Frequently Asked Questions
The Scouts carry out an annual census to create a detailed picture of the young people and adults that make up our membership.
Use the FAQs below to find an answer to your issue or to learn more about our census.
Once you’ve completed the census return (unless previously arranged with the relevant person), the next ‘approval level’ must be notified so that the return can be reviewed and approved. Deadlines for the completion of Group and District returns will be set locally, but all County/Area/Region returns must be completed and approved no later than 28 February.
In an attempt to get a greater understanding of Scouts across the Country, the online census system has individual returns for each Colony, Pack, Troop, Unit, Network & Active Support Unit. The details of the hierarchy used for the Census has been taken from Compass.
For Colonies, Packs and Troops, the Group will be able to log in and add Group level information, as well as being able to go into each section within the Group to add the information for those sections.
Units, Networks and Active Support Units are handled similarly by the District.
If sections or Active Support Units are missing from the Census, they’ll need to be added to Compass locally and can then be added to the Census system by contacting the Scout Information Centre. Details of how to do this can be found on the Compass Support site.
On the census form, the total number of young people of each age and gender needs to be recorded in the relevant section – record the number of members on 31 January. Sections using Online Scout Manager can obtain this information by using the Census Aggregator function on OSM. The census aggregator will not record data for any young people listed on the Census Aggregator’s ‘Members’ tab – that data must be added manually. Young people who’ve recently moved section should be included from the date of their first meeting in their new section (there’s no gap in membership whilst awaiting investiture to the new section).
- A young person who was a Cub and is attending Scouts but hasn’t yet been invested into the Scout Troop should be recorded on the Scout section census rather than the Cub Pack’s census.
- A young person who was a Scout and is attending Explorer Scouts but hasn’t yet been formally invested into Explorers Scout Unit should be recorded in an Explorer Scout section on the census rather than the Scout Troop census.
- A young person new to Scouts at any level who hasn’t made the Promise as of 31 January, isn’t a member and isn’t listed on the Census and should be recorded on the waiting list.
Alongside this, we ask for information regarding ethnicity and disabilities. This information is anonymous and enables us to understand the composition of our membership and provide the most appropriate support. Sections using Online Scout Manager can obtain this information by using the Census Aggregator function on OSM. The census aggregator will not record data for any young people listed on the Census Aggregator’s ‘Members’ tab – that data must be added manually.
A question is included on each section return relating to top awards. Each section, including the Scout Network, is asked to state the number of top awards achieved during the past 12 months to 31 January. It’s important to note that this is the total number achieved (whether or not the young people are still members of the section/Group or Scouts), and that it’s date of completion of the award that matters rather than the date that the award is actually presented (for example, if a young person completed their top award in December, but the presentation won’t be until March, then the award should be recorded on the census). Sections using Online Scout Manager will be able to gain this information by generating an OSM Badge Report for the period 1st February 2019 to 31st January 2020.
All members of Scout Groups, Districts, Counties, Regions and Areas must be recorded on the relevant census form.
If you’re part of a Scout Group, your Group Scout Leader will have the necessary passwords and instructions regarding how to log in to the online census system and record the relevant information. Similarly, for Explorer Scouts, the District Explorer Scout Commissioner will have the requisite passwords to enable completion and approval of the census forms. Explorer Scouts that only undertake the role of Young Leader should be shown as belonging to the District Young Leader Unit; Young Leaders who are also active Explorer Scouts should be recorded as members of the Explorer Unit in which they are active. Scout Active Support members who’ve another leadership role should be listed in that role and added to the Unit in the statistical purposes section of the unit they are associated with.
Passwords will be sent during January to:
- Country Commissioners and Deputies
- Regional Commissioners England and Wales
- County/Area/Region (Scotland) Commissioners and Secretaries
- District Commissioners and Secretaries
- Group Scout Leaders
- District Explorer Scout Commissioners
- District Scout Network Commissioners
Anyone who’s a member or associate member should be recorded, both young people and adults. Everyone who’s a member of a section (Beavers, Cubs, Scouts, Explorers, Network) is a member starting from the date of their first investiture into Scouts. For adults, membership status varies by role and can be determined using the Table 2 in the POR chapter ‘The Appointment Process’.
Young people should only be recorded once on the census; this makes sure that their membership fee is only paid once. If an adult has more than one role, they should be recorded in the role the member considers to be their main role (not necessarily what’s recorded on Compass as the Primary Role). This can be recorded in the boxes with the white background, columns 1 to 4, and a main role should only be recorded once per adult. More than one secondary role can be recorded in different census returns, using columns 5 to 8 with a grey background. Adults and Scout Network members don’t pay the national membership fee.
An individual should be recorded on the census in the box that relates most closely to their main role. For the vast majority of members, this will be the only role they hold. Some adult members, however, hold more than one role. In these instances, a suitable method should be used locally to define what the adult’s main role is (not necessarily what’s recorded on Compass as the Primary Role). Members are recorded in this way to make sure that the results of the census give the most appropriate and realistic picture. Where an adult has multiple roles, and their main role is not for the return you are filling in, they should be recorded in the boxes with a grey background, columns 5 to 8.
For example, a County Secretary also holds a Section Assistant appointment in their local Group. In this case, the primary role is most likely to be County Secretary. Similarly, an Assistant District Commissioner for Scouts is also a Scout Leader in one of the Groups in the District. In this case, the primary role is more likely to be the Scout Leader. Here are some specific examples:
Example 1: Sharon’s a Cub Scout Leader and a County Scout Active Support Member.
Sharon should be recorded on the Cub Pack census, but also recorded as a Scout Active Support Member on the relevant Active Support Unit in the grey boxes.
Example 2: Glenn is an Assistant Explorer Scout Leader and a member of two Scout Active Support units; one at District level and one at County/Area/Regional level.
Glenn should be recorded on the Explorer Scout Unit census as an ‘Assistant Explorer Scout Leader’ and should also be recorded as a Scout Active Support Member in the grey boxes on the District & County census.
Example 3: Sam is a County Secretary but is also a Section Assistant at the local Cub Pack.
Sam should be recorded on the County return as a County Secretary, as this is his main role, and he should also be recorded on the Pack return as a Pack Section Assistant using the grey boxes.
All of the data collected is anonymised so there are no data protection concerns. The only exception to this is that we request the contact details for the person completing the Census return. This data is kept for a maximum of six months so that they can be contacted if there are any questions that need to be answered in regard to the return. This personal data will be removed from the Census website no later than 30th September 2020.
Care should be taken with collecting the data, particularly if using the form provided to collect ethnicity and disability information. There’s no name required for the form, but we do ask for gender. The forms should be collected and collated anonymously, and destroyed once the figures have been pulled together. Details of the Scouts Data Protection Policy can be found on our website here.
Through the census, we collect information about the meeting place of each Colony, Pack, Troop and Unit. It’s very important that the information provided is genuinely the main meeting location and not (for example) the post code of the leader’s house. Please make sure that you give the full post code. If not known, post codes can be found using the Royal Mail postcode finder at www.royalmail.com/find-a-postcode. Very few meeting places have no post code – if that’s the case, please use the postcode finder to provide a (very) nearby post code.
Mapping the ethnicity of our members enables the Scouts to understand how reflective we are of the communities in which we are present and identify if there are Groups which are currently under-represented within the membership. This helps us to look at how we might grow and develop Scouts locally.
Information about ethnicity is anonymous. If any individual’s uncomfortable about providing this information, please record as ‘prefer not to say’. A letter for parents and a form has been produced to help collect this information. Users of Online Scout Manager can use that system to anonymously collect the ethnicity data required for the census.
There are a number of ways in which collecting this data will help us to grow and develop Scouts. These include:
- Helping us to identify and celebrate our successes in working with diverse communities
- Helping us to identify communities with which we could work to grow and develop Scouts
The Equality Act 2010 defines a disability as ‘having a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on an individual’s ability to do normal daily activities’. Understanding the disabilities and additional needs of our members helps us to constantly look for ways to improve access to Scouts and provide the support and guidance needed to support the full participation of all young people.
This information enables us to identify the key external bodies and agencies we need to work with in order to make sure that we are following the best practice guidelines with respect to our provisions for people with visible and hidden disabilities. Information about disability is anonymous and a letter for parents to explain why we want this information, as well a form, have been produced to help collect this.
We’re seeking additional information about disabilities across Scouts in order to help us improve and more accurately target the support provided for adults and young people. The ethnicity and additional information will help collect data to aid implementation of our strategic plan for the period 2018-2023.
This data will help us to be more effective in planning our projects, programme materials and events, so we can meet the needs of both adult volunteers and young people. The data will also help identify the key external bodies and agencies we need to work with in order to make sure that we are following the best practice guidelines with respect to our provisions for people with visible and hidden disabilities.
The membership fee is paid by Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts. Scout Network members and adults don’t pay the national membership fee.
Young Leaders are recorded in Young Leader Units and the colony, pack or troop where they help. The recording of Explorer Scouts could cause some confusion as they could be active in one of three ways, as an active member of an Explorer Scout Unit only, as a Young Leader only, or as a Young Leader and an active member of an Explorer Scout Unit. We also have Young people aged 14-17 who aren’t members of Scouts but are helping as part of their Duke of Edinburgh Award, through Girl Guiding or something similar. Here are some examples:
Example 1: James is an active member of an Explorer Scout Unit only
James is recorded on the Explorer Scout Unit return for the unit he’s active in only.
Example 2: Jane is a Young Leader but not active in an Explorer Scout Unit
Jane doesn’t participate in the Explorer Scout programme and is only interested in being a Young Leader. She should be recorded on the District Young Leader Explorer Unit return. If a Young Leader unit doesn’t exist, please contact the Scout Information Centre who can create one for you. She should also be recorded on the relevant Colony, Pack or Troop return as a Young Leader.
Example 3: Alex is an active Explorer Scout and a Young Leader.
Alex should be recorded on the Explorer Scout Unit return where she is active as an Explorer Scout, and should also be recorded on the relevant Colony, Pack or Troop return as a Young Leader.
Example 4: Harry’s undertaking his DofE Award and is acting as a Young Leader.
As Harry isn’t a member of Scouts, he isn’t recorded in any Explorer Scout Unit. He should be recorded in the Colony, Pack or Troop return where he’s helping as a 14 – 17 helper.
Scout Network members are listed in the relevant Scout District Network return. Where they’re a member of two Scout Networks, they should be listed in the one which they consider to be their main Scout Network.
Scout Network members who also hold other roles should be recorded on the census with their other role, and also recorded on the Network return.
Example 1: Syed’s a Scout Network member and an Assistant Cub Scout Leader.
He should be recorded on the relevant Pack return and should also be recorded as a Scout Network member on the relevant Network return.
Example 2: Jasmin’s a Scout Network member only.
She should be recorded as a Network member on the relevant return for her host Network.
All 18-25 year olds who are in an adult role with the membership requirement of ‘member’ are also Scout Network members. Other 18-25 year olds may opt in to Scout Network membership. All of those who’re considered to be members should be recorded as a Scout Network member, regardless of whether they’re actively participating in the Network programme.
Network commissioners need to be recorded as an ADC or ACC depending on whether the Network is at the District or County level.
We send log in information to District Explorer Scout Commissioners and Scout Active Support Managers so that they can manage the census information for which they’re responsible. As this doesn’t fit the normal District/Group hierarchy, we’ve added these as ‘Provisions’. So a District Explorer Scout Provision will comprise one or more Explorer Scout Units, in the same way that a Scout Group comprises one or more Colonies/Packs/Troops.
This’ll allow the DESC and Active Support Manager to go straight to their sections but will mean that those with the District or County level log in won’t see their sections without first going into the Provision level.
These Groups are listed so that the census information for them in previous years is recorded and available to help compare the census year on year.
The ‘dormant’ classification used until 2018 is no longer in use – sections/Groups/Districts are now either ‘active’ or ‘closed’.
If the section (Colony, Pack, Troop, Unit, Network or ASU) isn’t on the Census, it may not have been added to Compass, which needs to happen so that a Registration Number is created. Adding a section can be done locally. Once the Compass registration number is available, please contact the Scout Information Centre, who’ll add the section to the Census. If a Group needs to be added, please contact the Scout Information Centre, who’ll help with this.
Once a return has been approved, it’s possible for those higher up in the hierarchy to unlock the return: a Group will be able to unlock their sections, the District unlock a Group and the District sections and so on. When the Group is approved, it won’t be able to unlock its sections and similarly, when a District is approved, it won’t be able to unlock their Groups.