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© 2019 by 1st Woodville (St. Stephens) Scout Group. Proudly created with Wix.com

1st Woodville(St. Stephens)

Scout Group


Group Policies, Organisation and Rules

Our Policies, Organisation and Rules










Our leadership team are all volunteers who provide their time and enthusiasm unconditionally without pay. Membership fees help us to cover the cost of providing a balanced and exciting programme, pay the UK Scout Association Annual Capitation Fee and makes a contribution to the daily running costs of the group including insurance.


This year we have seen and unprecedented rise in the UK Scout Association Annual Capitation Fee and insurance premiums. Due to these increases, in order to maintain our financial stability as a group we are forced into the position of having to increase our weekly subscriptions from 1st February 2019 to £3.50 per child per evening.


Should this represent a barrier to any family, we would be happy to have individual conversations to find a solution. We will offer two methods of paying membership fees:


Option 1 – £3.50 WEEKLY per young person per EVENING paid as CASH

Option 2 – TERMLY payment paid in advance as CASH, CHEQUE or by BANK TRANSFER

Option 3 – £133.00 per young person ANNUAL payment paid in advance as CASH, CHEQUE or by BANK TRANSFER payable 1 st September.



In order us to obtain additional funds from the Government we claim gift aid. Therefore, for every £1.00 paid to the group we can claim back 25p from the Inland Revenue at no extra cost to you. To enable us to claim this additional money please complete the attached Gift Aid Declaration Form and return to the leadership team or agree to gift aid through My.Scout. This helps us pay the annual Scout Association Capitation (Membership) fees for your young person. 



Weekly membership fees are payable even if a young person misses a week. In any one-year period (January to December, 38 weeks) a total of 4 weeks of absence will be allowed without charge providing the following conditions are met:

1. in the case of planned absences, we would respectfully ask that you advise the Section Leader in advance;

2. in the case of unplanned absences i.e. through illness, we would respectfully ask that you advise the Section Leader within 48 hours of the absence of the reason.


Please note that for (4) weeks consecutive absence, without contact, will be deemed as notification of the young persons withdrawal from the section and as such their place will be offered to the next person on the waiting list.



It is the policy of The Scout Association (and therefore our Group) to provide Scouting in a safe manner without risk to health, so far as is reasonably practicable. It is the responsibility of all those involved in Scouting to seek, so far as is reasonably practicable, to ensure that:

  • all activities are conducted in a safe manner without risk to the health of participants;

  • the provision and maintenance of equipment and buildings for Members and others is safe and without risk to health and adequate for their welfare;

  • information, instruction, training and supervision is provided with the object of ensuring the health and safety of all those involved in Scouting activities or who may be affected by them; 

  • appropriate arrangements are made to ensure safety and the absence of risks to health in connection with the use, transport, storage and handling of equipment, and substances which are inherently or potentially dangerous. 

As a group we risk assess every activity that we undertake to ensure that any risks are mitigated to a safe level. If you have any concerns please just ask the leader running the activity to show you their risk assessment.

When we are undertaking camps and activities we ensure that we have appropriately qualified people to help us. Everybody that drives a mini-bus will hold a D1 licence. There will always be a first-aider on every event. If the event involves an overnight stay there will be a leader with a Nights Away permit on site at all times. Unfortunately, however, accidents occasionally can happen, consequently in order to comply with The Scout Association’s health and safety policy’s we require certain information regarding emergency contacts (next of kin, emergency contact numbers etc.). If this information changes e.g. change of address or phone number please let us know. If we are going away we will also ask you to provide us with information relevant to the time. The only people outside of the Group to have access to any of this information would be a nominated “home contact” during trips or activities.

Our Group is totally inclusive; however please make us aware of any relevant information to help us ensure that your child is safe and comfortable whilst in our care. All information provided is kept in complete confidence. Again, the only people outside of the Group to have access to any of this information would be a nominated “home contact” during trips or activities.



“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]

Here at 1st Woodville we take bullying and its impact seriously. Our young people and parents, guardians and or carers should be assured that known incidents of bullying will be responded to.

Bullying will not be tolerated. 

The group will seek ways to counter the effects of bullying that may occur. The ethos of our group fosters high expectations of outstanding behaviour and we will consistently challenge any behaviour that falls below this.

What Is Bullying?
Bullying is unacceptable behaviour used by an individual or group, usually repeated over time, that intentionally hurts another individual or group either physically or emotionally.

In other words, bullying at 1st Woodville  is considered to be, "unacceptable behaviour which occurs ‘lots of times, on purpose’”.

Bullying can be short term or continuous over long periods of time.

Bullying can be:

  • Emotional: being unfriendly, excluding, tormenting (e.g. hiding books, threatening gestures);

  • Physical: pushing, kicking, biting, hitting, punching or any use of violence;

  • Racial: racial taunts, graffiti, gestures;

  • Sexual: unwanted physical contact or sexually abusive comments;

  • Homophobic: because of, or focussing on the issue of sexuality;

  • Direct or Indirect Verbal: name-calling, sarcasm, spreading rumours, teasing;

  • Cyber Bullying: All areas of internet ,such as email and internet chat Twitter, Facebook misuse.  Mobile threats by text messaging and calls or the misuse of associated technology , i.e. camera and video facilities, iPad, games consoles.


Bullying may be related to:

  • Race

  • Gender

  • Religion

  • Culture

  • SEN or disability

  • Appearance or health condition

  • Home circumstances, including young carers and poverty

  • Sexual orientation, sexism, or sexual bullying, homophobia


Bullying can take place in the meeting hall, grounds of the hall, toilets, on the journey to and
from meetings, on camping or residential trips and cyberspace. 

Perpetrators and Victims
Bullying takes place where there is an imbalance of power of one person or persons over another.

This can be achieved by:

  • The size of the individual;

  • The strength of the individual;

  • The numbers or group size involved;

  • Anonymity – through the use of cyber bullying or using email, social networking sites, texts etc.


Leaders must remain vigilant about bullying behaviours and approach this in the same way as any other category of Child Abuse; that is, do not wait to be told before you raise concerns or deal directly with the matter. Young people may not be aware that they are being bullied; because they may be too young or have a level of Special Educational Needs which means that they may be unable to realise what others may be doing to them.

Leaders must also be aware of those children who may be vulnerable pupils; those coming from troubled families, or those responding to emotional problems or mental health issues which may bring about a propensity to be unkind to others, or may make them more likely to fall victim to the behaviour of others.

Why is it Important to Respond to Bullying?
Bullying hurts. No one deserves to be a victim of bullying. Bullying has the potential to damage the mental health of a victim. Everybody has the right to be treated with respect. Young people who are bullying need to learn different ways of behaving.

Signs and Symptoms For Parents and Leaders
A young person may indicate by signs or behaviour that he or she is being bullied. Adults should be aware of these possible signs and that they should investigate if a young person:

  • changes their usual routine

  • is unwilling to go to meetings, camping or residential trips

  • becomes withdrawn anxious, or lacking in confidence

  • starts stammering

  • attempts or threatens suicide or runs away

  • cries themselves to sleep at night or has nightmares

  • comes home with clothes torn or possessions damaged

  • has possessions which are damaged or "go missing"

  • asks for money or starts stealing money

  • has unexplained cuts or bruises

  • becomes aggressive, disruptive or unreasonable

  • is bullying other children or siblings

  • stops eating

  • is frightened to say what's wrong

  • gives improbable excuses for any of the above

  • is afraid to use the internet or mobile phone

  • is nervous and jumpy when a cyber message is received

  • lack of eye contact

  • becoming short tempered

  • change in attitude to people at home

These signs and behaviours could indicate other social, emotional and/or mental health problems, but bullying should be considered a possibility and should be investigated

All known and or reported incidences of bullying will be investigated by the section Leader or by the Group Scout Leader (gsl.1stwoodville@gmail.com).  Parents, guardians and or carers of the perpetrator may also be questioned about the incident or about any concerns that they may be having.

The young person displaying unacceptable behaviour, may be asked to genuinely apologise (as appropriate to the child’s age and level of understanding). Other consequences may take place i.e. a parent being informed about their young person's behaviour and a request that the parents, guardians or carers support the group with any sanctions that it takes (see sectional behaviour policies).

Wherever possible, the young people will be reconciled.

In serious cases, outside agencies may be requested to support the group or family in dealing with a young person continually demonstrating unacceptable behaviour towards others i.e. Scout Association, Police, Counsellor.

During and after the incident(s) have been investigated and dealt with, each case will be recorded in the group Bullying Log and monitored to ensure repeated bullying does not take place.

The Group Scout Leader will be informed of any incidents recorded in the log along with incidents, sanctions and reconciliation.

At 1st Woodville we use a variety of methods to support children in preventing and understanding the consequences of bullying through the balanced programmes which include PSHE and Citizenship activities.

The ethos and working philosophy of 1st Woodville means that all Leaders actively encourage children to have respect for each other and for other people’s property. Good and kind/polite behaviour is regularly acknowledged and rewarded.

Leaders will regularly discuss bullying, this will inform young people that we are serious about dealing with bullying and leads to open conversations and increased confidence in young people to want to discuss bullying and report any incidents and concerns about others' behaviour.

Leaders must be careful not to highlight differences of young people or an individual child, even if this is done in jest. This gives other young people advocacy to use this difference to begin calling names or teasing.

Leaders must be vigilant regarding groups of friends together. Friendship groups may bring about the imbalance of power and must be led towards welcoming others to join them and not excluding others from their group.

Leaders must reinforce a general message that young people do not have to be friends with everyone else, but they must be respectful of everyone else’s feelings and be kind to each other.

Young people are involved in the prevention of bullying as and when appropriate, these may include:

  • writing a section code of conduct;

  • writing a personal pledge or promise against bullying;

  • having discussions about bullying and why it matters that children who use unacceptable behaviour towards others are dealt with quickly.


If a young person feels that they are being bullied then there are several procedures that they
are encouraged to follow:

  • tell a friend

  • tell a Leader or adult whom you feel you can trust

  • tell a Parent or adult at home whom you feel you can trust

  • ring Childline and follow the advice given


Advice to Parents, Guardians and Carers
As the parent, guardian or carer of a child whom you suspect is being bullied:

  1. Report bullying incidents to the section Leader;

  2. In cases of serious bullying, the incidents will be recorded by the Leader and the Group Scout Leader (gsl.1stwoodville@gmail.com) notified;

  3. In serious cases a parent, guardian or carer should be informed and will be asked to come in to a meeting to discuss the problem;

  4. If necessary and appropriate, police will be consulted;

  5. The bullying behaviour or threats of bullying must be investigated and the bullying stopped quickly

  6. An attempt will be made to help the child using unacceptable behaviour towards others, to change their behaviour.



  1. Attempt to sort the problem out yourself by speaking to the young person whom you think may be behaving inappropriately towards your child or by speaking to their parents, guardians or carers.

  2. Encourage your young person to be ‘a bully’ back;


Both of these will only make the problem much harder to solve.




The Scout Association and 1st Woodville (St. Stephens) Scout Group acknowledges the duty of care to safeguard and promote the welfare of children and young people and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and The Charity Commission requirements. 

This policy:  

a) applies to all adults including the Board of Trustees, volunteers, paid staff, agency staff and anyone working on behalf of The Scout Association;

b) recognises that the welfare and interests of children and young people are paramount in all circumstances; and

c) aims to ensure that all children and young people have a positive and enjoyable experience of Scouting in a safe and child centred environment and are protected from abuse whilst participating in Scouting and otherwise.  

The Scout Association and 1st Woodville (St. Stephens) Scout Group acknowledges that some children and young people, including those disabled and those from ethnic minority communities, can be particularly vulnerable to abuse and accepts the responsibility to take reasonable and appropriate steps to ensure their welfare.  

Scout Association and 1st Woodville (St. Stephens) Scout Group will: 

  1. promote and prioritise the safety and wellbeing of children and young people;

  2. ensure that everyone is clear about their roles and responsibilities in respect of safeguarding and is provided with appropriate mandatory learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people;

  3. provide all children and young people on joining the organisation with information for themselves and their parents or carers covering The Scout Association’s safeguarding arrangements;

  4. widely promote The Scout Association’s safeguarding policies and procedures;

  5. ensure that trustees, staff and volunteers take seriously all concerns and allegations of abuse and respond appropriately;

  6. securely maintain and store confidential, detailed and accurate records of all safeguarding concerns;

  7. prevent the use of unsuitable individuals through the robust use of Disclosure and Barring arrangements as they apply in each nation within the UK, and the application of best practice in the safe recruitment of staff and volunteers working with children and young people; 

  8. ensure that robust safeguarding arrangements and procedures are in operation; and

  9. address without delay any failure to comply with this policy. 


This policy will be reviewed annually and revisions recommended to the Board of Trustees. This policy may also be reviewed in the following circumstances:

  • changes in legislation or government guidance (including Working Together as revised within each nation, relevant legislative changes and nation specific child protection and safeguarding policies and procedures); 

  • in the light of learning identified by a Local Safeguarding Children Board;

  • as required by the Charity Commission; and

  • as a result of any other significant change or event.


As you may or may not be aware all of the Adult Members in the Group are volunteers.  We are not paid anything, we all have full time jobs and we give up a lot of their valuable spare time to ensure that the young people have fun.  This means that we should not have deal with young people who do not behave in the way expected of them.

Therefore after lengthy consultation the “yellow card, red card” behavioural policy and the Group Respect Agreement will come in to effect as of Monday 2nd November 2015 and shall be applied across all sections.


The policy is designed in such a way that the young people and parents know exactly what is expected and how we as a Leadership Team will deal with any young person that breaks the rules.

Yellow cards will be given for the following:

  • Talking when they should be listening, including talking over Leaders and other young people.

  • Purposefully ignoring the instructions of a Leader.

  • Messing around and wandering off when they should be joining in with activities.

  • Using inappropriate language, including swearing and name calling.

  • Intentionally destroying or damaging property belonging to the section or to another person.

  • Talking, giggling, making gestures or otherwise misbehaving during flag break and flag down.


Any young person who receives five yellow cards over the course of an academic term will be suspended from their section meeting for one week following consultation with the Group Scout Leader.

The Leadership Team also reserve the right to set limits on the number of yellow cards that can be received in the run up to an outing or camp in order to participate.

Red cards will be given for the following:

  • Fighting with other young people.

  • Bullying of any kind (physical or verbal).

  • Receiving two yellow cards in one evening or during one trip or camp.


Any young person who receives a red card, may be asked to leave the section meeting with immediate effect, and will be suspended from their section meeting for one week following consultation with the Group Scout Leader.

If a young person receives two red cards (at any time) there will be an additional one week suspension and a meeting between a leader, a parent and the young person to agree what action should be taken following consultation with the Group Scout Leader.

Any young person receiving three red cards (over their time within a section) may be asked to leave that section following consultation with the Group Scout Leader.



Young People

The Scout Association is part of a worldwide educational youth movement. The values, which underpin and inspire its work are embodied in the Scout Promise and Law and in the Purpose of the Association. 

Within this framework, the Association is committed to equality of opportunity for all young people.


a. The Scout Association is committed to extending Scouting, its Purpose and Method to young people in all parts of society.

b. No young person should receive less favourable treatment on the basis of, nor suffer disadvantage by reason of:

  • Class or socio-economic status; 

  • ethnic origin, nationality (or statelessness) or race; 

  • gender (including gender reassignment); 

  • marital or civil partnership status; 

  • sexual orientation;

  • disability (including mental or physical ability); 

  • political belief; 

  • pregnancy; 

  • religion or belief (including the absence of belief) 


All Members of the Movement should seek to practise that equality, especially in promoting access to Scouting for all young people. The Scout Association opposes all forms of prejudice and discrimination, including racism, sexism, and homophobia. All Scout Groups, as independent charities, have a duty to comply with relevant equalities legislation. All volunteers should make reasonable adjustments where possible to support all young people with disabilities to access Scouting.


Reasonable Adjustments

Reasonable adjustments means actions to enable young people with disabilities to access Scouting and Scouting activities, as far as reasonably possible, to the same level as young people without disabilities. This should involve working in partnership with parents/carers, to identify needs and support strategies. Reasonable steps should also be taken to identify any young people with disabilities in the Section/Group. (See Rule 3.11b for further guidance around reasonable adjustments).

Further information about equalities legislation and Scouting is available via the members area of the website.

Note: With reference to gender, membership of the youth Sections of the Association is open to boys and girls, and young women and young men of the appropriate ages subject to the rules set out in 3.6, 4.6 and 5.6 below.

Leaders and other volunteers

To carry out its work the Association seeks to appoint effective and appropriate Leaders, and to involve other volunteers in supporting roles, all of whom are required to accept fully the responsibilities of their commitment.

The overriding considerations in making all appointments in Scouting shall be the safety and security of young people, and their continued development in accordance with the Purpose and Values of the Association.

Accordingly, all those whom the Movement accepts as volunteers must be appropriate persons to undertake the duties of the particular position to which they have been appointed (including, if relevant, meeting the requirements of the Sponsoring Authority) and, where appropriate, the responsibilities of membership.

In making an appointment to a particular leadership or support position it may be appropriate to consider the gender and/or ethnicity of the potential appointee, in particular to ensure appropriate composition of leadership or supporting teams. 

The physical and mental ability of a particular potential appointee to fulfil a particular role will always be a relevant factor to consider.

Within these constraints, and those imposed by the need to ensure:

  • the safety and security of young people; 

  • the continued development of young people; and 

  • equal opportunities for all; 

  • no person volunteering their services should receive less favourable treatment on the basis of, nor suffer disadvantage by reason of:

  • age;

  • class or socio-economic status; 

  • ethnic origin, nationality (or statelessness) or race; 

  • gender (including gender reassignment); 

  • marital or civil partnership status;

  • sexual orientation; 

  • disability (including mental or physical ability); 

  • political belief; 

  • pregnancy;

  • religion or belief (including the absence of belief)


Note: Sexual feelings directed towards children and/or a sexual interest in children is a bar to any involvement in the Scout Movement.

The Equal Opportunities Policy is a key policy under the Scout Association’s Policy, Organisation and Rules (POR) which can be found online.




Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).


Who are we?

1st Woodville (St. Stephens) Scout Group Executive Committee is the data controller. This means it decides how your personal data is processed and for what purposes. How do we process your personal data? 1st Woodville (St. Stephens) Scout Group complies with it obligations under General Data Protection Regulation 2016/679 (the “GDPR”) by keeping personal data up to date; by storing and destroying it securely; by not collecting excessive amounts of data; by protecting personal data from loss misuse, unauthorised access and disclosure and by ensuring appropriate technical measures are in place to protect personal data.


1st Woodville (St. Stephens) Scout Group use personal data for the purposes of (1) to provide a voluntary service for the benefit of its members; (2) to administer membership records and report membership number annually to The Scout Association as part of the census; (3) to fundraise and promote the interests of the charity; (4) to manage our members and volunteers; (5) to maintain our own accounts and records; (6) our processing also includes the use of CCTV systems for the safety of our young people and the prevention of crime; (7) to inform individuals of activities or services, news, events and fundraising; (8) to process gift aid applications and HMRC claims. Please note this list is not exhaustive and we may process personal data for other purposes, however you will be notified separately in these instances.


Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with affiliated individuals, groups or business support areas of The Scout Association and HMRC. We will only share data with third parties outside of The Scout Association where prior agreement has been sought.


How long do we keep your personal data?

We will keep your personal data for the length of the young persons membership in order to manage the young persons membership, complete the annual census and gift aid application and in case of safeguarding purposes. Thereafter we shall destroy your personal data and only retain (a) HMRC tax records (including Gift Aid declarations and records) for a period of 6 years after the end of the accounting period they relate to as per HMRC detailed guidance notes on how the tax system operates Chapter 3 Section 30 available at https:// www.gov.uk/government/publications/charities-detailed-guidance-notes/chapter-3-gift-aid (last accessed March 2018); (b) accident book/records for a period of 3 years from the date of the last entry (or, if the accident involves a young person or young adult, then until that person reaches the age of 21) as per The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)(SI 1995/3163) as amended, and Limitation Act 1980.


Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data (1) The right to request a copy of your personal data which the 1st Woodville (St. Stephens) Scout Group holds about you; (2) The right to request that the 1st Woodville (St. Stephens) Scout Group corrects any personal data if it is found to be inaccurate or out of date; (3) The right to request your personal data is erased where it is no longer necessary for 1st Woodville (St. Stephens) Scout Group to retain such data; (4) The right to withdraw your consent to the processing at any time; (5) The right to request that the data controller provide the data subject with his/ her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability); (6) The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing; (7) The right to object to the processing of personal data, (where applicable); (8) The right to lodge a complaint with the Information Commissioners Office.


Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.


Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Group Scout Leader (GSL). You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. 1ST WOODVILLE (ST. STEPHENS) SCOUT GROUP DATA PRIVACY NOTICE



How Leaders will communicate with parents.

  • The Leaders will have the parental contact details from personal detail record cards or Nights Away Information form for each young which they will take with them.

  • They will use mobile phones for contact, and/ or have the campsite/ pay phone if there are problems with mobiles.

  • During camps a contact at home will deal with any messages that need to get to all parents.

  • The parents are told not to expect any contact unless there is a problem.


How parents will communicate with Leaders.

  • Parents are given the mobile numbers of the Leaders and the number of any campsite attended, but explained to that these are only available in the event of an emergency.


How participants and responsible (but not present) Leaders will communicate.

  • All members are given the contact details of their Leader and the Leader will have mobile phone numbers for all event participants and any places they are staying that have phone connections.

  • The participants identify before they start where there are phones available in case of mobile phones not working, and also agree with their Leader if/when they should report in.


How participants and parents will communicate. 

  • Mobile phones are discouraged for most events.

  • Parents and Scouts are made aware that there is no need for communication between them, and there is likely to be communication only if there is a problem.

  • If any Scout does feel the need to communicate with their parents they need to discuss this with the Leaders as well.


Communication between Leaders and Commissioners in the event of an emergency.

  • Leaders hold contact details for the Group Scout Leader and District Commissioner.

  • District Secretary’s contact details held by GSL on District Directory.

  • Details of who is attending any Nights Away are left with the Group Scout Leader who also has access to the Group Register.

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