Items to be done before the end of the previous term (in the last week or two before schools break up):
Divide all the items between Team Leaders & Team Members to spread the load
Ensure all members receive the badges they have achieved that term – badge deliveries should be updated on OSM by badge secretaries and then handed to Section Leaders
Meet with all adult and Young Leaders for your section to plan what badges and activities you will be covering the following term: decide who will do what, and how it will happen
In the badge stock, add in any badges that need to be ordered (to make the total equal to the number of members) so that the badge secretaries can use this to order stock
Check the waiting list and email all those eligible for a place (assuming you have places available
This communication needs to be throughout the last term that the member is in your section – they should, hopefully, be attending activities with the section above in order to achieve their Moving On Award so, ideally, this process should start 2 terms before they leave your section.
Advertise additional places via social media, ie Mont Kiara Expats FB page, School FB pages, etc
Continue to approach parents to volunteer to help at events and remember to keep an eye out for those that would do well in a uniformed position!
If the members are undertaking their Moving On Award, they should be shared with the section above at least 1 term before moving so they can achieve badge requirements for the section above too. Once they have completed the Moving On process, they should be transferred to the section above; this action also applies to members who do not participate in the Moving On Award. They should only be transferred if they have completed, or do not want to complete, their Top Award for the section below. If they wish to complete the Top Award for the section below, only transfer them once the Top Award is complete.
All members have up to 6 months after moving on to complete their Top Awards – please help the section leader of their new section know what they need in order to complete it, and make sure to update their OSM records in your section to reflect the badge requirements covered. This will ensure that the system credits them with the Top Award requirements.
Items to be done during the term:
Divide all the items between Team Leaders & Team Members to spread the load
Remove parents of members who have left or moved up a section and ensure all parents of new members have joined via the link in the offer email
Remind all parents to ensure personal details are correct, and up-to-date, on OSM – check if any have checked ‘NO’ for photo permissions
Are all the events up to date with the relevant information for parents? Have the badge requirements been added?
Are all events set to ‘show in parent portal’ with responses allowed so parents can confirm without an invite?
Have invites been sent to all those who haven’t responded yet? At least 2 weeks before the event?
Check in the Adults section under Programme, Programme then risk assessments tab.
Check if we already have a risk assessment for your activity – can you add to it?
Do we need a new risk assessment heading to cover your activity?
Under the main events menu, there is a kit list tab – add a new kit list, if necessary for your event, and then add it into the event for parents to access.
Add a new kit list as necessary
District Commissioner needs the NAN notification form 7-14 days before the event.
Need to have at least 1 leader with a Nights Away Permit (NAP) there for the overnight portion of the event.
GSL needs to be aware of the event but having it on OSM for them to access is sufficient.
At least 1 leader with full 10A and 10B must be present throughout the NA event.
All 2nd KL & Hibiscus Explorer events must use an In Touch system since we have no fixed meeting place.
The parent WhatsApp chat is usually sufficient with leaders messaging/calling individual parents if necessary.
For an overnight event, it is more usual to have a leader from another Scout Group, eg 1st KL or 2nd Selangor, as your In Touch point ogf contact for parents/leaders. This is because there is a lot more involved in a NA event and, should anything happen, responsibility for contacting the parents then falls to someone who is not involved with the camp itself. They should also know TSA policy on reporting incidents such as anything involving a hospital/doctor visit, etc