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 - with explanation of key terms
Find more information on finance responsibilities in the treasurer handbook and gift aid guidance 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 - available via the Safeguarding Portal
- Group volunteer agreement
- Local safeguarding plan - template
- Local safeguarding plan - example
- Safeguarding incident report form
- Code of conduct
- Safeguarding policy
- 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
find us on the web