Before any adults appointment in scouting can be confirmed we must be satisfied that they are a ‘fit and proper’ person to work with children and young people. To help us do this we have a simple appointments process which is made up of three stages, these are:
As GSL you play an important role in guiding and supporting adults through this process.
…Stage One: Application
During this stage new adults begin in their new role in scouting. Please remember that all new adults working with young people, can start to get involved but only in a supervised capacity for now, as It is the policy of The Scout Association that un-supervised access to young people is not permitted until a Disclosure an Barring Service (DBS), check has been completed and returned as clear.
This is also the time for the new adult’s section leader or Group Scout Leader to discuss their new role with them. At this point they also need to complete an Adult Information Form (AIF form).
The Adult Information Form should be used to capture the initial data needed for adding a new adult to Compass, however this will not include space to capture identity details required for disclosures checks, as this information needs to be input onto the system directly by the person checking the ID.
Any member registered for Compass can enter a new adult’s details directly into Compass, thus speeding up the time taken for the appointments process. They are able to enter initial information about the new adult and if appropriate the data needed to complete their Disclosure check. This will give the new adult a Pre Provisional status but any further progress in the appointments process requires the intervention of the Appointments Secretary.
…Stage Two: Approval
There are four parts to the ‘approval’ process, these are:
- Disclosure check
- Approval of Appointments Advisory Panel or Executive Committee (as appropriate)
- Commissioner’s approval
Completing the disclosure process
The safeguarding of young people in our care is very important. The Scout Association has various processes in place to ensure that appropriate adults can take up volunteering opportunities; one element being the requirement of a Disclosure check.
Which roles require a disclosure check?
When an adult volunteers with scouting they are added to Compass. Depending on the role they have chosen, a disclosure check may be required.
Certain roles within scouting require a disclosure check to be completed as part of the appointments process. Compass knows this automatically and will inform the user if a disclosure check is required.
- Roles that require a disclosure check are:
- Leaders (section leaders, assistant section leaders, section assistants);
- Managers (group scout leaders, commissioners);
- Executive committee members
- Some occasional helpers:
- They may have unsupervised access to young people
- They may be volunteering on a section’s parent rota once every month
- They may be helping with an overnight activity
- They may be handling money
- They might be helping out more than once a month.
Using Compass and Atlantic Data
Once an adult has been added to Compass and a disclosure check has been requested, the applicants’ details are passed through to our online disclosure processing system called Atlantic Data.
To process a disclosure check in Atlantic Data there are two ways to complete all of the sections before a disclosure application is submitted to the DBS for processing.
A full explanation, including videos, user guides and quick start guides, of the two ways to complete a disclosure application using Compass and Atlantic Data can be found at compasssupport.scouts.org.uk
The quickest and easiest way to complete a disclosure application is by completing Option 1 in Atlantic Data.
We understand that it’s not always possible to get the applicant, the ID checker and a connection to the internet all in one place. If this is the case, the ID Checking Form can be used.
The ID Checking Form enables an ID checker to complete Option 1, as shown above, using the form. The form does not collect the details that the Applicant needs to provide in their part of the application as this section must be completed by themselves on Atlantic Data.
Confirming their identity is easy…
In order to process their DBS application they must be able to provide a combination of documents from the list below. The easiest route is to show one document from Group 1 and two further documents from either Group 1, or Group 2a or 2b.
If they do not have any of the documents in Group 1, then they must be able to show:
- One document from Group 2a and two further documents from either Group 2a or 2b.
- At least one of your documents must show their current address.
- They must use documents from Group 1 if they have them.
The information they provide must match their identity, date of birth and address information that they provided on the Adult Information Form.
Group 1 (Primary Trusted Identity Credentials)
- Current valid passport (any nationality)
- Biometric Residence Permit (UK)
- Current full or provisional photocard driving licence (UK, Isle of Man, Channel Islands or EU)
- Birth Certificate (UK and Channel Islands), issued within 12 months of your birth – Full or short form acceptable including those issued by UK authorities overseas, such as embassies, high commissions and HM forces
- Adoption certificate UK and Channel Islands.
Group 2a (Trusted Government/State Issued Documents)
- Driving licence – photocard (issued outside the UK and EU) or paper version issued before 1998 without a photocard (UK, Isle of Man, Channel Islands, EU)
- Fire arms licence (UK, Channel Islands, Isle of Man).
- HM Forces ID card (UK)
- Marriage or Civil Partnership certificate (UK and Channel Islands)
Group 2b (Financial/Social History Documents)
- Correspondence/ID cards Card carrying the PASS accreditation logo (UK and Channel Islands)
- EU National ID card
- Letter from Head Teacher or College Principal of a UK institution (only to be used by 16 to 19 year-olds in full-time education if other documents cannot be provided)
- Letter of sponsorship from future employment provider (non-UK/non-EEA only – valid only for applicants residing outside of the UK at time of application)
- Work permit/visa (residence permit) (UK)
- Documents issued within the last 12 months:
- Council Tax statement (UK and Channel Islands)
- Financial statement e.g. pension, endowment, ISA (UK)
- Mortgage statement (UK or EEA)
- P45 certificate statement (UK and Channel Islands)
- P60 certificate statement (UK and Channel Islands)
- Documents issued within the last three months:
- Bank or building society account opening confirmation letter (UK)
- Bank or building society statement (UK, Channel Islands or EEA)
- Electricity bill/statement (UK)
- Gas bill/statement (UK)
- Credit card statement (UK or EEA)
- Telephone bill/statement (not mobile telephone) (UK)
- Water bill/statement
- Benefit statement e.g. child benefit, pension (UK)
- Document from Central or Local Government, Government Agency or Local Council document giving entitlement (UK and Channel Islands) – document 1
- Document from Central or Local Government, Government Agency or Local Council document giving entitlement (UK and Channel Islands) – document 2 (this must have been issued by a different body than document 1)
This list can also be found within Atlantic Data and on the ID Checking Form
If they do not possess any of the required identity documents for a disclosure application to be carried out, their DBS check cannot proceed any further using our online system and you must speak to your District Appointments Secretary for further advice.
Issuing of the DBS Disclosure
Once the disclosure certificate is issued to the volunteer by the DBS, the Vetting Team at UKHQ will inform either the relevant Commissioner or the local Appointment Secretary of the outcome, and whether the volunteer is able to start in their role. The volunteer’s Compass record will be updated to reflect the outcome.
DBS Disclosure checks are just one element of the National Vetting Process and the issuing of the certificate does not mean that the volunteer is able to begin straight away.
Certain convictions or cautions no longer need to be disclosed as part of a disclosure application. This question is asked directly to the applicant within Atlantic data, so no action is required on the part of ID Checkers/Data Processors.
For further advice contact the Scout Information Centre on email@example.com or call on 020 8433 7100.
Once the District Appointments Secretary has received their cleared DBS check and references they will be invited to attend a short meeting with the District Appointments Panel. The purpose of this meeting is for the panel members to satisfy themselves that the adult is suitable for the role they have applied for.
After the meeting the panel will make its recommendation regarding their decision to grant the adult their appointment and as will issue a certificate of provisional appointment.
…Stage Three: Appointment
The adult then moves to the appointment stage of the process. During this stage they will need to complete Getting Started training.
Getting Started Training
Once a new adult receives their Provisional Appointment it is time for them to start their training. The first part of this is called Getting Started. This involves completing three short modules aimed at introducing them to their role and to start them planning for the future.
Module 1, Essential Information
This module contains basic information that all adults involved in scouting need to know. It’s a simple informative module which can be completed as a course or elearning. Please encourage people to attend a course as this is the best way for new adults to find out about and discuss the contents of the module.
Module 2, Personal Learning Plan
To support them in their role The Scout Association provides training that builds upon existing skills, knowledge and experience. The training they will receive will depend on their appointment and is intended to give them additional skills and knowledge to ensure that they carry out their role to the best of their ability.
When talking to people about our adult training scheme it is worth mentioning that the scheme is designed to be fun, enjoyable and beneficial and will provide the opportunity to meet other people that carry out the same role and the many other roles within our Movement.
Module 3, Tools for the role (Section Leaders)
This contains the basic information about the role of a leader and practical help for working within a section.
Once Modules 1, 2 and 3 have been completed their full appointment will be confirmed and they will receive an adult appointment card direct from our UK HQ.
Induction happens in parallel with the first three stages of the appointment process and may continue after the full appointment has been issued.
As a line manager, you are responsible for ensuring that an induction takes place. It may be that the induction is carried out by you, or you may feel that there is someone more appropriate to carry out this function locally.