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Guest Policy

Am I a guest or a visitor? SCA guest policy distinguishes between guests (who must pay guest fees) and visitors.  If you are not sure if you are a guest or a visitor, use these questions to help determine your status, or talk to the house Membership Coordinator. 

All guests must fill out a Guest Stay Form, which can be downloaded here


Guest Policy

As revised/Approved by Board of Directors January 19,2017

 

1. Definitions:

 

A.    VISITOR is someone who visits a member at an SCA house for no more than 24 hours. There is no limit to the number of VISITORS a member may have.

B.    A SPONSORED GUEST is guest of a current member in good standing. SCA members have 7 free guest days per term, during which SPONSORED GUESTS are not required to pay room or board.  Once host members have used up their guest days for the term, guests must begin paying board and/or room fees. 

C.   A NON-SPONSORED GUEST an SCA alum, NASCO member, or someone who has been approved by house members to stay at an SCA house for no more than 30 days. An NON-SPONSORED GUEST is not a guest or a personal friend of a member. NON-SPONSORED GUEST are not entitled to any free days of room and board.  Each house has 10 house guest days which may be applied to NON-SPONSORED GUESTS.

2. General Stipulations:

A.    A guest, regardless of if they are sponsored or non-sponsored, may not stay longer than 30 consecutive days. Those wishing to stay longer must apply to become a member of SCA and pay the required deposit prior to the end of their 30 day stay; otherwise they will be asked to leave.

                        i.         If there is a waiting list in effect, then the guest applying must take a place on the waiting list.

                       ii.         If a guest has applied to become a member of SCA and has been added to the waiting list, but their 30 days is up, they must move out.

B.    Any guest or visitor who is a former member and is not in good standing will be asked to leave SCA property until the situation is reconciled. "Not in good standing" is defined as having unpaid SCA debts and/or SCA harassment history.

C.   All visitors, sponsored guests and non-sponsored guests, must work one half hour per day they stay in an SCA house. This work must be approved by the House Job Coordinator (or Traveler Coordinator, if applicable).

D.   SCA and the house involved reserves the right to refuse lodging to any visitor, sponsored guest, or non-sponsored guest. Any member of the house in which they are staying may ask that person to leave if the member feels uncomfortable with that person. If the member does not feel comfortable asking the visitor, sponsored guest, or non-sponsored guest to leave, the member should talk to their House President, House Representative, or Traveler Coordinator (if applicable).

E.    All visitors, sponsored guests, and non-sponsored guests, are expected to follow all of the same rules and policies as required of members.

F.    When at all possible, prior to visit, host should announce sponsored guests to the house at a house meeting or via listserv. Visitors, sponsored guests, and non-sponsored guests, should be introduced to the other house members by either their host or the House Membership Coordinator (or Traveler Coordinator, if applicable).

G.   Visitors, sponsored guests, and non-sponsored guests may not bring animals without prior house approval. They must clean up all pet waste. Members are ultimately responsible for cleaning up after the pets of their guests and visitors.

H.   All guest fees and deposits must be paid in cash, money order, or by paypal. Personal checks will not be accepted. Fees should be collected by the House Treasurer (or Traveler Coordinator, if applicable).

I.      The House Treasurer (or Traveler Coordinator, if applicable) is responsible for keeping track of member free guest days.

3. Additional VISITOR Stipulations:

A.    If a member wishes to have a visitor they may.

B.    A visitor is allowed to stay for no more than 24 hours while with a member of the house which they are visiting: if the visitor wishes to stay longer than 24 hours they must be sponsored by a house member as a guest or seek house approval to stay as a non-sponsored guest.

4. Additional SPONSORED GUEST Stipulations:

A.    If a member wishes to have a sponsored guest, they may. However, they should announce their guest to the house and make appropriate arrangements for their guest’s visit.

                        i.         Members who have a sponsored guest(s) assume full liability for their guest's actions and payment of guest fees. Any damage to SCA or non-payment of guest fees will be charged to the member's account.

                       ii.         Members who have guests that have been asked to leave, but who don't leave, will be up for membership review with a 2/3 majority vote at a house meeting.

B.    Guests of sponsored guests are not permitted, but sponsored guests may have visitors.

C.   The House Treasurer (or Traveler Coordinator, if applicable) will be responsible for having all sponsored guests and non-sponsored guests pay fees and sign a "Guest Stay Form" immediately upon their arrival. Take fees to the SCA Business Office.

D.   Sponsored Guest Stay Arrangements

                        i.         Guests must fill out a "Guest Stay Form" and pay the following fees upon arrival

                       ii.         Fees:

Room – Staying in Member’s room = $3 per day

Room – Not Staying in Member’s room = $7 per day

Board = $5 per day

SCA Alums will be charged $3 per day for Room regardless of room type

5. Additional NON-SPONSORED GUESTS Stipulations

A.    Non-sponsored guests must pay all room and board fees, as specified in Section 4.D.ii, up front to the House Treasurer (or Traveler Coordinator, if applicable).

B.    Non-sponsored guests must fill out a "Guest Stay Form" upon arrival and turn it in to the House Treasurer (or Traveler Coordinator, if applicable).

C.   If a non-sponsored guest wishes to stay at an SCA house, the non-sponsored guest must have the support of three (3) current house members in good standing.

                             i.     A meeting will be held with these three people, and all three must be in support of the NON-SPONSORED GUEST in order for them to stay.

                           ii.     These three people will sign the "Guest Stay Form."

D.   Any member of the house in which the non-sponsored guest would be staying may choose to refuse the non-sponsored guest space in the house. The member must have a legitimate reason for refusal that should be explained to the House Membership Coordinator, but need not be expressed to anyone else.

E.    Non-sponsored guests are not permitted to have guests and/or visitors.

F.    Non-sponsored guests must submit a photo id with their Guest Stay Form

G.   A current photo must be taken of the non-sponsored guest before they are allowed to stay on SCA property.

H.   Keys are not given to non-sponsored guests.

I.      Before non-sponsored guests are allowed to stay on SCA property, their file must be checked.  The House Membership Coordinator (or Traveler Coordinator, if applicable) is responsible for checking and maintaining files on guests.

6. House Treasurer Responsibilities

A.    Have all sponsored guests and non-sponsored guests pay fees and sign a "Guest Stay Form" immediately upon their arrival. Take fees to the SCA Business Office.

7. House Membership Coordinator Responsibilities

A.    Introduce non-sponsored guests at house lunches and dinners, and encourage all sponsored guests, visitors and non-sponsored guests to introduce themselves to members of the house which they are visiting. Have a sponsored guest's host do the introductions if they are staying with a member.

B.    Issue keys to sponsored guests after they have made a key deposit, if appropriate.

C.   Membership Coordinator must complete a file on any non-sponsored guest. This includes their name, photo id information (driver license number) and any problems encountered during the stay. This file will be kept in the SCA office. Before any guest is allowed to stay on SCA property this file must be checked

8. House Job Coordinator Responsibilities

A.    Assign jobs to visitors, sponsored guests, and non-sponsored guests.

9. Members' Guest Privileges

A.    Members may have a total of seven (7) free guest days per term for all guests.

B.    If a member exceeds the maximum 7 days per term, the member and/or their guest(s) would be responsible for payment of the appropriate guest fees.

10. House Guest Privileges

A.    Each house has 10 collective guest days, which the House may allocate by consensus to non-sponsored guests

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Christine Grummon,
Feb 16, 2017, 9:20 AM
ĉ
Christine Grummon,
Feb 16, 2017, 9:20 AM
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