Hardship Policy

West Oxfordshire DistrictScouts Hardship & Financial Support Fund Policy

The district recognises that not all of its young people are in the same financial position and we aim to ensure adventurous, innovative and high-quality Scouting is available to all. There are occasions when we may need to assist parents with a lightened financial commitment for a set period.

The fund may only be used to fund Scouting for the applicant after reasonable steps have been taken by the Scout Group to provide support directly or via other funding sources. Groups are expected to show what support they have provided and where possible contribute at least 25% to any application;

This policy sets forth the process for managing requests for assistance by any applicant within West Oxfordshire District in a fair and  impartial manner, whilst maintaining individuals’ confidentiality. Each request will be entertained on a case-by-case basis

What can be funded?

The support offered may take the form of a reduction or waiver of subscriptions, and/or a reduced fee for camps, outings and expeditions, and/or the provision of subsidised uniform. Members with additional needs may be given extra support to enable them to participate in Scouting

The fund is not aimed at financing whole group block applications purely to reduce the cost of the trip overall, unless the entire group is in hardship, in which case it will be necessary to detail how each individual member meets the criteria.

What funding is available

Each request made to the “Fund” by an individual will be limited to £150or 50% of the cost (whichever is lower) with a maximum of £250 per applicant in any financial year. However, requests over and above this value will be considered on a case-by-case basis for example for attending international jamborees.

How to apply for funding

To apply for funding please complete the application form and send to your Section Team Lead and GLV in the first instance with any extra evidence attached. They will forward your application to: districtchair@westoxfordshirescouts.org.uk If needed we may ask for additional evidence in order to process your application.

Confidentiality and Data Protection

The information we obtain about individual hardship cases is likely to be highly personal and should normally be treated in strict confidence. This is controlled by the General Data Protection Regulations (GDPR)

Who can apply?

Any member of West Oxfordshire District who has termly attendance of 75% or greater, has been a member of scouting for at least one term and with a particular financial need can apply; (financial need is defined as the difference between what it costs to attend and what the applicant can afford to pay).

We will also accept applications for siblings that are not yet in Scouts where it can be shown that financial hardship is preventing them from joining.

Priority will be given to individuals or families who fulfil one or more of the criteria below:-

• Carers allowance
• Disability Living Allowance (PIP), Severe Disability Allowance
• Housing Benefit
• Income Support or Pension Credit (Guarantee Credit)
• Working tax credit , Child Tax Credit or Universal Credit
• Jobseeker’s Income-based Benefit, Employment and Support Allowance
• Industrial Injuries Disablement Allowance
• An income-related employment and support allowance
• Support under Part VI of the Immigration and Asylum Act 1999

The Process

The process for applications is as follows:-

1. Group to determine if applicant is in a situation of financial hardship as defined above and approach Group Trustees for funding following Group Hardship Policies (if any)
2. Where group funding is exhausted complete an application form for District funding and submit to the district trustee board for consideration allowing at least 6 weeks for a decision.
3. For events submit at least 2 calendar months prior to the event taking place. Retrospective or late applications will not be considered. Event costs and Group fundraising attempts should be listed on the application form
4. If the application is successful, the applicant and/or Group will be informed of the amount the Trustee Board will contribute. The funds will be paid to the Group or event organisers; If unsuccessful the applicant will be informed why funding was not provided.
5. If funding was provided for a specific event or activity the applicant may be required to submit a report about the event or activity to the Trustee Board.
6. Should the event make a surplus a donation back to the district hardship fund will be expected in order to help other members in the future.

This process and application form can be downloaded below in pdf or word formats

Note that when applications are received from individuals from Groups within the District, District Trustee Board will expect to see evidence as to why the resources of the Groups cannot be used to support any such hardship. As a minimum this would take account of the financial status of the Group and also require evidence of the hardship being considered within the Group Trustee Board.