Event deadlines

I have been asked by a few people about why OSM will stop you from registering your child to attend a particular event a week or so before the actual event. This is because leaders set a time limit for signing up. But why I hear you cry would we do such a thing and why does this matter?

Well, in Scouts we have ratios of adult leaders to our young people that ar set by Scouts UK as part of how we keep everyone safe. Each section has different ratios for normal events and each activity may have specific ratios we have to adhere to. They are listed at the end if you are interested and can be found here:

We set a deadline so that we can ensure we have the right ratio of adults to children to meet this standard. We also want to ensure we don’t disappoint anyone and to make sure we are legal, compliant and safe in the activities we are running. It protects everyone.

So how you can help us?

The absolute best way that you can help support your Scout Leaders is to use Online Scout Manager and sign up to activities when you get the links sent out by email. Do this as soon as you can as it notifies the Scout Leadership team who is coming and who is not.

I know everyone is busy and with work, school and family, the cat being sick and the dog eating the homework… we all get busy!

But please don’t put off until tomorrow what you can do today.

Leaders would rather you said that a child is attending and then later on cancel and let us know they are not, then try and sign up at the last minute. Please don’t put us in this position if you can help it.

As Baden Powel himself said, “Be Prepared”.

That’s why we use OSM and ask for notification of attendance or events so that we can be prepared for the right number of young people.

“Be Prepared… A scout must prepare himself… so that he is never taken by surprise.”

Robert Baden-Powell

But the event in OSM is locked… I missed the deadline for signing up…

If you miss the deadline then please contact the leader in charge or the section leader by phone directly. This can be a call or text.

Once OSM passes a deadline set it locks an event and prevents changes or further sign-up. But we cunning leaders will be able to add a child to the system if that has occurred. Please do not assume that you can just turn up and all will be good as if we are short of the required leader to child ratio we will be in the horrible position of having to give a polite but firm “sorry but they can’t attend”.

None of the leaders wants to disappoint, but that is a matter of safety and rules that we have to work to that is set out in the Scouts – Policy, Organisation and Rules (POR).

What if my child is unwell or cannot attend a meeting, activity or event?

If a child is unwell or can’t attend then please contact a leader directly by phone or text. Please do not post it on the group’s Facebook page. Facebook is wonderful but not foolproof and we often miss the message. As with anything really important – we ask that you please make direct contact.

I am not good with OSM, can you help?

No problem. The leaders are more than happy to show you around OSM and how it works. It is easy to navigate once you are familiar with it and the best way is to have a go. If there is a need we will put on a training session. You can find out more here: https://www.onlinescoutmanager.co.uk/features/parents.html and by watching the two minute video below.

Thanks for your support in this. It is important and we need you to do your part with OSM as it is an essential part of Scouting at Mynydd Isa.

Adult to Young People ratios

Squirrels

Indoors: Minimum of three adults present and a ratio of one adult to six Squirrels

Outdoor activities held away from the usual meeting place: The recommended minimum ratio for outdoor activities held away from the usual meeting place is 1 adult to 4 Squirrel Scouts plus the leader in charge. 

Nights away residential experiences are not permitted for the Squirrel Scout section. 

Beavers

Indoors: Minimum of two Adults present

Outdoor activities held away from the usual meeting place: One Adult to six Beavers, plus the Leader in charge

Nights away experiences (led by Nights Away Permit Holder): One Adult to six Beavers, plus the Leader in charge. Minimum of two Adults must be present overnight

Cubs

Indoors: Minimum of two Adults present

Outdoor activities held away from the usual meeting place: One Adult to eight Cubs, plus the Leader in charge

Nights away experiences (led by Nights Away Permit Holder): One Adult to eight Cubs, plus the Leader in charge. Minimum of two Adults must be present overnight

Scouts

Indoors: Minimum of two Adults present

Outdoor activities held away from the usual meeting place: One Adult to twelve Scouts

Nights away experiences (led by Nights Away Permit Holder): One Adult to twelve Scouts. Minimum of two Adults must be present overnight

Explorers

For all Explorer Scout regular indoor meetings a minimum of two adults must be present and a minimum of two adults for all nights away activities. For all meetings and activities, leaders should assess the risk and make sure that there are enough adults present to keep everything safe while the section is running. This risk assessment may mean that more adults are needed than the minimum ratios. It’s possible for young people to hold a Nights Away Event Passport, which allows them to run a nights away event for their peers, without adults present. In which case, the ratios will not apply.