New South Wales Branch Hunter & Coastal Region Region Activity / Event The Scout A ssociation of A ustralia Incorporated by Royal Charter

Application Policy

ACTIVITY COURSE APPLICATION FORM (E1) PROCEEDURE FOR HUNTER AND COASTAL REGION Policy “A” 1. All Hunter and Coastal Region controlled Activity Course E1 forms will be posted on the Region Web Site a minimum of 3 months prior to the event closing date. 2. The event closing date will be a minimum of 3 weeks prior to the activity date. 3. THE ACTIVITY CLOSING DATE is THE CLOSING DATE. 4. Only Registered Members can participate in Activity Courses 5. All Hi Risk Activities e.g. Abseiling, Rock Climbing, Caving, Water Activities Etc. run within the Region by any Group or Section MUST be approved by the Regional Commissioner Activities. This action is to make sure all Activity Leaders are Qualified and the Equipment is approved. Where Region Activities Leaders and or Region Equipment are being used for these activities ALL E1 forms for the activity MUST go through the Region Office. 6. The Activity Nominal Course Roll will be generated and sent to the Course Leader 5 days after the CLOSING DATE of the event. 7. All Region Activity Courses will require a “Course Roll” to be generated and only by approval of the Regional Commissioner Activities can a name be added to the Course Roll list after the closing date and prior to the Course Roll being printed. The Regional Commissioner Activities MUST notify the Region Office by EMAIL of the person’s details and the E1 MUST be in the Region Office before the Roll is produced. At that point the Course is CLOSED to new participants. All participants on the Course Roll will receive a letter of acceptance to attend the Course. 8. People on the Course Roll CAN NOT be substituted with another person. 9. Parents attending any Activity Course must be a Registered Adult Helper NOTE: AT THE START OF THE COURSE THE ROLL WILL BE CHECKED NO NAMES CAN BE ADDED TO THE COURSE ROLL NO PERSON CAN PARTICIPATE ON THE COURSE WITHOUT THEIR NAMES ON THE COURSE ROLL AND WILL BE TURNED AWAY IF THEY ARRIVE AT THE COURSE TO PARTICIPATE / ATTEND. This Procedure can only be altered by the Deputy Regional Commissioner Hunter and Coastal Region.

SECTIONAL ACTIVITY APPLICATION FORM (E1) PROCEDURE FOR HUNTER AND COASTAL REGION Policy “B” 1. All Hunter and Coastal Region controlled Sectional Activity E1 forms will be posted on the Region Web Site a minimum of 3 months prior to the event closing date. 2. The event closing date will be a minimum of 3 weeks prior to the activity date. 3. THE ACTIVITY CLOSING DATE is THE CLOSING DATE. 4. PLEASE NOTE: There are two sections to this Procedure. SECTION 1 Sectional Events such as Joey Fun Days, Cub Fun Days, Cub O Ree’s Gas Weekend and Sectional Helper Course Weekend. A) All registered members must fill in an E1 form B) It is not necessary for Parent Helpers to submit any forms UNLESS they are helping on an activity and then they will be required to submit an M5 form along with an E1 SECTION 2 Sectional Events such as: The Scout Corroboree. a) All Registered members must fill in an E1 Form b) All Adults attending must be either Registered Leaders or Registered Adult Helpers with a current WWCC.(or contractors, specifically approved for the event by the Regional Event coordinator, who are to be supervised at all times while at the event and who must not stay overnight). 5. The Event Roll will be generated and sent to the Regional Event Coordinator 5 days after the CLOSING DATE of the event. (This time may be altered after discussion between the Regional Office and the Regional Event Coordinator.) 6. Where the event requires an “Event Roll” to be generated only by approval of the Sectional Regional Commissioner/ Event Coordinator can a name be added to the Event Roll prior to the Event Roll being printed. The Sectional Commissioner/ Event Coordinator MUST notify the Region Office by EMAIL of the person’s details and the E1 MUST be in the Region Office before the Roll is produced. At that point the Event is CLOSED to new attendees. 7. People on the Event Roll CAN NOT be substituted with another person.

This Procedure can only be altered by the Deputy Regional Commissioner Hunter and Coastal Region