Induction: the process for Mentors and Appointment Secretaries

1. Volunteer enquiry & visit to section meeting
2. Volunteer expresses interest in continuing with role
3. Setting expectations
   • Discussion and role agreed (Section leader / Manager)
   • Training requirements and the Appointments process explained
   • Yellow Card to be handed out at second section meeting
4. Admin
   • Details entered onto Compass and DBS completed at the same time if possible (Manager)
   • GSL allocates Induction Mentor (agreed with Induction Mentor) and advises Appointment Secretary
5. Notification
   • Compass automatically advises Appointment Secretary of volunteer
   • AAC process (meeting, references initiated if required) (Appointment Secretary)
6. Welcome
   • Appointment Secretary sends Welcome Email to volunteer and copies the Mentor, Manager & LTM
   • See Welcome email below (A)
7. Induction
   • Induction Mentor introduces themselves via email or in person with contact details and begins induction.
   • See Induction Mentor Guide below (B)
8. 4 Month Review, see below (C)

This communication signals the start of your relationship with the volunteer as a Mentor.

The email will include:

• Role description.
• Information and links to Induction training, deadline date, time commitment needed, how validation works.
• Information on support: mentor and section leader.
• Information on DBS, Yellow card (safeguarding), White card (safety), Green card (alcohol), Purple card (emergency) & ongoing safety and safeguarding renewal.
• Outline of next steps: Appointment Secretary to arrange AAC.
• Welcome Pack: Group and District information / scouting info.
• Induction Checklist: Appointment Secretary may ask volunteer to confirm email by return.

Once the email has been sent from the Appointment Secretary to the new volunteer, the Mentor should make prompt contact with the volunteer to arrange for induction to begin. This helps maintain momentum and engagement.

Regular face to face short catch-ups at group are invaluable in building relationships. Try not to rely upon email as the main point of contact: new volunteers are more likely to raise queries or concerns face to face.

The Induction Checklist should form the basis of the induction, taking into account the needs of the volunteer and group. Key areas to cover are:

• Queries arising from the Welcome Email & Welcome pack.
• Checking understanding of the Getting Started Training (modules 1&3/4 & GDPR) and maintaining regular contact with the volunteer on their progress until completed. Explain validation and that certificates should be emailed to Induction Mentor, AS and TA (this prompts the TA to complete module 2).
• Ensuring the volunteer is in possession of and understands the Yellow card.
• Ensuring the volunteer understands the purpose and format of the AAC and what is expected of them. Please note that not all content on the Induction Checklist should be delivered by the Induction Mentor. Signpost/ introduce the volunteer to relevant group members as required. If there are any issues or queries during the induction please refer to your Manager for guidance and keep the Appointment Secretary updated.

The Induction Mentor will be aware of how the volunteer’s induction is progressing.

If the volunteer has not completed Induction modules, the Appointment Secretary will prompt the Induction Mentor and copy in the Manager (GSL/DESC/ASU Manager). In Mersey Weaver, the Appointment Secretary sends a monthly report to Managers and Mentors detailing new volunteers in their group yet to complete Induction modules. The Mentor will update the Appointment Secretary & Manager of progress and whether additional support is needed.

Or

If the volunteer has completed Induction modules they should send their certificates to the Mentor. (Usually completion of e-learning for Modules 1, 3 and 4 and GDPR is sufficient to be credited as validation. Occasionally the Mentor and learner may agree that a further conversation (as set out by the Adult Personal File) would be beneficial to answer any queries and ensure understanding of learning.)

1. Induction Mentor updates Appointment Secretary & Training Manager/ Advisor upon completion of Getting Started. Training is added to Compass.
2. When AAC has taken place (if required), Appointment Secretary updates Compass.
3. Local Training Manager assigns a Training Adviser to the new volunteer
4. Training Adviser meets volunteer to discuss Wood Badge training. Training Adviser updates Personal Learning Plan on Compass including if learning is required. This completes module 2.
5. Appointment becomes “Full”. Appointment Secretary to monitor and follow up if required.