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Member resources

Appointment forms

This webpage contains the following downloadable forms, relating to appointments, along with guidance on their use. 


The information on this webpage may be subject to change as the result of new legislation or guidelines. The Scouts will publish any new information, if and when it becomes available.

This webpage should be checked regularly to ensure that you have the most up to date information.


Adult information form

The adult information form is designed to help you collect the information needed to add new adult members (over the age of 18) onto Compass. It has been updated in line with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

This form is also available to order from Scout Store.

Adult information form (PDF) - print friendly version
Adult information form (PDF) - editable version

This form should be retained locally and the information added to Compass as soon as possible. Once the information has been added to Compass, the form should be destroyed, including the declarations page. A digital method of recording members’ agreement of the declarations is currently being explored.

A copy of the information contained on the declarations page is available here.

Reference form (RF)


The RF form is designed to collect information about an adult for the purposes of receiving a reference, as part of the appointments process.
The downloadable forms have been updated in line with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).

Reference form (RF) (PDF)
Reference form (RF) (PDF) - editable version
Reference form (RF) (Word document) - editable version

The RF form is given to the referee usually by the Appointments Secretary. The referee then returns the form to them, who then pass it to the Appointments Advisory Committee. The form should be retained locally until a decision has been made as to whether or not to appoint.

If you decide to appoint, the forms should be destroyed as soon as that decision is made and the individual’s record has been updated with this information. If you decide not to appoint, due to an unsatisfactory reference, the form should be sent to the Vetting team at the Scouts HQ at vetting@scouts.org.uk, along with any other relevant information regarding the decision not to appoint, within one week of the decision being made.

This means that the form should not be kept for longer than one month from the date at which a decision is made and then either destroyed, or sent to the Scouts HQ.

ID checking form

The ID checking form can be used by any person completing the identity checks for adults in England, Wales and British Scouting Overseas who wish to undertake a role in Scouting that requires a criminal record check. It has been updated in line with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), and to support changes made by the government’s Disclosure and Barring Service.

This form is also available to order from Scout Store.

ID checking form (PDF) - print friendly version
ID checking form (PDF) - editable version

For guidance on the secure storage, handling, use, retention and disposal of disclosures and disclosure information (including use of the e-Bulk Service for England, Scotland and Wales) England, Scotland and Wales - click here. Northern Ireland - click here.

Appointment review (AR) form

The AR form is currently under review and an updated version will be available from 1 April 2019. The current form can be downloaded below, and is also available to order from Scout Store.

Appointment review (AR) form (PDF)

The AR form should be retained locally, by the Appointments Secretary (or whoever the appropriate person is) as part of an adult's record until the next review has been completed.

The form should be sent to the individual and their line manager (or person carrying out the review) before the Review period is due. The new AR Form then replaces the old one. This means that a single AR Form should be stored for no longer than five years, and then destroyed.

Cancellation/suspension (CS) form

The CS form is currently under review and an updated version will be available from 1 April 2019. The current form can be downloaded below, and is also available to order from Scout Store.

The CS form can be used to inform of the cancellation of an individual’s appointment for an unsatisfactory reason or in order to suspend an individual from Scouting. This process can also be completed on Compass.

Cancellation/Suspension (CS) form (PDF)
Cancellation/Suspension (CS) form (Word document)

If using the paper form, the completed form (including any relevant information regarding the decision to cancel or suspend that person) must be sent to the Vetting team at the Scouts HQ – vetting@scouts.org.uk. This means that the form should not be kept for longer than a week before it is sent to the Scouts HQ.


Young person information form

The young person information form provides a template which you may wish to use as part of your local joining processes. It is designed to help you collect useful information about young people under the age of 18, who are joining Scouting.

Young person information form (PDF) – print friendly version
Young person information form (PDF) - editable version

This form has been updated in line with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). Information should be retained in-line with your Scout Group or District’s Data Protection and Retention Policy.

Further guidance


Reviewed: January 2019

 

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