New Adult Volunteers | New Roles – Forms and Process

For applicants looking to book an approval meeting with Cabot AAC please use the following link

Schedule Approval Meeting

Information for Managers – The Appointment Process

There are three processes used in the making of appointments. The relevant process for each role is shown in POR The Appointments Process Table 2: Appointments. Found at https://members.scouts.org.uk/POR

Process 1 (P1)

Roles that are appointed using the Appointment Process managed by Cabot Appointments Advisory Committee.

Process 2 (P2)

Roles that are appointed by the relevant Scout Council at their Annual General Meeting; When the relevant electoral body has at its AGM elected a member of the Executive Committee or agreed the nomination of a member to the Executive Committee.

Process 3 (P3)

Roles that are appointed by the relevant Executive Committee; When the relevant Executive Committee has appointed a role within its authority.

Process Element

  1. (P1, P2, P3) Before an application is made for an appointment, the line manager must discuss the appointment with the applicant including agreement of the role description.
  • (P1, P2, P3) For all new roles, or role changes, the applicant must be made aware, by the relevant line manager, of the:
    • Fundamentals of Scouting (POR Chapter 1)
    • Key policies of Scouting (POR Chapter 2)
    • Responsibilities and commitments of the appointment (these are listed on the Declarations page of the Adult Information Form)
    • Our Safeguarding Code of Behaviour [Young People First – Safeguarding – a code of practice (informally known as the ‘Yellow card’)]
    • Training obligations of the appointment
    • The procedure for the appointment of adults.
  • (P1, P2, P3) For an adult new to Scouting, a new record must be set up on Compass. The line manager or their nominee will enter the adult’s details into Compass. The Adult Information Form may be a useful method to gather all necessary information and can be found here https://members.scouts.org.uk/appointmentforms though details can be entered directly onto Compass. In the case where the manager does not have access/permissions to add the details onto Compass the completed Adult Information form may then be passed directly to the Appointments Secretary. The Adult Information Form must then be destroyed once the details have been added onto Compass.
  • (P1, P2, P3) For all new roles, or role changes, the role should be added to the adult’s Compass record. Any roles being closed should be updated at the same time. The line manager (or nominee) will enter the adult’s role details into Compass.
    • (P1) This will include the adding of two referee contact details onto Compass if required, in the case where permissions prevent adding referee details please pass the information directly to the Appointments Secretary.
  • (P1, P2, P3) There then follow three process components that must be undertaken. Each of these process components must be complete within a maximum of 5 months from the Role Start Date on Compass. The three process elements can – and should – be undertaken in parallel with each other.
    • (P1, P2, P3) Personal and criminal records enquiry.

The line manager is responsible for completing the personal and criminal records enquiry for the applicant. Within 30 days of the application, election or nomination to a role, the applicant’s line manager must initiate a Personal Enquiry (Adding the volunteer details onto compass initiates the personal enquiry), including a criminal record check as required. Note that a criminal records check is also required for persons who have access to records (paper or electronic) containing personal details of young persons. (If necessary, the Occasional Helper role on Compass can be assigned if no other suitable role is available in these cases). If the applicant is being re-elected or re-nominated without any break in service then a new Personal Enquiry is not required, unless it has been five years since the last Personal Enquiry when a further criminal record check is required. Otherwise, the line manager should initiate a personal and criminal records enquiry via Compass. The Appointments Advisory Committee will consider this step complete when it is recorded as such on Compass. Until the Personal and Criminal Enquiries are complete, the applicant must not have any unsupervised access to young people (unsupervised access is defined in POR Rules 3.26c, 4.28c, 5.19c).

  1. (P1 only) References

The Appointments Secretary will arrange, if the applicant’s character and background are not known as per Cabot District’s references policy, at least two references in writing.

  1. (P1 only) Meeting with AAC Panel

The Appointments Secretary will arrange for the applicant to meet with an Appointments Panel and on conclusion, the Panel will inform the Appointments Secretary of its recommendation. The Panel consists of both uniform and non-uniformed members of the District who are responsible for discussing the proposed appointment with the applicant. Panel meetings are held monthly with a break over the summer period. More information about the meeting for applicants can be found here:

g) (P1 only) Once the process elements in (f) above are complete the Appointments Secretary will update Compass to reflect the outcomes. If references or the AAC Panel meeting have raised any doubts about the suitability of the candidate, this will be resolved at this point.

h) (P1, P2, P3) Once the requisite Getting Started training is recorded on Compass by the adult’s Training Adviser, and the approval checks are complete, the appointment will move to Full status. This must be completed within a period of five months from the role start date recorded on Compass.

i) (P1, P2, P3) Once the appointment has reached Full status, adults who are to become Members of The Scout Association should be invested by their line manager (or nominee) and make or reaffirm the Scout Promise. Note: Associate Members are not required to make the Promise.

j) (P1 only) If the District Commissioner does not accept the conclusion of the Appointments Advisory Committee, the application must be considered and reviewed by the Chair of the District Executive Committee. The Executive Committee Chair’s decision is final.

l) (P1, P2, P3) Working with the applicant and the appropriate Training Adviser, it is the responsibility of the line manager to ensure that the applicant meets all training obligations appropriate to the role.

FAQ

How long does a DBS last?

A DBS lasts for 5 years and it is the line managers responsibility to ensure that a DBS renewal is applied for before then. An automatic reminder system has been built into Compass which gives advance notification both to the individual and their line manager. It is therefore vital that each individual’s Compass record is updated should there be a change of details including: Change in line manager, Email, Home address etc.

Do Network members aged 18-25 require a DBS?

Network members aged 18-25 do not require a DBS unless they also hold a Leadership role or are intending to camp with scouts under age 18 in which case they would be assigned an additional appropriate role for example as an Occasional Helper.

How long are volunteers committed to carrying out a role?

All roles are fixed term as agreed with the line manager or nominee. At the end of the term a review is carried out and the volunteer can opt to continue, change role, cancel role, this is known as a review. It is good practice for line manager and role holder to hold an informal review meeting at least annually – an opportunity to mutually take stock to celebrate successes and to plan for the future. It is also an opportunity to determine if the role holder has any additional training needs (including the required on-going training) and also to agree whether another role would be more suitable. A ‘formal’ Appointment Review normally takes place during the final 6 months of an appointment (though can be convened by either the line manager or the role holder at any time). A key outcome of this meeting will include an agreement over whether the individual’s appointment should be renewed, whether they should take on a different role, or whether they need to opt out of Scouting for other commitments etc. Adults who are in a role carrying the obligation of a Wood Badge (see POR Table 2: Appointments) must hold an up to date first aid certificate (a minimum of First Response) at the time of the Review, unless the Review is within 3 years of the role start date recorded on Compass. Role holders must also hold current safety, safeguarding and GDPR training at the time of the Review. These on-going training requirements must be monitored at the point of each ‘formal’ Appointment Review and action taken to quickly rectify if any are not in place at the time of the Review. Appointment review (AR) form must be completed and passed to the Appointments Secretary and can be found here: https://members.scouts.org.uk/appointmentforms

Do students who are already registered on Compass in their home town need a new role in Bristol?

Yes, Students attending further education in Bristol who are existing members of the Scout Association and whose primary role remains as their home group elsewhere, must still have their additional role registered on Compass and the relevant Process (P1, P2, P3) followed.

Do parent helpers on rota need a DBS?

A Personal Enquiry (including where relevant a criminal records disclosure check) will always be required for any person aged 18 or over who meets any of the following criteria:

  • wishes to become a Member or Associate member
  • will be a member of an Executive Committee
  • will be assisting with overnight activities (including Nights Away)
  • may be helping out once a week (or on four occasions in a thirty-day period) or more frequently
  • will have unsupervised access to young people