After the review
After the review
We’re introducing new digital tools to improve volunteering. Follow the process based on your access to the new system.
Find out when the new system will go live in your CountyMost reviews have one of three outcomes. Here are the actions you need to take for each of these and how to communicate them:
Continuing in the role and team
You’re both happy for them to continue in the same role, with their main tasks and responsibilities staying the same (or with some small changes).
- If there are changes to their tasks and responsibilities, make sure you update their role description, and agree how you’ll tell the rest of the team
- Agree goals for the next 6–12 months
- Agree who’ll provide support and when (if it’s needed)
- Agree on a date to have the next review
- Share your notes with the volunteer
- If you’re having a formal review, complete the AR Form and return it to your Appointments Secretary. They’ll update Compass, if needed.
You’re both happy for them to continue in the same role and team, with their main tasks and responsibilities staying the same (or with some small changes).
In this case, you should agree the goals for the next 6–12 months, who’ll provide support and when (if it’s needed), and the date to have the next review. On scouts.org.uk the date for the next formal review is automatically set, but you can manually change it.
After the review, you’ll fill in the Review Form on scouts.org.uk. The volunteer will then be able to access the Review Form and complete the confirmation of review notes.
The Review Form will be kept on scouts.org.uk until the next review, and both you and the volunteer will be able to view it.
If there’re changes to their tasks and responsibilities, remember to agree how you’ll tell the rest of the team.
Changing role or team
You’re both agree that their skills would better suit a different role.
- Share your notes with the volunteer
- Complete the AR Form and return it to your Appointments Secretary. They’ll update Compass.
- Wait for the change of role, to go through the appropriate Appointments Process
- Agree how you’ll tell the rest of the team
- Chat through any ideas about filling the role they’re leaving
- See what support and training they’ll need in their new role
- Plan a date for their induction to their new role
You both agree that their skills and interests would better suit a different role or team.
After the review, you’ll fill in the Review Form on scouts.org.uk. The volunteer will then be able to access the Review Form and complete the confirmation of review notes.
Changing to a new role or team means the volunteer will have a new Team Leader or Lead Volunteer to support them on their volunteer journey. Read the changing team or roles webpage to find out more.
Remember to agree with the volunteer how you’ll inform the changes to the rest of the team. You can also chat through any ideas about filling the role they’re leaving.
Once in their new role or team, their new Team Leader or Lead Volunteer will plan their induction and support them with any learning they might need.
On scouts.org.uk the date for the next formal review is automatically set, but the new Team Leader or Lead Volunteer can manually change it.
Ending the role or resigning
You both agree they should leave Scouts, even if it’s just for a break.
If appropriate,
- Agree on plans for when they’ll leave.
- Talk about any ideas for filling the role they’re leaving.
- Leave the door open for them to come back, and talk about how you can stay in touch while they’re away.
- Agree on how you’ll tell the rest of the team .
- Complete the AR Form and return it to your Appointments Secretary. They’ll update Compass.
- Check if a Cancellation/Suspension (CS) Form needs to be completed.
- Share your notes with the volunteer.
You both agree to end the role or the volunteer resigns, even if it’s just for a break.
If appropriate:
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Agree on plans for when they’ll leave.
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Talk about any ideas for filling the role they’re leaving.
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Leave the door open for them to come back, and talk about how you can stay in touch while they’re away.
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Agree on how you’ll tell the rest of the team.
After the review, you’ll fill in the Review Form on scouts.org.uk. The volunteer will then be able to access the Review Form and complete the confirmation of review notes.
You’ll then need to end the volunteer’s role on scouts.org.uk. Make sure to follow the end a role process outlined in POR chapter 16.8.
Communicating the outcome
If there are changes to a volunteer’s role or tasks, if they’re deciding to leave Scouts, or the outcomes of the review will affect the rest of your team, it’s important to tell them.
You might also need to share any changes with your line manager. There's no need to share things about the volunteer’s own experience, such as their personal opportunities for development.
If appropriate, you might suggest the volunteer shares the news in their own time and using their own words. Make sure they can share it in a way that’s more comfortable to them. The team will still need some communication from you.
When sharing the news, be clear about what’s changing and when the change is happening, and let them know your plans for finding a replacement, if needed.
Be mindful and respectful, and keep the details only between you and the volunteer. For example, you don't need to share the reason they’re deciding to leave or change roles, or any other sensitive information you talked about.
Only share what really needs to be known by the rest of the team.
If there’s changes to a volunteer’s role or tasks, if they’re deciding to leave Scouts, or the outcomes of the review will affect the rest of your team, it’s important to tell them.
You might also need to share any changes with your Team Leader or Lead Volunteer. There's no need to share things about the volunteer’s own experience, such as their personal opportunities for development.
If appropriate, you might suggest the volunteer shares the news in their own time and using their own words. Make sure they can share it in a way that’s more comfortable to them. The team will still need some communication from you.
When sharing the news, be clear about what’s changing and when the change is happening, and let them know your plans for finding a replacement, if needed.
Be mindful and respectful, and keep the details only between you and the volunteer. For example, you don't need to share the reason they’re deciding to leave or change roles, or any other sensitive information you talked about.
Only share what really needs to be known by the rest of the team.
Further support
If you’re not sure what to do next, or you just want someone to bounce ideas off, ask your line manager for support.
Consider whether the volunteer might need more support from you or other members of the team. You could assign them a buddy they can talk to, such as a volunteer peer or another volunteer line manager.
Remember – the Scouts Wellbeing and Mental Health webpage provides guidance, and points out where to find more support for you and for the volunteer, if it’s needed.
If you’re not sure what to do next, or you just want someone to bounce ideas off, ask your Team Leader or Lead Volunteer for support.
Consider whether the volunteer might need more support from you or other members of the team. You could assign them a buddy they can talk to, such as a volunteer peer or another Team Leader or Lead Volunteer.
Remember – the Scouts Wellbeing and Mental Health webpage provides guidance, and points out where to find more support for you and for the volunteer, if it’s needed.
Wellbeing and Mental Health
The wellbeing and mental health webpage points out where to find additional help for you and volunteers.
Find Wellbeing and Mental Health support