Cardiff and the Vale of Glamorgan Scout Area

As you all are aware by now, The Scout Association is currently reviewing our Home Contact system. We have already been through a period of consultation and based on this are now at the stage of needing to trial the proposed changes. Cardiff and the Vale of Glamorgan is one of 3 Areas currently trialling the Communication System and from the 1st March 2009 all events are running using this new system. This system is being trialled in place of the Home Contact system with the view to replacing it if it proves successful.

Throughout the trial period we will be collecting feedback as to what is working and what needs tweaking to improve the system. We will be updating and (hopefully) improving the system throughout this period based on the feedback received so that these updates can be trialled as well. So when you use the Communication System please do let us know how you found it. We will also be running a number of focus groups in the summer to talk directly to Leaders involved in using this scheme to get their thoughts and opinions.

The information contained below is here to help support you through the trial.

Mark Glendinning
Communication System Co-orindator / AAC Activities
Email or call 029 20316123

If you are not from any of these areas you should continue to use to Home Contact system as before, details of which can be found in POR 9.3 and FS120078.

Background to the Communication System

The Home Contact System has been around for a number of years and during these times communications have changed. In this time communications have moved forward greatly, in particular mobiles phones, email and the internet. These aren’t reflected in the Home Contact scheme.

There is also the acknowledgment that there are different ways of running events and that not all events are run in the same way, but one system was trying to work for everything, from Jamborees to day trips, from large County events to smaller activity trips.

A review was implemented to see how the scheme could be updated to take into account these areas and changes.

System Basics

The main changes of the updated system:

Name changed to Communication System - Only a superficial change, but should avoid confusion between the updated scheme and the old Home Contact system.
A system rather than a set of inflexible procedures - Rather than a set of things you must do this system is a set of things you need to think about and make sure you put a procedure in place to deal with. This should ensure that for each event the communication system is the most relevant and usable for that event.
No specific requirement to have a ‘Home Contact’ - No requirement to find and use a third party sitting at home by their phone for the length of the event. Systems like this can be used if it is deemed by the organisers that this is the best way of managing communications for the particular event, but there is not a requirement to where a more effective system is identified.
Applies to all events / activities - The reasons for having a communication system in place (to ensure; everyone involved is aware of how communication will take place between Leaders, participants and those not on the event, there are details of who is present should anything go wrong, and there is a system in place in the event of an emergency) remain the same whatever the event, from an international expedition to a weekly meeting. It is just the procedures put in place that are likely to be different.
Applies to all ages - The reasons for having a communication system in place remain the same whatever the age of the participants. This includes both adult only events (Network, Fellowship etc) and adults at events for young people (Leaders, Helpers etc)
Definition of ‘Leaders’ and ‘Parents’ - Throughout this process for ease of clarity: ‘Leaders’ refers to those running an event, or those responsible for an event but not present. ‘Parents’ refers to parents, guardians and next of kin.

Template and Examples

A simple Word template has been produced for you to use to record the details of your chosen communication system. All the examples from the factsheet have been prepared in this format for you easily modify for your own situation.

Download Word template

	Example A - A week long Troop summer camp to a Scout campsite in a neighbouring County
	Example B - An Explorer weekend trip to go climbing in North Wales
	Example C - A weekly troop meeting at the Scout hut
	Example D - A Beaver Scout meeting where they go to the park down the road
	Example E - A Network weekend social and activity event
	Example F - A County caving team (County Fellowship) caving weekend to train and assess members
	Example G - An Explorer Scout Queen Scout Award hike through Dartmoor
	Example H - A Scout troop visit to Kandersteg International Scout Centre in Switzerland
	Example I - A contingent going to the World Scout Jamboree

Resources

These are the resources currently available to support the Communication System being trialled.


Factsheet - FS120075 The main resource to support the Communication System.	Emergency Procedure Rules - The updated Rules (POR Ch7)	Communication System Rules - The updated Rules (POR 9.3 & 9.5)

Emergency Card - Currently a downloadable paper copy, this will eventually be a card in the style of the yellow card.	Q&As - A list of questions and answers about the Communication System.	Presentation - A presentation that has been used to launch the Communication System trial

Feedback

For feedback on the scheme please go to our Feedback Site