Volunteers joining a new team, or changing role within a team

16.2.1 Introduction

16.2.1.1 When the Volunteer Joining Journey applies

1. A volunteer only completes the volunteer joining journey on joining (or re-joining) Scouts. 
2. Volunteers who add or change roles do not complete the volunteer joining journey process described in POR 16.1 but follow the requirements of this volunteer role change process. The role change may be within their current team or moving to a new team in a different Group, District or County. 

16.2.1.2 Distinction from initial Volunteer Joining Journey 
The full volunteer joining journey (POR 16.1) only applies to people joining Scouts for the first time, or where there has been a break in service for 180 days or more. Where the break in service is less than 180 days, see POR 16.1.5.1 and POR 16.1.5.2.  

16.2.1.3 New Team Leader actions 
The volunteer’s new role must be added to the membership system after their new team leader has ensured that the volunteer: 

1. confirms they have the time and capacity to carry out the role  
2. can recognise and manage any real or perceived conflicts of interest between current roles where rules do not already expressly prohibit holding the proposed combination. 

Their new Team Leader must also ensure that the applicant’s current Lead Volunteer(s) is aware of the proposed new or additional role. 

16.2.1.4 Time in role 
The length of time limits in POR 16.1.5 also apply to new roles managed under this POR 16.2. 

16.2.2 The volunteer role change process

16.2.2.1 Required steps 
The volunteer must complete within 180 days any of the seven steps for the role that have not been previously completed but are required by the Teams Table (POR 16.11.1) for the new role: 

Step	Requirements
a) Criminal record check	A completed and satisfactory criminal record check must be in place at the time the additional role / change of team membership is added to the membership system. These are normally renewed every five years. The criminal record check must cover the location in which the new role is based. Importantly, if the volunteer has a regulated role in Scotland, a current and satisfactory criminal record check (Scouts PVG disclosure) must be recorded on the membership system before the volunteer commences in any regulated role, even if a valid criminal record check is held in another nation.
b) Internal check	Satisfactory internal check. The Scout Association carries out a check of internal records for all volunteers whenever a volunteer adds or changes a team membership on the membership system, including changing role within a team.
c) References	If the new team membership (as specified in the Teams Table (POR 16.11.1)) specifies the need for references, then this must be completed if the volunteer’s record does not show previous completion of references. See more detail about referees and references at POR 16.1.3.1(c).
d) Declarations	Every time a volunteer adds or changes a role the volunteer must re-confirm their acceptance of the declarations current at the time of the new role.   If the additional / change of role includes Trustee responsibilities, then the declaration will include the Trustee declaration.
e) Trustee eligibility	Satisfactory completion of a Trustee eligibility check is required if indicated as a role requirement in the Teams Table (POR 16.11.1). See detail at POR 16.1.3.1(e).
f) Growing Roots learning	Complete any outstanding Growing Roots learning within the timeframes set by their current role and undertake any Growing Roots learning relevant to the new role that has not previously been completed.
g) Welcome conversation	If the new team membership (as specified in the team table) specifies the need for a Welcome Conversation, then this must be completed if the member’s record does not show previous completion of a Welcome Conversation. Welcome Conversations are described at POR 16.1.3.1(g).
h) Role conversation	Before a volunteer agrees to join a new team or take on a new role within their existing team, the relevant team leader should discuss the new role or team with the volunteer.

16.2.2.2 Move from provisional to full status 
The membership system will update the role to status Full once steps (a) to (g) in POR 16.2.2.1 above are satisfactorily completed. Step POR 16.2.2.1(h) is not recorded on the membership system but is a vital element of the role change process. 

16.2.2.3 Restriction lifted when role moves to full status 
When the role shows as Full on the membership system and includes a completed and satisfactory criminal record check, the volunteer no longer needs to be supervised when with young people and may undertake regulated activity according to our rules and the Safeguarding Code of Conduct for Adults (Yellow Card).

However, for roles based in Scotland, when the person’s record on the membership system shows that the criminal record check (Scouts PVG disclosure), they are then clear to start their volunteering and can then attend under supervision until their role shows as status Full.