Running your branch
RCM branches are the base unit for member democracy and involvement. Running an effective branch means that members know who their branch activists are and how they can get involved irrespective of whether they are an activist or not.
AGMs
Where possible, Annual General Meetings (AGMs) should be held in January to enable the election and re-elections of branch activists for the year ahead, to sign off the annual statement of receipts and payments, and to discuss workplace matters that are important to members. Further information on running a branch AGM can be found in the RCM Branch Governance Handbook.
AGM must-haves
Please return these forms as soon as possible after your AGM to activists@rcm.org.uk
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Branch information form
Branch health check
Branch annual statement spreadsheet
Your branch constitution
(you can use our model constitution to create one)
Steward accreditation form
Health and safety rep accreditation form
Learning rep accreditation form
MSW advocate election form
Requesting membership lists
Any elected activist can request a membership list. If requesting a list to send communications about a branch meeting, please ensure members are receiving at least seven days’ notice (14 for an AGM).
Request process
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To request a membership list you need to contact activists@rcm.org.uk with the following:
Data required, name, email, workplace?
Purpose of request? E.g. emailing newsletter, branch meeting, event
Date of intended email communication to members if applicable
Please ensure the reason for requesting a list are from one of the below reasons:
To approach members to update their details.
To map the membership for training pre course work.
To map the membership for an organising campaign.
To send an online ballot in exceptional circumstances.
To communicate with members via a newsletter or email for an event, meeting, AGM etc.
To consult with members over a consultation, reorganisation or restructure.
To communicate with members to promote branch activist vacancies.
Social Media group administration
(to confirm all in a group are RCM members only. You can’t use a list to invite members to join social media.)
Data protection guidance for activists
We recommend that all Activists complete the GDPR training available on i-learn. You should ensure you data protection training is also update with your Trust or Health Board. Please also keep a copy of our data protection guidance for your reference. Here are some key points to help you manage members’ data safely and effectively:
- A list can only be used once and cannot be saved under GDPR.
- A branch must not hold details of members – a new list must be requested as required.
- Membership lists for recruitment purposes can only be used for face-to-face recruitment e.g. at an engagement event.
- Trade union status is a protected category under GDPR. If you request a list, it must not be used for identifying and targeting non-members as this is a breach of GDPR.
- If you are using a list to engage with current RCM members the list can only be used for the specific stated purpose in your request and must be destroyed once this purpose has been fulfilled.
- A list cannot be used to target those in your workplace who are not members.
- If contact details are requested the RCM will only provide email addresses and only for those members that have given permission for us to do so.
You can find more information about protecting members data here.
Should you suffer a data breach in your role as an activist, you must report it immediately. Please email dataprotection@rcm.org.uk or call 0300 303 0444 and provide as much information as possible including any actions you have taken. You may be asked to complete a data breach form detailing the actions you have taken to inform all those affected by the breach.
