AAC Terms of Reference

1: Overview

This document has been produced to give clarity and direction to the Appointments Advisory Committee (AAC) on how Appointments are carried out in Falkes District. Where changes to POR conflict with this document, POR will be followed and this document amended accordingly.

2: Appointments Advisory Committee

Why (have an AAC)

On behalf of the District Executive Committee (DEC), the Appointments Advisory Committee (AAC) ensures that all adults the Movement accepts as volunteers:

1. are appropriate persons to volunteer with The Scouts

2. are appropriate for the roles they are undertaking

3. fully accept the responsibilities of the roles and, where appropriate, the responsibilities of membership of The Scouts

What (an AAC is)

The District Executive Committee (DEC) appoints and manages the operation of a District Appointments Advisory Committee (AAC), including appointing an Appointments Chair to lead it.

How (AAC achieves its purpose)

1. Run Appointments Panels across the District for adults new to scouting and changes of role.

2. Support Appointment Reviews by ensuring that the process is working well across the District.

3. Supports the District Commissioner in dealing with membership suspensions.

4. Supports managers by considering the findings of an investigation (where required).

5. Supports the District Commissioner in dealing with the membership cancellations.

2: Responsibilities:

AAC is responsible to the DEC for:

1. Reviewing applicants and recommending appointments to be made (including new appointments and changes in appointment).

2. Providing advice to the District Commissioner on the renewal of appointments.

3. Providing advice to the District Commissioner on the outcome of suspension of membership for an adult appointment.

4. When requested providing advice to the District Commissioner on the action to take in the event that an adverse personal enquiry is received.

5. Taking part in the resolution of complaints from applicants regarding the outcome of the appointment process.

6. Considering together with the District Commissioner recommendations to cancel appointments as a result of disagreements between adults.

3: AAC Membership

1. The following members of the AAC are appointed by the DEC:

   1. Appointments Chair is appointed to lead the Appointments Advisory Committee. The AAC Chair cannot also Chair the DEC or hold the role of District Commissioner (conflict of interest because the Chair of the Executive Committee is involved in the resolutions of disputes involving the AAC).

   2. Appointments Secretary is appointed to ensure that the required administration is carried out for the AAC.

   3. AAC Members sufficient to ensure that three members can form an Appointments Panel.

2. The membership of the AAC is confirmed annually by the District Executive Committee (at its first meeting after the Scout Council’s Annual General Meeting).

   1. Subsequent additions to the AAC are at the discretion of the AAC Chair, however all new members appointments are confirmed by the DEC.

   2. There is no appointment panel required for AAC membership.

   3. DEC decisions are final and not subject to appeal.

3. Participation in Appointments Panels require the (active) AAC members to :

   1. have roles that are fully compliant on Compass including training.

   2. not be subject to suspension or complaints investigation.

4. AAC Members with gaps to the above are considered "inactive". Inactive means temporarily unavailable for Appointments Panels but are still part of the AAC.

   1. AAC Chair collaborates with AAC Members and their Line Management to restore inactive members to active as soon as possible.

   2. Participation resumes once the outstanding issues are resolved.

   3. AAC Chair ensures the Appointments Panel is compliant to the above in conjunction with AAC member's Line Manager.

   4. Appointments Secretary can advise based on data available in Compass.

   5. AAC Chair keeps the Appointments Secretary updated on which AAC members are active/ inactive

5. AAC Chair can decide on participation in Appointments Panels should an exception to the inactive status be required.

6. Any disputes are resolved by the DEC Chair who will have the final decision.

AAC members are classed as Governance Roles according to POR 16.1.5.

4: AAC Meetings

1. Meeting frequency minimum 4 times per year.

2. Quorate as per DEC rules. Ideally the AAC Meetings occur before the formal DEC meetings.

5: Report to the DEC:

1. The Appointments Chair will report to each meeting of the DEC on the work of the AAC - including highlighting any areas of concern which the DEC needs to be aware of.

6: Adult Appointments in Falkes District

1. The following sets out the appointments process, the role of the AAC and Line Managers and the spirit in which appointments are done in our District.

2. Our conduct when appointing adults is informed by our values, in particular:

   1. Integrity - We act with integrity; we are honest, trustworthy and loyal. We avoid conflicts of interest and act objectively in the interests of our young people and the Movement.

   2. Respect - We have respect for others and conduct ourselves in a respectful way. Respect is mutual and is expected from everyone even if in dispute. We don't judge.

   3. Care - We support each other and consider issues such as well being when discussing appointments. We exercise care for all concerned during situations where disputes are being resolved.

   4. Belief - We recognise that Falkes is made up from a diverse community and we welcome differences in beliefs, faiths, attitudes and experience. Our conduct reflects this.

   5. Cooperation - We make a positive difference to each other; we cooperate with others involved in this process for the good of our young people and the Movement.

7: Appointments Step by Step (New Members)

1: Confirm the applicant is eligible for the role. Who: Line Manager

1. Adult is over 18 year POR16.1.1.1

2. Youth commissioner is under 25 POR16.1.1.2

3. Applicant has signed the Membership Declarations POR16.1.1.3. This is usually done by signing the Adult Application form.

4. Applicant has time & capacity to do the role POR16.1.1.4. This is also considered by the Appointments Panel.

5. Trustee roles meet our eligibility criteria to hold the role. POR16.1.1.5.

6. No Manager, Leader or Supporter may hold more than one appointment unless able to carry out all the duties of more than one appointment satisfactorily. POR3.42

7. The District Commissioner must give approval for any person to hold more than one appointment and, if the appointments are to be held in more than one District or County, the approval of all the Commissioners concerned must be obtained. POR3.42.

   1. The Appointments Secretary is advised of the status of the above by the relevant Commissioners and will maintain records where required.

8. The Group Scout Leader may not hold any other appointment in the Scout Group other than Training Adviser. POR3.42

9. The District Commissioner may not hold the appointment of District Chair, nor may they nominate any other Manager, Leader or Supporter to that appointment. POR4.44ii

2: Discuss Role. Who: Line Manager

Cover the following topics POR16.1.2.1 a-g

1. Fundamentals of Scouting

2. Induction for the role and how it will be personalised for the applicant

3. Key policies

4. Responsibilities of the role

5. Safeguarding code of practice (Young People First – Yellow Card)

6. Time commitment of the role

7. Training requirements of the role

Further guidance on these topics are found in the District Welcome Manual - access via welcome.falkesscouts.org.uk. or lower case bit.ly/wfalkes

3: Add Applicant to Compass. Who: Line Manager

1. Line manager enters the details including referees from the adult application POR16.1.3.1

2. Line managers do not add applicants to Compass without a signed AA Form including two (2) referees POR16.1.6.1

3. Initial role is set to "pre - provisional/ applicant is supervised during sessions (where relevant) POR16.1.3.2

4: Perform Disclosure Check. Who: Line Manager

1. Disclosure is valid. POR16.1.4.2.

2. Disclosure status updated in Compass POR16.1.4.3

5: Check References. Who: Appointments Secretary

1. Applicants new to scouting need x2 written references POR16.1.6.1

2. Outcomes from references are update in Compass POR16.1.4.3

3. References are kept electronically by the Appointments Secretary in a secure manner with access control in line with our data privacy policy.

6: Request Appointment for Applicant. Who: Line Manager

1. Line manager contacts the Appointments Secretary to arrange the appointments panel POR16.1.7.1

2. Email to appointments.secretary@falkesscouts.org.uk

7: Applicant Meets Appointments Panel. Who: Appointments Secretary

1. Meetings can be held in person or online.

2. AAC members who are also the Line Manager for the applicant cannot be part of their Appointments Panel meeting POR16.1.7.2.

3. Training Advisors can attend an Appointments Panel for the purpose of validating Module 37. POR16.1.7.2.

4. Appointment Panel meetings are not Interviews POR16.1.7.3.

   1. Confirm awareness and acceptance of scout valves and policies

   2. Confirm ability & willingness to do the role

   3. Confirm the applicant's willingness to make and live by their Promise POR16.1.7.5

   4. No topics outside the above contribute to the recommendation made by the Appointment Panel.

5. AAC can decide to recommend an appointment for an applicant without meeting the Appointments Panel POR16.1.7.1. Discretion on the need for meetings is exercised using the following guideline.

   1. Meetings are held for

      1. Applicants new to scouting are (defined as having membership for less than 12 months).

      2. Applicants that have moved into Management or Leadership roles within the last 12 months.

   2. Meetings can be held for:

      1. Applicants who have held roles over 12 months but less than 3 years.

      2. Recommendation on the need for a meeting is made to the AAC, AAC Chair or District Commissioner by the Appointments Secretary.

   3. Meetings are not required to appoint:

      1. Applicants that have held roles for 3 or more years.

      2. Proviso for this will be the status of other issues, for example training.

      3. Recommendation on the need for an exception to this is made by the Appointments Secretary where required.

   4. AAC Chair has authority to request an Appointments Panel as an exception to any of the above.

8: Make Recommendation to Role Approver. Who: Appointments Secretary

1. Inform the role approver POR16.3.3.2 & update Compass.

2. Role approver then:

   1. Updates Compass

   2. Adds Review Date

3. Disputes between the AAC and Role Approver escalate to the DEC Chair who make the final decision on the appointment.

8. Appointments Step by Step - Existing Members (Changing Roles)

1. For adults who are changing roles, staying in the same location (i.e. in the Group or District) and have no break in service, the appointment process remains the same as outlined above for a New Member except:

   1. An approval meeting is at the discretion of the AAC Chair in discussion with the District Commissioner.

      1. The AAC Chair makes the decision and informs the Appointments Secretary.

      2. Disputes are escalated to the DEC Chair who makes the final decision.

   2. If an appointments panel is carried out, the meeting need only cover the understanding of the new role;

   3. references are not required.

2. For adults who are moving to a different location or who have a break in service, the process must be started as if the adult was new to Scouting.

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