6th Lichfield Scout Group Admissions, transfer between sections and external transfer policy.

​

Background 

 

The 6th Lichfield Scout Group is a particularly popular group due to demographics, community, large new housing estates within the catchment area, proximity to schools and the programme provided by all sections.

 

As such, waiting lists and registers of interest are existing for all sections. To ensure fairness and continuity of leadership, the following policy of the Scout Association, given under POR rule 3.3.1 as below, will be applied:

 

3.3.1.1    The decision to admit anyone to membership of a Group must be made by the Group Lead Volunteer (GLV), in accordance with The Scout Association’s policies.

3.3.1.2    For Squirrels, Beavers, Cubs and Scouts, the GLV may delegate responsibility for admissions of young people to membership to the Section Leader of the section concerned.  This decision must be made in accordance with The Scout Association’s policies.

3.3.1.3    There may be situations where a section does not have the capacity or resources to meet the needs of a young person or make the reasonable adjustments necessary.  In such instances, the GLV must work with the parents or carer(s) to find or create an alternative provision.

 

Waiting lists and register of interest

 

A ‘waiting list’ is a list of young people who have reached the core age of their section and are waiting for a place to become available.

 

A ‘register of interest’ includes anyone under the core age range who wishes to join the section when they are old enough and a place becomes available.

​​

Scout section age ranges

​

Section              Core age range           Minimum age           Maximum age

​

Squirrels            4 to 6 years                   4th birthday              6½

Beavers             6 to 8 years                   5¾                              8½

Cubs                  8 to 10½ years              7½                              11

Scouts               10½ to 14 years            10                                14½

 

Joining a waiting list or register of interest

 

To avoid any confusion, duplication or omission, the lists will be administered by one person, the List Administrator*.

​

The Administrator will be appointed by the GLV and will:

• Have all enquiries from the website, national group finder, district (via the GLV) and e-mail to group members forwarded to them.

• All enquiries will be responded to by the Administrator in a timely manner.

• Maintain the waiting list and register of interest on Online Scout Manager.  An inter-section information sheet may also be kept but should not contain any personal information other than that relevant to moving a young person into the group.

• Parents/carers on the waiting list and register of interest should be contacted at regular intervals to ensure personal information is kept up to date, any non-replies will be removed.

• Keep a record of all correspondence.  An e-mail account sixth.lichfield.waitinglist@gmail.com will be used to ensure an email trail in the event of query or dispute.

 

All enquiries will:

• Be given the opportunity to join the waiting list or register of interest but reminded that spaces may not become available.

• Or be informed that the group is full and waiting lists are closed (if applicable).

• Receive a request for information from parent/carer to enable young person to be added to the list: name of young person, date of birth, parent/carer’s name, address, phone number and email address. Failure to provide this information will result in the name not being added to any list.

• Receive email confirmation that the young person has been added to the waiting list or register of interest.

• That volunteering roles are available for adults aged 18+.  Adults expressing interest in volunteering will be contacted by GLV and invited to meet to discuss opportunities.

• That other local scout groups are available and be signposted to them if applicable.

 

Joining the 6th Lichfield

 

The Administrator will liaise with GLV and Section Leaders to ensure that all sections remain at the maximum size with which the section leader is comfortable and considering the required ratios of adults to young people.  The section leader will decide on available places based on these parameters, in conjunction with the GLV in the event of doubt or dispute.

 

When a place becomes available the administrator will select names from the waiting list based on the following priorities and the records will be transferred to section from the waiting list:

 

1. Child of a uniformed leader or trustee board

2. Parents/carers pledging to join as a full leader within any section or active member of trustee board

3. Time on the waiting list

4. Siblings of existing/past members

5. Living within reasonable proximity of our HQ (where another Scout group is not closer to the home address)

 

Transfers

 

Places in Scouting within Lichfield District are at a premium.  As such:

• 6th Lichfield will not accept transfers from within the District as the YP has a place in Scouting within reasonable distance.

• 6th Lichfield will not offer places to those who have previously been offered a place in a scout group within the District.

• There is no obligation to accept YP into the Group when a family has moved into Lichfield from significantly outside the area and the young person is already actively in Scouting, however it is generally accepted practise that the YP is accepted into the relevant section. The GLV can authorise a temporary increase in section size to accommodate this, subject to maintaining correct ratios. As they have a place in Scouting, we believe that it is only right that they can continue their journey.

 

Movement between sections

 

It is accepted practise that a YP moves smoothly between sections, however this is not a given right.  Section leaders will routinely liaise on inter-section movement in conjunction with the parents/carers of the YP.  In the eventuality of any difficulty, for example the section having no capacity, behavioural issues etc, then the GLV shall be involved to find a resolution.  Irrespective, the section leader has the right to manage their section.

 

 

Notes to the Policy:

Online Scout Manager (OSM) is a secure GDPR compliant system which shall be used as the prime source of personal data storage.  See the Group Privacy and Data Policy.

*The List Administrator is Kate Ecclestone-Brown

 

Version 1.0

Adopted by Executive Committee

1st November 2021

Version 1.1

Adopted by the Trustee Board

17th October 2024