Preparing your District or County for data migration
Discover the tasks Districts and Counties need to complete, to make sure that their data is ready to migrate
Support each volunteer in the District/Group team to make the updates listed in the every volunteer and Group sections
Update District/County volunteers’ recorded roles
Line managers should make sure that each volunteer’s current roles are accurately recorded on Compass.
Please close roles which are no longer active, including inactive Scout Active Support Member roles.
Make sure every appointed or co-opted member of the Trustee Board is recorded on Compass. Note - volunteers with Ex officio Trustee roles (District and County Lead Volunteers and District and County Youth Leads) should not be recorded separately as a Trustee.
Add roles that are not recorded, for example:
- An individual volunteering with two Explorer Units, should have a role with each section
Check the ‘additional actions’ section to see if any of the required actions listed there apply
Update each volunteer’s training record
Make sure all validated training modules (including mandatory ongoing training) for each volunteer are recorded and up to date on Compass before Compass freeze.
You can see more detail on what needs to be done in the ‘How your training records will migrate’ section
Close District/County Occasional Helper / PVG-only roles that are no longer required
Although not a vital task prior to migration, it will be helpful to close Occasional Helper / PVG-only roles that are no longer active.
This is particularly important where the Occasional Helper role is a duplicate for a volunteer who currently has a role that requires a criminal record check.
Update Explorer and Network section organisation records
District Explorer Scout Commissioners and Network Commissioners can update Explorer and Network section organisation records on Compass.
All fields in the Compass section organisation record can be updated, but particularly complete, or update, these fields:
- Section name & type
- Meeting place and correspondence addresses
- Date Registered
- Primary contact phone number
- Volunteer email address to drive the group finder system
- Scouting enquiries email address to drive the group finder system
If you are opening up any new Sections, please ensure to record all of the above accurately. Including date registered, which should be set in the future if the Section has not started meeting yet.
Any Sections which are no longer open, must be closed.
Any Network units based at County or Group level need to be reopened within the appropriate District.
Compass organisation records for Groups, Districts and Counties can only be updated by the Support Centre. Please wait until the migration to the new system and update those organisation records locally after migration.
Additional Actions
Several volunteers hold Section roles at the wrong level. For example, Assistant Section Leader/Section Leader roles held at Group, District or County level rather than in a specific section such as Squirrels, Beavers, Cubs, Scouts or Explorers.
These roles will not have a place to migrate to in the new system. Any roles that need to migrate must be edited or have the correct role added in the section(s) the volunteer is in and the incorrect role closed.
For example, a District Section Leader - Explorer Scouts held at District level but not a member of a District Section will not migrate across, but a District Section Leader - Explorer Scouts held at District Section level will migrate across to the right section into the Section Team Leader role.
Several volunteers have roles in Sections which aren’t Section roles. For example, Scout Active Support Member in a Section, or a Unit Leader role at County level.
These roles will not have a place to migrate to in the new system. Any roles that need to migrate must be edited or have the correct role added and the incorrect role closed.
For example, Scout Active Support Members moved to Group, District or County level and Unit Leader roles moved to the appropriate Explorer Section.
Several volunteers hold an assessor role with multiple variants. For example, one assessor may have a role that has variants of Kayaking River B1, Kayaking River B2, Canoeing River B1 and Canoeing River B2.
When migrated to the new system, only the first variant will migrate across. Any volunteers with assessor roles that have multiple variants must have these split out so they have separate assessor roles, each with only one variant. For example, an assessor role with the Kayaking River B1 variant, another assessor role with the Kayaking River B2 variant, etc.
Any assessor roles which migrate across with multiple variants will only have the first variant migrated and the other Assessor accreditations will need to be readded through the new digital system.
Some volunteers will have criminal record checks which expire around Compass Freeze. Volunteers will be unable to renew these from 2 weeks before Compass Freeze until system go-live.
It’s important, to reduce any impact on local scouting during this period, that any criminal record checks which need renewing are submitted as soon as possible. Any volunteers without a valid criminal record check prior to Compass Freeze must be treated as a helper without a disclosure and be supervised with young people at all times, they will not be allowed to attend overnight activities unless otherwise advised by the HQ Safeguarding Team.
Some volunteers will have Permits which expire around Compass Freeze.
While it will be possible to renew Permits during Compass Freeze it will be much simpler for renewals to be completed prior to Compass Freeze.
In the new system, volunteers will have 6 months to move to a full appointment.
Any current volunteers who are already outside this timeframe in a role which has not already been addressed must be reviewed and actioned immediately or suspended.
Volunteers who migrate with an overdue provisional role will be highlighted for immediate action from go-live. Working on these now will reduce the amount of workload.
Preparing your record for data migration
Find out what tasks every volunteer need to complete, to make sure that their data is ready to migrate
Open the tasks for every volunteerPreparing your Group for data migration
Find out what tasks all Groups need to complete, to make sure that their data is ready to migrate
Open the tasks for groups