Rc waiver request

[rock]

Could someone show an example of their simple email to request an rc waiver please for transporting cadets in your own car on your own? Would really appreciate it.

[themajor]

Here in SW we have to submit a waiver request form - Issue & mitigation limited to 255 characters each as not configured as long text.

Claude has drafted the following.

Subject: Request for approval — use of private vehicle to transport cadets, [Squadron/Unit] [activity name], [date]

Ma’am/Sir,

I am writing to request your approval to transport cadets in my private vehicle for [activity/journey — e.g. “Flying at 2AEF”] on [date].

Details of the journey:

• Route and approximate duration: [from] to [to], approx. minutes/hours
• Number of cadets: , aged [ages]
• Reason a private vehicle is needed: [e.g. no minibus/coach available for this leg; short-notice collection; medical/welfare reason a cadet needs individual transport]

I’m raising this with you directly because the standard supervisory ratio for cadet transport (a minimum of 2 staff/CFAV, or otherwise more than one cadet) cannot be met for this journey: [explain — e.g. “only one qualified CFAV is available for this leg” / “only one cadet requires this journey”]. I understand this falls under the SCD’s provision (para 19b(iii)) for short journeys under 2 hours where the normal ratio can’t be physically met, which requires CoC and RC agreement in advance.

To mitigate the risk, I propose the following:

• [Bluetooth/loudspeaker contact with a second CFAV for the duration of the journey, OR]
• [Cadet(s) given the contact details of a second CFAV for the journey, OR]
• [Check-in with OC before departure and a debrief at the end of the journey]

I can also confirm the following are already in place:

• TG Form 3822A consent has been obtained from the parent(s)/carer(s) of the cadet(s) concerned
• My vehicle has valid insurance, an in-date MOT, and is roadworthy, and I hold the correct licence for the number of passengers
• I am compliant with RAFAC MT Policy (ACP 17), including the sections on driver fatigue and duty hours
• [If applicable: I am aware of and will follow the Lone Driving guidance at Annex E, including seating cadets in the rear and dropping multiple cadets off together at the same time/location]

I’d be grateful for your approval to proceed, or for any further mitigations you’d like me to put in place. I’m happy to discuss by phone if that’s easier.

The timing and rationale for this journey will be recorded on the squadron’s Bader records as required.

Kind regards,

[Signature Block]

[rock]

thanks very much really appreciate it

[rock]

Its frustrating as going have to do this all the time and my request is for 1 staff and 4xcadets in car which is how we have done it for years and is the only option we have to get most of my cadets to anything due to the long distances

[themajor]

It’s a little OTT so I’ve refined and made more concise

Ma’am/Sir,

1234 Squadron has been allocated 4 x AEF slots on [date]. As this falls on a normal working day, I’m the only unit staff member able to support, and propose transporting the 4 cadets myself in my 5-seat car.

This exceeds the normal 3-cadet limit for a lone driver (Annex E), which would otherwise require a second member of staff/CFAV present. Mitigation: cadets will hold the OC’s contact details, and I’ll confirm with the OC on arrival and departure of each leg.

Grateful for your approval, or any further mitigation you’d like in place.

[Signature Block]