For Lead Volunteers and Team Leaders
Book a Welcome Conversation
Every new volunteer in Plymouth Scouts has a Welcome Conversation. It’s a friendly meeting with you and a member of our Welcome Conversation team to give them a safe, confident and positive start.
- Aim for the first 30 days
- Must be done within 180 days
- You, your volunteer and our team
What is a Welcome Conversation?
A Welcome Conversation is a required part of every new volunteer’s joining journey and part of the Scouts safer recruitment process. It makes sure each new volunteer understands what’s expected of them, how we keep young people safe, and where to find support.
It’s a supportive conversation, not a test. It gives your new volunteer space to ask questions and share their interests and any needs they have, and it helps them feel welcomed, valued and connected to your team.
As the appointing volunteer, you book it using the form on this page. We’ll match you with a trained Welcome Conversation Volunteer who is independent of you and your team.
What’s discussed
Getting to know them
Introductions, plus any access needs or support they might need.
Their role
The tasks they’ve agreed to take on and what’s expected of them.
Values and safeguarding
Scout values, key policies and safeguarding, including the Yellow Card.
Learning and support
Learning and development opportunities, and who to go to for help.
Next steps
Access to the membership system and what’s left in their joining process.
When to book
Book as soon as your new volunteer starts. Aim to hold the conversation within their first 30 days. Around week four often works well, once they’ve had a chance to start helping and have a feel for the role.
It must be completed within 180 days to meet the requirements in Scouts’ Policy, Organisation and Rules (POR).
Book a Welcome Conversation
Complete the form with your details and your new volunteer’s details. A member of the Welcome Conversation team will be in touch to arrange a time.
Form not loading? Open the booking form in a new tab.
What happens next
- We match you with a Welcome Conversation VolunteerThey’ll contact you to arrange a time that suits you and your new volunteer.
- You hold the conversation togetherYour new volunteer, you and the Welcome Conversation Volunteer.
- You record it in My MembershipAs the appointing volunteer, you record the outcome using the “Record welcome conversation” workflow in My Membership.
- Your volunteer carries on their joining journeyWith a clear picture of their role, how we keep young people safe and where to get support.
What to tell your new volunteer
“Every new volunteer has a Welcome Conversation. It’s a relaxed chat with me and someone from the District’s Welcome Conversation team. We’ll talk about your role, Scout values, how we keep young people safe, and the support and learning available to you. It’s not a test. It’s a chance for you to ask questions and tell us anything that would help you enjoy volunteering.”
Common questions
Can I hold the Welcome Conversation on my own?
No. A trained Welcome Conversation Volunteer who is independent of you must take part. That’s why you book it through this page.
Who records the Welcome Conversation?
You do, as the appointing volunteer. Use the “Record welcome conversation” workflow in My Membership once it has taken place.
My volunteer started a while ago and hasn’t had one yet
Book one now. Welcome Conversations must be completed within 180 days, so let us know in the form if the deadline is close and we’ll do our best to prioritise it.
Is it a test or an interview for the volunteer?
No. It’s a supportive conversation to help them feel informed and confident, and to give them space to ask questions.
I’d like to become a Welcome Conversation Volunteer
We’d love to hear from you. Get in touch using the contact details below.
Where can I find out more?
See the Scouts guidance on Welcome Conversations and the guide to recording them in My Membership.
Questions about Welcome Conversations?
Contact the Welcome Conversation team at welcome@plymouthscouts.org.uk