Appointments, Training and Compliance – Elstree and District Scouts

Appointments, Training and Compliance

Short Name  Compliance Management Policy
Long Name Appointments, Training and Compliance Policy
Responsible Person(s) James Pugh (District Commissioner)
David Smith (Deputy District Commissioner- People)
Simon Pyzer (District Local Training Manager)
Ann Hale (Appointments Secretary)
Helen Hawthorne (Appointments Advisory Committee Chair)
Version 1
Last Updated Wednesday, 11 August 2021

Goal 

We know that our award winning training scheme provides members with the skills and knowledge to act safely and respond to incidents if they occur. We also know that our appointments framework ensures that we are placing the right people into the the right roles, that will ensure the continued success of scouting within Elstree and District.

‘Getting Started’ training, Wood Badge training and Mandatory ongoing learning must be completed within the timeframes set in POR for the roles these training modules apply to.

This policy sets the expectations for how the district will ensure all training is completed, and address anyone who has not completed their training within the expected timescale.

This policy will also detail how we will manage the appointment of new adults into the district, and the formal appointment review process. Both are important parts of our appointment journey in ensuring we have happy volunteers and the right people in the right roles.

Training and Training Compliance

We know that Scouting is not only about young people, but also about the development of our volunteers. To support Scout volunteers, you are required to complete a training programme made up of mandatory, role specific and ongoing learning.

The training programme builds on leaders existing skills and knowledge and some elements count towards externally-recognised awards.

The training required for each role can be found on the Module Matrix.

No leader with out of date Mandatory learning, Getting started learning or wood badge training may participate in the delivery of face to face scouting. 

Every month, as part of our ongoing compliance checks, the Local Training Manager will identify individuals with overdue learning, and make appropriate reminders or recommendations to commissioners. The local training manager will email the DDC People monthly with a list of people recommended for restrictions and will also email the DC monthly with a list of people for suspension or role closure. The Senior Leadership team will then actions these recommendations as appropriate.

Timescales, and the emails that will be sent to individuals are as below. The appropriate Line Manager and Training Advisor will be copied into all emails sent to individuals.

In exceptional circumstances, an additional 30 days may be granted to complete training. This is at the discretion of the DDC People and will only be granted in exceptional circumstances.

 

Dear [Name]

 

This is a courtesy reminder that your [Getting Started Modules/Mandatory Ongoing Learning] is due within 90 days.

 

Training is an important part of how we ensure that all of our adults have the skills and knowledge to deliver safe and fun activities to our young people.

 

Please could you arrange to complete your training before [Insert Deadline]. Please note, failure to do so may result in restrictions to your role.

 

You can complete the training at the following links:

[Training Links]

 

Once you have completed the training, please take a picture of the certificates that are automatically generated at the end of the module, and send them to either myself of your training advisor.

 

Should you require any support, please don’t hesitate to get in touch with me.

 

Best wishes

 

Simon Pyzer 

District Local Training Manager

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [Name]

 

This is a courtesy reminder that your [Getting Started Modules/Mandatory Ongoing Learning] is due within 30 days.

 

Training is an important part of how we ensure that all of our adults have the skills and knowledge to deliver safe and fun activities to our young people.

 

Please could you arrange to complete your training before [Insert Deadline]. Please note, failure to do so may result in restrictions to your role.

 

You can complete the training at the following links:

[Training Links]

 

Once you have completed the training, please take a picture of the certificates that are automatically generated at the end of the module, and send them to either myself of your training advisor.

 

Should you require any support, please don’t hesitate to get in touch with me.

 

Best wishes

 

Simon Pyzer 

District Local Training Manager

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [First Name], 

 

I am writing to you further to my colleague’s email regarding your training.

 

Upon checking our records, your training has not yet been validated.

 

Training is an important part of how we work to keep our young people safe, and ensure that our adults are able to deliver safe, high quality experiences to our young people.

 

Unfortunately, as the training has now passed its deadline, I must apply restrictions to your role.

 

Please see details below of the restrictions that have been applied to your role with immediate effect:

You may no longer attend face to face sessions of scouting, or be present at any face to face event where young people will be present. If you sit on an executive committee, you may no longer attend or cast a vote on any matters.

 

These restrictions will be automatically lifted once you have completed and validated the required training. As a reminder, the modules you need to complete are:

[Modules and Links]

 

If these modules are not completed by [date], in accordance with Section 7 of the Appointments Process chapter of POR ,   I will pass a recommendation to the District Commissioner for temporary suspension of your role.

 

I hope you understand that these measures are in place to help keep our young people safe. Our young people are at the heart of every decision we make, and it is important we are working to ensure we can deliver safe, enjoyable scouting.

 

Should you have any questions about the above, or wish to further discuss, please don’t hesitate to get in touch with me,.

 

Best wishes

 

David Smith 

District Deputy Commissioner- People

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [name]

 

I write following my colleagues emails in regards to your training.

 

According to our records, your outstanding modules have still not been completed.

Training is an important part of how we work to keep our young people safe and ensure that we are delivering safe scouting across the district.

 

In accordance with The Scout Association’s rules, your involvement in Scouting has been suspended with effect from [date]. 

 

The suspension will be reviewed at regular intervals while enquiries continue, but you should note that it will remain in force until you are formally advised in writing that it has been lifted.

I remind you that during the period of your suspension, you must not:

  • participate in any activity connected with the Movement (whether or not young people are present) including administrative activities; 
  • contact youth members of The Scout Association directly or indirectly (including communicating with their parents/carers or other family members). This includes electronic communications such as text, email, Facebook, Twitter etc.;
  • enter Association premises unless specifically given permission by me; 
  • be present at any place at which Scouting activities are taking place (including all types of activity whether or not young people are present); 
  • wear uniform or badges.

 

I enclose a copy of guidance notes for adults under suspension, which I hope you will find helpful.  Please contact me if you have further queries or if you wish to discuss the appointment of an independent Scouting colleague as a liaison point, as suggested in the guidance notes. Please note that the appointment of a Scouting colleague must be undertaken by me.

 

In order for your suspension to be lifted, please could you arrange to complete your outstanding modules as a matter of urgency, they are available at:

[Modules and Links]

Once these are complete, please forward me a copy of the certificates, and I can arrange to have these validated and lift your suspension accordingly.

 

Please could you ensure these modules are completed by [date]. If they are not, I will have to end your appointment and adult involvement with the scout association.

 

If you have a child, who is a member within your group, I might be able to allow you to attend certain, limited events such as a badge presentation or enter premises to pick up or drop off your child. If you wish to do so, you must contact me, and any permission will only be in effect when notified by me in writing in advance and in my sole discretion.

 

I hope you understand that these measures are in place to ensure that we are delivering safe scouting to our young people, and we do very much value you as a volunteer, but ultimately, must always make our decisions around what is best for our Young People.

 

Should you have any questions about your suspension, please don’t hesitate to contact me.

 

Best wishes

 

James Pugh 

District Commissioner

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 


Attachments: supporting-a-person-under-suspension-apr-2015-v02

Dear [name]

 

Further to my previous emails in relation to your training, our records indicate that your training has still not been completed.

 

As such, I have now closed your role within the movement, and you are no longer registered as an adult volunteer with the scouts. 

 

Yours Sincerely,

 

James Pugh 

District Commissioner

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [Name]

 

This is a courtesy reminder that your Wood Badge completion deadline is in 90 days time.

 

Training is an important part of how we ensure that all of our adults have the skills and knowledge to deliver safe and fun activities to our young people.

 

Please could you arrange to complete your training before [Insert Deadline]. Please note, failure to do so may result in restrictions to your role.

 

You have the following modules left to complete before you can be recommended for a Wood Badge.

 

You can complete these modules through a number of methods. Please discuss which methods will suit you best with your Training Advisor.

Should you require any support, please don’t hesitate to get in touch with me.

 

Best wishes

 

Simon Pyzer 

District Local Training Manager

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [Name]

 

This is a courtesy reminder that your Wood Badge completion deadline is in 30 days time.

 

Training is an important part of how we ensure that all of our adults have the skills and knowledge to deliver safe and fun activities to our young people.

 

Please could you arrange to complete your training before [Insert Deadline]. Please note, failure to do so may result in restrictions to your role.

 

You have the following modules left to complete before you can be recommended for a Wood Badge.

[Modules]

You can complete these modules through a number of methods. Please discuss which methods will suit you best with your Training Advisor.

Should you require any support, please don’t hesitate to get in touch with me.

 

Best wishes

 

Simon Pyzer 

District Local Training Manager

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [First Name], 

 

I am writing to you further to my colleague’s email regarding your training.

 

Upon checking our records, your training has not yet been validated, and you have not yet achieved your wood badge.

 

Training is an important part of how we work to keep our young people safe, and ensure that our adults are able to deliver safe, high quality experiences to our young people.

 

Unfortunately, as the training has now passed its deadline, I must apply restrictions to your role.

 

Please see details below of the restrictions that have been applied to your role with immediate effect:

You may no longer attend face to face sessions of scouting, or be present at any face to face event where young people will be present. If you sit on an executive committee, you may no longer attend or cast a vote on any matters.

 

These restrictions will be automatically lifted once you have completed and validated the required training. As a reminder, the modules you need to complete are:

[Modules]

I have asked our Local Training Manager to get in touch with you to assist you validating your remaining modules.

If these modules are not completed by [date], in accordance with Section 7 of the Appointments Process chapter of POR ,   I will pass a recommendation to the District Commissioner for temporary suspension of your role.

 

I hope you understand that these measures are in place to help keep our young people safe. Our young people are at the heart of every decision we make, and it is important we are working to ensure we can deliver safe, enjoyable scouting.

 

Should you have any questions about the above, or wish to further discuss, please don’t hesitate to get in touch with me,.

 

Best wishes

 

David Smith 

District Deputy Commissioner- People

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [name]

 

I write following my colleagues emails in regards to your training.

 

According to our records, your outstanding modules have still not been completed.

Training is an important part of how we work to keep our young people safe and ensure that we are delivering safe scouting across the district.

 

In accordance with The Scout Association’s rules, your involvement in Scouting has been suspended with effect from [date]. 

 

The suspension will be reviewed at regular intervals while enquiries continue, but you should note that it will remain in force until you are formally advised in writing that it has been lifted.

I remind you that during the period of your suspension, you must not:

  • participate in any activity connected with the Movement (whether or not young people are present) including administrative activities; 
  • contact youth members of The Scout Association directly or indirectly (including communicating with their parents/carers or other family members). This includes electronic communications such as text, email, Facebook, Twitter etc.;
  • enter Association premises unless specifically given permission by me; 
  • be present at any place at which Scouting activities are taking place (including all types of activity whether or not young people are present); 
  • wear uniform or badges.

 

I enclose a copy of guidance notes for adults under suspension, which I hope you will find helpful.  Please contact me if you have further queries or if you wish to discuss the appointment of an independent Scouting colleague as a liaison point, as suggested in the guidance notes. Please note that the appointment of a Scouting colleague must be undertaken by me.

 

In order for your suspension to be lifted, please could you arrange to complete your outstanding modules as a matter of urgency.

I have asked our Local Training Manager, Simon Pyzer to get in touch with you to see how we can assist you in the validation of these modules

Once these are complete, please forward me a copy of the certificates, and I can arrange to have these validated and lift your suspension accordingly.

 

Please could you ensure these modules are completed by [date]. If they are not, I will have to end your appointment and adult involvement with the scout association.

 

If you have a child, who is a member within your group, I might be able to allow you to attend certain, limited events such as a badge presentation or enter premises to pick up or drop off your child. If you wish to do so, you must contact me, and any permission will only be in effect when notified by me in writing in advance and in my sole discretion.

 

I hope you understand that these measures are in place to ensure that we are delivering safe scouting to our young people, and we do very much value you as a volunteer, but ultimately, must always make our decisions around what is best for our Young People.

 

Should you have any questions about your suspension, please don’t hesitate to contact me.

 

Best wishes

 

James Pugh 

District Commissioner

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 


Attachments: supporting-a-person-under-suspension-apr-2015-v02

Dear [name]

 

Further to my previous emails in relation to your training, our records indicate that your training has still not been completed.

 

As such, I have now closed your role within the movement, and you are no longer registered as an adult volunteer with the scouts. 

 

Yours Sincerely,

 

James Pugh 

District Commissioner

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

The Appointments Advisory Committee

The Appointments Advisory Committee’s main function is to assist with the process of appointing and welcoming volunteers into the Scouts by advising on their suitability.

An Appointment Panel is made up of three volunteers drawn from the Appointments Advisory Committee which undertakes the conversation with a new volunteer in order to welcome them to the Scouts.

The panel’s purpose is to:

  • Make new members of Scouts feel welcomed
  • Ensure that new members are aware and accept the values, policies and promise of the Scouts
  • Support new members to understand the requirements of their role.

Volunteers will now be able to book themselves into an AAC interview slot that suits them via our online booking system.

It is vital that volunteers book themselves in to see the AAC within 5 months of the start of their role, if they do not, they will have restrictions applied to their role. If there is no further progress within 90 days from applied restrictions, their role will be closed. The Appointments Secretary is responsible for emailing the DDC People to arrange applied restrictions, and the DC to arrange role closure.

In exceptional circumstances, an additional 30 days may be granted to visit the AAC. This is at the discretion of the DDC People and will only be granted in exceptional circumstances.

Dear [Name]

 

I am delighted that the District Commissioner has asked me to contact you as you have expressed an interest in the role of [Role] at [Group]

                                                                                                                                                      

Thank you.

 

The next step is to meet with the District Appointments Advisory Committee.  You can book an appointment to meet with us at our next panel date at www.elstreescouts.org.uk/events/category/aac-meetings

 

It is vital you book onto and attend a panel meeting within 5 months of the start of your role.

 

The meeting with the panel usually lasts about 20 mins. The purpose of the meeting is to discuss with you the role and help to determine your suitability for the role. Rest assured, this meeting is nothing to worry about, and the panel are very much looking forward to meeting you. 

 

 

[Insert any additional comments, such as information about references here]

 

I hope that all makes sense and I look forward to meeting with you soon.

 

Best wishes

 

Ann Hale 

District Appointments Secretary

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [Name]

 

I am getting in touch with you today as your role as [Role] at [Group] is overdue for review.

                                                                                                                                                      

In order to keep your roles current, the Appointments Advisory Committee would like to meet with you to undertake your review.

 

You can book an appointment to meet with us at our next panel date at www.elstreescouts.org.uk/events/category/aac-meetings

 

It is vital you book onto and attend a panel meeting within 3 months of your review due date

 

The meeting with the panel usually lasts about 20 mins. The purpose of the meeting is to discuss with you the role and help to determine your suitability for the role. Rest assured, this meeting is nothing to worry about, and the panel are very much looking forward to meeting you. 

 

 

[Insert any additional comments, such as information about references here]

 

I hope that all makes sense and I look forward to meeting with you soon.

 

Best wishes

 

Ann Hale 

District Appointments Secretary

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Further to my previous email, our records indicate that you have still not booked onto visit The Appointments Committee. Please arrange to book an appointment within 90 days, to ensure that restrictions are not applied to your role.  

I have below included details from original email which contain instructions as to how to book on. If you are experiencing any difficulties, please don’t hesitate to contact me                                                                                                                                                     

The next step is to meet with the District Appointments Advisory Committee.  You can book an appointment to meet with us at our next panel date at www.elstreescouts.org.uk/events/category/aac-meetings

 

It is vital you book onto and attend a panel meeting within 5 months of the start of your role.

 

The meeting with the panel usually lasts about 20 mins. The purpose of the meeting is to discuss with you the role and help to determine your suitability for the role. Rest assured, this meeting is nothing to worry about, and the panel are very much looking forward to meeting you. 

 

I’d be really grateful to have your availability in the next 48hrs if possible so that I can make the necessary arrangements in good time.

 

[Insert any additional comments, such as information about references here]

 

I hope that all makes sense and I look forward to meeting with you soon.

 

Best wishes

 

Ann Hale 

District Appointments Secretary

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [First Name], 

 

I am delighted that you are nominated for the role of [Role]- [Group]. The District Commissioner has asked me to convene an Advisory Committee meeting as follows: 

 

Date: [Date] at [Time]

Venue: [Venue]

 

The purpose of the meeting is to find out more about you and your plans for, and understanding of, the role. 

 

After your introduction, there will be approximately 20 minutes of discussion with three panel members. 

 

There is no need to wear uniform. 

 

Please be assured of a warm welcome at the meeting. The panel is very much looking forward to meeting you. 

 

 

Best wishes

 

Ann Hale 

District Appointments Secretary

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life


 

Dear [First Name], 

 

 

Thank you for meeting with us last [Day] ,the whole panel enjoyed the meeting very much.

 

Just to let you know that I have now passed on details of our discussions on [Day] to the DC.

 

Best wishes

 

Ann Hale

District Appointments Secretary

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

Dear [First Name], 

 

 

Thank you for visiting the appointments advisory committee, and your patience during the appointments process.

 

Your role as [Role] at [Group] has now been granted AAC and Commissioner approval, and this has been updated on the scout membership system, Compass. 

 

Please login to compass and check al your details are correct. If you are unsure as to how to do this, please speak with your GSL

 

Thank you for volunteering within the district.

 

In order to support you in the first few months of your scouting journey, you have been assigned a mentor and training advisor, who will be in touch with you shortly.

 

Your Mentor is:

Your Training Advisor is: 

 

Thanks so very much for volunteering with our district, and I wish you all the best in scouting.

 

Best wishes

 

Ann Hale

District Appointments Secretary                                                                                              

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

Accordion Content

Dear [First Name], 

 

I am writing to you further to my colleague’s email regarding your Appointments Advisory Committee Interview.

 

Upon checking our records, you have not yet visited the Appointments Advisory Committee.

 

Our appointments process is an important part of how we ensure we have the right people in the right roles, and safeguard our young people.

 

Unfortunately, as your role is still in pre-provisional past the deadline, I must now apply restrictions to your role.

 

Please see details below of the restrictions that have been applied to your role with immediate effect:

You may no longer attend face to face sessions of scouting, or be present at any face to face event where young people will be present. If you sit on an executive committee, you may no longer attend or cast a vote on any matters.

 

These restrictions will be automatically lifted once you have completed and validated the required training. As a reminder, the modules you need to complete are:

[Modules and Links]

 

If these modules are not completed by [date], in accordance with Section 7 of the Appointments Process chapter of POR ,   I will pass a recommendation to the District Commissioner for temporary suspension of your role.

 

I hope you understand that these measures are in place to help keep our young people safe. Our young people are at the heart of every decision we make, and it is important we are working to ensure we can deliver safe, enjoyable scouting.

 

Should you have any questions about the above, or wish to further discuss, please don’t hesitate to get in touch with me,.

 

Best wishes

 

David Smith 

District Deputy Commissioner- People

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Dear [name]

 

Further to my colleagues previous emails in relation to your role, our records indicate that your role is still considered ‘Pre-Provisional’, and it is now 90 days or more past the deadline.

The appointments process in a mandatory part of our procedures, which you have not completed. As such, I have now closed your role within the movement, and you are no longer registered as an adult volunteer with the scouts. 

 

Yours Sincerely,

 

James Pugh 

District Commissioner

Elstree and District Scouts

 

Website: http://www.elstreescouts.org.uk/

 

We prepare young people with skills for life

 

 

Appointment Reviews

A review in Scouting is simply an opportunity to look at what has happened since someone started their role, or since their last review, and to see what further support and guidance they might need. It should not be confused with the performance appraisals that many people have experienced at work. Reviews can be both formal and informal, depending on what stage an individual is at in the course of their appointment.

The review consists of a meeting between the individual and their line manager, in comfortable surroundings, and discussing now the period since the last review has gone for them. The benefits are that the team is more motivated, and the manager knows more about how the individuals in the team feel and their views on the future. It helps us in making sure that people are in the right roles, both for themselves and for Scouting, leading to happier leaders and so better Scouting delivered for our young people to enjoy.

A line manager should arrange a review within 30 days of the review date as it shows on compass.  If a formal review falls more than 30 days overdue, the individual will be expected to revisit the Appointments Advisory Committee to have their appointment reviewed. Should this become necessary, the above process for the AAC, including when restrictions are applied to the role shall be enforced.

Line Managers can identify members who are due an appointment review from the compliance report, which is sent to them monthly. Line Managers can also generate the report themselves at any time using the compliance assistant from scouts.org.uk/compliance-assistant

In exceptional circumstances, an additional 30 days may be granted to undertake a review (allowing a total of 90 days from the original due date). This is at the discretion of the DDC People and will only be granted in exceptional circumstances.

Top Tip for Line Managers

Have your reviewee complete the online review form, which asks the questions from the review form, and automatically emails them to the appropriate line manager. You can then have a quick phone call to discuss any notes from the question and let the reviewee know your decision.

Once you have made your decision, please forward the email with the review answers, as well as any comments you have and the review outcome to the Appointments Secretary to update on compass and upload to Sharepoint.