After the review

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.

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.

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.

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.

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.