How to Use Office 365
1. How to sign into Office 365
Youtube Video: Here
1.Visit the district website: www.rotherhamscouts.org
2.Hover over the Volunteer Support button at the top.
3.Scroll down to District Emails and click it.
4.Login using your District Email and Password.
5.Your email will be your [email protected] (Forgotten password can easily be reset, look at the FAQ’s on the website)
6.You may be asked to change your password at this point.
7.Set up two factor authentication using your mobile phone number or personal email address (this is safe for you to do and acts as a second layer of security)
8.After that, you should see the home screen where you can select the different Microsoft Office Online Apps.
2. How to send an Email on 365
YouTube Video: Here
1.On the home screen, select Outlook.
2.Click on “New message” and click the “To” box.
3.Select “Global Address List” and find the person you want to send an email to and select the + next to their name.
4.Alternatively, manually type their email address and then hit Tab or Enter.
5.Add the subject to the email, in the “Add a subject” bar.
6.Write your message in the message area.
7.Add any files you need to send. This can be whatever is stored on your OneDrive, or on your personal computer/device.
8.Double check you are sending it to the correct person!
9.Then press send.
3. How to use the basic Office 365 Apps
Youtube Video: Here
•From the home screen of Microsoft Office 365, select the piece of software you want from either the menu on the left hand side, or by clicking the 9 dots in the top left hand corner.
•Select the piece of software you want and use as you normally would.
•Each document automatically saves as you go along, in your one drive folder.
•You can change the save location by pressing file in the top left hand corner, selecting “Save As” and choosing the folder you want it saving into.
4. How to use OneDrive
Youtube Video: Here
•From the home screen select OneDrive. (We each get 1TB of storage, which is enough for around 200,000 songs, or 17,000 hours of music).
•Create a new folder that you can store your files in.
If you want to create a shared folder:
•Click on the folder you want to share.
•Type in the name of the person you want to share it with.
•Turn off editing if you don’t want them to be able to change what is in the folder, by clicking on “anyone with the link can edit”
•Deselect the “Allow Editing” tick box and press apply.
•Then press send.
Office365
1. Why does Rotherham Scouts use 365?
Rotherham Scouts uses Office 365 to provide Adult volunteers in the district with anywhere access to professional email, calendar, collaborative team working, HD video conferencing, and more. Designed to help charities do more good, this fantastic suite of tools provides Rotherham Groups/Units and adult volunteers with access to Office Online and Microsoft’s best-in-class cloud-based productivity and collaboration software.
Security
- All emails are hosted on a private enterprise class server meaning potentially sensitive information is kept safe.
- All emails are automatically scanned for malicious content and phishing and quarantined for review by the recipient before being released/deleted by the recipient to their mailbox.
- With a custom domain name such as [email protected], Parents and outside organisations can be a lot more confident of your identity when receiving emails.
- Access to the District Directory.
2. Why can’t I use my own email?
- Due to GDPR the use of Free (Gmail/Hotmail Etc) Email services is to be discouraged. This is because they often lack security features, which are provided to us through Office 365. It also means if there was a freedom of information request, you would have to provide access to your personal emails.
- We are still allowed to forward them onto other email services such as 365 and GoogleWorkspace for County/Group emails already set up on them.
3. When will Email forwarding be turned off?
Email forwarding will be turned off to ALL Personal email address on 28/2/21. This gives us just under 2 months to prepare. If you don’t follow this guidance you may miss out on important information.
4. Will we get any more in depth training on 365?
Simple answer: yes. I’d have liked to do this in person at Broxholme/group meetings rather than on Zoom. If you feel like you are unable to wait until we are back F2F, with enough interest I can run a Zoom session for the district.
We also have access to online training for 365 which can be found on the microsoft website here.
5. I need a new email address setting up or one of my leaders has left what do I do?
- If you have a new leader within the group or one has left then please let me know ASAP. If you require a new email address setting up please let me know their Full Name (as it is on compass) Personal Email, Group, Role and Section.
- If a leader has permanently left within the district they will need access to their Office 365 turning off as this is a security risk. Their email account will be disabled for 90 days and then removed with all files and emails being deleted.
6. I can’t remember my email or password.
- Your email address is simply your firstname.lastname followed by @rotherhamscouts.org
- To reset your password select “forgotten my password” at the sign in box and follow the guidance. If that does not work, send me an email and I will change it manually for you. Please do not tell me, what you want your password to be. I will make it so you can change it upon login.
7. Can I send to people who haven’t got a Rotherham Scouts email?
Yes, you can. These emails work exactly like your own personal one would – just with added security features.
8. I have a RESU Email as well will this work?
Yes you will be able to use both email addresses as normal. If you need a RESU or District email then get the DESC/GSL to send me an email requesting it.
9. I’ve clicked on the link on the district website and it has taken me to a work/personal email inbox.
- This is because they also use Office 365. There are two options here. Option 1 is to simply sign out and sign back in again using your district email account. When you’re done simply sign out and sign back into your work/personal email.
- Option two is to use Incognito mode by pressing Ctrl + Shift + N in your browser, navigating to the district website and following the guide above.
How do I add the link to the login as a favourite?
- For most browsers the “Shortcut” to adding to your favourites is Ctrl + D Simply push them when you are on the login screen to your emails.
- You can also add it manually using this link: https://login.microsoftonline.com/?whr=rotherhamscouts.org
Activities
Adult groups in Activities
Planning an activity for group of adults as part of an organised Scout Activity? Make sure you submit a notification and follow all the guidance from The Scouts too!
Can a young person hold a permit?
Yes, there is no minimum age to hold a permit, whether personal, leadership or supervisory. Perhaps the most typical example is where expeditions are being conducted. However, in these circumstances, the responsible commissioner may place restrictions on time, requiring perhaps that a responsible adult conducts daily visual checks on progress
Can we use external providers?
Yes. You can use external activity providers as long as they have the correct qualifications and level of public liability insurance. POR 9.9
You may find that certain activities require that you only use providers who are either AALA or Adventure Mark Accredited.
Before booking an activity always consult the Scouts website.
Do I need a permit?
For a full list of which activities require a permit please consult the Scouts website.
Do I need a risk assessment?
Yes all Scout Activities including nights away and adventurous activities require a written risk assessment POR 9.4
For more support on writing a risk assessment check out the Scouts website.
What are personal activity permits?
Personal activity permits are a type of permit that recognises a young person’s ability to safely take part in an adventurous activity without the need for supervision from others.
Unlike a a leadership or supervisory permit which allows you to lead an activity for other people. A personal permit only allows you to carry out the activity for yourself, not to lead anyone else. So you can only take part in the activity with others holding personal activity permits.
There is no minimum age to gain a permit (as there isn’t for leadership and supervisory permits). It is based on the technical skills and personal suitability of the individual. However, personal permits have no use once someone is 18 as they then come under the rules of adult groups in adventurous activities.
What info should I include in a courtesy email?
Where activities do not require an Adventurous Activity Notification we ask that for all meetings taking outside of the normal meeting time or venue that you email the district team to advise us of this. The reason we ask this is because we love hearing about all the fantastic things you get up to and it helps should an emergency arise.
This email does not need to particularly long or detailed but should include:
- What you are doing
- Where you are going
- When you are going (date and time)
- Who is the leader in charge
- Approx size of the group i.e. is it the whole section or just a small group?
- How to get hold of you in an emergency / your InTouch procedure
What information do I need for approval?
Before you complete an activity notification, you will need to ensure you have all the information about the activity at hand.
What is InTouch?
InTouch is the system that helps you to communicate at all Scout activities and events. It’s flexible and lets Units, Groups and Sections work out the best way to keep in touch during these activities.
At any Scouting activity, you will need to make sure that you have an InTouch system in place (POR 9.3). This is to make sure that:
- everyone involved knows how Leaders, participants and people not at the event will communicate
- you have all of the details of who is at the event just in case something goes wrong, and you have a system in place in case of an emergency.
This system is likely to be different depending on what activity or event you are running, and the needs of who will be there. An InTouch system is important so that everyone knows of the process for every Scouting event.
Who do I need to notify?
- Group Scout Leaders are responsible for authorising all activities that take place in Beaver, Cub and Scout sections in their Group (with the exception of those mentioned elsewhere in this document). Group Scouts Leaders* will need to see and consider every section’s programme and section leaders have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
- The District Explorer Scout Commissioner is responsible for authorising all activities that take place in Explorer Scout Units in the District (with the exception of those mentioned elsewhere in this document). The District Explorer Scout Commissioner* will need to see and consider every Unit’s programme and section leaders have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
- The District Scout Network Commissioner is responsible for authorising all activities that take place in Scout Network in the District (with the exception of those mentioned elsewhere in this document). The District Scout Network Commissioner* will need to see and consider the Unit’s programme.
- If, in any instance, a Group Scout Leader, the District Explorer Scout Commissioner, the District Scout Network Commissioner is unsure whether to authorise a particular activity, they must discuss it with the District Commissioner or their delegate.
- In any of the following circumstances an Adventurous Activity Notification must be submitted via https://rotherhamscouts.org/activity-information-form/ to ensure all the the information provided on the form complies with the requirements for that particular activity. Once notified, the District Commissioner will seek appropriate advice on suitability ahead of approving the activity to take place:
- In the opinion of the GSL/DESC/DSNC/ASU Manager, the activity presents a greater risk to participants than ‘general’ Scout activities e.g. a hike, bike ride or other activity even if it takes place in Terrain 0 or does not necessarily require a permit (see POR 9.28, POR 9.77, FS120426).
- The activity is provided by an ‘External’ or commercial provider (see POR 9.9, FS120086).
- The activity requires a leader with an activity permit (incl. activities in “Specialist Terrain” under POR 9.31, FS120084).
- The activity requires additional third party insurance (Factsheet FS120084) e.g. Motorsports.
- The activity requires a notification to HQ e.g. Air Activities, GoKarting, Trampolining (FS120084).
- The activity is a High ropes activity (see POR 9.78, FS120423).
- The activity takes place on or near bodies of water (including class C FS120623 and swimming pools FS120620).
- The activity involves a public performance e.g. Gangshow (see POR 9.22)
*In the absence of either a GSL/DESC/DSNC/ASU Manager/Activity Centre Manager they are replaced by the District Commissioner or Deputy District Commissioner
Approval of activities will be discussed at District Team/GSL/ASU meetings to ensure that everyone is comfortable with the process outlined above and applying consistency, also providing an opportunity for the system to be reviewed and amended as appropriate.
Staying Safe
Network
How much does Network cost?
As an adult member of the Scout Association, there are no membership fees to be part of Scout Network.
When there are events and camps there may be fees etc to cover running costs but like all Scouting events we aim to keep activities accessible and affordable for everyone.
If you have any concerns about cost or your ability to pay to participate in an event, please don’t hesitate to speak with the District Scout Network Commissioner or another member of the District Team in confidence, about ways we may be able to help you.
How often do Network members meet up?
Network members don’t necessarily meet every week. Some might meet a few times a year to complete a single project together. Others might dive into lots of different projects at once, or meet more regularly.
No matter how you’d like to do things, advice on how to get the most out of projects and events can be found here.
Is there a uniform?
Yes. Network members wear a stone shirt or blouse with an added Scout Network uniform badge. If they like, they can also wear the nationwide UK Scout Network Scarf or their local District Scout Network scarf (known as a necker).
What do Network members get up to?
Scout Network connects 20,000 18-25 year olds across the UK, and gives them the opportunity to take part in a huge range of exciting projects and events centred on the themes of ‘Adventure’, ‘Community’ and ‘International’. Whether you’re organising a local meet-up or a once in a lifetime trip to the Amazon, it’s all about working together to build new skills, seek out new experiences and make a difference in the world.
Network groups are flexibly run and self-led. Members can create profiles on the Scout Network website, using the platform to meet others with similar goals and share their progress. There are 395 virtual badges currently available to achieve, and members can also work towards a number of Top Awards. A full list of badges and awards can be found here.
Who can join Network?
We’re open to all, not just existing members. It’s free!
Who runs Scout Networks?
Members manage their own journey, organising their own projects with the support of a District Scout Network Commissioner and Programme Coordinator (if one is in place). Throughout their journey, they might also interact with Assistant County Commissioners (Network) – who assist with Network activity throughout the wider County – and the UK Scout Network Commissioner, who oversees Network activity across the whole of the UK.
