Suspending the volunteer

Be mindful of the impact suspension can have on the volunteer. The suspension might be a complete surprise to them, and it’s important to remember Scout values of integrity, respect and care.  

Details of organisations that can provide support for mental health and wellbeing can be found on the Mental Health Organisations webpage. 

With that in mind, it’s recommended that the suspending Commissioner arrange a conversation with the volunteer in person, by phone or online meeting in private to inform them of the suspension. Communication in writing must follow before the suspension is added onto Compass.  

During this conversation, the suspending Commissioner should explain: 

• Why you’re suspending the volunteer, referencing the appropriate reason from POR Rule 16.4 and the circumstances that led to the suspension 
• The limitations that are imposed to the volunteer once the suspension is authorised, and that breaking these limitations could lead to cancellation of membership 
• You’ll send them communication in writing with more guidance after the conversation 
• The volunteer will receive an email from Compass once the suspension is authorised 
• You’ll keep the volunteer informed of any progress, sharing updates at least every 14 days 
• The volunteer can request a liaison person, if they wish to 
• The volunteer will receive communication in writing when the suspension is ended 

When having the conversation with the volunteer, you should stick to the facts and avoid opinion or speculation about what may happen, or implying a belief that the person is either innocent or guilty of any alleged offence. 

It is important not to break other confidence associated with the suspension (for example, if there's an allegation of serious criminal offence, then it may not be appropriate to mention how the allegation has come to the attention of the Scouts). 

The suspending Commissioner needs to record the suspension on Compass, and define the reason for suspension.  

You’ll find more information on how to do this at the Requesting a Member’s Suspension Compass Guidance.   

You’ll find a detailed list of reasons for suspending a volunteer and information on who can recommend a suspension in POR Rule 16.4. 

If the reason for suspension is related to a safeguarding concern, the headquarters Safeguarding Team are there to support you throughout this process. You can contact them on +44(0)20 8433 7164 or safeguarding@scouts.org.uk. 

Once the suspension is recorded in Compass, the next Commissioner needs to authorise (or reject) the suspension. For example, if the District Commissioner is the suspending Commissioner, then the County Commissioner is the authorising Commissioner. 

The suspended volunteer will receive an automatic notification from Compass informing they’re suspended, so it is important that you’ve had a conversation with the volunteer before it is recorded in Compass (as described in “prepare the volunteer”). 

You’ll find full details of who can suspend and authorise a suspension in POR Rule 16.4. 

You’ll find more information on how to do this at the Approving or Rejecting a Member’s Suspension Compass Guidance. 

If you, as the suspending Commissioner, haven’t yet had a conversation in person, by phone or an online meeting in private to inform the volunteer of the suspension (as described in “prepare the volunteer”), this is a good time to do so.   

In addition to the verbal communication, you must communicate the suspension in writing, sending the volunteer an email or letter.   

Use the general suspension email template or the overdue training suspension email template and send the notes for a person under suspension 

The suspended volunteer will receive an automatic notification from Compass informing they’re suspended. However, this doesn’t replace the suspending Commissioner’s communication in writing with the notes for a person under suspension which should be sent before the suspension is recorded on Compass. 

As the suspending Commissioner, you might need to notify other volunteers of a suspension. This will be needed if the suspended volunteer has more than one role.  

You should look at all roles the suspended volunteer has to then decide who you should notify. For example, if the suspended volunteer is part of a Trustee Board, you should consider notifying the Chair.  

If the suspended volunteer has roles across different Districts or Counties/Areas/Regions (Scotland), you should consider notifying other Commissioners as well. 

Together with the suspended volunteer’s line manager, you should also consider if you should notify other team members, if appropriate, and what’s the best way to do this. This might be particularly important if there are interim changes or if new arrangements will be needed. 

Be mindful that you should only notify relevant volunteers, and this should be done in confidence. 

All suspended volunteers can have a liaison person, if they wish to. The liaison person’s role is to provide a listening ear and to help the suspended person to not feel completely disconnected from Scouts. 

As the suspending Commissioner, you’ll appoint the liaison person, who must be a member of Scouts and be independent of the situation. You should choose someone who’s open-minded, with good listening skills, friendly and approachable, and has the availability to support the suspended volunteer. 

The liaison person should remain impartial. For this reason, the suspending and authorising Commissioners shouldn’t be the liaison person. Depending on the reason for suspension, the County/Area/Region (Scotland) Safeguarding Adviser may not be appropriate either, as they may have a key role to play in supporting the Commissioner. 

It might be helpful to choose someone who knows the suspended volunteer, but this is not essential. 

You must share guidance to the liaison person document with them. 

You’ll find more information on the liaison person in POR Rule 16.4. 

If the reason for suspension is related to a safeguarding concern, the suspending Commissioner should discuss the appointment of the liaison person with the headquarters Safeguarding Team. You can contact them on +44(0)20 8433 7164 or safeguarding@scouts.org.uk.