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This is a known issue, which we are working to create a solution for. We will provide an update when this solution has been implemented.
In the meantime, please keep a local record of who the line manager is. You do not need to record a line manager on Compass in order to make a role full.
At present Compass should only be used to record adults (ie people over 18).
The only reason for adding someone who is not yet 18 to Compass is to start the application for a disclosure check. (This may be necessary for example when they are planning to go to camp on / shortly after their 18th birthday.)
Once an under 18 year old has been added to Compass it is essential that a disclosure application is made without delay. The disclosure compliance procedures starts from the date they are added to Compass (even if a later start date is entered) and so the individual will only have 30 days (60 days where a paper application is required) before they become liable for suspension. (See this FAQ for more details)
For those in who use Atlantic Data the application will be automatically available to process the day after the new member has been added to Compass following the overnight sync.
Please note that you are not able to manually request a disclosure application from Compass when adding them as you would for those over 18.
In cases where someone under 18 has been added to Compass in error and needs to have their role closed, please contact the Information Centre.
At present Compass should only be used to record adults (ie people over 18).
The only reason for adding somone who is not yet 18 to Compass is to start the application for a disclosure check. (This may be necessary for example when they are planning to go to camp on / shortly after their 18th birthday.)
Once an under 18 year old has been added to Compass it is essential that a disclosure application is made without delay. The disclosure compliance procedures starts from the date they are added to Compass (even if a later start date is entered) and so the individual will only have 30 days (60 days where a paper application is required) before they become liable for suspension. (See this FAQ for more details)
There are three key elements to the mandatory suspension process regarding disclosures. These are:
In order for these systems to work efficiently, it is important that all volunteers (including Occasional Helpers) have a valid email address recorded on Compass so that the reminders are not missed.
New adults joining (or re-joining) Scouting who require a disclosure will receive a welcome email two days after they are added to Compass. (Note: the “clock” starts when they are added to Compass, not from the role start date) The email will remind them that obtaining a disclosure plays an essential part in safeguarding the young people in the Movement. It will also explain how to obtain a valid disclosure and that they need to complete the application process within 30 days (60 days in Scotland & BSO). This email will be copied to their line manager, the relevant Commissioner and Appointment Secretary.
If a completed disclosure application has not been made within 20 days (40 days in Scotland & BSO), a reminder email will be sent to the individual and copied to their line manager, Commissioner and Appointment Secretary.
Adults who are required to renew their disclosure will receive reminder emails informing them that their disclosure is about to expire approximately 90 days, 60 days and 30 days before it does. The email(s) will explain what they have to do in order to apply for a new disclosure. Their line manager, Commissioner and Appointment Secretary will also be informed at 90, 60 and 30 days that the disclosure is about to expire.
If by the time the original disclosure expires a completed application has not been made, further reminders will be sent 1 day and 20 days (40 days for Scotland & BSO) after expiry.
Suspensions of adults who have not submitted a disclosure application
If after 30 days (60 days for Scotland and BSO) (of being added to Compass as a new adult or expiry of their disclosure for existing adults), a completed disclosure application has not been made, the relevant commissioner (normally the District Commissioner) will be informed that they must suspend the individual concerned.
Suspensions are not an automated process, however they are mandatory and Commissioners will need to complete the suspension process on Compass (including obtaining the approval of the next Commissioner in the hierarchy). It is critical that ‘No valid disclosure’ is selected as the suspension reason.
The Commissioner must also inform the individual concerned (usually by telephone or face-to-face meeting).
An alternative to suspension is to close the role(s) that require a disclosure. For some people, particularly new volunteers and Occasional Helpers, this can be the best approach to adopt at this point.
Once suspended on Compass; provided that they have a valid e-mail address on Compass, the individual will automatically receive written notification of their suspension together with a link to the notes for a suspended person. If they do not have a valid e-mail address on Compass the Commissioner will be required to send them a suspension letter.
If suspensions are not implemented by the relevant Commissioner and/or a disclosure application is not submitted within 7 days of notification or the role(s) closed, the matter will be escalated automatically to the next Commissioner in the hierarchy.
Once suspended, in order to be unsuspended the individual concerned will need to complete a disclosure application, obtain a valid disclosure and complete the vetting process. Once they have cleared the vetting process, the relevant Commissioner and Appointment Secretary will be notified and the individual will be unsuspended by HQ. The Commissioner will need to contact the individual concerned and tell them that they have been unsuspended. They must confirm this in writing and a specimen unsuspend letter is available here.
If a disclosure has not been applied for within 60 days (90 days for Scotland & BSO) of suspension (i.e. at least 90 days (150 days for Scotland & BSO) since a disclosure expired or was required), the roles held by the individual concerned will be closed. If they subsequently wish to re-join Scouting they will need to restart the joining process.
The process for obtaining a disclosure remains unchanged. For England & Wales you can find additional guidance about how to process disclosure checks here, for Scotland it is here, for Northern Ireland here and for BSO here.
Quick start and full user guides on using Compass can be found on the Compass Support website.
When you assign a new role to a Member there is a field titled ‘Visible Role title’, which show you how the Member’s role title will appear on their record and within Compass. This field is not editable. When Compass was available locally last year, some Members were able to edit this filed. However this caused confusion with role reporting and so has been switched off and the filed is now not editable by anyone.
No. The recording of a line manager on a Member’s approval page is optional and is not required in order to make a role full.
No. The recording of a review date on a Member’s approval page is optional and is not required in order to make a role full.
It is only possible to assign Members with substantive roles as line managers within Compass and not those in acting roles. For example, it will let you assign a GSL but not an acting GSL or a DC but not an acting DC. Unfortunately this is a limitation of the system.
If they have an acting role, please keep a local record of who the line manager is. You do not need to record a line manager on Compass in order to make a role full.
When adding a role to a Member choosing a location at each level will automatically populate the level below with options (e.g. when selecting a County the District drop-down box below will turn from grey to white so that you can select an option).
You only need to select down to the level of the hierarchy you want to add a role for and not below. For example, if you want to add a County level role, leave the District drop down as the default ‘select location’ and then select the role you want from the ‘Role’ dropdown menu.You can find more guidance on adding roles here.
This is because the ‘Assessor’ parent role (which both Activity Assessors and Scout Show Assessors are variants of) has to have a generic setup within Compass, including the same training requirements. However, as we know, the variants of this role have slightly different training requirements: Scout Show Assessors are required to complete Module 25 Assessing Learning (Scout Shows), whereas Activity Assessors are required to complete Module 25 Assessing Learning (Adventurous Activities).
In order to work around this at present, when the PLP is automatically added you need to delete the module which is not required by clicking the ‘Delete’ button on the right hand side and then clicking ‘Ok’. More guidance on how to delete a module can be found here, and guidance on the training requirements for different roles can be found here.