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. 

2021 Fees Schedule

1st January to 31st December 2021

Group Joining Fee

Single fee of £10.00 per child

The group joining fee is payable prior to the investiture of your young person to the Group and confirmation of Scout Association membership.  This fee covers the cost of providing your young person with their group necker, woggle, group name tape and District/County badge at time of their investiture.  This fee is typically due for payment within 4 weeks of the date of first attendance. 

Monthly Participation Fee

£12.00 per month/per child

(payable on the 1st or 15th day of the month by bank standing order)

The monthly participation fee covers the provision of equipment and resources, essential building services (including equipment repair or replacement, insurance, general maintenance, electricity, gas, water rates, gas safety certification, fire safety certification, periodic legionnaires testing safety, waste disposal etc) and purchasing of awards and badges. 


Group banking details are:

SORT CODE: 20-15-96 


ACCOUNT NAME: 1st Woodville St. Stephens Scouts

BANK: Barclays

Standing orders should include your child's/children's names in the reference field.

Participation fees are payable even if your young person is absent.  Please note that four (4) weeks consecutive absence, without contact, will be deemed as your 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 an their UK Scout Association membership cancelled.

UK Scout Association Youth Membership Fee

Annual fee of £48.00 per child

(payable September 2021)

This is a fixed membership fee, which is subject to year on year inflation increase, that we as a group must pay for each child each year.  This covers the provision of national essential services, including insurance, safety and safeguarding, vetting checks, developing new badges, providing essential training for adult volunteers etc. It also covers the costs of District and County levy.  

Should this represent a barrier to any family, we would be happy to have individual conversations to find a solution.

Gift Aid Declaration

In order us to obtain additional funds from the Government we as a charity 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 a Gift Aid Declaration Form (available from any leader) and return to the leadership team or agree to gift aid through My.Scout parent portal. 



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.



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 temporarily 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.




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