Introduction

This policy sets out the rules and procedures for admitting young people to our group. It was last revised March 2024.

For further information about Scout policy in relation to youth membership, visit Scouts POR - Chapter 3 which provides the rules and guidance on membership.

In the event that this policy conflicts with POR Chapter 3, POR Chapter 3 takes precedence.

1. Purpose

1.1 The purpose of this policy is to ensure that all young people are admitted to our group in a fair and transparent manner.

1.2 This policy is intended to provide guidance to all leaders, trustees on how to admit young people to our group. This policy is also intended to provide guidance to parents and young people on how to apply for membership.

2. Scope

2.1 This policy applies to all young people who wish to join our group, and to all leaders and trustees who are involved in the admission process.

2.2 This policy applies to all admissions to our group, including new members and transfers from other groups.

2.3 This policy applies to all sections of our group, including Beavers, Cubs, and Scouts who are admitted to our group.

3. Admission Requirements and Eligibility

3.1. The following young people may be admitted to our group:

3.1.1. Young people who are aged between 6 and 8 years old may be admitted to our Beaver Scout section.

3.1.2. Young people who are aged between 8 and 10½ years old may be admitted to our Cub Scout section.

3.1.3. Young people who are aged between 10½ and 14 years old may be admitted to our Scout section.

3.1.4. When a young person reaches the age of 14, they may be admitted to the City of Newcastle Explorer Scout Unit, which falls out of the scope of this policy.

3.1.5. When a young person is outside of the age range for any section, they may be admitted to the respective section only with the agreement of the Group Lead Volunteer, and provided that the young person's age falls within the appropriate range.

3.1.6. When a young person is already a member of a section within the 17th Newcastle Scout Group, they may remain in a section until they reach the upper age limit for that section with prior agreement from both the Group Lead Volunteer and the relevant Section Leader.

3.1.7. The appropriate ranges for each section are set out in the table below:

The table above is derived from POR 4.3.1.1 and was last updated from the January 2024 POR. This table may be out of date and should be checked against the latest version of POR.

3.1.8. The Group Lead Volunteer is under no obligation to admit a young person to our group if they are outside of the core age range for any section (as defined in 3.1.1, 3.1.2 and 3.1.3)

3.2. All young people who wish to join our group must complete a new joiners form, which is available at 17thnewcastle.org.uk/join. Young people who submit a membership enquiry through the City of Newcastle District Scout website or The Scout Association website will be directed to the group's website to complete the new joiners form. This is to ensure that the group has all the necessary information to process the application and safely accommodate the young person.

3.3. All young people who wish to join our group must be added to the Online Scout Manager (OSM) membership system prior to attending any meetings or events.

3.4. Scouting is for all young people. The presumption is that all young people who wish to join our group will be admitted, unless there is demonstrable evidence that the young person is not suitable for Scouting, or that the group is unable to accommodate the young person.

4. Waiting Lists

4.1. Section Leaders have the discretion to determine the size of their section. This size may be dynamic dependent on number of leaders and the needs of the young people.

4.2. All sections must maintain a waiting list (even if the section is not currently at capacity) for young people who wish to join the group. The waiting list must be maintained on the Online Scout Manager (OSM) membership system.

4.3. It is the responsibility of the Group Lead Volunteer to ensure that all sections maintain a waiting list.

4.4. Young people on a waiting list will be admitted with the following priority:

• Young people who are moving up from a younger section (note that these members are not considered new admissions, and thus are not within the scope of this policy).
• Young people who have a parent or guardian who is a leader and/or trustee of the group.
• Young people who have a sibling who is already a member of the group.
• Young people who are transferring from another group.
• Young people who are new to Scouting.

4.5. In all cases, if a child's age is outside of the core age range for any section, the presumption will be that they shall not be admitted to the group until they reach the relevant age.

4.6. The Group Lead Volunteer has the discretion to admit young people to the group from the waiting list, and to determine the order in which young people are admitted.

5. Admission Process

5.1. The admission process for young people is as follows:

• 5.1.1. A parent or guardian must complete the new joiners form, which is available at 17thnewcastle.org.uk/join.
• 5.1.2. The Group Lead Volunteer will review the new joiners form and determine whether the young person is eligible for admission to the group.
• 5.1.3. The Group Lead Volunteer will add the young person to the Online Scout Manager (OSM) membership system (providing consent has been provided)
• 5.1.4. When a space is available for a young person, a welcome pack will be sent to the parent or guardian, and the young person will be invited to attend the next meeting or event.

5.2. The responsibilities outlined in 5.1.1 to 5.1.4 may be delegated to another leader or trustee by the Group Lead Volunteer.

5.3. The admission process for young people who are transferring from another group is as follows:

• The Group Lead Volunteer (or their delegate) of the group which the young person is transferring from must share the young person's full Online Scout Manager (OSM) record with the 17th Newcastle Scout Group.
  • For GLVs: Our OSM records are all 17th Newcastle Scout Group: [Beavers/Cubs/Scouts]. Select a young person via the members screen, and select "Share", then "Any group in the country" to search for our group.
• The Group Lead Volunteer (or their delegate) of the 17th Newcastle Scout Group will review the young person's OSM record and determine whether the young person is eligible for admission to the group.
• The Group Lead Volunteer of the 17th Newcastle Scout Group will contact the parent or guardian of the young person to confirm their admission to the group and provide them with the standard welcome pack, and the young person will be invited to attend the next meeting or event.

5.4. The Group Lead Volunteer has the discretion to admit young people to the group, and to determine the order in which young people are admitted.

6. Additional Needs, Disabilities, and Discrimination

6.1. The 17th Newcastle Scout Group is committed to ensuring that all young people are admitted to our group in a fair and transparent manner, and that no young person is discriminated against on the basis of any protected characteristic.

6.2. The 17th Newcastle Scout Group will attempt to accommodate all young people with additional needs, and will make reasonable adjustments to the admission process to ensure that all young people are able to join our group.

6.3. In the event that a young person cannot be admitted to our group due to our inability to accommodate their additional needs, the Group Lead Volunteer will work with the parent or guardian to identify an alternative group (where possible) which is able to accommodate the young person.

7. Review and Approval

7.1. This policy was last reviewed in March 2024.

7.2. This policy may be reviewed at any time by the Group Trustee Board.

7.3. This policy must be reviewed at least once every 3 years.

7.4. There is no right of appeal against the decision of the Group Lead Volunteer to admit or not admit a young person to the group, except in the event that the decision is discriminatory or otherwise unlawful.

7.5. In the event that a parent or guardian wishes to appeal the decision of the Group Lead Volunteer, they may do so by contacting the Group Trustee Board, or the City of Newcastle District Lead Volunteer.