{"subTitle":"Guidance for Leadership Teams on gathering compliance data and supporting volunteers to complete learning and criminal record checks","backgroundImage":{"url":null,"caption":null,"type":null,"size":0,"width":0,"height":0,"altText":null},"backgroundColour":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003ELead Volunteers, together with their Leadership Teams, are responsible for making sure volunteers complete any required mandatory learning, within the required time, and have a valid criminal record check in place at all times where required.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThe safety and safeguarding of our volunteers and the young people in our care is our priority. Making sure only appropriate adults can volunteer with us, and providing volunteers with the skills, knowledge, policies and procedures are all necessary to ensure that keep everyone safe.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThis is why we ask our volunteers to renew their criminal record checks every 5 years and undertake their safety and safeguarding learning every 3 years. We want to encourage a culture of ongoing learning, where our volunteers have the most up to date guidance and practices.\u003C/p\u003E\n\u003Cp\u003EThe Data Explorer function in our digital tools make it possible for Team Leaders, Chairs and Lead Volunteers, who themselves have a full appointment, to plan and prepare by regularly reviewing their Team Members criminal records check and mandatory learning to ensure completion ahead of due date or expiry.\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"sections":[{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Ch4 class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EWhat to do if volunteers aren\u2019t compliant\u0026nbsp;\u003C/h4\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EIt is vital that our members are kept safe at all times, and therefore requires Lead Volunteers to manage the risk for volunteers who are either overdue or have expired safety \u0026amp; safeguarding learning, or an overdue or expired criminal record check. Where a volunteer is suspended for non-compliance of either safety, safeguarding or criminal records check, this is automatically lifted when the learning is completed or the clear disclosure issued.\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EThere are different ways to manage non-compliance;\u00A0\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003E\u003Cstrong\u003ENew volunteer non-compliance\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003ELearning \u003C/strong\u003E- the member must be suspended if they have not completed the learning within 30 days, and must remain suspended until the learning has been completed.\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003ECriminal record check -\u003C/strong\u003E the volunteer must be suspended if they have not submitted a criminal record check request to the relevant authority within 30 days (England and Wales), or 60 days (Northern Ireland and BSO). The status will show as Forwarded to Authority. They must remain suspended until the criminal record check has been returned and approved.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EScottish PVG Variation -\u00A0\u003C/strong\u003EAny adult, Young Leaders or Young Helpers aged 16-17 must have the Disclosure Issued status against a Disclosure Scotland check in My Membership before they can start, or continue, carrying out any regulated role(s).\u003C/p\u003E\n\u003Cstrong\u003EExisting volunteer non-compliance\u00A0\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Cul\u003E\n\u003Cli\u003E\u003Cstrong\u003ELearning\u00A0\u003C/strong\u003E- the member must be suspended until the learning has been completed.\u003C/li\u003E\n\u003Cli\u003E\u003Cstrong\u003ECriminal record check\u00A0\u003C/strong\u003E- where the check has expired and no new application has been submitted within 30 days (England and Wales) or 60 days (Northern Ireland and BSO), the volunteer must be suspended until the criminal record check is received and approved.\u003C/li\u003E\n\u003Cli\u003Ewhere the volunteer has submitted the criminal record check before the expiration, but the check hasn\u2019t yet been returned and is showing as \u201CForwarded to Authority\u201D, they may carry on volunteering with members but must be supervised at all times. This means they cannot attend any activity without the supervision of another volunteer present at all times who themselves, has a valid criminal records check, and cannot attend any overnight activities.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Cp\u003E\u003Cstrong\u003EScottish PVG Variations\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EAny new volunteers, who have not submitted their criminal record check within 60 days should have their role ended, rather than being suspended.\u003C/p\u003E\n\u003Cp\u003EExisting volunteers who\u0027s PVG has expired must stop carrying out any regulated role until they have a valid PVG, if after 60 days they have not submitted this the same rules as above apply for suspension.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EFirst Response\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003ECurrently, we\u0027re not enforcing Lead Volunteers to act for First Response non-compliance, however this is under review. For any Scout activity, there should be at least one Scout member with a valid First Response who must be present at all times.\u00A0\u003C/p\u003E\n\u003Cp\u003EWhere an existing volunteer takes on another role with new or additional requirements, they should follow the new member guidance.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Ch4 class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003E\u003Cstrong\u003EInformation for Lead Volunteers (District and County/Area/Region)\u003C/strong\u003E\u003C/h4\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EIf you are a Lead Volunteer and now required to suspend a member because they are overdue or expired, read the \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/suspensions/suspensions-process-for-lead-volunteers/\u0022 title=\u0022Suspensions Process for Lead Volunteers\u0022\u003ESuspensions Process for Lead Volunteers\u003C/a\u003E\u0026nbsp;and check the \u003Ca href=\u0022/volunteers/volunteer-experience/digital-tool-guides/suspensions/\u0022 title=\u0022Suspensions\u0022\u003ESuspensions Digital Tool Guide\u003C/a\u003E to get step-by-step instructions on how to recommend and approve a suspension through My Membership. You can also find information on\u00A0\u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/suspensions/managing-volunteers-with-overdue-learning/\u0022 title=\u0022Managing volunteers with overdue learning\u0022\u003Eoptions when learning remains overdue\u003C/a\u003E. \u00A0\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EWhere a member is unable to complete mandatory ongoing learning for personal or medical reasons, and they are currently not carrying out their role in Scouts,\u00A0they can be given an \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/suspensions/managing-volunteers-with-overdue-learning/\u0022 title=\u0022Managing volunteers with overdue learning\u0022\u003Eexemption\u003C/a\u003E for 3-6 months. Exemptions can only be requested by a County/Area/Region Lead Volunteer.\u00A0\u00A0\u003C/p\u003E\n\u003Ch4 class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003E\u003Cstrong\u003EInformation for Team Leaders, Chairs and Lead Volunteers\u003C/strong\u003E\u003C/h4\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003ETeam Leaders, Chairs and Lead Volunteers can find tips on how to \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/encouraging-volunteers-to-continue-on-their-learning-journey/\u0022 title=\u0022Encouraging volunteers to continue on their learning journey\u0022\u003Esupport volunteers to complete their learning.\u003C/a\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW164639906 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EThey can also share our \u003Ca href=\u0022/volunteers/volunteer-experience/digital-tool-guides/\u0022 title=\u0022Digital tool guides\u0022\u003EDigital Tool Guides\u003C/a\u003E with their teams to help them complete their learning and submit criminal record checks through our new digital tools.\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW164639906 BCX0\u0022\u003EAll the rules about suspensions and restrictions can be found in Chapter 16 of our Policy, Organisation and Rules.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":null,"next":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/","title":"How to manage compliance using our digital tools"},"allParts":[{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/","title":"What to do if volunteers are not compliant"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/","title":"How to manage compliance using our digital tools"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/compliance-reminders/","title":"Compliance reminders"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/actions-after-day-0/","title":"Actions after Day 0"}],"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/","id":87826,"nodeName":"What to do if volunteers are not compliant","title":"What to do if volunteers are not compliant","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"What to do if volunteers are not compliant","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NzgyNiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/"},{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EHow to manage compliance using our digital tools\u0026nbsp;\u003C/h4\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW247764691 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW247764691 BCX0\u0022\u003ELead Volunteers can generate compliance reports using Data Explorer within My Membership.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW247764691 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW247764691 BCX0\u0022\u003EData Explorer has personalised dashboards and queries that can be shared with team members so they can support with monitoring compliance. You should, however, at all times, be mindful of your responsibilities when sharing information and the requirements of GDPR.\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW247764691 BCX0\u0022\u003EWatch the\u0026nbsp;\u003Ca rel=\u0022noopener\u0022 href=\u0022https://www.scouts.org.uk/volunteers/volunteer-experience/digital-tool-guides/dashboards-and-reports/#ManagecomplianceinDataExplorer\u0022 target=\u0022_blank\u0022 data-anchor=\u0022#ManagecomplianceinDataExplorer\u0022\u003EManage Compliance\u003C/a\u003E guide in Data Explorer video for an overview of how Data Explorer can help with managing compliance.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003ERead the \u003Ca href=\u0022/volunteers/volunteer-experience/digital-tool-guides/dashboards-and-reports/\u0022 title=\u0022Dashboards and Reports\u0022\u003EDashboards and Reports digital tool guide\u003C/a\u003E to get step-by-step instructions on creating compliance dashboards and reports.\u0026nbsp;\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EWho can support with managing compliance\u003C/h4\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW98087786 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EWith our new ways of volunteering, Lead Volunteers can share the task of managing compliance with more volunteers.\u0026nbsp;\u00A0\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW98087786 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EAll Team Leaders and Leadership Team Members can also generate compliance reports about the teams they lead and/or their whole Group/District/County through My Membership. The data they see depends on their role and will show their hierarchy and below only. Check the\u00A0\u003Ca href=\u0022/volunteers/volunteer-experience/digital-tool-guides/user-permissions-and-personal-data/\u0022 title=\u0022Digital System Permissions\u0022\u003EPermissions Information webpage\u003C/a\u003E to learn more about the data each role can see on our new digital tools.\u00A0\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW98087786 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EDistrict and County/Area/Region Lead Volunteers can get additional support with monitoring and managing compliance via Data Explorer by giving any full member the\u00A0\u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/how-teams-share-tasks/accreditations/leadership-team-accreditations/\u0022 title=\u0022Leadership Team Accreditations\u0022\u003ELeadership Supporter accreditation\u003C/a\u003E. This accreditation gives them the system permissions they need to generate the necessary reports for their District or County/Area/Region. They can also get additional support managing suspensions by giving any full member the \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/how-teams-share-tasks/accreditations/leadership-team-accreditations/\u0022 title=\u0022Leadership Team Accreditations\u0022\u003ESuspension Lead accreditation\u003C/a\u003E.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW98087786 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EThe \u003Ca href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/how-teams-share-tasks/accreditations/leadership-team-accreditations/\u0022 title=\u0022Leadership Team Accreditations\u0022\u003EDisclosure Support Volunteer accreditation\u003C/a\u003E can also help Group, District and County/Area/Region Lead Volunteers to give more people the permission to help volunteers to complete their criminal record checks, making sure all volunteers in their patch have a valid criminal record check/disclosure.\u003C/p\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EFinally, the \u003Ca href=\u0022https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/how-teams-share-tasks/accreditations/leadership-team-accreditations/\u0022 title=\u0022Leadership Team accreditations\u0022\u003ERecruiter accreditation \u003C/a\u003Eat Group level can assist with adding a new volunteer and help them to complete their essential profile information, so that a disclosure can be applied for as soon as possible.\u00A0\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW98087786 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW98087786 BCX0\u0022\u003EDistrict and County/Area/Region Volunteering Development Teams also have a role in helping volunteers to complete their required learning.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/","title":"What to do if volunteers are not compliant"},"next":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/compliance-reminders/","title":"Compliance reminders"},"allParts":[{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/","title":"What to do if volunteers are not compliant"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/","title":"How to manage compliance using our digital tools"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/compliance-reminders/","title":"Compliance reminders"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/actions-after-day-0/","title":"Actions after Day 0"}],"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/","id":87825,"nodeName":"How to manage compliance using our digital tools","title":"How to manage compliance using our digital tools","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"How to manage compliance using our digital tools","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NzgyNSJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/"},{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u003Cstrong\u003ESafety and Safeguarding Learning\u003C/strong\u003E\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003EExisting Volunteers -\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email\u003C/li\u003E\n\u003Cli\u003EPlatform: My Membership\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 90, 60, 30, 10 and 5 days before the learning expires and one on the day of expiry.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cdiv\u003E\u003Cstrong\u003ENew Volunteers -\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email\u003C/li\u003E\n\u003Cli\u003EPlatform: My Membership\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 30, 20, 10 and 5 days, and one on the day the learning is due.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv\u003EA copy of the automatic reminder emails is also sent to the default Team Leader. In addition, the 90 Day Learning Report and Overdue Reports are available through Data Explorer.\u003C/div\u003E\n\u003Cdiv\u003E\u0026nbsp;\u003C/div\u003E\n\u003Ch4\u003E\u003Cstrong\u003ECriminal record checks\u0026nbsp;\u0026nbsp;\u003C/strong\u003E\u003C/h4\u003E\n\u003Cdiv\u003E\u003Cstrong\u003EExisting Volunteers -\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email and in system notification\u003C/li\u003E\n\u003Cli\u003EPlatform: My Membership\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email and an in system notification to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 90, 60, 30, 10 and 5 days before the criminal record check expiry date, and one on the day of expiry.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv\u003E\u003Cstrong\u003ENew Volunteers -\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email and in system notification\u003C/li\u003E\n\u003Cli\u003EPlatform: My Membership\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email and an in system notification to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 30, 20, 10 and 5 days, and one on the day the criminal record check is due for England, Wales and BSO. 60, 30, 10 and 5 days, and one on the day the criminal record check is due for Scotland/NI.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv\u003EA copy of the automatic reminder emails is also sent to the default Team Leader. In addition, the Renewal due within 90 days, the Incomplete criminal records check \u2013 New Roles and the Expired and Non-Compliant Reports are available through Data Explorer.\u003C/div\u003E\n\u003Cdiv\u003E\u0026nbsp;\u003C/div\u003E\n\u003Ch4\u003E\u003Cstrong\u003EFirst Response\u003C/strong\u003E\u003C/h4\u003E\n\u003Cdiv\u003E\u003Cstrong\u003EExisting Volunteers -\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email\u003C/li\u003E\n\u003Cli\u003EPlatform: My Membership\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 180, 90, 60, 30, 10 and 5 days before the First Response expiry date, and one on the day of expiry.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv\u003E\u003Cstrong\u003ENew Volunteers -\u003C/strong\u003E\u003C/div\u003E\n\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EMethod: Email\u003C/li\u003E\n\u003Cli\u003EPlatform: My Learning\u003C/li\u003E\n\u003Cli\u003EHow: sends an automatic reminder email to the volunteer\u003C/li\u003E\n\u003Cli\u003EWhen: 180, 90, 60, 30, 10 and 5 days before First Response is due (12 months), and one on the day First Response is due\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EA copy of the automatic reminder emails is also sent to the default Team Leader. 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They will not be sent to multiple line managers; each escalation stage has one designated recipient. These escalations are sent daily, as the volunteer becomes non-compliant (365 days a year) using in system notifications only.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EWhere one or more Suspension Leads are appointed, escalation notifications will be sent to the Suspension Lead instead of the Lead Volunteer.\u003C/p\u003E\n\u003Cp\u003EEach notification recipient has seven days to arrange compliance or apply a suspension before the escalation automatically progresses to the next level. It is not necessary to complete the action as soon as it is received, however it must be resolved or the volunteer suspended within seven days.\u00A0\u003C/p\u003E\n\u003Cp\u003EIf a Lead Volunteer or Suspension Lead, where accredited, has outstanding notifications and has not logged in for a few days, an email will be sent from the digital system reminding them they have outstanding notifications.\u00A0\u003C/p\u003E\n\u003Cp\u003EIf an escalation reaches UKHQ, a suspension will be applied immediately and the default Team Leader or Lead Volunteer will be informed of the action taken.\u003C/p\u003E\n\u003Cp\u003EThis can be shown in the table below;\u00A0\u003C/p\u003E\n\u003Ctable border=\u00221\u0022 style=\u0022border-collapse: collapse; width: 100%; height: 360px; border-width: 1px; margin-left: auto; margin-right: auto;\u0022\u003E\n\u003Ctbody\u003E\n\u003Ctr style=\u0022height: 18px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 18px;\u0022\u003E\u00A0\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E\u003Cstrong\u003EDay 0 \u002B 1\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E\u003Cstrong\u003EDay 0 \u002B 8\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E\u003Cstrong\u003EDay 0 \u002B 15\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E\u003Cstrong\u003E\u00A0Day 0 \u002B 22\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E\u003Cstrong\u003EDay 0 \u002B 29\u003C/strong\u003E\u003C/td\u003E\n\u003C/tr\u003E\n\u003Ctr style=\u0022height: 90px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 90px;\u0022\u003E\u003Cstrong\u003ERole\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 90px;\u0022\u003E\u003Cstrong\u003EEscalation 1\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 90px;\u0022\u003E\u003Cstrong\u003EEscalation 2\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 90px;\u0022\u003E\u003Cstrong\u003EEscalation 2\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 90px;\u0022\u003E\u003Cstrong\u003EEscalation 3\u003C/strong\u003E\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 90px;\u0022\u003E\u003Cstrong\u003EEscalation 4\u003C/strong\u003E\u003C/td\u003E\n\u003C/tr\u003E\n\u003Ctr style=\u0022height: 54px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 54px;\u0022\u003EMember in Group\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003EDistrict Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ECounty Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ERegion Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ECountry Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003EUKHQ\u003C/td\u003E\n\u003C/tr\u003E\n\u003Ctr style=\u0022height: 72px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 72px;\u0022\u003EMember in District\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 72px;\u0022\u003EDistrict Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 72px;\u0022\u003ECounty Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 72px;\u0022\u003ERegion Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 72px;\u0022\u003ECountry Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 72px;\u0022\u003EUKHQ\u003C/td\u003E\n\u003C/tr\u003E\n\u003Ctr style=\u0022height: 54px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 54px;\u0022\u003ECounty member\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ECounty Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ERegion Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003ECountry Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003EUKHQ\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 54px;\u0022\u003E/\u003C/td\u003E\n\u003C/tr\u003E\n\u003Ctr style=\u0022height: 18px;\u0022\u003E\n\u003Ctd style=\u0022width: 13.2937%; height: 18px;\u0022\u003ERegion member\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003ECountry Lead Volunteer\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003EUKHQ\u00A0\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E/\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E/\u003C/td\u003E\n\u003Ctd style=\u0022width: 17.2619%; height: 18px;\u0022\u003E/\u003C/td\u003E\n\u003C/tr\u003E\n\u003C/tbody\u003E\n\u003C/table\u003E\n\u003Cp\u003E/ = no further escalation\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EWhere Day 0 for Learning is recorded as:\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EExisting volunteers - on expiry\u003C/p\u003E\n\u003Cp\u003ENew volunteers - 30 days after being added to Membership System with a start date\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EWhere Day 0 for Disclosure is recorded as\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EExisting volunteers - 30 days after expiry\u00A0 (England and Wales), 60 days after expiry (Scotland, Northern Ireland and BSO).\u003C/p\u003E\n\u003Cp\u003ENew volunteers - 30 days after being added to Membership System with a start date (England and Wales), 60 days (Northern Ireland and BSO).\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ENote: \u003C/strong\u003EThe\u003Cstrong\u003E \u003C/strong\u003Eaction is at Day 0 \u002B1 to allow for any completed action on the due date to be captured and show on the system the following day.\u003C/p\u003E\n\u003Cp\u003E\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EGuidance for default Team Leaders and Lead Volunteers\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003EDo continue to support and encourage the volunteer to complete their learning or criminal record check application during this period. This could reduce the amount of time that the volunteer remains suspended. There may also be a need for a conversation to establish if the volunteer does plan to complete the required action, or whether they plan to step away from Scouts.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ERemember, there\u0027s lots of guidance on how to \u003Ca rel=\u0022noopener\u0022 href=\u0022/volunteers/running-things-locally/tools-to-support-leadership-teams/encouraging-volunteers-to-continue-on-their-learning-journey/\u0022 target=\u0022_blank\u0022 title=\u0022Encouraging volunteers to continue on their learning journey\u0022\u003Eencourage volunteers to continue on their learning journey\u003C/a\u003E, and\u003Ca rel=\u0022noopener\u0022 href=\u0022##\u0022 target=\u0022_blank\u0022 title=\u0022What\u2019s the Lead Volunteers\u2019 responsibility\u0022 data-anchor=\u0022#\u0022\u003E information for Lead Volunteers on their responsibility.\u003C/a\u003E\u003C/p\u003E\n\u003Ch4\u003EWebinar recording\u003C/h4\u003E\n\u003Cp\u003EIn August 2026, we hosted a webinar to explain the process in more detail, signpost support and demo how the notifications work.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"value":"https://player.vimeo.com/video/1219469036?","gridType":"embed","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/compliance-reminders/","title":"Compliance reminders"},"next":null,"allParts":[{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/what-to-do-if-volunteers-are-not-compliant/","title":"What to do if volunteers are not compliant"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/how-to-manage-compliance-using-our-digital-tools/","title":"How to manage compliance using our digital tools"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/compliance-reminders/","title":"Compliance reminders"},{"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/actions-after-day-0/","title":"Actions after Day 0"}],"link":"/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/actions-after-day-0/","id":87918,"nodeName":"Actions after Day 0","title":"Actions after Day 0","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"Actions after Day 0","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NzkxOCJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/actions-after-day-0/"}],"id":87822,"nodeName":"How to manage compliance","title":"How to manage compliance","type":"codex","image":null,"assets":null,"headerOptions":{"headerTitle":"How to manage compliance","headerSubTitle":"Guidance for Leadership Teams on gathering compliance data and supporting volunteers to complete learning and criminal record checks","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[]},"searchDescription":"Guidance for Leadership Teams on gathering compliance data and supporting volunteers to complete learning and criminal record checks.","subHeader":"Guidance for Leadership Teams on gathering compliance data and supporting volunteers to complete learning and criminal record checks.","browserTitle":"How to manage compliance","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NzgyMiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/tools-to-support-leadership-teams/how-to-manage-compliance/"}