Running Your Unit
Here you’ll find recourses to help you run your unit.
Unit Admin
Email Templates
These email templates are a guide to help get you started. Adapt and amend to reflect your leadership team and unit.
To use: highlight the text, copy and paste into your email body.
Subject: Thank you for your enquiry – We have spaces available
Dear parents and carers [Insert a first name if you are sending this individually]
I’m [Name], [Role type, for example unit leader] at [Unit name]. Thank you for letting us know that [XXX – young member name] is interested in joining us. We’re excited to offer them a space in our unit.
We meet on [Day] at [Address] from [Time]. If a meeting is cancelled for any reason, we’ll contact you by [email/text/phone call].
The next meeting is on [Date]. Please could you come to the meeting at [Time]. I’d love to meet you and XXX before the meeting and introduce you to our leadership team. I’ll tell you about our plans for the meeting and the rest of this term. This will also give us a chance to talk to XXX about what they like doing and if there’s anything that they’re worried about.
[Optional – Does XXX know anyone in the unit? I’m sure they’ll be welcomed by everyone in our unit but it’s nice to know which young members they already know!]
Attached is a Starting [Rainbows/Brownies/Guides/ Rangers] form that you need to complete so we have the information we need about XXX, including any access and dietary requirements, and their emergency contact details. Read the guidance notes and complete pages 3-6 with XXX’s details. You can also fill out the Gift Aid form on page 7.
Email these to [email address] before the meeting on [date]. Or bring a printed copy along with you. We need this information before XXX can join the unit. So don’t forget to fill it out.
We take a flexible approach to uniform. There’s not one set outfit, and girls can mix-and-match from a range of different options. You don’t need to get any uniform straightaway. For XXX’s first meeting they should wear: [Add your preference according to unit best practice, for example comfortable clothing].
Please reply to this email to confirm that that XXX will be starting [section] with us. I can hold this space for XXX for [Number] days, before opening the space for other girls on our waiting list.
If you have any concerns or would like to talk about our plans, please don’t hesitate to contact me.
Kind regards,
[Your name]
Subject: Thank you for your enquiry – We have no spaces available
Dear parents and carers [Use first name if you are sending this individually]
I’m [Name], [Role type, for example unit leader] at [Unit name]. Thank you for letting us know that [XXX – young member name] is interested in joining us.
Unfortunately, we have reached maximum capacity for this term and do not have any spaces to offer XXX. We can place XXX on our waiting list so that they receive a place should one become available.
[Optional: Explain how waiting list is managed. Is it first come, first served basis, or based on age?].
The estimated wait time for a space in our unit is [Enter duration]. Do let us know if you’d like to be added to this waiting list.
Alternatively, you can see if a different unit nearby can welcome XXX sooner.
Do this by:
- Use the unique activation code emailed to you to log in to our GO membership system –
- If you do not have a code, use the ‘Don’t have a log in’ button to have it re-sent. You can also reset your password if you’ve forgotten it or your username if you don’t know it.
- Go to the ‘My Profile’ section and select ‘My Daughters’. Here you’ll see your daughter’s enquiry
- Click on the ‘Action’ button and choose the option to ‘Refer to the next section’
- Use the map to find other units in your area. Select an alternative unit and click submit
- The new unit will be in touch with you soon
If you’re having trouble logging in, then please contact the membership systems team on membershipsystems@girlguiding.org.uk
Kind regards,
[Your name]
Subject: Thank you for your enquiry – Joining our waiting list
Dear parents and carers [Use first name if you are sending this individually]
I’m [Name], [Role type, for example unit leader] at [Unit name]. Thank you for letting us know that [XXX – young member name] is interested in joining us.
To join [Rainbows, Brownies, Guides or Rangers] [XXXX] needs to be [XX] years old. We have added [XXXX] to our waiting list and we will be in touch once we get nearer to their [XX] birthday.
If you have any questions or would like to talk about our plans, please don’t hesitate to contact me.
Kind regards,
[Your name]
Subject: Moving up to [Section]
Dear parents and carers [Use first name if you are sending this individually]
It is time to starting think about what’s next after [Rainbows, Brownies, Guides]
To join [Brownies, Guides or Rangers] members need to be [XX] years old, but they can remain a [Rainbows, Brownies, Guides] until the term before their [XX] birthday.
We have [XX] [Brownies, Guides or Rangers] Units locally:
[Unit Name], [Meeting Day], [Location]
Please let us know by [XXXX] which units waiting list you would like to join.
If you have any questions or would like to talk about your plans, please don’t hesitate to contact me.
Kind regards,
[Your name]
Subject: [Unit Name] – [Term] [Year]
Dear parents and carers [Use first name if you are sending this individually]
We’re delighted to be starting back for a brand new term with more exciting activities and adventures.
[Rainbows, Brownies, Guides, Rangers] will be starting back on [XXXX] and the term dates are listed below:
[XXXXXXXXX]
[XX] Half term
[XXXXXXXXX]
Subs
Subs for this term are £[XX] per [Rainbow, Brownie, Guide, Ranger], please either make the payment by bank transfer or bring cash or a cheque payable to [Bank Account Name] in a named envelope to [Rainbows, Brownies, Guides, Rangers]
Bank Details
Account Name: [XXXXX]
Account No.: [XXXXX]
Sort Code: [XXXXX]
Coming up this term
Below you’ll find details of what our [Rainbows, Brownies, Guides, Rangers] can look forward to, including any useful information to make sure you have everything you need to support them during this term.
[Input your term plan, trip/holiday details, save the dates]
We look forward to seeing you for another term on [Date of first week] for fun and adventures.
If you have any questions or concerns, don’t hesitate to contact us.
Kind regards,
[Your name]
Unit forms
The recourse library has all of the unit forms, essential resources and documents you need to run your units in one place.
GO Admin
It is important that you check your GO record details are correct and keep an eye on when your Safe Space, DBS and First Aid need renewing to book onto a course in good time, or arrange a DBS check as appropriate. Your local commissioner can support you with this.
You can do this on GO by going to your name (located top right hand of the screen) then My Profile.
- For DBS checks look at My Disclosures.
- For Safe Space Training and First Aid you can look under My Achievements – these all last three years. You can check what Safe Space training is required for each role on the Girlguiding website.
Please also ensure contact details, emergency contacts and email addresses are correct.
If there is anything incorrect with your GO record e.g. missing roles or qualifications, wrong long service calculations etc. please email go@girlguidingmiddxnw.org.uk with what is missing and any evidence you are able to provide. We can investigate and work to resolve this for you.
Unit Leaders – within your units, please check none of your volunteers are “Active Pending”. This typically means they are missing part of a compliance training or DBS checks. It is also common for Young Leaders who have recently turned 18. These volunteers need to be changed to a Unit Helper. Please contact your local commissioner if you need support with this or email go@girlguidingmiddxnw.org.uk.
Enquiries
Whether it’s existing members or new members, everyone needs to feel welcomed to guiding and waiting list management plays an important role in doing this. You can log your waiting list management process in GO. An effective process should look like this:
For support on managing your waiting list contact our County Enquiries Coordinator Emma Calderbank.
Programme
To help you plan a varied and challenging programme for your unit each term, Girlguiding created a number tools to support your termly planning and record keeping.
Useful Links
Free Programme Resources
On the Girlguiding Shop there are a number of free downloadable Unit Meeting Activities available for all sections.
Recruitment
Use these ideas, key messages and resources to help bring new volunteers and girls into guiding in your area.
Useful Links
Marketing Materials
You can create resources via the Online Print Centre and order items for free from the Girlguding Shop. In addition we have created, Middlesex North West brand materials for you to download and use.
Useful Links
Young Leaders
So you’ve got a Young Leader…what next?
- Make sure that they’re in the right role on GO – Ask your local commissioner to add them as a young leader with your unit.
- New starter form for young members aged 14-17
- For existing members we recommend using a new starter form to check their details are up to date.
- New enquiries won’t need to complete a new starter form but you may like to share information about your unit and leadership team.
- They’ll need to have their GO profile set up with their own email address or they won’t be able to login to GO or the learning platform.
- Ask them to do the 14-17 A Safe Space e-learning within the first month.
- Take them through the basics of your unit, like fire escapes, bathrooms and where everything lives.
- Make sure they have seen the unit risk assessment.
- Introduce them to the county Young Leader Advisor Clare Walker
For support with unit finances visit the Finance & Grants page.