1. TITLE

The name of the Society shall be the Sheffield Oratorio Chorus hereinafter referred to as the Society.

The Society shall be an Associated Society of Sheffield Cathedral.

2. OBJECTS

The object of the Society shall be to promote, improve, develop and maintain public education in, and appreciation of, the art and science of music in all its aspects by the presentation of public concerts and recitals and by such other ways as the Society, through its Committee, shall determine from time to time.

3. MEMBERSHIP

a) The membership of the Society shall be those persons who pay the annual subscription at the appropriate rate or rates as shall be determined by the Committee and confirmed at a General Meeting of the Society and (in the case of singing members) who shall provide such evidence of musical ability as shall satisfy the Director of Music or some other authority as directed by the Committee.

b) The subscription shall be payable within four months of joining or within four months of recommencing rehearsals and in any case not later than the end of the financial year.

c) Such other non-singing members of the Society are entitled to participate in social activities and receive benefits as may be determined by the Committee.

d) Equal Opportunities. No individual shall be excluded from membership of the Society or debarred from any official capacity on the Committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability, political affiliation or on any other improper grounds.

e) The Committee may exclude from membership of the Chorus any member who fails to comply with the Society’s rules, or whose conduct at a rehearsal or concert, or in any other way, is deemed by the Committee to be unacceptable. Before a final decision is made, the individual concerned shall have a right to be heard by the Committee, accompanied by a friend if desired.

4. OFFICERS AND COMMITTEE

a) The Society shall elect a President at the Annual General Meeting (AGM) for a term of 3 years. Individuals who have made a significant and lasting contribution to the Society may be made Honorary Vice Presidents by a simple majority of votes to that effect at a General Meeting of the Society.

b) The management of the Society shall be in the hands of a Committee of Trustees consisting of the Chair, the Honorary Secretary, the Honorary Treasurer (as officers of the Society), the Marketing and Sales Lead, the Concert Manager and five Singing Representatives.

c) The Director of Music shall be appointed by the Committee and is invited to attend all Committee meetings ex officio in a non-voting capacity. As applies to all the members of the Committee, the Director must withdraw from any meeting or part of one, where personal interests are involved, at the request of the Chair.

d) The Officers, the Marketing and Sales Lead and the Concert Manager shall be elected by and out of the Society’s members at the AGM. They shall hold office for three years and be eligible for re-election for the full term once in a particular post, save that after 2 full terms the annual meeting may accept a nomination for an officer in post for a further term by a 2/3rds majority (of members present) where no other nominations have been received. The five Singing Representatives shall be elected for three years and shall not be eligible for re-election for a minimum period of one year. In the event of a vacancy arising during a term of office a member shall be elected to complete that term of office at a Special General Meeting of the Society and shall be eligible for re-election. A General Meeting may elect a Trustee for less than 3 years, where this will facilitate the work of the Committee, e.g. to stagger the dates terms of appointment would end, such shorter terms of appointment may be additional to the usual maximum consecutive period of office.

e) The Committee may appoint other posts from time to time as required (for example Membership Secretary, Finance Assistant, Making Music representative). These may be held by a trustee or by an ordinary member of the society.

f) The Committee shall have power to co-opt not more than three non-Trustee members.

5. MANAGEMENT

a) The management functions of the Committee shall specifically include all the arrangements for the Concerts and other events and the control of finance.

b) Singing members shall be expected to perform in all concerts and shall attend at least 75% of rehearsals. The Director of Music shall have the authority to require a member not to perform in a concert if he considers that insufficient attendance has been made for that concert.

6. POWERS

The Committee shall have the following powers:

a) To raise funds, to receive donations, grants-in-aid and financial guarantees and to make sales to the public in connection with concerts and other events, provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.

b) Subject to any consents required by law to borrow money and to charge all or part of the property of the Society with repayment of the money so borrowed.

c) To pay fees and expenses to self-employed musicians and others in pursuit of the objects of the Society.

d) To co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them.

e) To establish or support any charitable trusts, associations or institutions formed for all or any of the objects.

f) To appoint and constitute such advisory committees as the Committee may think fit.

g) To do all such lawful things as are necessary for the achievement of the objects.

h) To make and amend rules for the Society.

7. MEETINGS AND PROCEEDINGS OF THE COMMITTEE

a) The Committee shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the Chair, or by any two members of the Committee, upon not less than four days notice being given to other members of the Committee of the matters to be discussed, but if the matter includes the appointment of a co-opted member then not less than seven days’ notice must be given.

b) The Chair shall act as Chair at meetings of the Committee. If the Chair is absent from any meeting, the members of the Committee present shall choose one of their number to be Chair before any other business is transacted.

c) The quorum at Committee meetings shall be five members at least one of whom shall be an Officer of the Society. In the event of an equality of votes the Chair shall have an additional or casting vote.

d) The Committee shall keep minutes of the proceedings at meetings of the Committee and any Sub-Committee, and shall ensure that these are stored safely and that they are available for inspection as required.

e) The Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this constitution.

f) The Committee may appoint one or more Sub-Committees or Sub-Groups, consisting of three or more members of the Committee, for the purpose of making any enquiry or performing any function or duty which, in the opinion of the Committee, would be more conveniently undertaken or carried out by a Sub-Committee or Sub-Group, provided that all acts and proceedings of any such Sub-Committee or Sub-Group shall be fully and promptly reported to the Committee.

g) All meetings of the society shall take place face to face, save that in exceptional circumstance, it shall be open to the Committee to decide that meetings take place by means of electronic communication.

8. FINANCE

a) The financial year shall end on 31st July.

b) A banking account shall be opened in the name of the Society and all cheques drawn on the account must be signed by at least two Trustee members of the Committee.

c) The Director of Music and the accompanist at rehearsals shall be paid such fees as shall be agreed by the Committee. The duties of the Director and accompanist will be set out in contracts and related job descriptions agreed with him/her.

d) The income and property of the Society howsoever derived shall be applied solely towards promoting the objects of the Society as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member or members of the Society except in payment of legitimate expenses incurred on behalf of the Society.

9. GENERAL MEETINGS

a) Within 6 months of the end of each financial year, an AGM shall be held with at least three weeks notice in writing having been given to all members. It shall be held no earlier than 10 months and no later than 15 months after the last AGM.

b) The Committee shall present to each AGM the report and accounts for the Society for the preceding year.

c) Nominations for election to the Committee or for the position of President must be made by members of the Society in writing and should be in the hands of the Secretary of the Committee one week before the AGM. Should nominations exceed vacancies, an election shall be held. Where too few nominations are made in advance, they may be made during a meeting.

d) A Special General Meeting (SGM) may be called at any time by the Committee and any member of the Society may require the Secretary to call an SGM provided that he or she can provide the signatures of 30 members in support of the proposition. At least three weeks notice in writing shall be given to all members stating the purpose of the meeting and no other business may be transacted.

e) A quorum of any General Meeting shall be a third of the members of the Society.

f) The Secretary or other person specially appointed by the Committee shall keep a full record of proceedings at every general meeting of the Society.

g) Elections at a General Meeting.

(i) The election of persons duly nominated for Committee posts or the office of President as in 9 c) above shall be conducted by a show of hands or by secret ballot.

(ii) A secret ballot shall be held if supported on a show of hands by a simple majority of members present.

(iii) If a secret ballot is held the Chair of the Meeting will appoint tellers to count the votes cast.

10. FINANCIAL ACCOUNTS

a) Accounts audited or examined to the extent required by legislation or, if there is no such requirement, scrutinised by a person independent of the Committee are to be presented at the Annual General Meeting.

b) A suitable person shall be appointed by members at the Annual General Meeting and shall not be a member or related to members of the Committee.

11. AMENDMENTS

a) The Constitution may be amended by a two-thirds majority of the members present and voting at an AGM or SGM provided that three weeks notice of the proposed amendment has been sent to all members and provided also that nothing contained therein shall authorize any amendment which shall have the effect of the Society’s ceasing to be a charity.

b) No amendment may be made to clause 1 (the name of the charity), clause 2 (the objects), clause 8d (distribution of assets) or clause 12 (dissolution), without the prior written consent of the Charity Commission.

c) The Committee shall send the Charity Commission a copy of any amendment made under this clause.

12. DISSOLUTION

In the event of the winding–up or dissolution of the Society any remaining assets after all liabilities have been discharged shall not be paid or transferred to any member or members of the Society but shall be transferred to a charitable organisation whose objects are similar to those of the Society and whose rules preclude the distribution of income and assets among its members.

Revised 7th July 2021

EQUAL OPPORTUNITIES AND FAIR PRACTICES POLICY 

The policy was reviewed in August 2025. The next review is due August 2028.

1.            This policy applies to Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations and contacts.

2.            This policy has been prepared by a working group led by the Hon. Secretary of SOC.

3.            The person responsible for leading policy reviews is the Hon. Secretary of SOC. 

4.            This policy was approved and adopted by the SOC Trustee Board on 29.9.15 and operates from that date. The policy and its action plan will be reviewed every 3 years by the committee in consultation with the membership and other relevant people and will be subject to interim monitoring. Copies of the policy are available from the Hon. Secretary.

5.             SOC values and commitment:

a) SOC recognises the importance of affording equal opportunity and equal treatment in all its activities and will work towards establishing and reinforcing fair practices.

b) SOC values diversity and opposes unfair treatment, including discrimination on grounds of ethnicity, gender, sexual orientation, age, religious beliefs, mental health, social status and disability.

c) SOC is committed to challenging discrimination and unfair treatment in all its forms.

6. In pursuit of SOC values and commitment we aim to: 

a) Identify possible barriers to participation in SOC activities by potential, new and existing members, audiences, and other contacts and try to rectify them. 

b) Take positive action where necessary to ensure fair treatment and equality for all. c) Respect, support, promote and act in accordance with the spirit and intentions of the policy. 

7. What SOC will do to carry out its aims:

a) SOC committee will formulate and carry out an action plan to address equal opportunity and fair practice in all its identified activities and review the plan regularly as at 4 above. b) SOC committee takes ultimate responsibility for ensuring this policy is implemented and dealing with any allegations of breaches. 

c) SOC committee may appoint a focus person/group to monitor and report on equal opportunities issues and may appoint a person/group to deal with initial queries/complaints.

8. Discrimination and harassment

Acts of discrimination and harassment are unlawful and all to whom this policy applies should be aware of possible legal consequences. Anyone who discriminates against, harasses or victimises any person whilst engaged in SOC activities may have action taken against them in accordance with SOC disciplinary rules.

SAFEGUARDING POLICY

This policy was reviewed in February 2025. The next review is due in 2026

1.  This policy applies to Sheffield Oratorio Chorus, hereinafter known as SOC, (registered charity no. 500578) in all its operations.

2.  This policy has been prepared by a working group led by the Vice Chair of SOC Trustee Board.

3.  The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.

4.  This policy was approved and adopted by the SOC Trustee Board on 25th May 2019 and operates from that date. The policy and its operation will normally be reviewed every year at the first committee meeting after the AGM.  

5. How SOC operates
SOC is a registered charity of amateur choral singers managed by a committee of volunteer trustees elected at the annual general meeting or co-opted as necessary.
To carry out its charitable objectives it presents a number of concerts a year, sometimes performing with orchestral groups and professional soloists.  Our self-employed Director of Music or a substitute runs rehearsals with an accompanist.
Whilst there are no employees, SOC may from time to time engage short-term staff to assist the committee in exercising its duties. From time to time SOC organises other events such as choral workshops and social events.
SOC is open to any person over 16 passing an audition. 

6.  Policy Statement
SOC is committed to anti discriminatory practice and to ensuring that all children, young people and vulnerable adults have the same protection regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity. 

7. Background
a) Legal Requirements
The law requires any organisation involving children, young people or vulnerable adults to take all reasonable measures to ensure that the risks of harm to the welfare of vulnerable adults and children are minimised, and where there are concerns, to share them with other local agencies.
b) Who are children or vulnerable adults?
In this context anyone up to the age of 18 is a child.  A vulnerable adult is defined in the Care Act 2014 as someone over 18 years old who has care and support needs, is experiencing or at risk of abuse or neglect as a result of their care and support needs or is unable to protect himself or herself against the abuse or neglect or the risk of it.

8. SOC has developed this policy to provide:
a) Protection for children, young people and vulnerable adults with whom SOC has contact (including the children/relatives of adults who use our services)
b) Guidance to ensure that the risks of harm to children, young people and vulnerable adults welfare are minimised.
c) Guidance for responding to a child or vulnerable adult making an allegation of abuse
d) Guidance on procedures that should be adopted in the event that any adult suspects a child, young person or vulnerable adult may be experiencing, or be at risk of experiencing harm
e) In the event that a safeguarding concern is raised, or advice on management is needed,  action taken by SOC will be in accordance with Sheffield City Council safeguarding protocols:

Adult safeguarding concern

Sheffield City Council, First Contact Team Report adult abuse | Sheffield City Council

Telephone 0114 273 498

Child Safeguarding concern
Report child abuse | Sheffield City Council
Telephone 0114 273 4855

If there is concern that a child or adult is in immediate danger, call 999

9. Policy guidelines
a) Should any children participate in any SOC activity responsible adult(s) will be nominated who will be responsible for them throughout the activity.
b) Joint concerts with schools. SOC will make appropriate joint working arrangements and take all reasonable steps to ensure that responsible adults nominated by the school(s) are present and responsible for the welfare of children from the school(s) throughout the activity. These arrangements will be consistent with this safeguarding policy.
c) Audiences and Social Events
SOC is aware that children and vulnerable adults may attend their concerts as members of the audience, or attend social functions hosted by SOC.  It is the responsibility of the parent, guardian or carer to ensure adequate supervision.  If a parent/guardian/carer is not personally attending an event this policy requires them to be satisfied that the child or vulnerable adult will be adequately supervised by a responsible adult acting on their behalf at all times.
d) Privacy
Parents and guardians should be aware that photography, audio and video recording are undertaken from time to time at concerts and rehearsals.  These provide valuable tools for promoting SOC’s work. Parental permission will always be sought for any photographs or filming of anyone under 18 and such photos/films will be stored securely and password protected.  Anyone perceived as taking inappropriate photographs during a performance or social function should be brought to the attention of the safeguarding officer.
e) Abuse
SOC notes the importance of being alert to signals of abuse and to the difficulty children or vulnerable adults may have in reporting it.

10. Policy implementation
a) Safeguarding Officer  
SOC have appointed a safeguarding officer and an assistant from amongst its members to be the designated person in respect of safeguarding.  This person, who is DBS checked, will undertake appropriate training as required and will be identified to children and vulnerable adults as the principal person they should turn to if they have any concerns or queries.  
b) The Chair of SOC will be DBS checked
c) Reporting safeguarding issues
Any concerns regarding either a child or a choir member, employee or other adult must immediately be reported to the safeguarding officer or in her/his absence to the assistant safeguarding officer.  In the absence of both designated persons any concerns must immediately be reported to the Chair of SOC committee.
d) Publicising the safeguarding policy
SOC will publicise its safeguarding policy on its website and include the policy in its welcome pack to members.
e) Recruitment
SOC will embed safeguarding principles in recruitment processes to the extent appropriate to the role.

11. Disciplinary rules
Anyone who breaches this policy may be made aware of the breach by the committee and be given the opportunity to respond.  For minor breaches a verbal warning may be given. For more serious breaches a written warning may be given.  More serious breaches may result in suspension or ultimately expulsion from SOC.

12. Grievance rules
Anyone who believes that he/she has suffered discrimination/unfair treatment may raise the matter by speaking to a Singing Representative (in the case of a member under the age of 18 the CRB/DBS certificate holder) or by writing to the Secretary.  All grievances must be made in good faith and must not be untrue or mischievous.  If the issue cannot be addressed satisfactorily by the Singing Representative, CRB/DBS certificate holder or the Secretary the grievance will be forwarded to a panel appointed by the committee. The committee’s decision is final.

CARERS POLICY

When a concert ticket is bought by a person who needs the support of a carer to attend, no charge will be made for the carer’s ticket.

This policy was determined by the Committee at its meeting on 22nd June 2010, item 35/10 b).

DEALING WITH PROBLEMS

1. A breach of policy, unacceptable behaviour or other problem may be raised by a SOC member, committee member, music professional, or non-member. This may be in the form of a complaint, grievance or as other feedback.

2. All such matters must be raised in good faith and must not be untrue or mischievous.

3. A matter may be raised initially by speaking to any member of the Committee (or if the member is under 18 to the CRB/DBS certificate holder) or by writing to the Hon Secretary.

4. SOC takes reporting of problems seriously and will try to resolve them in a timely manner.

5. SOC committee may delegate a person or people to deal with the issue. They may be able to reach a resolution on the spot.

6. If 5 above does not resolve the issue SOC committee can designate two or more people to deal with further steps.

7. Informal interviews may be arranged with relevant parties to try to resolve matters. Any interviewee may be accompanied by supporter. Notes will be made of any interview/s and the outcome/s reported to committee.

8. If 7 above does not resolve the matter, Committee may convene further meetings, may give a verbal warning, or may issue a written warning.

9. If the behaviour, policy breach or other matter warrants it, committee may issue a final written warning or, as a last resort, ask the person causing the problem to leave the Chorus immediately without recourse to the steps above.

10. Any illegality involved may be reported to the appropriate authority if necessary.

11. If a complaint or grievance has been raised about any issue the person raising it will be kept informed of the outcome of the matter within an agreed timescale.

12. All proceedings will be conducted by all parties in confidence.

13. The committee may involve an independent mediator if necessary.

14. The committee’s decision is final.

‍ ‍

1.             Policy Statement and Introduction

‍ ‍‍1.1    SOC is committed to transparent, lawful, and proportionate processing of personal data.

‍ 1.2    The purpose of this policy is to state how Sheffield Oratorio Chorus (SOC) will meet this commitment, ensuring compliance with the laws which govern how the personal data we keep about individuals must be managed, with specific reference to:

‍ ‍·         UK General Data Protection Regulation (UK GDPR)
‍ ‍·         The Data Protection Act 2018 (DPA 18).
‍ ‍·         The Data (Use and Access) Act 2025
‍ ·         Information Commissioner Office (ICO) guidance

‍‍ 1.3   SOC will comply with data protection legislation, guided by the GDPR’s six data protection principles. In summary, data will be:
‍ ·         processed fairly, lawfully and in a transparent manner.
‍ ·         used only for limited, specified stated purposes and not used or disclosed in any way incompatible with those purposes.
‍ ·         adequate, relevant and limited to what is necessary‍
·         accurate and where necessary, up to date
‍ ·         not kept for longer than necessary
‍·         kept safe and secure.‍‍ ‍

  1.4  SOC Committee has evaluated the lawful basis for data processing undertaken and states the outcome in the Privacy Notice.‍‍

The legal bases are legitimate interest and in some circumstances, consent. (see section 2.5)‍‍ ‍

2.         Information Covered by Data Protection Policy‍ ‍

2.1    The UK GDPR definition of "personal data" includes any information relating to a living, individual person who can be identified from that data. This does not solely mean being identifiable by name. ‍‍ ‍

2.2    Photographs are included within this definition, and their processing is subject to this policy.‍‍ ‍

2.3    The ‘processing of data’ is anything that is done with personal data, including collection, storage, use, disclosure and deletion.‍‍ ‍

 2.4    The specific data collected and its purpose are included in the SOC Privacy Notice which is publicly accessible on the website. Hard copies of this policy and the Privacy Notice are available to members at weekly rehearsals.‍ ‍

2.5  Some personal data is more sensitive and must be afforded higher protection, examples of such special category data: ‍
·         Race or ethnic origin‍
·         Religious or philosophical beliefs‍
·         Health data‍
·         Sexual orientation‍‍ ‍

SOC may on rare occasions need to process data in this category. For example relevant health information may be shared by members requesting reasonable adjustments for health and wellbeing reasons. Special category data may be processed as part of a Disclosure and Barring Service application or through recruitment processes. Even if anonymised, the data collected may still lead to identification of an individual and so must be afforded higher levels of protection and timely destruction.‍ ‍

Such data must only be processed with the explicit consent of the data subject, when required by law or for vital reasons such as a medical emergency.‍ ‍

What is special category data? | ICO

‍ ‍‍3.         Privacy Notice‍ ‍

3.1    A GDPR compliant Privacy Notice is available to all SOC members and members of the public via the website which has been developed using ICO guidance. This informs individuals what personal data is collected and how it is processed and stored. It includes the lawful bases for processing their data and individuals’ rights relating to this.

The Privacy Notice is approved by the SOC Committee and will be revised every 3 years alongside review of the Data Protection Policy, or earlier should changes to operations or legislation require it. ‍‍ ‍

No additions or amendments will be made without Committee approval (Appendix 1)‍ ‍

4.         Concerns and Complaints‍ ‍

4.1    SOC will take seriously any concerns or complaints raised relating to the handling of data. The Privacy Notice available on the website makes it clear how complaints can be submitted and SOC will acknowledge, investigate and respond in a transparent and timely way. ‍‍ ‍

4.2    SOC is committed to learning from concerns and complaints and will implement any system changes highlighted through complaint investigations.‍‍ ‍

5.         Data Breach‍ ‍

5.1    Any breach must be reported as soon as identified to the Committee Chair or Secretary who will ensure a timely investigation and that any remedial actions take place. Data breach incidents will be reported to and monitored by the SOC Committee.‍‍ ‍

5.2     In the event of a serious data breach, the Committee will consider whether there is a need to inform the individuals affected. If warranted, this will take place outside the Committee meeting schedule to ensure a timely response.‍‍ ‍

6.         Information Rights‍ ‍

6.1    Information rights and information on how individuals can submit requests relating to personal data, including subject access requests are included in the Privacy Notice. Requests can be made by email via:  admin@sheffieldoratorio.org.uk‍ ‍

6.2    Requests can also be made verbally and should be brought to the attention of the Chair or Secretary‍‍ ‍

6.3    Requests will be acknowledged and responded to in a timely manner in accordance with legal requirements and ICO guidance.‍‍ ‍

7.         Safeguarding of Data‍ ‍

7.1    Any individual responsible for the processing of personal information is responsible for maintaining its confidentiality and must process the data solely for the purpose intended, unless given explicit permission for another purpose by the data owner, or for reasons permitted by law. This is applicable to all stored data, whether in hard copy, stored on personal computers or accessed on the SOC shared file.‍‍ ‍

7.2     The processing of information on the website will respect the need for individual confidentiality e.g. no personal contact details such as telephone numbers or email addresses will be divulged on the website without that person’s consent. ‍‍ ‍

7.3     Photographs showing clearly identifiable individuals will only be published on the website or publicity materials with the explicit consent of the individual concerned‍‍

7.4   The Committee is committed to working towards increased use of the SOC shared drive for secure document storage, with appropriate levels of password protection and access. As well as being a more secure method of data sharing than email, this enables more accurate version control of key documents. ‍‍ ‍

7.5   Where sharing personal data by email is unavoidable, documents should be password- protected, with the password forwarded to the recipient in a separate email.‍‍ ‍

8.         SOC processes the following data:‍ ‍

 8.1   SOC processes personal data for the purposes of:‍
·         Chorus Membership and financial administration ‍
·         Chorus events administration ‍
·         Maintaining lists with details of non-members, supporters and additional singers, administration of Patron Scheme‍
·         Publicity and marketing activity‍‍

8.2     The personal data processed by SOC belongs to members, occasional singers, employees, sessional musicians, patrons, supporters and includes:‍
·         Name, address, email address, phone number ‍
·         Accounting data‍
·         Photographs of identifiable individuals at choir events e.g, for publicity material‍
·         Results of questionnaires/feedback sheets, both named and in some instances, anonymous ‍
·         Archived information which may include elements of any/all the above ‍
·         Relevant special category data, eg related to health, financial circumstances (not routinely collected)‍‍ ‍

8.3       New categories of information can only be kept with the agreement of the committee. ‍

9.             Timescale for disposal of personal data ‍ ‍

Personal data held for SOC general administrative purposes is reviewed every three years and will be deleted where we no longer have a legitimate reason to keep it. All responsible for holding personal data will be prompted to carry out this review at the time of this policy three yearly review. This applies both to data held electronically and in hard copy.‍ ‍

In keeping with good accounting practice, data relating to finance will be kept securely on the SOC finance system for seven years after a final transaction and will normally then be deleted.‍‍ ‍

10.        Data Access Restrictions

1‍0.1  Personal data is held by individuals by agreement of SOC Committee and for specific purposes only as outlined ibelow. This may include a full or edited copy of the membership list with names, voice parts, addresses, telephone numbers and e-mail addresses:‍‍ ‍

Role: Chair
Purpose: For oversight of all SOC activities.

To deal with member and other confidential issues and feedback, to investigate complaints, urgent situations and disciplinary issues. For administration of questionnaires and surveys.

Role: Secretary
Purpose: For overview and management of organisation administrative procedures.

For administration of questionnaires and surveys.

Role: Treasurer
Purpose: For organisation of financial administration including accounts, receipts and payments

Role: Membership Secretary
Purpose: To maintain and update member and potential member records

Role: Librarian
Purpose: To operate the music score lending and purchasing scheme and process payments

Role: Musical Director and Assistant Musical Director
Purpose: For all aspects of concert, rehearsal and musical management, liaison with members

Role: Academy  Administrator

Purpose: To operate the Academy including scheduling of coaching sessions, taking payments, following up queries from members and non-members.

Role: Concert Manager
Purpose: To deal with all aspects of concert management including confidential additional needs requirements, seating plans.

Role: Voice Reps
Purpose: To respond to members’ complaints and feedback

Role: Patron Scheme Administrator
Purpose: To operate all aspects of the SOC Patron scheme

Role: Finance Assistant
Purpose: For documentation of collected fees and other monies as required.

11        Policy Communication‍ ‍

11.1  This policy is available to all SOC members via the website. Members will be provided with access when joining SOC. Information and the requirement to read and comply with new and revised polices is included in weekly notices to members by email and available in hard copy at rehearsals.‍ ‍

‍ ‍

YOUTH POLICY

1. This policy applies to;

Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations.

2. This policy has been prepared by a working group led by the Hon. Secretary of SOC Trustee Board.

3. The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.

4. This policy was approved and adopted by the SOC Trustee Board on and operates from that date. The policy and its operation will normally be reviewed every 3 years.

5. Policy Statement

SOC Trustee Board is committed to creating opportunities for young people to become involved with the Chorus and thus help ensure the survival of choral music in SOC’s area of benefit.

• SOC wishes to try to meet the needs of young people living in our area of benefit in terms of;

• Access to membership of SOC

• Access to concerts and other SOC events

• Making our activities known to young people via existing networks and creating new networks if appropriate

• Making opportunities available to young people to gain experience in a range of Chorus activities e.g. singing, conducting, administration.

• Provision of appropriate support and education for singing or other activities undertaken when involved with SOC.

• Compliance with any law and good practice guidelines in respect of young people.

6. In carrying out the aims of the policy statement SOC will;

• Appoint a Trustee Board member or other appropriate person to oversee the workings of the policy in practice.

• Set appropriate reduced rates for membership of SOC for people under 25.

• Set appropriate ticket prices for under 25’s to encourage concert and event attendance.

• Consider season concert programmes with a view to attracting young people to join the Chorus or our audiences.

• Make active efforts to target recruitment of young people.

• Explore networking opportunities with other organisations to further youth involvement in SOC.

• Regularly review the membership profile, and monitor and evaluate the effectiveness of the process (see 4 above).

• Consider introducing further incentives and activities for young people to join as appropriate.