Is the paper-based adult helper application form (A2) still available and accepted?
Paper-based forms are still available for now but will be withdrawn from availability in January 2020. Therefore, we recommend you begin using the online version of the A2 form as soon as possible. Paper-based forms will continue to be accepted and processed until 1 February 2020. After this time, all A2 applications will need to be completed using the online forms.
In some exceptionally rare circumstances, an applicant may need to access a paper-based A2 form after this date. In such cases, permission will be required from your Region Commissioner/District Commissioner and the paper form will be supplied and processed by the Region Office Manager.
What is the process for the online A2 form?
The process for the online adult helper application form (A2), as at 14 October 2019, is detailed below:
Step 1: The adult helper fills in the online A2 form and the details are automatically entered into ScoutLink.
Step 2: The Region Office Manager (ROM), Region Commissioner (RC) or District Commissioner (DC), and Group Leader (GL) or Leader in Charge (LIC) receive an email advising an application is waiting to be endorsed in ScoutLink by the GL/LIC.
Step 3 (action required from GL/LIC): The GL/LIC must log into ScoutLink to endorse the application. Before endorsing the application, the GL/LIC may conduct reference checks using the details provided by the applicant. (Reference checks are optional.)
Step 4: (action required from RC/DC): The RC/DC receives an email advising there is an endorsed application in ScoutLink that is awaiting their approval. The RC/DC must then log into ScoutLink and approve or reject the application endorsement.
Step 5: (action required from ROM): The ROM will receive an email confirming that the endorsement has been approved, and will then need to log into ScoutLink and validate the applicant’s Working With Children Check (WWCC).
Step 6: (action required from State Office): The State Office will receive an email advising that an application is awaiting a Police Check confirmation in ScoutLink. The State Office representative will then log into ScoutLink and validate the applicant’s Police Check. The member’s application can then be approved.
Note: If the WWCC or the Police Check isn’t approved, the ROM or State Office must advise the Child Protection Team, which will determine whether the application can proceed. In many cases, the application will be allowed to continue. If applicants are resigned, an email will be sent to the RC/DC to advise them of this, and the application will not progress any further. In this case, the adult helper will not be allowed to participate in Scout activities.
Why do adult helpers need a Working With Children Check?
There have been recent legislative changes surrounding the Working With Children Check (WWCC) that are important for anyone who works or volunteers with children. According to the new legislation, all adults who volunteer on overnight camps are required to hold a WWCC.
This means that all adults attending overnight activities (including parents and guardians) who do not currently hold a WWCC will be required to obtain a WWCC and fill in an online adult helper application form (A2).
What happens if our overnight camp is within the next 24 hours?
If this is the case, contact Member Services as soon as possible on firstname.lastname@example.org.
What are my responsibilities as a Group Leader?
As a Group Leader/Leader in Charge, you simply need to:
- Monitor your emails for any new adult helper (A2) membership applications.
- Assess each application before approving or endorsing them in ScoutLink, including conducting reference checks if you wish.
- Ensure all adults attending overnight camps and activities have a current WWCC and have submitted an online A2 form. You must ensure you endorse these applications before the camp or activity commences.
- Notify your Region Office if there are any issues with an application.
Whom can I contact if I have a question about the A2 form?