Authenticity Dispensations (previously known as Medical Dispensations)

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Where a member has a difficulty in complying with society authenticity rules due to a condition, accessibility need or high risk craft activity, they may apply for an Authenticity Dispensation (formerly known as ‘Medical Dispensation’). Each application will be considered on a case by case basis.

  1. The member should discuss their needs with their group leader/jarl or speak to the Equalities Team who may be able to help explore options.
  2. The member should consider options that would enable them to continue to participate in their chosen role, or alternative roles or activities that may be available.
  3. The members should email the Konungr-at -vikingsonline.org.uk with their request, explaining why the dispensation is needed.
  4. The members will not be required to provide medical evidence of their condition, although they may be asked for further information, which they may choose to give.
  5. If a member feels unable to apply for a dispensation themselves, they may ask their group leader to do so on their behalf.
  6. The Konungr will consider the request, contacting the Authenticity Officer, the Equalities Officer, LHE Officer and group leader/Jarl, as necessary.
  7. The member will receive an email from the Konungr giving their decision, this should be retained, as dispensations are normally time limited and the member may need to reapply in the future.
  8. When an Authenticity Dispensation is agreed, the Konungr will issue the member with an Authenticity Dispensation Card. This will not give any medical details, but must be produced by the member if any society officer asks about the dispensation. The card, or a photograph of it, should be carried at shows.
  9. The Konungr and the Authenticity officer will hold records of dispensations granted and the length of time they will last.
  10. Should an application for an Authenticity Dispensation be unsuccessful, a member may reapply if their need or circumstances change.

Carer Dispensation

NB. If a member is registered disabled, the Adult at Risk Policy and procedure should be considered.

  1. The registered disabled full member must apply for an authenticity dispensation, using the usual process. A pair of Authenticity Dispensation cards will be issued to the full member and the carer. The carer will not be named on their card. The card will be made out to ‘the carer of X’.
  2. There will be no charge for this Authenticity Dispensation.
  3. The carer must be an adult, solely attending events to care for a registered disabled member.
  4. The carer may not take part in any costumed activity (e.g. combat or LHE/crafts) or support activity (eg First Aid/Marshalling). Their purpose is to support the named individual full member.
  5. The carer will be deemed to be an extension of the registered disabled members’ membership, as they are providing the reasonable adjustment required for them to participate.
  6. The carer will have no rank within The Vikings.
  7. The carer may camp overnight
  8. The carer may not claim event expenses
  9. The carer must seek advice on relevant safety rules and procedures and must follow instructions from group and society officers at all times.
  10. The carer may access the society mailing lists and FB pages, on a case by case basis.
  11. It is the responsibility of the member to ensure that the event has the facilities to meet their needs. They should take into account likely ground conditions and hygiene facilities. The Society Equality Officer/Team will help the member to communicate with the event organisers/client provided they are given enough notice (a minimum of 3 weeks).

If the carer is a professional carer:

  1. They must carry relevant carer ID.
  2. It is the responsibility of the member to check the carer has professional insurance.
  3. A record of the name, company name and contact details of each carer must be given to the member’s group leader or a society officer present at the event.

If the carer is a family member, or other non-professional:

  1. They must complete a guest membership form annually, to ensure they may be covered by society Public Liability Insurance.
  2. A fee of £1 must be paid annually
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