CHP: Member Code of Conduct & Complaint Procedure

1. Purpose

1.1 This document sets out:

(a) the standards of behaviour expected of Members, volunteers, officers, and participants in Crow House Projects CIC; and

(b) the procedure for raising, handling, and resolving complaints or concerns.

1.2 This document operates alongside:

(a) the Articles of Association;

(b) the Membership Criteria;

(d) the Volunteer Board Charter;

(e) Community Interest Statement (CIC36).

1.3 This Code applies to conduct occurring:

(a) at Crow House Projects events, productions, workshops, screenings, training sessions, networking events, social gatherings, or any activity organised, hosted, or facilitated by the organisation;

(b) within any physical or digital space operated, hired, managed, or administered by Crow House Projects CIC, including offices, shared workspaces, and online platforms;

(c) where conduct materially affects the safety, wellbeing, reputation, or functioning of the organisation or its Members.

2. Core Principles

2.1 Crow House Projects CIC is committed to fostering an environment in which all Members, volunteers, participants and partners are treated with fairness and mutual respect.

2.2 The organization is committed to equality of opportunity and to eliminate discrimination, harassment, and exclusion in all its activities.

2.3 Crow House Projects CIC will not tolerate discrimination, harassment, or unfair treatment on the basis of any protected characteristic under the Equality Act of 2010, including but not limited to:

a) age;

b) disability;

c) gender and sex;

d) marriage or civil partnership;

e) pregnancy or maternity;

f) race, ethnicity, nationality, or colour;

g) religion or belief

h) sexual orientation

2.4 Inclusion within Crow House Projects CIC requires the cultivation of spaces where background, identity, experience and perspective are respected and valued.

2.5. All members and participants share responsibility for upholding these principles and for contributing to a culture of mutual respect and accountability.

2.6 Crow House Projects CIC reserves the right to refuse or terminate membership where an individual:

is subject to an unspent conviction for offences involving violence, sexual misconduct, fraud, financial dishonesty, safeguarding concerns, or other offences reasonably considered incompatible with participation in community-based creative activity;
is subject to court orders, safeguarding restrictions, or professional prohibitions which would materially limit safe participation;
poses a demonstrable risk to the safety, wellbeing, or reputation of the organisation or its beneficiaries.

2.6.1 Any decision under this subclause shall be made by the Directors and recorded with reasons.

2.6.2 Decisions under this clause may be appealed in accordance with Section 9 of this document.

2.6.3 Nothing in this clause shall require disclosure beyond what is lawful, proportionate, and compliant with data protection legislation.

2.6.4 Disclosure of a conviction does not automatically prevent membership but may be reviewed to ensure the safety and wellbeing of participants and the wider community.

3. Expected Standards of Conduct

3.1 Members, Officers, volunteers, and participants are expected to conduct themselves in a manner that supports a safe, inclusive and collaborative environment. They must represent themselves in a manner which reflects the values and ideals of Crow House Projects CIC, when engaged in official duty or at any and all times wherein they might be construed as official representatives of the CIC.

3.2. Expected standards of conduct include:

treating others with courtesy, professionalism, and respect;
engaging in constructive communication, including respectful disagreement;
respecting personal boundaries, consent, and privacy;
being mindful of power dynamics, particularly creative, mentoring, or leadership contexts;
Complying with reasonable instructions related to safety, safeguarding, or accessibility

3.3 Unacceptable conduct includes, but is not limited to:

harassment, bullying, intimidation or discriminatory behaviour;
unwanted sexual attention or behaviour, including inappropriate comments, contact or advances;
derogatory, demeaning, or hostile language relating to a person’s identity and/or background;
exclusionary behaviour that deliberately marginalises or silences other members or the public;
misuse of organizational platforms, spaces, or resources to target, harass, or undermine individuals;
retaliation against any person who raises a concern or participates in the complaints process in good faith.

3.4 Conduct may be considered a breach of this Code whether it occurs:

in-person or online;
during formal activities or informal social events linked to Crow House Projects CIC;
within or outside Crow House Projects spaces, where such conduct has a material impact on the safety, wellbeing, or functioning of the organization or its community.

3.5 Health and Safety Responsibilities

3.5.1 All Members, volunteers, Officers, and participants have a shared responsibility to maintain a safe working and creative environment.

3.5.2 Any individual who becomes aware of a health and safety risk, hazard, unsafe practice, or incident must report it promptly to an Officer, the Community Engagement Lead, or a Director.

3.5.3 Failure to report a known serious health or safety concern may constitute a breach of this Code.

3.5.4 All Members and volunteers must comply with reasonable health and safety instructions, risk assessments, and safety protocols issued in relation to productions, events, or workspace use.

3.5.5 At any organised production, event, workshop, or formal gathering where risk is reasonably foreseeable, Crow House Projects CIC shall ensure that at least one appropriately trained First Aider is present or readily accessible.

3.5.6 The Volunteer Board and Directors shall take reasonable steps to ensure appropriate first aid provision proportionate to the scale and nature of the activity.

3.6 This Code applies equally to elected Officers, volunteers, and Members, regardless of seniority or tenure.

3.7 Safeguarding
Crow House Projects CIC is committed to maintaining a safe environment for all participants.

Where activities involve young people or vulnerable individuals, additional safeguarding procedures may apply, including supervision requirements, role restrictions, or background checks where appropriate.

Members must comply with safeguarding guidance and instructions issued by the organisation.

4. Roles and Responsibilities

4.1 Community Engagement Lead

4.1.1 The Community Engagement Lead (“CEL”) will act as the first point of contact for concerns, grievances, or complaints relating to conduct, wellbeing, or community safety.

4.1.2 The CEL will:

(a) receive and acknowledge complaints;

(b) assess whether informal resolution is appropriate when not otherwise constrained by the constitution (see 6.1.1);

(d) triage and escalate matters to the Volunteer Board or Directors where required;

(e) maintain appropriate records in accordance with data protection principles.

4.1.3 The CEL will not:

(a) determine sanctions;

(b) act as investigator, judge, or legal authority;

4.2 Volunteer Board

4.2.1 The Volunteer Board is responsible for:

(a) determining outcomes of formal complaints;

(b) applying proportionate sanctions;

4.2.2 Board members with a conflict of interest will recuse themselves from relevant decisions, with the Formal Complaint Procedure being overseen and resolved by the Directors themselves.

4.3 Directors

4.3.1 Directors will intervene where:

(a) legal, safeguarding, or reputational risk arises;

(b) an appeal is lodged;

(d) a Board Member is the subject of a complaint.

4.3.2 Directors’ decisions on appeal are final.

5. Raising a Concern or Complaint

5.1 Any Member, participant, or volunteer may raise a concern or complaint regarding conduct.

5.2 Complaints may be submitted:

(a) in writing; or

(b) verbally to the CEL (to be documented by them and submitted to the Board).

5.3 Complaints should include, where possible:

(a) the nature of the concern;

(b) relevant dates or contexts;

6. Informal Resolution

6.1 Where appropriate and with the consent of the parties involved, the CEL may attempt informal resolution.

6.1.1 Certain categories of complaint shall not be eligible for Informal Resolution and must proceed directly to the Formal Complaints Procedure, these include:

allegations of sexual harassment, sexual misconduct, or unwanted sexual behavior;
allegations of racism, racial discrimination, or racially abusive conduct;
allegations involving misuse, misappropriation, or fraudulent handling of organizational funds or resources;
conduct which, if substantiated, is likely to bring Crow House Projects into serious disrepute or expose the organization to legal, safeguarding, or reputational risk.
The complainant does not consent within respect to the law.

6.2 Informal resolution may include, but not are limited to:

(a) facilitated conversation;

(b) clarification of expectations;

(d) mediation or arbitration

7. Formal Complaints Procedure

7.1 Where informal resolution is not appropriate or has failed, the matter shall proceed as a formal complaint.

7.2 The CEL will refer the complaint to the Volunteer Board, excluding any conflicted members.

7.3 All Volunteer Board members will convene and:

(a) consider the complaint and any responses from the complainant, the subject of the complaint, and their respective representatives;

(b) determine findings on the balance of probabilities;

7.4 The person complained about will be informed of:

(a) the nature of the complaint;

(b) the opportunity to respond;

7.5 Those who have been targeted by a complaint will maintain the right to be represented or accompanied by a colleague or legal professional (Representative) of their own choosing at the Complaint Resolution Meeting.

representatives will have the right and responsibility to represent their client’s best interest;
representatives will be required to adhere to the same rules and restrictions in relation to Confidentiality as Board Members and Directors.

7.6 The identity of the complainant will be treated as confidential where possible. However, disclosure may occur where necessary to ensure a fair process or where required by law.

8. Outcomes and Sanctions

8.1 Possible outcomes include but are not limited to:

(a) no action;

(b) guidance or warning;

(d) temporary suspension of membership or roles;

(e) removal from an elected role;

(f) termination of membership.

(g) raising the complaint to the relevant legal or law enforcement authority.

8.2 Sanctions will be proportionate to the conduct and consider:

(a) severity;

(b) repetition;

(d) context and extenuating circumstances

9. Appeals

9.1 Affected parties may appeal a formal decision within 10 Working Days of notification.

9.2 Appeals must be submitted in writing and may be considered where:

(a) procedure was not followed;

(b) new material information arises;

9.3 Appeals will be determined by the Directors, whose decision will be final.

10. Confidentiality and Records

10.1 All parties shall respect confidentiality, subject to safeguarding or legal obligations.

10.2 Records shall be kept securely and processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and used only as long as necessary for the purposes of investigation or related organisational matters.

11. Protection from Retaliation

11.1 Retaliation against individuals who raise concerns in good faith is prohibited and constitutes a serious breach of this Code.

12. Review and Amendment

12.1 This document will be reviewed annually or where required by law or organisational change.

12.2 Amendments require approval by Ordinary Resolution at an AGM, subject to the Articles.

APPENDIX REFERENCE

Crow House Projects CIC 36

SECTION A: COMMUNITY INTEREST STATEMENT – beneficiaries

We, the undersigned, declare that the company’s activities will specifically aim to enrich the creative talent of Scotland, with an initial concentration on the North East, Highlands and Islands. Our primary beneficiaries are those seeking to establish a robust foothold within the creative industry. This includes, but is not limited to, aspiring filmmakers, artists, musicians, photographers, and actors. The provisions we propose to these beneficiaries are multifaceted: The provision of hands-on training and experiential learning through participation in large-scale professional creative projects. Our initial offerings will focus on short film production, with the future objective of expanding into additional arenas such as game development. Opportunities for networking and collaborative endeavours with other creative individuals who share similar interests and goals. Access to mentoring and guidance from industry professionals, offered through a comprehensive series of workshops and training schemes. Our activities and training sessions are meticulously designed by our co-founders, Nicci Thompson and Jamie McDonald. Both Thompson and McDonald have a rich history within the creative industries and serve as Lecturers, bringing a wealth of pedagogical skills and insights supported by academic literature. Their collective experience will ensure the company’s operations are both effective and beneficial to the community it serves.

SECTION B: Community Interest Statement

Activities	How will the activity benefit the community?
Our primary activity will be the creation and delivery of comprehensive educational courses that guide participants through the complete creative process involved in the production of film and television content. These courses will be centred around experiential learning, offering participants the opportunity to work on projects alongside established industry professionals.	Crow House Projects, is designed to provide underrepresented talent from Scotland’s North East, Highlands and Islands with the opportunity to participate in and contribute to professional film and television projects on a global scale. By facilitating hands-on experience with seasoned industry professionals, including working practitioners from Hollywood, we aim to elevate the skills of our local creative community. Our ultimate objective is to increase the representation of these regions in the Scottish and international film industries and provide industry experiences that will enable participants to drive their own creative pursuits.
We will undertake the production of high-quality film and television content that showcases the talent of Scotland’s underrepresented regions to a national and international audience, engaging local cast and crew from the creative community.	Our content will be aligned with our mission, focusing on telling stories from Scotland’s underrepresented geographical areas. We will emphasise contemporary issues, history, culture, and folklore, thereby ensuring the community benefits from nationwide and global exposure.
We will endeavour to secure both physical and digital spaces for creatives to convene, network, and collaborate.	The community will benefit from these spaces, which will foster creative collaboration and innovation. These spaces are designed to cultivate a sense of community and excitement in producing high quality projects. We aim to encourage grassroots projects by involving participants from a wide array of creative disciplines.
We will provide experiences that are accessible to individuals of all ages (over the age of 18) and backgrounds.	Our commitment to inclusivity means we will strive to create an environment free of prejudices, offering our services to anyone willing to engage. Our core values revolve around uniting people to work towards a shared goal of creating exceptional creative projects. By doing this, we will foster a sense of unity, creativity, and accomplishment within the community.
If the company makes any surplus, it will be used for… (If donating or fundraising for charities, please include the wording ‘with the consent of the CIC Regulator’) If the company generates any surplus, it will be utilised in accordance with the above stated purpose of the company. The surplus will be reinvested to enhance the company’s capabilities, ensuring sustainable resources for future projects that directly benefit the stated community.

CROW HOUSE PROJECTS