get it right - and when we don't measure up, we want you to tell us about it. One of the ways in which we can continue to improve our service is by listening and responding to the views of the groups we work with.
Therefore we aim to ensure that:
• making a complaint is as easy as possible;
• we treat a complaint as any clear expression of dissatisfaction with our service which calls for a response;
• we treat it seriously whether it is made in person, by telephone, by letter, or by e-mail
• we deal with your complaint promptly, politely and, where appropriate, informally (for example, by telephone)
• we respond in the right way - for example,with an explanation, or an apology where we have got things wrong, or information on any action taken etc;
• we learn from complaints and use them to improve our service
This documents will explain how to make a complaint about any aspect of the service that Student Community Action provides.
When should I complain?
• If any of our services haven't reached the standard you expect.
• If there's a problem you think we should fix.
• If you feel a member of our staff has treated you badly or unfairly.
• If you have any problems with a volunteer that SCA has provided.
• If we don't do something we have promised to do.
• If you are unhappy about anything else we have (or have not) done.
How to make a complaint
You can make a complaint in writing, by e-mail, by telephone or in person (by appointment please). This complaint will be dealt with initially by an executive committee member and if necessary passed onto our employment group for further investigation. If your complaint if about one of our staff, then please mark the envelope “FAO Employment Group – Complaint”.
Complaints address:
Penny Wilson
Student Community Action - Complaints
62 Thornton Road
Girton CB3 0NN
penny.wilson@admin.cam.ac.uk
07817 500302
If you are writing or e-mailing your complaint, please provide your telephone number if a response by telephone would be convenient. If you are e-mailing, please state if a reply by e-mail is required and, if not, please provide a full postal address.
What we need to know
• Your name, and details of how to contact you.
• The project or service which your complaint relates to.
• Details of your complaint, including names of person’s it involves.
• What you want us to do, to put things right.
What will happen now?
• We will acknowledge your complaint within 7 working days
• We will investigate your complaint carefully and thoroughly
• We will give you a full reply within 15 working days (occasionally we may need longer than this, but when we do, we will tell you why this is and when we can reply)
PLEASE NOTE: You will not be treated any less favourably as a result of complaining about our services.
There are some things we can’t change…such as things we are required to do by law, or policies which have been set which guide the way our services are delivered. But we will always explain why this is, and tell you who else to contact if you are still unhappy.