Quality Standards for Procedure

Ensure the safety of girls in your unit with the Doing Our Best Quality Standards for Procedure

Nothing is more important to us than the safety of our girls and volunteers

These standards provide a practical tool to help you follow Girlguiding's rigorous safety procedures to protect girls, young women and adult volunteers in guiding.

1. First Aid

a. There is first aid cover available at all times

There is first aid cover available at all times. At least one Leader on duty is qualified in basic first aid (1st Response).

The First Aider is responsible for health matters and must have a suitable and valid first aid qualification such as 1st Response from Girlguiding. If you hold a valid external first aid qualification you may already have the training you need to provide first aid support in guiding.

What external first aid qualifications are equivalent to Girlguiding's 1st Response?

For your first aid qualification to be considered equivalent, it should:

  • be valid
  • have involved a training that was at least six hours long
  • included training for both adult and child CPR
  • covered all other topics in 1st Response training.

Use the 1st Response course syllabus checklist to make sure that your external qualification covers the same topics as this training.

Get more guidance on first aid in your unit, about the 1st Response qualification and other accepted first aid qualifications.

b. An appropriately stocked first aid kit is readily available for use

There is no mandatory list of items to include in a first-aid kit.  Below is a suggested list of items that you could include in your basic first-aid kit:

  • 1 pair disposable non-latex protective gloves
  • 20 individually wrapped sterile adhesive dressings
  • 2 sterile eye pads
  • 4 individually wrapped triangular bandages, preferably sterile
  • 6 safety pins
  • 6 medium-sized (approximately 12cm x 12cm) individually wrapped sterile unmedicated wound dressings
  • 6 large-sized (approximately 18cm x 18cm) individually wrapped sterile unmedicated wound dressings
  • guidance leaflet (a leaflet supplied with the kit or that you make yourself which includes brief instructions on emergency treatment).

You might also like to include:

  • resuscitation shield/pocket maskscissors
  • extra gloves
  • adhesive tape
  • steripods (sealed sachets of normal saline)
  • individual wrapped moist cleaning wipes for the first aider’s hands
  • alcohol gel
  • kitchen film
  • survival bag/blanket
  • torch/whistle
  • high-visibility jacket
  • warning triangle in car.

Remember to have home contact telephone numbers available at all times, plus relevant permission/health forms for the event or activity.

The contents of your first-aid kit should depend on what you assess your needs to be. There may be further items that you wish to include when planning other activities such as residentials or outdoor adventures.

c. A Girlguiding Emergency File is available and fully stocked

A Girlguiding Emergency File is available and fully stocked, used pages have been replaced, and all the Leadership Team members are aware of it.

Your unit should have an Emergency File. If the main contact has not received a copy on behalf of the unit, please contact Girlguiding HQ [LINK TO CONTACT FORM]. Download the contents of the Emergency File and check our guidance on what to do in an emergency.

Below is a checklist for what you need to do with your Emergency File.

2. Risk assessment

a. Risk assessments are made regularly

Your risk assessment should cover:

  • premises
  • participants
  • equipment
  • activities
  • external activities (for example residentials).

When planning any activity or event - inside or away from the meeting place - Leaders need to consider the risks involved and how to manage them. Find out more about conducting risk assessments, or download a Risk Assessment form.

b. Girls are aware of the risks they face and take responsibility for safety

Girls are aware of the risks they face and take responsibility for their own safety as well as the safety of others.

  • Leaders and volunteers provide clear information to girls about the hazards and risks - and about risk control measures - of unit activities.
  • The Leadership team discusses health and safety regularly, and health and safety is on the agenda of team meetings and activity briefings.
  • Leaders and volunteers are open and approachable on health and safety issues, and encourage their team to discuss health and safety matters.
  • Leaders and volunteers communicate their commitment to health and safety through their behavior by always setting a good example.
  • Leaders and volunteers provide clear information to Unit Helpers, visiting drivers, activity instructors, Peer Educators, parents etc regarding activity hazards and risks - and about the control measures in place to protect them. 

3. Recruitment process

a. All adult volunteers must have completed the Girlguiding recruitment process.

All adult volunteers must have completed the Girlguiding recruitment process as applicable to their role.

All adult members and recognised volunteers who wish to undertake an active role in guiding must undergo the recruitment process.

For a full list of recognised roles for the unit, including available specialisms, membership requirements and recruitment check requirements, please refer to our volunteer role descriptions.

4. Role requirements and training

a. All Leaders meet basic role requirements and attend appropriate training

All Leaders meet basic role requirements and attend appropriate training. Leaders have completed or are working towards their Leadership Qualification and attend additional training for continuous development.

  • Leaders have completed or are working towards their Leadership Qualification.
  • Units have at least one Leader trained in 1st Response.
  • Leaders and volunteers understand their roles and what they're responsible for.
  • Leaders and volunteers are aware of where to find out about their County's training programme.
  • Leaders and volunteers attend County days or County events to receive non-compulsory training.
  • Leaders and volunteers build their skills through Girlguiding's additional schemes and qualifications.

Your local Commissioner should be aware of when trainings are happening and is a good first point of contact. 

5. Unit safety

a. A fire drill procedure is in place and has been tested

Have you completed your fire safety checklist?

Find out more about how to set up and test a fire drill procedure from our fire safety guidance.

b. The premises conform to the appropriate legal requirements

Although it is the responsibility of the building owner to document and ensure that the building conforms to appropriate legal requirements, it is considered good practice for volunteers to risk assess the premises and raise issues with the landlord if any precautions are out of date, or if any risks are spotted. If possible, please provide evidence you've seen a fire assessment and an asbestos report.

Venue Safety Checklist

Entrance

  • Is it accessible to people with disabilities?
  • Is it on a major/busy road?
  • Does it need to be locked during meetings?
  • Who has the key during meetings?
  • Is there a security light? Where is it?
  • Where do parents wait to collect their daughters?

Exits

  • Where are the fire exits?
  • Are the fire exits unlocked and clear of obstructions?
  • Where can the girls wait to be collected?

Fire

  • Is there a fire alarm? When did you last test it?
  • Where are the extinguishers?
  • Do you know the difference between extinguishers for electrical fires and paper fires etc?
  • Do you know how to use an extinguisher?
  • Are the extinguishers regularly checked?
  • Where is the assembly point?
  • Is a fire blanket available?

Hall

  • How many people will the hall hold comfortably?
  • Can chairs and tables be stacked out of the way?
  • Are there any danger areas? For example:
    • radiators
    • low windows
    • stages
    • loose wires or stairs/steps.

Kitchen

  • How hot is the tap water?
  • Could the kettle be easily knocked over?
  • Are sharp knives easily accessible?

6. Accounts

a. The unit ensures that accurate and up-to-date accounts are kept and verified annually

The Unit Leader:

  • is entrusted with the safe keeping of the unit's funds
  • is responsible for seeing that a proper account of the funds is kept
  • if delegating the accounts to a Unit Treasurer, must review them herself on a quarterly basis
  • must ensure that anyone managing unit accounts, who is not a member of the Leadership team, is registered on Go! as a Unit Treasurer
  • must ensure that the accounts are independently reviewed each year
  • must ensure that a simple annual report statement is written to accompany the annual accounts.

Find out more about managing unit finances.

7. Required personal details of members are known and recorded on Go!

a. Members’ details are known, up to date and available, and reviewed annually

Members’ details - such as medical and dietary requirements and emergency contacts - are known, up to date and available, and reviewed annually.

Go! is Girlguiding’s membership database and contains the personal details of every active member in Girlguiding.

Go! Requirements

  • Members are responsible for updating their own information and the information of those they're responsible for.
  • All existing members’ details should be updated at least once a year, and volunteers should remind parents/carers to review the Individual Details report held on Go! for their daughter.

Any young member or volunteer who regularly attends unit meetings must have a record on Go!

  • Occasional Helpers and Residential Occasional Helpers do not have to be members although if they wish to receive membership benefits, they must create a record on Go!
  • It is important to check that everyone has the correct membership status recorded on their Go! Record, ie Recognised Volunteer (Active) or Member (Active).
  • As soon as someone leaves the unit, it is important to make their record on Go! inactive.

Below is a checklist for keeping your unit's Go! record up to date.

Leaders’ personal details should include their:

  • name
  • address
  • telephone number
  • email address
  • medical requirements
  • dietary requirements
  • ethnicity and native language - optional but encouraged
  • roles
  • qualifications - including e-learnings
  • emergency contact information.

Girl and parents' personal details should include their:

  • name
  • address
  • telephone number
  • email address
  • medical requirements
  • dietary requirements
  • ethnicity and native language - optional but encouraged
  • emergency contact information
  • photo/video permissions

Unit meeting place details should include:

  • address
  • day and time of meetings.

Remember to abide by data protection requirements when using Go!. Get more information on data protection