Depending on your Girlguiding appointment, you have different levels of access to Go!

1. Using Go! at higher levels (District/Division/County) • Depending on your Girlguiding appointment, you have different levels of access to Go! • Each County will have some County Users who will use a different version of the Go! System (this version is still under development). • If you are a District or Division Commissioner or their delegated Geek, you will have further functionality in that you will be able to add and edit details for the team of people below you (but not Girl data). • There are also Key Users spread throughout the County; these people are generally more computer literate individuals, and have had further training on the system so that they can help the rest of us. This additional training session will demonstrate some of the functions needed by Commissioners, and a little more about the structure of the Go! Database so that the Key Users training amongst us can get a better understanding of the system. We assume you have completed the basic training.

2. KU How the database works The database will hold everyone who has had a role within Guiding, whether now Active or Inactive. So, many of the functions require you to carry out a search for a person before you can make any additions or edits. It’s really important to ensure each member only has one record. To make a change within a Role, first you need to selectthe Level at which the role will sit, then find the person. e.g. if you are changing a unit’s adult team member, you need to select the unit first and then search for the person. You’ve seen this already when adding a new girl. Using a registration number is the easiest way to find a member, but you can also use any combination of forename, surname and date of birth. Don’t forget to try maiden names for adults and different spellings.

3. Example: Girl returning to my Unit Edit the details of the girl by clicking on and adding a new role (the old Inactive Role remains as part of her history) edit KU Active and Inactive - members Roles can be Active or Inactive but are never deleted. This means you can always see a member’s complete history. In Role Management, select the organisation to which the young member is returning. Click on View Inactive Young Members This will show you all the Inactive girls in the unit The process is the same for adults in a District or Division team – click on View Inactive Unit Team.

4. Search for an existing record remembering to check under previous surnames if necessary. Click on if you don’t find a record and enter details then click (Ignore Girl’s Parent/Carer Name/Referee box) new submit finish submit finish DC The Recruitment Process – add a volunteer Only a Commissioner or Commissioner Designate can add a new adult volunteer and add or amend adult roles. Our recruitment process involves providing two referees, undertaking a criminal record disclosure check and an informal meeting with the local Commissioner. In Role Management, select the organisation you wish to join the individual’s record to. Select the appropriate role for the individual e.g. Leader in Training. The role status of ‘active pending’ will be assigned automatically until all recruitment checks have been completed. Once her Personal Details appear, add contact details for the referees in the address section (i.e. add 2 extra addresses and select Referee from the Location Type box) The Girlguiding UK Confidential Record Team will contact the referees and request references, and update the record when references are received. They will also update the CRB information. Active - Pending status will then change.

5. Example: Edit District Team Click on to change a person’s details (just like you update your own details) NOTE! Only Adult volunteer data can be changed; girl data can only be viewed and edited by her unit guider, and viewed by the local Commissioner . edit DC Role Management – District Level A user with District Commissioner access level can view all units within the District. Click on the Level you want to view or edit e.g. Ruislip Windmill District

6. Click on next to the person’s Role to be changed edit Example: End Team Member’s District role Change the Valid To date Make the person’s role Inactive Click on update DC Role Management – District Level A user with District Commissioner access level can view all units within the District. The role now appears with the End icon alongside. TAKE CARE! Once Ended only a County Go! User can reinstate the role. 01-Jan-2009

7. Enter all the available information. Click on submit DC Level Management - create a Unit If no Unit exists with the same name then the Commissioner can create a new Unit. The Unit needs to be created first before the Leadership Team is added. Click on Level Management, then click on Add a New Level Click on the green + of the District you want the unit to be in. (a Level above an item is called its parent, a level below is called its child) To add more information, click again on the Unit’s name in the main list, then click on Level Additional Details. Attach the Leadership Team to the new Unit – add a new role to each individual’s record, creating new individuals first if necessary. If a Unit with the same name already exists but is inactive the County Go! person will change the membership status to active.

8. DC Level Management - make a Unit inactive Sometimes a Unit has to be made inactive because there are not enough girls to make the Unit viable or the Unit team is no longer able to support the Unit. When making a Unit inactive the Commissioner must also make sure that there are no active young members or adult volunteer roles in the Unit. Once you have done this, just identify the appropriate Unit and click on the little house icon on left of the Unit link. This will change the status to ‘Inactive’

9. KU County Go! Functions The County Go! system will be available in a few months. Its role is currently being carried out by Region teams, but will eventually be the top level of access within a Guide County and users will be able to commuinicate with other Counties. County Go! will carry out the following functions: • Provide a unique registration number if there is a query with membership. • Change the membership status should a recognised volunteer e.g. a Unit Helper or Treasurer wish to become a member. • Add historic role records. However, after the Go! live date, there will be a 2 month amnesty when you can add historic and current qualifications. • Provide a Long Service report. • Closes a record when an active young member or adult volunteer dies. • Reinstate an expired role. • Merge two Units. • Merge a District / Division. • Move Units from one District / Division to another. • Make a District / Division inactive.

10. KU Help using Go! There are lots of ways to get help: • Ask at today’s training • Use your course handout, and The Friendly Guide to Go, developed by our CountyTraining Files are downloadable from County website www.girlguidingmiddxnw.org.uk • Use the Go! Manual - an advanced version of the Friendly Guide, and developed by CHQHelp files are downloadable from the Go! under “Download Documents” • Use the Free telephone helpline 0808 168 1908, manned by specialist Girlguiding staff 9am to 7pm, Monday to Friday. This is for password reminders, and general user help • Use the Priority email service with guaranteed response times In addition: • Additional support available outside office hours for Key Users and Streamline trainers • 2nd Line support provided by Girlguiding IT Helpdesk 8.30am to 5.30pm, Monday to FridayThis is for technical issues such as slow data transfer, bugs, etc • 3rd Line support for high level IT issues