Leader Induction Guide

Welcome

Welcome to the leadership team at 7th Southampton (Bassett) Scout Group!
This guide introduces the systems, policies, and contacts you’ll need as a volunteer.
Our goal is to make it simple for you to deliver amazing programmes while keeping everyone safe, supported, and informed.

This isn’t a replacement for our full policies and procedures but is just a digestible guide. A complete list of policies and procedures can be found at: Policies
 

Contact Details

7th Southampton (Bassett) Scout Group

Scout Association
Vermont Close
Southampton
SO16 7LT

7th.southamptoncityscouts.org.uk  

Digital Systems & Tools

Online Scout Manager (OSM) 

Single source for all young people’s details, events, and attendance. - Please respond to events so we know who’s coming.

Google Workspace

Used for all group documents, policies, and logos. - You’ll be issued a @southamptoncityscouts.org.uk email.

Google Drive

Store photos, section files, and shared resources. - Avoid saving Scout files to personal drives.

Google Chat

For quick communication between leaders. - Integrated with Gmail.

Adults’ Code of Conduct

All adult volunteers, trustees, and helpers are expected to:

1. Treat all young people and adults with respect and fairness.

2. Follow Young People First – Yellow Card safeguarding guidance.

3. Lead by example – with patience, understanding, and encouragement.

4. Speak and act in ways that build confidence and trust.

5. Report any concerns promptly via 7th-lead@southamptoncityscouts.org.uk or through our website contact page.

6. Maintain professional boundaries and focus on the welfare of all members.

7. Follow all POR reporting steps to keep everyone safe.

Leaders’ Portal

The Leaders’ Portal is your one-stop online hub for internal reporting, maintenance requests, and compliance records.
It is accessible via the Leaders section of the Group website:
🌐 https://7th.southamptoncityscouts.org.uk/leaders-portal 

Through the portal, you can:

Report a RIDDOR Incident 

Record any reportable accident or injury in line with HSE and Scout Association requirements.

Purchase or Request Equipment 

Submit purchase requests for section or group equipment and consumables.

Report Damage or Maintenance Needs 

Log building maintenance issues, faults, or damage requiring repair.

Submit a Personal Emergency Evacuation Plan (PEEP)

Complete or update your personal plan to ensure safe evacuation if required.

Record a Fire Drill 

Upload your section’s fire drill record each term.

Access the Shared Calendar

View and add key group dates, camps, and meetings in one shared space.

Leader Learning & Training Compliance

Training is a core part of ensuring that all our leaders are confident, capable, and supported.

Complete Your Mandatory Learning

All adult volunteers must complete the required training modules through the official Scouts Learning Platform:
🔗 https://learn.scouts.org.uk/

This includes (as applicable to your role):

• Essential Information (Module 1)

• Safety

• Safeguarding

• GDPR

• Trustee Introduction (for Executive members)

• Nights Away Permit Training (for permit holders)

Keep Your Records Up to Date

After completing any training, please log in to Scout Membership App, the official membership system, to:
🔗 https://membership.scouts.org.uk/

Use the membership System to:

• Check your training records are marked as completed.

• Ensure your contact details, emergency contacts, and roles are accurate.

• Review your mandatory training renewal dates (e.g. Safeguarding, Safety, First Aid).

If you need help accessing the system or verifying your records, contact the Group Lead Volunteer or Training Adviser through 7th-lead@southamptoncityscouts.org.uk.

Fire Evacuation Drills:

Conduct a fire evacuation practice every term and record it in the Leaders’ Portal on the website.

Financial Guidance

• Each section has a pre-paid card for approved section spending.

• Larger or non-standard costs are purchased through the Group Lead Volunteer.

• All expenditure must be approved at Trustee meetings or by agreement between the GLV, Chair, and Treasurer in emergencies.

• Event budgets must aim to be cost-neutral. Contingencies can only be used with prior GLV approval.

Privacy & Communication

• Use only your @southamptoncityscouts.org.uk email address for Scout correspondence.

• Instant messaging is available via Google Chat.

• Photos and documents must be saved to Google Drive, not personal storage.

• Confidential information (e.g. medical or safeguarding) must be accessed only through secure systems such as OSM.

Nights Away Procedure

Planning

• All overnight events must be led by a Nights Away Permit holder.

• Plans must be approved by the Group Lead Volunteer before booking.

• Budgets, risk assessments, and supporting documents must be shared with the GLV before submission to District.

• All events must be cost-neutral; group contingencies may be approved in advance by the GLV.

Notification

• Submit a Nights Away Notification (NAN) form to the District Lead at least 14 days before the event.

Risk Assessment

• Prepare a written risk assessment in line with the Group’s Risk Management Policy.

• Parental/Carer Information

• Share details, kit list, and contact info via OSM.

• Ensure health and permission forms are complete before departure.

During the Event

• Maintain ratios and follow POR guidance.

• Adhere strictly to safeguarding and Yellow Card policies.

• Every event must operate an InTouch system.

Checklist for New Leaders

✔ Access to OSM and Google Workspace granted
✔ Read the Adults’ Code of Conduct
✔ Completed all mandatory training on learn.scouts.org.uk
✔ Verified training and details on membership.scouts.org.uk
✔ Visited the Leaders’ Portal and reviewed reporting tools 7th.southamptoncityscouts.org.uk/leaders-portal
✔ Added to Group Chat or Email Lists
✔ Introduced to Section Team
✔ Completed first term’s Fire Drill
✔ Reviewed Nights Away & InTouch Procedures