Changes to Compass

We have enabled the visibility of the notes field in Compass. This will show the notes, who recorded them and the date against individual mandatory ongoing learning records. 

If we have adjusted your renewal date of any mandatory ongoing learning we have entered the following note; 

The previous renewal date was [DD-MM-YYYY]. This record was amended in September 2020 by The Scouts. 

There is a character limit of 500 on the notes field.

We have applied a data fix in Compass to change member’s mandatory ongoing learning renewal dates. What affect will that have on members?

If you are affected by this change, you will be communicated with directly, via email. You will also see a note on your mandatory ongoing learning record if we have adjusted your renewal period. The note will say 'The previous renewal date was [DD-MM-YYYY]. This record was amended in September 2020 by The Scouts.' 

The transition period to complete Safety, Safeguarding and First Aid training is 12 months, to 30 September 2021. So, if your training record shows no completion date for any of Safety, Safeguarding or First Aid training, each module with no completion date recorded must be completed no later than 30 September 2021. 

If your last completed date was in 2016 or earlier, nothing will have happened as your renewal date will be in 2021 (as it was previously 5 years).

If your last completed date was in 2019 your renewal year will be changed to 2022.

If your last completed date was in 2020 your renewal year will be changed to 2023.

We have updated the default renewal time period for Safety, Safeguarding and First Aid mandatory ongoing learning from 5 years to 3 years.

Any new mandatory ongoing learning record will have a default renewal date set as 3 years in the future.

The following modules in PLPs, when validated, will also create mandatory ongoing learning records and will set a renewal date of 3 years in the future:

• Safety
• Safeguarding 
• Module 10 First Aid

We have discontinued this training module and so it has been ended in Compass.

If you had to complete this training module visit our Training updates pages to find out more about what this means for you. 

If you had this module in a PLP and it had not been validated we have removed this from your PLP and replaced it with these modules; Essential Information, Safety, Safeguarding and Trustee Introduction. 

If any of those modules had been validated (in another PLP for example), this information will be populated. 

You will see that Essential Information is recorded as X001 - Discontinued Essential Information if you completed the pre September 2020 version of this training. If you completed X001 then you do not need to do Essential Information training again, although it is strongly encouraged. 

If you have had a SFTY or SAFE module added to your Mandatory Ongoing Learning (because we have changed your renewal date) this will not show SFTY or SAFE as validated in the PLP. This is because to validate the PLP it needs more information than is added when recorded as Mandatory Ongoing Learning.  We are going to explore amending PLPs where Mandatory Ongoing Learning is recorded for members, please bear with us.  

We have discontinued this training module and so it has been ended in Compass.

If you had to complete this training module visit our Training updates pages to find out more about what this means for you. 

From 15 September 2020 we have a new Essential Information training which has different objectives, does not include safety and safeguarding learning and validation is by completing the assessment included in the eLearning. 

As Essential Information is now quite different and we do not want it to populate Safety or Safeguarding mandatory ongoing learning we have discontinued this version of the module and replaced it with a new 001 Essential Information module. 

The new module is what will appear in PLPs for new members or new roles going forwards. 

For existing PLPs where X001 is not validated this can be removed from the PLP and the new 001 added. This needs to be done manually by a Training Adviser, Manager or Line Manager.

As per the information on the training area updates page, if you have not validated Essential Information module 1 before the 15 September you will need to complete the new Essential Information training. 

On your PLP the original Essential Information will still be listed but it will show as discontinued (primarily as it no longer contains safety and safeguarding learning). This module in Compass must not be validated. 

You will need to complete the new Essential Information eLearning which includes the assessment. When you send your certificate off to a Training Adviser, Manager, Line Manager or to the Training Compliance Volunteer Team they will add the new 001 Essential Information module to your PLP and then validate the module. X001 should also be removed from your PLP. 

From 15 September 2020 members are required to complete the individual Safety and Safeguarding training as part of Getting Started / induction training and every 3 years as mandatory ongoing learning.

As such, no other module counts towards the mandatory ongoing learning requirement. 

We therefore do not want Running Safe Activities (module 17) or the Safety for Managers and Supporters (LMS) training to populate Safety or Safeguarding mandatory ongoing learning. 

We have discontinued these modules in Compass and replaced them with new versions of the modules. The training is unchanged, it is just that the new module is required to not validate the Safety Mandatory Ongoing Learning being populated.  

The new modules will appear in PLPs for new members or roles going forwards that require them. 

For existing PLPs where X017 or XLMS is not validated this can be removed from the PLP and the new 017 or LMS added. This needs to be done manually by a Training Adviser, Manager or Line Manager. The requirement for completing the module is unchanged. 

Attendance of the Commissioner Safeguarding briefing is now recorded in Compass. 

This affects District, County, Area or Regional Commissioner and deputies. The training will be added by the Safeguarding team after you have attended the briefing event. 

If you have previously completed this, your record has been updated to include this record on the PLP for the role you held when attending. 

Where Safety and Safeguarding training are included in a member's PLP, please record the validation of the training against SAFE and SFTY modules in the PLP. This will then populate the Mandatory Ongoing Learning record too. 

If you only validate these modules in Mandatory Ongoing Learning, they will not validate the module in the PLP. 

If you validate these modules with a date that is before 15 September 2020 this will not populate Mandatory Ongoing Learning records and so you will need to enter these in as well as validating in the PLP. 

We have changed the display for the training profile tab, this will now display with the accordions closed. This enables you to choose what training area you are looking for more easily. 

The options are the same, as:

• Personal Learning Plans
• All PLP Training Modules 
• Mandatory Ongoing Learning
• Ongoing Learning

To open these click the -> symbol. 

The system will then remember if you have any of these areas open if you move to a different member record. If you log out and log back into Compass, it will revert to the accordions being closed again. 

In response to member feedback we have changed the default setting of the learning required column in PLPs on members training profile tab.

It will no longer default to 'No' but will now default to blank and can be updated to 'Yes' or 'No' by the Training Adviser, as discussed when setting the members PLP. 

Note: This can't be changed once the module has been validated. 

We have updated the training requirements for roles in Compass in line with the changes to training requirements for roles. You can find more information on changes to training requirements for roles here or in POR Appointments: Table 2.

These changes in Compass will only appear on new roles added to records after 15 September 2020. 

Where Safety and Safeguarding are required as part of Getting Started training (as opposed to as a training obligation), as detailed in POR Appointments: Table 2, we have ensured that the appointment status does not change to 'Full' until these modules are validated. 

Where members do not yet have a Full status for their role, we are aware Compass is adding the new training modules to the approval screen. 

If members have the new Essential Information, Safety and Safeguarding validated in a PLP this will pull through. If they have completed X001 or have Safety and Safeguarding mandatory ongoing learning records (but not recorded through a PLP) then you will need to validate the new modules. 

Training Advisers will need to add, if necessary, and validate the modules in the PLP using the X001 validation date and latest Safety and Safeguarding mandatory ongoing learning completed dates. This will then pull through to the 'Approval' screen and the role can move to Full (providing all other areas are complete). 

Depending on your role, the modules can also be validated directly from the 'Approval' screen using the X001 validation date and latest Safety and Safeguarding mandatory ongoing learning completed dates.

We recommend, as adding Safety and Safeguarding will populate another mandatory ongoing learning record, that this record is simply deleted from the mandatory ongoing learning section, as it is purely a duplicate. 

We have made a number of updates to the Appointments Report. These include:

• reporting on GDPR
• reporting on M1EX Essential Information for Executive Committee Members
• reporting on Trustee Introduction 
• Module 3 and 4 Tools for job reporting in two separate columns 
• reporting on the renewal dates for mandatory ongoing learning modules (Safety, Safeguarding and First Aid)
• removing the disclosure number, date and expiry date information

The Compliance Assistant tools have been updated in line with these changes. 

On 29 October 2020 the following fixes are being applied to the Appointments Reports:

• Updating the headings for consistency across all appointment reports.
• Correcting missing roles from the appointment reports.
• Fixing the issue of values from the essential information training being displayed in the trustee introduction training column.

We have extended the ability to the following roles to run the Appointment and Training reports:

• Administrators
  • Regional Administrator
  • County Administrator
  • Area Administrator
  • Scotland Region Administrator
  • District Administrator
  • Group Administrator
• Commissioners & Deputies 
  • Country Commissioner
  • Regional Commissioner
  • County Commissioner
  • Area Commissioner
  • Scotland Region Commissioner
  • BSO Commissioner
  • District Commissioner
• Training Managers including Local and Deputy Training Managers
  • County Training Managers
  • Area Training Mangers
  • Scotland Region Assistant Commissioner (Adult Training)
  • BSO Training Manager
• Appointment Secretaries & Assistant Appointment Secretaries 

All roles which were previously able to run either or both of the Appointments and Training Reports can still do so.

We are aware of an anomaly that is preventing some 'old modules' i.e. X001 and X0017 from being deleted from some members PLPs. The process is returning a 'Failed to delete' error message. 

This is not applying to all members / PLPs. 

We have made a number of updates to the Appointment Reports on Thursday 29 October. Unfortunately we are still aware that the XLMS module is not pulling through into the Appointment Report where this has been used to populate a Safety mandatory ongoing learning record. 

We are continuing to work on this issue as a priority. 

We are aware that if you search for members using the Adult Training search (from the Training tab) that it doesn't always seem that all results are returned and match the report. 

The search is returning all the results but you will need to adjust your zoom on the page, to reduce it, in some scenarios for all the data to appear.