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Appointment process user guide – May 2009

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1. Fig 1 afo Beta About th Bcts Callus 0245 2001819 Appomtments Secreta Hame Contests Logot scouts bo proparod 2 Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Welcome Appointments Your new website Use My Tools to perform all your member administration New resources Ez E 3 Try My Content and Activity Centres lt personalise your homepage oE Key updates a About the Beta sitc Noticeboard Do gt Learn gt Share rO Member Search Aww Scout Group discount i Scout Grou discount r Add Adult Member offers A 24 02 2025 re Youth Search Explorer Scout Leader Scout Canoe Instructor wins BCU Volunteer Coach of the A Following a survey of Scout Add Touth NHember T Groups spending 2atterns we Year Young are ni ited Aien Hal a Leader discounts with the fallawing ae ae 2 02 ZULY training supp iers nave been negctiated D ae E weekend Leeds that w Il benefit Sccut urouns Scout Canoe Irszructor Pat Tarry Districte and Counties directly amp Programmes Online has been awarded the Brizisk 14 0 2009 te 15 0 7009 National Canoe Union s Female Volunteer _ Group Scout Ccach of tre Yeer Training weekend specifically for npr ib WI Reports those carrving out the role of Workshops More News gt Explorer Scouz Leader Yourg You can search for Members in your County District Region and the data
2. as shown in Fig 2 below Fig 2 Appointments Secretary 00632981 Close Personal _ Awards Training Mailing Location My Account Role Location Start End Review Status Cancel Save If you cancel an appointment and that Member has no other active roles you will be asked whether you would like to lapse their appointment or create a new role for them If they are leaving Scouting the drop down box should be used to select the reason for leaving You can then click Save If the reason for leaving is unsatisfactory a Cancellation Suspension Form Form CS will need to be completed and returned to the Confidential Team at Gilwell Park If they are not leaving Scouting and are just changing roles click on Add Role as in Fig 3 below Fig 3 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account This member has no open roles You can choose to make this member inactive or add a new role Make this member inactive reason for leaving F Il Health End of agreed period of appointment Family Work Commitments Child left Movement Wishes to Resign Deceased Moving house area Other voluntary community commitments Closure of Group Section Duplicate Record 12 7 Adding an Assessor role Fig 1 Appointments Secretary 00632981 Personal Roles Awards Training Mailing Location Badges My Account Add Assessor Role f Add Permit No p
3. Year 1 Young dre de ighleg lu arrivurwe bal A Leader discounts with the fallawing P E E T 202 ZLU training supp iers nave been negctiated Gi l l weekend Leeds that wll benefit Sccut wrouas Scout Canoe rstructor Pat Tarry Districts and Counties directly e amp Programmes Online has been awarded the Britisk Ce YF0NF to TOUAMA National Canoe Union s Female Volunteer i Rep Ccach of tie Yeer Reports Training weekend specifically or these carving out the role of Fynoinrer See eadar onuran Elaun K nrar Once the AA Form has been completed correctly and checked the details can then be entered onto the online system Some things to check for are e that the Declarations are signed e thatthe line manager has signed the form to say that they support the application e that any special needs are made a note of These should be queried to ensure that their line manager has taken into account any additional support that may be needed More information about special needs can be found in the factsheet section of www scoutbase org uk and e thatthe minimum Membership requirement for the role is chosen i e Member Associate Member non Member This information can be found at www scouts org uk appointment in POR The Appointment Process and in the Guide to Appointing Adults In both cases the information can be found in a table at the end of the document If the Member that you want to add already has a record you can
4. a survey of Scout BCU Volunteer Coach of the Se eo eee ea E A Add Youth Member Year l Young are deighlec lo arriounte Fal a Leader discounts with the follawing Organisational 20 02 ZULY training supp iers nave been negctiated Details weekend Leeds that w Il benefit Sccut srouds has been awarded the Brizisk 14 0 2008 te 15 07 7009 National Canoe Union s Female volunteer Group Scout Ccach of tne Yeer Training weekend specifically Zor W Reports m Leader Workshops those carrving out the role of Explorer Scout Leader Yourg Leader or those who are suppcrting the Young Leaders Scheme Taking place at More News 01 08 2098 My Content NewsFeed Individuals can check their own details and edit their contact details can view and edit their mailing options magazine supplements can edit their location and can add a photo to their record All this can be done by using the tabs at the top of your record as in Fig 2 below Fig 2 Appointments Secretary 006329871 Awards Training Mailing Location Badges My Account Last Edited 30 09 2009 Edit Download PDF Personal Details Mr Appointments Secretary A Type ul E Mail Address Gender Ma Telephone Male Date of Birth 03 02 1986 Date of Joining 25 02 2009 Change Photo Registered on Scouts org uk No Gift Aid No The tools to manage this record are now in the top right of the screen 3 Member search
5. alge ag Sa ag a ge a rt S J ee Do gt Learn gt Share Events Explorer amp Scout Leader Young Leader training weekend Leeds afny70ne te TAYANA Training weekend specifically or those carrying out the role of Explorer Scout Leader Yourg Welcome Appointments Use My eed a to perform all your member administration Try My Content and personalise your homepage About the Beta site a My Details A Member Search A ra Add Adult Member aA ry Youth Search A a Add Youth Member A Organisational Details amp Programmes Online F Reports Noticeboard 240272095 Following a survey of Scout Groups spending satterns we dre de ightlec Lo arrigurive Lt al discounts with the following supp iers dave been negotiated that wll benefit Sccut orouas Districts and Counties directly National Group Scout m Leader Workshops To make use of the reporting tools that are available to you click on Reports You will be asked to log in to the reporting suite use the same username and password that you use to log in to www scouts org uk Once you have logged in you will see that there is a list of reports Some of the reports which may be of particular use to you include e New Appointment Process ONLY there are a series of reports to support you with the management of this process e Appointments Members with Non Full
6. personal permits as Climbing Personal So for example a Climbing Single Pitch Top Rope Leader permit will be recorded as Climbing Single Pitch Top Rope Personal If any permits you need to add don t match those in the drop down list your ACC Activities or County Adviser for the specific activity should be able to provide further guidance Once you have saved the details you will be shown the details that you have recorded as in Fig 3 below Fig 3 Appointments Secretary 00632981 Personal Roles Awards Training Mailing Location Badges i My Account Add Assessor Role Add Permit Canoeing B1 Waters Leadership Start 05 10 2009 End 05 10 2010 Restrictions Edit Delete A report is available under Reports to view and manage all permit holders in your County This allows you to sort or filter by various data such as activity or end date 14 9 Reports Fig 1 afo Beta cout thz Beta Callus 0845 2001919 Scouts ba prapormd os Home tontazt Us Logout Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Your new website New resources Activity Centres Key updates Scout Canoe Instructor wins BCU Volunteer Coach of the Yeor 2ufo2 200g Scout Canoe rsctructor Pat Tamy has been awarded the Britisk canoe Union s Female volunteer Coach of the Yeer More News CaS eee SS E ii a a i Ee oa eT a Ee Te
7. use the Member search function to find them and add the role to their record Go to Fig 4 below If they are a completely new Member click on the Add Adult Member button as in Fig 1 above Go to Fig 2 below Fig 2 afo Callus 0845 300 1818 My Details Home ContactUs Logout eae Home About Us News Parents Join Magazine Media Centre Jobs Shop National Centres A We ve received Returned Mail Add Adult Member erakar a a Personal Details Search Please enter some basic details about the new member from the AA form to see if this member already exists in our database Surname Date Of Birth Post Code dd mm yyyy EJ You will be asked to add some key information so that the system can search to see if the member already exists If they do not already exist on the system the screen in Fig 4 will appear where you will be asked to enter the rest of their personal details If there is a possibility that they do already exist on the system the screen in Fig 3 will appear where you will need to decide if that is the same person you are trying to add Fig 3 pe t rel ERA oer L 5 TIEL Km ci 7 ogi afo Beta Asout the Beta Callus 0845 200 12918 My Details Home Leonta Us Logout scouts Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Add Adult Member Search Existing members were fourd with simi ar details t
8. Appointment process user guide October 2009 This user guide has been developed to support Appointments Secretaries in administering the new appointment process It is split into the following sections 1 EOS SING in to the SV SUC pscsscdsiicavczoacscsasesassussantavereseecavetessnvestsbeaaceaerse Page 2 Ze WA COUN Sic EE EET E A E E E A Page 3 Dis Member sear errana E A seats anoessecs Page 4 4 Adding a Member role cccccccccccsseccccsceeeecessseeeeeeeesesssueeeeessseeeas Page 7 4 1 Adding historical roles cccccssesssseceecesesssseeeeceseeseeseeees Page 10 5 Tracking the progress Of an APPOINTMENL cccccesesessseeeeeeeeeeee Page 11 6 Cancelling an appointment and adding changing review dates Page 12 7 Adding Assessor roles sassen Page 13 Bc Adding Permi tSas E a A Page 14 PeR DOT a A Page 15 Fig 1 Logging in to the system _ Scouts bo preporcd m Wi var eas ks k Noticeboard Member Log In Scoul Canoe Scuul Group dise BIS es i Instructor wins BCU Username ae Volunteer Coach of l H the Year Fallawing a sumey of Scout Groups a spending palleris we ae 2002 2009 delightec to anrounce tka Passwore Scout Laie Instructor Pat Tarry discounts wth the lewing has been awarded the Brtish supplers have been negotiated that Canne Uricns Female Volunteer will hanefit Scout Groups Distress and Cuun es diel Cuach uf lhe Year Mora Newe National Group T Scout Leader Wor
9. Process More information This is the date the Disclosure application form was sent to HQ Disclosure Application Sent to HQ E HQ Initial CE Check Completed Appointments Advisory Committee Approval Not Required Disclosure Issue Date Disclosure Number Relevant Commissioner Chairman Approval Cancel Save The boxes available to edit will depend on the role that is being applied for The CRB and initial check box is updated automatically by HQ The Help function is available to explain how to use the boxes If you are ever unsure of the boxes that appear what to enter or find that initial check or CRB information does not automatically appear just contact the Appointments amp Membership Team 11 6 Cancelling appointments and adding changing review dates Fig 1 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account Add Role Roles Hover your mouse pointer over the Role Code to see the full description Roles with a future start date will show as inactive Role Location Start End Review Status LTM Gt London Central Closed 12 05 2009 to 20 05 2009 Closed DEXL Fulham Amalgamated 25 08 1969 to 08 04 2009 Closed The teols to manage this record are now in the tep right of the screen To cancel the appointment or change the review date click on Edit for that particular role Then simply enter the relevant date and click Save
10. Roles e Appointments Review Due e Appointments Review Due in the Next Six Months 15
11. TS re Torename i a Programmes Online C exact Matches Orly Posccede i 1 pete of Rirth Gender W Reports ao ca a ln a ea ag a eg a i Role Level y sett S Feedback Fale pleaae sect E Active Rules ily Inace Rules Geily Provide us wta feedback aocut this Bata site C active Peewhere please select amp Cancel The advanced search allows you to search for roles at a range of different levels including at Group and District level It also allows you to search using personal details such as postcode and date of birth You can also search for inactive roles usually used for recruitment purposes where a District wants to contact past volunteers and see whether they would be interested in joining again Once you have chosen what you want to search for you can then choose to sort the search results to suit your needs all shown in Fig 3 above Once you have the search results up you can export them into an Excel spreadsheet and then sort and filter the data however you like You can also extract the data for a mail merge export the data into a pdf file or send an e mail to all those members If you choose to send an e mail the system will tell you how many Members do not have e mail addresses and will give you the option of exporting this data for a mail merge shown in Fig 4 below Please note The facility to send e mails is a future enhancement to the system It is curr
12. e Add Assessor Role Roles Hover your mouse pointer over the Role Code to see the full description Roles with a future start date will show as inactive Role Location Start End Review Gt London Central Closed 12 05 2009 to 20 05 2009 Closed DSE Fulham Amalgamated 02 08 1998 to 01 10 2009 Closed Edit Appointment a DBSL Fulham Amalgamated 14 07 1958 to 22 09 2009 Closed Edit Appointment The tools to manage this record are now in the top right of the screen 13 8 Adding a Permit Fig 1 Appointments Secretary 00632981 Personal Roles Awards Training Mailing Location Badges My Account Add Assessor Role f Add Permit No permits were found To add a permit to a record select the Permits tab and click on Add Permit shown in Fig 1 above You will then be taken to the screen below Fig 2 where you can add the details of the permit Fig 2 Appointments Secretary 00632981 Personal Roles Awards Training Mailing Location Badges My Account Start Date Restrictions zl The details entered on this page should be identical to those details on the permit card given to the permit holder The type of permit should be available from the drop down list as this includes all permits that are available The only exception to this is that where people hold historical climbing permits for Rope Leader these have been renamed with the introduction of
13. ently being tested and we hope that this will be available to all in the near future Fig 4 af Beta AbsuttheBes Callus 0845 200 1218 My Details Home Comac Us Logout Scouts iw pruma a oe amp Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Member Search Search New Search Amend Search Scarch Results Showing 1 to 4 of 4 results Hambar 2a arch ra Add Adult Marmber A re Youth Search A e Add Youth Member r T organisational Details amp Programmes Onlina MI Aeports Selecl all 4 esulls Dessclect All Feedback 4 Adding a Member Fig 1 afe Beta i bout the Beta Callus 0245 2001919 SCOUT i ba proporti 2 Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Home Contacts Logout Welcome Appointments Your new website Use My Toole to perform all your member administration New resources ale 3 Try My Content and Activity Centres z personalise your homepage Key updates About the Beta site a My Details A rO Member Search A Add Adult Member AT rg Youth Search Do gt Learn gt Noticeboard Share offers 2402 2075 A Scout Canoe Instructor wins Explorer E enclose Pat i BCU Volunteer Coach of the Scout Leader Aiaia ea ao Add Youth Member ae ae Groups spending patterns we
14. ermits were found Assessor roles can be added in the same way as other roles as outlined in the previous chapter You can also use the Add Assessor Role link on either the Roles tab or the Permits tab shown in Fig 1 above The advantage of using the Add Assessor Role link is that you will only be shown the Assessor roles when adding the role as shown in Fig 2 below Fig 2 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account a Nights Away Adviser Assessor for Bell Boating Assessor for Canoeing Assessor for Caving Assessor for Climbing Multi Pitch Assessor for Climbing Single Pitch Assessor for Dinghy Sailing Assessor for Dragon Boating Assessor for Hillwalking Assessor for Hovercratting 0 Assessor for Ice Climbing aes Assessor for Kayaking Assessor for Kite Surfing Region District Start Date Once you have added the role you will be asked to select the category of the Assessor shown in Fig 3 below Assessor categories are hierarchical so you only need to add one role for each activity i e Winter Hillwalking also covers Summer Hillwalking B2 Kayaking also covers B1 Kayaking Once you have added the role you can then track the progress of the appointment as in Chapter 5 above Fig 3 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account Add Rol
15. kshops 04 08 2008 Ce updates direct to your inbox sabscribe to AdventureNews Eve ryday Adventure More Noticeboard You can access the online tools by logging in to www scouts org uk If you have registered for this or Programmes Online simply log straight into the system using your user name and password If you have registered before but cannot remember either your username or password you can use the links under the log in box You will be asked for your Membership number e mail address date of birth and if requesting your password your username Note the e mail address you enter has to match the one we have recorded for you on the system Z My details Fig 1 _ ofe Beta About ths Bcts Callus 0 45 2001919 Appomtments secrete Home Conatus Logout scout bo proposed os Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Welcome Appointments Your new website Use My Tools to perform all your member administration New resources oes 3 Try My Content and Activity Centres lt personalise your homepage Key updates About the Beta sitc Do gt Learn gt Noticeboard Share Scout Group discount offers x A Add Adult Member A 24 02 2095 ry Youth Search a Scout Canoe Instructor wins Explorer rollowing
16. o those enterec please select an existing menber to edt or chocse to proceed adding a new member wth the rew details Member Number Name Date of Birth Date of Joining Membership Type Staff cancel Add New Member No Duplicates Above Wodates Phorebook Cunleul Matiayenier tl If the person that appears is the person that you are trying to add click the membership number which will take you to their record The screen shown in Fig 5 will then appear If the person that appears is NOT the person you are trying to add click Add new member This will create a new record and will take you to the screen shown in Fig 4 where you can enter the rest of their personal details Fig 4 o Beta AbvuttheBea Callus 0945 200 1218 is See eee lee scouts iu wowed a a Beta Home About Us News Parents Join Magazine Media Centre National Centres Shop Add Adult Member Search Per sural Delails Elease erterthe new menbers personal detale fram the 44 om na Tille Huuse NemeMunbe Duupalivn places select flesse select Forenanes Drnaipatinn Metal Post Code L S taff Daamen Hind address Teale OP Watraracy Ueodales rodim YYYY a Phopebpos e Content Marecement SODTUWID FAS EAcit Ald C 1 ema Uk taxpaver ane wouc like Ihe cout Sssorciartiog te treat al dorations I make or or a My Delails A revioLs SUMAaAMes 4oruurs aller 6h A
17. onal i Awards Training Mailing Location My Account Role _ please select T Region N A District N A Start Date EJ Pre Provisional New Appointments Process Only Status f Provisional Please send in segment C of the AA form when the process is complete f Full appointments cannot be added using this system please contact the Appointments team at HQ with these enquiries leader records scout org uk You will be asked to choose the level of the role i e Group and then select the role and place them in the correct location There are three status options as below Pre provisional this is for the new appointment process Any role added using the new appointment process must be added as this status This is because the provisional appointment now comes later in the process Provisional this is for the current appointment process The provisional appointment is added locally and then Section C needs to be sent to the Appointments amp Membership Team to be updated to a full appointment Full Full appointments cannot be added to the system straight away They will need to be added as pre provisional appointments and their progress through the appointment process recorded to make them a full appointment see Chapter 5 Alternatively please contact the Appointments amp Membership Team who will be able to provide you with further guidance 4 1 Adding historical roles If you need to add historical
18. pril 2990 a oI Ad donators and Post Cade that The Scout Member Search Serder ia Association candam gift Fo plecsesclect aid on m behal T a em ese eee eeeee l Dayome Prore Ei a Add Adult Member Saboral Ini ace Pa Number E E ie sale aaealias I lone Prone ra Youth search F Add routh Member the fiis G Organisational Crail Details Programmes Online The details are added to the system The Find Address box can be used to reduce the amount of data Date OF Birth fagmunyvy re Hone monile input needed By entering the postcode and clicking Find the address should automatically appear Note The house number or name needs to be added Fig 5 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account Roles Hover your mouse pointer over the Role Code to see the full description Roles with a future start date will show as inactive Role Location Start End Review Status LTM Gt London Central Closed 12 05 2009 to 20 05 2009 Closed Edit Appointment DEXL Fulham Amalgamated 25 08 1969 to 08 04 2009 Closed Edit Appointment The tools to manage this record are now in the top right of the screen The record will appear and will automatically take you to the Roles tab Select Add role If they have other roles these will appear on the screen as well Fig 6 Appointments Secretary 00632981 Close Pers
19. roles follow the Add Member Role process as above and enter the original start date of the appointment You can then make the appointment full by recording the progress of the appointment as described in the next chapter You will be asked to add the dates on which the various approval checks were completed If you don t have a record of these dates you can add today s date to ensure that all the boxes are completed and the appointment made full 10 5 Tracking the progress of an appointment Fig 1 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account Add Role Roles Hover your mouse pointer over the Role Code to see the full description Roles with a future start date will show as inactive Role Location Start End Review Status LIM Gt London Central Closed 12 05 2009 to 20 05 2009 Closed DEXL Fulham Amalgamated 25 08 1969 to 08 04 2009 Closed Edit Appointment The tools to manage this record are now in the top right of the screen gt To record the progress of an appointment find the Member s record and go to the Roles tab You will then need to click Appointment and then click edit Fig 2 Appointments Secretary 00632981 Personal Awards Training Mailing Location Badges Permits My Account This fegteerinmnhe anlna mit the Core nen mand Barman mie Phe Scotland that have switched over to the new Appointment
20. that is returned depends on your role Fig 2 Member Search Use the Search facility to find a member by their Surname their Role or both Search Keyword Show all my Members Search Quick Search Forename Member Number View Member Surname and or a eee ry Add Adult Member A All Roles r Youth Search A a Add Youth Member Organisational Role please select Details e amp Programmes Online Wi Reports The Show all my Members button will bring up a list of all the adults in your particular area You can also search for a particular member using their Membership number or by searching for their name and or role You need to click on the Search button once you ve entered the details just pressing Enter on the keyboard won t do anything If you want to search using more information use the Advanced Search option Fig 3 Member Search Search The Advancec Search facility should be used to search ror g cups of Members whe snare commen cetalls Ouick Search Member Numer i Lecatioti BEE E E e tan aae aanmannsenaeyt i IID Y i L Regu Eet ENET oo Member Scarch County i ae ra Add Adult Member Group ae Show cll cl aud below Liis level ry Va SEa i a iada C Show all ct this level eny e Aika Waite Weck Show all below this lovel only geen Ee eT ENTE EEE EME EON T SET a EE Organisational r Personal Betsy Detalls SUI

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