Coronavirus

Key Information for Volunteers and Parents
Updated 19/09/2020
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 Hampshire, we're doing all we can to support local Districts and Groups during this time, by providing access to systems and resources from across the County Team. Check this page regularly, as it is being continuously updated with new information.
Programme
Virtual Scouting
The Scouts have developed 'The Great Indoors', which features (quite literally) hundreds of activities for you to try at home and is constantly growing. Take a look at scouts.org.uk/greatindoors

The Basingstoke East team have developed 'Scouting at Home', an online tool which enables young people to continue completing badges at home. Groups from across the UK are welcome to sign up - more information can be found here.

Socially distanced Scouting
For those Scouts which have been able to return to face-to-face activities, then there are some socially distanced activities for every section on the Scout website which are being added to constantly. The links to the section pages can be found here.
Microsoft Teams and Zoom
Office 365 and Microsoft Teams
We have created Office 365 Accounts for each District Commissioner and Chair which have access to Microsoft Teams, which enable you to host meetings and webinars remotely. 

Locally, we would suggest implementing Office 365 or G Suite for your District (if this has not been done already), which both have free plans for qualifying charities. More information can be found on the Microsoft and Google websites.

If you need support, email [email protected] 
You can login at login.microsoftonline.com

Zoom Pro
Zoom Pro is now available to every Group, District and County. View the HQ guidance and signup (if you're a District Commissioner or GSL) here

If you're a Hampshire Scouts volunteer, you may request a meeting on our Zoom page.
Governance
There are lots of places with advice for charities at this time:
• The NCVO has published some useful guidance on their website.
• Advice on gov.uk for the Charity sector including meeting and annual return guidance. It can be found on the gov.uk website here.
• Charity Commission guidance for those that need an extension to their annual return deadline on gov.uk here.

Virtual meetings
In April, the Scouts made an amendment to the standard group constitution in POR  (Groups 3.23; Districts 4.25; County 5.16) that allowed remote meetings. It reads:

• Electronic voting (such as email) is allowed for decision making of the County/District/Group Executive Committee and its sub-Committees when deemed appropriate by the Chair. In such instances at least 75% of committee members must approve the decision.
• The County/District/Group Executive Committee & its sub-Committees can meet by telephone conference, video conference as well as face to face in order to discharge its responsibilities when agreed by the appropriate Chair.

Members have access to Office 365 and Zoom Pro to enable this, see the section about this on this page.

Annual General Meetings
Advice from the Charity Commission on this states that "If you feel that in the best interests of your charity and to follow the governments public health guidance it is necessary to cancel or postpone your charity’s AGM (or any other key meeting) that will be fine. You should record the decision you have made to show good governance."

As long as you as a trustee body are satisfied that the decision to not go ahead is in the best interests of the trustees, membership and beneficiaries the Commission will support you in this.

More information can be found here.
County Office
The County Office team are operating differently to usual so if you attempt to contact us via phone, your call may not be answered. We are monitoring emails during this time so please contact us via email at [email protected].
Ferny Crofts Scout Activity Centre
Ferny Crofts is currently open to a limited range of guests. We are accepting Youth Groups as day visitors and Adult Members of the Scout Association and their families for camping. 

The office is open to assist you with amendments to existing bookings, as well as helping you plan for future visits, however please contact by email rather than telephone.

You can see the latest information on their website at fernycrofts.org.uk
Events
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. All events organised by Hampshire Scouts are under constant review; as soon as decisions have been made, they will be listed here.

The World Organisation of the Scout Movement (WOSM) have an online Jamboree on the Internet in October. Details at jotajoti.info

The following International events have been postponed:
World Scout Moot - July 2022

The following Hampshire events have been cancelled or postponed:
• Hampshire Scouts Conference
• 4 Kingdoms
• HSX Lake District Expedition
• Service of Remembrance
• Hampshire Scouts Annual Review & AGM
• Hampshire Scouts Youth Council
• Local Youth Commissioner Dinner
• Hampshire Scouts Inclusion Conference
• Hampshire Scouts Leaders Rally
• European Scout Jamboree
• Suisse Adventure
• Chameleon Camp

If you are attending an event organised by Hampshire Scouts that does not appear here, please contact the organisers.
Training
Training courses
Hampshire Scouts have had to cancel all face-to-face training modules until further notice however we are running training modules through Zoom which members can join.

Full details on when modules are being held can be found on this page along with booking forms.

Mandatory Ongoing Learning
These are the modules our volunteers complete to ensure everyone is up to date with safety and safeguarding matters. These now need to be done every 3 years in line with First Aid.

For those whose safety and safeguarding training had not expired but were in the fourth or fifth year, your Compass record should have been updated to an expiry date of 30 September 2021.

You can find the new training on the Scout website.

First Aid
Full details on how First Aid is being run by Hampshire Scouts during the coronavirus pandemic can be found on our old members site here.

Changes to training modules 
As part of the September POR update, some training modules have been ended and others introduced and the training that is needed by some roles has been updated.

The Getting started modules now consist of Module 1: Essential Information, Safety, Safeguarding and GDPR, all of which have been re-launched, can be completed online and are validated through a certificate given to a TA or line manager. There is also a new Trustee information module. Some roles still need to complete Module 2 (Personal Learning Plan), Module 3 (Tools for the Role, Section Leaders) or Module 4 (Tools for the Role, Managers) as before.

Full details of the changes can be found on the Scouts website in the learning development and awards section as well as sign up to a 1 October webinar.
Safeguarding
Disclosure checking restarted on 6 July to ensure disclosures would be valid in time for the return to face-to-face Scout activities. 

Guidance on how the process is affected and how to operate it digitally, see the advice on the Scouts website

If a members disclosure expired during the suspension of Scouting then they should begin the process to renew their DBS certificate immediately. Members without a disclosure will be automatically suspended, in line with POR, from the 5 October.
Appointments Committees and Panels
The team at HQ have created guidance which can be found here. To support Appointments Committee and Panel meetings to take place virtually, District Commissioners and Chairs have been provided access to Microsoft Teams as well as the Zoom Pro in use by Scouts HQ.
Systems Support
For assistance with County Systems such as Office 365, please contact [email protected]

England Readiness Level: Amber

We still don’t meet the criteria to move to Yellow, therefore these welcome changes only apply within Amber and should give leaders more flexibility over the coming months. Changes to the Amber readiness in England:

- Indoor activities are now allowed, but outdoor activities are preferred and should be encouraged.

- Numbers change to 15 young people and up to five leaders (carers can be in addition and will not be counted in these numbers) – this applies both indoors and outdoors. Leaders can also include Young Leaders.

- Young people must stay in their limited group size but adults will now be able to move between these groups, i.e. across the 25m spacing if outdoors or to a section meeting at a different time on the same day.

- Leaders don’t need to wear a face covering when delivering activities – however, it’s recommended to wear one in all other circumstances.

- Scouts and Explorers must now wear face coverings indoors. Exceptions as per national guidelines are permitted.

For now, all young people in all sections must continue to social distance by 2m from each other where possible and from adult volunteers at all times.

For anyone who has already had a risk assessment accepted, you will not need to start again, but simply amend the risk assessment. If you need help to understand these possible changes, please contact your local management team. We hope to provide further updates to the Nations soon.
Getting Back Together Safely Guidelines

Zoom Pro

Zoom Pro is now available to every Group, District and County. View the HQ guidance and signup (if you're a District Commissioner or GSL) below. If you're a Hampshire Scouts volunteer, you may request a meeting below.

Webinars

Advice and support for you once a month on Wednesdays. Plus you can watch again on demand once they have been broadcast.

Office 365

All District Commissioners and Chairs have now been provided with a Hampshire Scouts Office 365 Account. This will enable local meetings to take place using Microsoft Teams.
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