Joining Woodcraft Folk

Volunteer Screening Checks

Further Help & Advice

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Roles and Admin access

Child Registration & Guardians

People Section

Other Functionality

Online payments and Stripe

Technical Support 

• Whilst logged on to Groop you can access their ‘Live Chat’. Direct communication with a Groop consultant who can support you with the system. Live Chat is available Monday – Friday between 9am to 5pm.
• Groop are happy to arrange demos with members who have questions. To arrange training contact Groop through their contact form
• Additional guidance is available at knowledge.groop.com
• Specific guidance for Woodcraft Folk users can be found on our Groop Guidance page
• If you are still stuck, email membership@woodcraft.org.uk

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Processing DBS applications for Transgender applicants

The Disclosure and Barring Service sensitively and confidentially process DBS applications for transgender applicants. They’ve provided a step by step procedure that we can follow to ensure an applicant’s correct gender and name is displayed on their certificate.

1. The applicant must go on to the online DBS system and complete their application as usual.

2. On their application they MUST select the gender they identify with and answer ‘No’ to the question have you been known by any other names (if they wish not to disclose this information).

3. Once they’ve completed their application they’ll need to contact the Membership team (membership@woodcraft.org.uk or call 020 8126 9339 ) immediately, OR the DBS Sensitive Department (see page 3) providing the following information:

• A request for their application to be taken through the sensitive process
• A scanned copy of their change of name deed/certificate (if applicable)
• Contact telephone number and email
• Home address

Please note the above information must be provided to Folk Office before the application is verified otherwise the DBS will be unable to match the application to the request.

4. The membership secretary can then go on to the First Advantage site and verify the application once they’ve witnessed the relevant ID.

If the identity documents show different genders, please attempt to use only the ID that displays the gender they identify with. If the ID shows only the incorrect gender which they do not wish to disclose to their local membership secretary they must contact the Membership and Groups Officer immediately before starting the application process.

5. The application and documents provided will be sent to the Disclosure & Barring Service Sensitive team requesting that the application be processed in line with the gender recognition act 2004.

If an applicant is happy to have their previous identity disclosed on their certificate, they don’t need to follow the above procedure and can simply submit their information under the ‘any other names’ section of their application.

Options for Non-Binary applicants

Presently the Disclosure & Barring Service does not offer any accommodations for non-binary people, or those who wish not to disclose a gender status at all.

At the moment the Sensitive Applications process is only provided for transgender applicants who have changed their gender within the gender binary (e.g. from male to female, or female to male), and do not wish nor have to provide details of the gender they were assigned at birth. This service is provided in line with the protections afforded by the Gender Recognition Act (2004). Though they do still have to disclose this information to the DBS through the Sensitive Applications process in order for all necessary checks to be completed and to receive a valid certificate.

Woodcraft Folk recognise that there is a lack of legal recognition for non-binary individuals, and stress that within our organisation we seek to validate the gender identities of everyone who participates through maintaining accurate internal records and respecting which pronouns individuals use for themselves. As such any non-binary individuals who have concerns about the DBS process are welcome to contact our membership team by email. We will endeavour to find a way to complete a DBS check in a way which minimises the number of people to whom you will need to disclose the gender you were assigned at birth.

We have been made aware that there are no immediate plans to change DBS processes. However, the Disclosure & Barring Service have stated that they will always amend their services in line with any changes to legislation. Therefore current consultations around the legal recognition of non-binary identities may result in changes to these systems in the near future.

How to contact the sensitive applications team

The sensitive application team is experienced in dealing with sensitive cases and will happily advise you on the process and what you need to do. To contact the sensitive applications team directly, please telephone 0151 676 1452 or email sensitive@dbs.gov.uk. Please note, that the telephone number also has an out-of-hours answering machine where you can leave your details, and a member of the team will call you back. Please note, an applicant using the confidential checking service, will still complete the same application form as any other applicant.
Any questions for Woodcraft Folk membership please email membership@woodcraft.org.uk or call 020 8126 9339.

FAQS for Membership Secretaries & Applicants

Do you need to have changed your gender through a gender recognition certificate to be entitled to use the sensitive application process?

A gender recognition certificate is not required to go through the sensitive process.

What do you do if you don’t want to disclose that you are trans to the verifier/membership secretary and don’t have enough ID of the right gender?

Members can complete the application as per the instructions and can contact the DBS Sensitive Department directly. Unfortunately the ID has to be witnessed in hard copy and verified so we’d recommend to use ID that reflects their current gender so no disclosures need to be made to the membership secretary.

The membership secretary will not know if the sensitive process has been used if the applicant has contacted the DBS directly and has used only ID that reflects their current gender.

If the applicant has only ID with a range of names and genders that would mean they would have to make a disclosure to their local verifier/membership secretary this information would be treated confidentially in line with our data protection policy.

What do you do if you are a current member (possibly subscribed to the update service) and have changed your name/gender in the three years since the check was done/updated?

If a member has changed their name/gender in the last 3 years they’ll have to do a new DBS application at point of renewal. The Disclosure & Barring service will check the criminal record against both the new and previous names.

Is it necessary to have a piece of ID that shows gender within those verified (Birth Certificate/Gender Recognition Certificate/Adoption Certificate/Passport) or is there a selection of non-gendered ID that one could show and still complete a check (Driving License, Bills, etc)?

ID checking has to be down in line with the guidance set up by the Disclosure & Barring Service. A minimum of one ID document showing gender will need to be seen.

Current UK Driving licence (old style paper version), Current Non-UK Photo Driving licence, Birth Certificate (UK) issued after the time of birth, Marriage/Civil Partnership Certificate, Adoption Certificate.

What should you do if you are in the process of transitioning and currently have ID documents in a range of names and genders?

The identity documents must match current information on the application. If possible should try to use only the ID that displays their current gender.

Any questions or queries please email membership@woodcraft.org.uk.

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Our core age groups are Elfins (age 6 to 9), Pioneers (age 10 to 12), and Venturers (age 13 to 15). Younger children can join a Woodchip group, and from 16 young members can participate in District Fellowship activities. Find out about all our age groups here.

Find and contact your local group with our group finder.

How many groups are there?

We currently have about 300 groups meeting around the country. Find your local group using our group finder.

What do groups get up to?

Groups normally meet weekly, and will offer a mix of craft, games, discussion, music, drama, bushcraft and social action activities. Visit our Activities catalogue for examples of our group activities. Additionally, most will organise regular camps and residential trips, which may involve activities such as hiking, orienteering or watersports.

Do I need to be involved in running the group?

While many of the volunteers who run our groups are parents/carers of children that attend, many are not. It’s not compulsory that you help out, but we can only run our groups with the support of volunteers. If you’ve got the time to help, there’ll be a role for you. See our Volunteering page for more information, whether you’d like to help with activity sessions or support the group behind the scenes.

What does it cost?

Groups typically make a small charge to cover the cost of premises, equipment and other expenses. Usually this is around £2 to £3 per week, or the equivalent paid monthly or termly. We don’t want cost to be a barrier to young people accessing our activities. Therefore some groups invite voluntary donations on a ‘pay what you can’ basis instead. Contact your local group for more information.

Is there a uniform?

We don’t require members to wear a uniform. However, many young people and adults choose to wear Woodcraft Folk’s branded t-shirts, shirts or hoodies for activities and trips. We print these shirt on demand, using soft organic cotton and renewable energy – available from our online shop.

Can you cater for my child’s additional needs?

We want to make Woodcraft Folk accessible for all young people who would like to be involved. Our volunteers have lots of experience of supporting young members with a range of additional needs – it’s best to discuss your child’s needs with the leaders in your local group.

How does Woodcraft Folk keep young people safe?

Woodcraft Folk’s Safeguarding Policy sets out how we safeguard our young members, in line with our legal responsibilities and our commitment to children’s rights. We screen and train our volunteers and risk assess activities and trips. Every group has a local safeguarding lead to act as a point of contact for concerns or queries.

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The safeguarding area of the website hosts Woodcraft Folk’s Safeguarding Policy, as well as a range of procedures and guidance to support volunteers in safeguarding young people in all aspects of our work. If you have a question that is not answered by the information available online, email safeguarding@woodcraft.org.uk for advice.

How many volunteers do we need to run the group?

There should always be two adult volunteers present who are members of Woodcraft Folk, and have been appropriately screened, before any Woodcraft Folk activity for young people takes place. In addition, there should be at least:

• 1 volunteer to every 3 Woodchips
• 1 volunteer to every 5 Elfins
• 1 volunteer to every 8 Pioneers
• 1 volunteer to every 10 Venturers

Complying with these ratios is the minimum that’s needed for appropriate adult supervision — the actual numbers of volunteers you require may be significantly higher depending on the needs of the young people in your group, the nature of the activity, and the level of experience of the volunteers.

How does Woodcraft Folk screen volunteers working with children?

Volunteers and staff regularly working with young people at Woodcraft Folk will be required to undergo screening before volunteering. This will include a criminal records check through the DBS or PVG scheme, and taking up references to ensure their suitability to work in a position of responsibility. Visit the Volunteer Screening page for more information.

A previous conviction is not necessarily a barrier to volunteering — any convictions or other information highlighted by a record check will be risk assessed. For more about this process, please see the Recruitment of Ex-Offenders Policy.

Who should I go to with a concern?

Any queries or concerns should be shared with the Local Safeguarding Lead for your group or distirct, whether these relate to:

• the wellbeing of a child or young person
• behaviour or suitability of an adult volunteer
• arrangements for safeguarding in the group

If you’re not sure who your Local Safeguarding Lead is, ask the Group Co-ordinator or another volunteer, or email safeguarding@woodcraft.org.uk for advice.

What do I do if a child approaches me with a concern?

If a child or young person discloses abuse to you, it is important that you:

• Listen and accept what they tell you
• Make notes of your conversation
• Provide as much reassurance to the child as you can
• Make it clear to the child what you have to do next and who you have to talk to.
• Do not ask or allow the child to repeat anything to other staff.
• Write up your notes as soon as possible, without throwing away any original notes — the Incidents & Disclosures page contains a template form which can be used to ensure you capture all the relevant information
• Contact your Local Safeguarding Lead as soon as possible

Where can I get advice outside of Woodcraft Folk?

If you have concerns that you’d like to discuss or need impartial advice from safeguarding professionals, Woodcraft Folk recommends the NSPCC’s helpline service. Support can be obtained online or by calling 0808 800 5000.

What should I do in an emergency?

In a situation where you are concerned for the immediate safety of a child or young person, you should contact the local Social Care out-of-hours or duty team, or call 999 for the police — these agencies will act in an emergency to protect a child at risk.

Can DFs lead a group? 

Yes, DFs can lead activities for younger members at group nights or take on roles at camp, providing they have joined as full members and completed relevant screening checks. There should always be two members over the age of 18 years present and engaged in the activity — this is a condition of Woodcraft Folk’s insurance and will mean that younger DFs cannot lead a camp or activity without the support of older adult volunteers.

What do I do if a concern is raised at a camp?

Every camp or residential should have a named Safeguarding Lead who should be the point of contact for any safeguarding concerns.

How do I access training?

Training opportunities for volunteers in Woodcraft Folk include:

• Regular webinars
• Training session plans that you can work through with a group of other volunteers
• Leader training weekends facilitated by experienced staff and volunteers
• Online training modules
• Archived webinar sessions you can watch at your leisure

Resources, more information and upcoming dates can be found on the Training page.

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