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Scouts NSW Forms

Activities

Have a question or need support from the State Adventure Team? You can get help here.

Activity Notification v2

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Activity Notification

Required fields are marked with an asterisk

We’d also love your feedback. And you can see recent improvements here.

For a full guide to the form see: https://nswscouts.atlassian.net/servicedesk/customer/portal/9/topic/1128484d-e561-463d-bbe7-4663bb9576f5/article/7438337

Purpose of the form

This form replaces the E1 Part 3 as the only form for activity notification. Your RC Activities or Formation Leader will be notified in line with the NSW Adventurous Activities Core Conduct Procedure when you submit this form.

The approver of your Activity is determined by the "What Activity can I Run?" matrix.   

This form should be completed by the Activity Leader running the activity, possibly collaborating with a Youth Member. It should be reviewed by any Guides or Qualified Members involved in running the activity.

What you will need to submit this form

  1.  The qualified leader responsible for each specific adventurous activity OR basic safety information about the Commercial Operator.

  2. E1 Parts I and II or an equivalent Operoo form for the activity (Photo of paper copy, PDF OR Operoo copy) 

  3. Risk Assessment(s) to cover each adventurous activity covered in your submission (PDF, JPG or Word.doc) 

  4. The Activity Plan for the activity, including any attachments.

Example Activity Plans, Risk Assessments & Consent forms that you can base your plan off of can be found at https://nswscouts.atlassian.net/servicedesk/customer/portal/9/topic/1128484d-e561-463d-bbe7-4663bb9576f5/article/141656066.

Its recommended to prepare your Activity Plan & Risk Assessment first and then start this form using that information. This form will not work if you upload attachments and then wait a long period of time before submitting.

Activity Leader Details

Note that the Activity Leader name is determined from the email address you put above. If you have one please use your Scouts NSW email.

If there are multiple formations involved, please select the one organising the activity
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Activity Details

Expected Start Time of the Activity. .
e.g. 02:09
Expected time that the activity will finish - you should provide contingencies and rescue call times in your Activity Plan.
e.g. 02:09

Participants

This data is collected to support risk management processes & to help us determine a rate of incidents vs participants for our insurers. We understand that you may not know exact numbers at the time of submission. Please just use your best guess of how many members you expect.

Activity Location Details

Please provide the locality where the activity is being held. For example a National Park or the closest town. You can provide more details in your Activity Plan if needed.


Included Adventurous Activities

In the section below, you'll be asked to fill in which activities are relevant to your activity. What qualification is required for each type of activity is in the "What Activity can I Run" (WACIR) matrix.

Please select all of the specific Adventurous Activities your submission covers

 

 

What level of supervision as per WACIR will be provided by the qualified person for the activity
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Activity staff that hold the required qualifications under the "What Can I Run" Matrix.
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Emergency Contacts

Please provide details on your emergency contacts. Emergency contacts should have details of your plans, know how to contact parents and stakeholders in the event of an emergency, and be contactable by phone during the planned run time of the activity.  You must include a second emergency contact when the activity is not in or adjacent to an urban area that has mobile coverage.

By providing their details you confirm that you have obtained their permission to share their contact information with Scouts NSW , and that they have agreed to be the emergency contacts for this activity.

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Don’t see your Emergency Contact in the list? They may be there by their email address - if not you can add Adult Helpers here.

Documents Checklist

Please select all that apply (e.g. if you are using a different system for staff then helpers. or paper e1s for new members)
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Risk Assessment

Drop files to attach or

Activity Plan

Activity Plan Upload

Please attach your completed activity plan using the Activity Plan template. This will be reviewed by your activity approver. They may ask you to make amendments.

Exporting the activity plan from Terrain is also acceptable, provided it covers all the headings in the Activity Plan Template.

Please also include any attachments to the Activity Plan if relevant with the Activity Plan.

Please attach your completed activity plan using the Activity Plan template.
Drop files to attach or

Declaration:

What happens after you submit the form?

Based on the activities you have selected your activity will either be sent to your RC Activities or your Formation Leader. Formation Leader approval events are approved automatically, otherwise you will be advised by email when the activity has been approved.  Alternatively, they will contact you or return your ANS submission to you for rework.

If your activity is being held in another region, the RC (Activities) for the region you nominated will also receive your form.

Your emergency contacts will also be sent a copy and can see changes on your submission.

You Leader in Charge (Group/Formation Leader or Rover Unit Leader) will always be notified of your submission (except for activities run under Regions which will instead notify your Region Activities Commissioner).

If you used your Scouts NSW Email Address for this submission you can login by returning to this page and clicking “login” on the top right hand corner. You can login using your Scouts Office 365 Account at any time to review or update your submission, if you’re a youth member and don’t have an Office 365 account you’ll be able to create an account with your email address. You will also get an email with a link to your submission. This page will also allow you to share the submission with others if required.

Any changes post submission will be sent to emergency contacts, approvers, and the RC (Activities) of the region the activity is in.

Thanks for using the new form!

We’d love your feedback. And you can see recent improvements here.