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Waiting List & Joining Policy
Goal
The ultimate aim is to maximise the number of people in Scouting and to be as large as possible, and use the data that is already in the district, through expressions of interest to access additional provision and funding to support growth, and growth in areas where scouting sees most long term societal impact, which is areas of deprivation.
This will help us to help you manage the offering of places better to ensure you have full sections, and all the financial benefits that brings with it. We really appreciate you using the District Waiting List to fill your sections, hopefully these changes will make the lists easier to consume and manage.
Data we’ll collect
| Member Info | Forenames Surnames Date of Birth Gender Postcode |
| Primary Contact Details | Forenames Surname Email Address Mobile Number Full Address |
| Additional Useful Information | Preferred Night Preferred Group Joining with a Friend? Sponsored Group Eligibility Existing Scout? Adult Volunteer: Leadership Adult Volunteer: Executive Member Adult Volunteer: Occasional Helper |
| Agreement | Data & Privacy Policy Acknowledgment |
Data Available to Group Scout Leaders
This data will be accessible at www.elstreescouts.org.uk/volunteers/growth/waiting-list/data As this data is drawn from personal records, the Group Scout Leader will be required to login to access this page.Totals
Total number waiting for:
- All
- WannaSquirrels
- Squirrels
- Beavers
- Cubs
- Scouts
- Explorers
Total number of willing volunteers:
- Leadership
- Executive
- Occasional Helper
Mapping
| Description | Sample |
| Ungrouped – This is what your cohort will look like before any levels of grouping are applied. The black Scout logo circles are Groups/Units drawn from the Store Locator Plugin |  |
| Council Ward Map – Using online data sources this selection maps your selected cohort against Council Wards, which can be useful for local small grant awards. |  |
| Indices of Multiple Deprivation Map – Charitable foundations, like Pears, often look to grant money to support youth development in harder to reach areas, such as those with low levels of income, job security etc. and the Ministry of Housing and Local Government make the data available. This map can help you identify where there is pockets of deprivation/hardship that can be supported through third party funding, but also help you ensure you’re meeting any social inclusion objectives that your Exec may have set. IMD 1-4 is considered by The Scouts as requiring additional support. |
 |
| Gender Map |  |
| OSM Custom Field: Preferred Group – Our waiting list allows manual selection of a preferred group. This allows Parents/Guardians to choose a preferred Group, but they will still get offers from other Groups based on our Admin Suggested Group. This is a recent modification to our form, which is why there are a lot of blanks shown |
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| Closest Group: Driving Time – This map uses Bing! to map routs to each Group and show which Groups have the closest potential members to invite to join them. |  |
Charting
| Description | Example |
| IMD Bar Graph |  |
| IMD Pie |  |
| Preferred Group | |
| Nearest Group | |
Offering Spaces
Procedure for Offering Spaces- A space is identified in a monthly check of OSM / GSL emails to inform there is space available / GSL submits an urgent leader request
- GSL is emailed to confirm space is available
- Young People who are suitable for the space and match the group are offered the space
- OSM is updated based on the response (or lack of) from the parent
- If successful, record is transferred into the group
- If unsuccessful, reasoning is recorded as below
| Activity | Description | Next Step |
| Offered | Where a contact has been made to offer a place, via email and SMS | Wait 2 days for a reply, if no response, then update to No Response |
| Rejected | Where a place has been offered by one group and turned down. | A short note as to why the offer was rejected. For the next offer. |
| No Response – Strike 1 | Where no Response has been received for an offer | Where no response is recorded, offer next person and record strike one |
| No Response – Strike 2 | Where no Response has been received for an offer | Where no response is recorded, offer next person and record strike two |
| No Response – Strike 3 | Where no Response has been received for an offer | Where No Response is recorded for the third occasion, remove from waiting list for GDPR Compliance |
| Existing Member | Where they have managed to secure a place in Scouting or Guiding, and no longer require a placed on the waiting list | Waiting List Team will wander along and delete this record for GDPR Compliance |
| No Longer Interested | Where the Parents have indicated that they and the young person are no longerinterested in Scouting | Waiting List Team will wander along and delete this record for GDPR Compliance |
| Email Bouncing | When the contact email address is not correct | Waiting List Team will send an SMS if number is provided to ask the primary contact to contact the Support Desk. |
| Email Bounce SMS Sent | When the Waiting List Team has sent the Contact Us SMS | If we received no contact after 14 days, the OSM record will be marked for removal. |
When a Place is Accepted
When a place is accepted the Waiting List OSM record is transferred to your section OSM, this enabled a group to capture any additional information they require as part of their joining process. It also allows the Parent/Carer access to any Parent Portal (where purchased) information for events or programme activities to support the joining process.
If it Doesn’t Work Out?
Refer the parent of the young person to submit a support ticket via the support portal if they wish to go back onto the list to try another group.
Young People Preferences
As part of the waiting list joining form and triage process, we will ask for group preferences and friend preferences, to help us identify if persons from the waiting list would be better if coupled with a friend or offered specific groups.
Likewise, preferred nights can also be selected.
Sponsored Groups
As part of the waiting list triage, it will be ascertained if a young person is meets the requirements to join a sponsored group.
Only young people who meet these requirements should be sent to sponsored groups, however, the young person may join any other group they also meet the requirements to join and/or open groups when a space becomes available, if they are interested
Calling on Volunteers
Should a group have an urgent need for a volunteer, they can call submit a support ticket at our support portal to request a member who has a volunteer attached to it.
Initial Data Transfer from Groups
Groups should transfer their existing data into the ‘Triage’ section for initial triage and data cleansing. It is vital groups ensure the following data is accurate before transfer:
- Waiting List Joining Date
- Date of Birth
- Primary Contact 1
The data is transferred under the grounds of ‘Legitimate Interest’ as all young person data fundamentally belongs to The Scout Association, so may be requested by any level within the movement at any time. As a gesture of goodwill, we would encourage dropping members a note via email to inform them of the changes to the waiting list policy and management and where their data will be held. It is best practise to ensure that members of the waiting list are aware how to access the District Data Management & Privacy Policy.