Paperwork and Templates
All the paperwork and templates a YAC leader needs to support members and volunteers and manage their branch, including risk assessment templates, membership forms and volunteer application forms are listed below.
Please Note: this section does not list policies, guidance or training resources
Planning and Delivering Safe Sessions Forms and Templates
Branch health and safety folder
You can create your own Health and Safety Folder using the documentation and storage system you already have.
Alternatively, we have provided an example/template version for your use to help bring all your documentation together.
YAC Branch Health and Safety Folder Template(word)
YAC Branch Health and Safety Folder Template(pdf)
Session planning and risk benefit assessments
The Session Plan and Risk Assessment template are designed to help you to think through how each session will run, and make sure that what you are doing is covered by YAC insurance.
Health and safety induction
When a new volunteer is approved to join your branch you must undertake a basic health and safety induction.
You can find the overview here. You will need:
YAC Health and Safety Induction Sheet (pdf)
YAC H&S Induction Checklist Final(pdf)
YAC H&S Induction Checklist(word)
Venue risk assessments
Once a year, YAC asks that, if you have a regular venue, you write or review a venue risk assessment for that venue and submit it to YAC HQ.
To help you complete your regular venue risk assessment, a template has been provided, which asks a series of questions to make the assessment easier for you.
Regular Venue Risk Assessment(word)
Incidents and emergency procedures (including managing behaviour)
Knowing who to call on for additional advice or in an emergency is really important, so make a record.
Important Contact Details (word)
Knowing what to do in an emergency is essential. This includes planning an evacuation plan from your regular venue.
Template Emergency Evacuation Plan (word)
We have a number of templates to aid your preparation:
First Aid & Medication Box: printable labels (pdf)
Model Sunscreen Permission Form (word)
If a child does become lost / separated from your group, planning what you would do in advance will help you to manage the situation and record the incident. To support your planning use:
Model Lost Child Procedure (pdf)
If an accident occurs please complete an Accident form and if there is a ‘Near miss’ (a potential accident that was narrowly missed/stopped) then it’s important that you record this on an General Incident Form.
You should record all incidents of challenging behaviour and keep these with your club files. Use the Behaviour Incident Form to record this.
Safeguarding Children Incident Form and Templates
If you, or someone at you YAC branches suspects a child may be experiencing, or may be at risk of harm please use the Safeguarding Incident Form to record what has happened.
If a child is in immediate danger or needs emergency medical attention, call the emergency services and stay with the child until they arrive. Speak to the emergency services about whether it is appropriate to contact the child’s parents.
Once any immediate danger or medical need has been dealt with, follow these steps:
- Make a note of your concerns or of what you have been told. Ensure that you sign and date them.
- Contact YAC-HQ to let them know what is happening. Ask to speak to the Designated Safeguarding Lead (see below) and complete the the Safeguarding Incident Reporting Form.
To support safe online activity we have also produced a number of support resources:
YAC Photography and Filming Consent Form (word)
Template risk assessment for setting up your own social media page (word)
Forms for Managing YAC Membership
Membership form
Membership form (word version)
This is the YAC’s standard membership form.
The form includes emergency contact details for parents/carers, and space for details of any medical conditions and additional needs. The form also includes a section to provide photographic and filming permission. It also requests parents’/carers’ consent to store and use personal data.
Individual support plans for members
Individual Support Plan – Member (word)
Completing an Individual Support Plan for a YAC member with a known allergy, medical condition or any other support needs will provide information that is used to support them during YAC sessions, help plan for activities, and to help them in an emergency.
As with membership forms, Individual Support Plans should be checked and updated annually (where appropriate).
For more information visit the Individual Support Plans page.
Forms for Managing YAC Volunteers
Volunteer application form
Link to the online YAC Volunteer Application Form
This form is for all new volunteers at YAC branches based in England, Wales, Scotland and Northern Ireland. A paper copy is available on request. We only accept volunteer applications to existing YAC branches with confirmation from the Branch Leader that they are aware of and agree with the application. New volunteers must have met and received permission from a Branch Leader before applying. You can find contact details for branches here.
Emergency contact form
Volunteer Emergency Contact and Medical/Support Needs Form (word)
Use this form to record information about volunteers at your YAC branch. This includes their emergency contact details, any medical or support needs.
Individual support plans for volunteers
Completing an Individual Support Plan for a YAC volunteer with a known allergy, medical condition or any other support needs will provide information that is used to support them during YAC sessions, help plan for activities, and to help them in an emergency.
As with membership forms, Individual Support Plans should be checked and updated annually (where appropriate).
For more information visit the Individual Support Plans page.
Running Your Club Forms and Templates
In this section you will find the remaining forms and templates you will need to run your YAC branch.
Session Planning
This checklist has been designed to help those new to planning sessions to make sure that you have covered all health and safety essentials:
Session Planning Basic Checklist (word)
Images and Filming
Photography and film are invaluable ways to promote activities and to share ideas.
Permission must be obtained from parents/carers and the members themselves.
YAC Photography and Filming Consent Form (word)
YAC Branch Finances
Every CBA-managed club is asked to send YAC HQ an annual financial report. To help you keep track we have created a financial record template:
YAC Branch Financial Record Template (word)
Branches may also seek sponsorship. We have provided a template sponsorship form:
Closing Down Branch Form
We recognise that a club may have to close. Please complete this form.
If you still cannot find what you are looking for please do use the search function in the top right of the screen. You can also contact YAC HQ: yac@yac-uk.org.