Policy, Organisation and Rules

2a.1.1.1 Authority to speak on behalf of The Scout Association 
Unless they have previously obtained, in writing, permission to do so from UK Headquarters members of the movement must not express opinions on matters of policy or on any matter if it will appear that they are speaking or contributing on behalf of The Scout Association when appearing in broadcast, print or online media including social media. 

2a.1.1.2 Contacting external bodies: when UK Headquarters must lead 

1. Except after consultation with, and agreement in writing by, UK Headquarters, members of The Scout Association must not address correspondence on matters relating to Scouts or as representatives of The Scout Association to: 
   1. any Royal person or members of the Royal Households 
   2. a Department of State, Embassy or Legation at home or abroad 
   3. any Scout Association Headquarters abroad, or to the World Scout Bureau, World Scout Committee or World Scout Conference. 

   Normally, such correspondence should be raised by UK Headquarters on behalf of Groups, Districts or Counties. 

2. This does not, of course, prevent Groups, Districts and Counties from contacting external bodies where necessary for their local operational needs. There are many examples of this, including:
   1. Contact with HMRC, to claim gift aid or for other matters. 
   2. Planning consultations on local matters 
   3. Any reply to an invitation to attend a DofE presentation or an invitation to a Garden Party received because of Scouting work

2a.2.1.1 Policy statement
It is the policy of the Scouts that bullying and harassment is prevented, stopped and reported. The reporting procedures within the Anti-bullying and Harassment Policy direct the reader to the appropriate policy under which their report will be managed.

2a.2.2 Responsibility within the Anti-Bullying and Harassment Policy 

2a.2.2.1 Responsibilities
This policy applies to everyone involved in Scouts in any capacity and covers any bullying or harassment of, or by, anyone involved in Scouts. It is the responsibility of all adults in Scouts to follow the policy.

2a.2.3 Further detail

See the Anti-Bullying and Harassment Policy & Procedures on scouts.org.uk for more detail.

2a.3.1 Data Protection Policy Statement

2a.3.1.1 Policy statement
To deliver programmes for young people and manage Scouts effectively, Scouts collect and store a significant amount of data, including personal data. This applies to both members and non-members, and data may be stored digitally or on paper.

All personal data must be handled and stored in compliance with data protection laws, including the UK General Data Protection Regulation (UK GDPR).  The responsibility for ensuring this compliance falls to each member within the Federation.

These are the seven core principles of the UK GDPR – they form the foundation for UK GDPR compliance and influence how Scout units manage and protect personal data:

1. Lawfulness, Fairness, and Transparency 
   Data must be processed lawfully, fairly, and in a transparent manner in relation to the data subject. 
2. Purpose Limitation 
   Data must be collected for specified, explicit, and legitimate purposes and not further processed in a way incompatible with those purposes. 
3. Data Minimisation 
   Only the data that is necessary for the intended purpose should be collected and processed. 
4. Accuracy 
   Personal data must be accurate and, where necessary, kept up to date. Inaccurate data should be erased or corrected without delay. 
5. Storage Limitation 
   Data should not be kept longer than necessary for the purposes for which it is processed. 
6. Integrity and Confidentiality (Security) 
   Data must be processed in a way that ensures appropriate security, including protection against unauthorised or unlawful processing, accidental loss, destruction, or damage. 
7. Accountability 
   Records should be kept in order to demonstrate compliance. The Data Lead is the responsible person within a Scout Unit for managing data protection duties and will support the Trustee Board. 

Further guidance is available in step 1 of the Scout Unit Data Protection Toolkit. 

2a.3.2 Responsibilities within Data Protection

2a.3.2.1 Responsibilities for Trustee Boards
As part of the management of personal data collected and used by their charity, the Trustee Board of each Scout unit within the Federation (whether or not a charity in law) must ensure that their Group, District, County, Country Headquarters or UK Headquarters:

1. has a Data Lead – either the Lead Volunteer, or another volunteer with the Data Lead accreditation
2. publishes and maintains a data protection policy. For Groups, Districts and Counties, details can be seen in step 10 of the Scout Unit Data Protection Toolkit which includes a guidance template. For the Nation and UK charities, they must develop, publish and maintain a data protection policy. 
3. publishes and maintains a data retention policy. For Groups, Districts and Counties, details can be seen in step 11 of the Scout Unit Data Protection Toolkit which includes a guidance template.
4. ensures that appropriate records are kept to demonstrate compliance.
5. is able to demonstrate data protection compliance when requested. 

2a.3.2.2 Responsibilities for Leadership Teams
With leadership by the Scout Unit’s Data Lead, each Group, District, County, Country Headquarters or UK Headquarters Leadership Team must ensure that the members of their charity are compliant with:

1. UK Data Protection Law  
2. their published data protection policy and data retention policy  

The Leadership Team must ensure that  

1. Data protection documentation such as polices and records are maintained and kept up-to-date 
2. They know how any subject rights requests, data breaches and data Protection complaints will be managed. Guidance for subject rights request registers, together with a subject access request form, is included in step 4 of the Scout Unit Data Protection Toolkit 

2a.3.2.3 Responsibilities for all adults
All members aged 18 or over must ensure that they are compliant with their Group, District or County data protection and data retention policies. This means that each adult operating within Scouts, whether as staff or as a volunteer, is also responsible for ensuring that they handle all personal data in compliance with those policies and the law. 

Use of the membership system must be in line with our Acceptable Usage Policy.  

All members and non-members have rights listed in step 4 of the Scout Unit Data Protection Toolkit. 

2a.4.1.1
The detailed Duty of Candour Policy is available on scouts.org.uk.

2a.4.1.2 Policy statement
The purpose of this policy is to ensure that we continue to live our values of Integrity, Respect, Care, Belief and Co-operation by being transparent, open, and accountable, especially when something goes wrong.  

It outlines the responsibilities and procedures related to our Duty of Candour when incidents occur that result in harm or unintended outcomes.

We will always endeavour to enact Duty of Candour unless directed not to do so by statutory agencies.

We aim to:

• Foster a culture of openness and learning within The Scout Association. 
• Ensure that adverse events or mistakes are managed openly and honestly. 
• Promote trust through transparency with our members, our communities, our partners, and stakeholders. 
• View incidents as opportunities for learning and improvement. 
• Encourage a culture of continuous learning and reflection. 

2a.4.1.3 Key responsibilities

1. All adult members of Scouts must know of the existence of the policy and our commitment to be open and transparent when things go wrong.  
2. Groups, Districts, Counties and Countries must support the Duty of Candour procedures when requested by, and under the guidance of, UK Headquarters. 

2a.5.1 Young People

2a.5.1.1 Scouts’ Values and Foundations
The Scout Association is a member organisation of the World Organization of Scout Movements (WOSM), a worldwide educational youth movement. The values, which underpin and inspire its work, are embodied in the Scout Promise and Law and in the Purpose of The Scout Association. See POR Chapter 1. 

2a.5.1.2 Equality of Opportunity for All Young People
Within this framework, The Scout Association is committed to equality of opportunity for all young people.  

The Scout Association is committed to extending Scouts, its Purpose and Method to young people in all parts of society.  

2a.5.1.3 Protected characteristics and non-discrimination
No young person should receive less favourable treatment on the basis of, or suffer disadvantage or harassment or discrimination by reason of:

• class or socio-economic status
• ethnic or national origin, nationality, statelessness or race  
• gender, including gender reassignment  
• marital or civil partnership status  
• sexual orientation  
• disability  
• political belief  
• pregnancy and maternity  
• religion, belief or faith, including the absence of religion, belief or faith
• sex  
• age (other than the age limits for youth and adult membership as set out in POR)

2a.5.1.4 Practising equality in Scouts
All members of The Scout Association are expected to seek to practice equality, especially in promoting equal access to Scouts for all young people.  

The Scout Association opposes all forms of prejudice and discrimination, including racism, sexism, homophobia, biphobia and transphobia. All Groups, Districts and Counties, as separate members of the Federation, have a duty to comply with relevant equalities legislation. All volunteers should make reasonable adjustments where possible to support all young people with disabilities to access Scouts. 

2a.5.1.5 Further guidance
See further information about equity, diversity and inclusion.

2a.5.2 Reasonable Adjustments

2a.5.2.1 Purpose
Reasonable adjustments mean actions to enable young people with disabilities to access Scouts and Scouting activities, as far as reasonably possible, to the same level as young people without disabilities. This should involve working in partnership with parents, to identify needs and support strategies.  

2a.5.2.2 Identify young people with disabilities
Reasonable steps should also be taken to identify any young people with disabilities in the section or Group.

2a.5.2.3 Further guidance
See POR Chapters 3 and 4 for further guidance around reasonable adjustments.  

2a.5.3 Volunteers

2a.5.3.1 Inclusive Volunteer Appointments 
To carry out its work, The Scout Association seeks to appoint effective and appropriate volunteers, of all backgrounds and all areas of the community, and to involve other volunteers in supporting roles, all of whom are required to accept fully the responsibilities of their commitment.  

2a.5.3.2 Safety and safeguarding of young people is key
The overriding considerations in making all appointments in Scouts must be the safety and security of young people, and their continued development in accordance with the Purpose and Values of The Scout Association.  

2a.5.3.3 Appointing suitable adults
Accordingly, all those whom the movement accepts as volunteers must  be appropriate persons to undertake the duties of the particular position to which they have been appointed including, if relevant, meeting the requirements of the Sponsoring Authority (see POR 4c.1.6) and, where appropriate, the responsibilities of membership. 

2a.5.3.4 Open recruitment
In recruitment and joining processes, volunteers must be clear that all roles are open to people of all genders, ethnicities, faiths and backgrounds and encourage a diverse range of applicants to apply, particularly those currently under-represented on the team.  

2a.5.3.5 Recognising genuine occupational requirements
It may, in limited circumstances, be appropriate to consider the gender or protected characteristics of a potential appointee. This is only the case where there is a genuine occupational requirement, for example, in order to ensure that a support team on a trip includes adult volunteers of different genders.  

2a.5.3.6 Safeguarding competence
The ability of all volunteers to understand and implement the Scouts’ safeguarding policies and procedures, as set out in POR 2a.5, is an essential requirement. 

2a.5.3.7 No discrimination in adult appointments
Within the constraints in POR 2a.5.3.1 to 2a.5.3.6, and those imposed by the need to ensure the safety and security of young people, the continued development of young people, and equal opportunities for all, no person volunteering their services must receive less favourable treatment on the basis of, nor suffer disadvantage, harassment or discrimination by reason of: 

• class or socio-economic status
• ethnic or national origin, nationality, statelessness or race
• gender, including gender reassignment
• marital or civil partnership status
• sexual orientation
• disability
• political belief
• pregnancy and maternity
• religion, belief or faith, including the absence of religion, belief or faith
• sex
• age (other than the age limits for youth and adult membership as set out in POR)

2a.5.4 Responsibilities within the Equal Opportunities Policy

2a.5.4.1 Responsibilities across Scouts
All volunteers in Scouts have a responsibility for the operation of The Scout Association’s Equal Opportunities Policy.  

All Groups, Districts and Counties, as separate organisations within the Federation, have a duty to comply with relevant equalities legislation. 

2a.5.4.2 Lead Volunteer and Team Leader responsibilities

1. The Group Lead Volunteer, District Lead Volunteer or the County Lead Volunteer (^[NI] Country), as appropriate, must be satisfied that all applicants for volunteer appointments are fully aware that they will be required by their personal example to operate The Scout Association’s Equal Opportunities Policy and to support Groups, Districts and Counties to comply with relevant equalities legislation.  
2. The District Lead Volunteer or the County Lead Volunteer (^[NI] Country Lead Volunteer), as appropriate, must also be satisfied that all those whom they invite to assist them in other ways in the work of the District or County are upholding The Scout Association’s Equal Opportunities Policy by the personal example that they set before Scouts in the District or County as the case may be.  
3. Group Lead Volunteers must be satisfied that all those whom they invite to assist them in the work of the Group will comply with relevant equalities legislation and uphold The Scout Association’s Equal Opportunities Policy by the personal example that they set before Scouts in the Group.  
4. 14-24 Team Leaders must be satisfied that all those whom they invite to assist them in the work of the Explorer Units will comply with relevant equalities legislation and uphold The Scout Association’s Equal Opportunities Policy by the personal example that they set before Explorers and Scout Network members in the District.  

2a.5.4.3 Recruitment responsibilities
All volunteers involved in the recruitment and appointment of volunteers are required to operate The Scout Association’s Equal Opportunities Policy and comply with relevant equalities legislation in their work.

2a.5.4.4 Trustee Board oversight
The Group, District or County Trustee Board, as appropriate, must be satisfied that all applicants for appointments they make are fully aware that they will be required by their personal example to operate The Scout Association’s Equal Opportunities Policy and to support Groups to comply with relevant equalities legislation.  

2a.5.4.5 Further guidance
See further information about equity, diversity and inclusion. 

2a.6.1.1 Policy statement
The Scout Association includes members of many different faiths and religions as well as those with no formal religion. The following policy has received the approval of the heads of the leading religious bodies in the United Kingdom. All members of the movement are encouraged to:  

1. make every effort to progress in the understanding and observance of the Promise to do their best, to do their duty to God, or to uphold the Scout’s values as appropriate  
2. explore their faith, beliefs and attitudes
3. consider belonging to some faith or religious body
4. carry into daily practice what they profess.

2a.6.2 Attendance at services

2a.6.2.1 Attendance at religious services
If a Group, Explorer Unit or Scout Network is composed of members of several denominations, religions or beliefs, the young people should be encouraged to attend services relevant to their own form of religion or belief.

2a.6.3 Chaplains

2a.6.3.1 Chaplains as Team Members
Chaplains may be appointed in Groups, Districts, Counties, Countries and nationally. A Chaplain may be a Minister of Religion or a lay person.  

In the ‘teams’ model there is no formal role of Chaplain. Instead, the person designated as Chaplain will be a member of one of the relevant teams. The relevant Lead Volunteer can make that decision, though the following provides guidance: 

• Group: Group Leadership Team 
• District: District Volunteering Development Team 
• Group: Group Volunteering Development Team 

2a.6.3.2 Group sponsored by a religious body
In a Group sponsored by a religious body the religious leader may be appointed Group Chaplain.

2a.6.3.3 National Chaplains
National Chaplains may be appointed for religious bodies represented in Scouts.  

2a.6.4 Responsibilities within the Religious Policy

2a.6.4.1 District or County Lead Volunteer
The District Lead Volunteer or the County (^[NI] Country) Lead Volunteer as appropriate, must be satisfied that all applicants for appointments are fully aware that they will be required by their personal example to implement The Scout Association's religious policy. 

2a.6.4.2 Group Lead Volunteer
If a Sponsored Group has a policy of recruitment restricted to members of one particular form of religion or denomination, the Sponsoring Authority is responsible for the religious training of all young people in the Group.  

In this case it is the duty of the Group Lead Volunteer to encourage attendance at such religious instruction and observances as the Sponsoring Authority may consider desirable.  

2a.6.4.3 Scouts’ Own Services
Scouts' Own Services may be held for the purpose of spiritual reflection and to promote a fuller understanding of the significance of the Scout Promise and Law.  

Such services must be regarded as supplementary to, rather than a substitute for, formal attendance at the services of the individual's own form of religion.  

2a.6.4.4 Section Teams
If a Squirrel, Beaver, Cub, Scout, Explorer or Scout Network member is not allowed, by reasons of the individual's own religious obligations, to attend acts of worship other than that of the individual's own faith, the Section Team must make certain that those obligations are not compromised. 

2a.7.1.1 Policy statement
It is the policy of The Scout Association to safeguard the welfare of all children, young people and adults at risk by protecting them from neglect and from physical, sexual and emotional harm.   

Scouts understand that individuals thrive in safe surroundings, so we are committed to ensuring that Scouts is safe and enjoyable for everyone involved and that safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and requirements of their Charity Regulator (see POR Chapter 5a). 

2a.7.1.2 Scope
This policy:

1. applies to all adults including the Board of Trustees, volunteers, paid staff, agency staff and anyone working on behalf of Scouts   
2. recognises that the welfare and interests of children, young people and adults at risk are paramount in all circumstances 
3. aims to ensure that all children, young people and adults at risk have a positive and enjoyable Scouting experience in a safe and person-centred environment and are protected from abuse whilst participating in Scouts and otherwise.  

2a.7.1.3 Responsibilities: all adults

1. It is the responsibility of all adults involved in Scouts to have read and understood the above policy statement and the Safeguarding Policy & Procedures.  
2. The Safeguarding Policy & Procedures must be adhered to at all times.

2a.7.1.4 Mandatory procedures
All breaches of the policy and procedures will be dealt with within in line with POR and the Safeguarding Processes and Procedures.

2a.7.1.5 Further guidance
See the Scouts Safeguarding Policy & Procedures for young people and adults at risk.

2a.8.1.1 Policy statement
It is the policy of The Scout Association to provide opportunities for young people and adult volunteers to develop and appreciate what risk is and how it is managed. This vital skill for life is developed by providing opportunities to learn and experience activities that are adventurous but where risk is controlled and managed as far as is reasonably practicable.   

2a.8.1.2 Recognising and Managing Risk
Scouts recognises that life is not risk-free and, in its turn, Scouts programmes are not risk-free. As Scouts, we endeavour to manage these risks to wellbeing and safety to be as low as is reasonably practicable. Identifying and proportionately managing risk is a skill for life that we wish to kindle, develop and enhance in all of our members. 

2a.8.1.3 Guidance and learning
In order to do this, Scouts provides guidance and a learning programme for its volunteers.  

2a.8.2 Responsibilities within the Safety Policy

2a.8.2.1 Accountability for all involved in Scouts 
All those involved in Scouts are accountable for, and must demonstrate an ability and understanding of the following, so far as is reasonably practicable and to the extent of their role to: 

1. ensure they are competent to undertake their task, through attending appropriate learning sessions, checking their understanding of instructions and information, and remaining current in these competencies 
2. properly assess the risk of every Scouting activity undertaken. This assessment should be suitable and sufficient for the activity being undertaken, and it follows that activities with higher risk should require more in-depth assessment 
3. provide clear instructions and information to anyone who requires this, be it adult volunteer or young person, in order to ensure any activity is conducted with safety and wellbeing in mind 
4. prevent incidents and cases of ill health by managing the health and safety risks in Scouts  
5. ensure that the environment they are working in, or using for Scouts’ activities, is maintained safely and there are no risks to health. Also, that any equipment or substances used are safe and stored safely
6. review risk assessments as often as necessary when circumstances, environment or conditions change 
7. never be afraid to change or stop an activity if risk increases  

2a.8.2.2 Obligations on all involved in Scouts
All members must: 

1. stop any activity if they have concerns over its safety and must reassess this frequently.  
2. carry out risk assessments for the activities they undertake, documenting and communicating these with all involved including volunteers, young people and parents.
3. share good practice about how to apply this policy, making sure that failures to apply this policy are brought to the attention of those involved and resolved through appropriate processes.
4. implement emergency procedures – evacuation in case of fire or other significant incident.
5. report incidents that cause injuries, or incidents that had the potential to cause injuries, at their earliest opportunity through the appropriate channels in accordance with Chapter 7. 

2a.8.2.3 Responsibilities on Chief and Lead Volunteers
Chief and Lead Volunteers:

1. must ensure that this policy is being implemented in their area of responsibility.  
2. have the authority to undertake the requirements outlined above, or tasks required to support the requirements, and can be delegated as necessary.  
3. are responsible for making sure that the policy is followed – this can never be delegated.  
4. must, when incidents are reported, make arrangements to complete a proportionate review, and learn and share lessons from incidents in accordance with POR Chapter 7. 

2a.8.2.4 Responsibility of the Leader in Charge
The Leader in charge is responsible for ensuring that these requirements are met for every activity being undertaken, working closely with the team leading the activity or event.  

2a.8.2.5 Trustee responsibilities 
Trustee Boards and Trustees:

1. must be satisfied, through appropriate assurance and monitoring activities, that this policy is being used effectively and to engage and consult with members on day-to-day health and safety conditions and ensure it is on the agenda at all meetings.  
2. are responsible for making sure that these requirements are met for all Scout premises or locations operated by them and therefore deemed to be the Managing Controller of the premises. 

2a.9.1.1 Policy statement
It is the policy of The Scout Association to check all adult volunteers to ensure that: 

1. only adults appropriate for a role are permitted to undertake responsibilities in Scouts 
2. that regular reviews are undertaken of adult volunteers to ensure their continued suitability.  

2a.9.1.2 Robust vetting processes
Accordingly, The Scout Association is committed to:

1. following a defined process for appointing adult volunteers that establishes the applicant’s suitability taking into account the fundamentals of Scouts, the Safeguarding Policy, Anti-bullying and Harassment Policy, Safety Policy and the Equal Opportunities Policy 
2. refusing offers from applicants that are found to be unsuitable  
3. putting in place robust vetting arrangements and ensuring that these arrangements are made clear to applicants and to the public  
4. taking into account relevant information from The Scout Association’s records, police forces, relevant statutory authorities, personal references and other credible sources.

2a.9.1.3 Criminal records checks and internal checks
As part of the vetting arrangements, The Scout Association will undertake a personal enquiry which includes an internal check made against records at UK Headquarters for all adult and youth volunteers added to the membership system and, for certain adult and youth roles, a criminal record check where required.  

For foreign nationals or British Overseas Territory citizens operating abroad in British Scouting Overseas or in the five Overseas Territories, personal enquiry checks must be made according to arrangements authorised by the UK Head of Safeguarding at UK Headquarters.