Blog / June 24th, 2020

Managing Waiting Lists and Transitions

This blog is designed to give you some advice on handling new enquiries, waiting lists and transitions during the current limit on face-to-face meetings. If you have a question on your current situation not covered in this blog, please contact your commissioner or you can email Anglia membership support for support.

We have also provided letter templates to help with this available from the resources area of our website.

Waiting lists and new enquiries

Our unit is not meeting, or I only want to continue activities with my existing girls

You may wish to contact those on the waiting list who are old enough to join explaining the current situation and let them know that you will be in touch when the unit starts to meet in-person again. You could point them to the region website for the section specific newsletters, to a specific challenge for the summer like the Midsummer Challenge badge or to the Adventures at Home hub on the national website. We have provided letter templates, available in the volunteer support resources section of our website, to help with this.

Girls joining a unit that is operating remotely with newsletters, emails, post or similar.

If you are continuing to operate your unit remotely, but this does not include online meetings, all new joiners need to complete a virtual guiding new starter form. You can email this to parents and ask them to complete and email back to you.

Prior to joining the unit, you should aim to have a phone conversation or online meeting with the parent/carer to introduce the unit team, explain how your unit is running and what they should expect.

Girls joining a unit that is meeting online.

If you’re running online guiding, solo or group, all new joiners need to complete a virtual guiding new starter form. This can be completed remotely and only asks for the information needed for virtual guiding. When a girl registers her interest to join, talk with her parent or carer to decide how they can join your virtual guiding offer.

You will also need to ask the parent or carer to complete the virtual meeting consent form. You can send this at the same time as the virtual new starter form. Wait to get both signed forms back before you share any specific log-in details for online meetings.

You and another adult member should also chat with the new starter and their parent/carer to explain how your unit is running and what they should expect. This can be done in the lead-up to their first visit or just before it. You can also use this as a chance to test how they can access the online unit meeting and think about how you can adapt your meetings to suit their needs.

 

 

Transitions

If the next unit is meeting, you may wish to offer them the option to move now. However, please do not force girls to move and reassure them that once we resume meeting face to face, you will discuss options with them. There is no upper age limit for any section only a minimum age, so girls could stay in their current section above the minimum age for the next section until unit meetings return in more normal circumstances.

What should I do if girls are due to transition to the next section?

If you have a girl in your unit who is due to transition to the next section, please contact her parent/carer to discuss options during the current situation.  If the girl feels confident to do so, has met her leader and the girls from the next section, then it might be possible to transition her by arranging a digital welcome/meeting with her new unit. However, in situations where girls need more support around transition between sections, do not know the leader of the new section, or in general, have raised concerns about transitioning during virus-related social isolation, then leaders can postpone the official move date for the time being.

What should I do if girls are due to transition to the next section, but the unit they would go to is not operating at this time?

Please contact the parent/carer to discuss moving on and explain that the unit they have chosen is taking a break. If they are happy to continue to participate in the activities with your unit, then let them continue their membership with you. To give them a taster of the next section you could send them the region section newsletter for the section they would progress to. You could also point them in the direction of the Adventures at Home activities for the next section. If they do not wish to participate in your activities, tell the parent/carer you will keep them on your records and contact them when face to face guiding resumes.

What should I do if the unit that normally feeds into my unit is not meeting at this time?

Contact the leader and discuss what she thinks would be best for the girls who are old enough to join your unit. If appropriate then ask her to put them on your waiting list and follow the process described in the answer to the questions about ‘What should I do if girls are due to transition to the next section?’

If the leader of the unit does not wish to engage in a discussion about this currently, talk to your commissioner. Perhaps arrangements could be made for the commissioner to send them one of the region section newsletters with a covering email explaining the current situation and, if you wish, offering for them to participate in your activities until face to face guiding resumes and a normal transition can take place? We have provided letter templates, available in the resources section of our website, to help with this.