The admin side of running a group

Below is a recommended folder of documents to use regularly at group. We recommend you print out these documents to bring to each session, organised under the following headings. In addition, keep an electronic folder - google drive folders are great for sharing documents within a group of leaders.

Download Which Docs When? to find out when you might need the documents below. 

Finance

• Subs payment tracker
• Gift aid declaration
• Gift aid log sheet
• Suggested accounting spreadsheet

Find more information on finance responsibilities at the Information for local treasurers page. 

People 

• Children register
• Adults register
• Welcome info - template
• Welcome info - example
• Reference request letter and notification sheet*
• Membership application form*

• Child registration form
• Child equalities monitoring form
• Google forms version of child equalities monitoring form - create a copy to use for your group - DO NOT EDIT

*Find more information on the adult membership process in the membership secretary handbook.

Planning

• Blank session plan
• Example program and rota
• 101 Woodchip ideas
• Elfin handbook badgework resource
• Badgework record sheet

Publicity

Find local editable flyers on the publicity guidance page

Staying Safe

Visit the safeguarding portal for comprehensive guidance on your groups' safeguarding responsibilities. 

• Example indoor and outdoor risk assessments
• Risk assessment guidance sheet
• First aid reporting form  
• Group volunteer agreement
• Local safeguarding plan - template
• Local safeguarding plan - example
• Safeguarding incident report form
• Code of conduct
• Safeguarding policy - available via the Safeguarding portal 
• Group Diary sheet

Some additional examples and documents you may find useful:

Programme plans

Example woodchip register and paperwork

New contacts tracker - use this to keep track of enquiries from interested volunteers and families

Group budget tool 

Example new group budget

Back to FAQs for new groups.