WES Document Library

Policy Title	Approved By	Author	Confidentiality	Date Published	Document Reference	Notes	Owner (Role)	Policy Group	Review Date	Status	Version	Category	Sub Category
WES Constitution	Membership ballot, March 2026 AGM	WES Council	Public	March 14, 2026	WES-CONST-001	Founding constitutional document. Amended only by membership ballot per section 9.0.	Secretary	Governance and Conduct		Published	Mar 2026	Governance	Constitutional
Professional Standards and Approval Policy	Awaiting Full Council	Dan Gwalter	Internal		WES-POL-0030	Awaiting final Council approval	Education Officer	People and Participation		Draft	0.5	People	Professionals
Gifts and Donations Policy	Awaiting Full Council	Dan Gwalter	Public		WES-POL-0012	Awaiting final Council approval	Secretary	Operations and Finance		Draft	0.5	Finance	External Funding
Expenses and Subsistence Policy	Awaiting Full Council	Dan Gwalter	Internal		WES-POL-0010	Awaiting final Council approval	Treasurer	Operations and Finance		Draft	0.5	Finance	Financial Controls
Financial Controls Policy	Awaiting Full Council	Dan Gwalter	Internal		WES-POL-0008	Awaiting final Council approval	Treasurer	Operations and Finance		Draft	0.5	Finance	Financial Controls
Social Media Policy	PR Officer	Dan Gwalter	Public	November 6, 2025	WES-POL-0032		PR Officer	Governance and Conduct	November 6, 2027	Published	1.0	Governance	Communications
Membership Communications Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0031		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Communications
Event Management Policy	Full Council	Dan Gwalter	Public	November 6, 2025	WES-POL-0029		Event Co-Ordinator	Operations and Finance	November 6, 2027	Published	1.0	Events and Activities	Event Management
Incident Reporting Procedure	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0028		Secretary	Welfare and External Trust	November 4, 2027	Published	1.0	Events and Activities	Safety and Welfare
Health & Safety Policy	Welfare Officer	Dan Gwalter	Public	November 4, 2025	WES-POL-0027		Welfare Officer	Welfare and External Trust	November 4, 2027	Published	1.0	Events and Activities	Safety and Welfare
Animal Welfare Policy	Welfare Officer	Dan Gwalter	Public	November 4, 2025	WES-POL-0026		Welfare Officer	Welfare and External Trust	November 4, 2027	Published	1.0	Events and Activities	Safety and Welfare
Inclusion (EDI) Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0025		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Conduct and Complaints
Whistleblowing Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0024		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Conduct and Complaints
Volunteer Reimbursement Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0023		Secretary	Operations and Finance	November 4, 2027	Published	1.0	Finance	Financial Controls
Volunteer Management Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0022		Secretary	People and Participation	November 4, 2027	Published	1.0	People	Volunteers
Disciplinary Procedure	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0021		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Conduct and Complaints
Safeguarding Policy	Full Council	Dan Gwalter	Public	November 6, 2025	WES-POL-0020	Version 0.5 - bump to 1.0 at next review. Dual owner: Youth Officer and Welfare Officer.	Youth Officer	People and Participation	November 6, 2027	Published	0.5	People	Safeguarding
IT and Email Access Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0019		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Digital and IT
Digital Asset Management Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0018		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Digital and IT
Data Retention and Archiving Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0017		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Data Protection
Data Breach Reporting Procedure	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0016		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Data Protection
Subject Access Request (SAR) Procedure	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0015		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Data Protection
Data Protection (GDPR) Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0014		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Data Protection
Risk Management Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0013		Secretary	Risk Data and Digital	November 4, 2027	Published	1.0	Risk and Data	Risk Management
Fundraising and Sponsorship Policy	Full Council	Dan Gwalter	Public	November 6, 2025	WES-POL-0011	Published at v0.5. Due for version bump to 1.0 on next review.	Treasurer	Welfare and External Trust	November 6, 2027	Published	0.5	Finance	External Funding
Reserves Policy	Full Council	Dan Gwalter	Public	November 19, 2025	WES-POL-0009		Treasurer	Operations and Finance	November 19, 2027	Published	1.0	Finance	Financial Controls
Constitutional Review Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0007		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Constitutional
Policy Review and Maintenance	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0006		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Constitutional
Complaints Procedure	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0005		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Conduct and Complaints
Declaration of Interest Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0004		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Constitutional
Conflict of Interest Policy	Full Council	Dan Gwalter	Public	November 4, 2025	WES-POL-0003		Secretary	Governance and Conduct	November 4, 2027	Published	1.0	Governance	Constitutional

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