After the review
After the review
This page is under construction.
We're preparing guidance for transformation. Please go to Reviews Guidance for Line Managers if you're looking for information about the current reviews process.
Please note that this page refers to two different groups, please select the group you're in. This reflects recent changes to our Volunteer Experience. If you're not sure which group you're in, please ask your local Transformation Lead or check out our list (link to explanation page - to be created).
Find out what group I'm inMost reviews have one of three outcomes. Here are the actions you need to take for each of these and how to communicate them:
Continuing in the role or team
You’re both happy for them to continue in the same role and team, with their main tasks and responsibilities staying the same (or with some small changes).
In this case, you should agree the goals for the next 6–12 months, who’ll provide support and when (if it’s needed), and the date to have the next review. The next formal review date is automatically suggested in 3 years, but you can manually change it by logging in to scouts.org.uk.
After a formal review, you’ll complete the Review Form by logging in to scouts.org.uk. The volunteer can also access the Review Form and complete the confirmation of review notes.
Both you and the volunteer have access to the Review Form you filled in through scouts.org.uk until the next review.
You’ll find more information on how to complete these steps on the Digital tool guide: Reviews.
If there are changes to their tasks and responsibilities, agree with the volunteer when and how these changes will be implemented and, if appropriate, how you’ll tell the rest of the team.
If you’re conducting an informal review you don’t need to complete the Review Form. It’s recommended that you can share the notes of the conversation with the volunteer in writing, summarising what they’ve done well, their opportunities to develop, or ways to make their volunteering experience better.
You’re both happy for them to continue in the same role, with their main tasks and responsibilities staying the same (or with some small changes).
- If there are changes to their tasks and responsibilities, make sure you update their role description, and agree how you’ll tell the rest of the team
- Agree goals for the next 6–12 months
- Agree who’ll provide support and when (if it’s needed)
- Agree on a date to have the next review
- Share your notes with the volunteer
- If you’re having a formal review, complete the AR Form and return it to your Appointments Secretary. They’ll update Compass, if needed.
Changing role or team
You both agree that their skills and interests would better suit a different role or team.
After the review, you’ll complete the Review Form by logging in to scouts.org.uk. The volunteer can also access the Review Form and complete the confirmation of review notes.
You’ll find more information on how to complete these steps on the Digital tool guide: Reviews.
Changing to a new role or team probably means the volunteer will have a new Team Leader or Lead Volunteer to support them on their volunteer journey. Get in touch with them to agree how you’ll conduct the change.
Once in their new role or team, their new Team Leader or Lead Volunteer will plan their induction and support them with any learning they might need.
Remember to agree with the volunteer how you’ll inform the changes to the rest of the team. You can also chat through any ideas about filling the role they’re leaving.
You’re both agree that their skills would better suit a different role.
- Share your notes with the volunteer
- Complete the AR Form and return it to your Appointments Secretary. They’ll update Compass.
- Wait for the change of role, to go through the appropriate Appointments Process
- Agree how you’ll tell the rest of the team
- Chat through any ideas about filling the role they’re leaving
- See what support and training they’ll need in their new role
- Plan a date for their induction to their new role
Leaving the team or Scouts
You both agree they should leave Scouts, even if it’s just for a break.
If appropriate, agree with the volunteer the plans for when they’ll leave, how you’ll inform the team, and any arrangements to fill their role.
Remember to thank them for their volunteering and, if appropriate, leave the door open for them to come back, and talk about how you can stay in touch while they’re away.
After the review, you’ll fill in the Review Form by logging in to scouts.org.uk. The volunteer can also access the Review Form and complete the confirmation of review notes.
You’ll find more information on how to complete these steps on the Digital tool guide: Reviews.
Once the volunteer is ready to leave Scouts, you’ll need to end their role at scouts.org.uk. If they have multiple roles, you might need to act together with other Team Leaders or Lead Volunteers to close all their roles and end their membership.
You’ll find more information on the ending someone’s role in POR rule 16.5 [LINK].
You both agree they should leave Scouts, even if it’s just for a break.
If appropriate,
- Agree on plans for when they’ll leave
- Talk about any ideas for filling the role they’re leaving
- Leave the door open for them to come back, and talk about how you can stay in touch while they’re away
- Agree on how you’ll tell the rest of the team
- Complete the AR Form and return it to your Appointments Secretary. They’ll update Compass.
- Check if a Cancellation/Suspension (CS) Form needs to be completed.
- Share your notes with the volunteer
Communicating the outcome
If there are changes to a volunteer’s role or tasks, if they’re deciding to leave Scouts, or the outcomes of the review will affect the rest of your team, it’s important to tell them.
You might also need to share any changes with your Lead Volunteer. There's no need to share things about the volunteer’s own experience, such as their personal opportunities for development.
If appropriate, you might suggest the volunteer shares the news in their own time and using their own words. Make sure they can share it in a way that’s more comfortable to them. The team will still need some communication from you.
When sharing the news, be clear about what’s changing and when the change is happening, and let them know your plans for finding a replacement, if needed.
Be mindful and respectful, and keep the details only between you and the volunteer. For example, you don't need to share the reason they’re deciding to leave or change roles, or any other sensitive information you talked about.
Only share what really needs to be known by the rest of the team.
If there are changes to a volunteer’s role or tasks, if they’re deciding to leave Scouts, or the outcomes of the review will affect the rest of your team, it’s important to tell them.
You might also need to share any changes with your line manager. There's no need to share things about the volunteer’s own experience, such as their personal opportunities for development.
If appropriate, you might suggest the volunteer shares the news in their own time and using their own words. Make sure they can share it in a way that’s more comfortable to them. The team will still need some communication from you.
When sharing the news, be clear about what’s changing and when the change is happening, and let them know your plans for finding a replacement, if needed.
Be mindful and respectful, and keep the details only between you and the volunteer. For example, you don't need to share the reason they’re deciding to leave or change roles, or any other sensitive information you talked about.
Only share what really needs to be known by the rest of the team.
Further Support
If you’re not sure what to do next, or you just want someone to bounce ideas off, ask your Lead Volunteer for support.
Consider whether the volunteer might need more support from you or other members of the team. You could assign them a buddy they can talk to, such as a volunteer peer or another Lead Volunteer.
Remember – the Scouts Wellbeing and Mental Health webpage points out where to find more support for you and for the volunteer, if it’s needed.
If you’re not sure what to do next, or you just want someone to bounce ideas off, ask your line manager for support.
Consider whether the volunteer might need more support from you or other members of the team. You could assign them a buddy they can talk to, such as a volunteer peer or another volunteer line manager.
Remember – the Scouts Wellbeing and Mental Health webpage provides guidance, and points out where to find more support for you and for the volunteer, if it’s needed.
Recap our policies and procedures
Wellbeing and Mental Health
The wellbeing and mental health webpage points out where to find additional help for you and volunteers.
Find Wellbeing and Mental Health support