Editing The Census Email Sent To Parents

We recommend editing the email template for requesting census data in OSM to give more detail and explain to parents why we need the data and how it is collected.

To change the default message for each section in OSM:

1. Log in to OSM
2. Navigate to the 'Settings' option at the bottom of the side bar on the left
3. Choose 'Parent portal Settings'
4. Click on 'Emails'
5. Under the drop down menu next to where it says 'Templates' select 'Request for census information and click 'Edit Template'
6. Copy the text below and paste it into this area ensuring your customise it for your group with the name of your GSL and Group Name

Dear Parent/Carer of [MEMBER_FIRSTNAME],

Please could we ask you to click the following link to fill in the information for [MEMBER_FIRSTNAME] [MEMBER_LASTNAME] - it takes less than 15 seconds! The dead line for us to have sent this data is by 31 January so we would appreciate if you could complete it straightaway and no later than the 24 January.

If you do not wish to share this information, there is a “prefer not to say option”, but we still ask you to answer via the secure link.

[DIRECT_LINK]

Kind regards,
<NAME OF GROUP SCOUT LEADER>
<NAME OF GROUP>

What is the Census?

Every year, The Scout Association undertake an annual census of its members to collect statistical information across the UK.  All the information collected is anonymous. 

What information do we collect?

We collect the numbers of young people in Scouting, their age, gender and which Section they are in and what top awards have been gained.  We also collect details of ethnicity and disabilities. 

In the past we have to do this each year manually, however, by using 'Online Scout Manager' we will only ask you for this information once, assuming you consent to us storing the data inside Online Scout Manager (the data is anonymous and will only be used for the census). If the data changes at any point we can reset the hidden data and request it again next year. Please let us know if this is ever the case.

Why do we conduct a census?

This information is collected as it can be used locally and nationally to provide a clear understanding of Scouting.  It helps us to: 

• Develop a clear understanding of our membership, its make‐up and where it happens 
• Identify where we need to create or improve guidance, support and training offered 
• Better understand potential barriers to accessing Scouting 
• Measure our progress towards Scouting For All, enabling us to recognise successes 
• Budgeting and planning for the upcoming year and beyond 
• Negotiate appropriate insurance cover for all members of the Scout Association. 

How can you help?

The Scout Association is currently working towards our strategic plan, Skills for Life. To help in delivering and measuring the success of this plan we need to collect accurate information about genders, ethnicity and disabilities. Whilst we have collected this in previous years, we are aware that the information is not as accurate as we would have hoped and would like your assistance to make it more accurate.

To this end I would invite you to complete the above online form and so the details can be collated.  For all three questions, we provide the options of ‘I prefer to self-identify’ or ‘I prefer not to say’.  The data is collected anonymously.

Thank you for your help with this information which is important to us to help our continuing work to develop Scouting for the future. 

What about data protection?

All of the data collected is anonymised so there are no data protection concerns.  The online form we use to collect ethnicity and disability information is collected locally and is not visible. Details of the Scouts Data Protection Policy can be found on the national website Www.Scouts.Org.Uk