Record keeping and QR Codes

How should we keep records of attendance?

A record must be taken of all people who attend an indoor or outdoor Scouting activity. This includes youth members, Leaders (including visiting District leaders), helpers, carers, parents, visitors, etc.

It is suggested that Groups create a template for each of their Units that is prefilled with youth member and Leader names. A leader or Adult Helper can tick off names as people arrive instead of having to write each name down.

As a member organisation, collecting phone numbers of registered youth members is optional. In the event of a need to provide contact information, this can be provided for the whole Unit from Extranet. Contact Scouts Victoria for assistance if required.

Should we use the Service Victoria QR Code check-in app for signing in and out of Scout Halls?

QR Codes are required for community facilities used by the public.

As a membership-based organisation, signing in and out by youth members is more efficient using a checklist managed by a Leader or Helper.

QR Codes can be used by older youth members, Leaders, helpers, parents, visitors, hall hires or other unregistered attendees, etc.

QR Code check-in also allows you to access vaccination status information if the person has linked their vaccination record to the Service Victoria app.

What is a COVID check-in Marshal?

A COVID Check-in Marshal is required for indoor activities and can be a nominated Leader, Adult Helper, parent or appropriate youth member, etc who is responsible for ensuring that all attendees check-in using a QR Code or attendance record.

The COVID check-in Marshal is also responsible for confirming the vaccination status of anybody attending a Scouting activity, unless the group has confirmation of their vaccination status through Operoo record.

The COVID Check-In Marshal can undertake other activities, but their primary responsibility should be to ensure all attendees check-in and to confirm vaccination status.

For hall hires, it is the Group’s responsibility to ensure that the hirer understands the requirements and has a nominated COVID Check-in Marshal if required.

A COVID Marshal was a different role and is no longer required for managing COVID.

How do youth members use a QR Code?

There are a number of ways to allow youth members to sign into a hall:

  • Youth with mobile phones use a QR Code
  • Parents can use a QR code on behalf of their children at the hall
  • Parents can use QR Codes remotely and can be provided in hard copy to take away, emailed to parents directly or available on the Group’s website
  • Youth members can use a manual sign in sheet, it is not necessary for youth members to bring a mobile phone to Scouting for the purpose of signing in.
  • A Leader, adult helper, or parent can enter youth details into the Victorian Government QR Code system by setting up Kiosk Check-In

How do we register for a QR Code?

The recommended method is the Victorian Government QR Code Service

To register a QR Code for your Scout Hall:

Visit Victorian Government QR Code Service

The Group Leader should register the Scout Hall venue, using a scoutsvictoria.com.au email address or a Group email address. Do not use a personal email address in case you are unable to be contacted.

Use the following details for the registration:

Business Venue Name: Formation or Hall Name
ABN: Leave blank
Business Venue / Industry: Community centres and halls
Location: Address of your hall
Primary contact: @scoutsvictoria.com.au (e.g. gl.1strivendell@scoutsvictoria.com.au) or Group email address (e.g. 1strivendell@gmail.com), not a personal email

You can add multiple areas or locations, if necessary, but for most halls, one QR Code will be sufficient.

The QR Code printout should be placed at the entrances to your hall. You can print multiple copies of the QR Code to allow concurrent check-ins if necessary.

You can also set up Kiosk check-in which allows Leaders or helpers to check people in if they do not have a smartphone. Visit Setup a Kiosk check-in service for instructions of how to setup and use this service.

Can we have more than one QR Code?

If you register multiple areas, you will get a different QR Code for each area.

Can hall hirers use our QR Code?

Hall hirers can use the QR Code for the facility, or commercial hirers may wish to create their own QR Code for their activity.

Should campsites use QR Codes?

QR Codes are not required for accommodation bookings. However, a QR Code is required for visitors in communal areas who are not booked into accommodation.

QR Code check-in also provides an ability to check somebody’s vaccination status if it is linked to the Service Victoria app.

Campsites should register a QR Code as above, and then create areas within the site for dining rooms, meeting rooms, etc. The QR Codes for specific areas should be displayed at the entrance to those areas.

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