Contact Policy
Please note that it is a parent’s responsibility to ensure the data held for their child (or yourself, if you are a leader, or helper etc.) is up-to-date. 2nd Bracknell, The Scout Association, it’s leaders and helpers can not be held responsible for any inaction or issue due to contact information, medical or diet information being wrong.
You may maintain your child’s (or your own) information via the Online Scout Manager (OSM)
Throughout this page, references to a ‘child’ or ‘parent’ also mean you if you are an adult leader, helper or other adult member.
Phone Numbers
Note that you can enter text, such as a name, after the number (separated with a space) and the mobile application (that leaders use) will ignore it when dialing the number.
Phone 1 – This should always be the landline number, where still using one.
Phone 2 – This is the relevant contact’s mobile phone number.
Emergency Phone – The emergency contact’s number and their relationship to the member, separated by a space. The reasoning behind this is that it will be useful to know whom we are talking with if ringing about a serious incident.
There is no point recording an emergency contact that is the same as one recorded in Home, Mobile 1 or Mobile 2, since we will have tried those numbers first. The emergency contact really does need to be someone else.
Ensure you enter all phone numbers in full, with the STD code (0 etc.), since the mobile apps can pick the number up and dial it for you.
Email Addresses
Email 1 – Should be the relevant contact’s primary email address
Email 2 – Should be the relevant contact’s additional email address, if any.
Do not use the same address twice, the member will get two emails.
Do not include names and other information in the stored address
i.e. do not use firstname lastname <[email protected]> use just [email protected]
Especially, do not include some indicator as to whether the email is for the mother or father, this will break the mailing system and is of no value.
Address
This is a single entry containing the whole address of the child (i.e. 1 Some Street, Warfield, RG42 1XX)
If the child stays at multiple addresses, just use the one where they most often stay.
NHS No.
This is the child’s NHS number and it is most important if we have to take someone to the hospital because records are now computerised and looked up using the NHS number.
Parents (Spouse for leaders and adults)
This is the child’s parent(s) or guardian(s) names (or your spouses name if you are a leader and have one)
We have always asked for a parent/guardian’s first name and family name, address etc.
The last field per contact is the contact’s relationship to the child (we always use Grandmother rather than Nana, Nannie, Grandma etc., likewise Grandfather, Stepmother etc).
Leaders of sections can amend the order of displays which is why each contact should be completed in full even if the family name is the same.
Medical
Record any significant medical information here. Be as specific as you can be, this information may save their life! Please include any specific medicines the child normally takes.
DO NOT put something like None or No Known Issues in this field if there are no medical issues to record, it helps us to spot known issues because they stand out in a list.
Doctor’s Address
The name, phone number and address of the member.
i.e. Dr. Kade, 01344 428742 – The Gainsborough Practice , Warfield Green Medical Centre, 1 County Lane, Whitegrove, Warfield, RG42 3JP
This is very important if we have to take someone to the hospital and they can’t locate the records via the NHS#. The actual name of the doctor is most important (the surgery name is not the name of the doctor), even in these days of multi-doctor practices. The phone number and address are also important.
Diet
Any dietary requirements of the child (i.e. ‘No Nuts’ or ‘No Beef’ etc.)
DO NOT put something like None or No Known Issues in this field if there is no dietary issue to record, it helps us to spot known issues because they stand out in a list.
Religion
Although not required, it does help us if we know the religion of your child (please do not read anything into this).
School
It helps us a lot if we know the school your child is currently attending, especially if they are having a special evening or off-site visit etc.
Last Tetanus
This is the date of the child’s last tetanus injection. This may seem trivial, but hospitals are nowadays loathed to give a tetanus booster if the the current immunisation is in date. However, it’s no good putting In Date since these records run throughout the life of the member and what was in date when they started, may not be when they are an Explorer!
If you don’t know the exact date, then a month and year or just a year are better than nothing. Likewise Preschool booster is also okay.
Swimming
This indicates that the child can swim the required distance to take part in water based activities. This requirement changes with each section