Transforming our volunteer experience
We’re transforming volunteering at Scouts to make it easier, more enjoyable and more rewarding. The changes will be rolled out in phases.
All systems and tools will be accessed by a single log in to scouts.org.uk There’s no new name for the membership records system that will replace Compass.
When will the changes happen?
Thursday 7th November: Compass will go offline and be unavailable for all volunteers to allow for the migration of data, and will continue to be offline until the new digital system is live
Thursday 28th November: We will start to gain access to the new digital system
Do not add any new members until the new system is live.
Interim processes for when Compass goes offline
As volunteer records will be inaccessible when Compass goes offline, it’s important that Districts and Counties have access to records to reduce the impact on how Scouts runs locally.
Click here to find out how that will work: https://www.scouts.org.uk/volunteers/volunteer-experience/interim-processes/
What you need to do to be ready for the changes
Volunteers
Make sure that your information is up-to-date
Complete before Compass goes offline:
- Update, and maintain, your information on Compass
The Getting your data ready for the new digital system pages contain all the information you need to do this. Updating your information now means that when you sign in to the new digital tools, your information will be as accurate as possible.
Adopt the team-based approach
Complete as soon as possible
- Discuss with your Lead Volunteer what your new team and title is and understand your team’s purpose and tasks. You can explore the Our local teams page to help with this.
- Agree which tasks you are responsible for in discussion with your team. These might be very similar to what you are doing now.
- Start working informally in your new team(s) and using your new title(s) locally. Your Group, District or County Lead Volunteer can help you understand what changes to make now.
Prepare for our new ways of working
Complete before go-live of digital tools
- Understand how your current local processes will change when you start using the new digital tools. This includes Nights Away Notifications, Permit Applications, how you complete and record your learning and more. Contact your Lead Volunteer or Team Leader to find out more.
Groups
Make sure volunteers know what’s changing
Complete as soon as possible
- Inform all volunteers in your Group what’s changing, and the benefits of the changes for them.
- Make sure volunteers know what they need to do and when they need to do it by directing them to the What every volunteer needs to do page.
This is likely best done by holding a Group meeting of all volunteers to share information, following up with key links and the relevant information your District or County has shared.
You could also post in chat groups, or on social media. Download the social media cards (zip file), and link to scouts.org.uk to spread the message.
Build your Group Leadership and Section Teams
Complete as soon as possible
- Use the Setting up and building your new teams guidance to build your Group’s teams. Make sure that your Section Teams have a Team Leader(s) and Team Members.
- Informally adopt the new structure and role titles so you start adopting the team-based approach to local volunteering.
Complete your move to a Group Trustee Board
Complete no later than your first AGM after 1 April 2024
The move to Trustee Boards has three parts:
- Name – Changing from an Executive Committee to Trustee Board
- Purpose – Using the updated Trustee Board purpose as per POR 5.4.6
- Membership – Adopting the changes to the membership of your Trustee Board as per POR 5.4.7
More information is available on the Moving to Trustee Boards and the Trustee Board webpages.
Name and Purpose changes should already be in place, with the membership changes being adopted at the first AGM after 1st April 2024.
Get your Group’s information up to date
Complete before Compass goes offline
- Our Getting your data ready for the new digital system page for Groups provides everything you need to get your Group’s information up to date.
Making sure that your Group’s information is up-to-date on Compass will mean a smoother migration to the new digital tools on scouts.org.uk.
Know how the new digital tools work and be ready to use them
Complete before go-live of digital tools
- When available encourage all volunteers to learn about how the new system will support them.
This includes important processes including: permit applications, Nights Away Notifications, good service awards, managing personal details, learning, dashboards and reporting, inducting new volunteers and managing your Group.
Training for the new digital tools will be available closer to go-live, through live webinars, written guides and video guides.
There’s lots of information on the HQ website at https://www.scouts.org.uk/volunteers/volunteer-experience/ and there are documents, diagrams and presentations that you can download here https://drive.google.com/drive/folders/1FwkyVhHgZPp5rhGbfkMEfw3SWRUPbv4c?usp=sharing
