1. C5 Approval Process Approval Safety Officer How

2. C5 Activity Approval Form What activities need to have a C5 submitted? All Scouting activities for all sections: Not on your regular meeting night or not at your regular meeting place or den. Any Specialist Outdoor activity. Eg abseiling, bushwalking. Overnight sleepovers, camps. Pack council, Troop council, Unit council not held on your regular meeting night or place. Travel to and from region or branch organised activities such as region camps, Cuboree, TripleS, Qld Venture, Qld Moot.

3. C5 Activity Approval Form What information do I put on the form? Number attending. Include all youth and adult helpers Activity Site details Activity duration. Allow for travel time. Person in charge of activity. Can be a Venturer but must be countersigned by the Section Leader. Person approving the activity. Usually the GL or Leader in Charge Person to send Copy to. Usually the ARC or RC

4. C5 Activity Approval Form What other information goes with the form? Menu. Program of events for the activity. Activity has a Scoutsafe plan for Risk Management. Overnight stop locations for long distance travel. Transport: Method of travel. Ensure that all transport is currently registered and suitable for the purpose. Driver’s blue card is current when sighted. Driver’s state licence is current for the appropriate vehicle when sighted.

5. C5 Activity Approval Form Who are the people involved in the approval process? Person in Charge of Activity Person Approving Activity Person Advised of Activity Who Appointed Safety Officer This is the person who fills out the C5. This person is usually the qualified section leader, a youth member. When Youth members are in charge of an activity and submit the C5, the qualified section leader will check the menu, program, risk management and details are adequate for the activity and then countersign in section 6 of the C5. The qualified leader will have completed Skills1 level of training. This person will be the Region Leader for region organised events like Region Cub camp etc. This is the person who approves the C5. This person is usually the Group Leader or Leader in Charge for section activities or possibly the section Region Leader. The person will check the menu, program, risk management and details are adequate for the activity and then sign in the “Approval part of section 6 of the C5. This person will be the ARC if the activity is a Region organised event. This is the person who is advised of the activity. This person is usually one of the Assistant Region Commissioners or the Region Commissioner. This person appoints a Safety officer as required. This person will be the RC if the activity is a Region organised event. Responsibility This person is appointed as the safety contact point of the activity by one the Assistant Region Commissioners or the Region Commissioner. This person has the responsibility of contacting Emergency Services in the event of accidents.

6. C5 Activity Approval Form Who gets a copy of the form? Person in Charge of Activity Person Approving Activity Person Advised of Activity Original Copy Copy of Approved Form from Person Approving Activity WhoWhat copy is kept 2 Approved form back to Person in charge Copy of Approved form to Person to be Advised of Activity (ARC) Appointed Safety Officer Copy of Approved Form From Person Approving Activity Copy of Approved form to Safety Officer 1 3 4

7. C5 Activity Approval Form What happens on start of the activity? Person in Charge of Activity Person Approving Activity Person Advised of Activity Who Appointed Safety Officer At the start of activity, usually when everyone gathers to depart, the person in charge advises the appointed safety officer with the actual number of people departing and attending the activity. This can be by SMS or a phone call to the appointed safety officer SMS to Appointed Safety Officer Eg 14Y 2A Helensvale Venturers departing Hike in Lamington NP. VSL Brian See

8. C5 Activity Approval Form What happens at the end of the activity? Person in Charge of Activity Person Approving Activity Person Advised of Activity Who Appointed Safety Officer At the end of activity, usually when everyone arrives back at the determined location, the person in charge advises the appointed safety officer with the actual number of people who have arrived back safely. This can be by SMS or a phone call to the appointed safety officer SMS to Appointed Safety Officer Eg 14Y 2A Helensvale Venturers arrived back safely from Lamington NP. VSL Brian See

9. C5 Activity Approval Form Why do I fill one in? Ensure Safety guidelines are met. Leader obligation to the youth members on the activity. Communication upline to the Group Leader. The GL likes to know what each section is doing outside of regular meeting nights and away from den activities. Communication upline to the Region Leaders. The RC and his team likes to know what the sections are doing. This part of the process is used to track down people in extreme circumstances especially when visiting other regions.

10. C5 Activity Approval Form When do I fill one in? As early as possible to meet the following: For activities within our region, to reach the approving person at least 2 weeks before the activity. For activities outside of our region, to reach the approving person at least 6 weeks before the activity. This will allow time to reach the host region. For activities outside of the state, to reach the approving person at least 2 months before the activity. This will allow time to reach the host region in that state. The C2 form is required.

11. C5 Activity Approval Form Who can approve what activities? Activities and camps within the group. Group Leader. If the Group Leader is in Training, then Leader in Charge or Assistant Region Commissioner or Region Commissioner. Group Family Camps, Mindaris and Region Events. Region Commissioner or delegated Assistant Region Commissioner. Branch Activities. Chief Commissioner

12. C5 Activity Approval Form What else do I need to know? The approving person will assess whether the planning requirements have been met and then will give approval for the activity. For legal reasons, copies need to kept until the youth members turn 21 years old. No excuse for not submitting a C5.