Good afternoon,
I hope you’re well.
Here is a summary of the information in the email below:
- Logging into the System
- Learning
- Roles Status – Provisional
- Nights away & Permits
- First Response
- Changing your visibility
We thought it would be helpful to provide you with some instructions on how to do the above and some hints and tips on these areas, based on the feedback so far. The new membership system allows you to see everything to do with your roles in Scouting, from your learning requirements and expiry dates, applying for permits, submitting Nights Away Notifications and completing all your mandatory learning online (which will also automatically update your profile once completed).
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.
Checking your Learning
You can see your learning in two areas of the new system – in the My Learning area you can access the online learning modules and complete the learning online. In My Membership it shows your mandatory training modules and the date of expiry for Safety, Safeguarding and First Aid.
Checking learning status:
Start by signing in to scouts.org.uk.
On your welcome page:
- Click ‘My learning’.
On the ‘My overview’ page (if you’re using a phone, click the menu button on the top right):
- Click ‘My progress’.
On the ‘Learning status Page’ page:
- Click the ‘Current’, ‘Recommended’, ‘Completed’, ‘Cancelled’ or ‘All’ tab.
You’ll see the status ‘In progress’, ‘Recommended’, ‘Passed’ or ‘Cancelled’ under each learning course.
Checking Learning expiry date:
Start by signing in to scouts.org.uk.
On your welcome page:
- Click ‘My membership’.
On the left-hand side menu (if you’re using a phone, click the menu button on the top right):
- Click ‘Learning’.
On the ‘Learning’ page:
- Check the Expiry date column.
Please be mindful that you can only see the expiry dates for your completed Growing Roots and First Response learning.
Roles Status – Provisional
If your role is showing as Provisional, you can see why by following the below steps:
On your welcome page:
- Click ‘My membership’.
On the top right (if you’re using a phone, click the menu button on the top right):
- Click ‘Search member’.
On the ‘Member search’ page:
- Type the member’s name into the text box and click ‘Search’.
- 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):
- Click ‘Roles’.
- Click the Role you wish to Status Check the column ‘Role’ (these will have blue text).
On the member’s Approval Audit page:
- you will be able to see anything that is outstanding which will be stopping the role from going full.
Nights Away and Permits
Submitting a Nights Away Notification:
On your welcome page:
- Click ‘My membership’.
On the left side bar:
- Click ‘Programme Support’ followed by ‘Nights away notifications’.
On the ‘Apply for nights away’ page:
- Enter all details in the 3 drop down menus.
- Click Submit.
You can click ‘My nights away applications’ in the left side bar to view all applications
Applying for an activity permit:
On your welcome page:
- Click ‘My membership’.
On the left side bar:
- Click ‘Programme Support’ followed by ‘Permits’ then ‘Permit Search’.
On the ‘All permit activities’ page:
- Find the permit you wish to apply for and click the Name of the Permit (Blue Text).
- Click ‘Apply’.
- Fill in all details required
- Click ‘Submit’
You can click ‘My Permits’ in the left side bar to view all Active or In Progress permits
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’.
___________________________________
Rhys Harris
Pronouns: he/him
District Administrator
Oxfordshire
M 07534 263069
F Oxfordshire Scouts | T @OxonScouts | I @OxonScouts
We prepare young people with skills for life
Oxfordshire County Scout Council | Charity No.: 291693
