FAQs for Group Leaders/Leaders in Charge
Is the paper-based adult membership application form (A1) 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Paper-based forms are still available for now but will be withdrawn from availability in January 2020.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 A1 form as soon as possible. Paper-based forms will continue to be accepted and processed until 1 February 2020. After this time, all A1 applications will need to be completed using the online forms.
In some exceptionally rare circumstances, an applicant may need to access a paper-based A1 form after this date. In such cases, permission will be required from your Region Commissioner and the paper form will be supplied and processed by the Region Office Manager.
What is the process for the online A1 form?
The process for the online adult member application form (A1), as at 21 October 2019, is detailed below:
Step 1: The adult helper fills in the online A1 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 must conduct reference checks using the details provided by the applicant, along with an introductory interview.
Step 4: (action required from RC): 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 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 member applicant will not be allowed to participate in Scout activities.
What are my responsibilities as a Group Leader/Leader in Charge?
As a Group Leader/Leader in Charge, you simply need to:
- Monitor your emails for any new adult membership (A1) applications.
- Assess each application before approving or endorsing them in ScoutLink, including conducting reference checks and the introductory interview.
- Notify your Region Office if there are any issues with an application.
Where can I access and submit the online reference check form?
A hyperlink to the online reference check form will be displayed in each A1 email notification sent to Group Leaders/Leaders in Charge. This is a secure web page.
Please note that you will need to have the answers for both reference checks before completing the online form. It is not possible to save the answers for one reference check and then go back and complete the form when you have done the second reference check. Therefore, you’ll need to enter both reference checks at the same time.
Where does the introductory interview fit in the online A1 form process?
The introductory interview with the adult member applicant should take place after your initial review of their application, and after the mandatory reference checks have been conducted. When endorsing the application in ScoutLink, you’ll be asked to confirm that the introductory interview with the adult member applicant has taken place.
Whom can I contact if I have a question about the A1 form?