This collection of guidance documents is intended to support the effective governance, administration, education, and outreach activities of RSCDS branches and affiliated groups. The documents are organised into key thematic areas to ensure clarity and ease of access. Each section provides essential policies, procedures, and resources to help uphold standards, comply with legal obligations, and promote the society’s values and objectives.
Disclaimer:
These materials are designed for use by officially recognised RSCDS branches. Any other use, distribution, or adaptation by external individuals or groups requires formal permission from RSCDS Headquarters
Governance & Legal Framework
The RSCDS makes available several documents pertaining to our Constitution, and most are available for download. These include:
To read more on the above topics please visit our legal & administrative page.
Questions about the constitution
If you have questions about any of the above documents, you are rewriting your own Branch Constitution, or just have a general inquiry please get in touch with our Constitutional Panel by emailing: [email protected]
To read more on the panel please visit the page:
The AGM of the RSCDS is held the first weekend in November each year.
All Branches are encouraged to attend and send delegates to represent their Branch. Delegates can be registered on the Contact Database, but it is also important to confirm in by email the names of the current delegates. If delegates are unable to attend, it is important that they have arranged proxies to vote on their behalf. The AGM is a part of the Annual ‘Autumn Gathering’ during which there are other meetings and discussions where Branches can voice their opinions. The timetable leading up to the AGM is as follows (specific dates will be issued each year):
• 12 weeks (at least) prior to AGM - Any motions proposed by Branches must be in the hands of the RSCDS office.
• 10 weeks prior to AGM - A provisional Agenda will be sent to all Branches (third week in August).
• 8 weeks prior to AGM - Every Branch is entitled to appoint two delegates to represent them at the AGM. Branches with more than 100 members can appoint an additional delegate for every 50 members above that. The form nominating Branch delegates to the AGM should be forwarded to the RSCDS office no later than the first week in September.
• 6 weeks prior to AGM - Any amendments by Branches to the motions on the provisional Agenda must be in the hands of the RSCDS.
• 4 weeks prior to AGM - The final Agenda and papers will be issued to Branches and delegates.
• 2 weeks prior to AGM –The final date for submission of delegates’ names and address to the office, and for submission of Board and Management Committee votes.
Please check the AGM page for the most up to date details and the governance page
The RSCDS makes available its policies and procedures and we encourage Branches to look at each document below and familiarise themselves with the contents. Each document can be adapted for your own use.
To learn more about GDPR and how it affects the RSCDS please download this helpful document.
As well, we have provided you with an instructional video that applies to both EEA Branches and Non-EEA Branches.
Branch & Group Administration
This guide is being developed to help Branch Administrators with the smooth running of their Branch. It is aimed at new Chair, Secretaries, Treasurers and Membership Secretaries but experienced office holders will find useful advice on communicating with the RSCDS office and meeting the requirements placed on Branches.
Branches are responsible for managing their own affairs and must decide how to use the advice in the guide, especially in relation to legal requirements. When the guide refers to ‘the law’ it will mean Scottish or UK legislation.
Some of the information here will be of use to Affiliated Groups, and all members are welcome to make use of the guidelines to help their local clubs; for example, the documents on health & safety, risk assessments and safeguarding.
Suggestions from Branches for improving the guide, such as updates, amendments and new topics, are welcome. Please get in touch with the office at: [email protected]
Updating and maintaining your Branch's profile and your Members details can be done by all Branch Administrators and it is accessed on the My RSCDS page when you log in to this website.
To view and download a document please click on it:
The Guide To "Branch Administration" should be viewed first. It covers many different topics including good governance, the roles of Branch Administrators, insurance/public liability, contacting staff at the RSCDS office and much more. We encourage you to keep a copy of this guide in your records and pass it on to future office-bearers.
You can now use this digital welcome booklet
Renewal of Affiliation
RSCDS Memberships runs from July to June. To renew your affiliation, go to your dashboard and click on "Manage your group details & membership" then go to Order to create your invoice and pay online. (Please contact [email protected] to get your activation code if not yet registered).
- Payment by bank transfer or cheques are also accepted. Please download our Bank details.
- 2025-26 Renewal now open
- Renewal Form
- RSCDS Collective Members
View the Affiliated Group Guidance note
Disclaimer:
These materials are designed for use by officially recognised RSCDS branches. Any other use, distribution, or adaptation by external individuals or groups requires formal permission from RSCDS Headquarters
Finance &Fundraising
Subscription rates
Please click below to view the subscription rates for the 2024-2025 dancing year:
Please note that at the recent AGM 2024, the following motion has passed:
“The Management Board proposes that for the year from 1st July 2024, the basic full annual subscription shall be increased to £29 per annum, with other membership subscriptions based pro-rata on this amount”.
FGAP
The Finance and Governance Advisory Panel combines the particular skills and experience of some of the Society’s members to support the Management Board. To learn more about FGAP please visit the page:
This document sets out the fundraising and sponsorship policy of the Royal Scottish Country Dance Society and commits the Society to high standards of ethics and social responsibility in fundraising and sponsorship.
Outreach & Promotion
Growing your Branch
The Management Board has outlined several key benefits of RSCDS membership for dancers.
We hope this information will support your Branch or Group in developing effective recruitment and retention strategies. You are welcome to use any of the following statements in a way that best suits your local circumstances and target audiences.
Success Stories and Inspiration
We encourage you to explore the many success stories shared by Branches during the Open Forum at the 2018 AGM. These case studies highlight a range of initiatives that may be helpful for your Branch.
Resources for Running SCD Classes
Helpful documents are available to support you in arranging and running Scottish Country Dance classes, including:
Marketing Tools
The RSCDS is committed to increasing publicity and exploring marketing opportunities. Branches are encouraged to make use of our available marketing assets.
To receive access to these materials, please contact [email protected]. Links are also shared in our monthly Branch mailing.
To learn more about marketing, publicity and download helpful packs please visit the photo use and media pack page.
Social Media and Communication
For guidance on using platforms like Facebook and for accessing our email network—where you can share news and updates—please refer to the documents below:
Branch Officers are encouraged to access the ProBoard platform which has been set up for different RSCDS discussion threads in order to share best practice ideas and suggestions or ask other Branches for feedback. To access the forum and register so that you can view and add content, please click on the above button.
Creating video
The RSCDS is currently going through a rebrand and will be releasing new, improved branch assets and guidelines once the rebrand is finished. We are currently gathering feedback from Branches and Groups on the current assets - if you would like to share your feedback with us please fill this form: https://tally.so/r/mVOpKv This gives a chance to tell us how you're currently using the brand materials (logos, colours, fonts, tartan, photos, etc.), how they work (or don't work) for you, and what would make them better. The answers from the form will help us create a better assets selection for you during the rebrand.
If you require access to the current RSCDS Assets, please contact [email protected].
Rowan the Sheep-The RSCDS Youth Mascot
In 2018 the Youth Services Committee launched a competition to create a mascot for the RSCDS. This mascot's purpose was to help encourage and promote Scottish country dance amongst young people, representing Scottish culture on an international scale. Our winning artist, Lea Nikischin, created Rowan, a Blackface sheep who loves to dance!
We are excited to announce that the Rowan character has been adapted to create logo artwork that we would like our Branches to use. If you have a youth-focused event coming up, include the Rowan logo on your digital or printed promotional materials - we've created 3 colour versions of the design along with a set of guidelines (please read these thoroughly beforehand).
We are likely to be developing other logos based on the Rowan character in the future, so keep an eye out for updates.
Education & Licensing, Insurance
Two years ago, the RSCDS introduced a free membership for children under 12. Since then, it has been encouraging to see a growing number of branches and affiliated groups engaging with schools and community organisations to introduce classes for young dancers.
To support this development, we invited Moira Korus and Gavin Keachie from the Rosedale Youth group (Toronto Association), Raphaelle Orgeret from the Lyon Branch, Caroline Brockbank from Ceilidh Kids, and Walter Proven from the Glasgow Branch to share their experiences, advice, and practical tips for anyone interested in starting youth dance classes.
RSCDS PPL licence
The RSCDS holds an umbrella licence with PPL that covers all UK Branches. This licence does not cover Affiliated Groups or Branches outside the UK. The RSCDS holds a rolling contract with PPL. The 2019 document below is the current certificate.
Music licensing
Have a question about music licensing and/or copyright? Please visit out Music FAQ's page to learn more.
If you question was not answered then please get in touch with the RSCDS office and we will forward on your query to the Music Director.
What the RSCDS Insurance Covers
The RSCDS insurance policy applies only to activities directly organised by RSCDS at 12 Coates Crescent, including:
- All attendees (members, non-members, guests, teachers, volunteers, staff) at RSCDS-organised events at 12 Coates Crescent (e.g. Summer School)
- Anyone working in or visiting 12 Coates Crescent
- Staff, volunteers, and teachers acting on behalf of RSCDS Headquarters (e.g. delivering a class or giving a presentation for RSCDS)
What It Does Not Cover
The RSCDS policy does not cover activities organised by Branches or Affiliated Groups
Branch and Affiliated Group Responsibilities
Branches and Affiliated Groups must have their own insurance to cover:
- All classes and events they organise
- Any teachers they employ (i.e. who work under the direction of the Branch or Group), as these individuals are considered their employees under insurance terms
Freelance teachers—those running independent classes not under a Branch or RSCDS—must arrange their own insurance.
Discounted Insurance Available to UK based branches and affiliated groups.
Please note that if you are an RSCDS Branch or Affiliated Group in the UK, you have access to the reduced insurance rates we have negotiated with ERMG. To arrange insurance in the UK please contact:
Diane Mackie
Managing Director, ERMG
Email: [email protected]
If your branch or group is based outside the UK.
Insurance regulations and products vary from country to country, so it is not possible for us to arrange something that will work everywhere. We recommend you contact local insurance providers to find suitable coverage. It may also be advisable to ask other non-profits that conduct classes and events about their insurance cover and provider. If you’re outside the UK and you have found an insurance solution you are happy with, please do let us know and we will share it with other branches in your country.
Teachers and others who are responsible for organising a class or event must be aware of various legislative requirements with which they must comply.
The following guidance is based on requirements in Scotland. Other countries will or may have similar legislation with which Teachers, Branches, or Groups will have to comply.
Archiving & Records
To learn more about the Society's Archives and our resident Archivist, as well how to keep and maintain your own Archives, please visit the Archives page.
To view the online Archives please click below:
