The Scottish Council The Scout Association Guidance on making appointments to Regional and District teams January 2014 (updated 28/02/2014) (updated 5/12/2016) (updated 2/2/2017) Purpose This guidance has been developed in order to encourage the appointment of strong and effective Regional and District teams, and to ensure a consistency in approach across Scotland whilst allowing a degree of flexibility to meet local needs. Structure Because the line management and support structure of Scottish Scouting is different to that in other countries of the UK, some roles which exist elsewhere are not permitted in Scotland, and some roles exist only in Scotland. The core structure of a District or Regional team should be consistent with the model agreed by the Chief Commissioner and the Programme and Region Support Committee at Scottish Headquarters (and, if a change to POR (Scottish Variations) is required, the Scottish Board) and summarised in the flow charts in Appendices 1 and 2 of this guidance. Definitions Core roles - it is expected that efforts will be made to appoint to such roles under all normal circumstances. Optional roles - a manager may appoint to these roles if considered appropriate. Some such roles are only permitted under specific circumstances. Permitted roles Tables 1-4 list roles currently available to appointment secretaries on Compass Under normal circumstances it is appropriate to appoint only to the roles listed as Core or Optional in these tables. If a role does not appear as Core or Optional, even if it is listed on Compass, it is not permitted in Scotland. It is expected that, roles which are not listed as Core or Optional in the tables will no longer be available through Compass to appointment secretaries in Scotland. Conversely, in normal circumstances, no role is permitted until it is made available on Compass Whilst it is generally expected that attempts will be made to recruit to all Core roles, there is flexibility and overlap between some roles such that discretion may be applied by the Regional or District Commissioner (for example, with regard to ARC (Section Support, ARC (SN) and ARC (ES) roles). Where such discretion is permitted, this will be made clear in the structure. Page 1 of 18
New and discretionary roles From time to time it may be considered appropriate to create new roles in Regions or Districts in other words, roles which have previously not been permitted in the agreed structure. In addition, Regional or District teams may perceive a need to create specific roles to meet a particular local need so called discretionary roles. Such roles have to be made available on Compass, and therefore necessarily have to be made available to all Regions and Districts. A role description, a management and support structure, and an appropriate channel of communication have to be established. For these reasons, and to maintain a consistent approach, new or discretionary roles may only be created following approval by a standard process, described in Appendix 3 of this guidance. This process will include consultation with Regional Commissioners, members of the SHQ team, and others. Proposals will be submitted using a standard proforma (Appendix 4). It is also good practice to make available for the wider membership information about the purpose of any new role in the form of support material. Role descriptions A role description in standard SHQ format will be available for all agreed roles. This will include standard elements but will also allow the line manager to include Region or District specific duties though these must be consistent with the role and be kept to a reasonable minimum. It is not appropriate, for example, to create a discretionary role under an already existing (different) title by radically altering the existing role description. All role descriptions will specify the line manager and also the main channels of support and communication. The relationship between different appointments (who has responsibility for what area of work, and reporting arrangements) will be clear in the role descriptions. Appointees should be discouraged from exceeding their brief without good reason and approval from their line manager. Training obligation All roles come with a training obligation. The training obligation for each role will be clear and consistent. A table detailing the training obligation for most SHQ and Regional roles is appended (Table 5). Recruitment, search groups and the appointment process Where possible, for all key roles, and certainly for SHQ, and Regional appointments, a search team should be convened to lead an open recruitment process, based on the role description (agreed in advance) and a person specification. Separate guidance on the search process is available but the following points are worth repeating: Page 2 of 18
The role should be advertised widely, and the search should not necessarily be restricted to current membership (however specialised); The search group should usually include youth representation (two 14-25 year old members); It is strongly recommended that any search process takes account of advice from the relevant Regional (for District appointments) or SHQ (for Regional appointments) commissioner/adviser as their specialist knowledge should help ensure the right person is recruited to the role and enable appropriate support at an early stage; It should be made clear that the outcome of any search process is a recommendation to the line manager to appoint the line manager makes the final decision to appoint. In all cases the Scout Association s appointment process must be followed. Alan Willoughby Assistant Secretary Revised December 2016 Page 3 of 18
Appendix 1 Regional Structure Scotland Core Appointments Regional Commissioner Deputy Regional Commissioner Deputy Regional Commissioner Assistant Regional Commissioners Regional Advisers District Commissioners Regional Chair Section Support (x2) International Regional Treasurer Regional Secretary Regional Executive Scout Network Activties AAC Chair Explorer Scouts Safety AAC Secretary Development Safeguarding Awareness Coordinator AAC Members Communications SAS Adviser Regional President Adult Training Manager (s) Regional SAS Unit (s) Youth Involvement D of E Award Young Leaders Page 4 of 18
Appendix 2 District Structure Scotland Core Appointments District Commissioner Deputy District Commissioner Deputy District Commissioner ADC Beaver Scouts ADC Cub Scouts Group Scout Leaders District Chair ADC Scouts ADC Adult Training District Treasurer District Secretary District Executive Training Adviser AAC Chair Youth Involvement DESC AAC Secretary DSNC DESA, ESL and AESL, ESL (YL) Unit Leader AAC Member District Nights Away Advisers Manager (s) Distirict SAS Unit(s) District President Page 5 of 18
Appendix 3 Gaining approval for a newly created or discretionary role (not in the Table of Appointments) Perceived need for new or discretionary role DISTRICT PROPOSAL REGIONAL PROPOSAL SHQ PROPOSAL Discuss and agree with District Commissioner and District team Discuss and agree with Regional Commissioner and Regional team Discuss and agree with Chief Commissioner and SHQ team Submit proposal for new/discretionary role to DCC (RS) DCC (RS) coordinates wide consultation including but not restricted to Chief Commissioner and Depute Chief Commissioners, Regional Commissioners, SHQ team, Chief Executive, Head of Scouting Operations and Staff Team DCC(RS) submits final proposal to Programme and Region Support Committee NOT APPROVED APPROVED Feedback to proposer Final approval by Scottish Board (if requires change to POR (Scottish Variations)) IMPLEMENTATION Page 6 of 18
Appendix 4 Proposal to the Programme and Region Support Committee for a new/discretionary role at Regional or District level application proforma Name and role of person proposing role (usually a DC or RC) Is this a District or Regional District Regional role (please tick box)? Proposed title of new role Please describe the purpose and duties of the proposed role Explain why a new role is required (why can these duties not be carried out under an existing role?) Signed by District Commissioner (for District role) Signed by Regional Commissioner (for District and Regional roles) Notes from Programme and Region Support Committee Date Date Approved Yes No Date and signature of Chair Page 7 of 18
Table 1 Core Regional Appointments Appointment Regional Commissioner Deputy Regional Commissioner - Scotland Notes SHQ appointment. Regional appointment following consultation with the Chief Commissioner. Regional Chair Regional Secretary Regional Treasurer Regional Executive Members Regional AAC Chair Regional AAC Secretary Regional AAC Members TSA Council - Nominated Representative TSA Council National Youth Representative Assistant Regional Commissioner (Adult Training) Assistant Regional Commissioner (Communications) Assistant Regional Commissioner ( Youth Involvement) Assistant Regional Commissioner (Development) Regional Adviser Safety Regional Adviser Scout Active Support Manager (Regional Scout Active Support Unit) Regional Safeguarding Awareness Coordinator Assistant Regional Commissioner (Explorer Scouts) Assistant Regional Commissioner (Scout Network) Assistant Regional Commissioner (Section Support) Regional Adviser Activities Regional Adviser DofE Award Regional Adviser International Regional Adviser Nights Away Regional Adviser Young Leaders Role may be executed by ARC (Section Support) Role may be executed by ARC (Section Support) Regions are expected to appoint at least one ARC (Section Support) for the 6-14 youth sections. Some Regions may choose to appoint a second for the 14-25 youth sections, in which case appointments will not be made to the ARC (Explorer Scouts) and (Scout Network) roles. Will usually include the MAPS and SNAPS roles but these roles remain open as optional stand-alone appointments. Page 8 of 18
Table 2 Optional Regional Appointments Appointment Scotland Notes Optional Not permitted Regional Adviser Gang Show Manager of Activity Permit Scheme Usually incorporated into RA (Activities) role but Supporter of the Nights Away Permit Scheme separate appointments may be made. Regional Assessor (Bell Boating) Regional Assessor (Canoeing Open Inland) Regional Assessor (Canoeing River) Regional Assessor (Canoeing Sea) Regional Assessor (Canoeing Surf)) Regional Assessor (Caving) Regional Assessor (Climbing Multi Pitch) Regional Assessor (Climbing Single Pitch) Regional Assessor (Dinghy Sailing) Regional Assessor (Dragon Boating) Regional Assessor (Hillwalking) Regional Assessor (Hovercrafting) Regional Assessor (Ice Climbing) Regional Assessor (Kayaking Open Inland) Regional Assessor (Kayaking River) Regional Assessor (Kayaking Sea) Regional Assessor (Kayaking Surf) Regional Assessor (Keelboating) Regional Assessor (Kite Surfing) Regional Assessor (Mine Exploration) Regional Assessor (Motor Cruising) Regional Assessor (Mountain Biking) Regional Assessor (Narrow Boating) Regional Assessor (Personal Water Craft - Jet Ski) Page 9 of 18
Regional Assessor (Power Boating) Regional Assessor (Pulling) Regional Assessor (Rafting Traditional) Regional Assessor (Rowing and Sculling) Regional Assessor (Scout Shows) Regional Assessor (Scuba Diving) Regional Assessor (Skiing) Regional Assessor (Snorkeling) Regional Assessor (Snowboarding) Regional Assessor (Water Skiing) Regional Assessor (White Water Rafting) Regional Assessor (Wind Surfing) Regional Assessor (Yachting) Regional Camp Warden Manager Regional Scout Active Support Unit Core roles if Region has one or more Regional SAS Regional SAS Unit Coordinator Units. Regional SAS Unit Member Regional President Regional Vice President Regional Deputy Chair Regional Administrator Regional Supporter Appointments may be made to these roles but Regional Commissioners should take care not to use them simply to create roles which are not permitted in our structure. Separate guidance will be issued. Safeguarding Awareness Trainer Trainer Training Adviser Regional Training Administrator Local Development Officer Deputy Regional Commissioner Page 10 of 18
Table 3 District Appointments Appointment Scotland Notes Core Optional Not permitted Assistant Camp Warden Assistant District Commissioner An ADC must have a defined remit. Assistant District Commissioner (Activities) Assistant District Commissioner (Adult Support) Assistant District Commissioner (Adult Training) Assistant District Commissioner (Beaver Scouts) Assistant District Commissioner (Cub Scouts) Assistant District Commissioner (Development) Assistant District Commissioner (Faiths and Beliefs) Assistant District Commissioner (Inclusion) Assistant District Commissioner (International) Assistant District Commissioner (Public Relations) Assistant District Commissioner (Scouts) Assistant District Commissioner (Scout Network) Assistant District Commissioner (Youth Involvement) Assistant District Treasurer Assistant ESL Branch Assistant Chief Commissioner Branch Chief Scout Branch member Camp Warden Deputy District Chairman Deputy District Commissioner To be promoted as a core role. Regional appointment. District Administrator District Adviser Page 11 of 18 Appointment may be made to this role but District Commissioners should take care not to use it simply to create roles which are not permitted in our
District Adviser (Diversity) District Adviser (Faiths and Beliefs) District Adviser (Air Activities) District Adviser (Caving) District Adviser (Climbing) District Adviser (Creative Activities) District Adviser (DofE Award) District Adviser (Mountain Activities) District Adviser (Shooting) District Adviser (Snowsports) District Adviser (Staged Performances) District Adviser (Technology) District Adviser (Water Activities) District Adviser (Inclusion) District Adviser (Special Needs) District Appointments Advisory Committee Member District Appointment Certificate Recipient District Appointments Chairman District Appointments Secretary District Badge Secretary District Beaver Scout Leader District CRB Returns Recipient District Camp Warden District Chairman District Chaplain District Commissioner Regional appointment. District Commissioner (Acting) Page 12 of 18 structure. Separate guidance will be issued but this role should only be created for a limited period or for a defined purpose. Ordinarily this role is incorporated into the DC role but the option exists to allocate to another District member.
District Cub Scout Leader District Executive Committee Member District Explorer Scout Administrator District Explorer Scout Commissioner District Explorer Scout Leader District Local Development Officer District Media Development Manager District Member District Nights Away Adviser All ESL appointments are District appointments and a distinction should not be drawn between an ESL and a DESL. May change after review as part of the Communications Strategy. District Occasional Helper District President District Public Relations Officer District Scout Active Support Coordinator District Scout Active Support Manager Core roles if District has one or more District SAS Units. Core roles if District has one or more District SAS Units. District Scout Active Support Member Core roles if District has one or more District SAS Units. District Scout Leader Core roles if District has one or more District SAS Units. District Scout Network Administrator District Scout Network Commissioner District Scouter District Secretary District Secretary (Acting) District Skills Instructor District Supporter District Treasurer District Treasurer (Acting) Page 13 of 18 District sectional appointments should be section specific.
District Vice-President District Web Manager District Young Spokesperson Explorer Scout Leader Explorer Scout Leader (Young Leaders) Local Chief Scout Membership Enquiries Refers to employed individual. Membership Enquiries (Volunteer) Non-member (PVG only) Ongoing Learning Port Commissioner Project Manager Training Administrator Training Adviser Training Adviser (Admin) Unit Assistant Young Spokesperson Page 14 of 18
Table 4 Group Appointments Appointment Scotland Notes Core Optional Not permitted Assistant Beaver Scout Leader Assistant Cub Scout Leader Assistant Group Scout Leader Assistant Scout Leader Beaver Scout Leader Beaver Scout Sectional Assistant Cub Scout Leader Cub Scout Sectional Assistant Group Administrator Group Adviser Group Chairman Group Chaplain Group Executive Member Group Media Development Manager Group President Group Scout Active Support Coordinator Core roles if Group has an SAS Unit. Group Scout Active Support Manager Group Scout Active Support Member Group Scout Leader Group Scout Leader (Acting) Group Secretary Group Sectional Assistant Group Skills Instructor Group Treasurer Group Vice-Chairman Group Vice-President IST member Non-member PVG only - Scotland Page 15 of 18 Core roles if Group has an SAS Unit. Core roles if Group has an SAS Unit.
Occasional Helper Scout Leader Scout Sectional Assistant Page 16 of 18
Table5 Personal Learning Plans for Scottish Headquarters and Regional Appointments APPOINTMENT CORE MODULES OTHER MODULES Chief Commissioner 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 24, 25(M), 28, 29 Depute Chief Commissioner 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 24, 25(M), 28, 29 SHQ Commissioner (Section) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 26, 28, 29 SHQ Commissioner (Adult Training) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 25(TA), 26, 28, 29, 33, 34, 35 SHQ Commissioner (Development) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 26, 28, 29 SHQ Commissioner (Communication) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 26, 28, 29 Scotland/Regional Adviser (Activities) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 23, 26 Scotland/Regional Adviser (International) 1, 2, 4, 5, 6, 7, 8, 9, 10 19, 20, 22, 23, 26 Scotland/Regional Adviser (Faiths and Beliefs) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 Scotland/Regional Adviser (Special Needs) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26, 36 Scotland Adviser (Young Leaders) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 SHQ Safeguarding Awareness Coordinator 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 26, 29, Safeguarding Module SHQ Safety in Scouting Coordinator 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 23, 26 Regional Commissioner - Scotland 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 24, 25(M), 28, 29 Page 17 of 18
APPOINTMENT CORE MODULES OTHER MODULES Regional Assessor Scotland 1, 25 Not a Wood Badge Appointment Assistant Regional Commissioner (ES or SN) 1, 2, 4, 5, 6, 7, 8, 9, 10 12, 17, 19, 20, 21, 22, 23, 26 Assistant Regional Commissioner (Adult Training) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 25(TA), 26, 33, 34 Assistant Regional Commissioner (Development) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 26 Assistant Regional Commissioner (Communication) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 26 Scout Active Support Manager 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 21, 22, 23, 24, 25(M) Regional Adviser (Safeguarding) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 26, 29, Safeguarding Regional Adviser (D of E) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 Regional Adviser (Gang Show) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 Regional Adviser (Health & Safety) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 Regional Adviser (Nights Away) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 25(NA), 26 Regional Adviser (SAS) 1, 2, 4, 5, 6, 7, 8, 9, 10 20, 22, 23, 26 Page 18 of 18