Welfare Policy

Cambridge University Hillwalking Club (CUHWC) regards the health, safety and welfare of all members to be of paramount importance. The fundamental basis for our welfare policy is the desire to treat our athletes’ responsibly and with respect and to support them in their pursuit of both their academic and sporting goals. The Club recognises that welfare is not just about safety outdoors but covers the full breadth of Club activities from training courses through to socials and our media presence.

To this end, the CUHWC  aims to ensure, so far as is reasonably practicable, that policies, procedures and practices are in place to maintain a safe and healthy environment and promote a positive Club culture, not only for its members but also for other people and organisations that may be affected by the activities of the Club.

Our commitment

CUHWC respects the rights, dignity and worth of every person involved in its activities. CUHWC is committed to Club members enjoying hillwalking in an environment free from discrimination, intimidation, harassment and abuse. CUHWC believes that it is the responsibility of all of its members to challenge discriminatory behaviour and promote equality of opportunity.

Affiliations

CUHWC is affiliated with the British Mountaineering Council (BMC) and registered with the University of Cambridge Sport Service. The Club’s Code of Conduct is in addition to, and by no means replaces the standards set by the student’s individual college and the overarching University regulations.

 

Roles and Responsabilities

Everyone involved in the Club regardless of whether they are a participant, committee member, coach, volunteer or spectator is expected to abide by the Code of Conduct.

The Club Committee 

Overall responsibility for the management of welfare within CUHWC rests with the Executive Committee. As such, the Committee will aim, as far as is reasonably practical, to:

• Create, promote and maintain an equitable, safe and positive environment for all Club members to participate and in their sport;

• Develop, implement and monitor policies, procedures and Code of Conduct that are suitable for the Club environment, and ensure that these are well publicised and/or formally endorsed by the relevant individuals and/or governing bodies;

• Ensure that there is at least one competent Welfare Officer designated within the Club to take the lead role in dealing with welfare matters; 

• Ensure that there is at least one competent Safety Officer or person designated within the Club to take the lead role in health and safety policies, procedures and practices;

• Ensure that coaches, instructors, officials and other student athlete support services provided, or endorsed, by the Club are at a suitable level for the activities that they run and the skills and abilities of members; 

• Support Whistle Blowing and take steps to ensure members feel able to raise concerns without fear of negative repercussions;

• Ensure that confidentiality is maintained in relation to concerns and referrals, and information is only shared on a genuine ‘need to know’ basis.

Club Welfare Officer

Welfare Officer	Contact email
Minette Shalo	social@cuhwc.org.uk

The role of the Club Welfare Officer is to promote welfare centred practices within the Club environment, provide a confidential, initial contact point for members in relation to welfare concerns and signpost individuals to relevant University, College and Community support systems when required. The role holder will:

• Assist the Club in developing policies and procedures that prioritises equality and the ongoing welfare of Club members. This should include welfare and equality policies;

• Work with the Club Committee to ensure that Codes of Conduct are in place;

• Be a confidential point of contact for any issues concerning welfare within the Sports Club environment, e.g. poor practice, selection policy concerns, pressures from committee, Trip Lead, Trip Safety, instructors or other members, potential/alleged bullying or harassment;

• Ensure that all incidents are reported correctly and referred, in accordance with the Club Welfare Policy and, where appropriate, Disciplinary Policy;

• Keep up to date with referral routes available to students within the University, College and local area and signpost members accordingly;

• Act independently and in the best interests of members of the Club, putting their needs above that of others and the Club itself;

• Be in attendance at Club Committee Meetings to advise on welfare matters;

• Ensure confidentiality is maintained and information is only shared on a ‘need to know’ basis and that information is only shared on a genuine ‘need to know’ basis.

Please note that it is NOT the role of the Club Welfare Officers to provide individual counselling support to Club members. 

Student Members

The Colleges work in close partnership with the University to provide the very best pastoral and welfare support to students and, as part of that partnership, individuals such as College Tutors and Senior Tutors have formal welfare roles and responsibilities and, as such, are better placed to provide guidance and support to students on non-sport specific welfare matters. 

The University Counselling Service can provide individual counselling support for students in a range of areas, including anxiety, depression, academic related issues and relationships. In addition, Mental Health Advisors, working in the Counselling Service, can provide support and guidance to students who are in crisis or who are experiencing moderate to severe mental health difficulties. There are also a range of self-help guides, resources and information for students available on the University Counselling Service website.

Non-Student Members 

CUHWC acknowledges that non-student members may not have access to the same support systems provided by the University. The Club Welfare Officer has the responsibility in:

• Listening to any welfare concerns;

• Offering support and information; 

• Facilitating, where appropriate, in assisting to resolve welfare problems;   

• Signposting to other areas of specialist support, information and advice depending on the individual’s welfare needs e.g. CRUSE (bereavement), RELATE (relationship and family matters), MIND (mental health), FRANK (substance abuse), AA (alcohol), SAMARITANS (general). 

On a Trip

In the event that a member breaches the Code of Conduct during a trip, any member of the executive committee or walk lead should intervene as appropriate to avoid the escalation of the situation. If the acts of such member are found to compromise the welfare of other club member(s), the Trip Lead, upon consultation with the rest of the available Committee, can put an end to the trip for such member and a return way of transport shall be arranged, unless there is a risk of immediate harm, in which emergency services will be contacted.

The Senior Treasurer

The Senior Treasurer is responsible for investigating complaint and disciplinary cases forwarded by the Committee. In the event that the Committee decides to expel or suspend a member, the Senior Treasurer has to be consulted.

 

Complaints and Disciplinary Procedures

CUHWC complaints and disciplinary procedures, detailed in the Club Constitution, may be applied when a member breaches the Code of Conduct, engages in any activity that adversely affects the smooth running of the Club or brings the CUHWC into disrepute. 

In the event that a club member notifies their will to file a complaint, the complaint will be raised to Sports as per the University Sports Club Incident Pathway. At any given moment, a club member can request the matter to be treated in confidentiality by the member of the Executive Committee they have reached to, in which case, the complaint should not be shared with the rest of the Committee.

 

Available support and further information

CUHWC takes the welfare of its members seriously. Any member of the Club that has any concerns regarding their welfare or those of others involved in Club activities can discuss these, in confidence, with the Club Social and Welfare Secretary(s) who can be contacted via the website.

CUHWC Policies

CUHWC recognises the importance of having clear policies and procedures in place to support student welfare. Club Members should ensure that they read and adhere to the following policies and procedures: Club Constitution, Data Protection Policy, Safety Policy and Risk Assessment.

Sports Service Support

The Sports Service has a number of staff available to support Clubs in setting up a positive welfare culture supported by clear policies and procedures. The Sports Service Welfare Officers are also available to students if they feel unable to speak to their Club Welfare Officer or College Tutor regarding sports related matters.

Any member student of the University of Cambridge can refer to Sports Service for their support.

Sports Service Welfare Officer	Sports Service Welfare Officer	Strategic Lead Safeguarding Officer
Tristan Coles Head of Fitness, S&C	Lucy McGennity Sports Club Support Manager	Karen Pearce Deputy Director of Sport
Tel: 01223 768215	Tel: 01223 336997	Tel: 01223 762954
welfare@sport.cam.ac.uk	welfare@sport.cam.ac.uk	welfare@sport.cam.ac.uk

Cambridge University

The University has a non-harassment policy available for their students. Any club member facing problems with a student or Staff of the university has the option to report the situation to the University, especially in those cases in which the misconduct transcends The Club’s spaces and events.

More information can be found in:

• Student discipline: https://www.studentcomplaints.admin.cam.ac.uk/student-discipline

• Inappropriate student and staff behaviour: https://www.studentcomplaints.admin.cam.ac.uk/harassment-sexual-misconduct/i-want-know-more-about-universitys-policies

Last updated 2024-07-15