Part 1 – Appointment as a WPCS panel judge
Having applied to be listed as a WPCS panel judge and having undertaken and passed the necessary WPCS assessment procedure, you have been listed as a WPCS panel judge.
1. Status as a WPCS panel judge
1.1 Pursuant to the terms of this Agreement, you will be listed by WPCS as a WPCS panel judge.
1.2 As a WPCS panel judge you can be asked to act as a judge at showing events where Welsh Ponies and Cobs are being shown.
2. Volunteer status
2.1 You are under no obligation to act as a judge at any given show or event. Judging roles are undertaken solely at your discretion.
2.2 WPCS will not reimburse you for any expenses or time incurred in relation to any judging activities undertaken as a result of your listing as a WPCS panel judge.
2.3 Each party acknowledges that this Agreement is not intended to constitute any type of employment relationship, either now or at any time in the future.
3. Judging arrangements and attendance at shows
3.1 You can be approached by individual shows and events about judging opportunities. Arrangements for specific judging opportunities will be made directly between you and the organisers of a particular event or show.
3.2 You acknowledge that the health and safety requirements that are relevant in relation to each event or show where you are asked to undertake judging activities as a result of your listing as a WPCS panel judge may vary depending on the individual event or show in question. Any specific show or event restrictions, risk assessments or guidance will be provided by the individual shows, not the WPCS.
Part 2 - Our obligations
We undertake to do the following:
1. Induction and training
1.1 Provide a judges seminar once every three years, inviting you to attend in your capacity as a WPCS panel judge.
1.2 Provide you with the current WPCS Judging and Showing Handbook, which sets out the WPCS panel judging guidelines. We will update the Judging and Showing Handbook annually.
2. Listing as a WPCS panel judge
2.1 Subject to the terms of this Agreement, appoint and list you as a WPCS panel judge.
3. Support
3.1 Define and communicate to you appropriate standards of service expected from you as a WPCS panel judge. We will encourage and support you to achieve and maintain such standards.
3.2 Provide assistance to allow you to develop your judging skills with us.
4. Equal opportunities
4.1 Ensure that all WPCS panel judges are dealt with in accordance with our equal opportunities policy, a copy of which is set out in the WPCS Judging and Showing Handbook.
5. Problems
5.1 Endeavour to resolve in a fair and just manner any problems, grievances or difficulties which may be encountered while you are judging.
5.2 In the event of an unresolved problem, to offer an opportunity to discuss the issues in accordance with the procedures set out in the WPCS Judging and Showing Handbook.
Part 3 - Judges Criteria
In order to qualify as a WPCS panel judge, you acknowledge that you meet the following minimum criteria:
1. WPCS Judging and Showing Handbook
1.1 You must meet the minimum requirements expected of a WPCS panel judge and be able to adhere to the rules applicable to WPCS panel judges, as set out in full in the WPCS Judging and Showing Handbook.
2. Fitness to judge
2.1 You must ensure that you are and remain medically, physically and mentally fit to carry out the duties required of a WPCS panel judge.
2.2 Should the Society have any concerns regarding your health and safety when carrying out judging appointments. An occupational health appointment will be schedule for you to attend.
3. Criminal convictions
3.1 You must disclose to WPCS details of any criminal convictions or proceedings that you are subject to or which may arise from time to time, including but not limited to offences involving children or animals. That you are not known to ANY Social Services as being an actual or potential risk to children, and that you have not been disqualified or prohibited from fostering children or had any rights or powers in respect of any child vested in or assumed by a local authority, or had a child ordered to be removed from your care.
3.2 The Welsh Pony and Cob Society reserves the right to refer to the Local Authority Social Services Department and Police Records to verify information given on the judges declaration form, when it is submitted or at any time in the future.
3.3 It is the duty of all WPCS personnel, Judges and volunteers to report any change or
conviction involving any offences or offences involving or relating to an animal during the period covered by this agreement from January 2027 to the end of December 2027.
3.4 The WPCS considers that it’s Judges should be honest and their integrity beyond reproach.
Following the conviction of a WPCS Panel Judge for Child abuse, Sexual offences, Dishonesty offences (Theft and fraud related), Corruption, Drug trafficking/Money Laundering, Violence and offences involving animals, the WPCS reserve the right to remove a Judge either permanently or temporarily. Reinstatement on the panel of judges will in any case not be considered until the conviction is considered legally spent, and then only at the sole discretion of the Society.
3.5 I consent to a Disclosure and Barring Service (DBS) Check being made if required and accept that failure to disclose information or subsequent failure to conform to the Rules and Regulations of the WPCS may result in disciplinary action and/or removal from the Panel of Judges.
4. WPCS Judges Self Disclosure Form
4.1 You must complete and return the WPCS Judges Self Disclosure form, as provided to you by WPCS from time to time, providing self-certification as to:
4.1.1 your ability to adhere to the rules and regulations set out in the WPCS Judging and Showing Handbook;
4.1.2 whether you have any eyesight, hearing or mobility problems that could impair your ability to perform as a WPCS panel judge;
4.1.3 whether you intend to remain a WPCS panel judge;
4.1.4 whether you have been convicted or subject to disciplinary actions in relation to various listed offences;
4.1.5 whether you are known to social services as being an actual or potential risk to children; and
4.1.6 whether you consent to WPCS undertaking any criminal record check that it deems necessary.
Part 4 - Your obligations
You undertake to do the following:
Use reasonable endeavours to attend and judge at any shows that you are requested to as a result of your listing as a WPCS panel judge.
Use reasonable endeavours to communicate effectively with any show or event organisers that approach you with a judging opportunity as a result of your listing as a WPCS panel judge.
Adhere to the WPCS’s rules, procedures and standards, including health and safety procedures and its equal opportunities policy in relation to its staff, volunteers, competitors and members of the public.
Adhere to the WPCS’s rules, procedures and standards, including health and safety procedures and its equal opportunities policy in relation to its staff, volunteers, competitors and members of the public.
Keep confidential any confidential information about the WPCS or any of its partners, staff, competition entrants, customers or fellow WPCS panel judges.
Use reasonable endeavours to meet any time commitments or judging standards set out by event or show organisers where you undertake a judging role as a result of your listing as a WPCS panel judge. Where you are unable to meet any such time commitments due to exceptional circumstances, you will provide the relevant event or show organiser with reasonable notice so that alternative judging arrangements can be made where necessary.
Provide referees, as may be requested by WPCS from time to time.
Attend a WPCS panel judges’ conference at least once every six years in order to remain listed as a WPCS panel judge.
Immediately inform WPCS in the event that your medical circumstances change and you are no longer fit to carry out the duties required as a WPCS panel judge.
Immediately inform WPCS in the event that any of your circumstances set out in the WPCS Judges Self Disclosure form change.
Adhere at all times to the WPCS General Code of Conduct located within WPCS Judging and Showing Handbook.
Adhere at all times to the Code of Practice for the Welfare of Horses Ponies, Donkey and their Hybrids, as published and updated by the UK Governmental Department for Environment, Food and Rural Affairs from time to time.
Part 5 - Liability
1. Our liability to you
1.1 So far as it is possible to do so, WPCS will have no liability whatsoever in respect for any injury, loss, damage which you may incur arising out of or in connection with any judging activities undertaken by you as a result of you listing as a WPCS panel judge.
2. Insurance obligations
2.1 WPCS do not provide insurance for WPCS panel judges in respect of any individual event or show. Insurance may be provided by the organisers of a given event or show, however WPCS advises you to check this point before agreeing to undertake any judging activity as a result of your listing as a WPCS panel judge.
Part 6 - Duration and Termination
1. Duration
1.1 This Agreement will commence on the date of signature by you. It will continue in force until such time as a termination event, as set out in Part 6 Clause 2, occurs.
2. Termination
2.1 You can terminate this Agreement at any time on written notice to WPCS, informing WPCS of your decision to terminate. Upon receiving such written notice, WPCS will remove you as a WPCS Panel Judge from the WPCS judges list.
2.2 WPCS is able to terminate this Agreement immediately on written notice to you in the event that:
2.2.1 you no longer meet the Judges Criteria, as set out in Part 3 of this Agreement; or
2.2.2 you fail to meet any of your obligations, as set out in Part 4 of this Agreement.
Part 7 - Your personal data
When you become a WPCS panel judge, you will need to provide WPCS with certain personal information relating to you. Your privacy is extremely important to WPCS, so we want you to know exactly how we will use that personal information. Our full privacy notice setting out detailed information about matters such as what personal information we use, for what purpose we use it, what our legal basis for doing so is and who we share your personal information with, can be viewed on our website www.wpcs.uk.com under The Society and then Society Policies, Rules and Regulations. If you would prefer to see a hard copy of our privacy notice, please ask a member of WPCS staff to provide you with the same.
