Admissions Policy

This policy sets out how young people join the 17th Newcastle Scout Group.

The Scout Association's rules on youth membership are in Chapter 3 of its Policy, Organisation and Rules (POR). If this policy conflicts with POR Chapter 3, POR Chapter 3 takes precedence.

1Purpose

1.1This policy makes sure that all young people are admitted to the Group in a fair and transparent way.

1.2It guides leaders and trustees on how to admit young people, and parents and young people on how to apply for membership.

2Scope

2.1This policy applies to all young people who wish to join the Group, and to all leaders and trustees involved in admitting them.

2.2It applies to all admissions, including new members and transfers from other groups.

2.3It applies to all of the Group's sections: Beavers, Cubs and Scouts.

3Who can join

3.1Young people may join the section for their age:

3.1.1Young people aged 6 to 8 may join our Beaver Scout section.

3.1.2Young people aged 8 to 10½ may join our Cub Scout section.

3.1.3Young people aged 10½ to 14 may join our Scout section.

3.1.4At 14, a young person may join the City of Newcastle Explorer Scout Unit, which is outside the scope of this policy.

3.1.5A young person outside the core age range for a section (3.1.1 to 3.1.3) may join that section only with the agreement of the Group Lead Volunteer, and only if their age falls within the extended range in 3.1.7.

3.1.6A young person who is already a member of one of the Group's sections may stay in it until they reach the upper age limit for that section, with the prior agreement of both the Group Lead Volunteer and the Section Leader.

3.1.7The extended age ranges for each section are:

These ranges are taken from POR 4.3.1.1 as it stood in January 2024. They may have changed since, and should be checked against the current POR.

3.1.8The Group Lead Volunteer is under no obligation to admit a young person who is outside the core age range for a section (3.1.1 to 3.1.3).

3.2Every young person who wishes to join must complete our joining form, at 17thnewcastle.org.uk/join. Anyone who enquires through the City of Newcastle District website or The Scout Association's website will be directed to it, so that the Group has the information it needs to process the application and look after the young person safely.

3.3Every young person must be added to the Online Scout Manager (OSM) membership system before attending any meeting or event.

3.4Scouting is for all young people. The presumption is that every young person who wishes to join will be admitted, unless there is clear evidence that Scouting is not suitable for them or that the Group cannot accommodate them.

4Waiting lists

4.1Section Leaders decide how large their section can be. This may change with the number of leaders and the needs of the young people.

4.2Every section must keep a waiting list on Online Scout Manager, even when it is not full.

4.3The Group Lead Volunteer is responsible for making sure every section keeps a waiting list.

4.4Young people on a waiting list are admitted in this order of priority:

1. Young people moving up from a younger section. (These are not new admissions, so are not otherwise covered by this policy.)
2. Young people whose parent or guardian is a leader or trustee of the Group.
3. Young people with a brother or sister already in the Group.
4. Young people transferring from another group.
5. Young people who are new to Scouting.

4.5In all cases, the presumption is that a young person outside the core age range for a section will not be admitted until they reach the relevant age.

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

5How to join

5.1For a new member:

5.1.1A parent or guardian completes the joining form at 17thnewcastle.org.uk/join.

5.1.2The Group Lead Volunteer reviews the form and decides whether the young person is eligible.

5.1.3The Group Lead Volunteer adds the young person to Online Scout Manager, provided consent has been given.

5.1.4When a space is available, a welcome pack is sent to the parent or guardian, and the young person is invited to the next meeting or event.

5.2The Group Lead Volunteer may delegate any of the steps in 5.1 to another leader or trustee.

5.3For a young person transferring from another group:

5.3.1The Group Lead Volunteer (or their delegate) of the young person's current group shares their full Online Scout Manager record with the 17th Newcastle Scout Group.

For Group Lead Volunteers: our OSM sections are named 17th Newcastle Scout Group: Beavers, Cubs and Scouts. Select the young person on the Members screen, choose Share, then Any group in the country, and search for our Group.

5.3.2Our Group Lead Volunteer (or their delegate) reviews the record and decides whether the young person is eligible.

5.3.3Our Group Lead Volunteer contacts the parent or guardian to confirm the place, sends the standard welcome pack, and invites the young person to the next meeting or event.

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

6Additional needs, disabilities and discrimination

6.1The Group is committed to admitting young people fairly and transparently, and will not discriminate against any young person on the basis of any protected characteristic.

6.2The Group will try to accommodate every young person with additional needs, and will make reasonable adjustments to the admission process so that every young person is able to join.

6.3If the Group cannot accommodate a young person's additional needs, the Group Lead Volunteer will work with the parent or guardian to find another group that can, where possible.

7Decisions and appeals

7.1There is no right of appeal against the Group Lead Volunteer's decision to admit or not admit a young person, except where the decision is discriminatory or otherwise unlawful.

7.2A parent or guardian who wishes to appeal may contact the Group Trustee Board or the City of Newcastle District Lead Volunteer.