Policy, Organisation and Rules

4d.1.1.1    Initial registration
A section does not formally exist until it has been recorded on the membership system.

A Group does not formally exist until it has been recorded on the membership system.

A District does not formally exist until it has been recorded on the membership system.

A County does not formally exist until it has been recorded on the membership system.

4d.1.1.2 Census and annual renewal of registration 

1. Every section, Group, District and County must complete the census process advised by UK Headquarters each year. This process automatically includes the annual re-registration of each section, Group, District and County. See also POR 3.2.1.2.
2. If a section, Group, District or County is not re-registered via completion of the annual census, then it must be closed.   
3. Any section, Group, District or County which returns zero members on the annual census, must be closed unless there are extraordinary circumstances leading to the zero return.  
4. The process for closure of a section is in POR 4d.2.
5. The process for closure of a Group, District or County is in POR 4d.3 – as part of this process, UK Headquarters will remove the Group, District or County from the membership system.

4d.1.1.3 Membership subscriptions 
Registration renewal also requires the payment of  

• the UK Headquarters’ Membership Subscriptions
• any District, County and Country membership subscriptions payable.   

See also POR 5e.8. 

4d.2.1 Squirrel, Beaver, Cub and Scout sections

4d.2.1.1 Consultation to open, merge, suspend or close a section
Closing a section under POR 4d.1.1.2(b) or (c) does not require consultation.

The Group Lead Volunteer may open, merge, suspend or close Squirrel, Beaver, Cub or Scout section(s) following:  

1. consultation with the Group Leadership Team.   
2. consultation with the District Lead Volunteer.   
3. consultation with the sponsoring authority (if any)  
4. subsequent agreement by the Group Trustee Board to a resolution proposed by the Group Lead Volunteer to open, merge, close or suspend the section(s) 

4d.2.1.2 Merging of two or more Squirrel, Beaver, Cub or Scout sections
It is important that any merger is created as a true merger, rather than as a takeover of one section by another. The Volunteering Culture statement (POR Chapter 2c) provides a useful planning framework for creating a successful merger.

Any closure or opening of Drey(s), Colony(s), Pack(s) or Troop(s) as a result of the merger must be recorded on the membership system.

4d.2.1.3 Suspension of a Squirrel, Beaver, Cub or Scout section
In the case of suspension of a section, the membership of each member of the suspended section is suspended, unless membership of another section or Group is arranged by the Group Lead Volunteer or the District Lead Volunteer. 

4d.2.1.4 Closure of a Squirrel, Beaver, Cub or Scout section
In the case of closure of a section, the membership of each member of the closed section should cease, unless membership of another section or Group is arranged by the Group Lead Volunteer or the District Lead Volunteer. 

4d.2.1.5 Changing registration details
The recorded details of all Squirrel, Beaver, Cub and Scout sections must be maintained up to date on the membership system.

Changes in the recorded details of any Squirrel, Beaver, Cub or Scout section must be made directly on the membership system by the Group Lead Volunteer. 

4d.2.2 Explorer and Scout Network sections

4d.2.2.1 Consultation to open, merge, suspend or close a section
Closing a section under POR 4d.1.1.2(b) or (c) does not require consultation.

The District Lead Volunteer may open, merge or close an Explorer Unit or Scout Network following agreement by the District 14-24 Team Leader, the District Trustee Board and the Group Lead Volunteers of the District following.

1. consultation with the District 14-24 Team Leader.   
2. consultation with all the Group Lead Volunteers of the District 
3. subsequent agreement by the District Trustee Board to a resolution proposed by the District Lead Volunteer to open, merge or close the Unit(s) 

To suspend an Explorer Unit, see POR 4d.2.2.6.  

To suspend a Scout Network, see POR 4d.2.2.7.  

4d.2.2.2 Merging of two or more Explorer Units
For merging two (or more) Explorer Unit(s), the District Lead Volunteer must ensure that the merger is seen as that, rather than a ‘take over’. The Volunteering Culture statement (POR Chapter 2c) provides a useful planning framework for creating a successful merger.

Any closure or opening of Explorer Unit(s) as a result of the merger must be recorded on the membership system. 

4d.2.2.3 To move an Explorer Unit to another District

1. A decision to move an Explorer Unit from one District to another District must be approved by the District Lead Volunteers for both Districts.
2. Each District Lead Volunteer’s approval to move an Explorer Unit may only be given following: 
   1. consultation with their District Trustee Board
   2. if the proposed receiving District is part of a different County, consultation with the County Lead Volunteers for both Counties
   3. subsequent agreement by their District Trustee Board to a resolution proposed by the District Lead Volunteer to move the Explorer Unit
3. Before a District Lead Volunteer’s formal consultation with the relevant District Trustee Board:
   1. an assessment of the impact of the change must be undertaken jointly by the Team Leader for the Explorer Unit, both District 14-24 Team Leaders and both District Lead Volunteers. This assessment must address all identified risks, including the potential impact on:
      • any partnered Groups
      • the adult members of the Explorer Unit
      • parents and young people currently in the Explorer Unit
      • the reputation of Scouts in the Explorer Unit’s and both Districts’ local areas
   2. all adults appointed within the Explorer Unit (including the members of any partnered Group Trustee Board, and any Sponsoring Authority) must have the opportunity to present their views to both of the District Lead Volunteers, both of the District 14-24 Team Leaders and the members of both District Trustee Boards
4. An Explorer Unit may only move to another District if it will subsequently have its usual meeting place within that other District. 
5. Practical arrangements required to support the ongoing running of the Explorer Unit must be in place before the move.
6. If the change is approved, and there is an existing partnership agreement in place, this must be terminated as a part of the move.

4d.2.2.4 Closure of an Explorer Unit
In the case of closure, the membership of each member of the closed Unit should cease, unless membership of another Unit is arranged by the District 14-24 Team Leader or the District Lead Volunteer. 

4d.2.2.5 Changing registration details
The recorded details of all Explorer and Scout Network sections must be maintained up to date on the membership system by the District 14-24 Team Leader.

4d.2.2.6 Suspension of an Explorer Unit 

1. Suspension of registration is a purely temporary measure.
2. A District must have at least one Explorer Unit and one Young Leaders Unit (POR 4a.2.1.5) and so any suspension that would break either or both of those two criteria must take place only when there are extreme circumstances and suspension is the only available option. 
3. An Explorer Unit may be suspended by the District Lead Volunteer in consultation with the District Trustee Board and District 14-24 Team Leader.   
4. If the Explorer Unit has a partnership agreement with a Scout Group, the Group Lead Volunteer must be informed of the suspension. 
5. Suspension may also be a consequence of the suspension of the District. In such a case the County (^[NI] Country) Lead Volunteer may direct that Explorer Units should not be suspended but attached to a neighbouring District.  
6. During suspension  
   1. all Explorer Unit activities must cease 
   2. all the Unit’s Section Team members are automatically suspended as if each were individually suspended.  
   3. no member of the Explorer Unit may wear uniform or badges.  

4d.2.2.7 Suspension of a Scout Network 

1. Suspension of registration is a purely temporary measure.   
2. A District must have a Scout Network (POR 4a.2.1.5) and so suspension must take place only when there are extreme circumstances and suspension is the only available option.
3. A District Scout Network may be suspended by the District Lead Volunteer in consultation with the District Trustee Board and the District 14-24 Team.  
4. Suspension may also be the consequence of the suspension of the District. In such a case the County (^[NI] Country) Lead Volunteer may direct that the Scout Network should not be suspended but attached to a neighbouring District. 
5. Suspension may also be a consequence of the suspension of the County. In such a case the Chief Volunteer may direct that Scout Network members should not be suspended but attached to another District in another County. 
6. In the event of suspension: 
   1. all Scout Network activities must cease 
   2. all Scout Network members are automatically suspended as if each were individually suspended.  
   3. no Scout Network member may wear uniform or badges.  
7. A District Lead Volunteer who suspends a Scout Network must report the matter with full details to the County Lead Volunteer. 

4d.3.1 Registration and planning

4d.3.1.1 Registration forms
The opening, changing, merging or closing of a Group, District or County requires change to the charities that form the Federation.  

This therefore requires more formality in the process. The forms required for registering, changing, moving or closing Groups or Districts may be found at Registration Forms.

Use:

1. Form C to register a new Group or District
2. Form C2 to change: 
   1. a Group or District’s name or meeting place 
   2. a Group Sponsoring Authority 
   3. a Group’s type 
3. Form C3 to move a Group to another District
4. Form C4 to close a Group or a District
5. Form C5 to amalgamate (merge) Groups or Districts  

Email completed forms to [email protected].

To open or close a Squirrel, Beaver, Cub, Scout section see POR 4d.2.1.

To open or close an Explorer section see POR 4d.2.2.

4d.3.1.2 Boundary changes 
There is information available to support Implementing Boundary Changes.

It is important to note that when a Boundary Review is initiated by a County Lead Volunteer, it forms part of an exploratory process to assess potential options. The resulting report is used to inform both the County Lead Volunteer and the County Trustee Board about the possible options.  

Any agreed restructuring is subsequently implemented using the processes set out in POR 4d.3.2. 

4d.3.1.3 Registration of Sea Scout Groups and Air Scout Groups 
Groups in which a Troop is a Sea Scout Troop or an Air Scout Troop may use the title Sea Scout Group or Air Scout Group respectively as appropriate. 

4d.3.2 Groups and Districts

4d.3.2.1 To open and register a new Group or District 
Before registering a new Group or District, the District or County (^[NI] Country) Lead Volunteer and the District or County Trustee Board (as appropriate) must both be satisfied that:

1. registration is desirable
2. the proposed Group or District will be run properly
3. suitable leaders can be found

In the case of a Sponsored Group, this agreement must also include consultation with the Sponsoring Authority.

If either or both of the District Lead Volunteer and the District Trustee Board refuse to recommend the registration of a Group, the District Lead Volunteer must send a full report to the appropriate Country Headquarters, with a copy to the County Lead Volunteer.

If either or both of the County Lead Volunteer and the County Trustee Board refuse to recommend the registration of a District, the County Lead Volunteer must send a full report to the appropriate Country Headquarters.

4d.3.2.2 To merge two or more Groups 
The District Lead Volunteer may merge one or more Group(s) following: 

1. consultation with the affected Group Lead Volunteers.  
2. consultation with the sponsoring authority (if any) 
3. subsequent agreement by the District Trustee Board to a resolution proposed by the District Lead Volunteer to merge the Group(s) 

See POR 4d.3.2.5 where this action leads to a Group(s) needing to be closed to enable the merger.

It is important that the merger is created as a true merger, rather than as a take over of one Group by another. The Volunteering Culture statement (POR Chapter 2c) provides a useful planning framework for creating a successful merger.

Any closure or opening of Group(s) as a result of the merger must be recorded on the membership system. 

4d.3.2.3 To merge two or more Districts 
The County Lead Volunteer may merge one or more Districts(s) following: 

1. consultation with the affected District Lead Volunteers.  
2. subsequent agreement by the County Trustee Board to a resolution proposed by the County Lead Volunteer to merge the District(s) 

See POR 4d.3.2.6 where this action leads to a District(s) needing to be closed to enable the merger.

It is important that the merger is created as a true merger, rather than as a take over of one District by another. The Volunteering Culture statement (POR Chapter 2c) provides a useful planning framework for creating a successful merger.

Any closure or opening of Districts(s) as a result of the merger must be recorded on the membership system. 

4d.3.2.4 To move a Group to another District

1. A decision to move a Group from one District to another District must be approved by the District Lead Volunteers for both Districts.
2. Each District Lead Volunteer’s approval to move a Group may only be given following:
   1. consultation with their District Trustee Board
   2. if the proposed receiving District is part of a different County, consultation with the County Lead Volunteers for both Counties
   3. subsequent agreement by their District Trustee Board to a resolution proposed by the District Lead Volunteer to move the Group
3. Before a District Lead Volunteer’s formal consultation with the relevant District Trustee Board:
   1. an assessment of the impact of the change must be undertaken jointly by the Group Lead Volunteer and both District Lead Volunteers. This assessment must address all identified risks, including the potential impact on:
      • any partnered Explorer Units
      • the adult members of the Group 
      • parents and young people currently in the Group
      • the reputation of Scouts in the Group’s and both Districts’ local areas
   2. all adults appointed within the Group (including the members of the Group Trustee Board, and any Sponsoring Authority) must have the opportunity to present their views to both District Lead Volunteers and members of both District Trustee Boards
4. A Group may only move to another District if geographic integrity is maintained. This means that:
   1. Districts must retain clear and sensible geographic boundaries
   2. A Group located in the middle of a District cannot transfer to another District
   3. A Group near a District boundary may only transfer to an adjacent District across that boundary
5. a Group cannot transfer from The Scout Association to any other body whether calling itself a Scout organisation or by any other name.
6. If the change is approved, then Form C3 (see POR 4d.3.1.1) must be completed and fully processed before the transfer can take effect.

4d.3.2.5 To close a Group 

1. The District Lead Volunteer may recommend closure of a Group after consultation with the District Trustee Board.   
   As part of that process, all adults appointed within the Group (including all members of the Group Trustee Board, and the Sponsoring Authority, if any) must have the opportunity to present their views to the District Lead Volunteer and the District Trustee Board. 
2. When the registration of a Group is cancelled the Group ceases to exist and action must be taken as described in POR Chapters 5a and 5e to deal with its property and assets.  
3. a Group is not permitted to transfer from The Scout Association to any other body whether calling itself a Scout organisation or by any other name.
4. Individual or several members of a Group may leave and join any other organisation they wish. The Group itself and all its assets remain part of The Scout Association whose parent body is incorporated by Royal Charter.  
5. In the event of all the members leaving, the District must close the Group and cancel its registration. 
   In the event that not all the members leave, it must be a decision for the District Lead Volunteer and District Trustee Board as to whether to close the Group or keep it running with a reduced membership.  

4d.3.2.6 To close a District 

1. The County (^[NI] Country) Lead Volunteer may recommend closure of a District after agreement with the County (^[NI] Country) Trustee Board.   
   As part of that agreement process, the District Lead Volunteer and District Chair must have the opportunity to present their views to the County (^[NI] Country) Lead Volunteer and the County (^[NI] Country) Trustee Board. 
2. When the registration of a District is cancelled, the District ceases to exist and action must be taken as described in POR Chapters 5a and 5e to deal with its property and assets.  
3. a District is not permitted to transfer from The Scout Association to any other body whether calling itself a Scout organisation or by any other name. 
4. Individual or several members of a District may leave and join any other organisation they wish. The District itself and all its assets remain part of The Scout Association whose parent body is incorporated by Royal Charter.  
5. In the event of all the members leaving, the County must close the District and cancel its registration.  
6. In the event that not all the members leave, it must be a decision for the County Lead Volunteer and County Trustee Board as to whether to close the District or keep it running with a reduced membership.

4d.3.3 To close a County 

(^[NI] this does not apply in Northern Ireland)

1. The relevant Chief Volunteer may recommend closure of a County after agreement with the most senior relevant Country Committee. 
   As part of that agreement process, the County Lead Volunteer and County Chair must have the opportunity to present their views to the Chief Volunteer and the most senior relevant Country Committee. 
2. When the registration of a County is cancelled the County ceases to exist and action must be taken as described in POR Chapters 5a and 5e to deal with its property and assets.  
3. a County is not permitted to transfer from The Scout Association to any other body whether calling itself a Scout organisation or by any other name. 
4. Individual or several members of a County may leave and join any other organisation they wish. The County itself and all its assets remain part of The Scout Association whose parent body is incorporated by Royal Charter.  
5. In the event of all the members leaving, the Country Headquarters must close the County and cancel its registration.  
6. In the event that not all the members leave, it must be a decision for the Chief Volunteer and the most senior relevant Country Committee as to whether to close the County or keep it running with a reduced membership.  

4d.4.1.1 Suspension is temporary
Any suspension of registration is a purely temporary measure.  

4d.4.1.2 Suspension of a Group 

1. A Group may have its registration suspended by the District Lead Volunteer, after approval by 
   1. the District Trustee Board  
   2. the County Lead Volunteer (The County Lead Volunteer approval must only be given after consultation with the County Trustee Board) 
2. In exceptional circumstances, UK Headquarters may suspend the registration of a Group. This must be done in consultation with the County (^[NI] Country) Lead Volunteer.  
3. Suspension of registration may also be a consequence of the suspension of the District.  
   In such a case the County (^[NI] Country) Lead Volunteer may direct that Groups should not be suspended but attached to a neighbouring District as appropriate.  
4. During suspension of a Group: 
   1. all Group activities must cease 
   2. all adults appointed within the Group must be suspended (see Chapter 16).  
   3. no member of the Group may wear uniform or badges.  
5. If the Group Trustee Board is included in the suspension, this must be specified and the District Trustee Board must be responsible for the administration of Group property and finance during the period of suspension.  
   The Group Scout Council are included in the suspension only if there are special reasons and then only with the approval of the County (^[NI] Country) Lead Volunteer.  
6. A District Lead Volunteer or District Trustee Board who suspends a Group must report the matter with full details to the County (^[NI] Country) Lead Volunteer. They must also notify the Sponsoring Authority (if any) and the appropriate Country Headquarters.  

4d.4.1.3 Suspension of a District 

1. A District may have its registration suspended by the County (^[NI] Country) Lead Volunteer after approval by the County (^[NI] Country) Trustee Board.
   The suspension must also be approved by the Regional Lead Volunteer in England or Northern Ireland or Wales and the Chief Volunteer (or equivalent) elsewhere.
2. In exceptional circumstances, UK Headquarters may suspend the registration of a District. This must be done in consultation with the County (^[NI] Country) Lead Volunteer and the Regional Lead Volunteer in England or Wales or the Chief Volunteer (or equivalent) elsewhere.
3. Suspension may also be a consequence of the suspension of the County (^[NI] does not apply in Northern Ireland).  
   In such a case the Chief Volunteer may direct that Districts should not be suspended but attached to a neighbouring County (^[NI] does not apply in Northern Ireland).   
4. During suspension of a District: 
   1. all District, Scout Network, Explorer Unit, and Group activities must cease 
   2. all Scout Network members, Explorer Unit Section Team Members and all adults appointed with any role within the Groups of the District must be suspended as if each were individually suspended. 
   3. no member of the District, Scout Network, Explorer Units or Groups may wear uniform or badges.  
5. If the District Trustee Board is included in the suspension, this must be specified and the County (^[NI] Country) Trustee Board must be responsible for the administration of District property and finance during the period of suspension.  
   The District Scout Council are included in the suspension only if there are special reasons and then only with the approval of the County (^[NI] Country) Lead Volunteer. 
6. A County (^[NI] Country) Lead Volunteer or County (^[NI] Country) Trustee Board who suspends a District must report the matter with full details to UK Headquarters. 
7. The County (^[NI] Country) Lead Volunteer must also report the circumstances as soon as possible to the County (^[NI] Country) Trustee Board. 
8. The District or County (^[NI] Country) Lead Volunteer should consult their Country Headquarters (^[NI] UK Chief Volunteer) as to how best to resolve the underlying problem which led to the suspension.

4d.4.1.4 To suspend a County (^[NI] this does not apply in Northern Ireland) 

1. A County may have its registration suspended by the most senior Country Committee on the recommendation of the appropriate Chief Volunteer.
2. During suspension of a County: 
   1. all County, District, and Group activities must cease 
   2. all adults appointed with any role within the County and within the Groups and Districts  of the County must be suspended as if each were individually suspended unless otherwise specified by the most senior Country Committee. 
   3. no member of the County, District, or Group may wear  uniform or badges.  
3. If the County Trustee Board is included in the suspension, this must be specified and the most senior Country Committee must be responsible for the administration of County property and finance during the period of suspension.  
4. The County Scout Council are included in the suspension only if there are special reasons and then only with the approval of the most senior Country Committee.  
5. The Chief Volunteer and Country Committee which suspends a County must report the matter with full details to UK Headquarters.  
   The Chief Volunteer should consult UK Headquarters  as to how best to resolve the underlying problem which led to the suspension.