Good afternoon,

I hope you’re well.

Here is a summary of the information in the email below:

  • Logging into the System
  • DBS
  • Adding and Closing roles
  • Learning
  • Roles Status – Provisional
  • Viewing your Teams
  • First Response
  • Changing your visibility

If you’re unsure how to complete any of these actions, or aren’t seeing the results you expect, then follow the steps below. We’ve also provided some helpful hints and tips that we have picked up so far when using the system.

Logging into the System:

If you haven’t logged into the system. You can do so by visiting www.Scouts.org.uk, if you haven’t received the email with your log in details. You can click ‘forgot password’ and this will allow you to reset your password to be able to log in.

DBS:

We have been made aware that when the information is added on the membership system the box for a Communication Email is optional, however it is advised that this box is filled in (even if it’s the same email as the log in email) as it’s the communication email that is used by Atlantic Data. There is a high possibility that volunteers will not receive the emails from Atlantic Data if the communication email is not complete.

 If you’re unsure about how to complete a DBS for a member of your team just follow these steps:

On your welcome page:

  1. Click ‘My membership’.

On the top right (if you’re using a phone, click the menu button on the top right):

  1. Click ‘Search member’.

On the ‘Member search’ page:

  1. Type the member’s name into the text box and click ‘Search’.
  2. Click the member’s name on the list. 

On the left-hand side menu, under the member’s name (if you’re using a phone, click the menu button on the top right, then click the member’s name):

  1. Click ‘Disclosures’. 
  2. Click ‘Request disclosure’ under the column ‘Action’ (you might need to scroll along using the bar at the bottom of the list).

On the member’s disclosure page:

  1. Check the member’s details match their ID.

If you need to correct the member’s details, on the left-hand side menu (if you’re using a phone, click the menu button on the top right) click the member’s name. Click ‘Edit’ where you need to make any changes, click ‘Save changes’ and then return to step 4. 

  1. Select one of the application routes for Atlantic Data.

Please note that the ‘all in one’ route requires the volunteer you’re requesting the disclosure for (the applicant) to log in to Atlantic Data and input their data before you validate their ID. The ‘on-site’ route requires you (instead of the applicant) to input their data and validate their ID.

  1. Click ‘Request disclosure check’.

Adding a Member

On your welcome page: 

  1. Click ‘My membership’. 

On the left-hand side menu (if you’re using a phone, click the menu button on the top right):

  1. Click ‘Teams’.
  2. Click ‘My units’.

On the ‘My units’ page:

  1. Click ‘Select’ under ‘Actions’.
  2. Click ‘Add member’ from the dropdown menu.

On the ‘Add member’ page:

  1. Type the member’s ‘First name’, ‘Surname’, ‘Date of birth’, ‘Postcode’ and Email’ into the boxes.

If the member was part of Scouts in the past and you know their membership number, switch the toggle button ‘Scouts member’ to ‘Yes’, and type their membership number into the box.

Closing a Members Role

On your welcome page:

  1. Click ‘My membership’.

On the top right (if you’re using a phone, click the menu button on the top right):

  1. Click ‘Search member’.

On the ‘Member search’ page:

  1. Type the member’s name into the search box.

You can also search a member by their membership number, unit, email, team, role and accreditation. You’ll need to select the ‘Filter by’ option from the dropdown menu.

  1. Click ‘Search’.
  2. Click the member’s name.

On the left-hand side menu, under the member’s name (if you’re using a phone, click the menu button on the top right and click on the member’s name):

  1. Click ‘Roles’.

On the member’s current roles page:

  1. Click ‘Select’ under ‘Actions’
  2. Click ‘End role’ from the dropdown menu.

On the ‘End role’ page:

  1. Select the ‘Source of leaving’ and ‘Detailed reason for leaving’ from the dropdown menus.
  2. Type your comments into the box.
  3. Select ‘Effective End Date’.
  4. Click ‘Submit request’.

Checking your Teams Learning

Start by signing in to scouts.org.uk.

On your welcome page:

  1. Click ‘My learning’ (not Learning within My Membership)

On the ‘My overview’ page:

  1. Click the ‘Categories switch’ (the nine dots) button on the top right.
  2. Click ‘Manage’ (if you’re a Team Leader or a Lead Volunteer) or ‘Assess’ (if you’re a Learning Assessor).

On the ‘Overview’ page (if you’re using a phone, click the menu button on the top left):

  1. Click ‘Volunteers’.

On the ‘My volunteers’ page:

  1. Click the three dots on the row with the volunteer’s name.
  2. Click ‘Learning status’.

On the volunteer’s ‘Learning status’ page:

  1. Click the tabs ‘Current’, ‘Recommended’, ‘Completed’, ‘Cancelled’ or ‘All’.

Roles Status – Provisional

If you are unsure as to why a role is showing as provisional, here’s how to find out what part of the welcome journey is incomplete:

On your welcome page:

  1. Click ‘My membership’.

On the top right (if you’re using a phone, click the menu button on the top right):

  1. Click ‘Search member’.

On the ‘Member search’ page:

  1. Type the member’s name into the text box and click ‘Search’.
  2. Click the member’s name on the list. 

On the left-hand side menu, under the member’s name (if you’re using a phone, click the menu button on the top right, then click the member’s name):

  1. Click ‘Roles’. 
  2. Click the Role you wish to Status Check the column ‘Role’ (these will have blue text).

On the member’s Approval Audit page:

  1. you will be able to see anything that is outstanding which will be stopping the role from going full.

Viewing your Teams

On your welcome page:

  1. Click ‘My membership’.

On the left-hand side menu (if you’re using a phone, click the menu button on the top right):

  1. Click ‘Teams’.
  2. Click ‘My Units’.

On the ‘My Units’ page:

  1. Select the Unit you are looking for.

On the ‘Sub-units’ page – to find a Group / District / County team:

  1. Click ‘Teams’ on the left-hand side menu (if you’re using a phone, click the menu button on the top right)

On the ‘Sub-units’ page – to find a Section team:

  1. Select the Section from Sub-units, then
  2. Click ‘Teams’ on the left-hand side menu (if you’re using a phone, click the menu button on the top right)

First Response

On migration to the new system, First Response will not be recorded showing Module A and Module B elements. First Response will only be recorded once both elements are completed, and the renewal date will be based on the date Module A is completed. Within My Learning the training will be recorded under First Response. At the moment, many people will have First Response showing as incomplete where they completed the training prior to migration to the new system. However, the old Module A & Module B are still there and showing as complete and your first response renewal date will be based on this training. Within the My Learning module they show as Ignore this module – when you click into them it will detail the old module details so for first aid the details of Module A / B.

Changing your visibility

In general, your profile and details are only available to those in your Team and below (so GLV’s can see details of their Group Leadership Team Members and all Section Members). This means when submitting NANs for joint camps with other Groups or if you are an Activity Assessor your details may not be visible to others. You can change this in your profile settings and choose the information available to others using the following details:

Start by signing in to scouts.org.uk.

On your welcome page: 

1. Click ‘My membership’. 

On the top right-hand side (if you’re using your phone, click the menu button on the top right):

2. Click the circle with your initials.

3. Click ‘Settings’.

On the ‘Settings’ page:

4. Click ‘Privacy/visibility’.

On the ‘Visibility settings’ page:

5. Click ‘Change’.

On the ‘Edit profile visibility settings’ page:

6. Select the ‘Permit Assessor Visibility’ from the dropdown list.

7. Select ‘Yes’ or ‘No’ from the dropdown menu to allow yourself to be searched outside your hierarchy.

8. Select the ‘Minimum level of members searching outside your hierarchy’ from the dropdown menu.

Under ‘Personal data visibility’:

9. Switch the toggle buttons to ‘Yes’ or ‘No’.

If you select ‘Yes’, select the organisation level from the dropdown menus.

10. Click ‘Submit’.

Many thanks,

Rhys

___________________________________

Rhys Harris

Pronouns: he/him 

District Administrator

Oxfordshire

M 07534 263069

W oxonscouting.org.uk

F Oxfordshire Scouts | T @OxonScouts | I @OxonScouts

We prepare young people with skills for life

Oxfordshire County Scout Council | Charity No.: 291693