Youth Membership of 5th Woodbridge Sea Scout (5WSS) Group is at the discretion of the Group Lead Volunteer (as outlined in The Scout Association’s Policy, Organisation and Rules (POR))
At 5WSS we will:
- admit young people whose ages match those prescribed in POR subject to the limits on size. The Scout Association has not defined a maximum size for Troops but due to the size of our hall we cannot accept more than 30 young people in any one section at a time.
- record interest for places over and above these numbers and, whilst maintaining contact with the parents of these children, endeavour to allocate places based on
- the age of the child
- the willingness of parents to offer regular support to the section
- the length of time they have been on the waiting list
- Requests for places must be made via email to the Secretary or via the Waiting List link on OSM.
- The waiting list will be regularly monitored by the GLV & Group Secretary & updates given to parents on request.
- Transfers from other Scout groups will be given serious consideration, but we can not guarantee an automatic place; requests will be dealt with on a case by case situation.
- Membership is subject to payment of the termly membership fee.
- There is no charge to try; trial sessions usually last for one or two weeks.
- Parents/Carers must complete all Online Scout Manager (OSM) admin before their young person can be invested; this includes information on personal details, gift aid, subscription payments, medical conditions, dietary requirements & consents for activities, photography etc
- If families are struggling to meet the termly membership fees, they should inform their Section Leader and/or Group Lead Volunteer, who will discuss some reduction of fees for a set period of time before a review of circumstances is made. These discussions will be held in strict confidence.
- Membership is fully open to all young people aged between 4 and 18. We do not discriminate on the basis of gender, sexual orientation, religion or disability.
Scouting is becoming more popular with children today who wish to take part in new and exciting adventures. With a waiting list of young people wishing to join, we must ensure that all places within each Section are being used effectively. Because of this, it is important that young members attend regularly.
We are fully aware that our members can be involved in many other extracurricular activities and would never expect them to forego these. However, we do request it is the responsibility of parents to inform the Section Leaders if their child is unable to attend meetings.
If a member does not attend after 3 consecutive weeks, without informing the Section Leaders in advance, then the Section Leader will contact the Parents to ascertain the reasons for your child’s irregular attendance.
If a young person does not attend for 5 consecutive weeks within a term, without informing the Section Leaders as to why, it will be assumed the young person no longer wishes to be within the Scout Group.
The final decision of removal and termination of membership will be made by the Group Scout Leader.
5WSS operates a Uniform Policy where we expect young members who have been invested to wear their Uniform at all meetings, unless told otherwise by Leaders.
Uniform consists of a long sleeve jumper or shirt as per their Section, with accompanying scarf, woggle and all badges sewn on.
Uniform can be purchased new or second-hand from:
- The Scouts Store
- 5WSS Facebook page
- Online pre-loved clothing websites
Parents should inform their section leader if they are struggling to find the necessary uniform, as the leaders may have spare/old uniform they can provide.
Badges:
- At the young person’s investiture they will be presented with their first set of badges and a scarf.
- The badges must be sewn on to their jumper/scarf.
- Section Leaders will advise parents on badge placement.
- Further information on badge placements can be found on the UK Scout website (https://www.scouts.org.uk/)
- New badges will not be awarded if previous badges are not sewn onto Uniforms.
5WSS Group T-Shirts & Hoodies:
- All Squirrels, Beavers, Cubs and Scouts have the option to purchase and wear a 5WSS Group t-shirt and hoodie.
- The Group t-shirts and hoodies are not part of the compulsory Sea Scouts uniform; they are for casual wear on camps and events and as activity wear at weekly meetings after changing.
- Group t-shirts & hoodies can be purchased through the Section Leaders.
Background
We are very lucky to be a strong and healthy Scout Group, committed to providing a positive Scouting experience to young people in our community. As a result of strong demand, there are times when one or more sections become oversubscribed. This waiting list policy has been drawn up to clearly explain our approach to waiting lists and to ensure as many young people as possible are able to access Scouting.
Capacity
Availability is limited by our current capacity, which in turn is dictated to us by the size of our Scout hut where our meetings take place. Our Squirrels Drey caters for children between the ages of 4 and 6: our two Beaver Colonies cater for children between the ages of 6 and 8. Our two Cub Packs cater for children between the ages of 8 and 10½. Our two Scout Troops cater for children between the ages of 10½ and 14; while our affiliated District Explorer Unit caters for young people between the ages of 14 and 18. Each of our sections have a maximum capacity of 30 young people.
Waiting List
We manage our waiting list of children and young people using Online Scout Manager waiting list area.
The overarching concern is to manage the composition of each Section bearing in mind capacity, resourcing (which might vary in case of shortage of leaders), the needs of the current members and the person on the waiting list, and any other relevant factor, particularly a factor affecting safety or wellbeing.
Places are allocated in a priority order as detailed further below. Members move from one section to another at the beginning of the new school term, which is on or around their birthday. We will offer any additional places if they become available as soon as we can, this is usually when a member has decided to no longer continue with the group.
Prioritisation on Waiting List
Places are offered to individuals meeting the following criteria in order of priority as follows:
i. A person who is already in the group and is moving to the next section i.e Squirrels to Beavers. This will include Scouts moving up to the Partnered District Explorer unit from other local scout groups.
ii. A person whose parent/carer is volunteering with the group as a Section Leader, Assistant Section Leader, Section Assistant, Active Support Member or another formal role with the group. If this is a new volunteer starting at the same time as their child there is the expectation that the adult will make a long-term regular commitment to the group.
iii. A person with one or more siblings who are already members of the group and have been for at least 2 months.
iv. A person who is already in Scouting or Guiding within another group who require a transfer from their current group. This will be assessed on a case by case basis by the section leader and Group Lead Volunteer.
v. Time on the waiting list, it is appropriate after the above to offer a place to the person who has been longest on the waiting list subject to them meeting the age criteria.
vi. A person who has been in the group previously, left due to other commitments/circumstances and now wants to re-join.
vii. Group discretion. If none of the above can be used to differentiate between two candidates for a place, then it will be at the discretion of the group as to which person is offered a place. The Group Lead Volunteer would be consulted in this situation; their decision would be final.
Please note that we will need to take into consideration the requirements of some children and young people in respect to disability and special educational needs where “reasonable adjustments” are made to our programme to accommodate the inclusion of everyone. Such considerations may sometimes affect section size and joining possibilities.
Offering Places & Joining/Moving Up
Before a place is offered, we will also check that there are places in the next age group section, so that accepting a new member will not cause the next section to go over capacity.
The ages of moving up are as follows:
· Squirrels up to Beavers: around 6th birthday
· Beavers up to Cubs: around 8th birthday.
· Cubs up to Scouts: approximate age 10 ½ years
· Scouts to Explorers: around 14th birthday
At the current time, there is no pre-set route that a young person will take when moving up. Decisions on which Beaver Colony, Cub Pack or Scout Troop a young person will move up to will initially be based on spaces available and then decided on a case-by-case basis.
Places at the partnered District Explorer Unit will be offered based upon capacity. Given the fact that Debenside Explorers is currently oversubscribed, members leaving one of the 5WSS Scout Troops will be placed on a 5WSS Explorer waiting list before being offered a place in the Explorer unit.
All children who are offered a place will be sent a standard joining or moving up email by the relevant Section Leader. Please note that if the Section Leader has had no response after one week to this invitational email, a 2nd email is sent. If no response is received after a further week of the 2nd email been sent, the section leader will endeavour to call, but if there continues to be no response the child will be removed from the list. If a response is received, the young person is moved to the relevant section and welcome information is sent by the Section Leader.
Our commitment to you
We will be transparent and open about the size of our waiting list. We will make suggestions of other groups that parents/carers might want to consider, especially if we feel there is a low chance of being offered a place at 5WSS. As places become available, they will be offered to children on the waiting list who are old enough to join in accordance with our prioritisation criteria. We feel this represents the best and fairest way of keeping waiting list numbers manageable and ensuring that your child is given the opportunity to participate in Scouting in the local area.
YOUTH BEHAVIOUR POLICY
The Scouting Movement is based on Friendship, Trust, Consideration, Respect for others and oneself and the opportunity to try new things. When Invested every member makes a Promise to the Scouting Movement to abide by these principles. Whilst the Group can tolerate some behaviour which would be deemed as part of their personal medical diagnosis, the Group will NOT tolerate bullying, physical harm, vulgar language, deliberate damage to property and anything else which may be deemed against these principles.
If members are not prepared to keep their Scout Promise and continually disrupt Section meetings with poor behaviour and spoiling the fun for the other members, the following actions will be taken:
- In the first instance the Section Leader will speak directly with the young person and their parent/carer to discuss the problem/concern and to agree a way forward.
- Continual and persistent poor behaviour may result in loss of invites to special activities or camps or even removal from the Scout Group.
It is vital that parents help inform the Section Leaders and advise on any special support their children may require long term from medical diagnosis or due to short term family issues.
PARENTS BEHAVIOUR POLICY
All Adults within Scouting at 5th Woodbridge Sea Scouts are volunteers. Please be respectful of the time we give up in running Scouting and providing opportunities for the youth members.
Code of Conduct
This code of conduct applies to all members (adults and youth members alike) of 5th Woodbridge Sea Scouts, hereinafter referred to as “5WSS” or “The Group”.
The Group’s good behaviour policy and code of conduct will:
● Allow all members to take part in a programme which is both challenging and fun
● Ensure that the atmosphere in The Group is supportive of all members
● Stop members from taking part in an activity where they could be a danger to themselves or others
All members of The Group will:
● Come to meetings regularly, notifying in advance (as far as is possible) when they will be absent
● Be helpful and kind to each other and treat everyone with respect
● Join in and work as a team
● Listen to each other and respect each other’s opinions
● Not make fun of anyone else for whatever reason
● Not tolerate bullying
● Support those who need or ask for help
Individual sections may have also developed their own, possibly more age appropriate, codes of conduct, they do not supersede this document.
Background
“Children have the right to protection from all forms of violence (physical or mental). They must be kept safe from harm and they must be given proper care by those looking after them.” [The United Nations Convention on the Rights of the Child, Article 19]
Anti-Bullying Policy
We at 5th Woodbridge Sea Scouts are governed by the Scout Association’s Policy, Organisation and Rules (POR). The Group and The Scout Association are committed to the prevention of bullying among all members, be they adult or youth. Rule 2.7.2.1 states “It is the responsibility of all adults in Scouting to help develop a caring and supportive atmosphere, where bullying in any form is unacceptable.” All the members of The Group have the right to enjoy a safe, caring environment, safe from harm and able to fully enjoy all the activities we undertake. In this context members refers to adult members of the Group as well as young people.
As a Group we:
1) DO have respect for everyone as individuals, whatever their differences.
2) DO take bullying seriously
3) DON’T accept any bullying behaviour
4) DO create an atmosphere secure enough to enable all to talk about concerning behaviour
5) DO report any bullying we witness, whoever it is aimed at
6) DO seriously take someone reporting that they are being bullied
7) DON’T watch others being bullied without reporting it
How do we define bullying?
Bullying is a deliberate attempt to intimidate or persecute another person. This can be physical or psychological, in person, online or by phone/text message. Bullying can include but is not limited to: name calling, verbal threats, spreading rumours, hitting, pushing, kicking, biting, excluding others from a group or activity, damaging or hiding people’s property, making jokes at someone’s expense and teasing.
What are the effects of Bullying
Bullying is upsetting for those affected, in many cases the subject of the bullying cannot cope with the situation and this may affect their behaviour as well. Bullying can affect a person’s self-esteem, confidence and concentration. Bullying may lead people in The Group to be reluctant to come to meetings or join in activities or to ask to change Groups or sections. Other changes may include the individual becoming quieter or more withdrawn or lashing out at other people both verbally and physically. Any member of The Group who feels that they are being bullied or who witnesses what they believe to be bullying should take the matter to whomever they feel is appropriate and that they feel comfortable speaking to; this could be a Section Leader, the Group Lead Volunteer (GLV) or member of the Trustee Board.
Young people may prefer to speak to a parent, in which case the parent should report it as above.
It is important to report such issues as soon as they occur so that the facts can be established promptly before memories are blurred or witnesses become unavailable.
Adults in The Group will:
● Be alert to the signs of bullying, harassment or discrimination to enable instances to be identified.
● Be aware of the potential problems/ behavioural issues bullying can cause
● Be accessible and approachable enabling members to discuss bullying with them
● Take action to deal with such behaviour when it occurs:
o Discuss with the section leader or GLV
o Agree a course of action to support those affected
o In the case of young people affected by bullying, discuss the situation with the parents/ carers of all affected parties and keep them informed of the action being taken.
o Discuss with the section what has happened with a view to:
▪ Promoting good behaviour
▪ Improving the environment of the section
▪ Improve everyone’s awareness of bullying and its consequences.
In addition to discussion of bullying and its negative impact on people and steps to stop it from happening in future, it may be necessary for further action to be taken. This will vary from case to case. Such action may include:
In the case of children:
● Removal of rank (sixer/ second, patrol leader etc.)
● Exclusion from the next meeting
● Exclusion from camps or other activities
● Permanent exclusion from the Group
In the case of adults:
● Re-training
● Suspension from Scouting (via Safe-guarding team)
● Exclusion from Scouting (via Safe-guarding team)
Ultimately the Group Lead Volunteer is responsible for the handling of all issues reported within The Group, please see also The Group’s complaints procedure.
5WSS follows the Scout Association’s Complaints policy. An outline of the process is given below but for full information please go to the Scout Associations website.
How do I complain and who do I complain to?
In the first instance, you should try an informal approach to your section leader to resolve your complaint and to see what action will be taken.
If the informal approach proves to be unsatisfactory, then please speak to the Group Lead Volunteer.
What complaints are accepted?
We accept complaints about how you have been treated by Scouting or, if you are a parent or carer of a young person, how that young person has been treated by Scouting.
We have a few basic rules for the acceptance of complaints:
- Complaints must be raised within three months of you knowing the facts (we do not deal with complaints that are older).
- We do not generally investigate anonymous complaints.
- We do not accept complaints that are raised on behalf of or regarding other people (except by parents/carers of children in Scouting).
- We do not accept complaints that are broadly or substantively the same as a previous complaint.
- We do not progress complaints that we believe to be vexatious or malicious.
How will my complaint be dealt with?
Your complaint will be dealt with fairly and objectively. We handle complaints in a positive and pro-active manner and expect resolutions and outcomes to contribute to a process of continuous improvement.
Please bear in mind that adults in Scouting are volunteers and have other calls on their time. It may therefore take a little longer to sort out your complaint, however you will be kept informed of the progress of the complaint with an acknowledgement of a formal complaint within seven days and regular updates (typically at least every four weeks).
The investigator may need to speak to you and a number of other people to fully understand your complaint and the circumstances surrounding it.
The manager will make a decision about the complaint and will inform you whether your complaint is upheld or not and the actions that will be taken as a result.
What if I am not satisfied with the outcome of my complaint?
If you are not satisfied with the outcome of your complaint or the way in which it was handled, then you may appeal. You must appeal within three months of being given the outcome of your complaint.
Your appeal must be formally lodged with the next level of manager in Scouting. If you are not sure who this is, then the manager who dealt with your complaint will provide the details. In your appeal, you must clearly explain the basis on which you are making the appeal and your preferred outcome to resolve the issue.
The next senior manager will make a decision about the appeal and will inform you whether your appeal is upheld or not and the actions that will be taken as a result.
If you are not satisfied with the outcome of the appeal, there is no further escalation of the complaint and we will not consider further any action regarding the complaint or the appeal.
For 5WSS Management Volunteers
Dealing with a complaint is not the nicest job but it is vital that each complaint is handled fairly and in a timely manner according to The Scout Association’s complaint procedure. This covers
- Try to resolve issues informally, locally if possible in the first instance
- Resolve complaints as early as possible – don’t leave people waiting for something to be done.
- Be positive and proactive when dealing with a complaint – don’t hide from the issue.
- Identify opportunities for change and improvement – nothing is perfect, if we have made a mistake we should say sorry and put it right.
- If a complainant is unhappy with the outcome of a complaint, they can appeal. The appeal procedure allows for only one appeal and that is to the next level of management.
The following resources can help you with complaints:
At 5th Woodbridge we will:
- Provide annual accounts for the AGM and District Association
- Provide Budget and Actual expenditure monitoring and revision
- Aim to conform with guidance from Scout Association, Charity Commission, HMRC and any other bodies that the group are associated with
- Have our accounts independently examined
- Provide transparency and monitoring of all group expenditure and income
Safeguarding of Expenditure and Monies
- All receipts will be given to the Treasurer who will keep a central account of the finances of the group
- The Treasurer, Group Lead Volunteer (GLV) and Secretary are able to authorise transactions from the group accounts. Two of them need to authorise any transaction.
- All members of the group are responsible for sensible expenditure and keeping of records, whether handling cash or card to avoid accusations of misappropriation of funds
- If any expense is for over £50 please check with the GLV or Treasurer
- For easier audit trail, all expenses to be claimed will be managed by the Treasurer
- Cash given for events and camps should be banked in the Groups account until needed and then money can be requested for the event.
Budgeting
Annual Budgeting
- The Board of Trustees/GLV is responsible for approving the annual budget
- The annual budget for the next financial year should be prepared by 31st July, with discussion from section leaders to GLV about planned events and objectives
Budget monitoring
- Board of Trustees will agree the budget
- The Treasurer will report at each meeting of the Trustees Board. The report will make it clear how actual expenses compare to those that are budgeted.
- GLV & Section leaders are expected to manage to the approved budget.
- No expenditure (over £50) to be made without prior explanation to Treasurer/Board of Trustees
Budget revision
- Expected large variances to the budget, with reasons, should be notified to the Treasurer and/or GLV as soon as possible.
- Known budgetary requirements beyond the next business year should be notified to the Treasurer at the earliest opportunity.
- Even though a budget has been agreed, volunteers are expected to obtain best value for money. Competitive quotes should be obtained and ongoing contracts reviewed periodically. Money should not be spent just because a budget exists, but because it represents a valuable outcome for Scouting
Subscriptions
- As part of the annual budget setting, the Trustee’s committee will review the required subscription rate for members. If there is any change to the subscription this will be communicated to all parents and guardians of members ahead of the new academic year.
- Subscriptions will be paid termly in October, February and May. The preferred method for this is via the OSM/ GoCardless system. Where agreed with the membership secretary, families may pay subs via BACS transfer.
- The group’s policy is that the financial position of a young person’s family should not prevent them from taking part in scouting. The group holds some funds that can be used to help cover the subscriptions of those unable to pay. The membership secretary, relevant section leader, GLV and Treasurer will agree when it is appropriate to access these funds.
Event and Camp Costing
It is 5th Woodbridge policy that all events and camps should aim to cover their costs. There should be no significant profit or loss.
The leaders must ensure that
- Events are planned and costed prior to bookings being taken. Assistance can be given with this by the GLV and treasurer.
- Full receipts to be drawn up and passed to Treasurer as soon as possible after events. This should identify income received and expenditure.
- Any surplus or deficit money from events will be managed by the Group
Additional Factors
- An event with a budget greater than £5000 must submit greater financial information/planning and progress will be regularly monitored by Leader, GLV & Treasurer
- Gift Aid – remember this type of activity cannot be gift aided
- The group would like all young people to have the opportunity to take part in camps and other events. If leaders are aware that the financial resources of any family is a barrier to a young person taking part in any activity, then they should contact the Treasurer and GLV. The group has a hardship fund that can help in this situation.
If any help is required with any part of this process, then please contact the treasurer or GLV.