InTouch

A Guide for Parents

Whenever any activity or event is run within Scouting it is a requirement that an InTouch system is in place (POR 9.3). This is 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. In this document Scouts refers to Scouts, Cub Scouts and Beaver Scouts.

1. How will Leaders communicate with parents?

2. How will parents communicate with Leaders?

3. How will participants and parents communicate?

4. Communication between Leaders and Parents/Participants outside meetings or events

All normal regular communication will take place using the following methods.

• Details of future events will be placed on the website page for the relevant section.
• Two way e-mail correspondence between parents and leaders will be utilised.
• Letters for specific events or sectional news letters may be sent home with Scouts.
• Personal phone numbers may be used for talking to leaders where they have been given.
• Any urgent contact (e.g. change of venue, cancellation) will be made via telephone.
• Parents should ensure they monitor e-mail before meetings for any changes to published plans.

Mobile phones

The possession and use of mobile phones by Scouts at meetings and events is strongly discouraged and 1st Henllys will accept no responsibility for loss or damage to any mobiles brought to a meeting or event against the Group's advice. Parents are responsible for ensuring their children are not bringing mobile phones to regular meetings and adult led events.

In the event that older Scouts are leading an activity without leaders it may be appropriate for them to carry mobile phones. However the Group suggests that they avoid using expensive models and also consider making use of use public pay phones or ask to use a phone in a suitable venue.

Records

• On entry to the group the parent will complete an Application form supplying all necessary contact information. This must include next of kin, home and mobile numbers and e-mail(s).
• The parent must sign the application form giving permission for their information to be held electronically.
• As the child progresses through the group they may be asked to complete the Information Update forms to validate this information and permissions. This is typical when they move between sections.
• All electronic records held by the Group are password protected.
• Parents must advise leaders of any changes to the details they have supplied as soon as they occur.
• Details should be checked for accuracy each time there is an Event. This may be achieved via event consent forms.
• All parents will be given the e-mail addresses of leaders for regular correspondence, the number of the sectional mobile and any other numbers that section deems appropriate for good communication (e.g. home or mobile numbers for any/all leaders)..

Sectional Mobile Numbers

The following numbers are the current sectional mobile numbers which should be used to contact leaders during meeting times or an emergency whilst an event is in progress.