New Volunteers

Welcome! Thanks for volunteering with 1st Chew Stoke Scout Group – without volunteers like you the group simply couldn’t operate.

This page is intended to provide you with all the information you need to know, or at least point you in the right direction.

The Group

Our Group – 1st Chew Stoke Scout Group – consists of:

  • Young people, split into three sections:
    • Beavers (age 6-8)
    • Cubs (age 8-10½)
    • Scouts (age 10½ – 14)
  • Adult volunteers:
    • Each section has a Section Leadership Team (the “leaders”), responsible for planning and running a fun and exciting (and safe) programme.
    • The Group Leadership Team works behind the scenes to support the leaders
      • The Group Lead Volunteer, or GLV is available to help in any way.
    • The Trustee Board provides oversight over the running of the Group to ensure everything is done safely and correctly.

1st Chew Stoke is a member of Wansdyke District, along with 8 other groups in the local area. The District provides support to the Group, including offering activities (eg archery, kayaking, caving), and sometimes organising camps and other joint activities. Other leaders in the District are also a good source of help and advice, via WhatsApp groups for the different sections.

Section Leadership

Each section leadership team is responsible for running the programme for their own section. It is up to the team how they organise this – the team might prefer to split all the tasks evenly, or you may find that it works to people’s strengths and interests better to have e.g. one or two leaders who take the lead when talking at meetings, or one person who writes all the risk assessments.

There are several aspects to running the section:

  • Planning – Identifying ideas for coming sessions, preferably a mixture including outdoor activities, badge work (in particular giving each young person the chance of earning their Chief Scout’s Award during their time in that section) and other activities that are adventurous/fun/educational.
  • Running – Helping to run the weekly sessions. This can involve taking the lead of an activity or game, or just helping the young people to achieve the aims of the session.
    • Behaviour – We want Scouting to be enjoyable and for the young people to have fun, but for it to be enjoyable for everyone we need to agree a set of rules and ensure that these are followed.
  • Admin – there is some ongoing admin required, mostly handled by the OSM web app (see below). The admin includes attendance register, risk assessments, updating OSM, communication with parents etc.

Scouts Systems

Scouts Website Digital Tools

The scouts.org.uk website is the source for all the Scouting information you should need, but is also now the home to some new digital tools. The My Membership area is used to manage volunteers’ memberships – you can access this by using the “Sign In” link in the top menu. It holds details on your profile (contact details, emergency contacts etc), your learning (see below) and more.

You should receive an email when your account is created and you are able to log in. When you first log in you will need to add personal details to your profile eg emergency contacts, as well as signing a Declaration – see below.

OSM

Online Scout Manager (OSM) is a web app that we use to manage the running of the section. It has many useful features and functions:

  • Stores young people’s personal details
    • Attendance register to ensure we know who is present
    • Send emails to parents
  • Holds information about the planned programme
    • Database of possible activities to assist with planning
  • Details of all the available badges
    • Link planned activities to any relevant badge work
    • Link attendance register to the badge work completed and so tick off badges earned by the young people
  • Online payments for subs and events
  • Parent Portal gives parents access to relevant information
    • Displays programme and badges earned
    • Sign up for events
    • Sign Gift Aid declaration

OSM is fairly intuitive, but we try to offer a training session to all leaders. We’re trying to add some relevant training videos to this site. Please ask if you’d like any help.

Safe Scouting

Parents trust us with their children, and we tread a fine line of providing excitement and adventure while repaying that trust by keeping the young people safe. It is unsurprising that such an undertaking has its own bureaucracy and rules to follow. It can be understandably frustrating to have to jump through these hoops, but ask yourself if you’d be happy leaving your child with an organisation that doesn’t expect similar.

Criminal Record Check

The Scout Association requires all volunteers to complete a criminal record check, sometimes known as a DBS check. Unfortunately existing DBS certificates cannot be used.

Once your account is set up on scouts.org.uk, the digital tool will send an automated email requesting that you start the DBS process. It is good to do this as soon as possible, as you must remain under supervision by another member until this check is completed. Your GLV will be in touch to arrange a time to view your documents.

Learning – Growing Roots

Within 30 days of starting, it is mandatory to complete the training courses on Safety and Safeguarding. Each takes about an hour to complete and provides information vital to the role.

Within Six Weeks

  • Welcome Conversation – As part of the process to welcome new volunteers, we conduct a Welcome Conversation. This is a short chat either face to face or online. It involves you, someone from the group and an experienced Scouting member from outside the group. It’s an opportunity for new volunteers to introduce themselves and their interests, and for current volunteers to make sure they understand and commit to our values, and how we keep young people safe.
  • Internal Check – the Scout Association automatically check new volunteers against our internal records to make sure there’s nothing that would prevent them from becoming full members.
  • Declaration – When volunteers join, or take on a new role, they’ll be asked to accept a declaration relevant to their role, committing them to uphold Scout values, follow Scout policies and complete the required learning. 
  • References – two references are requested to keep young people safe and check all volunteers are right for Scouts. The process of obtaining the references is managed by our digital tools.

First Aid

All leaders are required to hold a relevant first aid qualification, to be obtained within a year of starting the role. The requirements include a need for a module on paediatric first aid which is not covered in the usual First Aid at Work course.

The District organises regular first aid courses during the year, usually on a Sunday. Unless you already hold a first aid certificate that meets the requirements (this must be validated by our First Aid trainers), we ask that you commit to attending one of these in your first 12 months.

POR

This stands for Policy, Organisation and Rules, and is the rulebook for running Scouting. It can be extensive and complicated and is not always the place to look for an easy answer, but is the final word on what we can and can’t do.

Safe Scouting Cards

These cards are pocket sized references of different aspects of the Scouting safety rules. You will be issued with a copy of those relevant to your roles (usually yellow, purple, green and white).

  • Yellow Card – safeguarding code of conduct for adults
  • Purple Card – safe scouting and emergency procedures
  • Green Card – scouting and alcohol
  • Staying Safe (white card) – safety checklist for section volunteers
  • Orange Card – safeguarding code of conduct for young leaders

Further Learning

Within Six Months

After joining, you have six months to complete the Growing Roots learning programme. For a section leader, this involves 4 further online courses which are relevant to the role:

  • Data Protection in Scouts
  • Creating Inclusion
  • Who We Are and What We Do
  • Delivering A Great Programme

We ask that you take the Data Protection course early, as we do not give access to the young people’s data on OSM until this is completed.

Wood Badge (“Branching Out” learning)

The Wood Badge – consisting of a necklace holding two wooden beads – is the traditional award after completing the leadership training programme. This award dates back to the development of a course to train new leaders after the First World War.

It is now an optional set of learning, gathered under the title “Branching Out”. These courses will likely have further changes made over the next few years. It currently includes modules such as Skills of leadership, Growing the section, Practical Skills and more. Learning may be possible in different formats e.g. face to face, online, by workbook. Often past experience can be recognised or you can demonstrate existing skills e.g. working with adults.

Your GLV will discuss with you at some point about Wood Badge learning, but do feel free to raise the topic if this is something you are interested in or if you would like some training or help in certain aspects of your role.

Uniform

Scouting is a uniformed organisation, and we expect young people to wear their uniform to meetings unless it is impractical. To set a good example, we ask our leaders to wear a uniform, which we provide. All section leaders will receive a purple hoodie with the group name on it. Beavers and Cubs leaders will also receive a red polo shirt, and Scouts leaders will get a formal uniform shirt. You will also get a group necker and woggle.

If the shirts and hoodies are in a decent condition when you finish your time with the group, we would be happy to have them back to pass onto a future volunteer.

FAQs

Will I get paid/expenses?

The Scout Association is a voluntary organisation, and you will not be paid for your role. We reimburse all relevant out of pocket expenses. See the help video for how to claim expenses via OSM.

Where does religion fit into Scouting?

Scouts is for everyone, including all faiths and no faith at all. We identify with all faiths, not exclusively one faith, and we always act in line with our values of respect, care, belief, co-operation and integrity. Exploring beliefs at Scouts encourages young people to develop their own personal beliefs and understand their shared values, whether they’re faith-based or not.  

What insurance do I/the young people have?

All members of The Scout Association have public liability and personal accident insurance cover whilst on Scouting activities.

Useful Links