Appointment of Adults in Scouting…

You can enter information on adult volunteers when they first join, or when they change role, direct into Compass; Disclosure and Barring Service checks are also initiated on line. If you need to record the details off line, you can download the Adult Information Form or collect copies of the forms from the District Scout Centre.
For advice on procedures, contact Arthur Brighton (address as in the District Directory).

Group Scout Leaders, Commissioners and Adminstrators are able to enter a new adult’s details directly into Compass, thus speeding up the time taken for the appointments process. You can enter initial information about the new adult and the data needed to complete a disclosure check. This gives the new adult pre-provisional status but any further progress in the appointments process requires the intervention of the Appointments Secretary. Make sure you check with the Appointments Secretary to make sure that the application is proceeding smoothly.

The Adult Information Form captures the initial data needed for adding a new adult to Compass. However, it does not include space to capture identity details required for disclosures checks, as this information needs to be input onto the system  by the person checking the identity (if necessary the identity check can be recorded on the ID Checking Form – download here or collect copies from the District Scout Centre).

User guides can be downloaded from: www.scouts.org.uk/compass.

Disclosure checks

Adult volunteers who participate in regulated activity require a disclosure check. The Scout Association has reviewed all volunteer roles against the criteria for regulated activity which is defined as:

Teaching, training or instruction of children, carried out by the same person frequently (once a week or more often), or on four or more days in a thirty day period, or overnight


Day to day management or supervision on a regular basis of a person providing this activity which would be regulated if unsupervised

Some roles fall outside regulated activity and do not require a disclosure check. The remainder meet the requirements of the legislation and will require an appropriate level of disclosure check. Compass helps to automate this process: when an adult volunteer is assigned a role it will know what checks need to be processed. Renewal reminders will also be automated for those roles that require it.

Adult volunteers who work with vulnerable 18-25 year olds in Scouting need a disclosure that is checked against both the adult and child register. This can be arranged on that volunteer’s behalf by contacting vetting@scouts.org.uk.

When a new adult is entered onto the system there will be two options for disclosure checks:

  • One option is available if the applicant has their identification documentation with them.
  • If the applicant does not have any identification documentation with them and they have an email address then they can be sent an email with a temporary username and password which allows them to log into the disclosures system and choose the identification documentation they have available which meets the minimum requirements. Once they have selected sufficient identification the system will inform them of this; they can then arrange a meeting with the person initiating the disclosure who will then check and verify the identification documents.

References (if appropriate)

Reference requests can be automatically emailed to the referees from Compass. Make sure that you arrange for the references to be sent to the Appointments Secretary, who will update the references section within the system. Wherever possible, please try to nominate referees with email addresses! However, if the referee does not have an email address a manual process can still be used, with Compass being updated once the references have been received. We can also deal with email references outside of Compass and this provides a more personal feel to the process. Check with the Appointments Secretary.

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1st May 2018