Information For Parents

Mobile phones are now part of modern society, and most young people will now own a mobile phone. We understand that for safety reasons young people will carry a mobile phone to contact parents/carers; however, mobile phones can lead to several problems in Scouts such as bullying, disruption and inappropriate web usage.

Camp

As a Scout Group, our priority is the safety and happiness of every young people. Parents/carers can help us avoid these problems by ensuring their child does not arrive for a camp with their phone. If a young person is found using a phone, it will be confiscated immediately and handed to a leader where it can be collected at the end camp.

If it is necessary to contact parents/carers, young people should talk to a leader.

Weekly Programme

If phones are brought to weekly sessions, camps or other Cub/Scout meetings, they must be handed to the Leader on arrival before the register is taken, or immediately if arriving late. Retrieval at the end of the session is the young person’s responsibility. If a phone is found during Scouting activities, a yellow card will be issued without exception. Young people bring personal property to Cubs/Scouts at their own risk and leaders cannot accept liability for loss of or damage to personal property.

We ask young people to bring a packet of biscuits which are given to a leader/put in the kitchen on arrival to share with everyone during the event/camp! 

For reasons related to health and safety, no one is allowed to bring any food (other than those mentioned biscuits), drinks, or sweets to the camp. Food will go ‘off’ if stored in a tent, some may get life-threatening allergic reactions, and it may also attract squirrels and other animals. We have lots of food, and you can bring up to £10 to spend in our onsite shop (if there is one), which sells snacks, event merch, and other items.

Online Scout Manager (OSM) is our primary and official source of information for everything related to Scouts at the 41st Epping Forest.

We use OSM to manage:

• Weekly programmes

• Camps and events

• Permissions and consent

• Important updates and emails

OSM should always be your first point of reference. WhatsApp is used alongside this for informal reminders and last-minute messages, but it does not replace OSM.

A useful feature of OSM is the ability to link programmes and events directly to your personal calendar, helping you keep track of meetings, camps, and activities without having to remember dates manually.

How to Join the WhatsApp Community and Community Groups for the 41st Epping Forest

• Join the Community:
  • Click the link below to join the WhatsApp Community (ask your leader for the link)
  • Your request will be sent to an admin for approval.

• Request to Join Specific Community Groups:
  • Once approved in the main Community, you can request to join specific groups for your section, such as

Please Note:

• The WhatsApp Community is used for quick updates, lift-sharing, and event photos.
• Primary Communication: OSM (Online Scout Manager) and email remain the main channels for official information.

We have two separate groups – one for parents for each section and one for Explorers aged 14 to 17 – to ensure safety, privacy, and clear communication tailored to each section’s needs.

Why separate groups?

1. Purpose and Content: The parent group focuses on sharing essential information, event details, and updates relevant to parents. The Explorer group allows young people to engage directly, share photos or updates, and feel involved in the conversation within a safe and age-appropriate environment.
2. Privacy and Security: WhatsApp provides encrypted communication, but to ensure alignment with the UK’s data protection guidelines, we restrict the sharing of sensitive or unnecessary data. The Explorer group is for young people aged 13+, in line with WhatsApp’s minimum age requirement, while both groups maintain more than one adult to oversee discussions, avoiding any 1:1 adult-to-young person contact.
3. Group Management: Groups are managed to uphold the values of integrity, respect, and cooperation as outlined in Scout principles. To respect individual privacy, we only add those who have given permission, limit the number of group admins to what is necessary, and remove individuals who no longer need access.

This setup allows us to communicate effectively while ensuring that interactions are safe, transparent, and respectful of everyone’s privacy.

Who Can See Your Phone Number in a WhatsApp Community

In a WhatsApp Community, your phone number is only visible to:

• Community admins
• People who already have your number saved in their contacts
• People with whom you have existing chats or who have your number from previous conversations

In a Community Group within that Community, your phone number will be visible to all members of that specific group, even if they do not already have your number saved.

Parents/Carers WhatsApp Community Group Rules  

1. Stay on Topic: Use the group for community updates, photos, and videos only. Avoid personal or sensitive discussions.
2. Add Members with Permission: Only add people with their consent, as it shares their contact info with others.
3. Voluntary Use: Participation is optional – respect anyone’s decision not to join.
4. Limit Data Sharing: Share only necessary info, avoiding details about young people or volunteers.
5. Respectful Content: No inappropriate or offensive material. All messages should reflect Scout values: integrity, respect, care, belief, and cooperation.

Following these rules keeps our group secure, respectful, and focused.

Explorers (Ages 14-17) WhatsApp Community Group Rules

1. Keep Messages Relevant: For updates, events, and Explorer activities only.
2. Respect Each Other: Use polite, respectful language; no offensive comments.
3. No 1:1 Contact with Adults: Avoid direct messages with adults; inform a parent/carer if it happens.
4. Only Group Leaders Add Members: For safety, only admins accept new members with permission.
5. Share Appropriate Content: Photos, videos, and messages must be suitable for a Scouts group.
6. Limit Posts to Essential Info: Only share what’s necessary for group activities.
7. Participation is Optional: No pressure to respond or participate in discussions.
8. Stay Informed on Security: Review WhatsApp privacy settings regularly; raise any concerns.
9. Follow Scout Values: Messages should reflect Scout values of respect, integrity, and care.

These rules keep the group safe, positive, and focused.

To help you understand what information we collect about you, why we collect it and what we do with it. If you have any queries or concerns regarding these practices, you should speak to a leader or contact us at james@41st.org.uk

The 41st Epping Forest Scout Group and 41st Globetrotters ESU collects personal data in order to carry out its business. As a membership organisation, we hold data on members and others, such as occasional helpers. We take the issue of privacy very seriously and are committed to protecting and respecting your privacy in compliance with data protection law. This includes when you use our online service (Online Scout Manager and GoCardless).

On OSM please update your young persons personal details, even if you have done this recently. Please make sure all sections are completed including emergency contact details, medical information and any special needs. If you enter any email addresses, please make sure you consent for us to use these so we can carry on contacting you. You will also be asked to give your consent on the use of photographs, this includes on our Facebook Page which is a closed group only available to current members and their parents of the 41st Epping Forest Scout Group and members of the Scout Movement.

On OSM please update your young persons personal details, even if you have done this recently. Please make sure all sections are completed including emergency contact details, medical information and any special needs.

All activities will be run in accordance with The Scout Association’s safety rules. No responsibility for the personal equipment/clothing and effects can be accepted by the organisers and The Scout Association does not provide automatic insurance cover in respect to such items.

For further information on polices in Scouting, please see The Scout Association website.

We join Beavers, Cubs, Scouts, and Explorers to have fun and to learn that we all need to respect one another, our leaders, the laws and promises we have made, and ourselves.

Scout Promises are the foundation of our Code of Conduct, and they are made by every member. When joining up with The 41st Epping Forest Scout Group, you agree to follow this code of conduct.

1. We will come to meetings regularly, on time and in full correct uniform (unless advised otherwise)
2. We will join in and work as a team when necessary.
3. We will listen to each other showing everyone respect.
4. We will not use foul, abusive or bad language to anyone.
5. We will not make fun of anyone else because of his or her race, religion, gender or level of ability.
6. We will not bully, harass or pick on others.
7. We will not use electronic devices such as mobile phones, toys or gaming devices during weekly meetings.
8. We will all be quiet and sensible during quiet times such as flag break or when an adult is talking to us.
9. We will not deliberately break the rules, disrupt games or activities.
10. When playing games we will accept the decision even if it is made against us.
11. We will stop unacceptable behaviour immediately if warned about it. Item number 1 above will be treated as an ongoing issue. All other items will be treated as one issue and contained within each meeting.

Any parent or young person who does not agree with the Code of Conduct can make their views known to the Group Lead Volunteer. If, after consultation, the young person or parent refuses to accept the code, they will not be welcome to join the Group.

Failure to comply with the code will result in the following set of sanctions being implemented.

Verbal Warnings

If the behaviour of a young person is considered to have fallen below the Groups ‘Code of Acceptable Behaviour’ a Leader will give the young person a verbal warning. The offender(s) will be told to stop whatever they are doing and warned what will happen if they don’t comply.

Yellow Cards

If a verbal warning is ignored, the young person will be issued with a Yellow Card. A Leader will record the name of the offender. The Parent(s) of the Section member may also be contacted. The offender will automatically sit out of the current activity. Depending on the incident the punishment may involve a longer time in the ‘sin bin’ e.g. until the end of a particular game or programme activity.

Red Cards

If the young person commits a second Yellow Card offence on the same night they will receive a Red Card (following the principles of a football match). They will not be allowed to take any further part in that evening’s meeting. Parent(s) will be advised of the issue of a Red Card, as soon as it is practical to do so.

Depending on the situation the Section Leader may send for the parent/guardian to collect their child early.

Red cards will be recorded against a young persons name for a period of one academic year ie: September to September.

Exclusion

If a young person receives a Red Card, he or she will automatically be excluded from the next meeting and will not be allowed to attend any other event during that period.

Suspension

If a young person returns from a second red card exclusion and their behaviour does not improve, a third Red Card will be issued, this will result in the young person being permanently suspended from the Group.