Forms and Tools

Info Book - October 2024

We have made some changes to the Info Book, you will now find the Events, Activities and Program sections of the Info Book on our website. If you're having trouble finding anything, don't hesitate to contact marketing@scoutsvictoria.com.au.

Please note that we do not have a printed copy of the Info Book available. 

If you have any queries regarding the Info Book please email infobook@scoutsvictoria.com.au

*Please note, this PDF is interactive. Download the file in order to make the most of the linked contents page and navigation throughout.

The Unit Council Program Planner is a resource to assist Unit Councils plan an exciting and balanced 2024 program that is adventurous, fun, challenging and inclusive.   

Here are some useful tips: -

• Download the A3 Program Planner to assist the Unit Council in transforming the Scouts activity ideas into a balanced program. 
• The 2024 Unit Council Program Planner lists major Branch, National and international events colour coded for each Section as well as cross-Section events such as the Governor General Camp, BOOST and, JOTA | JOTI.
• To the side we have suggested Useful Reminders and tips to assist the Unit Council to review> the term program for improvement with Unit Councils encouraged to include Useful Reminders and tips from the other terms. 
• These same Useful Reminders and tips will assist the Unit Council when planning the next term program cycle.
• The Program Planner will be updated throughout the year with events and activities, so Unit Councils are encouraged to download the current Program Planner at the end of each term.
• Check out a sample of 1st Windy Valley Scout Unit's term one program plan which includes some really important activities: -
  • A bike hike with the Cub Unit and a joint night with the Venturers. Great activities that promote transition to the next Section.
  • An Adventurous Journey for Peter Smith, a key supportive role of the Unit Council.
  • Preparing for and attending Staddy, along with the post-activity Review>
  • And most importantly, Unit Council meetings at fun locations such as Macca's, Bounce and their local SES rather than at the hall.

Click here to view our Child Safe Scouting page.

Supporting Youth with Special Needs

Fact Sheet: Supporting Youth with Special Needs – Carer Involvement

Complete Incident Report Here

Click the button below to confirm your membership status including your Police Clearance, Working with Children Check expiry date and expiry dates of your Child Safe Scouting and WHS for Scouting On Demand Modules.

Member Status Check

The Scouts Australia National Child Protection Policy requires that all adult members have a National Police Check. This must also be renewed at least once every five years.
Completing or renewing your National Police Check is a simple process.

You will receive an email from Member services when you need to complete a National Police check. The quickest way is to click on the link provided in the email to complete your application and upload your documents.

However you choose to provide the identity documents, you will need four of them. The full list of what documents are acceptable is here.

• one commencement of identity document
• one primary use in the community document
• two secondary use in the community documents

The combination of the identity documents collected must contain your full name, date of birth and a photograph of you.

Once you have completed the application form and submitted the documents, that’s it. Scouts Victoria will contact you and update your record as appropriate.

Please do not undergo your own National Police Check. This will not only cost you money, but it is most likely that you will not request a National Police Check that we can accept. The National Police Checks that we conduct cover more than just Child Protection issues.

If you have any questions, please first refer to the Frequently Asked Questions sheet for further information, here.

If the FAQ has not helped you, please contact the Membership Support team, on 8543 9800 or email pcrenewals@scoutsvictoria.com.au

Scouts Victoria has produced a Frequently Asked Questions (FAQ) sheet. Please review this document prior to contacting Membership Support.

• WWCC Card FAQs

For both new applications and renewals of your Working With Children Card, go to the WWCC website.

The Department of Justice also have a FAQs page that may also be of use.

• Operoo FAQs
• Operoo Administrators Guide
• Personal Information Record

Visitors & Prospective Members

• Prospective Youth Member Details (Y4)
• Online Application Youth Flowchart
• Online Youth FAQs

Activity Permissions

• Adventurous Activity Intentions Form

Application for National or International Scouting Event Funding

• Application for Event Funding

• Joey Scout Challenge Award
  • Notice of Completion form
• Grey Wolf Award
  • Notice of Completion form
  • Adventurous Journey Planner
• Australian Scout Award
  • Notice of Completion form
• Queen's Scout Award
  • Notice of Completion form
• Baden-Powell Scout Award
  • Notice of Completion form
• Other Youth Awards
  • International Ambassador Badge
  • Recommendation for Gallantry or Meritorious Conduct Award

Adult Membership Change

The A2 and A3 process has now been automated. This is used to alter an Adult/Leader Classification or role/position. A move to Fellowship is considered a change not retirement. This process is also used to retire an Adult/Leader. All State role changes and any requests for secondary appointments are completed by emailing leaderroles@scoutsvictoria.com.au.

Adult Membership Change Instructions

Extranet Access

This form is to be used by all members, other than those for whom role based access* is automatically granted, seeking access to membership data held in Extranet. The form must be completed in full, signed, and endorsed by the next level Commissioner.

*Role based access is granted to Group Leaders/Assistant Group Leaders, District Leaders and all Commissioner roles

Extranet Access Request Form (EX1)

Supporting material

• Volunteer Commencement Checklist

Supporting Youth with Special Needs

Fact Sheet: Supporting Youth with Special Needs – Carer Involvement

Check out the Resources and Forms page under Training

Individual Adult Volunteer Plans

The Scout Q-Store is located at 173-175 Ordish Road, Dandenong South.

They can help with all your resourcing needs including hiring of hiking gear, camping gear, big event gear, merchandise and advice.

They're generally available on Tuesdays 10:00am to 3:00pm and 7:00pm to 9:30pm and Saturdays 10:00am to 3:00pm or by arrangement.

If you have some spare time and are looking for something to do, consider Friends of the Q Store.

To get in touch email qm@scoutsvictoria.com.au or call 03 9768 2609

• Current Constitution for Scouts Australia Victorian Branch

Letter of incorporation

Scout Development Fund

• Fund Agreement
• Information Sheet

Reimbursement of Expenses

• Guidelines for reimbursement of Leader expenses
• Volunteer Reimbursement form (F2)

Reporting

• Verification of Financial Reports
• Extranet Document Upload Instructions

GST

• GST fact sheet here

Business Plan

• Business Plan Information
• Business Plan Template

Taxation

• Certificate on gift deductibility
• Certificate on income tax redemption

Budgeting

• Scout Group Budget Template
• Video - Supporting the families in your group financially

Eftpos Terminal Options

Groups wanting to acquire a wireless point of sale terminal to support a range of EFTPOS transactions including Xmas tree sales, cake stalls, camp attendance and even general membership fees.

An EFTPOS terminal can be used to accept payments from credit cards and smart devices both in person and over the telephone. Our finance team have looked at several providers of POS solutions and based on our corporate structure our recommendations are Zeller or Shout For Good Terminals. Both fees are low or free and they're easy to set up.

You can view the information and setup instructions for Zeller here and Shout For Good here.

Within Australia

• Application for Approval to Camp or Travel Interstate

Overseas

• Application for International Letter of Introduction

Scouts Victoria Letterhead

• Please visit the Marketing page for all updated branding including letterhead, certificates and more

Scout Group Change of Status

• Request for Registration, Re-Registration, Inactivation or Closure, Amalgamation, Re-Naming of a Scout Group, Relinquishment of Property, New Group - Start Up Funds (Form G1 Mar 2021)

Group Roles

Below are links to the guidelines and expectations for people taking up roles on a Group Committee 

• Chairman
• Secretary
• Treasurer
• Supporter

Confirmation of Public Liability Insurance

Public Liability Certificate of Currency

Scouts Victoria maintains a Public Liability Insurance Policy which is renewed on November 30 each year. We are unable to issue Public Liability Certificates of Currency for the 12 months from December 1 until the Policy is renewed. Please continue to send requests to confirmationofinsurance@scoutsvictoria.com.au.

To assist Scouts members in providing third parties with confirmation of Scout public liability insurance arrangements where required our broker has provided the following certificates that represent common and well defined Scout Approved Activities involving sausage sizzles, raffle sales and Christmas tree sales.

Certificate of Currency for (Bunnings BBQ's, Fundraising activities etc) 2024/25

Certificate of Currency for Public & Products Liability 2024/25

Certificate of Currency for Personal Accident 2024/25

Certificate of Currency for Volunteer Care 2024/25

Certificate of Currency for Professional Indemnity 2024/25

If confirmation of public liability insurance is required for a Scout activity that is outside of these listed activities, please apply for a Certificate of Placement through our broker by emailing the following details to confirmationofinsurance@scoutsvictoria.com.au

 Scout Proposed Activity

Example: Scout Proposed Activity

Insurance Program

The following documents provide a brief summary of key insurance matters and general governance documents required by Scouts Victoria’s broker, Aon Australia.

Important Notices from Aon

Special Notes on Insurance

Scouts Victoria's Insurance Summary

Trailer Theft Prevention information

Asset Register

It is important for all Groups to keep an asset register for insurance purposes. For Group who don't have one, below is an Excel spreadsheet template. You can also use a website such as AssetTiger.

Asset Register Template

• Application for Approval of Building Works (Form P2)
• Local Infrastructure Application Procedure
• Real Property Policy
• Delegations Policy
• Delegations Policy Summary
• Facilities Strategy

Hire Agreement

• Scouts Hall Hire Agreement(Casual Hire) (Form P6)
  *For ongoing hire please contact property@scoutsvictoria.com.au for the P5 Ongoing Hire Form.

ESM

• Email Disclaimer
• Major Events Operating Requirements 

Trailers

By definition for registration and insurance, a trailer is a vehicle. For any Scout Group or formation to operate a trailer, it must be recorded and registered correctly, as follows.

Scouts Victoria has an Electronic Fleet Registration System (EFRS) with VicRoads for all of our vehicles. EFRS is really a re-registration system; the trailer has to be registered before being entered.

Using EFRS frees you up from the hassle of renewing the trailer each year - the State Office does it all for you. We also apply on your behalf for the Fee Waiver offered by VicRoads to charitable institutions.

All that is required from you is to enter the details of the trailer in Extranet and keep them up-to-date, and to advise us each year that you still have the trailer and wish to have it re-registered.

New Trailers

You will need to take the trailer to a VicRoads office for inspection and registration. Before doing this, contact Corporate Projects and request a Letter of Authorisation. Without this, VicRoads will not register the trailer as a Scout trailer.

Simply email Trailers with the Group/formation name and the name of the person who will be doing the registration. We will email you back a PDF that contains all the information VicRoads requires.

Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Trailers field is down the bottom of the Group’s home page.

Existing Trailers

Complete the annual Insurance Questionnaire to advise us:

• If you still have the trailer
• If you want it re-registered
• What the replacement value is

The State Office will take care of the rest for you.

Please also update Extranet with any changes to the trailer – this is where we get all our information from.

Buses

We have a bus, or are thinking of getting one

There is more to operating a bus than you’d think. Here is what you need to know on registration and your annual requirements.

A ‘bus’ is a motor vehicle that has been built with seating positions for 10 or more adults (including the driver) and complies with the requirements specified in the Australian Design Rules for a passenger omnibus (refer to the Act for full definition).

The bus will need to be registered and have a current (within 12 months) roadworthy certificate.

Registration

1. As with all vehicles, the bus must be registered to Scouts Victoria, using our Client ID and address of the State Office. Just email us to obtain the Letter of Authority to correctly set up the registration and the Certificate of Registration to Operate a Bus Service. Please include the name of the person who will be doing the registration
2. As long as the bus is used solely for Scouting purposes, this will also apply for the Registration Fee waiver offered by VicRoads to charitable institutions
3. Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Vehicles field is down the bottom of the Group’s home page
4. Advise the membership team and we will put into our fleet system with VicRoads, meaning you don’t have to worry about re-registering it every year. You WILL have to have the Bus Safety Inspection done each year, however

Annual Bus Safety Inspection

• Every bus must have an annual safety inspection
• Any licensed vehicle tester authorised by VicRoads may do the inspection
• For information on what is inspected, see Transport Safety Victoria's Bus Safety page
• Scouts Victoria, as the owner, must hold a copy of the current Roadworthy Certificate. When you have it done, please email a copy in to the membership services team.
• If your bus has not had a safety inspection in the last 12 months and/or you do not have the Roadworthy Certificate, you may not operate the bus.
• If you require a copy of our Certificate to Operate a Bus Service, just email.

We are hiring a bus

You may be asked for a Certificate of Registration to Operate a Bus Service. It will depend on what organisation you hire the bus from.

If you are asked for one:

1. Complete the Request to Issue Bus Operators Certificate of Registration, Form V1
2. Email the completed form and copies of the drivers’ licenses. Please include any specific names, departments, addresses or emails that the Certificate is to be sent to (this will speed up the process).
3. We then send the bus operator the Certificate. Note that this will only apply for the date(s) specified 

Other Vehicles

Cars, tractors, caravans - anything that isn't a trailer or a bus

All of these vehicles have to be registered and be insured with Scouts Victoria.

Registration

1. As vehicles must be registered to Scouts Victoria, using our Client ID and address at Forster Road. Just email us to obtain the Letter of Authority to correctly set up the registration. We need to know your Group/formation and the name of the person who will be doing the registration
2. As long as the vehicle is used solely for Scouting purposes, this will also get you the Registration Fee waived
3. Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Vehicles field is down the bottom of the Group’s home page. This is what starts the insurance for the bus, as well as let’s Scouts Victoria know that it exists.
4. Advise membership services and we will put into our fleet system with VicRoads, meaning you don’t have to worry about re-registering it every year

Insurance

Complete the annual Insurance Questionnaire to advise us:

• If you still have the vehicle
• If you want it re-registered
• What the replacement value is

The State Office will take care of the rest for you.

Please also update Extranet with any changes to the vehicle, in the Group Assets - Vehicles section – this is where we get all our information from.

If you have a vehicle and haven't included it in the last annual Insurance Questionnaire, please send the details to insurance@scoutsvictoria.com.au