Waiting list policy

We are a strong and active Scout Group. We want every young person to have a positive experience with us. 

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Because many families want to join, some sections become full at times. This policy explains how we manage our joining list and waiting list so as many young people as possible can take part. 

Our spaces depend on the number of leaders and helpers in each section. We aim to have two uniformed leaders and two regular helpers in every section, but this can change depending on how many volunteers we have and their availability. 

We do not have a Squirrels Drey for young people aged 4 to 6 yet. 

Our sections are typically: 

• Beavers (ages 6 to 8). Capacity: 15-18. 

• Cubs (ages 8 to 10½). Capacity: 20-24. 

• Scouts (ages 10½ to 14). Capacity: 20-24. 

We use the lower number when planning new places. The higher number gives some flexibility for special cases and for young people moving between sections. Numbers can fluctuate with Group Lead Volunteers permission. 

Young people join the list by parent carers filling in the wanting to join form, on either 2nd South Petherton Scout Group website or national Scouts website, with: 

• child’s name 

• child’s date of birth 

• parent carer’s name 

• parent carer’s email address 

• parent carer’s phone number 

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We aim to add young people early so they have the best chance of getting a place when they reach joining age, and inform our section planning. When sections start to fill up, new enquiries go straight onto the waiting list unless they meet priority 1, 3 or 4. 

Section Team Leaders help manage the list. We look at capacity, leader numbers, needs of current members, needs of the young person waiting, and any factor that affects safety or wellbeing. 

We offer places using the criteria below, in order.  

1. Young people already in the Group who are moving up (Beavers to Cubs, Cubs to Scouts). We want everyone to complete their time in the Group and continue their badge work without a break. 

2. Young people who have moved into South Petherton and who actively took part in Scouting in their previous area. They must now live closer to 2nd South Petherton than any other Group. 

3. Young people of existing volunteers (Team Leaders, Team Members, Trustees, Active Support or any formal role). Groups rely on volunteers, and we believe it is fair that those who give their time can include their young people. 

4. Children looked after and previously looked after by a local authority, including young people who are adopted or under a child arrangement or special guardianship order. 

5. Siblings of current members who have been in the Group for at least two months. Each young person must still be registered on the waiting list. 

6. Young people of new volunteers. Volunteers are expected to attend most meetings (three in four) for at least a year. 

7. Time on the waiting list. After the priorities above, we offer a place to the young person who has waited the longest. We do not usually offer a place if a child would spend fewer than six months in the section, as they would not have time to settle and progress. They will be prioritised for the next section when they reach the age for it. 

8. Group discretion. If two young people have equal priority, the Lead Volunteer and Section Team Leader will decide considering circumstances. The decision is final. 

Priority does not guarantee a place and is subject to capacity, suitability, and the needs of the section. 

We consider any special educational needs or disabilities described in our Inclusion policy. We make reasonable adjustments where possible. This may affect section size or joining options at times. 

Where a volunteer or trustee’s own child is being considered for a place, the individual will take no part the decision-making process.

If a parent carer feels the policy has not been followed, they can appeal to the Group Chair. 

The Group Chair will look at the concern with the Group Lead Volunteer and Section Team Leaders. 

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We will reply within 2 weeks and explain the decision. We will not share confidential information. 

Before we offer a new place, we check that the next section will also have space. This avoids young people becoming stuck when it’s time to move on.

Move‑up ages are: 

• Beavers to Cubs: term closest to 8th birthday (with limited flexibility from 7½  to 8½). 

• Cubs to Scouts: term closest to age 10½ (with limited flexibility from 10 to 11). 

• Scouts to Explorers: term after 14th birthday (with flexibility between 13½ and 14½).

We will be open about the size of our waiting list and keep parent carers updated. We will offer places based on age and our priority criteria. 

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Periodically we will reach out and see if you want to remain on the waiting list or try another local Scout Group with possible spaces. 

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If you choose this, with your permission, our Group Lead Volunteer will introduce you to the other Group and explain the circumstances. 

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This helps keep our waiting list fair, manageable, and supports young people to access Scouting as soon as possible. 

12 June 2026