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Change of information form

First Name *

Last Name *

Email *

Update my personal information

Please use this section of the form to update us on any change of name, personal information, contact details and home address

All volunteers are contacted with information relevant to their role. We would also like to keep in touch with you with Woodcraft Folk news.

We can keep you up to date with what Woodcraft Folk is doing; upcoming events you can take part in; and other opportunities to support our work and ways to get involved. Please tell us how you would like to hear from us *

• Email
• Telephone
• Post
• Text/Whatsapp
• I don’t want to receive any news from Woodcraft Folk

Changes to my volunteer membership

Lets us know of any changes to your Woodcraft Folk volunteer membership

Are you still an active volunteer in a group or district in Scotland? *

• Yes
• No
• I’m a DF (16-20 year old)

Please describe your current level of involvement? *

• I’m an active volunteer who regularly helps out at group nights, trips and camps
• I’m a volunteer who sometimes attends camps and residentials
• I’m a volunteer who supports administration only i.e. Treasurer, Membership Secretary, Trustee
• I’m a volunteer who is solely at a national level
• I’m a DF who is both a participant and sometimes takes on a leadership role

Would you like to become a Supporter member of Woodcraft Folk? *

• Yes, I would like to make a regular donation as a supporter
• I’m already a Friends of the Folk supporter
• No, please cancel my Woodcraft membership

I'd like to make a voluntary membership contribution

• £41.00 waged membership
• £12.00 concessionary membership (for low-waged, unwaged and student volunteers)
• I’d like to donate more…

Please fill in this form to add a donation on top of your membership payment.

Moving group or district

• I now volunteer with a different group
• I now volunteer with a different district
• I now volunteer at a national level only

Please tell us the name of your new group and or district

Gift Aid

Boost your donation by 25p of Gift Aid for every £1 you donate – can we claim Gift Aid on your donations?  If your circumstances have changed since you joined Woodcraft Folk, you may now be able to Gift Aid your donations to Woodcraft Folk. If you are a UK taxpayer, completing the declaration below allows Woodcraft Folk to increase by 25% the value of any eligible donations you make in the future, or that you have made in the past 4 years, by reclaiming Gift Aid from the tax you pay for the current tax year.

Gift Aid

• I want to Gift Aid any donations I make in the future or have made in the past 4 years to Woodcraft Folk

I am a UK taxpayer and understand that if I pay less Income Tax and/or Capital Gains Tax than the amount of Gift Aid claimed on all my donations in that tax year, it is my responsibility to pay any difference.

House number/name *

Post Code *

Stop Gift Aid

• I am no longer a UK taxpayer, stop claiming Gift Aid on future donations.

If you need to update us on any further details regarding your personal information or involvement in Woodcraft Folk, please let us know using the notes section below.

Submit

The post Scottish Membership Update Form appeared first on Woodcraft Folk.

All groups are expected to complete the following for Group Registration:

1. Complete the ‘Group Registration Form’ to share basic information about your group’s meeting details (time, venue, day etc), contact information, officeholders and update on the group’s compliance. Click here to complete the online for.
2. Payment of fees. District Treasurers will be invoiced in the first week of February.

The deadline for submitting your online annual registration form is Friday 17th January. Click here to view the step by step instructions on how to register.

Payment of registration fees

• £165.70 per group (Woodchip, Elfin, Pioneer and Venturer) 
• Plus £16.30 per child

• DF groups need to complete the online form but are not required to make a financial contribution
• New groups opened in the last 12 months or who are part of the Young Member Registration scheme are still required to complete the online form.

The deadline for groups to submit their registration and child numbers is Friday 17th January. For those groups who do not meet the deadline they will incur a late fee of £50.00. If we do not receive your child numbers your group will be charged for 20 children as an average at £491.70, plus late fee.

If you have any questions we’re on hand to help, please email membership@woodcraft.org.uk or call 020 8126 9339 

District Registration

In addition to registering groups we also want our Districts to update us on their current officeholders and answer a few questions open & closed groups and insurance. District registration will begin in February 2025.

To complete our District Update Form click here.

The post Group Registration 2025 appeared first on Woodcraft Folk.

This checklist will ensure that your planned activity meets Woodcraft Folk’s minimum expectations for overnight activities with children & young people, and should be completed by the volunteer responsible for the activity not less than 7 days before the event.

Please enable JavaScript in your browser to complete this form.

Name *

First

Last

Name of Group / District *

Email *

Start date of proposed activity *

Approximate number of volunteers *

Over 18

Full Names of Volunteers Attending *

Venue or location *

End date *

Approximate number of participants *

under 18

Name of camp/event co-ordinator *

Name of camp/event safeguarding lead *

This cannot be the same as the camp/event co-ordinator

Which age groups are involved as participants in this event?

• Woodchips (under 5)
• Elfins (age 6-9)
• Pioneers (age 10-12)
• Venturers (age 13-15)
• DFs (age 16-20)

Event Management *

• A site visit has been completed (or the group is already familiar with the site/venue)
• At least two registered volunteers aged 18+ will be supporting the trip
• Minimum child/volunteer ratios will be met

For mixed-age groups, volunteers have been identified to be responsible for each age group *

• Yes
• No
• Not applicable for this event

Volunteer screening & training *

• Any adults (including 16-20 year olds taking responsibility for others) have undergone relevant volunteer screening, including referencing, Enhanced DBS check or PVG membership
• Event co-ordinator & safeguarding lead have (as a minimum) completed a Level 1 Safeguarding course, the NYA ‘Safeguarding in a Youthwork Setting’ online course, or equivalent training
• All volunteers are familiar with Woodcraft Folk’s Safeguarding Policy, Code of Behaviour and other relevant procedures, and know how and when to raise and share concerns

Managing risk *

• A safeguarding plan covering the proposed activity has been completed and shared with all volunteers
• A risk assessment has been completed and shared with all volunteers
• A first aid needs assessment has been completed, and suitable first aid cover is in place
• Planned activities are covered by Woodcraft Folk’s Public Liability Insurance

External instructors with suitable insurance cover have been engaged to lead activities not covered by Woodcraft Folk insurance *

• Yes
• We are not using external instructors for this event

Participants & programme *

• Informed parent/carer consent has been given for all participants under 18 to attend the camp/event
• Health and emergency contact information (including disability, additional needs, health conditions, allergies & dietary requirements) has been obtained for all participants (including adults/volunteers)
• A briefing has been given to participants and volunteers outlining expectations
• A programme of activities has been planned and agreed, appropriate to the age, ability and number of participants, and which can be safely and effectively delivered by the available volunteers

Transport *

• Any volunteers who are transporting children or equipment to site have the appropriate licence, insurance and skills to do so safely and legally

Personal and communal equipment being transported in vans or lorries does not exceed the maximum permitted weight *

• Yes
• We are not transporting equipment for this event

Any other relevant information

Submit

The post Camp & Residential Checklist appeared first on Woodcraft Folk.

Woodcraft Folk has a responsibility to protect its staff, volunteers, young members, and anyone else participating in its activities. It is therefore important that Woodcraft Folk leaders consider the need for first aid provision as part of planning and risk assessing activities.

Despite the voluntary nature of Woodcraft Folk’s provision, the principles of the First Aid At Work regulations apply to the organisation’s activities. Group Co-ordinators, Local Health & Safety Leads and group leaders must work together to ensure that appropriate arrangements are in place to provide first aid in the event of an accident or injury to participants. 

Basic Requirements

• Volunteers must be able to provide adequate first aid cover for every group session, camp, residential or other activity
• Appropriate first aid supplies and equipment must be available at every group session, camp, residential or other activity
• First Aid Needs Assessments must be completed to determine what level of provision is required for any given activity
• Records must be kept of any treatment given, shared with parents/carers where appropriate, and stored securely

Considering Risk

Woodcraft Folk activities do not all carry the same level of risk of injury, and so the required level of first aid cover will vary between activities. An assessment of need should take into account:

• the nature of the activities
• the duration of the session or activity
• the location
• the number and age of participants

You should document the assessment you make of your first aid needs, either in your local/event safeguarding plan, or as a separate document.

Levels of Cover/Training

Depending on the outcome of your assessment of need, you should determine which of these is most appropriate to your planned activity:

Appointed Person

This is the lowest level of cover and must be in place for all group nights where risk of injury is low and help can be readily summoned in an emergency. An Appointed Person is a named individual who will take charge in an emergency, administer first aid and/or ensure the emergency services are called if required.

An Appointed Person must also ensure that a suitably stocked first aid kit is also available for each activity, whether this is provided by your group or at your meeting venue.

An Appointed Person does not need formal First Aid training, though organisations such as British Red Cross provide basic courses to help Appointed Persons respond to an emergency. These will include skills in cardiopulmonary resuscitation (CPR), sometimes known as Basic Life Support (BLS).

Emergency First Aid at Work (EFAW)

A first aider trained to EFAW standard will be appropriate for camps and residentials where the activities being undertaken are not hazardous and help can be summoned easily in an emergency (e.g. a site with good mobile phone coverage close to a town).

EFAW courses typically take a day to complete (or the equivalent spread over several sessions), and cover a range of emergency situations. This is the minimum qualification expected of a first aider, and certification lasts for three years.

If your group works predominantly with young people aged under 12, you should consider taking an equivalent course in paediatric first aid.

If volunteers have been trained to this standard as part of their employment, they can use this certification to act as first aiders when volunteering at Woodcraft Folk.

First Aid at Work (FAW)

The higher First Aid at Work standard may be necessary for longer residentials or those in more remote locations.

First Aid at Work qualifications typically take three days of training, and participants will learn to manage and respond to a wider range of injuries and emergency situations.

Certification lasts three years, and can usually be renewed via a shorter refresher course.

 If your group works predominantly with young people aged under 12, you should consider taking an equivalent course in paediatric first aid.

If volunteers have been trained to this standard as part of their employment, they can use this certification to act as first aiders when volunteering at Woodcraft Folk.

Higher Level Qualifications

Groups planning adventurous activities in remote locations, especially those where a mobile signal cannot be relied upon, should consider undertaking specialist adventure first aid training to provide adequate first aid cover. Courses, typically offered by specialist providers, will provide additional skills and knowledge relevant to remote locations, such as caring for a casualty for an extended period while help is summoned.

Alternatively, groups wishing to run such activities may use specialist activity instructors who hold suitable first aid qualifications themselves. Group leaders should enquire about this when selecting activity providers. 

Selecting Training Providers

There are a wide range of organisations delivering first aid training and qualifications. Woodcraft Folk groups are responsible for ensuring that any training provider they use is competent, and the training provided is suitable to their needs.

Where possible, groups are advised to undertake training provided by recognised voluntary first aid organisations (British Red Cross, St John’s Ambulance, St Andrew’s First Aid), or an Awarding Organisation (AO) that is regulated by Ofqual, SQA or Qualification Wales. The independent monitoring of the quality of these providers means you do not need to ask further questions to gauge their suitability.

If you choose to use another provider, you should satisfy yourself that the training is of sufficient quality by using the due diligence checklist provided by the HSE. 

Additional Needs

The collection of information about participants’ needs, including disabilities, vulnerabilities and long-term medical conditions, is important in determining how best to manage risk of illness or injury. Groups should undertake additional training or increase the level of cover provided for activities based on this information, e.g. training in the use of EpiPens where a participant has severe allergies.

Record Keeping

You should keep a record of any incidents or accidents that require first aid treatment. A standard form is downloadable from this page – this is preferable to an ‘accident book’ for reasons of data security. Copies of completed forms should be provided to the parent/carer of any young person who receives first aid treatment at a Woodcraft Folk group or activity. Forms should be retained by the Group Co-ordinator or Local Safeguarding Lead for three years from the date of the incident, and then disposed of securely.

Any incidents or accidents that require follow up from a health professional must be notified to Folk Office. First aid forms and incident reports need to be sent to safeguarding@woodcraft.org.uk where:

• advice is sought from 111
• a 999 call is made, whether an ambulance attends or not
• the casualty attends A&E
• a follow-up appointment is made with a GP or outpatient clinic

Serious injuries, or incidents resulting in multiple people attending A&E must be notified to the Chief Executive as soon as possible, and in any case within 48 hours, in accordance with Woodcraft Folk’s Serious Incident Procedures.

Contents of First Aid Kits

Your First Aid Needs Assessment should also consider what first aid supplies need to be available. As a minimum, a first aid kit which meets British Standard 8599-1:2019 should be available, appropriate to the size of the group and nature of the activity:

Kits should be kept in a dedicated box or bag, marked clearly with a white cross on a green background. The minimum contents specified under BS 8599-1:2019 include:

Completing a First Aid Needs Assessment

A first aid needs assessment does not need to be lengthy or complex, but should identify what level of training and equipment is required for any given activity (or type of activity) that your group undertakes.

For your regular group nights, you could include this assessment as part of your Local Safeguarding Plan for ease of reference, though a separate assessment should be completed for camps and residentials, with due regard to the location, ease of access, likelihood of serious injury and duration of the activity. 

A template suitable for use in Woodcraft Folk groups is attached to this page.

The post First Aid Guidance appeared first on Woodcraft Folk.

You can base your own plan on our Google Doc template (remember to click “create a copy” to make an editable version), or download the template as a Word document from the right hand side of this page.

For advice on completing risk assessments for your group’s activities you can watch our Risk Assessment webinar, led by Andy Taylor, Head of Centres at Woodcraft Folk.

The post Risk Assessment appeared first on Woodcraft Folk.

Background

Woodcraft Folk is a children’s and young people’s organisation; the safety and well-being of children and young people attending our groups and activities is paramount. Woodcraft Folk is committed to providing a safe and positive environment to enable children and young people to explore and develop. As such we ask all volunteers to undertake screening and vetting procedures to check their suitability to work with children and young people.

In some circumstances, adults who will be in contact with young people as part of Woodcraft Folk activities cannot or should not be subject to DBS/PVG checking. In these circumstances they will be asked to complete a Safeguarding Declaration. These may include:

• guests (press, politicians, funders etc.) who will not be volunteering with young people or taking responsibility for them
• session/workshop leaders or activity providers visiting a group or camp on a one-off basis
• representatives of international organisations, unable to undergo UK record checks

The Safeguarding Declaration should not be used as a substitute for Woodcraft Folk volunteers undergoing the level of screening and vetting that is appropriate to their role.

Copies of Safeguarding Declarations must be kept by the Local or Event Safeguarding Lead for 12 months after engagement in Woodcraft Folk’s activities has come to an end. 

The post Safeguarding Declaration appeared first on Woodcraft Folk.

The group needs to be registered by two full members of the Woodcraft. So if you’re not already a member please make sure you apply here. There is no need to send in a registration fee for your group as the first 6 months are FREE for all groups.

Online New Group Registration Form

For those groups who are not yet ready to formally register with us but are wishing to register their interest, run taster sessions and receive additional new group support from our development staff they can complete the ‘Intention to open a Woodcraft Folk group’ form and submit to head office. 

The post New Group Registration Form appeared first on Woodcraft Folk.

If you’d like an Income & Expenditure Sheet created for your Group/District (see below), please email ros.epson@woodcraft.org.uk to request this.

You can download template spreadsheets from this page to support your record keeping:

• Bank reconciliation sheet
• Subs payment tracker

Simple financial records guidance

You will find a standard set of record keeping guidance below along with a set of guidance which covers the use of cash. There are various “annexes” which are relevant to both sets of guidance.

Standard version: 

1. Introduction
2. Setting up – you need three things
3. Blank Income & Expenditure Sheet (read only)
4. Running your financial records

Version including cash handling:

1. Introduction (version inc. cash)
2. Setting up – you need four things (version inc. cash)
3. Blank Income & Expenditure Sheet (version inc. cash) – read only
4. Running your financial records (version inc. cash)
5. Handling cash

Annexes (relevant to both sets of guidance):

• Annex: bank reconciliation guidance
• Annex: key issues in financial record keeping
• Annex: using the Income & Expenditure Sheet
• Annex: what goes where on the Income & Expenditure Sheet
• Annex: your financial records folder

The post Keeping Financial Records appeared first on Woodcraft Folk.

You can base your own plan on our Google Doc template (remember to click “create a copy” to make an editable version), or download the template as a Word document or PDF from the right hand side of this page. You can also find the template in the ‘Volunteering’ section of the templates gallery of Google Docs when logged in with a Woodcraft Folk account.

Woodcraft Folk’s safeguarding lead Owen led a webinar in October 2021 around local safeguarding plans. Watch it here.

The post Local Safeguarding Plan appeared first on Woodcraft Folk.