Scouts Hereford and Worcester Support Fund Policy

(Effective Date: 2nd April 2025)

1. Purpose

This policy outlines the criteria and procedures for awarding grants to support individual members of Scouts Hereford and Worcester who are participating in Scouting activities and events. It aims to ensure fairness, transparency, and effective resource use to promote inclusivity within our Scouting community.

2. Eligibility Criteria *

Grants are available to individual youth members (including Network members) and adult volunteers of Scouts Hereford and Worcester who meet the following criteria:

Youth Members (4-25):

• Applicants must be registered full members of Scouts Hereford and Worcester
• Each application must be submitted by the young person with support from their leader in charge of the trip or activity
• Grants are limited to one event or trip per applicant during their time in each section
• World Scout Jamborees are not eligible for this process and separate arrangements are in place for this – contact a WSJ leader or County Trustee for details.

Adult Volunteers:

• Applicants must be registered adult volunteers within Scouts Hereford and Worcester
• Grants are available to leaders contributing to trips or activities, particularly those demonstrating financial hardship and a commitment to supporting youth fundraising efforts.

*exceptions may be made at the discretion of the County Trustee Board with written representation from a relevant lead volunteer.

3. Grant Allocation

Conditions for application and maximum funds available are outlined below.

Youth Members:

• Grants are available to cover up to £500 or 25% of the trip cost, whichever figure is higher
• Members who meet the eligibility criteria for “free school meals” as laid out on the .gov website are automatically entitled to apply for funding support [https://www.gov.uk/apply-free-school-meals]
• Applicants who do not meet the criteria for free school meal should not apply without prior approval from a District Lead Volunteer or the County Lead Volunteer
• Applicants are expected to apply for assistance through Group and District processes prior to applying for County support. Copies of responses will be required
• Applicants are expected to discuss alternative fundraising opportunities with the leadership team for the event or activity for which they are seeking support.

Adult Volunteers:

• Grants are available to cover up to 75% of the trip cost, up to a maximum of £1,000
• Applicants must demonstrate financial hardship and provide a plan detailing their support for youth fundraising activities related to the trip.

4. Application Process

Applications must be submitted using the official Scouts Hereford and Worcester Support Application Form. This can be obtained from a District Lead Volunteer, County Trustee or County Administrator via  HereToHelp@scoutshw.org.uk.

Each application requires written endorsement from the leader in charge of the trip or activity.

Completed applications should be addressed to the County Lead Volunteer and Chair of Trustees and sent via HereToHelp@scoutshw.org.uk at least 12 weeks prior to the commencement of the activity or event.

5. Assessment and Approval

The Chair and County Lead Volunteer will review applications based on eligibility criteria, financial need, and the potential benefit to the applicant’s personal development and contribution to Scouting.

Applicants may be required to provide additional information or attend an interview as part of the assessment process.

Applicants will receive an acknowledgment of receipt of their application within 14 days, along with requests for any additional information and an estimated time period for a final decision.

Decisions will be communicated to applicants as soon as practicable with consideration to the fact that this process is administered by volunteers in their own time.

Decision Making Thresholds and Funding amounts:

• For grant applications valued up to £500: Approval will require agreement of the County Lead Volunteer, Chair of Trustees and Treasurer and will be notified to the Trustee Board at the next available meeting
• For grant applications valued above £500, and for extraordinary applications that fall outside the criteria outlined in this policy: Applications will be presented to and approved by the Trustee Board, by email or special meeting, if necessary
• The amount to be awarded will be agreed by the designated decision makers, with consideration to the full circumstances, and may not be the full amount applied for.

6. Conditions of Grant

Grants are non-transferable and must be used solely for the approved activity or event.

Recipients are expected to provide a brief report or presentation on their experiences and learning outcomes upon completion of the activity.

If the recipient is unable to participate in the activity or event for which the grant was awarded, the grant must be returned to Scouts Hereford and Worcester.

7. Funding Limitations

The availability of grants is subject to the funds allocated for this purpose within the Scouts Hereford and Worcester annual budget.

The Trustees reserve the right to adjust grant amounts or decline applications based on funding availability and adherence to this policy.

8. Policy Review

This policy will be reviewed annually by the Scouts Hereford and Worcester Board of Trustees to ensure its effectiveness and alignment with the organisation’s objectives and financial capabilities.

For any queries or further information regarding this policy, please contact the Scouts Hereford and Worcester County Administrator on HereToHelp@scoutshw.org.uk.