The security of the Troop members’ personal information is very important. The Troop Leader is responsible for ensuring that the data is secure.
However, it also has to be readily available during the jamboree to those who need it, as invariably when it’s needed it’s an emergency. If the Troop Leader is offsite, arrangements must be made to make the data available to the duty leader.
Assembling and storing the data
Generally, all the information required is to be found in the Jamboree Registration system (OLEMS) which the Jamboree Troop Leader has access to. Additional data likely to be required relates mainly to the roles of the leaders, including the Patrol Leaders, and also any Court Orders for custody issues.
While some people may prefer to keep manual records, it’s strongly recommended that each Troop input the data on a spreadsheet that is readily readable by a variety of computers. Excel would be a good choice. Most of the information can be downloaded from OLEMS.
Here are some headings that could be used to create the various worksheets:
Names, Budget, Equipment, Quotes, Suppliers, Useful Contacts and phones, Payments made, Fee charged, Fees paid, Photo.
Here are some suggested column headings for the ‘Names’ spreadsheet:
|First name||Family name||Jam. ID code||Date of birth|
|Gender||Group||Patrol name||Transport to|
|Transport home||Shirt size||Hat size||Food allergies|
|Medical alert||Scout||Adult||Home phone|
|Next of Kin||Other alerts||PL y/n|
It is recommended that there are 2 (two) emergency contacts for each participant with relevant contact information.
One of the advantages of using an Excel spreadsheet is that the information can be sorted by any column simply by using filters available in Excel.
There will almost certainly be a parent in a Group who is familiar with spreadsheets and can take care of the recording task if the leader is not confident or inclined to use a computer.
One hint we really recommend is to have all the data in one Excel file. Simply create separate worksheets for say the budget, finance, equipment and personal details etc.
Every person attending the Jamboree must register in OLEMS. The Jamboree Troop Leader must ensure that every member of the Troop (including Leaders) prints out the application form and has it signed. The signed copies must be collected and held by the Jamboree Troop Leader and they must be kept for the duration of the Jamboree. These forms contain the signed permissions that are needed for activity participation etc. The signed application forms need to be kept secure.
In the weeks before leaving for the Jamboree, it is wise to check that the data on file is still current, particularly in respect to:
Home address, emergency contacts phone, email address, and medical (most important of all).
All medical information is held in OLEMS and is available to the Jamboree Troop Leader who should exercise discretion in releasing any of the medical information. This information is very important and appropriate actions must be taken to safeguard the Scouts concerned. Dispensing of medications should be delegated to the leader taking responsibility for welfare and first aid. This leader should be given a copy of the medical details and dispensing information and any action plans.
Pay attention to this information, particularly gluten free and nut allergies.
- Nuts in particular can be lethal for those with nut allergies.
- Food containing gluten will initially make the person feel slightly uncomfortable, but repeated meals containing gluten will almost certainly mean they have to be sent home to recover.
Details of those with food allergies must be given to the Duty Patrol. It would be helpful if the printout contains a photo of the sufferers so the Duty Patrol Leader can readily identify the Scouts or Leaders. It’s not uncommon for young Scouts to eat food they know they shouldn’t, but really like. So, keep an eye on who is eating what.
Besides, it’s really frustrating for the Duty Patrol to prepare special meals for the allergy sufferers only to find it wasted because the Scouts concerned are making the most of being away from home and eating things they shouldn’t. Somebody ends up paying for this, and it’s usually a leader who is called to attend to a sick Scout in the middle of the night.
Photos of all participants are collected in OLEMS and will be placed on ID tags which must be worn at all times.
The ID tags will help the Duty Patrol and Troop Leaders correctly identify a Scout needing help or special attention. This is particularly so if the Troop is hosting an international patrol or a leader they have not previously met