Employability welcome pack

Welcome to Connecting Scotland – we’re absolutely delighted to have you join us as a delivery partner in your local community.

This page contains the information you need to know to deliver your commitments to the programme, as outlined in your grant agreement.

If you have previously delivered a non-employability Connecting Scotland project, please note that the process for this programme is significantly different, as we require the details of the people you intend to support before we will deliver devices.

Here's an overview of the key steps you need to take:

Your grant agreement

You will be issued an electronic grant agreement to sign (via DocuSign) which will include the number of devices awarded. This will include any specific conditions attached to your award. Please read the grant agreement carefully, as it outlines key responsibilities and asks for some additional information from you, including a delivery address.

We ask that you think about the most appropriate address to have the devices delivered to. You should bear in mind the likely size of the delivery, availability of personnel to take receipt of the delivery, and any restrictions in your area that may affect office opening hours.

Please ensure your grant agreement is signed and returned no later than 17 November 2021.

After you have signed the grant agreement, you will recieve log-in details for the Connecting Scotland Project Portal to allow you to manage your deliveries. Log-ins are issued manually, so this may take a 2-3 days to be issued.

Device request form

We require the details of the people you intend to support to be submitted before we dispatch devices.

You must complete a device request form for each person you intend to give a device to. This includes a basic needs assessment and should be completed with the intended recipient and submitted online. You should let them know that their information will be shared with the Scottish Government, the Scottish Council for Voluntary Organisations (SCVO) and their local Council as set out in the Privacy Notice.

For each person, it asks what type of device they require (Chromebook or iPad) and whether they need an internet connection. The default option for connectivity is a Mi-Fi device provided by Vodafone with unlimited monthly data usage. We understand that there are exceptional cases in rural communities where signal coverage may be an issue. If this is likely to be an issue please check the postcodes of your device recipients against the Vodafone Network Status Checker. Alternative connectivity can be requested through EE.

The video below provides an example of how to complete a device request.

Managing deliveries on the Portal

Once you have completed device request forms for people you intend to support, you can log-on to the Connecting Scotland Project Portal to review the forms submitted and request delivery of devices. You will be issued with log-in details for the portal once you have signed your grant agreement.

You can request delivery of devices through the portal in up to three batches over the next six weeks, up to your total award amount.

The video below guides you through how to manage your user data and request deliveries on the Portal.

Taking delivery

The devices will be delivered to the address you specify when you sign the grant agreement. Please note that you will receive two separate deliveries – one with the Chromebooks and/or iPads (usually delivered by Royal Mail) and another with the MiFi (usually delivered by DPD). This means that they will usually arrive on different dates. If your order for devices is quite large then this may also arrive in more than one delivery.

We cannot specify a delivery date in advance. However, you should receive an email or text message from the courier with tracking information when they are in transit. The couriers usually notify you the morning of your delivery via email or SMS. If you miss your delivery we will be able to provide you with a tracking number so you can arrange for your delivery to be rescheduled.  

What’s included in your delivery?

• Devices – either Chromebooks, iPads or a combination of both
• Mi-Fi – a Mi-Fi device with a sim card (this includes a setup guide)
• Booklets – printed iPad or Chromebook setup guides, or a combination of both (you can access online versions and videos on the Connecting Scotland Start Guide). These are also available in different languages
• Two copies of the User Agreements for each device - one for you to get signed and keep, and the other for the user to keep.
• iPad cover – all iPads come with protective cases.

Delivering to users

We ask that all devices are delivered to users within 30 days of the date you receive them and the Mi-Fi (which ever comes latest).

We ask that this is done quickly because the contract for the Mi-Fi is activated on the day it is despatched from Vodafone. Any Vodafone sim cards that show no data usage 3 months from the date of activation will be classed as unallocated and will be deactivated.  

Your despatch note will suggest that you need to pair certain Mi-Fi devices with certain sims – this is not the case. You can use any of your sims in any Mi-Fi devices.

You must record the serial numbers of the Chromebook or iPad and the sim mobile number given to each user. You should then use the Project Portal to update the relevant user records with this information

Each device will be shipped with 2 copies of the User Agreement - one for the user to keep and one to be signed and retained by your organisation. The User Agreement includes a Privacy Statement. This includes all the information we collect and the process for how individuals can manage how we use their data in Connecting Scotland. These Agreements must be given to each device recipient, and they accept the device based on the Terms and Conditions contained within this agreement. You should ask users to sign the User Agreement for your own records, but you do not need to return this to Connecting Scotland.

Alternative language and easy read versions of the user agreements are available on the documents and downloads section of the website.

Device ownership

As outlined in your grant agreement, the device ownership is passed to the beneficiary. These devices are not permitted for use by organisations, as a lending library or to form part of your organisations assets.

Digital Champions

If you haven’t already identified your Digital Champions, now is the time to get this in place. You can find more information about Digital Champions here.

We’ve also created a resource that you can use to help recruit Digital Champions. Feel free to use this or adapt it for your own needs.

Training for Digital Champions can also be booked online so please share this link with your teams. We’re running a range of different training sessions:

• Core Digital Champion Training – this 2.5 hour session explores the essentials of being a Digital Champion, delivering support remotely, and engaging with new learners who lack digital skills and confidence. This is best suited to anyone who has just started being a Digital Champion.

• Employability - this session will connect the employability pipeline with digital inclusion, as well as developing digital skills for both life and work.

• Digital Champions for Families, Children and Young People – this 2.5 hour session explores some of the unique aspects of supporting families, children and young people to use the internet confidently and safely.

• Chromebook and iPad Demos - these sessions will provide live demos of each device with time for Q&A from Digital Champions attending the session.

• Essential Digital Skills - these sessions build on the Core Digital Champion training, giving Digital Champions the opportunity to explore different Essential Digital Skills in more detail. the four sessions are:
  • Foundation Skills and Communication Tools
  • Handling Information and Content
  • Problem Solving and Staying Safe Online
  • Transacting - Shopping, Public Services and Banking

Sessions are delivered over Zoom and Teams, and we highlight which platform is being used when you select a date. We usually add in new dates three weeks in advance.

We keep a record of the numbers of people attending from each organisation. We would expect to see the appropriate proportion of Digital Champions from each organisation based on how many devices they have received. If you haven’t released staff/volunteers for Digital Champion training as outlined in your Organisation Agreement we will follow-up with you individually. This could impact on your ability to participate in any future rounds of Connecting Scotland.

Monitoring and evaluation

As a minimum, you must record the serial numbers of the Chromebook or iPad and the sim mobile number given to each user. You should then use the Project Portal to update the relevant user records with this information.

As part of our evaluation approach we’re also asking for assistance to record some baseline data. We’re asking organisations to help complete a Welcome Survey with every person getting a device. If they do not wish to participate they don’t have to, but everyone should be asked to participate. If you were involved in previous phases of Connecting Scotland please note that this is a different Welcome Survey, so please don’t use your old link with this cohort.

We will also ask for your help to complete a follow-up survey at 3 months. We would like to send this directly to the device recipients, so if you are able to capture an email address this would be beneficial. If we are unable to send this directly to the device recipients we will ask for assistance from you to share this survey.

We will also conduct some follow-up phone calls with device recipients as part of our evaluation approach, which is detailed in the User Agreement.

There is no formal report template we ask organisations to complete as part of Connecting Scotland but we may ask you to share case studies and participate in some evaluation interviews.

Comms

If you’d like to share your involvement in Connecting Scotland we have prepared a comms pack that you are free to use and adapt as you need to. If you’re using social media you can tag the programme using #ConnectingScotland. Images and logos are available in the documents and downloads section.

We encourage you to share your stories and pictures, where you’ve been able to obtain the appropriate consents to do so.

We want to share stories of your valued Digital Champion support to others too. Check out our 'Share your stories' guidance and templates for more information.

Further questions

We receive a high volume of queries but we always aim to respond as quickly as we can and within 2 working days. We’ll continually update this page to address any further questions that you may have. If the answer to your question isn’t here we will be happy to assist if you email help@connecting.scot