Things to do at the start of term

A start of the year brings a brand new term, and many units are preparing to start up guiding again. 

As a volunteer, you may have everything covered already. But if you’re new to guiding, or just like working through a to-do list, this is here to help you. It's not extensive, and not everything will apply to your unit, but it should cover the basics. Do also remember your commissioner is there to help you if you need any support.

Venue

Confirm that the venue is still available and when term starts. Will the rent stay the same or will there be an increase? You may need to supply the venue with a copy of our public liability insurance. If you need help when choosing a new venue, have a look at our handy risk assessment for new venues.

Current girls

Contact the parents and carers of existing girls to check that they’re returning after the holidays. If they are, remind them to log into GO and check their personal details, for example, email address, address, telephone number, emergency contacts etc. If they’ve never logged into GO, they can click on the ‘don’t have a log in’ button to get set up.

Remember that Rangers are responsible for their own GO record. If you’re a Ranger leader, you can remind them to update their details as well. If a girl is moving up a section, remember to click the ‘transfer’ button on the girls’ record and select the unit she’s moving to.

New girls

Do you have spaces for new girls to join? Contact those that are waiting to find out when they can join. After they’ve started, don’t forget to send them a starting form to complete.

Updating GO

Once you know exactly who’s coming back or leaving, you can now update GO and end the roles of those who are leaving.

Data protection

Go through all your paperwork and shred all personal information that’s out of date or not needed anymore. Don’t forget to do the same with your digital devices. You can find more information on this in our managing information policy and on our collecting, using and destroying personal data web page. 

Planning

Units vary in how they plan for the new term - you might have this covered already. Some hold a planning meeting with their leadership team the term before, or a few weeks in advance. There’s no hard or fast rule – it’s entirely up to you, the girls and leaders in your unit. Think about what girls want to do when they go back. How are they involved in planning? Some units use the first week back to plan the meetings with the girls.

Ask girls what they enjoyed doing last term and what they want to do this term. Things to consider include when you’re going to hold your fire drill, reminding girls of escape routes, what trips are being planned, any camps or residentials that will be happening that may take up some of the meeting times. Don’t forget to submit your REN form if you’re planning a residential. Look out for a new events toolkit coming later this year, which will include pre-filled risk assessments and guidance to support your running events. 

Risk assessments

Once you have your term planned, it’s important to risk assess any new activities, and check that the risk assessments you already have in place cover everything you need them to. We’ve made some pre-filled risk assessments that are here to make things easier for you.

Here’s a list of what you might need to do:  

• Check or do your annual unit risk assessment – you must assess your venue and activities once a year, and then review it termly.  
• Do a risk assessment for any activities that aren’t covered by your annual risk assessment. We have pre-filled forms for activities happening both in and away from the unit meeting place.  
• Risk assess any residentials or international trips you have planned.  

You can find the pre-filled forms for all of these risk assessments along with more guidance, resources and support on our risk assessments webpage.  

If you prefer the blank risk template, you can use our pre-filled risk assessment templates as a reference point. Comparing them side by side will help ensure you’ve covered everything we consider important. 

Budget

You’ll also need to budget for the year ahead. It needs to include all your income – money that’s paid to the unit – and your expenses – the things your unit needs to pay for. Expenses include materials for activities, badges, badge books, training fees, rent for example. Our budgeting for your unit webpage has more information.

Training

Don’t forget about yourself. Check the learning platform for some of the many courses that you can do in your own home. The course catalogue has a list of everything available including courses run by countries and regions. You can attend webinars on disability and inclusion or do many of the e-learnings available. Check when your A Safe Space training expires, you’ll find this under ‘my learning’.

First aid

Don't forget to check your first aid kit for out of date items, or items that are low in stock.

We hope you have a brilliant term and don’t forget to share the amazing things your unit is up to on social media!