Guidance Notes on Completing Personal Details in OSM

Introduction

Personal details are held by the Group to help with the annual census, reclaim gift aid, create health forms and provide day to day/emergency contact details and activity permissions for meetings, events and camps. It saves us having to capture this information every time we do something. It is therefore important that it is kept up to date.

For a child:

  • Member is the details of a Beaver, Cub, Scout or Explorer/Young Leader
  • Primary contact 1 is the person (18+) the Group will correspond with on a day to day basis and be the first called in an emergency or for something urgent eg the child being ill at a meeting, or no one's turned up to collect them. Typically this might be mum, dad, a guardian/carer etc and is usually the person who pays the membership fees.
  • Primary contact 2 is the person (18+) the Group will typically correspond with optionally on a day to day basis and be the second person to try to contact for a day to day emergency or for something urgent or to act on behalf of contact 1. Typically this might be the other parent, a guardian/carer, gran etc
  • Emergency contact is the person (18+) we would contact in an emergency or for something really urgent if we can't get hold of contact 1 or 2 ie an 'if all else fails' contact who will know how to get hold of contact 1 or 2 or know where you might be or be able to act on their behalf. Typically this might be an aunt, gran, parent mum or dad, close friend, neighbour etc. There would be no day to day correspondence/contact with them.

As an adult:

  • Member is the details of an adult leader/assistant or parent helper.
  • Primary contact 1 is the person (18+) the Group would first contact in an emergency or for something urgent. They are someone who needs to be aware of what's happening and/or can help. Typically this might be a wife, husband, partner, son/daughter (18+), mum/dad, partner (18+). Please only enter an email address if you do want them to receive all your emails.
  • Primary contact 2 is the person (18+) the Group would try and contact secondly in an emergency or for something urgent. They are someone who needs to be aware of what's happening and/or can help. Typically this might be a son/daughter (18+), mum/dad etc. Please only enter an email address if you do want them to receive all your emails.
  • Emergency contact is the person we would contact in an emergency or for something really urgent if we can't get hold of contact 1 or 2 ie an 'if all else fails' contact who may know how to get hold of contact 1 or 2 or know where you might be or be able to act on their behalf or be able to inform relative of the situation. Typically this might be an aunt, gran, parent mum or dad, close friend, neighbour etc. There would be no day to day correspondence/contact with them.

Examples: member - primary contact 1 - primary contact 2 - emergency contact

  • Child with parents: child - mum - dad - gran
  • Child with carer: child - carer/guardian - blank - gran
  • Child with a single adult parent: child - mum - gran - grandad
  • Single young adult: you - mum - dad - gran
  • Adult married or with partner: you - wife/husband/partner - son/daughter/stepson/stepdaughter (18+) - mum/dad
  • Adult on their own with no parents or children: you - blank - blank - close friend/neighbour/relative

Generic notes

Phone 1 is typically a home land line no; phone 2 a mobile number; phone 3 a work phone no (adults only).

NB If you have a home and work land line or mobile phone please add both if you want to, in the format '01473 123456 (home) 01473 345678 (work)'

Email 1 is typically a personal email address; email 2 a work email address (adults only).

Address is the where the person primarily resides ie their main day to day residence.

Please answer n/a or unknown as appropriate if you can't provide a definitive answer to a question.

Member

You should complete this section with the child's details or your details respectively.

For a child, if they don't have a personal email account, mobile phone, twitter account etc or you don't want leaders contacting them by these methods then leave these fields blank. Typically these fields are blank for Beavers, Cubs but scouts sometimes have an email address parents are happy for us to use. Do not enter your details as a parent/carer/guardian under members. Those details need to be provided in Primary Contact 1 and 2.

Nationality is for the Census only - English, British etc.

Primary Contact 1 (Day to Day and Emergency Contact 1)

For a child:

This should be the primary parent/carer/guardian that Leaders will correspond with in the first instance for day to day things or contact in an emergency and can act on behalf of the child. Usually the person who pays the membership fees.

Please enter an email address. It is a legal requirement that we should never email anyone under 16 without copying in a parent/carer if the child has entered a personal email address, facebook account etc under member. This is also the email address that all correspondence will be sent to and from the group for events, updates, membership fees etc.

For an adult:

This will typically be someone who needs to know and/or can help you (see above for examples). Leave blank if you have no one in this position.

This will only be used in an emergency or for something urgent.

Only enter an email address if you really want them to receive all the emails sent to you as a member.

Generic notes:

If the address is the same as the member please enter 'As member'.

For Gift aid answer yes if you are a tax payer. No if you are not. The Group will use this to claim Gift Aid tax back.

Relationship - with the child member or adult.

Primary Contact 2 (Day to Day and Emergency Contact 2)

For a child:

This will be the child's other parent, carer, guardian, relative etc who Leaders will correspond with usually only in an emergency or for something urgent and can act on behalf of contact 1 if we can't get hold of them.

Please enter an email address if you want this person to receive day to day emails from Leaders for the child.

For an adult:

This will typically be someone who needs to know and/or can help you (see above for examples). Leave blank if you have no one in this position.

This will only be used in an emergency or for something urgent.

Only enter an email address if you really want them to receive all the emails sent to you as a member.

Generic notes

If the address is the same as the member or contact 1, please enter 'As member' or 'As contact 1' respectively in address 1.

For Gift aid answer yes if you are a tax payer. No if you are not. The Group will use this to claim Gift Aid tax back.

Relationship - with the child member or adult.

Emergency Contact (If all else fails Emergency Contact 3)

This is an 'if all else fails' contact.

For a child:

Someone who will know how to contact primary contact 1 or 2 or know where they might be or act on behalf of contact 1 or 2 if we can't get hold of either of them.

This will only be used in an emergency or for something really urgent. If you enter an email address they won't receive any email sent to the child day to day.

For an adult:

Someone who will know how to contact primary contact 1 or 2 or know where they might be or if you haven't supplied a primary contact 1 or 2, someone who needs to know or can contact your wider family.

This will only be used in an emergency or for something really urgent. If you enter an email address they won't receive any email sent to you day to day.

Doctor's Surgery

Your doctor's details, NHS number etc.

Essential Information

Medical Details: Include the following:

  • Any Illness: Does the participant suffer from any illness eg asthma, bronchitis, migraines, severe headaches, fits/faints, nose bleeds, hay fever, diabetes, nervous disorder, heart condition or any other illness or disability? If so, please list and provide details including any medication or precautions that may prevent this.

  • Current Medication: Does the participant need to bring along or take any medication at present? - eg pills, injections, inhalers, epipens etc. If so, please list and provide details including dosage information and whether adult or self medicated.

  • Medication not allowed: The following will be available at camps if required:
    • Antihistamine Cream
    • Burn relief cream/spray
    • Antiseptic Cream - dettol, savlon etc
    • Hayfever tablets - piriton etc
    • Sun Cream / After sun
    • Bite and Sting relief e.g. Waspeze
    • Ibuprofen
    • Insect repellant
    • Paracetomol
    • Plaster/surgical tape/plaster spray

    List any which may NOT be given.

  • Any other medical information: Is the participant under a hospital consultant etc. If so, please provide details such as hospital address, reference no, consultants name, tel no etc

Allergies: Does the participant have any allergies? eg to medication, certain foods, nuts, insect bites/stings, plasters etc. If so, please list and provide details including any medication or precautions needed inc. severity, Epipens etc

Dietary requirements: Does the participant have any special dietary needs? (i.e. vegetarian/vegan, gluten free). If so please provide details.

Tetanus (year of last jab): Self explanatory. Please enter unknown if you don't know.

Swimmer: Can swim 50m in light clothes.

School (Not required for adults): Please enter the name of the School, College, Sixth Form, they attend or n/a, home based etc.

Religion (and any faith or cultural needs): Please enter religion eg CofE, Roman Catholic, Hindu, Muslim, Atheist etc and details of any faith or cultural needs we need to be aware of e.g dress, diet, holy days etc.

Other useful information: Please provide any further information that you may wish to supply including disabilities, medical treatment, conditions or circumstances that may affect the participant in fully participating in an activity: eg special needs, ADHD, mobility restrictions, poor sight, fear of heights, can't ride a bike etc.

Confirmed by parents: Tick to confirm that all the personal information entered is correct.

Activity Permission (Not required for adults):

Please answer Yes or No against each permission.

Air Rifle permission (Not required for adults):

If you answer 'yes' you are giving permission to participate and confirming the following:

I, being the parent/guardian of the above named young person declare that he/she is not subject to restriction by virtue of Section 21 of the Firearms Act 1968 (which applies only to persons who have served a term of imprisonment or youth custody) and give permission for my son/daughter named above to take part in Air Rifle Shooting with the Scout Association.

If you do not give your consent ie say 'no' or the entry is blank the participant will not be able to take part in this activity.

Emergency Permission:

If it becomes necessary to receive medical treatment and we cannot contact any next of kin to authorise this, I hereby give my general consent to any necessary medical treatment and authorise the Leader in charge to sign any document required by the hospital authorities.

Answer 'yes' if you are happy to give permission and 'no' if you do not give permission. If the entry is blank we will assume 'no'.

NB The medical profession takes the view that the parent’s consent to medical treatment cannot be delegated. This view is explicit in the Children’s Act 1986. Thus medical consent forms have no legal status and a Doctor/Nurse insisting on the consent of a parent to a particular treatment has the right to do so. For this reason we do not recommend that Leaders insist on parents signing this statement above. At the same time it can be a comfort to medical staff to have general consent in advance from parents, or to have a leader on hand to sign forms required by medical authorities

Consents:

Photographs: Yes gives consent for photos/videos of my child/me to be taken, stored and shared internally in the meeting location, Scout websites and social media. I understand that if I later withdraw consent, previously published photos will not be able to be removed. (Regardless of this consent, the group/unit is not responsible for photos taken by other parties). Individuals are not usually named. The default is usually 'yes' but answer 'no' if you have a personal, or for a child, a child protection issue and do not want to give permission for photographs to be used in Scout publicity and other publications.

Last update on Sat 03 Apr 2021 by Alan Comber.

Go back