HUSSARS Pokémon Trading Card Game Tournament…

Honourable University of Stirling Strategy And Roleplay Society

(HUSSARS)

Welfare Policy 

Written by current Welfare Officer (Quinn Smyth)

1.1 Policy statement 

(a) University of Stirling (HUSSARS) society is committed to the following: 

(i) Prioritising the safety and wellbeing of all members past, present and future and the safety of non-members who attend.

(ii) Ensuring every member is able to participate within society events. i.e. Joining games ran during TTRPG and boardgame sessions without issue as well as feeling welcomed to specialty events and any society outings outside the university and regular society sessions.

(iii) Taking any and all steps within reason to respect and recognise society members and visitors’ rights, feelings and concerns.

(iv) Taking all steps within reason to protect members from harm and discrimination of any kind.

(v) Taking appropriate action and attention to all member and non-member concerns and allegations.

1.2 Definition of relevant terms 

(a) The following are listed terms and abbreviations that are relevant to the society (this is subject to change and updates when required)

(i) HUSSARS – the abbreviated and commonly used name of the society. Stands for the Honourable University of Stirling Strategy And Roleplaying Society

(ii) The Constitution – the ruling constitution of the society outlining our goals, standards, wellbeing and values 

(iii) E.G.M – an Extraordinary General Meeting, where the society votes on constitutional amendments and new committee members

(iv) Members – includes all paid members of the society 

(v) Non-members – includes university students who don’t have membership, or visitors to the university; including our alumni, or “Veterans”

(vi) Veterans – past members of the society who participate in society events and gatherings 

(vii) The society – HUSSARS

(viii) Stirling student union – University of Stirling student union association 

(ix) University – the University of Stirling 

2.1 member and non-member rights 

(a) All relevant parties have the right to 

(i) Be treated with respect and care; 

(ii) Be treated fairly;

(iii) Feel safe and welcomed at all sessions and events;

(iv) Raise concern or complaint and have such taken seriously; 

2.2 Member and non-member responsibilities 

(a) All relevant parties shall:

(i) Treat others with respect and consideration at all times

(ii) Abide by the Stirling student union Safety policy statement

(iii) Abide by Stirling student union Equality, Diversity and Inclusion Policy

(iv) Abide by Stirling student union No platforms Policy 

(v) Abide by Stirling student union Zero Tolerance Policy 

(vi) Abide by Stirling student union Safe Space Policy

2.3 Violation of the Welfare Policy 

(a) Members and non-members may be held accountable for a violation of the Welfare Policy.

(b) The grounds for which a member/non-member may be held accountable include, but are not limited to: 

(i) All forms of abuse; 

(ii) All forms of violence or threats thereof:

(iii) Bullying; 

(iv) Comments or actions that violate any policy mentioned in (2.2) 

(v) Derogatory or hurtful comments towards any member/non-member and any other person;

(vi) Exploitation of a position of authority obtained formally or informally;

(vii) Inappropriate physical contact;

(viii) Intimidating behaviour;

(ix) Sexual assault or harassment of any kind;

(c) It is at the discretion of the welfare officer and society committee whether an action that is not listed above constitutes a violation of the welfare Policy.

3.1 Officer-responsibilities 

(a) The welfare officer should be a direct point of contact for all members/non-members of the society who feel in need of support and wish to report a welfare violation.

(b) The welfare officer shall be primarily but not exclusively responsible for ensuring the society follows the welfare policy and all policies listed in (2.2). All other members of the committee hold responsibility for this as well.

(c) The Welfare Officers should promote a safe and inclusive environment within the Society. All other General Committee members also hold responsibility for this. 

(d) Where the Welfare Officers are unable to personally provide adequate support, they should signpost members towards appropriate resources and further assistance as necessary.

(e) It is at the discretion of the Welfare Officers - and other Committee members where relevant - if the means to address a welfare concern is beyond their capacity.

3.2 Training 

(a) The welfare officer should attend any offered training provided by the student union to ensure that they have the required skills and knowledge to be effective within their role.

(b) The welfare officer is not a trained professional and will not receive speciality training, but should in all cases provide signposting to useful information and resources where appropriate.

(c) The welfare officer will be given knowledge on how to conduct reports and receive evidence for a welfare violation.

4.1 Responding to Allegations and violations

(a) Members/non-members are encouraged to communicate with the welfare officer which at time of writing is (Quinn Smyth). They can get in contact by submitting a welfare form or by reaching out on social media. Members/non-members may also contact other committee members if they feel more comfortable doing so, and can also get a third party to state an allegation on their behalf to the welfare officer or other committee members. 

(b) The Welfare officer has a responsibility to report concerns to the appropriate authorities provided therein that consent has been granted from relevant individuals or a reasonable cause to believe there is risk of immediate serious harm to others or themselves. These authorities may include but are not limited to; Committee members, student union staff members and authority figures, university staff and in extreme cases relevant emergency services personnel. 

(c) In rare and extreme circumstances where members of the Society need to be given details of a welfare violation for their own protection, the incident details will remain as anonymous as possible and in communication with the University of Stirling Students Union. Otherwise details will not be shared with members.

(d) Welfare complaints shall only be discussed with the welfare officer and - where relevant - other committee members. Discussion of complaints is to be expected from other members but to ensure a smooth investigation process this should be kept to a minimum where possible.

(e) The Welfare officer is obliged to ensure members reporting a violation are fully aware of the intentions and duties in reporting concerns outlined in 4.1(b)

(f) Neither the society or anyone involved shall determine the guilt of an accused party where the matter is under external investigation, any actions imposed on an accused party is not to prejudge the outcome of an investigation but is simply used in the act of safeguarding other society members/non-members. Said actions will be imposed by the welfare officer with input and consideration from committee members 

(g) If it's known that an accused member/non-member of the society who is under internal or external investigation is part of a society which collaborates with HUSSARS or any other society, equivalent welfare officers or committee members may be contacted to ensure other communities are aware of the actions of its members so they make take their own steps according to their own constitutions and welfare policies.

Competitors must ensure that all cards they wish to use during each tournament are:

• Legal, meaning no banned cards, and no cards prior to Black & White Base Set;

• In English;

• Not marked or altered in any way.

• Note: Proxies are completely allowed, as long as they follow these rules

• Additionally, decks must be made up of 60 cards exactly.

Sleeves within a competitors deck must:

• Enclose a single card in its entirety;

• Be the same color/design, condition, size, and texture;

• Not be reflective to the extent that the faces of cards may be clearly determined from looking at their surface.

These rules are paraphrased from the official Play! Pokémon expectations, but a bit looser. Don’t stress too much! You are incredibly unlikely to break these rules, they’re just there to make sure everyone is on the same page

Competitors will be expected to:

Follow HUSSARS Welfare Policy at ALL TIMES;

Be respectful to others, including respecting consent & boundaries;

Maintain sportsman like conduct;

Foster a kind, welcoming and friendly atmosphere;

Maintain standards of hygeine.

Unacceptable behaviour which will result in disqualification and removal from the event:

Breaking any HUSSARS welfare guidelines;

Cheating in order to gain an unfair advantage;

Repeated and intentional distruption of games.

ALL cards on the official Expanded format ban list, which can be found here: https://www.pokemon.com/us/play-pokemon/about/pokemon-tcg-banned-card-list

Arceus & Dialga & Palkia GX (Sun & Moon - Cosmic Eclipse, 156/220/221/258)

Double Dragon Energy (XY - Roaring Skies, 97/108)

Zacian V (Sword & Shield - Base Set, 138/202)

Blaine's Quiz Show (Sun & Moon - Unified Minds, 186)