Issuu

No.: VGS-TOR 02

Gasóga na hÉireann / Scouting Ireland

Issued: July 2020 Amended Oct 2024

Next Review Date: Oct 2026

Category: National Awards Project Team – Terms of Reference

National Awards Project Team Member

Volunteer & Group Support Department

Aims of the Team

• To bestow awards on members on behalf of Gasóga na hÉireann / Scouting Ireland.

• To promote and draft policies to increase the accessibility and awareness of Gasóga na hÉireann / Scouting Ireland’s National Award scheme.

• To promote to Groups & Counties the concept of using the National Award system as a desirable method of giving thanks & recognition to adult members.

• To produce project recommendations that support the department to achieve the strategic goals

• To provide the Core Team with the relevant information to support the development of the above

• To communicate with proposers of awards the outcomes of those proposals.

Accountability

• All persons on the National Awards Project Team will be accountable to the Core Team and department manager or their delegate, through the Project Team Lead.

• All members of the team must adhere to the Project Team Code of Conduct and will receive a Letter of Appointment.

• The Core Team will approve the project team budget. All expenditure will be allocated and approved by the Department Manager in advance. The Team Lead (or their delegate) will administer the budget and monitor spending in consultation with the Department Manager.

Reviews

• A review of the work of the Project Team will be conducted every six months of the project by Project Team Lead and submitted to the Core Team for consideration.

• Mutual Agreement and Reviews will be carried out by the Project Team Lead with Project Team Members and the Team Lead every 12months.

• An annual report and review should be submitted to the Core Team within 6 weeks of the end of the reporting period ie by mid Jan the following year.

Assigned Duties

1. To review and make recommendations to the Core Team on the National Awards Policy.

2. Planning, implementing and monitoring of the National Awards plan which supports the Gasóga na hÉireann / Scouting Ireland strategy.

3. Develop a 12-month project plan for increasing awareness of the National Awards Scheme with clear milestones and KPI’s identified.

4. Reviewing and determining applications for National Awards.

5. Review feedback from stakeholders on the National Awards.

6. Other duties that may arise relevant to this project team.

Meetings

• Meetings will be conducted via teleconferencing platform and in person as appropriate.

• Project Teams will meet within four weeks of the awards application deadlines, with further meetings scheduled as and when required, to meet the planning & monitoring commitments. Members of the department support team and the Core Team may attend.

• The Department Core Team will appoint one of its members to be an ongoing liaison with and support to, the Project Team and Team Lead. The Department manager may allocate a member of the professional staff to be an ongoing support to the project team.

Additional Information

• The Core Team will define project roles and team structure.

• The Core Team may request additional duties be assigned to the Project Team

• The terms of reference may be subject to change by the Core Team in consultation with the Project Team.

• Approved expenses will be reimbursed to team members for expenditure incurred in carrying out these roles as recommended by the Team Lead and approved by the Department Manager.

• The Gasóga na hÉireann / Scouting Ireland Financial Handbook must be adhered to in relation to all finances associated with the work of the team.

• All individuals appointed will be required to agree to and complete a verification process.

• The work of the project team must support Gasóga na hÉireann / Scouting Ireland Strategy.

• The work of the project team must not compromise the companies risk register.

• The work of the project team must be in line with good governance.

Measurables

• Review and make recommendations to the Core Team on the National Awards Policy.

• National Awards issued to members 3 times a year.

• Increase the awareness of the National Awards Scheme.

• Review the terms of reference of this document and submit to the Core Team for their consideration before the end of their term in office.

Termination of Appointment

a. The term of appointment of the Awards Project Team will be completed after 19 months from date of appointment.

b. The Volunteer and Group Support Core Team are the only bodies who have the authority to remove the appointment of the Awards Project Team Member, through Scouting Ireland’s policies and procedures.

c. Termination of appointment shall occur

i. On resignation of appointment,

ii. By mutual agreement.

iii. On completion of the term of office.

iv. Where the Scouter is non-compliant with Scouting Ireland Safeguarding or Garda Vetting/Access NI Policy