Assistant, District Explorer Scout Commissioner, District Explorer Section Assistant, Explorer Scout Leader

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Sheila Gardner
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Process name: Youth Joining - Adding a Youth Member to the Database Roles: Commissioner, Group Scout Leader, Section Leader, Assistant Section Leader, Section Assistant, District Explorer Scout

1 Process name: Youth Joining - Adding a Youth Member to the Database Roles: Commissioner, Group Scout Leader, Section Leader, Assistant Section Leader, Section Assistant, District Explorer Scout Commissioner, District Explorer Section Assistant, Explorer Scout Leader Process overview: If Browser is Internet Explorer (IE) then come out of compatibility mode. This process allows an adult member to add a young person to their section or group and captures all their basic information. The outcome of this process is that the young person will have an individual profile that contains the following information: personal details, roles, permits, training, awards, youth badges/awards, event invitations, emergency details and communications. To complete the process adult members will require the following mandatory information: Find Member Title Surname Date of Birth Gender Postcode Personal Details Forenames Nationality Ethnicity Faith/Religion Contact Details Home Address Section Role Country Region County District Group (if applicable) Lodge/Six/Patrol (if applicable) New Role (Beaver/Cub/Scout/Explorer/ Explorer Scout Young Leader etc.) Role start date Date of Joining Compass Process Guides UAT version Page 1 of 11

2 Emergency Contact Forename Surname Relationship Telephone Doctor Doctor Telephone Find Parent Title Surname Date of Birth Gender Postcode Parent details Forename Relationship Parent Contact Details Home address Address Telephone number After completing this process, depending on your role, you will have different access to the various parts of a young person s profile information. For example, as a section leader, you will be able to view a young person s personal details, roles, permits, training and awards and will be able to edit/update youth badges and awards. Compass Process Guides UAT version Page 2 of 11

3 Procedure: Youth Joining Adding a Youth Member to the Database Compass provides the ability to add a youth member to the database. The information you need to add a youth member to the database is: Full Name, Address, Date of Birth Nationality, Ethnicity, Faith Emergency Contact Any Special Needs or Disabilities Doctors Details Parents Details 1. After you have logged on to Compass. Click on Joining along the top menu. 2. A drop down menu will appear. Click Add Young Person. 3. Enter the required fields (Title, Surname, Date of Birth, Gender and Postcode) to find if this young person is already in the system. Click Next. Compass Process Guides UAT version Page 3 of 11

4 4. You will be presented with two options, click Add New Person. In the bottom left corner you also have the option to go back to the previous screen. 5. Personal Details on the left hand side of the menu should now be highlighted. Some information from step 4 will be captured and automatically filled in on this screen. If you need to correct date of birth, click in the box and highlight the date of birth and then press delete or click Clear in the bottom left of the screen. Re-enter the correct date of birth. You can also use the calendar icon. Continue to fill in the required fields by clicking in the box or by clicking on the drop down arrow provided within the box. Then press Next. Compass Process Guides UAT version Page 4 of 11

5 6. Contact Details on the left hand side of the menu should now be highlighted. The postcode is prepopulated from Step 3. In the top left corner you should also see the young person s name under the title Young Person Joining. For this example it is Jasmine Ladouceur. This screen requires you to input the youth member s contact details and home address. Please ensure the circle is ticked to make an address and a telephone number the primary ones. Once completed click Next. 7. Section/Role' on the left hand side of the menu should now be highlighted. Depending on your role some boxes will be prepopulated with your group information. Fill in the remaining required fields. If the information was not prepopulated use the drop down menus to choose the group, the section the youth member is joining and the role he/she will be given. Provide the start date for the role and the members join date. Once completed click Next. Compass Process Guides UAT version Page 5 of 11

6 8. Emergency Contact on the left hand side of the menu should now be highlighted. You will now need to input the emergency contact for the youth member followed by their Doctor s details and medical information. Once completed click Next. 9. Special Needs/Disabilities on the left hand side of the menu should now be highlighted. If the youth member has a disability, use the drop down menu to choose the relevant one. Pick other disability if there is no appropriate option, and then type the disability in to the Details box. If the youth member has no disability, click Next. Compass Process Guides UAT version Page 6 of 11

7 10. Parent already a member of Scouting? If so you can simply search for their details when asked and the database should automatically fill in the information needed for the joining process. Find Parent on the left hand side of the menu should now be highlighted. Fill in the parent s title, surname, date of birth, gender and the postcode into the box provided and click Next. 11. The screen will show Searching for Matches... Please Wait. Compass Process Guides UAT version Page 7 of 11

8 12. Several people with the same surname may appear. Use the scroll bar to see more names if need be. Find the correct parent and click Select along the right hand side of the screen. This will take you to Step 13 with some details prepopulated. Scroll bar If no matches found click Insert New Parent or click Next (No matches above) found in the bottom right hand corner. Both buttons will take you to the same screen in Step 13 without any details filled in except for what you entered in Step 11. Compass Process Guides UAT version Page 8 of 11

9 13. Parents on the left hand side of the menu should now be highlighted. If you found the parent s name in Step 12 above and clicked Select then you will find that this screen will have some boxes prepopulated. Enter the missing required information and click Next. If you selected a parent in Step 12 their name will appear here 14. Enter Parent contact details/required fields. Click the circle beside the address and telephone number that you would like to be the primary ones. Also, one parent must be a Designated Contact. Once completed click Next. Compass Process Guides UAT version Page 9 of 11

10 15. The parents name, address and relationship should show under those respective headings. You now have the option to Edit / Delete an existing Parent or to Add New parent. Once completed click Next. 16. Summary on the left hand side of the menu should now be highlighted. All the information you just entered will show in this summary. Scroll down to check further details. If you want to change any details in a section click the Edit button next to each section name (ie) Personal Details or Contact Details or Section/Role etc. Once completed click Finish. Scroll Bar Compass Process Guides UAT version Page 10 of 11

11 17. You will see the screen below. You can click on the link to read about your data protection responsibilities. When done click OK 18. You will be taken back to the youth member s profile page. 19. This completes the procedure for the Adding a Youth Member to the Database process. To return to the home page click on the Compass logo in the top left of the page. Compass Process Guides UAT version Page 11 of 11

User Guide for OSM users to Record Youth Data on the TSA Template to be Used for Uploading Youth Data to Compass

User Guide for OSM users to Record Youth Data on the TSA Template to be Used for Uploading Youth Data to Compass This is a user guide for OSM users on how to copy youth data exported from OSM into the