Welcome Events Policy

1.1               Welcome events and social events are activities in which members (often new members) of the club are expected to perform a task or tasks as a means of gaining credibility, status or entry within that club.

1.2               Please note that welcome events are also classed as social events so the previous regulations on social events apply as well as the further regulations below. Therefore all welcome events will have to abide to the following:

1.2.1         Any planned events must be brought to the attention of the Vice President of Sport within10 days’ of the event.

1.2.2         A risk assessment (created by a trained individual) must be completed by each student group involved to ascertain the safety of the planned initiation; this will then be passed or declined by the VP Sport after consultation with a trained and competent member of Union staff. (Note – please collect and note down any allergies at the start of the event, remember someone could have a serious nut allergy).

1.2.3         All activities are noted with the exact times and event, also stating the venue the welcome events will be taking place. This must be returned prior to the set date.

1.2.4         At all times a responsible person or persons (from within the club) will oversee the events. This person will be sober at all times, be responsible for any person participating, ensure all members participating return home safely and ensure that these regulations are adhered to at all times.

1.2.5         All individuals should be made aware that the welcome events are not compulsory and that they have the right not to participate.

1.2.6         Any non-participation should be treated respectfully. No peer pressure or bullying should be applied.

1.2.7         If alcohol is involved in the initiation event then a non-alcoholic alternative should be provided and available.

1.2.8         Welcome events must not have any bearing on team/squad membership or membership of the club or society in any way. All groups should be fully inclusive to all members at all times.

1.2.9         Breaches of these regulations may result in the member or club involved being subjected to the procedures highlighted in section 4 and 5.

 

2.0             Informal Procedure

2.1               Members who are receiving the type of behaviour described above – or any other behaviour which they do not feel comfortable with, are advised to make it clear to the harasser that this behaviour is unacceptable to them and must stop. The Union should support the complainant in a way they feel comfortable with.

2.2               If the member or member of the public does not feel comfortable approaching the club then a formal letter must be written to the Vice-President of Sport/Vice President of Activities (where appropriate) regarding the incident. Thereafter all disciplinary action shall be decided through the Vice-President of Sport/Vice President of Activities.

 

3.0             Formal Procedure

3.1               Where informal methods fail, or serious harassment occurs, Union members are                     advised to bring a written formal complaint and may seek assistance from another member of the Union.

3.2               In the first instance the complaint should be brought to the attention of the Vice-President of Sports/Vice-President of Activities. The complainant should be asked to put the details of the alleged harassment in writing along with relevant evidence for the purposes of the investigation.

3.3               If, at either stage, the complainant wishes to talk to someone other than the Vice-President of Sport/Vice-President of Activities, they should approach the Strategic and Operational Director.

3.4               Consideration will also be given to ensuring the complainant and complainers are not to be involved Union activities together during the investigation.

3.5               All complaints will be investigated discreetly but fully. Methods of investigation will include discussions with individual groups, and written statements.

3.6               The procedures for a formal complaint shall follow that of CCSU’s complaints procedures, noted in the organisation’s Bye Laws.

3.7               Only after full investigation and evaluation of the evidence will a decision be made regarding disciplinary action by the Vice-President of Sports/Vice-President of Activities or the Strategic and Operational Director.

 

4.0             Outcomes

4.1               Certain behaviours, outlined below, shall override staged disciplinary procedure and it shall be to the discretion of the Vice-President of Sports/Vice President of Activities and appropriate bodies as to the action taken.

4.1.1         Behaviour that leads to prosecution by law – intentional bodily harm, streaking etc. Any behaviour that has directly involved legal authorities.

4.1.2         Behaviour that could have led to prosecution by law.

4.1.3         Putting individuals recklessly/negligently in direct harm or danger.

4.1.4         Any behaviour that is seen to damage relations between the University and/or Christ Church Students’ Union and its external stakeholders.

4.1.5         If, after investigation, the allegations are felt to be founded, a staged disciplinary procedure will take place:

 

5.0             Disciplinary process

5.1               The formal disciplinary process will be as follows:

5.1.1         Stage one: A warning letter that will be filed against the club.

5.1.2         Stage two: A warning letter and Committee/Individual (as appropriate) suspension for up to three weeks (depending on the severity of the offence) from all sporting activity and BUCS fixtures.

5.1.3         Stage three: A final letter of warning to the clubs and an appropriate fine.

5.1.4         Said appropriate fine may be payment for damage to external property or repairs caused during the behaviour or similar to a BUCS fine for misconduct during match play.

5.1.5         Stage Four: Team/Club (as appropriate) suspension from sporting activity and BUCS fixtures, for up to five weeks.

5.1.6         Stage Five: A yearlong club suspension from sporting activities and withdrawal from BUCS league

5.2               Stages one to five can be jumped based on the severity of the case. If Stage four or five is selected as a first instance all decisions must be noted by the Board of Trustees.

5.3               The stage one to five disciplinary process and initial investigation will be carried out by the following CCSU staff or sabbatical members, as a group:

5.3.1         Vice President of Sport/Vice President of Activities

5.3.2         Membership Services Manager

5.4               In the event of the allegations being unsubstantiated no action will be taken against the complainant except in extreme instances when the complaint is considered to have been brought in bad faith (i.e. spite) in which case the complainant may be subject to CCSU’s student disciplinary procedures noted in the organisation’s Bye Laws.

5.5               CCSU, where appropriate may offer advice and counselling to individuals involved with the complaint.