Becoming a Volunteer & Expectations Policy

Volunteers are the heart of our group. From running activities to supporting young people or helping behind the scenes, every role makes a real impact. This page explains how to get started as a Team Member or Leader, what support you’ll receive, and what’s expected. Whether you’ve got a little time or a lot, we’ll help you find a way to get involved that works for you.

How to Get Involved as a Scout Volunteer as a Team Member or Leader: Your First Steps

• Attend 2–4 Sessions as a Non-Member (Disclosure Required)
  To get started, you’ll join us for 2 to 4 sessions as a Non-Member Volunteer Helper. At this stage, we will request a Disclosure check (DBS) so we can process your safeguarding clearance while you get a feel for how we work. This means we can fast-track you if you decide to continue.
• Welcome Conversation and Starting Your Training
  Once you’ve attended a few sessions and you’re enjoying volunteering, we’ll invite you to a Welcome Conversation. This is a relaxed but important chat to explore the role you’d like to play, understand your interests, availability and any support needs and talk through your next steps as a Scout volunteer. This conversation typically takes about 30 minutes and is usually held after a section evening to keep things convenient. At this stage:
  • Your formal adult training journey begins — we’ll guide you through it step by step. 
  • You’ll receive your official 41st Epping Forest neckerchief and group T-shirt under our leadership uniform grant.
  • We’ll create your volunteer profile on the national Scouts Adult Membership System, which will allow you to track your progress and access resources. Importantly, once you’ve been through the Welcome Conversation and started training, you’ll be formally registered as a Leader or Team Member and will be covered by Scout insurance during your volunteering.
• Growing Roots – Your First 12 Months
  You’ll now begin your first year of training through the Growing Roots programme, designed to help new volunteers learn in a supportive, hands-on way. For full details, visit: Growing Roots – Leaders Join, Learn & Group Events This programme will help you grow confidence, build skills, and become part of the wider Scouting community. We’re fortunate to be based near Gilwell Park – the national home of UK Scouting – which regularly hosts in-person training courses just down the road. We’re also close to Thriftwood Campsite, which runs practical leader development days and Scouting skills weekends. To make the most of these opportunities, we have a small pot of grants available for 41st Epping Forest volunteers who want to enhance their impact and bring more back to the group. Before you book any paid courses, please speak to our Group Lead Volunteer about what financial support might be available to you.

Volunteer Expectations Policy

We’re a values-driven, youth-focused group. Volunteering here is a two-way commitment, and we make that clear from the start. Here’s what we expect from all Team Members and Leaders:

• Attend Regularly
  Volunteers should support at least 3 out of 4 sessions per month during term time. If you do, you’re eligible to have one young person attend the group free of charge.
• Participate in Planning
  We expect leaders to attend:
  • Section Planning Meetings once per term (3 times a year)
  • All-Leader Meetings held 3 times per year to shape the programme and group direction
• Uphold Scouting Values
  Demonstrate integrity, respect, care, and co‑operation in everything you do. We have a diverse team that includes Young Leaders, adult volunteers, and parent helpers. Creating a culture that is inclusive and flexible is vital. Everyone brings different strengths, availability, and experience – respecting that is central to our way of working.
• Work as a Team
  Collaborate with other volunteers, communicate effectively, and take a proactive role in delivering a safe, engaging programme. Being responsive and well-connected across these platforms helps us run a reliable, inclusive group that everyone can count on. We use multiple communication routes to keep things running smoothly:
  • Online Scout Manager (OSM) for events, registers, and rotas
  • WhatsApp groups for general updates between leaders
  • WhatsApp broadcasts with parents/carers to share session info and reminders.
• Put Safety First
  You must follow all safeguarding, health & safety, and inclusion procedures. These are non-negotiable.
• Embrace Ongoing Learning
  We ask that you engage with your Growing Roots training and any additional learning opportunities to strengthen your contribution.

What You Can Expect From Us

We’re not asking you to go it alone – far from it. When you volunteer at 41st Epping Forest, we’ll provide:

• A Warm Welcome and Personal Mentor
  Someone on the team will guide you through the early stages.
• Uniform Support Grant
  A 41st neckerchief and group t-shirt are supplied through our leadership uniform grant once you begin formal training (typically after your first 4 weeks of regular volunteering). You’ll need to purchase your own official Scout leader uniform top (shirt/blouse) initially if required, but the group will supply all the appropriate role and section badges to complete your uniform. In addition, we offer a yearly volunteer uniform top-up grant around September, which allows active leaders to renew or replace 41st-branded uniform items such as:
  • Soft shell jackets
  • Hoodies
  • Polos
  • T-shirts
  • (or contribute towards a formal Scout leader shirt/blouse)
• Clear Training Pathways
  We’ll support you through required training including safeguarding, first aid, and sectional skills.
• Group Events and Learning Days
  These opportunities help you meet other volunteers and build your knowledge in a supportive environment.

Volunteering at the 41st Epping Forest – Common Questions Answered

Here’s a quick Q&A to help clarify how things work behind the scenes and what you can expect as part of our volunteer team.

How do I fit into the 41st Epping Forest Scout Group?

You’ll become part of a welcoming and experienced team of adult volunteers, young leaders, and helpers across all our sections — Beavers, Cubs, Scouts, and Explorers. Whether you’re supporting games, running activities, or helping with admin, you play a vital role in helping young people thrive. You’ll also be part of a wider district across Royal Forest and connected to national Scouting.

Do I have to pay to go to camp (and other activities)?

No, volunteers don’t pay to attend camps or section events where they are helping. You may be asked to contribute towards your travel or personal kit for larger residential trips abroad, but we aim to minimise costs and often cover essential fees through our group budget.

Do I need to attend camps and go camping?

Not necessarily. Camps are a core part of Scouting, and we’d love you to get involved – but not everyone is available or comfortable with overnight trips. We’ll chat with you early on about what fits your lifestyle, skills, and interests. There’s space for everyone, including non-camping roles!

Can I borrow any of the group’s equipment (like tents, stoves, etc.)?

Yes, you can borrow most group equipment for personal, family, or community use subject to availability. Just check with our Group Lead Volunteer and arrange for it to be signed in and out properly.

If I incur expenses on behalf of the group, can I get my money back?

We never expect volunteers to be out of pocket. You can claim reasonable expenses (e.g. materials, programme costs) – just keep receipts and complete an expenses form. Speak to our Group Lead Volunteer or the Group Treasurer if you’re unsure what’s covered.

If I’m not sure about something or have a serious concern, who do I speak to?

You can speak directly to your Team Leader or Group Lead Volunteer. If it’s a sensitive issue or safeguarding concern, we have clear procedures, and you can go directly to the District Lead Volunteer or contact Scouts HQ. You’ll never be left to handle anything alone.

Ready to Volunteer? Here’s How to Join the 41st Epping Forest

Step 1 – Contact us to register your interest.
Step 2 – Attend 2–4 sessions as a non-member volunteer helper (we’ll start your DBS).
Step 3 – Have a Welcome Conversation, receive your necker and T-shirt, and kick off your formal training.
Step 4 – Start your 12-month “Growing Roots” journey and become part of our vibrant team.