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
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:
Example woodchip register and paperwork
New contacts tracker - use this to keep track of enquiries from interested volunteers and families
Attachment | Size |
---|---|
Childrens Register.xls | 86 KB |
Adults Register.xls | 86 KB |
WelcomeInfoTemplate-Blank.docx | 65.07 KB |
WelcomeInfoTemplate-Example (1).docx | 64.83 KB |
Monitoringform8.5.15.docx.docx | 756.4 KB |
Blanksessionplan.docx | 5.7 KB |
Example programme and rota.xls | 41.5 KB |
101 Woodchip ideas.pdf | 1.57 MB |
Elfin Handbook Badgework Resource.pdf | 13.7 MB |
WCF Badge Record0001.pdf | 1.22 MB |
ExampleIndoorriskassessment.docx | 742.57 KB |
Example Outdoor Risk Assessment.docx | 747.87 KB |
Group Volunteer Agreement.xls | 71 KB |
Local safeguarding plan example.pdf | 96.93 KB |
RiskAssessment-Guidancesheet.docx | 21.27 KB |
Whichdocswhen.docx | 23.41 KB |
Example new groups budget.xls | 37.5 KB |
New enquiries tracker.xls | 139 KB |
ExampleStroudValleyTermlyRegisterandSubsCollection.docx | 8.33 KB |
Example register & paperwork.xls | 181.5 KB |
Woodcraft Folk Diary Log.docx | 12.59 KB |
Woodcraft Folk Code of Conduct.pdf | 254.42 KB |
safeguarding Incident disclosure form .docx | 46.75 KB |
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