Key Information for Volunteers and Parents
Coronavirus

Last Updated: 14:50 Thursday 21st May 2020
What’s Changed: Governance: Executive Committees, Online AGMs & meetings

 

Before reading the information below, please ensure you’re up to date with the guidance available at scouts.org.uk/coronavirus and gov.uk/coronavirus.

 

In Greater London Middlesex West, we want to do all we can to support our Districts and Groups and Leaders during this time. Please see the below headers for relevant information that may assist you. Keep checking this page as it is being regularly updated with new information. Thank you for everything that you are doing to support Scouting during this unusual moment in our lives.

The teams at World Organisation of the Scout Movement (WOSM) and UK Scout Headquarters are in the process of creating Programme ideas to support Scouts at home. Check here, scouts.org.uk and scouts.org regularly.

Many of the Scout Counties across the country, including here in GLMW, are developing online ideas for people to try so don’t hold back. Search online scouting ideas and many of them will pop up in your browser. As an example, a starting idea for our Beaver Section has been prepared by our ACC Beavers, Sarah, for you to try here.

Nationally, the Scouts have developed ‘The Great Indoors’, which features (quite literally) hundreds of activities for you to try at home. Take a look here.

If you are producing or running online content for Scouting while face-to-face Scouting is not possible, please remember that the yellow card rules still apply. Take a look at our guidelines for running Scouting online.

Many of you will have seen programme ideas that involve your young people participating in a form of camping at home or indoor camping. Parents and carers, as the responsible adults who need to be confident about the safe participation of their young people in these activities and who will be allowing them to take part may want to take a look at our Guidelines for Nights Away at Home.

Although the suspension of face-to-face Scouting has brought some additional challenges to us all, this will not stop us completing and participating in our Scouting activities! The 20in20 Challenge is a really flexible award that enables many variations of each of the challenges. We have put together this Coronavirus Lockdown Version of 20in20 to help keep everyone in touch and participating in Scouting from home. We hope you continue to enjoy taking part. .

 


We are working with our team of District Commissioners to find ways for many of our key leadership groups to have access to Microsoft Teams, which enable them to host meetings and webinars remotely.

DCs in everydistrict have access id’s to the GLMW Office365 system. This enables them to have access to Microsoft Teams which they can use to set up online team meetings in their districts.

Locally, we would suggest implementing Office 365 or similar facilities for your District (if this has not been done already), many of these services have free plans for qualifying charities. More information on office 365 can be found on the Microsoft website.

 


The NCVO has published some useful guidance to help Executive Committees consider how they can best support Scouts locally during this time.

Any charity that needs an extension to their annual return deadline can contact the Charity Commission to ask for one. Please see their guidance

TSA have approved an amendment to the standard constitutions in POR which allows executive meetings to be held remotely. It also allows decisions in them to be made electronically. This is valid immediately and will be updated in the next update to POR. The guidance for holding electronic AGMs was updated on the Scout Coronavirus website page on 21st May 2020 to enable meetings to take place as virtual or online meetings if necessary. Executive committee members should ensure that they follow the guidance if they wish to take this approach to their AGM.

During the time that face-to-face Scouting is suspended, your HQ building may not be in use as often as normal. Unity Insurance has produced some useful guidance to help you make sure that your HQ stays safe during this time.

We will be adding some more guidance here soon

 


Following the advice to suspend all face-to-face meetings, activities and events, it’s important to consider any events you may have scheduled locally, including St George’s Day. Events organised by GLMW Scouts are currently under review; as soon as decisions have been made, they will be listed as such in the calendar of events.

A huge thank you to everyone who participated in our Easter Eggstravaganza Camp at Home. Look out for the many online St Georges Day events that will be taking place over the next week.

The following National events have been cancelled:

• Day of Celebration at Windsor

• Beaver and Cub Fundays at Gilwell Park and Woodhouse Park

• Gilwell 24

If you are planning on attending an event organised by GLMW Scouts that does not appear here, please contact the organisers.

 


Many of you will be aware of the huge support that all our Scout members have been giving to key workers during this difficult time. There have been wonderful rainbow posters displayed in windows, and messages of support sent to friends and neighbours working in the NHS and healthcare sectors. We have all joined the Thursday 8pm clapping and cheering our thanks to everyone who is doing their bit to help keep us safe.

Several NHS hospitals have been sending certificates to thank young people for their support, and we thought it would be a good way for our Leaders to support our Young people. So we have produced a version for Leaders to award, based on this theme. We shouldn’t forget that many of our young people in Scouting also need support and encouragement to get through this tough time. Our GLMW certificate is based on the same rainbow theme and can can be downloaded here for you to customise and send to your Beavers and Cubs. It is particularly appropriate at this time of year when we are renewing our Scout Promise on St Georges Day.

 


All Training due to take place from now until 31st May has been cancelled.

A decision will be provided at the beginning of May regarding Training scheduled for June.

Our page on remote training provides links to resources which can be used to engage with training remotely.

 


Safeguarding processes can still be carried out locally. The Safeguarding Team are aiming to keep their service ‘business as usual’ as far as possible. They recognise that there may be individuals who await outcomes to remove them from suspension and in these uncertain times delays may cause further anxiety. The Safeguarding team will work as hard as they can to resolve issues, but there may be delays.

The Safeguarding team suggest Commissioners utilise technology available to them to continue with necessary parts of the safeguarding process. Take a look at their recommendations to adjust our usual practice.

Processing disclosure applications and re-checks: While all face-to-face Scout meetings and activities across the UK are suspended, TSA have taken the decision to stop processing disclosure applications and re-checks. This will be the case until the suspension on face-to-face Scout meetings and activities is lifted.

The disclosure bodies’ advice to TSA clearly states that the workarounds for effective identity checking have been primarily put in place to ensure disclosure checks can be processed for frontline key workers needed to contribute to the Coronavirus situation. While Scouts remains important, clearly, we do not meet this criteria.

Scouts volunteers are not engaging in Regulated Activity while face-to-face Scout meetings and activities are suspended. Therefore, there is no requirement for disclosure applications and re-checks to be processed during the Coronavirus situation.

What this means during the Coronavirus situation

• Volunteers will not be suspended when a disclosure re-check has not been undertaken and a valid disclosure obtained.

• Volunteer line managers will continue to receive the reminder and suspension emails as these are automated through Compass. While this isn’t ideal, it isn’t practicable nor cost effective at this time to stop these being sent. During this period please disregard these emails (although they may be of use to create a list of those volunteers who will need to process a disclosure re-check when the suspension on face-to-face Scout meetings and activities is lifted).

• Volunteer line managers should not add any new adults during the Coronavirus situation and should not process the suspension of volunteers during this period.

• Volunteers whose disclosure expires during this period may continue to meet digitally, following the advice and guidance issued on holding virtual meetings to make sure we keep all members safe.

Processing disclosure applications and re-checks when the suspension on face-to-face Scout meetings and activities is lifted

Once face-to-face Scout activities and meetings resume, new disclosure applications can commence and volunteers whose disclosure has expired will be able to continue in their roles for a limited period before suspension will be necessary if a valid disclosure is not obtained. We will set a date when all volunteers who don’t have a valid disclosure must start the process to renew their disclosure.

The limited period will be 90 days from that date for those volunteers to obtain a valid disclosure. We will keep this period under review based on processing volumes both for the respective disclosure bodies, who anticipate a peak in demand immediately following the Coronavirus situation, and the Safeguarding team’s ability to process disclosures returned with information. Please note we will be increasing capacity in the Safeguarding team to meet the anticipated demand.

It goes without saying that keeping young people safe is our number one priority and volunteers whose disclosure has expired should make every effort to start the process to obtain a valid disclosure as speedily as possible to avoid suspension.

TSA are currently working to determine how possible it is to make reports available to volunteer line managers. These will help make sure that those volunteers who need to obtain a valid disclosure can be followed up locally as necessary. Additionally, we are looking at how we can instigate one-off communications to remind volunteers of the need to start the process.

Online Content and Meetings

If you are producing or running online content for Scouting while face-to-face Scouting is not possible, please remember that the yellow card rules still apply. Take a look at our guidelines for running Scouting online.

Many of you will have seen programme ideas that involve your young people participating in a form of camping at home or indorr camping. Parents and carers, as the responsible adults who need to be confident about the safe participation of their young people in these activities and who will be allowing them to take part may want to take a look at our Guidelines for Nights Away at Home.

 


For information about our campsite at PACCAR please visit the website.

 


The County Office will be operating remotely – if you attempt to contact us via phone, your call may not be answered. If you have a question about Scouting in GLMW, please contact us via Email

 


********** More information to follow soon ***********

 

Put your phone down and what are you left with? Just teamwork, courage and the skills to succeed.’
Bear Grylls, Chief Scout Bear Grylls