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Your Adult Support Team Mark Flexman, UK Adviser for Adults in Scouting, Ben Storrar, Programme and Development Adviser (Adults in Scouting) Contact them at: focus@scout.org.uk adult.support@scout.org.uk appointment.process@scout.org.uk Adult Support Team The Scout Association, Gilwell Park, Chingford; London E4 7QW; Tel: 0845 300 1818 ADVERTISING Senior Sales Executive: Tom Fountain tom@thinkpublishing.co.uk Tel: 020 8962 1258 County: Although in some parts of the British Isles Scout Counties are known as Areas or Islands - and in one case Bailiwick - for ease of reading this publication simply refers to County/ Counties.

In Scotland there is no direct equivalent to County or Area. In Scotland, Scouting is organised into Districts and Regions, each with distinct responsibilities. Some ‘County’ functions are the responsibility of Scottish Regions, whilst others lie with Scottish Districts. The focus of responsibility is outlined in Scottish variations from POR.

BE PART OF IT!

Good luck with your Big Adventure – don’t forget to tell us about your event at big.adventure@scout.org.uk Check www.scouts.org.uk/ thebigadventure to find out what others are doing.

Welcome

New beginnings With the approach of September, we look forward to a fresh start for Scouting, says Ben Storrar.

It’s a new school year and a chance for Scouting to be refreshed The appointment of our new Chief Scout and UK Chief Commissioner has sparked a renewed excitement about Scouting both inside and outside the Movement. (We received over 500 enquiries on the day of the announcement alone!) I know many line managers across the country are using this as an opportunity to energise Scouting in their areas and ensure we bring in as many adults as possible. I’m sure you’ll join me in approaching Scouting with renewed vigour and enthusiasm.

Future focussed This issue focusses on a range of pertinent issues we know are Scouting talking points across the country. We take a look at the topical issue of expenses, how we can convert more Want to Join enquiries into volunteers, as well as new tips on helping more young people gain the Queen’s Scout Award. We also hear more from Wayne Bulpitt as he looks forward to better support for all managers in Scouting.

Finally, thank you to all of you who are supporting The Big Adventure.

The indications are that almost 15% of Groups have put a plan in place to use this summer’s camps as an adult recruitment opportunity. Catch up on all the latest at www.scouts.org.uk/thebigadventure

Keep me up to date As always, I want to hear about your experiences at focus@scout.org.uk For news, and information for managers in Scouting, please visit www.scouts.org.uk

In Focus 4 Can we wipe out joining lists for good?

How we can improve our Want to Join system by taking action locally and nationally

6 The real cost of Scouting Are your volunteers dipping into their own pockets to cover costs?

8 Local Training How one County Training Manager has made positive change look simple

10 Do look back How a Fellowship review can reap benefits for all

11 Open house Gilwell Park opens its doors to District Commissioners

12 From the UK Chief Commissioner Wayne Bulpitt looks at the challenges ahead

14 Reach the top!

Your role in promoting the Queen’s Scout Award

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Can we wipe out joining lists for good?

Recent research into those waiting to join Scouting has revealed some real opportunities locally and nationally. Natalie Tomlinson explains some simple steps you can take that will help welcome more adults into the Movement

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he good news is that more people than ever want to join Scouting. With the publicity generated by our new Chief Scout and active programmes across our sections, people are calling, emailing and asking how to get involved. Now our key focus locally needs to be on how we handle, respond to and convert these enquiries.

While the national Want to Join system has helped people who want to join make their first contact, it is the local response that really matters.

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For example, does your Group, District or County have someone who deals with enquiries for people who want to join? As managers in Scouting, getting adults (and young people) into Scouting roles is a key part of the work you do.

Who wants to join?

From October 2006 until the end of April 2009 over 70,000 enquiries were received nationally from people wanting to join Scouting, broken down into the following categories: • 19% from people who are too young to join • 35% enquiring about Beaver Scouts

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Welcoming new members

Breakdown of enquiries to members from Oct 06-April 08 Volunteers 11,778

Joining list 13,285

Scout Network 1,220 Explorer Scouts 1,620 Scouts 4,939

Beaver Scouts 24,111

Cub Scouts 12,605

• • • • •

18% enquiring about Cub Scouts 7% enquiring about Scouts 2% enquiring about Explorer Scouts 2% enquiring about Network 17% enquiring about volunteering

Key actions There are a number of actions you can take straight away: • Ensure all enquiries receive an immediate response – potential volunteers quickly ‘go cold’. Two thirds of adults, two thirds of Explorer and Network and a third of Beaver, Cub and Scouts who did not join Scouting said it was because they could not make contact with a local volunteer.

• Be flexible in creating opportunities locally – if an adult can only contribute once a month, think about where they can most usefully contribute. Ask what they want to do! 21% of those who do not join Scouting were told an appropriate role could not be found for them.

Key issues Over the next few issues of Focus we will seek to start addressing some of these issues through the sharing of case studies and best practice. The key topics are: • Improvement of current conversion rates (how many of these enquirers actually end up as members) • The promotion of flexible volunteering • Supporting the effective management of joining lists and ‘want to join’ enquiries

• Effective engagement of those too young to join and their parents • Proactive sharing of ‘want to join’ data for each County to identify areas of low conversion rates • Ensuring enquiries go to the right place by reviewing the postcode database and improving the data held about where sections meet.

DID YOU KNOW?

On the day of the announcement of our new UK leadership partnership, centrally we received more than 518 enquiries from people wanting to join Scouting – many of whom were adults.

Just think of the difference converting each of these into Members would make?

An achievable vision With your support as well as the design and implementation of a local customer service training package, we hope to improve the current conversion rates. It is estimated that if we were to improve the adult rate to 85% (a task not inconceivable seeing as these people come to us without any prompting) we would virtually be able to wipe out the joining list completely. Certainly food for thought!

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Is time the only cost of being an adult in Scouting? Claire Welch takes a closer look at the financial and social cost of volunteering

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Support

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t is not uncommon for adults in Scouting to dip into their own pocket when volunteering, whether this is for travel, uniform, stationery or other expense.

Many volunteers are happy to give to Scouting in this way, and indeed see it as a way to contribute to a charity they support.

However, as managers we need to be aware that when we appoint volunteers we are asking for their time, skills and experience, not their money. In fact, the average adult in Scouting gives 362 hours of their time a year, which works out at £4,132.19 per person. There should not be an expected financial cost to any individual volunteering.

Volunteering in Scouting should be available to adults irrespective of their financial situation.

Local policy Each Group, District and County will operate their own expenses policy. In a time of economic uncertainty and hardship for many people, it is right to review the policy to make sure all involved are aware of it.

As a manager it is important that you know the real cost involved in providing Scouting. You should have a grasp on the activity of the volunteers you manage - the number in post, the likely turnover, the vacant posts and so on. Work out the cost of a new volunteer, including uniform, training, role supporting material; and the ongoing costs of all volunteers, including travel expenses, stationery and training. Plan to have enough in your budget to meet volunteers’ expenses.

support volunteer expenses. You could apply to one of them just for this element of your Group budget, but a more thoughtful way is to include volunteer expenses as part of a wider application.

• Youth Member subscriptions – Add a small percentage to the youth subscriptions to help cover the costs. Although this could be applied to most situations this approach may not be appropriate when Scouting in an economically deprived area with the need to keep subscription low.

• Fundraising – use fundraising activities to generate income. Review the current activities and assess whether the approach is right and successful. For more information please see the factsheet Fundraising for the Scouts (FS190018) or contact the Scout Information Centre.

Good Scouting is reliant on volunteers who are motivated and feel valued. Operating a clear and effective expenses policy is one way to make sure we are not asking too much of our volunteers.

‘In the months between graduating from university and finding employment, I started volunteering for the 32nd Althingham Cub Pack. Although I was in a weak financial situation, I had plenty of time to volunteer. However, it wasn’t long before the costs mounted up: within the first month I had paid for my weekly bus fare, uniform and a camping activity weekend. I really enjoyed volunteering but there was no way I could afford to keep it up. After agonising over the decision, I met with the Cub Scout Leader and explained that I was unable to continue because of the expense. It was only at this point that I was informed that I could reclaim the money.’

Siobhan Lock, Assistant Cub Scout Leader

Where does the money come from?

By knowing the real cost of providing Scouting you will be able to work out the income you need to cover it. This can come from: • Funding – look at the funds we have at Headquarters to support local Scouting, as a number of these can support individual members with costs for camps, events, uniform and expenses. There are also a range of external funders that accept grant applications to scouts.org.uk/focus

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Local training Just what inspires a 25 year old to take on one of the biggest jobs in local Scouting?

Paul Fix, County Training Manager for Greater London North East, reflects on his first year in the role

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he initial reactions to my appointment (apart from congratulations) were ‘do you know what you have taken on?’ and ‘Don’t you need to be a trainer already before becoming a County Training Manager?’

Some may think that I am too young (at 25) to be a County Training Manager and that I should have been a trainer and an ACC for years.

However, every team needs to be balanced and I like to think I am judged on what I bring to the role, the effect on training in Greater London North East, and not on my age.

The training team Initially, I only knew about 50% of the Training Team, so one of the first things was to meet the members. At the first meeting I told them about my Scouting history and my vision for training within the area. It was also apparent that, with the number of trainers, tutors, Local Training Managers and Training Advisers, (over 100 people involved in the team) that I wouldn’t be able to support and line manage them all. We therefore created a new structure using the Deputy County Training Manager role.

Adult Training is such as big part of the County that it is important I get effective support from my County Commissioner. I’m part of the County Leadership Group which meets bi-monthly and is made up of the County Commissioner, Deputy District Commissioners, County Training Manager, County Chair and a Young Person Representative. At this meeting we share updates and bounce around ideas that help to continue to improve and develop a number of areas. I also meet with the County Commissioner monthly for an informal chat. Without the County 8

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AdultIntro training

Commissioner’s help to develop Adult Training, it would be more difficult to improve and make progress.

realising the scope of the County Training Manager role has become wider; it isn’t just about running training courses.

Working together

My tips for success

I’m not sure all line managers fully understand the Adult Training Scheme and their role in it, which is making sure the adults they line manage are trained. We have addressed this issue by firstly making sure that all the District Commissioners are on board. As County Training Manager I attend District Commissioners’ meetings where training is a standard agenda item and I keep them updated with the latest news, development and what we are doing to continue to improve training. Next year we want to look at what support we can provide to Group Scout Leaders to help them support new learners.

Communication was an issue and to improve things, we now try to ensure that we communicate through separate District Commissioner/Group Scout Leader and Local Training Manager/Training Adviser routes. However we are also looking into targeted mailings and emails so that those with training needs are given the opportunity to access the appropriate courses and support.

• You can’t change everything straight away.

• Create a good support structure, with the right people in the right roles.

• Make sure your Learning Provision Plan is right for your County.

• Set yourself both short and long term goals. The majority of time you will be short of Training Advisers so think of creative ways to work round this.

• Work in partnership with the County Team and District Commissioners to ensure the training team, diary and support structure are appropriate and effective.

My role and me The role of County Training Manager is very different to the previous role of Assistant County Commissioner (Adult Training). I do find that some people don’t see that the role of the County Training Manager is to manage the training provision (which includes the adults involved, the administration and, of course, the delivery of learning).

Now the scheme is fully embedded I think everyone is

PAUL’S ‘360’ APPRAISAL

‘Paul has brought new life and enthusiasm to our adult training. A County Training Manager cannot work in isolation – they need to feel that they are a key part of the County Team and decision making process, as their influence and impact is so far reaching.’

Dean Jefferys, County Commissioner (GLNE) Paul began Scouting at the age of six and has held a variety of County and District leadership roles as well as Local Training

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Do look back

Whatever area of Scouting we are involved with, we all appreciate the occasional thank you. So why not look back and celebrate the achievements of the Scout Fellowship members in your patch? Valuing their support will bring benefits for all says Steve Brownless

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s we embark on another year of Scouting, think about the support you give your members to make and deliver exciting and balanced programmes. Spending time with your Scout Fellowships could bring you tangible benefits in supporting yourself and all areas of local Scouting in the coming year.

In addition recognising both the achievements and support of the Fellowship to a wider audience, could serve as an effective recruitment tool: adults will see the advantages of being a Fellowship member. This in turn would give the Group, District or County a broader base from which to offer increased support to leaders and give a greater diversity of activities to your youth Members.

So is this a review?

Looking back at the past year of the Scout Fellowship is a good starting point. However using the word ‘review’ often raises negative connotations and is a task often pushed to the bottom of the list. But completed in the right way, a review can both be positive and enthuse Members for the year ahead.

The review is similar in many ways to the reviews carried out for the sections. Think about the Scout Fellowship as a whole. Did it do what it collectively agreed to do at the beginning of the year? Did it offer active support to the Group, District or County?

Looking forward By completing a review, future needs of the Scout Fellowship can be identified. This may give rise to some Members expressing a desire to work towards their Activity Permits, once again increasing the opportunities in the Groups, Districts and Counties.

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Group, District or County development plan. The Development Plan may even indicate a need for an additional Scout Fellowship if, for example the District decides to open a campsite.

Communicating success As we all know, one of the keys to success is good communication. In the case of Fellowship, it is essential to determine whether the Scout Fellowship and its members actually have the skills and resources to be able to meet local Scouting needs. For example, there is no point asking the members of the Scout Fellowship to take Scouts walking in Terrain One if no one has an Activity Permit!

Write down the outcomes of the review so they can be reviewed periodically during the year. This will help ensure the development needs are being met, or if they need to change part way through the year. For appointment reviews, Form AR should be used, available from the Scout Information Centre.

Positive active support By reviewing and agreeing the support each Scout Fellowship gives to the Group, District or County, not only will Scout Fellowships feel an integral part of Scouting locally but will be able to offer greater support to all your leaders.

Important – changes to Fellowship Following the review of the Scout Fellowship, a number of changes will be announced in September to managers in Scouting. Full details of the Fellowship changes will be included in the next issue of Focus as well as the October/November issue of Scouting.

Focus August/September 2009

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DCIntro Support

Open house Are you a District Commissioner, or considering taking on the role in the near future? Then an open day at Gilwell could be for you. The Regional Development Service invites you to a day in Epping Forest to find out about the support available

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ver wondered who puts Focus together, reviews the training scheme or forms new commercial partnerships? This open day will provide you with the opportunity to meet individuals and teams across Headquarters. These are people who will support you in the many different aspects of a District Commissioner’s remit. You will also have a chance to network with other District Commissioners from all over the country.

What? District Commissioners’ Open Day Where? Gilwell Park When? Monday 26 October 2009

Plenary sessions will be provided by: • Regional Development Service • Public Affairs • Network and Explorers • Development Grants Board • Adult Support and Fellowship • Safeguarding • Secretariat (including legal matters and Criminal Records Bureau checks) • Corporate Communications • Insurance Services • Fundraising • Question Time with the Senior Management Team

Market stalls will be provided by: • Scout Information Centre • Media Team

• Marketing • Membership Services and/or Records • Insurance • Scouting magazine • Secretariat and Confidential Services • Awards • Holiday Homes • Archives • Safeguarding • Sections - Beavers, Cubs, Scouts, Explorers and Network • Adult Support • Gilwell Park and National Centres • International and Jamboree • Regional Development Service - Development Planning and Activities.

Direct discussion You will be able to choose which stall you would like to drop into and hold one-to-one discussions with staff from within these teams.

An extended lunch period will be provided to enable you to visit the market stalls, and liaise with other District Commissioners. Alternatively you may choose to join one of the guided tours provided by the Scout Information Centre around Gilwell Park.

Up for it?

Register by emailing Teri Adams at teri.adams@scout.org.uk or calling on 0845 300 1818. You can also sign up by contacting any member of the Regional Development Service. You’ll be sure of a warm welcome. scouts.org.uk/focus

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Encouraging flexibility ‘Since my appointment, people ask what I mean when I say we need to think differently’, says Wayne Bulpitt. Here, the UK Chief Commissioner shares some local examples of flexibility in practice

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henever we talk about thinking differently in Scouting, people often assume that we are referring to ‘super Groups’. However many of those who have successfully provided Scouting to more young people over the past 12 months show it can be achieved by doing some basic things with just a little bit of additional effort.

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Local success I was very fortunate the week following my appointment to join 120 District Commissioners and Group Scout Leaders from Scotland at their conference. In particular I chatted over dinner with Grant Russell, Group Scout Leader of the 2nd Angus (1st Arbroath) Scout Group.

Grant explained that they had grown their Group by 54

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UK Chief Commissioner

members over the past year and he took great delight in telling me how they had decided to eliminate their joining lists with a recruitment campaign specifically focussing on adults. Grant is 22, and was at the conference with his District Commissioner.

Meanwhile, the 1st Gwemymynydd and Mold Group successfully split their Cub Pack into two due to growing numbers and they are presently recruiting more leaders.

They gained 43 young people last year.

Working together The Dittons Group in Surrey recruited an additional 47 young people following the opening of a new Beaver Colony and Cub Pack. This was helped by enthusiastic parents getting involved and offering their time in a more flexible way. Southern Norfolk District, supported by the County of Norfolk recruited 124 young people. This followed an initiative by the County aimed at recruiting adults and the District working together to integrating them into existing Groups. Whilst this was happening, existing leaders focussed on providing an adventure based

programme which is proven to attract and maintain the interest of young people. These are examples of adults working in new ways to deliver everyday adventures to young people.

The challenge ahead I am occasionally accused of being an optimist and I make no excuse for that. Remember success is caught and not taught and we should not be embarrassed about saying just how well Scouting is doing right now. It will be even better if we think differently about how we address our joining lists and enquiries from those that want to help us.

Remember, where we have inspired and motivated section leaders we have happy young people. Let’s focus on the handling of Want to Join enquiries and joining lists respectively (see pages 4-5 of this issue of Focus) and we will go a long way to continue Scouting’s success. get in touch You can contact Wayne at ukcc@scout.org.uk or write to him at The Scout Association, Gilwell Park, Chingford E4 7QW

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Reach the top!

Just as people rarely reach the summit of the world’s great mountains without a great support team behind them, so too do our young people need expert help to gain the top award in Scouting

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he Queen’s Scout Award is the culmination of a young person’s journey in Scouting. To complete the award they need to commit to developing and challenging themselves in many new ways. They will spend time in new places, meeting new people and learning new things, as well as developing communication, organisational and team working skills. It is an achievement that they will remember for the rest of their life and is also recognised by many potential employers.

Your role in making it happen As line managers in Scouting, you have a valuable role in helping as many young people as possible achieve this high standard. There are many things you can do to ensure that your Group, District or County is prepared for this challenge.

While standards in the Queen’s Scout Award are very high, the participants get to choose how they will complete it based on their skills, interests and talents.

Personal commitment, determination, self-discipline and effort are required, which must be sustained over at least 12 months. In today’s non-stop society, with more exams, longer working hours, social networks and demands on people’s time this achievement is harder than ever, and completion is well worthy of celebration.

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Queen’s Scout Award

We have also produced a resource, Helping them Reach The Top especially for adults who actively support the Queen Scout Award, such the District Explorer Scout Commissioner, County Scout Network Commissioner or other person designated to sign off the award. Clearly this is intended to be used in conjunction with Reach the Top: The Queen’s Scout Award Information for Participants.

The adult’s pack clearly defines the role of the support and how the signing off process should be managed. It will help you offer the support required to Scouts wishing to complete the Queen’s Scout Award.

What’s inside?

Recognising success The 500 or so young people in the UK who achieve their Queen’s Scout Award every year are invited to two events to mark their achievement. There is the National Scout Service and Parade of Queen’s Scouts at Windsor Castle.

There is also a chance to celebrate with those who supported them all the way through and their fellow Queen’s Scouts at the Queen’s Scout Reception.

The participant’s resource should be freely available to all Explorer Scouts and Scout Network members. It contains information on: • the award requirements • how they corresponds to the Gold Duke of Edinburgh’s Award • detailed information to help the participant achieve each of the five challenges • a place for participants to record their progress as well as some extra information on completion of the award.

New support packs To assist members in gaining the award, a new resource is now available: Reach The Top: The Queen’s Scout Award Information for Participants. This pack is an invaluable tool for members as they work through each stage of the award. Included are hints and tips, examples of activities that can be undertaken and a structure to create your own Queen’s Scout Award action plan. We know that participating in the award is challenging, but incredibly rewarding.

more info Reach the Top: The Queen’s Scout Award Information for Participants and Helping them Reach The Top can both be downloaded from www.scouts.org.uk/qsa

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