CENSUS 2018 Key Information, Norfolk deadlines and changes for the 2018 Census Activity

Contents Completing the Census Census Timeline Key information for Groups Key Information for Explorer Scouts (DESCs) Key Information for Scout Network (DNSCs) Recording Adults Ethnicity and Additional Needs Data Further Support and Information Membership fee information Thank You

Completing the Census Who completes the Census The census is designed to be completed online by the Group, Explorer Units, Network, Active Support Units. Responsibility for ensuring that the census is completed rests with the line manager: Group: Group Scout Leader (GSL) Explorers: District Explorer Scout Commissioner (DESC) Network: District Scout Network Commissioner (DSNC) District and County Active Support Units Managers (District Commissioner/County Commissioner) ‘District’ approval: District Commissioner ‘County’ approval: County Commissioner Census System Details URL and Passwords will be sent to CCs, County Secretaries, DCs, District Secretaries, District and County ASU managers and DESCs, DSNCs, GSLs during the first week of January 2018. DCs will receive a copy of all passwords for groups and sections within District, to distribute where there are gaps or help when they get lost!

Census Timeline Late 2017 and January 2018 – Collating additional information new data requirements Early 2018 Census System log in details sent to managers (CC, DCs, DESCs, DSNC, GSLs, ASU Managers – copied to Secretaries) Details of ethnicity, additional needs and Top Awards can be collected. Refresh Young Leader records etc 31 January 2018 – date of Census, all memberships figures keyed onto system are as at this date Managers can log in as soon as they have their password to start keying details 20 February 2018 – DEADLINE All Sections, Units and Groups approved, Districts completed and passed to County to approve DCs need to set in-house deadline to allow time validate and approve groups 28 February 2018 – DEADLINE All Districts approved and County completed and passed to Region CC to validate and approve districts 12 March 2018 – Invoices issued to Districts 1 April 2018 – DEADLINE Payment to County Office Will be produced sooner if County is approved

Key Information for Groups 1 Adult Members and Occasional Helpers Please review information about recording adults. Ethnicity and Additional Need Data Please review information about this additional information. Young Leaders Young Leaders need to be recorded in the Section that they work in. If a Young Leader works in multiple sections then a ‘primary’ section must be decided and the Young Leader recorded there. Likewise if a Young Leader works in multiple groups, only one group must ownership for recording them. Young Leader data is automatically rolled into the District Explorer Scout reporting, so it is important that Young Leaders are only recorded once. Top Awards New this year, to help track Top Awards, as one of the measures of a quality programme, each Section return (Beavers, Cubs, Scouts) will ask for the numbers of each Top Award awarded in the Section during the previous 12 months (1st February 2017 to 31st January 2018). Group Active Support Units Unlike District and County ASUs the GSL’s responsibility to complete Census information for Group ASUs

Key Information for Groups 2 Dormant Sections The option for ‘Dormant’ sections has been removed from the Census, for the purpose of information gathering the section status should be simply marked as ‘Open’ for an operating section or closed for a non-operating section. Waiting Lists The waiting list ‘boxes’ must be completed, even if the waiting list number is zero. Pre-populated fields. Many fields will be pre-populated from the data supplied in the 2017 census. They can all then be edited as required. The pre-populated fields are: Section returns: Group/Section type (Land/Sea/Air), Meeting place type (Leasehold/freehold/rented), Meeting day, Postcode of meeting place. Group: Gift Aid, Sponsored, attached Explorer Unit. Please check these fields for data quality. Census Approvals All Sections in a Group must be approved or closed before the Group can be approved or closed. Group Registers POR changes have been agreed by the Operations Committee which has removed the need for paper lists of members to be passed to District by Groups.

Key Information for Explorer Scouts (DESCs) 1 Explorer Returns Explorers Unit returns will now be treated similarly to Scout Groups. There will be a Unit return for each Unit in the District, within an overall ‘District Explorer Provision’ return, which will record whether there is a DESC and DESA, plus detail about any Explorer waiting list. The DESC will approve Unit returns in the same way that a GSL approves Beaver/Cub/Scout returns. Adult Members and Occasional Helpers Please review information about recording adults. Adults who only have a role with Scouting supporting Young Leaders should be recorded within the Young Leader Unit. Unlike a GSL, the DESC may hold other roles in Scouting, it is important however to demonstrate that a DESC is appointed therefore the DESC role should take precedence and be where an adult is recorded if they have multiple roles. Ethnicity and Additional Need Data Please review information about this additional information. Top Awards New this year, to help track Top Awards, as one of the measures of a quality programme, each Unit return will ask for the numbers of each Top Award awarded in the Section during the previous 12 months (1 February 2017 to 31 January 2018). Dormant Units The option for ‘Dormant’ sections has been removed from the Census, for the purpose of information gathering the section status should be simply marked as ‘Open’ for an operating units or closed for a non-operating units.

Key Information for Explorer Scouts (DESCs) 2 Young Leaders Young Leaders will be recorded in Group sections across the District and this will roll up into the District Explorer Scout return. The recording of these Young Leaders must tally and is based on the following scenarios: Explorer Scout who attends Explorer Meetings and is a Young Leader Explorer Scout who is only a Young Leader These Young People are recorded in the section that they attend (Beaver, Cubs and Scouts) for information. This information will be included in the District Young Leader total. Record these Young People in the relevant Explorer Scout Unit and add their Young Leader details in the information only section of each unit. Do not record these Young People in the Young Leader Unit. These Young People are also recorded in the section that they attend (Beaver, Cubs and Scouts) for information. Record these Young People in the Young Leader Unit. *Please note you may need to repeat the data in the information section too. Young Leader Also Information (number) Young Leader Only Information (number) District Young Leader Total + = Young Leader Information (number) from Group These numbers must tally Rolled up District Young Leader Total Young Leader Information (number) from Group Young Leader Information (number) from Group

Key Information for Explorer Scouts (DESCs) 3 Waiting Lists The waiting list ‘boxes’ must be completed, even if the waiting list number is zero. Pre-populated fields. Many fields will be pre-populated from the data supplied in the 2017 census. They can all then be edited as required. The pre-populated fields are: Section type (Land/Sea/Air), Meeting place type (Leasehold/freehold/rented), Meeting day, Postcode of meeting place. Please check these fields for data quality. Census Approvals All units must be approved or closed before the Explorer Provision can be approved or closed.

Key Information for Scout Network (DSNCs) Adult Members Please review information about recording adults. Ethnicity and Additional Need Data Please review information about this additional information. Network Members on the Census Adults aged between 18 and 25 are automatically members of the Scout Network. Headquarters is able to report the total Network population using Compass. For the purpose of the Census DSNCs are asked to report how many members are ‘actively’ involved in Network (i.e. go to a regular meeting or taking part in Top Awards) Note: There is an expected difference between DSNCs return and Compass Information Network Members who have Adult Appointments elsewhere To ensure that no double counting occurs, Network members who are leaders should be recorded in their groups and added to the Network Census as Information only. Top Awards New this year, to help track Top Awards, as one of the measures of a quality programme, each Unit return will ask for the numbers of each Top Award awarded in the Section during the previous 12 months (1 February 2017 to 31 January 2018).

Key Information for Scout Active Support (SASUMs) Group SAS Units The information for Group SAS Units is recorded by Group Scout Leader in the Group return. District and County SAS Units The SAS Unit Manager will be sent a password to record all Active Support Members within the Unit. Adult Members Please review information about recording adults. Ethnicity and Additional Need Data Please review information about this additional information. SASU Members who have adult appointments elsewhere To ensure that no double counting occurs, SASU members who are leaders should be recorded in their groups and added to the SASU Census as Information only. Where a member is only a member of multiple Active Support Units, one must be assigned as ‘primary’ and the person recorded there, the person can be shown as information only on the others.

Recording Adults Adult Members It is important that we get a clear and accurate guide about the number of adults volunteering in Scouting, it is therefore important that we take time to ensure that we only record adults once. There is no membership fee applied to adult volunteers so where they are recorded has no financial impact on any Scout entity. Norfolk Scouts policy for obtaining a true number of heads is to record adults at their ‘nearest role to directly working with Young People’ for example County and Group Role = record at group. Executive members. Trustees must be a minimum of Associate Members and so are recorded ‘above the line’ on Group, District and County returns if it is their only role. If members of the Executive Committee are recorded as Members elsewhere (another Group or District/County) must be recorded in the information only section. Occasional Helpers Occasional Helpers are not recorded anywhere in the Census Activity

Ethnicity and Additional Needs Data Ethnicity The inclusion of ethnicity data is mandatory on the Census, this is to help Scouting monitor and understand the communities we work well with and the ones we need to do more. Ethnicity information is recorded as numbers and is not identifiable to any individual. Caution should be taken to holding this data. The Scout Association recommends that this data is collected anonymously, entered into the Census tool and then local copies destroyed immediately. A form is provided for this purpose. https://census.scouts.org.uk/census/assets/2018-an-eth- form.pdf Additional Need To help Scouting monitor that we are open to all, he previous ‘disability’ data headings have been aligned with the latest government guidelines on Additional Needs and will be mandatory fields (in the same way that Ethnicity data is). The new headings are: Additional Need information is recorded as numbers and is not identifiable to any individual. Caution should be taken to holding this data. Developmental ADHD, ADD, Autism Spectrum Disorder, Developmental delay, Dyspraxia, Dyslexia, Speech or language difficulties, other learning difficulties Injury Long term or permanent physical or brain injuries Physical Spina bifida, muscular dystrophy, Down's syndrome, other condition affecting mobility Medical Asthma and allergies, (which may require medical intervention) cystic fibrosis, heart condition, migraines, epilepsy Mental Health Anxiety, depression, panic attacks, history of self-harm, eating disorder Progressive Muscular dystrophy Sensory Affected sight, hearing, taste or smell No Disability   Prefer not to say

Further support and Information District Commissioners You DC is your point of contact for questions about how local circumstances are recorded in the Census Scout Information Centre The National Scout Information Centre can support with questions about the Census and unlock sections that have been locked in error. Their number is 0345 300 1818, have your membership number ready when you call them. They are open 8am to 7pm Weekdays and Saturday mornings. Please note that the Information Centre gets very busy at Census time so there can be a wait for your call to be answered, emails will be delayed. If calling the Information Centre can be problematic due to working patterns etc, the County Office can contact them on them on your behalf (for Census queries only). Please email Karen Martin hq@norfolkscouts.org.uk Website The Census Website https://census.scouts.org.uk/ has a useful help section. Emails Please keep any eye on emails about Census and updates in other general Scout emails that will be sent to the address registered for you in Compass Webinars The Association plan to host a number of webinars in early January 2018 to support the Census process. Each is likely to be approximately one hour, and will be aimed at all those roles who will have password access to complete the Census to offer practical support. Webinars will be held on the following dates: • Saturday 4 January at 10am • Tuesday 9 January at 7pm • Thursday 11 January at 6pm

2018 Membership Fee The County will invoice Districts £38 for each young person recorded on the Census. This is calculated as £11.50 County Levy £26.50 HQ Membership (assumes we achieve prompt payment discount)

Thank You! There is never a good time to take part in a massive Census activity, and it can be shock straight after the festive break! However the data returned is an incredibly useful indicator to the continuing success of Norfolk Scouts, the result of your hard work. It also highlights where people may need a little help. Thank you for your efforts to ensure an accurate and timely completion of the 2018 Census!