Most people perform better if they have the opportunity to discuss how they are doing and where they are going from time to time.
An appointment review is simply an opportunity to look at what has happened since you started in your role or since your last review, and to see what further support and guidance you might need. It should not be confused with the performance appraisals that many people have experienced at work. Reviews can be both formal and informal, depending on what stage you are at in the course of your appointment.
Formal appointment review
An informal review is held at least annually, to build on the chats you have during the year. It is a chance to take stock and plan for the future.
A formal review takes place with your volunteer line manager at the end of your agreed appointment period although you can be called for a formal review at any time. During the meeting you will both get the opportunity to express your views. Your review will then go on to look at the successes you have had in your role, the progress you have made on your training (if appropriate), where you can best contribute to scouting in the future and the role you would prefer going forward. The kind of things you will discuss are:
are you happy in your current role?
what challenges have you faced in your role?
do you wish to continue, or would your expertise be best used in another role, or should you retire from scouting?
At the end of the review a decision can then be made about your future role, and any support that you will require.
Mutually agreed restrictions
Mutually agreed restrictions can be used by the appropriate commissioner in consultation with their volunteer line manager if a suspension or cancellation of an appointment is being considered on the grounds set out in section 7 of The Appointments Process chapter of POR. These restrictions may be used to allow an investigation to take place, for an issue to be resolved or for a volunteer to complete training requirements that have not been completed in the relevant time limits.
Consideration will be given to how serious an issue is as to whether in the first instance a volunteer’s role should be restricted, their appointment suspended, or their appointment cancelled.
Restrictions that could be put in place may include (for example):
- not to attend activities or events where young people are present
- not to attend activities or events where another volunteer or group of volunteers are present
- not to attend a certain meeting place or location
- not to contact an individual or group of individuals in relation to scouting
A mutually agreed restriction can only be in place for four weeks. At the end of this period the appropriate commissioner will decide whether to remove the restrictions, suspend, review or cancel their role.
Suspension of adult membership and associate membership
Suspension of any involvement in scouting by a member, associate member or a non-member is an act intended to protect all persons involved. It assists to ensure that any investigation or inquiry proceeds in as fair and objective manner as possible by preventing situations arising which could give rise to further concerns or allegations or which could potentially cause further compromise.
Suspension may be necessary in the following circumstances:
- when an allegation is made that a member or associate member has committed a serious criminal offence
- when a disagreement or dispute between adults remains unresolved for a period of more than 30 days
- if a member or associate member makes a formal, public challenge to a non-scouting organisation, body or forum against the decision or policy
- where the intentional action or inaction of an individual could seriously harm the reputation of the movement
- when the action of a member or associate member may constitute gross misconduct
- where an individual involved in scouting requiring a DBS criminal record check for their role does not hold such a disclosure and a period of 30 days (where an electronic system is used) or 60 days (where a paper based system is used) has expired since one was held or required.
Termination of adult membership and associate membership
Adult membership and associate membership may be terminated by:
- in the case of adults not holding a particular appointment, by resolution of the group, district or county executive committee as appropriate
- in the case of a suspension, failure to observe the terms of the suspension imposed in accordance with the Policy, Organisation and Rules of The Scout Association
- failure to meet the training obligations of the role within the require time period
- formal cancellation or non-renewal of appointments
Cancellation or non-renewal of appointments
Volunteers who do not adhere to the organisation’s policies and rules or who fail to perform their volunteer role satisfactorily may be subject to the cancellation or non-renewal of their appointment(s).
Grounds for cancellation or non-renewal of appointments include but are not limited to:
- resignation when notified that a recommendation is to be made for the cancellation or non-renewal of the appointment
- the decision by their line manager not to renew the appointment following a formal appointment review
- gross misconduct
- being under the influence of drugs or excessive alcohol
- misuse or unsafe use of equipment
- abuse of co-volunteers or staff
- breaches of confidentiality
- failure to abide by the policies and/or rules of the association
- failure to complete the duties within the role to a satisfactory standard
- unsatisfactory outcome of a personal enquiry and/or DBS criminal records check
- it becomes evident that the appointee no longer accepts the fundamental principles of scouting and the scout movement
- it becomes evident that the appointee is not an appropriate person in respect of the association's policies and rules the adult has not met the training requirements of their role within the specified time limits
- the adult does not hold a current first aid certificate (if they hold an appointment that requires a wood badge)
- the adult has not met their on-going training requirements, including safety and safeguarding
- the appointee has or is likely to bring the name of the association into disrepute
Although it is good practice to have these discussions in the framework of an appointment review, action may be taken without an appointment review where the responsible commissioner and the responsible commissioner’s line manager agree that circumstances require it.
Anyone in this situation will be given the chance to discuss the reasons for dismissal with the appropriate appointments sub-committee.
Where possible informal exit interviews will be held with anyone leaving the Movement. The interview is an opportunity to explore why they are leaving, their experience and any suggestions they can offer to improve the running of our organisation. Feedback forms are sent out to people on leaving an appointment and constructive feedback is always welcome.