fb
Select Page

Scouts | Terrain

Scouts | Terrain Frequently Asked Questions

It’s been a dream since the beginning of the new youth program journey, and it’s almost ready for you to explore. Scouts can soon navigate through their Scouting journey using Scouts | Terrain, our custom built digital system designed for 21st century Scouting.

As we get closer to launch, the anticipation and excitement is building. To answer our members most common questions, the below FAQ contains information on what to expect of the digital system. We are listening to our members questions, and will add to this list to keep you up to date.

 

Accessibility

How do I access the system, do I need to download an app?

The system is a dynamic web application. This means that you can access it through a web browser and then have the option to download it and ‘save’ it to your device or computer.

Will the system work on my device?

The system will work on any device which has a web browser, such as a tablet, iPhone, android phone, or computer.

Can I use the system on my phone & a computer at the same time?

Yes, you can be logged in to multiple devices at the same time.

This could also be a parent or adult Leader and their child or youth member logged in to the same account at the same !

Remember that if there are two people logged in to the same Scouts | Terrain account at the same time, editing the same thing, then only the most recently saved version of that item will be kept.

What about if I don’t have an internet connection?

The system can be accessed without an internet connection as long as you have logged in & accessed the system recently. Remember that while offline you can view the whole system, but will only be able to enter new information, tick off new achievements or share program ideas into draft form to submit once connection has been restored.

If you’ve made a few changes to something you’re working on while offline, when you re-connect to the internet the system will save the most recent change. This also applies to a Patrol working together on a Program activity, or multiple adult Leaders saving something.

How does the system cater for Scouts with additional needs?

The system can utilise any input method that your device uses, to provide information into text fields. If you’re using a keyboard on your computer, this will be my method of entry. If you’re using a talk to text function, this will input text through my keyboard into the app’s content field.

The colour, artwork and text choices throughout the system have been made to keep simplicity, contrast, beauty and ease of use in balance as best as possible.

The layout of the system has been designed around fitting to different devices and screens. Just like any website, you can zoom in or out if needed.

As a dynamic web application, the system is compatible with screen readers (such as ChromeVox) that function with a web browser.

What kind of files can I upload?

There are heaps of places within the system where you can upload or attach files. If using a mobile device, you can actually open straight to the camera and snap a picture or video!

So far, all file types we have tested have worked, with a current limit of 125mb per file.

Where is the data hosted?

The system is hosted on Amazon Web Services within Australia.

We are meeting Scouts Australia’s Privacy Policy 2018 & child safe security standards as well as relevant Government standards, such as The Privacy Act 1988.

Membership information (such as name, member number, formation etc) is shared from the individual Branch Membership Systems through to Members Admin. Members Admin is connected via an API to Scouts | Terrain, and a limited amount of information is shared by Members Admin, allowing Scouts | Terrain to function with up to date membership/formation information. Note that it may take 48 hours for changes to carry from a Branch Membership System to Scouts | Terrain.

Do I need an email address to use the system?

To log in to Scouts | Terrain, you’ll need a membership number and an email. When you log in for the first time, you need to provide an email address that can be used for password resets & support. You won’t need to enter your email each time you log in.

Adult Support

How is an adult Leader involved in sign off of an achievement?

Adult Leaders form part of the Unit Council. The adult Leader can work with a Unit council to approve or reject items that have been submitted.

To see a list of achievements that have been submitted to the Unit Council, click on the ‘Approvals’ page from the navigation bar.

What can I see in the Members view?

As an adult Leader or Unit Leader, you can access the Members view. This page displays all the members within the Group, as well as ‘what they do in the Group’.

Each adult Leader or Unit Leader can see all Group members, not just those in their own Unit/section.

Each adult Leader or Unit Leader can modify youth member roles such as Patrol Leader/Assistant Patrol Leader, or if a specific individual is on the Unit Council.

This is also the view that can be used to move a youth member between sections or Patrols. It’s important to note that when moving an individual between a section/Unit in Scouts | Terrain, this only is for the purposes of how that member can engage in Scouts | Terrain. It’s critical that members still transfer their records between sections as per their relevant Branch processes.

How do I move a youth member up a section? i.e. move a Scout to Venturer Scouts?

Follow your standard Branch process for moving a youth member between two sections/Units. Once you’ve done that, proceed with the following steps:

As an adult Leader or Unit Leader, visit the Members view. Find the youth member you are moving. Nominate the Unit they should now be involved with from the dropdown menu.

You will get a success notification in the top right hand corner of the screen.

Member Management

If I’m a new member to Scouting, how can I access the system?

All individuals who access the system need to have a valid membership number. This means that if you’re a person who has only just joined Scouting, it might take some time (up to a few weeks) between when you lodge your application to join Scouting with your branch, and being able to log-in to the system once the details are pushed by the Branch through to Members Admin.

Under development currently is a ‘temporary member’ solution, which involves a ‘dummy account’ being created by an adult Leader. Involvement & achievement in the program that you make, prior to being able to login individually, can be accredited to this ‘dummy account’ and then merged to you once you have your own account.

A ‘temporary member’ can only exist for a specific time period (enough time for a membership application to be made and a member receive their membership number), and have limited/no access to the system.

How do I control roles, permissions and what members can see?

From the Members view in the system, adult Leaders & Unit Leaders can set the role (i.e. leadership role, Unit Council etc), the Patrol and Unit of each member. Each of these roles has associated permissions and views which will be appropriate for the member.

Do all leaders in the Group see all youth members?

Yes, through the Members view tab & also through reporting functions. This empowers the Group leadership team to work together.

This applies to all adult Leaders & all Unit Leaders.

If you’re not able to view relevant information for your role, please submit a support request within the system or email yp.support@scouts.com.au

Where can I see the status of my Patrol, Unit or Group?

Check out My Patrol, Group Life, or the Members view.

Depending on your role, you’ll have different access to these features and others including business insights reporting.

How do I create a Project Patrol?

Project Patrols are created within the system’s Programming feature, based around an activity, or series of activities.

When planning an activity, set the ‘who’ to Project Patrol.

You will be able to easily add members from within your Group, or other Scouting members by their membership number.

What happens if someone leaves Scouting?

They can be marked as inactive in the system & have their program information archived. This means if they return to Scouting, they can pick up their Achievement Pathways & program information where they left off.

We are hopeful that program data & personal progression information can be transferred between Branches, if it is required, but this may be a slow process and dependant on Branch Membership System information.

Outdoor Adventure Skills

What happens when your verifier is another Scout/youth member, do they need to put a phone number/ email in?

I-statement(s) are verified by appropriate individuals to ensure that the skill development of the youth member through the Outdoor Adventure Skills has without question achieved the I-statement goal(s). This could be another youth member (who is at least 2-up above them in Stage progression), or an appropriately skilled adult.

The phone number/email fields are optional when nominating another Scout/youth member as your verifier. If it’s another youth member within your Group, you only need to enter their name.

The phone number/email fields should be filled in if possible when nominating a non-Scouting member or adult Leader. This will help the Unit Council confirm that you have completed all Stage requirements appropriately.

You should also attach photos, or files of your skill development to each I-statement you verify where possible!

Can I have multiple verifiers?

When verifying an I-statement or collection of I-statements the verifier fields are free text, so you can enter as much information as you wish.

You can have multiple different verifiers across the course of the Stage & Outdoor Adventure Skills. You’ll likely need to learn skills from a large range of people.

When the Unit Council receives your Stage progression, they’ll be able to see all the people you nominated as verifiers, their email/phone number, and any files or photos you have attached!

Is the verifier notified?

The verifier is not notified by the system nor do they get access to the system.

The Unit Council has the responsibility to confirm that the youth member has achieved each of the I-statements within the Stage progression they are submitting, and could contact a verifier to find out more information (or find out if they would want to be a mentor for other members of the Unit/Group), if required.

What can the Unit Council see when approving a Stage progression?

The Unit Council can see the I-statements the youth member has completed, when they were achieved, who verified them, and any files/attachments the youth member has provided.

Can Scouts who are not two Stages above be able to click the Approve/Reject buttons?

The approve & reject buttons are available to members of the Unit Council, when they receive a request to approve a Stage progression as a whole from a youth member.

How should Joey Scouts use the Outdoor Adventure Skills?

Joey Scouts might login to the system themselves, if they are able.

Otherwise, a parent, leader, mentor, 2-up youth member or someone else might coach them through the process, or submit an achievement for approval on the youth member’s behalf after discussion with the youth member.

Is there a logbook?

Currently under development is a log book functionality. This log book will incorporate your whole Scouting journey, and any activities you wish to include!

This could include activities undertaken within Scouting or external to Scouting

If I’m a member of an adventurous activity team, such as a guide or instructor, supporting an activity that is occurring, how can I support the activity within the system?

There are a few ways you could support the activity.

If you need to the be the one to create, manage and control all aspects of the activity, it could be created as a Project Patrol with you as the organiser. This would be done through the Programming functionality when creating an activity.

If you are going to support the activity while it is running, but don’t need to be in control of the activity in the system then you could have the activity shared with you.

If you’re being involved to teach a specific skill or activity in some I-statements, then you could be marked as a verifier through the Outdoor Adventure Skill functionality.

Patrols

Where can Patrols collaborate, plan, upload files and chat together?

Through the My Patrol feature, Patrols can set goals together, chat and collaborate.

Patrol members can submit program ideas at any time to the Unit Council through the Programming function

Patrol Leaders and Assistant Patrol Leaders can use the My Patrol feature to check in on how their Patrol member’s personal progression is going.

Will Patrol members be able to see a date of birth or other personal information about other members?

Patrol Leaders & Assistant Patrol Leaders & Unit Leaders are youth members in positions of responsibility who will have access to this sort of basic personal information, alongside program information for the youth members they are responsible for supporting.

Program Essentials

Is the Introduction to Scouting the same for each section?

Mostly, yes! There are some changes in the content throughout the Introduction to Scouting to make it more age-appropriate and easy to understand.

Is the Introduction to Scouting completed only once and does it then flow on to the next section when youth members move on?

The Introduction to Scouting is completed once – when a youth member joins Scouting for the first time or comes back after a break.

Once a youth member completes the Introduction to Scouting once, this carries through.

Isn’t the Introduction to Scouting too wordy and complicated for Joey Scouts?

The Introduction to Scouting is not part of the Achievement Pathways that is intended to be completed by one person, alone! It’s all about a Joey Scout, or Cub Scout, or youth member of any age having a discussion with another person. This person will be able to coach the Joey Scout/youth member through these questions and answers.

We have extra information resources/links/pop ups throughout the system, including Introduction to Scouting + Introduction to Section to support both the Joey Scout/youth member, as well as the person working through the element with them.

The system does not take away from the Leadership roles which occur in all sections, in an age appropriate manner. The formal and non-formal leadership roles help support the program, and in Joey Scouts might be through activities, games, stories, crafts, small conversations etc.

Are participates, assists and leads automatically ticked off?

If you have attended an activity created in Programming and marked as being a participate, assist or lead, these will automatically flow to your profile as a youth member.

However, remember that to complete an assist or lead you will need to do a Review>. Then, it’ll be confirmed towards your Milestone.

How many Challenge Areas can an activity be?

Activities can only be one Challenge Area – speaking from the perspective of the program itself, not just the system. The Unit Council will need to decide at the program planning stage which Challenge Area the activity is.

Can I ‘back date’ or confirm the participates, assists or leads after the activity has occurred?

Yes you can. Participates, assists and leads are confirmed by the activity organiser after the activity has happened & attendance has been taken. These elements are recorded/confirmed individually, and don’t have to happen at the same time.

As a Unit Leader or adult Leader, where can I see how many participates, assists and leads my Unit members have?

You can explore this through the Group Life/My Patrol/Unit Life functions!

Programming

Will Units in the same Group automatically be linked to each other for calendar viewing and moving up etc? Or, will they have to share codes & activities?

Calendars will be shared within the Group automatically, based on the requirements of the user.

The can see all activities within the Group.

Members within the Group will see all activities relevant to them.

Activities can also be shared individually with other Units/Groups.

When I share an activity, what is shared?

You can export & import events within the system, which provides the ‘importer’ with a copy of all the basic information such as what’s happening, when & where.

When importing an activity, you’ll need to list an ‘organiser’ within your Unit/Group who is taking ownership of facilitating the activity with your Unit or Group.

Attachments, such as photos or forms, will need to be shared separately.

You can share events to any person, Unit or Group that access to the system.

If a member moves groups, can they have access to the old groups programs and the new groups programs?

They’ll see the relevant program depending on their attached formation in Members Admin/Branch Membership System. This will most likely be the new groups programs.

When I’m creating a new activity and choosing who the activity is for, does selecting ‘Group’ make it visible to everyone in the Group? ‘Unit’ to just Unit members?

Yes! Events appear to all those who the event is relevant for. Patrol activity – just for a Patrol. Project Patrol, just for the Project Patrol members. Unit – the whole Unit! Group, all members in the Group.

This is also how you create activities just for your section – if this was a Unit activity, it could be just for Venturer Scouts, or Cub Scouts etc.

Do I need to record attendance in CareMonkey in NSW?

CareMonkey doesn’t talk to this system, at least not at present. Not all Branches of Scouts Australia currently manage attendance with CareMonkey. If you want records in both, then you would need to update in both.

Will the system work with members visiting from other Groups? i.e. member of Group A, but due to other friendships, also participates in an activity with Group B?

There are parts of the system where you can add members to activities using their membership number

In other instances, you could share a copy of the event to the other Unit/Group.

How long are programs available for?

Forever, for all those members relevant to the program activity.

Can I mark attendance?

Yes, you can do this through the Programming functionality.

Once an activity has occurred in the calendar, as a member of the Unit Council or activity organiser, you can see an ‘attendance’ and ‘review’ page within the activity. Clicking on these pages gives you the ability to confirm who has attended, and their assists & leads. You can also note down the post-activity review here.

Can I print out the calendar or activity plan?

Yes, definitely!

You can print out the calendar view through using your device’s ‘Print Screen’ or ‘print web page (commonly CTRL + P)’ tools. You can also print out the activity plan, after opening an activity from the calendar and then printing this view out using the above methods.

From the ‘print web page’ function in your device, you should also be able to save the print out as a PDF if required.

Can I organise a multi-unit or multi-group night?

Yes, by making a Group activity, or by sharing the activity through the export/import buttons.

Once I’ve planned an event, with participates, assists and leads assigned, can it be edited after the program? For example, a youth member is ill on the night and doesn't attend?

Yes, the activity can be edited and the attendance, participates, assists and leads can all be confirmed after the event.

Once an activity has been added to the calendar, the organiser or a member of the Unit Council can edit an additional two views about the activity itself. ‘Attendance’, and ‘Review’.

Attendance: This is a list of all relevant people who might attend the activity, for example a Unit activity will have the whole Unit listed. On this page, the organiser or a member of the Unit Council can tick off those that attended. This page will confirm Participates, for those who attended (but did not Assist or Lead)

Review: This is a page which should be completed after the activity has been run. This page has some simple review questions, and also asks the organiser or the Unit Council to confirm who was the Assists & Leads for the activity. This is where you can confirm an Assist or Lead. Once a youth member is confirmed as the Assist or Lead after an activity, they can see this flow through to their Milestones in their Achievement Pathways.

Can I edit an imported event?

Yes. Once you click ‘import’, Scouts | Terrain will open straight up into the activity view, as if you were creating an activity yourself. Most information here will be prefilled, but you will need to assign an organiser from your Patrol, Unit or Group to ‘take ownership’ of this imported activity for your Patrol, Unit or Group.

Can we display the attendance list by Patrols, rather than all individuals?

The attendance list is currently sorted by individuals, rather than Patrols. If we need to adapt this based on user feedback, we can develop this functionality. Currently, this feature is not in development.

Can I email all activity attendees directly from the Programming function?

We can’t send external communications from the system at this stage. We are exploring these sort of features for the next round of development.

Should I use the attendance page to keep track of who attended an activity or program night?

Yes. The attendance page is a simple way to keep track of who attended an activity from your Patrol, Unit or Group but it also helps assign them participates, assists & leads. The attendance list will automatically generate based on who the activity is for, so it’s a simple way to keep track of who was involved in each activity.

Reporting

As an adult Leader or Unit Leader can I print off badge plan summaries?

Yes, definitely!

You can print out any part of the system through using your device’s ‘Print Screen’ or ‘print web page (commonly CTRL + P)’ tools. You can also print out the a specific submission in the Achievement Pathways, after opening that submission and then printing this view out using the above methods.

From the ‘print web page’ function in your device, you should also be able to save the print out as a PDF if required.

Is there a report showing ‘ready to be awarded’ with my Unit? The best place to see this view is in the Approvals tab, with what’s been approved by the Unit Council. The Unit Council can also see all submissions here from youth members.

As a leader, can I see a single view which shows all my youth member’s Achievement Pathways progression?

Yes – this is through Group Life.

Can Districts or Regions see which Stages Scouts are at in the Outdoor Adventure Skills? Or, can members find a 2-up Scout through the system say if they are doing bushwalking Stage 5 and need a Stage 7 Scout to do the peer assessments?

A youth member can add anyone they wish as their verifier within the Outdoor Adventure Skills functionality, so all relevant 2-up youth members can be added.

The system cannot search for people to add as a ‘verifier’ at this stage – this is future development we are working towards.

Districts & Regions will be able to see aggregate / de-personalised data relating to the Achievement Pathways including Outdoor Adventure Skills.

In the Group Life, My Patrol, Unit Life page, can I tweak my display?

Many of the columns in the Group Life, metrics and members views can be filtered and sorted as desired by the individual.

This could be searching for all youth members working on Milestone 2, or all youth members currently in Stage 7 Bushwalking for example.

Will the Branches get access to de-personalised business insights tools?

Yes, those with membership numbers and relevant Branch positions will get access to these business insight tools.

Special Interest Areas

Can I link my project to other people?

When adding another individual, or individuals to a Special Interest Area project you can either nominate that you are doing the project with them/you are working together on the project with them, or, that they are a mentor or someone who will support you along the way.

When adding them as an individual within the Special Interest Area part of the achievement pathways, they will just be written there as text, not added as a co-collaborator. If the youth member is undertaking this as a Project Patrol, then they can add other youth members (from their Unit, or Group, or by membership number), through this functionality.

It’s important to remember that Special Interest Area projects should have individual goals for each individual that is undertaking the project.

Do I need to be online to submit my Special Interest Area project?

You could plan your project while offline, but only save it as a draft.

Submission of a project or Achievement Pathway element to the Unit Council requires an internet connection.

Can I upload files, photos or videos to my Special Interest Area project?

Yes, you can. Click the file upload button during the project creation or Review> process.

Can I do multiple Special Interest Area projects of the same type at the same time?

From the main Special Interest Area screen you can see an overview of Special Interest Areas, your existing and completed projects, and also start a new project.

Can I as a leader write up the Special Interest Area project on behalf of a Joey Scout or Cub Scout?

You’ll either need to be logged in to their account, help the youth member on their device, or use the update wizard.

Can I Review> my Special Interest Area project?

Yes, after you have finished the project.

Training & Support

I don’t think my Joey Scouts or Cub Scouts will be able to use this system themselves.

We’ve designed the system to be consistent in layout throughout the sections, but have section-specific & age appropriate content where possible.

Some parts of the system we suggest that Joey Scouts & Cub Scouts engage with while being supported by an adult, peer or mentor just like they would when reading a school book or a piece of homework.

It might be beneficial for the Joey Scout’s parent or guardian to support them through reading what’s on the screen and using the system.

Won’t this take more time away from doing outdoor activities? I don’t want my Scouts to be on their phones!

We are confident that this will be faster to use, more engaging and more supportive of different Unit, Patrol & Group approaches than all previous methods.

Youth and adult Leaders will be able to support their youth members more efficiently.

Youth members will find it easier to take ownership of their progress.

Photos & videos of Scouts in action can be uploaded to the system!

It’s online and can be used in any device, so you can’t lose it.

Will the system have an instruction manual?

We have a number of supporting materials under development currently. These include walkthrough videos, 1-pager help sheets, and this FAQ document. Other supporting resources such as a total instruction manual is also being examined for future release.

Unit Council

Can a Unit Council provide a reason or comment on a youth member’s submission if they feel it needs to be adjusted or changed prior to being approved?

The Unit Council are encouraged to provide this feedback in person, and discuss the submission with the youth member before rejecting it, rather than doing this in system.

If this is a feature that is requested, we can add it for future development consideration.

Who can approve a submission for the Achievement Pathways?

All members of the Unit Council, youth and adult, can view the approvals tab. For each submission, two people from the Unit Council must approve or reject for action to occur. An individual can only approve or reject each item once.

This could be two youth members, or two adult Leaders, or a combination.

Can a youth member edit their submission once it’s been submitted for approval?

Yes! A submission can be edited up until the Unit Council approve it.

I think the approval flow is cumbersome. Will Scouts be waiting for a long time if Unit Council members are not well organised?

This would not be a system specific problem – it doesn’t matter what method of sharing part of a youth members achievement with the Unit Council you take if the Unit Council doesn’t respond.

We think that the approvals flow/page, and how submissions work in the system will actually be an improvement over current practices. Everyone will be able to know what is being requested to be approved, what is being worked on, who approved what when… all sorts of information.

This question is the sort of question which is answered over time, based on user feedback. If users find the current approvals process challenging or cumbersome, we will examine ways to change how it operates, or is supported.

Do we have the same Unit Council expectations for Joey Scouts compared to Rover Scouts?

Joey Scouts & Rover Scouts have access to the same functionality here, yes!

However, we anticipate that the actual interactions with the system will be managed differently for each section in terms of the roles that youth and adult Leaders play. Remember that adult Leaders are also members of the Unit Council.

Is there flexibility regarding who is on the Unit Council?

Through the member view, other members can be added to the Unit Council, such as Assistant Patrol Leaders.

Can a youth member on the Unit Council be given access to the approvals view, or full programming view only?

No – we expect that all members on the Unit Council should be technically/functionally able to fully perform their role, if they are required to.

Who is the approver for a multi-section activity?

The Unit Council for each respective Unit/section approves their Unit’s involvement in the activity. If it’s a Group activity and all Units are at the same Group, then they are automatically able to be involved.

Are there other specific youth leadership positions in the system?

The system will place all youth members into their Group, as designated by Members Admin/Branch Membership System – and then an adult Leader can confirm a youth member’s Unit, Patrol, and relevant leadership positions (such as being involved in the Unit Council). This occurs through the members view.

The Unit can nominate any individual they wish within the Unit to be on the Unit Council.

User Testing

Is the User Testing period occurring in the live system or a special, sandbox environment?

The User Testers will get live access to the latest version of the system.

Will the information I enter into the system during the User Testing period be retained for the official release Australia wide in late July?

No – our current plan is to wipe the system after the User Testing period and then provide access to the User Testers again. After this point, the system won’t be wiped again.