Volunteer Info

This page contains info for adult volunteers. If you would like to volunteer please see our Join page.

This info compliments the Scouts’ Policy, Organisation and Rules, Safeguarding Code of Conduct and Safe Scouting and Emergency Procedures.

About Scouts Bromyard

Who we are and what we do

Scouts Bromyard was formed in June 2022.

We are a part of “The Shire” district within the “Hereford and Worcester” Scout County. We are part of The Scout Association, following all UK wide rules and policies.

We have a team of around 20 volunteers, both running sessions and supporting behind the scenes.

For more information see:

• https://ScoutsBromyard.com
• https://ScoutsHW.org.uk
• https://Scouts.org.uk

We have four Scouting sections:

• Squirrels (4-5 years) – Thursday 5:30-6:30pm
• Beavers (6-7 years) – Tuesday 6:00-7:00pm
• Cubs (8-10.5 years) – Monday 6:00-7:30pm
• Scouts (10.5-13 years) – Tuesday 7:10-8:30pm

Meeting are during school term times only.

Volunteering

Roles

Volunteers can choose if they want to be involved in running sessions for the young people, or in the background supporting the Group. For those that choose to help run sessions, they can optionally choose to wear uniform.

Wearing uniform and receiving the first badges and necker requires going through the initial “growing roots” training.

Role	Description	Training
Trustee	Attends regular trustee meetings. Supports projects and activities that help maintain the group.	Member role, requires the “Growing Roots” training. And “Being a Trustee” training.
Team Leader / Team Member	Also called “leader” role. Wears uniform, leads sessions with young people. Each section has one Team Leader and multiple Team Members.	Member role, requires the “Growing Roots” training. And “Delivering a Great Programme” and First Aid training.
Non-Member	Supports the group. Can attend sessions. Can work behind the scenes.	None.

Joining Experience

A DBS background check is required for all roles.

All “members” need to complete the initial online training (approx.. 4 hours). The Safety and Safeguarding portions are required within the first 30 days.

The joining experience is automated. Start by logging in to https://Scouts.org.uk. Complete the declaration. Add your references if required. Go through the initial learning journey.

Leader roles (Team Leader/Team Member) require completing a first aid course. These are run locally and are free. You will also be invited to a “Welcome Conversation” where you’ll get to meet other new volunteers and volunteers from other local groups.

Time commitment

Scouting needs to be flexible to allow as many people as possible to volunteer. Anyone can get involved, and the Scout Group is committed to supporting volunteers to be as involved as they want to be. Scout sessions run weekly for 1-1½ hours and prepping for a Scout session can take significant time in advance of the session. To make Scouting successful the Group builds leadership teams who work together to ensure each week is a success.

Uniform

Uniform is worn by all young members and adult leader (Team Leader/Team Member) volunteers. The group pays for the uniform shirt, volunteers can buy any adult uniform shirt and the group will reimburse the cost.

Uniform is not always required for Scout sessions. Leaders choose which sessions require uniform.

Running a Scout session

Every Scout session has a team of leaders to help ensure it is delivered safely. Every session has one “leader in charge” who is responsible for the session plan and overall success of the session. The “leader in charge” of the session can change each week. Every session must have a qualified (Scouting recognised) first aider present.

While we always try to deliver an exciting programme, safety is always the first priority.

Number of adults required to run a session:

	Sessions held at the usual meeting place (in or outdoors)	Sessions held away from the usual meeting place (including overnight)
Squirrels	Ratio: 1 adult to 6 Squirrels + the Leader in charge. Minimum adults: 3	Ratio: 1 adult to 4 Squirrels + the Leader in charge. Minimum adults: 3
Beavers	Ratio: no minimum ratio. Minimum adults: 2	Ratio: 1 adult to 6 Beavers + the Leader in charge. Minimum adults: 2
Cubs	Ratio: no minimum ratio. Minimum adults: 2	Ratio: 1 adult to 8 Cubs + the Leader in charge. Minimum adults: 2
Scouts	Ratio: no minimum ratio. Minimum adults: 2	Ratio: 1 adult to 12 Scouts. Minimum adults: 2

Safety

Safeguarding

Safeguarding policies are defined in POR and in the Yellow Card. You should have a physical copy of the Yellow Card provided by your Group Lead Volunteer.

Try not to allow any adult to be 1-to-1 with any young person (that they aren’t related to/responsible for). This protects everyone involved in Scouting. For example, no adult should take one child to the bathroom.

Safety

Safety policies are defined in POR and in the Purple Card. You should have a physical copy of the Purple Card provided by your Group Lead Volunteer.

The “leader in charge” is responsible for safety at any session or event. Any non-standard activity requires a risk assessment.

Risk assessments

Scouts Bromyard maintains standard risk assessments that cover most basic activities, and so many sessions don’t need a specific risk assessment. For any session with a specific risk, the leader in charge is responsible for the risk assessment.

A risk assessment doesn’t need to follow a strict format, but it is important that all leaders have seen the risk assessment before starting the session.

Group risk assessments are stored in the group file share at: http://scoutsbromyard.sharepoint.com.

When plans change during a session, it’s important to stop, re-evaluate, discuss with other leaders and ensure the safety of everyone involved before continuing.

Restricted Activities

Some activities are restricted within Scouting, or require a permit to ensure the leader in charge is competent to lead the activity safely.

Full list of activity restrictions.

Tech

Online Scout Manager (OSM) – OnlineScoutManager.co.uk

OSM is the backbone for everything. All young person records, payments, badge record and session plans are in OSM. Leaders can use it to contact parents/carers, set up events, take additional payments and produce badge reports.

OSM also has a large database of session ideas. Putting all session plans in to OSM makes it much easier to repeat sessions.

Email

Scouts Bromyard has a web page at ScoutsBromyard.com and all leaders and trustees can have an email address created. Having a group email address is optional, but very useful and important if email will be used for parent/carer communication. For GDPR reasons, please don’t use personal email addresses for parent/carer contact.

Group email accounts can be accesses on Outlook.com or with the Outlook app.

WhatsApp

WhatsApp is the preferred communication method for leaders and for parent/carer communications. All leaders will have access to WhatsApp groups for leader discussion and for parent/carer discussion.

The Group also has a WhatsApp group for all volunteers for organising group activities.

Social media

Scouts Bromyard Facebook page: https://www.facebook.com/ScoutsBromyard. All volunteers can have access, just ask. Be careful posting any images to social media. Not all young people have photo use permission granted.

File share

Group file share: http://scoutsbromyard.sharepoint.com

Money

Section budgets

Section budgets are set for each term. Each section leader is responsible for staying within budget for their section (Squirrels, Beavers, Cubs and Scouts).

Expenses

Volunteers Our aim is that leaders are not out of pocket while being able to deliver a high-quality Scouting programme. Leaders will be reimbursed for all expenses necessary to deliver the programme, following the Volunteer Expenses Policy.

An expense form is available in the group file share and should be submitted via email to the GSL and Group Treasurer. (gsl@scoutsbromyard.com; treasurer@scoutsbromyard.com)

Leader Checklist

Being a Leader

• Complete DBS within 30 days
• Complete Online training:
  • Safety (within 30 days)
  • Safeguarding (within 30 days)
  • Data Protection
  • Who We Are & What We Do
  • Creating Inclusion
  • Delivering a Great Programme
• Complete First Aid training
• Add references to Scouts Online portal
• Attend a Welcome Conversation
• Join WhatsApp groups (“Scouts Bromyard” and section groups)
• Attend section team planning session each term
  • Volunteer to be the “leader in charge” for one or more sessions

Leading a Session

• Create plan for the session
  • Get ideas by looking at session resources on Scouts.org.uk and OnlineScoutManager.co.uk
  • Assign tasks to other leaders
  • Add session plan to OSM
  • Add any badge links for the session to OSM
• Share plan in advance with all leaders
• Ensure safe ratios of adults to young people
• Use any resources the group owns
  • Craft and play equipment in the Scout shed at Brockhampton School
  • For camp and bushcraft equipment contact Group Lead Volunteer
• Buy any resources needed for the session
  • Agree the cost as a section team to stay within section budget
  • Keep receipts and submit to Treasurer / Group Lead Volunteer for reimbursement
• Message parents/carers
  • Use WhatsApp group to contact parents/carers
  • Key info to tell parents/carers: when, where, what to bring, what to wear.
• Take register on OSM during or after the session
  • Update badge records when taking the register so that the young people earn badges
• Ensure young people leave with the correct adult
• Assess success of session and learn for future sessions

Leading Events

Events are special Scouting sessions that may include day trips, camps, or normal sessions that have an extra cost. The group GLV must be aware of all events in advance. All normal Scouting rules apply for events. Leaders can set up events and accept additional payments through OSM.

Overnight events require a leader present with a “Nights Away Permit”.

Emergency Procedures

Contact 999 first where appropriate.

For any issues before, during or after a session, including problem with adult ratios, contact the Group Lead Volunteer ASAP.