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VCR2 VOLUNTEER CADET CORPS

REGULATION 2 GOVERNANCE AND ASSURANCE

SECURITY WARNING NOTICE

THIS DOCUMENT IS THE PROPERTY OF HER BRITANNIC MAJESTY'S GOVERNMENT © Crown Copyright/MoD 2016. This document is the property of Her Britannic Majesty's Government. The text in this document (excluding the Departmental logo) may be reproduced for use by Government employees for Ministry of Defence business, providing it is reproduced accurately and not used in a misleading context. Crown copyright material may not be used or reproduced for any other purpose without first obtaining permission from DIPR, MoD Abbey Wood, Bristol, BS34 8JH. This permission will be in the form of a copyright licence and may require the payment of a licence fee. THE UNAUTHORISED RETENTION OR DESTRUCTION OF THIS DOCUMENT MAY BE AN OFFENCE UNDER THE OFFICIAL SECRETS ACTS OF 1911-1989.

CONDITIONS OF RELEASE

This information is released by the United Kingdom Government to the recipient Government for Defence purposes only . This information must be afforded the same degree of protection as that afforded to information of an equivalent classification originated by the recipient Government or as required by the recipient Government's National Security regulations. This information may be disclosed only within the Defence Departments of the recipient Government except as otherwise authorised by the UK Ministry of Defence. This information is subject to UK MOD Crown Copyright; it may also be covered by privately owned copyright. Therefore, no part of this publication may be reproduced, used commercially, adapted or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise without the prior permission of the publishing authority (see VCR1).

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VCR2

GOVERNANCE AND ASSURANCE

CONTENTS

CHAPTER 1 – PRINCIPAL REGULATIONS 1.1 Uniform 1.2 Decorations and Awards 1.3 Accommodation and Equipment 1.4 Health and Safety 1.5 Safeguarding and Security 1.6 Equal Opportunities 1.7 Attendance 1.8 Smoking, Alcohol and Drug Abuse 1.9 Weapons 1.10 Sex 1.11 Parental Consent 1.12 Qualifications 1.13 Transfers and Re-Joining 1.14 Interaction with Other Youth Organisations 1.15 Public Events and Functions 1.16 Political Activities and Events 1.17 Local Emergency Support 1.18 Terms of Reference

CHAPTER 2 – ORDERS, REGULATIONS AND INSTRUCTIONS 2.1 VCC Regulations 2.2 MOD Regulations 2.3 Routine Orders

CHAPTER 3 – VCC RULES 3.1 Introduction 3.2 Cadet Rules 3.3 Adult Rules 3.4 Criminal Offences 3.5 Parental Contact

CHAPTER 4 – FINANCE 4.1 Introduction 4.2 General Principles 4.3 Regular Funding 4.4 Occasional Funding 4.5 Self-Funding 4.6 Termination 4.7 Cash 4.8 Insurance 4.9 Vehicle Insurance 4.10 Investments 4.11 Credit and Debit Cards 4.12 Charitable Status

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4.13 Reimbursement of Personal Expenditure

ANNEXES Annex A Terms of Reference Appendix 1 Terms of Reference for Commanding Officer Appendix 2 Terms of Reference for Second-in-Command/Executive Officer Appendix 3 Terms of Reference for Liaison Officer Appendix 4 Terms of Reference for Quartermaster/Logistics Officer Appendix 5 Terms of Reference for Training Officer Appendix 6 Terms of Reference for Health and Safety Officer Appendix 7 Terms of Reference for Finance Officer Appendix 8 Terms of Reference for Administration Officer Appendix 9 Terms of Reference for Welfare Officer

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CHAPTER 1

PRINCIPAL REGULATIONS 1.1 Uniforms 1.1.1. The uniforms, badges and insignia of the VCC shall be based on that of the Royal Navy and Royal Marines. This is a privilege and not a right, and the use of such should be worn by individuals with due respect and adherence to the history, traditions and reputation of the Naval Service. In each unit, the 2IC/XO and First Drill/Drill Leader are responsible for ensuring appropriate dress standards. 1.1.2. All uniformed CFAVs and cadets must wear on their uniforms approved identifying insignia (see VCR5 Dress and Appearance) to show that they are a member of the VCC. 1.1.3. Uniforms may be worn iaw JSP 814. Uniforms may only be worn for approved VCC activities. Wearing of uniform by cadets and CFAVs at other times (eg: weddings) must be with the CO’s or 2IC/XO’s prior permission. Wearing uniforms overseas must only be with prior permission from COMCORE HQ via HQVCC. Local security regulations on the wearing of uniforms in public must be followed. 1.1.4. All items of uniform and equipment issued by the VCC remain the property of the VCC or MOD as appropriate, and must be returned upon leaving. Failure to return items of uniform and equipment will result in a financialcharge, equal to the replacement value of the items concerned, being made to the parents or guardians of former cadets, or the former member of CFAVs, concerned. Failure to return MOD Form 90 (ID Card) will be reported to the Ministry of Defence Police as it would be an offence to retain such an ID Card. The VCC reserves the right to pursue these matters via the small claims court and other legal means. Unauthorised retention of VCC and/or MOD property and equipment may be regarded as theft. 1.1.5. Cadets and CFAVs are permitted to buy their own uniform to ‘top up’ that officially issued. However, this must be of an approved design or specification and worn in accordance with these regulations. The VCC and MOD do not accept liability for the loss of or damage to personal property when worn or used in connection with VCC activities, therefore personal Kit Insurance is encouraged. 1.1.6. Personnel from HM Forces shall wear the uniform and insignia pursuant to their rank and Service. Mixing of uniforms is not permitted unless approved in Service dress regulations. 1.1.7. The wearing of mixed rig is not permitted except: a. When cycling (ie: a civilian jacket and cycle helmet may be worn). b. When on adventurous training (eg: combat trousers and a T shirt or polo shirt may be

worn) if permission is granted. 1.1.8. The cost of any tailoring services is to be borne by individuals. Full details of approved uniforms, badges and insignia are given in VCR5 Dress and Appearance. 1.2 Decorations and Awards 1.2.1. Good Conduct Badges. Good Conduct Badges (GCBs) will be awarded annually to cadets for unbroken service, regular attendance and good conduct up to a maximum of three badges. The qualification date is when the cadet first joins recruit training. GCBs may be removed, permanently or temporarily, as a result of a disciplinary breach. 1.2.2. Long Service and Good Conduct Medal (Cadet). Cadets may be awarded, upon

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recommendation by their Coy Comd/DO, a VCC LSGC Medal (LSGCM) upon completion of four years’ exemplary service from TOS date. This medal is only to be awarded to cadets; should a cadet or ex-cadet subsequently join as a CFAV the right to wear it is revoked. The LSGCM may also be revoked, permanently or temporarily, as a result of a disciplinary breach. 1.2.3 Long Service and Good Conduct Bar (Cadet). Cadets may be awarded, upon recommendation by their Coy Comd/DO, a Bar to their LSGCM for a further two years of exemplary service. The Bar (represented by a rosette on the tunic ribbon) is worn as per the regulations applying to the LSGCM. 1.2.4. Other Cadet Medals. The other medals available to cadets are:

a. Filer Medal. This is awarded in the RMVCC to cadet JNCOs or acting SNCOs who pass the Senior Command Course in first place and who are recommended by the Course Commander. It is worn in accordance with the same regulations applying to the LSGCM, and is subordinate to it. This medal is only to be awarded to cadets; should a cadet or ex-cadet subsequently join as a CFAV the right to wear it is revoked. b. Fisher Medal. This is awarded in the RNVCC to cadet JRs or acting SRs who pass the Senior Command Course in first place and who are recommended by the Course Commander. It is worn in accordance with the same regulations applying to the LSGCM, and is subordinate to it. This medal is only to be awarded to cadets; should a cadet or ex-cadet subsequently join as a CFAV the right to wear it is revoked.

1.2.5 Other Awards. VCC cadets (including recruits) may also receive the following awards (details of wear are in VCR5 Dress and Appearance): a. Belle Isle Award. This is a yellow globe on a red background (basically the same as a

RM band Service tunic collar badge) and is awarded to the recruit in each RMVCC Division’s R Company who passes out in first place. The award is accompanied by the Commanding Officer’s Cup, and may be worn in Dress 1A throughout the cadet’s VCC service (but must be removed if they subsequently become a CFAV).

b. Trafalgar Award. This is a black cross on a yellow shield crossed by a red diagonal

stripe (representing the coat of arms of Viscount Nelson) and is awarded to the recruit in each RNVCC Unit’s recruit division who passes out in first place. The award is accompanied by the Commanding Officer’s Cup, and may be worn in Dress 1A throughout the cadet’s VCC service (but must be removed if they subsequently become a CFAV).

c. Section Commanders. Recruits in RMVCC Divisions who pass out in second to fifth

place are awarded a red diamond to be worn until their first promotion on Dress 1A. d. Section Leaders. Recruits in RNVCC units who pass out in second to fifth place are

awarded a red star to be worn until their first promotion on Dress 1A. 1.2.6. Other Badges. Other badges may be worn in accordance with Naval Service practice and VCR5 Dress and Appearance (eg: DofE Award, specialist qualification awards, King’s Badge, etc). 1.2.7. Adult Service Medals. CFAVs may wear medals they earned through military or civil service (ie: reserve forces or the police), although COs reserve the right to seek proof of eligibility and if no such proof is forthcoming to require the wearer to refrain from wearing those medals. The wearing of such medals shall be in accordance with MOD regulations. The wearing of official foreign medals should be in accordance with MOD regulations and with the permission of the CO. CFAVs may be eligible for the award of Jubilee and similar UKCF medals as per other CFAVs, subject to approval via HQVCC and JSP814.

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1.3 Accommodation and Equipment 1.3.1. Suitable accommodation for each unit shall be made available by the PE in accordance with the MoA. Each unit shall be responsible for keeping their accommodation spaces clean and tidy, and in accordance with their PE’s health and safety regulations. The maintenance and contract cleaning of accommodation is normally vested with the service providers of the PE; local arrangements are to be agreed by COs via the MoA. Some repairs and cleaning by VCC personnel may be required. 1.3.2. Equipment is obtained by the VCC through various means, mostly purchased direct by each unit. All equipment must be maintained, stored and used in accordance with MOD regulations and/or manufacturer’s recommendations; safety data sheets are to be kept on file as required. The QM/RQMS/Logs Offr is responsible for overseeing the use, maintenance and storage of equipment in their unit. They are also to ensure appropriate records are kept, proper issuing and return procedures are implemented, and that regular stock checks are made. Where required an Article in Use (AinU) record is to be held. The AinU holder retains an absolute right to muster stores on it as they see fit and should do so in accordance with Defence Logistic Framework (DLF). 1.3.3. Where the facility exists, each VCC unit may use the Logistics package on WESTMINSTER to help manage their equipment and to provide assurance to HQVCC that such equipment is being managed correctly. 1.4 Health and Safety 1.4.1. COs are to ensure that the activities of their units are conducted in accordance with VCR4 Safety and Environment, all appropriate health and safety legislation, MOD regulations and best practice. Whilst a certain amount of risk is inherent in some activities (otherwise they would not be challenging), such risk is to be managed via the standard risk assessment method and mitigated so far as is reasonably practicable. 1.4.2. For the avoidance of doubt, the VCC is subject to AC72008 Cadet Training Safety Precautions (formerly JSP535), JSP375 Health and Safety Handbook, and the Secretary of State's Policy Statement on Safety, Health, Environmental Protection and Sustainable Development. 1.5 Safeguarding and Security 1.5.1. VCC will comply with any RN or MoD policy as published. The internet is a useful tool for information gathering and sharing, and for recruiting. The VCC may establish and maintain its own website, with a webmaster appointed by HQVCC. Only unclassified material may be published and then with the permission of HQVCC. The information security regulations of the PE shall apply to VCC internet and computer use. Refer to VCR7 Safeguarding for further details. 1.5.2. The threat from terrorist activities against military targets remains generally high. Whilst VCC activities are unlikely to be specifically targeted, the risk from general civilian targeted activities is still real. PE security officers should be consulted by COs on a routine basis for updates on threat awareness. 1.5.3. The privacy of personal information is important to the good governance of the VCC. Refer to VCR8 Security for further information and guidance. 1.6 Equal Opportunities 1.6.1. The VCC is an equal opportunities organisation (refer to VCR10 Diversity and Inclusion). 1.7 Attendance 1.7.1. Training nights will normally be held twice weekly with days and times decided by each CO (and

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agreed with COPE) to suit local conditions and requirements. Main leave periods will generally coincide with school holidays, although each unit is to decide its own dates to suit local requirements and conditions. 1.7.2. Cadets and CFAVs are should volunteer to attend the majority of training nights. Planned absences of cadets are to be notified in advance in writing to the relevant Coy Comd/DO. Similarly, CFAVs who are aware of a planned absence should also notify their chain of command as appropriate. Unplanned absences are to be explained upon return, in writing from the parents/guardians in the case of cadets. Absences are to be monitored and managed via the VCC CFAV chain of command. The parents/guardians of cadets who regularly fail to attend are to be contacted for an explanation; repeated long term absences may result in the dismissal of the cadet concerned. Long term absences of CFAVs are to be agreed by them with the 2IC/XO. 1.7.3. Organisers of external activities, events, etc who wish the VCC to attend in some form (eg: display team) are to write to the appropriate VCC contact for details and costs etc. Cadets and CFAVs are expected to volunteer to attend a reasonable number of such events. VCC attendance at such events is an ideal way for the organisation to publicise itself, be of valuable service to the community and increase cadets’ awareness of others. 1.8 Smoking, Alcohol and Drug Abuse 1.8.1. Cadets, irrespective of age, are prohibited from smoking, possessing or purchasing tobacco products when on VCC activities, on MOD property or whilst wearing VCC uniform. The use of e-cigarettes by cadets is also prohibited. 1.8.2. Cadets, irrespective of age, are prohibited from consuming, possessing or purchasing alcohol (including low alcoholic or non-alcoholic substitute drinks) when on VCC activities, on MOD property or whilst wearing VCC uniform. Cadets are further prohibited from entering public houses whilst in VCC uniform or on VCC activities; exceptions may be authorised by COs for appropriate VCC social events although suitable measures are to be in place to ensure cadets neither consume nor are supplied with alcohol.(not sure about having this in VCRs – think discretion better rather than implication) 1.8.3. CFAVs are prohibited from drinking alcohol in the presence or vicinity of cadets whilst on duty and/or attending any organised cadet activities. At all times the welfare of cadets must not be put at risk. VCC will comply with direction from COMCORE as required. CFAVs are to comply with Naval policy on alcohol when on duty. CFAVs are not to smoke (or use e-cigarettes) in front of cadets. 1.8.4. The VCC will follow all Naval Service and MoD policies regarding the use of drugs. 1.9 Weapons. Regulations for Weapons Training and the Use of Firearms for all Cadet Forces can be found in AC 71855C – Regulations for Cadets Training with Cadet Weapon Systems and Pyrotechnics and s-Svc publications. JSP 814 remains the overarching document relating to all Weapon Systems, both carriage and use. 1.9.1. Knives. In accordance with JSP 814. 1.9.2. Service Weapons. The VCC are allowed to use on a temporary basis, or be issued for use on a long term basis, the SA80 L98 A2 weapon system (or other such weapon system as approved by the Royal Navy), either on a unit by unit basis or held centrally and controlled by HQVCC. Use is iaw para 1.9 An allocation of ammunition may also be permitted via the PE armoury, including live .22 rounds (target shooting), live 5.56 rounds (approved range practices) and blank 5.56 (exercises). 1.9.3. Other Firearms. Authorised VCC owned weapons (eg: .22 target rifles) may be used subject to permission from HQVCC. The use of personally owned, non-MOD or non-VCC imitation firearms is strictly prohibited except for those legitimately used in recreational or fun ‘laser’ type activities. All use of other firearms is to be iaw JSP 814.

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1.9.4 Authority for Use. The use of approved cadet weapon systems (whether for live target shooting, blanks during exercises or air rifles) is to be approved by the CO or 2IC/XO for each time of use (eg: range day, exercise, etc). Such use shall be in accordance with legislation, the relevant MOD rules (ie: training area or range standing orders) and VCR4 Safety and Environment. 1.10 Gender Equality 1.10.1. The VCC is a mixed gender organisation. The following rules are to be strictly adhered to:

a. In any group, there should be at least two supervising adult staff present. If the group is of mixed gender, the supervising staff should also, where possible, include both male and female staff members.

b. Males and females shall have separate accommodation, washing and toilet facilities. Equally, adults and CFAV and cadets shall have separate facilities where reasonably practicable. Where the above is not practicable, suitable procedures must be in place.

1.10.2. Non-family relationships between CFAVs and cadets, including cadets from other youth organisations, are strictly prohibited. Where there is an existing relationship between two cadets (for example, two 17 year olds) and one of those cadets becomes a CFAV, having attained the age of 18, that individual must declare the relationship to the CO at the earliest opportunity. The CO will then assess the situation and follow MOD advice and guidance regarding their appointment. The adult may be asked to defer appointment until the other party ceases being a cadet or the relationship has ended. 1.11 Parental Consent 1.11.1 Joining. Children may only join the VCC with the written consent of their parents or guardians. Parents/guardians shall sign to undertake that they will:

a. Pay the joining fee (within two months of joining if payment on induction day is not possible and subsequent payment has been agreed) and subsequent subscriptions in a timely manner. b. Return in a clean and useable state all VCC and MOD clothing (including uniform and other issued clothing items) and equipment upon their child/ward leaving, or upon request by the VCC. c. Fully disclose any medical information of which it is appropriate for the VCC to be aware (such information to be treated confidentially). This includes keeping the VCC fully up to date with any changes during the cadet’s service with the VCC. d. Complete, sign and return medical and consent forms promptly for specific activities. e. Assume responsibility for the welfare, health and safety of their child/ward before and after the official or stated start and finish/dismissal times for regular VCC training nights and other events and activities. f. Be responsible for transporting their child/ward to and from VCC activities where transport is not being provided by the VCC.

1.11.2 Training. Parents/guardians must complete, sign and return a medical and consent form in a timely manner for any specific activities where asked to do so. It shall be assumed that on normal training nights, cadets are attending in the full knowledge of their parents/guardians. The VCC will not accept liability if a cadet attends the VCC contrary to their parents/guardians’ wishes if the VCC has not been informed in writing in advance. Further details on parental consent are in VCR4 Safety and Environment.

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1.12 Qualifications 1.12.1. CFAV applicants must provide evidence to the CO or 2IC/XO of any declared qualifications upon which they intend to base their involvement with the VCC. Copies are to be provided and held in the respective individual’s personnel records. The CO or 2IC/XO have the right to seek further proof of qualifications, such as contacting and verifying with the awarding/issuing authority. 1.12.2. Any CFAV who states they are qualified for an activity and who is subsequently found not to be qualified may be suspended; where such lack of qualification is due to a deliberate attempt to mislead the VCC the individual concerned will potentially face summary dismissal by the CO. 1.12.3. HQVCC may authorise CFAVs to undertake activities and training if, in the opinion of Comd VCC, they are suitably competent through having the necessary skills, knowledge, training and experience, or by having attended the appropriate courses, and have current knowledge of the requirements of those activities. In doing so suitable and sufficient risk assessments and control measures for those activities are to be in place. 1.12.4. The VCC delegated CFAV are permitted to use the WESTMINSTER database alongside the other UKCF organisations subject to the rules of use agreed between the administrators and HQVCC. 1.13 Transfers and Re-Joining 1.13.1 Transfer from Another Cadet Force. Cadets and CFAVs may transfer to the VCC from another UKCF with the agreement of the CO of the receiving unit having assessed the individual’s capabilities, taking into account age, bearing, experience and training. The CO is to judge at which stage of training it will be appropriate for the individual to begin in the VCC. Cadets aged 17 and over will not normally be allowed to transfer due to insufficient time left to engage with the VCC. CFAVs requesting a transfer must bring a signed reference from their existing CO (or, if none is forthcoming, the receiving CO must contact their existing or previous CO). Any CFAV requesting a transfer more than 36 months after leaving their previous cadet force is to be treated as a new joiner. 1.13.2. Transfer Within the VCC. Cadets and CFAVs are to be encouraged to transfer to another VCC unit if there is any change of residence, school or employment or if their existing VCC unit is disbanded. The individual is also to be assisted if wishing to transfer for any other good reason. If an individual is transferred to another unit, the appropriate documentation relating to their service should be handed over and ultimately acceptance into the new unit is at the CO’s discretion. CFAVs requesting a transfer must bring a signed reference from their existing CO (or, if none is forthcoming, the receiving CO must contact their existing or previous CO). 1.13.3. Cadets Re-joining. Cadet may re-join the VCC without going through recruit training again if their return is no more than 36 months after the date on which they left, subject to the CO being satisfied that in re-joining training they pose no risk to themselves or others by not revisiting basic training. CO’s may elect that the re-joining cadet may re-join at a lesser level but above recruiting training however. 1.13.4. CFAVs Re-joining. CFAVs may re-join without going through the probationary stage again if the CO is satisfied that their intended duties, skills and expertise are sufficient that there is no risk posed to cadets, themselves or others by not going back to basic CFAV training again. In this situation, the CFAV would re-join as a Sgt RMC/PO RNC. 1.13.5 Sabbaticals. Cadets and CFAVs may apply to COs for a leave of absence of up to six months at a time, such leave to be reviewed at each six-month anniversary and subject to a maximum of two years. COs should exercise due diligence and good judgement in agreeing such requests, and after two years leave of absence the individual must return or leave the VCC. CFAVs on sabbatical are expected to keep in touch (‘KIT’) with their CO or designated line manager at least once every two months. The MOD Form 90 is to be returned to the CO who will hold it for a period of up to 6 months where thereafter it will be destroyed and a new MOD Form 90 will need to be obtained on the CFAVs return.

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1.13.6 Part Time Attendance. CFAVs may be put on a reserve or part time list if, due to work requirements (for instance), they need to reduce their commitment levels but do not want to leave the organisation. COs are to exercise due diligence and good judgement in agreeing such requests. 1.13.7 Resignation. CFAVs who choose to resign either from an appointment or as a CFAV are to write to their CO giving at least four weeks’ notice and their reasons for doing so. 1.14 Interaction with Other Youth Organisations 1.14.1. Links with other MOD sponsored youth organisations are greatly encouraged. Their aims are closely aligned to those of the VCC and great benefit can be gained from joint activities and reciprocal use of resources. The MOD sponsored organisations are iaw JSP814. 1.14.2. Links with any uniformed ‘cadet’ organisations not sponsored by the MOD pose potential operational and reputational risks to the VCC. In these circumstances units are to refer to 2010DIN05-009 and must liaise and seek permission from COMCORE HQ via VCC HQ. 1.15 Public Events and Functions 1.15.1. VCC units must not take part in any public function which is not purely local in character without prior approval from Comd VCC. Any invitation received by a unit to take part in, or assist in the production of a television broadcast or film should be referred to HQVCC for assessment and approval iaw JSP814 and other MOD publications. 1.16 Political Activities and Events 1.16.1. No VCC unit is to take part in any political event or function, or one that is organised by or on behalf of a political party. Exceptionally attendance at a local political party social event may be permissible (eg: band display) but advice should be sought from HQVCC beforehand. 1.16.2. The VCC must remain strictly neutral in its approach to political matters. Membership of the VCC places no restrictions on the political activities of its individual members when they are not involved in VCC activities but all volunteers are to take care not to allow their membership of the VCC to be used or mentioned in a party political context. 1.16.3. Uniformed members of the VCC are not allowed to wear uniform while taking part in political activities nor to allow a photograph of themselves in uniform to be used in a party-political context. 1.17 VCC Support to UK Local Authorities and Emergency Services 1.17.1. Requests for support direct to units are not to be accepted. All requests for support and all VCC support to UK local authorities and emergency services are to follow guidance in JSP 814 and must be referred to COMCORE HQ following the procedure in the COMCORE management plan for out of hours contact if necessary. 1.18 Terms of Reference 1.18.1. The Terms of Reference (ToR) for the key appointments in the VCC are shown at Annex A to this chapter.

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CHAPTER 2

ORDERS, REGULATIONS AND INSTRUCTIONS 2.1 VCC Regulations 2.1.1. Orders, regulations and instructions for the effective management and operation of the VCC are issued by Comd VCC on behalf of COMCORE. Any proposed amendments to or clarifications of the VCRs must be routed via HQVCC. 2.1.2. VCRs are the principle instruments that define how the VCC is governed and to be managed. 2.1.3. The latest editions and primary source of all official and extant VCC publications will be posted on WESTMINSTER or other media as notified by HQVCC. Paper copies may be used but they will be uncontrolled, it is therefore the reader’s responsibility to ensure they are using the latest version. 2.2 MOD Regulations 2.2.1. A number of MOD documents are also relevant to VCC activities and in some instances activities are governed by those documents. These include:

a. Policy and Regulations for MOD Sponsored Cadet Organisations (JSP814). JSP814 is issued by DRFC and provides overarching and definitive policy and regulations for MOD sponsored cadet organisations. b. MOD Memorandum of Arrangements for the Support of the VCC. This is the high level governance document charting how the VCC is sponsored by the Royal Navy. The VCRs are immediately subordinate to it. c. Training Afloat Regulations and Safety (TARS). TARS are issued by the Royal Navy to regulate the safety of all Naval Cadet Forces afloat training and are to be fully complied with at all times by VCC personnel. d. Cadet Training Safety Precautions (AC78002). CTSP is issued by DRFC, a MOD department, and details the guidance, in a handy pocket booklet, for all adults supervising cadet training activities across all three services. CTSP is an aide memoire only and does not take precedence over specialist cadet forces publications and other JSPs.

2.2.2. HQVCC will promulgate as necessary any additional MOD publications or parts of publications with which VCC personnel need to comply. 2.3 Routine Orders 2.3.1. Unit COs may issue their own Routine Orders and Temporary Memoranda to CFAVs and cadets albeit subordinate to the VCRs and applicable MOD Regulations. Unit personnel are subject to Routine Orders.

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CHAPTER 3

RULES OF THE VCC 3.1 Introduction 3.1.1 The maintenance of of the Rules of the VCC is critical to any well run organisation, and especially so to any that follows a military format. Equally, it must be fair and appropriate.

3.2. Cadet Rules

3.2.1 Individuals available to the VCC for Cadets not adhering to the rules mayinclude:

a. Suspension

b. Dismissal. A unit CO or his/her delegate is authorised to dismiss cadets from the VCC where it is deemed their act or general behaviour is not conducive to a Military Cadet organisation. On these occasions HQVCC must be informed in writing.

c. Reduction in rank (Cadet NCOs Only). At the discretion of the Commanding Officer where it is felt that a Cadet NCO can no longer manage their responsibilities or have committed an offence where it would be deemed there position as an NCO is untenable.

3.3 Adult Compliance to VCC Rules

3.3.1 A CFAV failing to comply with the rules may be subject to: :

a. Suspension. Unit Commanding Officers may suspend CFAVs as necessary to ensure the safety of cadets and the reputation of the Naval Service. HQVCC is to be consulted immediately on a suspension of a CFAV.

b. Dismissal. The dismissal of CFAVs is only to be authorised by Comd VCC or their delegate as appropriate.

3.4 Criminal Offences

3.4.1 When an alleged criminal offence involving VCC personnel occurs or is suspected the matter must be referred to the CO, who shall then contact the civil police for further advice or action should it be deemed necessary. CFAVs are not to conduct any investigation that is a matter for the police. If a CO is uncertain as to what action is required, advice can be sought from HQVCC. For potentially alleged serious offences HQVCC are to be informed. Where necessary COMCORE must be informed iaw the Management Plan.

3.5 Parental Contact.

3.5.1 Where it is deemed necessary, the CO should inform the parent/guardian where a cadets behaviour is unacceptable. Parents must be contacted when a cadet is dismissed or suspended.

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CHAPTER 4

FINANCE

4.1 Introduction 4.1.1. The VCC exists as a largely financially MOD autonomous organisation. The manner in which each unit handles its financial affairs must be exemplary and transparent, and subject at any time to audit by MOD or other appointed organisation. 4.1.2 HQVCC has a bank account established under the supervision of Comd VCC. 4.2 General Principles 4.2.1. A CFAV or Support Staff of each unit shall be nominated as Finance Officer (FO) for that unit. The FO shall be appropriately trained or skilled, and keep financial books in line with current Service funds or charitable fund regulations. Accounts shall be divided by method of gain and intended use. 4.2.2. Each CO shall be personally accountable for the funds held by their unit. They are to ensure that an appropriate UK bank account is used and that access to funds, HQ VCC Recommends the use of a Lloyds treasurers account. whether via the bank account(s) or from a safe is suitably managed and controlled. Appropriate signatories are to be nominated (ideally the CO, 2IC/XO, QM/RQMS/Logs Offr and Trg Offr); A minimum of four signatories is required on the Account. Cheques may only be approved with a minimum of two signatures. Each CO is responsible for ensuring appropriate expenditure approval limits and expenditure policies are set (as agreed with HQVCC if required) and enforced. 4.2.3. Annual accounts are to be submitted by COs to HQVCC to demonstrate sound financial accounting and so COMCORE can be kept advised of the current liquidity of each unit. Six-monthly accounts (to include at least a Profit and Loss record and Balance Sheet) are to be provided by the FO to the CO and should be reviewed at each MB. 4.2.4. The VCC will not make donations of funds or property (either permanently or as loans) to any other organisation without the prior approval of the respective Trustees (or, if the unit does not have charitable status, a majority vote of the MB). However, short term loans of transport and low value items of equipment to other VCC units and UKCF organisations is permitted subject to prior written approval of the QM/RQMS/Logs Offr/CPO and that the organisation to which these items are loaned assumes all liability for their use whilst in their custody. 4.2.5. Each VCC unit shall use a reputable and suitable financial accounting software package to manage and maintain its financial accounts. Quickbooks is the recommended software but other packages can be used if agreed with HQVCC. HQVCC reserves the right to have access to unit financial information for the purposes of efficient financial administration and assurance. 4.2.6. HQVCC will advise each VCC unit as to the expenditure approval limits in those units and which senior CFAVs can be approvers and cheque signatories. 4.2.7. Each VCC shall carry out an annual Financial Audit of its accounts and will employ an independent auditor to carry out such audits. A copy of the independent audit report management accounts are to be submitted to HQ VCC for inspection and verification. The audit report and management accounts for the financial year is to be held on file at the unit for 40 years. 4.3 Regular Funding 4.3.1. MOD funds are provided in the form of a Capitation Grant once per annum. This is in response to a submission to be made by each unit annually each October summarising the number of personnel (cadets and CFAVs) that are listed as members of each unit. The per capita amount will vary from year

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to year. Funds provided in this manner are generally intended to support core needs such as uniform procurement and the cost of training, and is to be regarded and accounted for as ‘Public’ (ie: taxpayers’) money. Applications for the Capitation Grant are to be made in accordance with the MoA via HQVCC, to be submitted by the third week of October annually. 4.3.2. Public funds shall be managed in line with Service Funds Accounting principles employing either manual methods (AB 397) in conjunction with recognised computer software suitable for funds accounting or Service issue accounting software. 4.3.3. Additional MOD funding is by way of the provision of equipment and resources. Such equipment and resources may include uniforms, badges, transport, weapon systems, CFAVs, training facilities and areas, and documentation (eg: training pamphlets). 4.4 Occasional Funding 4.4.1. MOD may occasionally donate funds for other general or specific purposes. This is not guaranteed and must only be used for the reasons specified at the time of donation. Proof of appropriate expenditure of these funds may be required. 4.5 Self-Funding 4.5.1. Each unit may raise its own funds; this may be from:

a. Subscriptions and joining fees as defined from time to time by HQVCC. b. Receipt of donations in return for the provision of displays and other activities (the amount to be set from time to time at local level). c. Fund raising activities (eg: jumble sales, collection days and requests for grants/donations). d. Acceptance of ad hoc donations. If conditions are applied (eg: sponsorship); approval from the CO is required before the donation can be accepted.

4.5.2. Under no circumstances is MOD property to be sold without appropriate permission and confirmation that the value of that property has been written off by MOD. VCC property is not to be sold without the prior approval of the CO for items under a value of £500 or the Trustees (or a majority vote of the MB if the unit does not have charitable status) for items of a value of £501 or above. 4.5.3. VCC property (ie: bought directly by the VCC using its own funds including annual capitation grants) does not belong to the MOD. Items so bought are to be stated as such on unit asset registers and ideally marked on the items likewise. 4.5.4. Units wishing to hold a public collection are to apply for a licence from their local licensing authority. Authorisation and rules for the conduct of such collections, including the minimum age of collectors and requirement for collectors to carry written authorisation, vary from area to area and it is important for units to seek local advice in good time. Where a collection is made entirely on private property, a local authority licence is not required but written approval is to be obtained from the site owner, tenants or manager. 4.5.5. Where a donation (either money or in the form of equipment or material (including trophies) is given for a specific purpose, it shall be the policy of the VCC that should that purpose cease or no longer be appropriate, the donation (including any monies not yet expended) shall be offered back to the donor if contact can be reasonably made. If no contact is possible, or the donor declines the offer of the donation being returned, the donation may be put to such use as deemed appropriate by the Trustees or MB.

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4.6 Termination 4.6.1. If a VCC unit is disbanded, the held funds, retained assets and any funds gained from the approved liquidation of assets, will be returned to HQVCC who will then decide how it will be re-distributed. Priority will be given to any remaining VCC units and then other MOD sponsored cadet organisations. 4.7 Cash 4.7.1 With modern banking technology there should be a minimum requirement for units to hold cash of substantial quantities. Cash holdings cause misuse, require safe custody and rigid administrative accounting procedures. If cash is held it should be treated as petty cash and any cash transactions should always be recorded and supported by the relevant documentation and receipts for the FO to record in the unit’s accounts. In general, cash holding is not recommended, as money is better in the unit’s account earning interest. 4.8 Insurance 4.8.1. HQVCC shall arrange centrally for insurance cover that applies to all extant VCC units. All insurance certificates are to be displayed in a ‘public’ location within the unit’s accommodation. The cost of the annual insurance premium is to be borne pro-rated by each VCC unit as defined by HQVCC (normally based on annual Capitation Grant headcount data). Furthermore, when the VCC engages a private organisation to assist with training (eg: an adventure training centre), copies of its insurance certificates are to be reviewed and approved in advance. 4.8.2. The MOD accepts responsibility for the accommodation, materials and equipment it provides (on loan) to the VCC; in all but name the MOD acts as the “insurer”. Accordingly, provided there is no question of negligence on the part of the VCC, sufficient money in the MOD repair funds and adequate replacement equipment, MOD will consider notifications of losses, and claims for compensation related to training tasks. 4.8.3. The adequate provision of insurance shall be the responsibility of FOs in liaison with HQVCC. Copies of all insurance certificates are to be kept on file at HQVCC for 40 years. 4.9 Vehicle Insurance 4.9.1 MOD and MOD Contract Vehicles. MOD accepts liability for third party claims arising from road traffic accidents involving Service registered, and MOD contract (White Fleet), vehicles provided that they are being driven by authorised drivers and in accordance with MOD regulations. Only those properly authorised to do so are to drive MOD or MOD contract vehicle. 4.9.2 VCC or Privately Owned Vehicles. Neither the MOD nor the VCC will accept liability for any damage or injury to a member of the Cadet Corps, or a third party claim, arising from an incident involving a unit or privately owned vehicle engaged in VCC activities. Individual units are responsible for obtaining their own cover for unit owned vehicles. The owners of privately owned vehicles which are used regularly to support VCC activities must notify their insurers of that use. 4.9.3. Hired Vehicles. The hire agreement for vehicles employed for VCC use must include the purchase of comprehensive insurance. 4.10 Investments 4.10.1 The VCC is not permitted to make investments (eg: purchase of shares) using the cash it holds in its bank account. However, where a unit has a substantial holding of funds in its bank account, the Trustees or MB may approve that an appropriate amount can be placed in a high interest or similar account (not high risk), as long as that account has instant access and there is no risk of loss of any of

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the amount. 4.11 Credit and Debit Cards 4.11.1 The VCC does not approve the holding of credit cards for its financial transactions. However, Trustees or MB may approve the setting up of a debit card; this must be in the name of the respective VCC unit, and have two signatories (usually the CO and one other normal signatory). Full records of debit card transactions must be kept by the FO and available for audit. 4.12 Charitable Status 4.12.1. Status. The VCC as a whole is not a charity but each unit (plus HQVCC) must apply for charitable status, All aspects of the management and activities of a unit with charitable status must be in accordance with the interests of the charity (the unit), the charity constitution, its users and relevant charity law. These requirements are the responsibility of the charity trustees. 4.12.2 Reporting. The CO of each charitable VCC unit is to send an annual report to HQVCC (each December) highlighting key achievements and providing an overview of finances. 4.12.3. Trustees. Trustees are normally drawn from members of the unit’s MB or as agreed with Comd VCC. Trustees remain in post, even if they have left the VCC, until their trusteeship is formally terminated. Trustee insurance may be purchased by unit COs out of VCC funds with approval from HQVCC. 4.12.4. Coordinator. COs are to appoint a CFAV to be the charity coordinator for their unit, normally the FO but can be any other CFAV with appropriate abilities and experience. 4.12.5 Audit. FOs shall submit their Charity set of accounts to an independent and qualified financial auditor annually. The audit report and management accounts are to be sent to HQVCC and a copy held on file at the unit for 40 years. 4.13 Reimbursement of Personal Expenditure 4.13.1. VCC CFAVs are unpaid volunteers and receive no remuneration.. However, CFAVs may receive some reasonable reimbursement of out of pocket personal expenditure when engaged on VCC activities where such expenditure is either approved by their CO or is otherwise demonstrated to have been unavoidable and/or appropriate (eg: taxi to take an ill cadet home). Where possible, reimbursement of personal expenditure should be approved in advance, even if the actual amount is not then known. 4.13.2. In exceptional circumstances, CFAVs will be reimbursed extraordinary travel and subsistence expenditure subject to CO’s prior approval. The accepted occasions include:

a. Travel to an out of area meeting or extra-curricular activity (either standard class rail ticket cost or mileage at £0.45/mile). b. Reasonable accommodation costs during an out of area attendance (subject to a maximum of £100 per night and no more than £700 in any one period of 12 months). c. Reasonable subsistence costs for food and drinks during an out of area attendance (excluding alcohol and up to a maximum of £25/day and no more than £250 in any one period of 12 months). d. Purchase of reasonable food and drinks for cadets and CFAVs during a long journey (over 200 miles) during a day trip or weekend activity.

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e. Reimbursement for attending an approved course if the CFAV has to take unpaid leave from work. The amount is set at £50/weekday irrespective of the individual’s salary, VCC rank/rate, or VCC appointment, and is capped at 14 days in any one period of 12 months. Such reimbursement is to be regarded as a payment of expenses and not any form of salary or remuneration from the VCC or MOD. Any tax liability as a result of these payments remains the individual’s concern and responsibility.

4.13.3. The request of reimbursement of personal expenditure is to be made on the appropriate VCC form and must be accompanied by proof of expense (eg: receipts). Costs for travel to and from normal training activities (eg: weekly training nights) will not normally be reimbursed. 4.13.4. For the purposes above, out of area is defined as being more than 75 miles away from the unit’s base location. Reimbursement for travel where a CFAV elects to use their own transport when VCC or MOD transport is also available will not normally be considered. 4.13.5. COs reserve the right to refuse reimbursement of personal expenditure if the above rules are not adhered to or if a CFAV is making an unreasonable claim not in accordance with the spirit of the VCC’s values and aims as a volunteer charitable youth organisation. Receipts proving the reimbursement of personal expenditure must be held on file at the VCC unit for at least 24 months and be available for audit.

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ANNEX A

TERMS OF REFERENCE 1. The following Terms of Reference (TOR) define the main roles and responsibilities of key appointments within the VCC. 2. They are designed to be the minimum requirements of each appointment and COs are therefore permitted to add to and, if necessary to meet local conditions and resources, vary them. In the latter case, variations should be minimal and guidance sought from Comd VCC. 3. When CFAVs are appointed to roles they are to be give a copy of the relevant TOR and asked to sign that they agree to adhere to the tasks as defined therein.

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ANNEX A

APPENDIX 1

TERMS OF REFERENCE FOR COMMANDING OFFICER Summary 1. The Commanding Officer (CO) is appointed by HQVCC. They provide overall strategic leadership and acts as a link between their unit, the Parent Establishment and the wider Service community. They must maintain an interest in all the activities and standards of their unit. The CO is responsible for ensuring all activities are conducted in a safe manner and generally in accordance with extant legislation, regulations, policies and procedures. 2. The CO shall attend EXCO Meetings with other VCC units, and liaise with other cadet/youth organisations as required. Primary Tasks 3. The CO shall fulfil the following Primary Tasks:

a. Command their VCC unit and be accountable for its good governance. b. Responsibility for the safety and welfare of staff and cadets. c. Chair the unit’s Management Board. d. Appoint and manage senior staff. e. Identify and acquire resources from MOD sources. f. Conduct investigations into serious breaches of the VCC Rules. g. Be responsible for upholding the VCC Rules within the unit. h. Follow and adhere to COMCORE training directives and set their own training directives.

i. Ensure adherence to the VCC Regulations and appropriate legislation, policies/procedures.

j. Ensure that approvals for purchasing and payments are in accordance with the VCRs and local Standing Orders.

Secondary Tasks 4. The CO may fulfil the following Secondary Tasks: a. Attend parades as required, either as Inspecting Officer or hosting an external Inspecting

Officer. b. Conduct instructional training. Competencies 5. The following competencies are required/advised for this position:

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a. Attendance at the Commanding Officer’s Briefing. Mandatory

b. DBS. Mandatory

c. Safeguarding Training. Mandatory

d. Responsible for Information Asset Owner – Mandatory

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ANNEX A

APPENDIX 2

TERMS OF REFERENCE FOR SECOND-IN-COMMAND/EXECUTIVE OFFICER Summary 1. The Second-in-Command (2IC) or Executive Officer (XO) is appointed by the CO upon approval from COPE. They provide command and leadership in the absence of the CO, and assist them in their responsibilities. They must maintain a close interest in the activities and standards of their unit. The 2IC/XO is equally responsible for ensuring all activities are conducted in a safe manner and generally in accordance with extant legislation, regulations, policies and procedures. 2. The 2IC/XO shall attend as many training nights as possible, as well as EXCO meetings. Primary Tasks 3. The 2IC/XO shall fulfil the following Primary Tasks: a. Secretary of the unit’s Management Board. b. Recommend appointments of CFAVs and cadets to the CO. c. Identify and acquire resources from MOD sources. d. Conduct investigations into serious breaches of VCC Rules. e. Be responsible for minor breaches of VCC Rules issues not requiring the CO’s attention. f. Assist the CO in their responsibility for the safety and welfare of CFAVs and cadets. g. Ensure adherence to the VCC Regulations and other appropriate policies/procedures. h. Approval of all expenditure as per limits set from time to time. Secondary Tasks 4. The 2IC/XO may fulfil the following Secondary Tasks: a. Attend ceremonial parades, escorting the CO or hosting an external Inspecting Officer. b. Conduct instructional training. c. Ensure the traditions and standards of the Naval Service and Cadet Corps are upheld. Competencies 5. The following competencies are required/advised for this position:

a. Attendance at the Commanding Officer’s Briefing. Mandatory

b. DBS. Mandatory

c. Safeguarding Training. Mandatory

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d. Responsible for Information Information Asset Owner – Mandatory

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ANNEX A

APPENDIX 3

TERMS OF REFERENCE FOR PARENT ESTABLISHMENT LIAISON OFFICER Summary 1. The Parent Establishment Liaison Officer (PELO) of each VCC unit is appointed by COPE. They act as the principal link between the VCC unit and the PE, and are responsible for ensuring the provisions of the VCC MOA are discharged by PE departments and that the VCC unit is receiving support as reasonably required. The PELO is also responsible for ensuring COPE is kept informed of VCC activities and, moreover, is advised of any issues affecting the welfare of cadets and CFAVs, or which might adversely affect the reputation of the Naval Service. 2. The PELO is not in the line of operational supervision of the unit but has the right of direct access to COPE if any issues of concern need to be reported that, in their opinion, have not been adequately addressed by the unit CO. Primary Tasks 3. The PELO shall fulfil the following Primary Tasks:

a. Meet periodically with the VCC unit CO and receive an update on key activities, achievements and issues, escalating to COPE any matters that need more senior management attention. b. Provide advice and guidance to the unit CO on Naval Service and MOA matters. c. Provide operational oversight to ensure the governance and assurance requirements of their VCC unit are being satisfied and to ensure the Naval Service is not brought into disrepute. d. Oversee and (if necessary) escalate any safeguarding and major disciplinary investigations as required, and ensure that all safeguarding requirements are met. e. Ensure the adequate provision of administrative and logistical support in accordance with the MOA (eg: authorisation for the issue of stores items and transport, provision of UINs, provision of adequate estate and facilities, etc). f. Act as the sponsor for the issue of personal and vehicle identification passes. g. Attend VCC Officer Appointment Boards if requested.

Competencies 5. The following competencies are required/advised for this position:

a. DBS. Mandatory

b. Safeguarding Training. Mandatory

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ANNEX A

APPENDIX 4

TERMS OF REFERENCE FOR TRAINING OFFICER Summary 1. The Training Officer (TO or Trg Offr) is a senior appointment and a key role, such importance being their principal responsibility for the day to day activities of their unit, in accordance with CO’s training directives. The Trg Offr is also third-in-command (3IC) of their unit. They are responsible for ensuring all training and other such activities are conducted in accordance with approved programmes, procedures and syllabi. They are responsible for de-conflicting activities and ensuring all training is conducted in accordance with current doctrine. 2. This role is eligible for an officer appointment if the candidate/appointee is deemed suitable in accordance with VCC Regulations. Primary Tasks 3. The Trg Offr shall fulfil the following Primary Tasks:

a. Membership of the unit’s Management Board, advising the Board and senior staff on training, event and diary matters. b. Report to the 2IC/XO. c. Write and promulgate regular training programmes. d. Maintain, update and promulgate the unit diary.

e. Coordinate all activities ensuring they are approved and take place in accordance with current legislation, regulations, policies and procedures, with particular reference to cadet/staff ratios and other health and safety aspects. Non-adherence is to be escalated through the chain of command or to the HSO. f. Respond to training demands from sub-units.

g. Book training areas and other resources (although this does not mean that staff responsible for providing training or commanding activities shall pass all organisational responsibility to the Trg Offr). h. Organise and conduct training area recces. i. Maintain accurate records of staff qualifications and training.

j. Organise and implement Staff Training, including the training of junior and probationary staff. k. Coordinate the organisation of annual Summer Camp, ensuring individual tasks are delegated to appropriate staff.

l. Maintain a training library ensuring that it remains current; the task of ensuring individual content should be delegated to other staff in the role of Lead Instructor for particular subjects.

m. Liaise with Trg Offrs of the other VCC units, other cadet organisations and service organisations as required.

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Secondary Tasks 4. The Trg Offr may fulfil the following Secondary Tasks: a. Organise field exercises including the issue of warning and exercise orders (this task may

be delegated to an appropriate CFAV). b. Oversee the activities, performance and standards of the Display Teams. Competencies 5. The following competencies are required/advised for this position:

a. DBS. Mandatory


c. Responsible for Information General User – Mandatory

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ANNEX A

APPENDIX 5

TERMS OF REFERENCE FOR QUARTERMASTER/LOGISTICS OFFICER Summary 1. The Quartermaster (QM) or Logistics Officer (Logs Offr) is a senior CFAV appointment and fourth-in-command (4IC) of their unit. They are responsible for all logistical elements, including stores, procurement, buildings, maintenance and equipment. 2. This role is eligible for an officer appointment if the candidate/appointee is deemed suitable in accordance with VCC Regulations. 3. Where this role is held by a non-officer appointment the title changes to RQMS (RMVCC) or Logs CPO/PO (RNVCC). Primary Tasks 4. The QM/Logs Offr shall fulfil the following Primary Tasks: a. Membership of the unit’s Management Board, advising the Board and senior staff on

logistical matters. b. Report to the 2IC/XO. c. Responsibility for all logistical resources, ensuring minimum quantities of equipment are

maintained, that all equipment is stored correctly, recommending procurement and sourcing appropriate equipment.

d. Carry out procurement activities in accordance with direction from CO and 2IC/XO. e. Building Manager. f. Maintain a liaison with relevant departments of the PE. g. Ensure accurate and updated records (asset list) of equipment are maintained, especially

items on temporary and permanent loan. This includes all items including training equipment, clothing, weapons and musical equipment.

h. Coordinate the safe and suitable disposal of equipment as authorised. i. Line manager to other stores and logistics CFAVs. Secondary Tasks 5. The QM/Logs Offr may fulfil the following Secondary Tasks: a. Nominated driver (civilian and military vehicles). b. Approve expenditure as per local expenditure limits. c. Motor Transport SNCO and/or Armourer in the absence of specific appointees.

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a. DBS. Mandatory



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ANNEX A

APPENDIX 6

TERMS OF REFERENCE FOR HEALTH AND SAFETY OFFICER Summary 1. The Health and Safety Officer (HSO), who can be either a uniformed or non-uniformed CFAV, is responsible for health, safety and environmental protection (HS&EP) matters. The HSO must be suitably and sufficiently qualified and competent pursuant to the Health and Safety at Work etc Act 1974. Their principal responsibility is the safety of cadets, staff and third parties affected by the acts and omissions of the unit, ensuring that all activities are conducted in accordance with the appropriate legislation, regulations, policies and procedures. 2. Whilst subordinate to the 2IC/XO, the HSO has the right of direct contact with the CO on safety matters when appropriate. 3. In respect of approving documentation regarding field exercises etc, the HSO is considered to be the approving authority for their VCC in the same way that a TSA is for an ACF cadet detachment. Primary Tasks 4. The HSO shall fulfil the following Primary Tasks: a. Membership of the unit’s Management Board, advising the Board and senior staff on

HS&EP matters. b. Oversee the standards of, and adherence to, all appropriate and current HS&EP related

legislation, regulations, policies and procedures. c. Communication of HS&EP matters, especially changes therein, to all staff and (where

relevant and appropriate) cadets. d. Maintain a library of current HS&EP documentation (eg: the unit’s safety management

system). e. Maintain, promulgate and update as required a statutory compliant HS&EP Policy. f. Ensure that suitable and sufficient risk assessments are conducted and updated as

necessary for all activities, and review (as a critical check) exercise and activity instructions (eg: EASPs and RASPs).

g. Monitor accident, incident and near-miss (AIN) reports, escalating salient information

thereof to the CO and/or 2IC/XO, and conduct investigations as required. h. Conduct regular safety checks of buildings, transport, equipment and personnel. i. Liaise with the PE’s HS&EP Officer/Adviser, acting in accordance with their HS&EP

procedures. j. Arrange HS&EP training, ensuring records of such are updated.

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a. DBS. Mandatory



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ANNEX A

APPENDIX 7

TERMS OF REFERENCE FOR FINANCE OFFICER Summary 1. The Finance Officer (FO) is a non-uniformed Support Staff appointment. They are responsible for providing a financial management and accounting service. The FO is to maintain accurate financial records and provide timely financial reports. They must be of the utmost character and integrity. The FO does not have the singular authority to approve expenditure but is involved in the approval process. 2. It is suggested that the FO should have qualifications in accounting, significant accounting experience or have attended MOD financial training, and be proficient in Quickbooks or a similar software product. Primary Tasks 3. The FO shall fulfil the following Primary Tasks:

a. Membership of the unit’s Management Board, advising the Board and senior staff on the financial capability and implications of routine and out-of-budget expenditure. b. Report to the 2IC/XO. c. Provide a general finance and accounting service to the CO and the unit. d. Manage unit funds (eg: prepare cheques and issuing petty cash as approved). e. Maintain accurate records of financial transactions. f. Liaise with the bank and auditors as required. g. Ensure the security of financial documentation and cash held on site. h. Report financial irregularities to the CO without delay. i. Provide financial statements and monthly reports to the Board. j. Manage the unit’s property depreciation accounts. k. Receive and process cadet subscriptions, plus other revenue. l. Ensure adequate insurance arrangements (including vehicles) are made. m. Prepare annual charity reports.

Secondary Tasks 4. The FO may fulfil the following Secondary Tasks: a. Deputise for the Admin Offr. b. Assist QM/RQMS/Logs Offr/CPO in procurement activities.

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a. DBS. Mandatory



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ANNEX A

APPENDIX 8

TERMS OF REFERENCE FOR ADMINISTRATION OFFICER

Summary 1. The Administration Officer (AO) can be a uniformed or non-uniformed CFAV and is a senior appointment. They are responsible for providing all of their unit’s administration needs. They are to input, maintain and produce accurate records and data, particularly with reference to awards. 2. The AO should have proficient skills in Microsoft Office products and a good knowledge of Defence Writing (JSP 101). Primary Tasks 3. The Admin Offr shall fulfil the following Primary Tasks: a. Report to the 2IC/XO. b. Deal with all incoming and outgoing letter and email correspondence. c. Write on behalf of other staff orders and other such documentation, as long as the basic

text is provided by the requestor. d. Manage the personnel database (Westminster MIS), ensuring it is accurate at all times

(this may be delegated to an assistant). e. Produce timely reports showing due award dates, cadet retirement dates and DBS expiry

dates. f. Process all documentation in relation to new applicants, recruits and leavers, following up

on the return of uniform clothing and stores in relation to the latter. g. Manage the administrative filing system, ensuring that all documents are secure and

conform to the Data Protection Act 1998 (or as revised). h. Report documentary irregularities to the 2IC/XO without delay. i. Take, produce and promulgate Management Board minutes. j. Maintain a minimum stock of stationery items. k. Advise the QM/RQMS/Logs Offr/CPO on IT related equipment needs. Secondary Tasks 4. The Admin Offr may fulfil the following Secondary Tasks: a. Conduct instructional training (if a uniformed CFAV). b. Act as Assistant Finance Officer (where appropriate).

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a. DBS. Mandatory


c. Responsible for Information Information Asset Owner – Mandatory d. Westminster Training (as directed by HQVCC). Mandatory

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ANNEX A

APPENDIX 9

TERMS OF REFERENCE FOR WELFARE OFFICER Summary 1. The Welfare Officer (WO) can be a uniformed or non-uniformed CFAV appointment. They are responsible for monitoring the welfare needs and concerns of all personnel, in particularly cadets. The WO will advise on youth legislation and child protection, as well as ensuring all CFAVs are conversant with the Codes of Conduct. The WO shall not actively seek welfare issues, and must allow CFAVs the freedom to deal with routine disciplinary and pastoral issues. However, the WO has a right of direct communication with the CO should they feel matters need to be brought to their attention. 2. The WO should receive training in child protection, general welfare, counselling, and equal opportunities. Primary Tasks 3. The WO shall fulfil the following Primary Tasks:

a. Report to the 2IC/XO. b. Maintain welfare related current practises. c. Report welfare incidents to the 2IC/XO and CO without delay. d. Provide welfare related training and guidance to all CFAVs. e. Monitor the welfare of all personnel, particularly cadets. f. Keep in touch with personnel who are on long-term sick leave. g. Attend and participate in investigatory hearings as requested. h. Maintain confidentiality at all times, ensuring that all documentation in relation to welfare issues is drafted promptly and kept secure.

Secondary Tasks 4. The WO may fulfil the following Secondary Tasks: a. Liaise with school welfare officers as necessary. b. Conduct confidential welfare surveys where approved by the CO.


a. DBS. Mandatory


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