Forms and Tools

Welcome to the Forms section of the Scouts Victoria website.

Please refer to the drop down headings below to find the forms and information you may need.

If you have difficulty locating a form or specific information please contact marketing@scoutsvictoria.com.au and we will do what we can to assist as quickly as possible.

Info Book 2018

Info Book 2018

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

Adult Forms

Membership

The idea of these forms is that we really only need three - one for when you join, one for when you leave and one for any changes in between.

The Application for any new adult member - uniformed (including Rovers, they're adults) or non-uniformed is now available as an on-line process. In Extranet, under Membership, choose Generate Membership and just click on Rover, Leader or Adult Helper as appropriate.

The A2 is the form that you use to change your appointment or take on a secondary role.

The A3 is the form to advise everyone that you are no longer a Leader, Adult Helper, Office Bearer or Rover. This applies to those who are leaving the Movement, moving to a non-active role such as ASF or for a uniformed member becoming a non-uniformed member, e.g. a leader moving to an Office Bearer.

If you require any assistance with applying for or altering your membership please contact the Membership Support team at membershipsupport@scoutsvictoria.com.au or call 03 8543 9800.

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)

Business Cards

Award Applications

Adult Recognition Award

An online nomination form for the 2018 Adult Recognition Awards is now available. Click here to access.

If you are unable to complete this online form, a printable form is available here.

Adult Recognition Award Guidelines

For more information please view the Adult Recognition Awards page or please email ara@scoutsvictoria.com.au

Child Safe Scouting

  • Internal Child Protection form (CP1) Dec 16 - this form is to be used by any member reporting an incident or pattern of child abuse occurring in a Scouting environment or involving members of Scouting. Instructions on how to complete it is found in the form. More information on the reporting procedure can be found here.
  • External Child Protection form (CP2) Dec 16 - this form is to be used by parents or members of the wider community to report an incident or pattern of child abuse occurring in a Scouting environment or involving members of Scouting. The primary difference between the CP2 and the CP1 forms is that the CP2 form requests less information and uses less Scouting jargon than the CP1 form, to simplify the process. Both forms are treated equally if we receive them. Instructions on how to complete it is found in the form. On completion it should be email to childsafe@scoutsvictoria.com.au. More information on the reporting procedure can be found here.

Insurance Certificates and Other Information

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 xmas tree sales.

Scouts Victoria Public Liability Certificate Personal Accident Insurance 2017/18

Scouts Victoria Public Liability Certificate Christmas Tree Sales 2017/2018

Scouts Victoria Public Liability Certificate Bunnings 2017/2018

Scouts Victoria Public Liability Certificate Sausage Sizzle 2017/2018

Scouts Victoria Public Liability Certificate Scout Raffle Tickets 2017/2018

Scouts Victoria Public Liability Certificate Rope Bridge 2017/2018

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

Scout Group

 

Contact Person and Phone

 

Name of the event

 

Date and location of event

 

Summary of activities being undertaken

 

Any Interested Party that needs to be noted

 

Example: Scout Proposed Activity

Scout Group

1st Doncaster

Geelong Festival

Date and location of event

1/2/2017

Summary of activities being undertaken

Participation in parade, sausage sizzle, rope bridge and car boot sale

Any Interested Party that needs to be noted

Geelong Council

Insurance Program

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

Important Notices from Willis

Special Notes on Insurance for 2017

Training Forms

Check out the Resources and Forms page under Training

Working with Children Check

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

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.

National Police Check Renewal

The Scouts Australia National Child Protection Policy requires that all adult members have their National Police Check renewed at least once every five years.
Renewing your National Police Check is a simple, two-step process:

  1. You need to provide certified copies of 100 points of identification. A list of suitable identification is attached here. You may scan and send these certified copies of identification to policechecks@scoutsvictoria.com.au or by post, addressed to the Privacy Officer, Victorian Scout Centre, 152 Forster Road, Mount Waverly 3149. Including your Registration Number will speed up the process.
  2. Once we have the certified copies of 100 points of identification, you will be emailed a link to an on-line application form to apply for your National Police Check. This should only take a few minutes to complete.

That’s it. The 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 Greg Andrews, Corporate Projects Officer, on 8543 9892 or email policechecks@scoutsvictoria.com.au

100 Point Identity Check

At different times through your Scouting life you will have to complete a 100 point check. The purpose is to prove your identity. Generally it is required when:

  • you apply to join as an adult in a position with youth contact, e.g. a leader or adult helper
  • your National Police Check or Working With Children Card (WWCC) is due for renewal

The following guide is for the National Police History Check. The proof of ID required for a WWCC is similar, but has some variation - notably fewer documents being accepted if it is done on-line. For the list of documents, see their FAQ.

When applying for a National Police History Check, you must provide proof of your identity. All documents must be certified true copies. A certified true copy means a document that has been certified as a true copy of an original by a person listed in Schedule 2 of the Statutory Declarations Regulations 1993 (Cth).

Please note that for a new member application we require the original certified documents. For a renewal, we will accept a scan or copy of a certified document (we have already identified you, we are just updating the information). 

We use an independent body (CrimCheck) for these checks. To help you prepare and speed things up, you can download the requirements of the 100 point check.

Vehicles Trailers, Buses & Other

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 Corporate Projects 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 authorized 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 Corporate Projects
  • 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 organization 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 Corporate Projects 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

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