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Support for Transformation

2 Feb 2024

Many of you will have picked up on the news last month that the new digital system to support our adult volunteers will now not be ready until later the summer. As an early adopting Region, we were due to switch over from Compass in February 2024. Thanks are due to everyone in South East Scotland who has been contributing to the preparation for this switch over. While it was disappointing to hear of this delay, having had time to reflect the Regional Leadership Team see this as a huge opportunity for us to spend time working on the new teams structure in our districts and groups without the distraction of coping with a new digital tool. Help and guidance is available here https://www.scouts.org.uk/volunteers/volunteer-experience/volunteering-together/team-descriptions/ This helps us remember that the changes to the volunteer experience are much more than a new digital system. If your group is still to discuss how the move to the teams based approach is going to transform the way we volunteer locally and help us to offer skills for life for more young people then speak to other volunteers in your group or discuss it at your next leader meeting. If you would like any help or support ask your District Lead volunteer or email transformation@sesscouts.org.uk 

Top Group Tasks for Transformation

21 Dec 2023

Requirement

Notes

Personal details on Compass
Ensure the personal details  for all adults with a Compass role in your Group (including PVG-only) are up to date on Compass, including managing merging any duplicate records for volunteers.

When editing the personal details tab there are two fields that are now mandatory – Ethnicity and Faith/Religion. (These fields have recently become mandatory as part of our important inclusion work.)

Email addresses on Compass
Ensure the Email address details for all adults in your Group (including PVG-only) have been updated on Compass

The ‘username’ email address for each volunteer must be personal and unique and working. [Personal = john.smith@…. rather than gsl@….;). Note: if a member decides to have a separate email to receive communications, this ‘communications’ email address must be working (i.e. not undeliverable)

Telephone Numbers on Compass
Ensure the Telephone details for all adults in your Group (including PVG-only) have been updated on Compass

If a member has more than one telephone number recorded on Compass, they need to decide which is their Preferred number and which should be their Alternate number.

Role titles on Compass
Ensure the current role titles for all adults in your Group (including PVG-only) are accurately recorded on Compass.

Make sure that each volunteer’s record on Compass lists all their active and historic roles (i.e. the roles that they are currently undertaking as well as all that they have previously held). Ensure any roles that are no longer used have been closed (including PVG-only, where the ‘role’ is no longer required).

Appointments at ‘full’ on Compass
Ensure Compass is fully up-to-date for all steps in the current joining process for adults with a Group appointment and for whom the appointment(s) is not yet at ‘full’.
Getting Started modules
Ensure all Getting Started modules that have been completed by adults in your Group have been validated and recorded on Compass.

Note: unvalidated modules will not be migrated onto the new system. Those requiring support in validating their Getting Started modules should contact their Training Adviser if they have one or their Line Manager.

Training modules (after Getting Started)
Ensure all Training Modules (after Getting Started modules) that have been completed by adults in your Group have been validated and recorded on Compass.

Note: unvalidated modules will not be migrated onto the new system. Those requiring support in validating their modules should contact their Training Adviser if they have one or complete and submit the relevant Validation form via this portal.

https://sesscouts.org.uk/online-validation-forms/

Briefing each of our volunteers
Ensure a discussion has been held with every adult in your Group about their future role including those whose current role does not automatically migrate to the new system, about their future role title and team.

Note: Some roles will automatically match and some will not – details can be found here https://www.scouts.org.uk/volunteers/volunteer-experience/volunteering-together/our-fresh-approach-to-volunteering/becoming-part-of-a-new-team/

Transformation Update December 2023

9 Dec 2023

 

 

Thanks to everyone in South East Scotland Region who has contributed to the work going on this year to prepare for the improvements to our volunteer experience, which for us will pick up pace in early 2024. It was so encouraging to meet with hundreds of adult volunteers recently from across all 7 districts and hear such enthusiasm for the changes coming. Changes which will attract more volunteers, who stay for longer, that value those of us who have been around for a while, meaning we can offer skills for life to many more young people in the coming years.

Scott Goddard, Transformation Lead

Volunteering Culture

 

With Christmas approaching it feels timely to focus on the strand of work which is about our volunteering culture. On reflection, this is at the heart of the improvements coming and something we will all contribute to one way or another, good or bad, whether we like it or not.

Our Volunteering Culture is a shared set of principles that outline how we behave, in line with our values.

It gives us a shared understanding of what we do and say as volunteers in Scouts, supporting each other, following our values and being at our best, while acting as role models for young people.

There are more details here including a short video to help explain it. As we head into 2024 I know it will be helpful for teams to discuss what this means for them and what we can all do to get our culture right.

Web pages: Our Volunteering Culture | Scouts

PDF: Our Volunteering Culture.pdf

Reminder of Key Changes

 

Scouts Scotland have produced 4 one-pagers about the key changes relating to the Volunteer Experience:

Roles and Structures – moving to a team based approach

More Engaging Learning

Governance Changes – move to Trustee Boards

A Warmer Welcome for all

 

More details available on SES Website here

 

Trustee Boards

 

UK Scouts held a recent webinar on the move from Executive Committees to Trustee Boards – a recording of the webinar, which lasts approximately one hour, can be found here. Please encourage members of your Executive Committee, now Trustee Board, to have a look if you haven’t already.

Transformation Takeover October 2023

2 Nov 2023

As an early adopter, South East Scotland Region is on target to be moving over to the new digital system (replacing compass) in early 2024, which will trigger improvements to the way we volunteer, reducing admin time and make Scouts more attractive to new volunteers. 

This will be achieved by simplifying and streamlining our processes along with making information more understandable, utilising new digital systems and tools for an improved experience while enhancing volunteer support. 

We also seek to make volunteer onboarding and activities more welcoming, flexible, engaging and supported. 

Transforming the Volunteer Experience  

There are four significant changes in our approach to our volunteering experience which we will see come to life in the early part of 2024. Here is a one-page summary that will provide you with a good overview of the changes coming our way and the underlying reasons behind them. 

This one-page document has been produced to accompany our Transformation Series hosted by Martin Elliot, our Lead Volunteer along with Scott Goddard our Transformation Lead.  

Now is a great time to start engaging in discussions about these enhancements with your Scouting colleagues within your Districts and Groups, in order that we are all as prepared as we can be for this exciting new chapter in our movement. 

In the coming months, we will also look to launch a digital checkpoint in which you can view all the up-and-coming changes locally along with the things we’ll need to do to be ready within South East Scotland. 

Digital Membership System

We have a new membership system going live in early 2024 which will reduce admin so that volunteers have more time to focus on delivering skills for life for young people.  

This video has an overview of many of the features that will improve your experience as a volunteer no matter what you do for Scouts. It’s about 30 mins long but you can view specific features of the system. 

How we Volunteer Together

Have a look at this short video which explains a new team based approach to volunteering which reduces the burden on our current volunteers, encouraging them to stay involved longer and making it more attractive for new people to get involved. If you prefer looking at slides you can download them here.  

A Warmer Welcome  

Have a look at the short videos here which explain why we are moving from ‘appointments committees’ to ‘welcome conversations’ to offer a more welcoming experience for new volunteers while keeping the existing robust checks in place, They also show how to prepare for and have a welcome conversation. If you would prefer to look at slides you can download them here.  

Move from Executive Committees to Trustee Boards 

If you’re involved as a trustee this page helps explain the rationale behind moving from Executive Committees to Trustee Boards, what you need to do to prepare, and the actions you need to take.  

More Engaging Learning  

A move from training to learning aims to make things more accessible, personalised and relevant so you can decide what skills you need to support young people and aid your own self development. This page provides more information about the exciting changes coming. 

Support

Our Transformation Lead, Scott Goddard, supported by the Regional and District Teams, has and will continue to support you as we make the changes to our Volunteer Experience – this includes: 

  • District Transformation Events during September and October  

  • An event focusing on Learning with those currently involved in Training in October  

  • Online and face to face support for training module validation  

  • Events for trustees in November/December    

During the coming weeks there will be more reminders about how we can all get ready so that we get the full benefit from these changes. In the meantime, if you want to get in touch, please email communications@sesscouts.org.uk   

You can also keep up to date in out South East Scotland Scouts Private Members-Only Facebook Group. If you haven’t already joined now is a great time to connect. It’s so helpful, a great resource and a networking tool.

All adult volunteers in South East Scotland Scouts is eligible and encouraged to be part of this communications group. Click to join.

Transformation video resources

13 Mar 2023

Search Results for: tRANSFORMATION

Quick links

Delivering change, together.

We want to make volunteering easier and more fun and have the ability to recruit and retain volunteers, resulting in more young people gaining skills for life.

There are some excellent examples of awesome volunteering, but the experience is not the same for everyone. Therefore, we are looking to improve the overall volunteer experience. 

The programme of changes and enhancements will help Scouting across several areas. We have already seen some of the changes, Squirrel Scouts, introduced in 2021 are the cornerstone of the Early Years pillar. 

The next phase will be structured around four focus areas. Over the coming weeks and months we are going to work together to make changes in delivering:

– A Warmer Welcome
– More Engaging Learning
– Simplifying Volunteering
– Digital Support

Improving the volunteer experience

We’re excited for you to join us and the other members across the UK on a journey of change, helping to drive the delivery of the Skills for Life strategy. Here you’ll find a series of videos we’ve shared so far. To help you we have put together a series of short videos providing an introduction of the volunteer experience, and more about each area of change. Please watch these, share these and provide any comments to Scott Goddard, Transformation Lead for South East Scotland Scouts. Note: If you click on the ‘box’ bottom right of each image you can view the video ‘full screen’. 

South East Scotland Scouts Transformation 
Part 1: Introduction

South East Scotland Scouts Transformation
Part 2: A Warmer Welcome

South East Scotland Scouts Transformation
Part 3: Simplifying Volunteering

South East Scotland Scouts Transformation
Part 4: More Engaging Learning

South East Scotland Scouts Transformation
Part 5: Digital Changes

Testing Hub – See what’s happening and find out what’s changing

Got a question?
And finally… reminding ourselves of our North Star…

It’s important that Scouts is a great place to volunteer, where every volunteer matters, and every volunteer has fun. We want to live this in how we treat each other and take part in our roles. This will encourage new people to join us and for those already involved to stick around. We know that in most areas, Scouts is a great place to volunteer, and we want to use the great things already happening to make sure that’s the case everywhere across South East Scotland.   

So Scouts will be experiencing a season of Transformation over the coming years. The change is aimed at welcoming new faces to Scouting as well as focusing on retaining existing volunteers too. With more volunteers, we can positively impact the lives of more young people and help them gain skills for life – Our North Star.

Thank you.

Transformation

13 Mar 2023

Transforming your Volunteer Experience

Find out how we’re transforming volunteering at Scouts

We want to make volunteering with Scouts easier and more fun, so that we can attract and retain more volunteers, resulting in more young people gaining Skills for Life! 

Read on for details of what this means, or click here for our one page quick briefing on improving the volunteer experience.

As part of delivering our Skills for Life Strategy, we’re going to transform the volunteering experience. We want to make sure our volunteers feel valued for everything that they do and most of all, we want them to enjoy themselves.

Together, we aim to:

  • Recruit 10,000 more Volunteers nationally
  • Have a compelling Volunteer offer that shows the value and benefit of volunteering with The Scouts
  • Ensure Volunteer roles are modern, manageable and fit for purpose
  • Have an improved and seamless joining journey
  • More Volunteers from a diverse range of backgrounds that reflect the demographics of society

Why are we doing this?

A lot of people don’t like change, and don’t understand the word ‘transformation’ – so perhaps it’s best thinking of what we’re doing as making improvements rather than just changing for change’s sake.

We spoke to thousands of people both inside and outside the movement, and here’s some of the things they told us were wrong:

  • A Wood badge is required within 3 years when many only stay for 2
  • Lots of work carried out by a few people wearing many different hats
  • 53% of District Commissioner and 27% of Group Scout Leader roles vacant throughout the UK
  • Over 400 different roles
  • New Volunteers being interviewed by Appointments Committees can be daunting
  • Digital tools that are not fit for purpose

What are the changes?

A WARMER WELCOME

ENGAGING LEARNING

TEAMS

DIGITAL SYSTEM

TRUSTEE BOARD

Up and coming Webinars

Throughout the course of Transformation, Scouts UK will be hosting various webinars, which you can register for. As and when these are launched, we will provide information on each of them below.

How to be a Great Trustee Board

Wed 18 September 7pm – 8pm

Volunteers on a Scouts Trustee Board should join us at this webinar. We’ll cover what makes a great Trustee Board, and simple steps you can take to make sure Trustee Boards are running as they should.

Register for this webinar

Your Transformation Team

Scott Goddard

Transformation Lead

Martin Elliot, Regional Lead Volunteer

Martin Elloit

Transformation Team Member

Michael Treanor

Mike Treanor

Transformation Team Member

Madi Pollard-Shore

Transformation Team Member

Nacho Luna Borrás

Transformation Team Member

Kieran Collins

Transformation Team Member

Graeme robertson

Transformation Team Member

Support & Advice

We’re here to help guide you through the changes which are happening now, and on the way.

To ask us a question, or send your comments, you can email the team on transformation@sesscouts.org.uk or fill out the form opposite.

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