Forms

This is a list of all forms used by Girls Guides South Australia. Forms are in Word and PDF format. To download the latest version of Adobe Reader visit the Adobe website. It is recommended that Mac users also download this software.



 00) Compliance, DCSI and Police Checks 


 10) Marketing    

   01) Administration

 11) Outdoors
 

 02) Finance



 12) Adventure Activities
   03) Guide Shop

 13) Camping
   04) Insurance and Property

 14) Water Activities
   05) Membership

 15) Program
   06) Archives

 16) Support Group


 07) Awards   

 17) Learning and Development     

   08) Events

 18) Trefoil Guild
   09) International       

 19) Risk Management 



 

 

 PLEASE ENSURE YOU LEAVE TIME FOR
   APPLICATIONS TO BE PROCESSED
   
GGSA Compliance Requirements
Dec 2016
Summarizes the legislated and Guiding requirements for adults working with girls:

Financial membership
Code of Conduct
National Police Check
DCSI Child-related employment screening
Child-safe environments training
First Aid minimum requirements



 Instructions for completing a National Police Clearance
      

Link to SA Police Website Link to the form required.

SAPOL National Police Certificate applications are done in hard copy and sent in to Guide House, accompanied by copy of Certified ID




CHILD SAFE ENVIRONMENT TRAINING
Link to Play by the Rules Website
Completing this online course satisfies GGSA Child Safety Training requirement at present. Alternatively, you may provide evidence you  have completed a Child Safe Environments Reporting Abuse and Neglect course (current for 3 years).
 
Link to DCSI screening site
general information

Guide staff, members and volunteers use the Child-related employment screening type.

All Unit Leaders and Adult Members and Staff, are required to have a current DCSI CRES (and any parents wishing to attend overnight camps).


DCSI 'application using hardcopy form' process no longer applies as of 1 Dec 2016, and the online process is started by Guide House staff.  
To request a new or to renew a DCSI screening report, please email/send your full name, date of birth, email address and position in Guiding (eg unit leader, district manager) with member ID number if you have one to
recruitment@girlguidessa.org.au (subject: DCSI screening request).

When the request is submitted to DCSI an email is then sent by DCSI to the applicant providing you with Login details and password so you can complete the application online.

Once the Clearance is final, a copy is emailed directly to Guide House and also to the applicant.


           
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  Guide Lines - use online version http://www.guidelinesforgirlguides.org.au/
FAQs  - here  



 ADM.22 Unit Registration    Use to register a new Unit. 
   

 ADM.23 Closure/Recess of unit or DST           

Use to inform the Support Centre of the Closure or Recess of Unit or District.


 ADM.33 Youth Member Exit Form

Use to inform Guide House when a Youth Member leaves the organisation.

          

 ADM.37 Transfer Form

Use for intrastate and interstate member transfers.
                           

 ADM.39 Adult Member Exit Form

Use when an Adult member leaves the organisation.
                                

 ADM.53a Medication to Youth Members Medication Record

Use to record health care and medication administered to a Youth Member.
 

 ADM.53b Medication to Youth Members First Aid Treatment Record         

Use to record first aid treatment administered to a Youth Member     



 Amalgamation of Unit/District/Region/Trefoil Guild

Use this form to advise of changes.  Complete and send to Guide House   

 

 Change of Unit/District/Region/Trefoil Guild Details

Use to advise of changes. Complete and send to Guide House.

 Guide Lines  

Policy, Organisation and Rules of Girl Guides Australia. Now up-to-date and only online. Lots of documents will provide reference to Guide Lines.   


 Constitution of Girl Guides SA Inc
Updated May 2015.    

 By Laws of Girl Guides SA Inc

Updated July 2016


 

 Guide House Task Request for Assistance 2016

Use for any tasks that you would like Guide House to do for you.  Especially for use by departments and their teams.        

           

 Hiring of Flags from Guide House

Use this form if you would like to borrow flags for a special ceremony or event

 

 Leader - Leave of Absence Application

Use this form to apply for Leave of Absence.

 Unit/District/Region/Trefoil Guild Start Up Form

Use this form to advise of a new unit.  Complete and send to Guide House.

           
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 Change to Bank Account Details

Use this form to advise Guide House of changes to bank accounts.


See Account Keeping page under MyGGSA for the Money Matters and Unit Invoice forms and the letter about Audit requirements for 2017. A statutory declaration form for 2016 is also linked on that page.





   GGSA Expenses Reimbursement Form
and
   GGSA Request for Cash Advance Form

For use by managers and departments.
Requirements for claims for expenses and cash advances for guiding activities and events.

1.       All cash advances must be received 10 full working days ahead of the activity/event to ensure they are processed on the due date;

2.       All Claims for Expenses must be completed on the form

3.       All Requests for Cash Advances must be completed on the form

 

A significant change to past practice is that Cash Advances, and Claims for Expenses MUST be approved and signed by the State Executive Officer, otherwise staff are not authorised to pay.

 

You may send emails of these forms to the State Manager, however they must have the signature of the responsible person, and include copies of legible receipts, where required.  If they do not, they will not be approved for processing by staff.

 

You must also ensure that originals are received by GGSA within 7 working days of the email.

 ( March 2016)


           
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Guide Shop

  Guide Shop Price List 2016 (print version)

  Guide Shop Price List 2016 (spreadsheet)



 Badge Placement Chart

Use to ensure smart uniform. Please provide all Guides with a copy of this chart.


  AGP Award Guide House Form 2015

Use for Region BP Coordinators to advise when a Guide has completed an Endeavour badge or an Award or a Focus.  All of these badges can only be bought with presentation of this form.



  Guide Shop Order Form (print version)

  Guide Shop Order Form (spreadsheet)

Use to order goods from Guide Shop by post or email to retail@girlguidessa.org.au

  Handbook FAQ's  

The Girl Guide Handbook.


The Guide Shop is open Monday and Tuesday 9am to 3pm and the first Saturday of each month from 10am to 1pm.

Orders are welcome via email or phone. Please note these will be dispatched only on Monday and Tuesdays.






 


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 ADM.24A NOTIFICATION OF ACCIDENT FORM
Use to notify Girl Guides South Australia of an accident.

 ADM.24B NOTIFICATION OF INCIDENT FORM
Use to notify Girl Guides South Australia of occurrences involving bodily injuries or damage to third parties’ property. 

  Certificate of Currency and Public Liability Insurance 2016-2017
Use when making a booking at shopping centres to sell biscuits.   

  Certificate of Currency Travel 2016-17

  Corporate Travel Product Disclosure Statement and Accident & Health Insurance Policy (QBE QM184-0612 )




 ADM 52 Facility Hire Agreement for Individuals

  GGSA Facility Hiring form B

 Important reading for hiring out your Hall

Use these documents when hiring out the Guide Hall.


Save Hall Safety Checklist 2017 (PDF)
Hall Safety Checklist 2017 (editable)

Use for annual safety check. Form is due at Guide House by 28th February.  








 






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  GGSA 2017 Youth membership application  
Use for registering a new Guide. 15.2.17
Please note that the new youth member fee includes a voucher for the full cost of an age appropriate handbook (which parents will be recommended to discuss with leaders before purchasing) and a cloth badge to welcome them to Guiding.


  GGSA 2017 Adult Application Form for New Adult Non-Leader Member 
Use for registering a new Adult Member (Non leader - includes Olave Progam member).
15.2.17

  GGSA 2017 Leader Application Form for New Leader Unit helper
Use for registering a new Leader/Manager.  
15.2.17


  Volunteer Registration Form
Use for registering a new volunteer.


 Girl Guides Australia Code of Conduct
Code of Conduct for Adult Volunteers.


  Junior Leader Registration Form
Use to register a new Junior Leader.


 GGSA Confirm health and contact details for continuing girl member
Use to give to parents/guardians at the beginning of each year so that health details can be updated.  Or get them to log onto the database and update them.


  GGSA Transferring Membership Form for Continuing Girl Member
Use when a Guide is transferring from one Unit to another.


  GGSA Unit membership Form
Use if you like to keep a detailed record of what badges each Guide has earned.


 GGA 2014 ADM.26 Appointment Form
Use to advise of a change or new position appointment.


  Life Member Information
This is information about nominating someone for Life Membership of Girl Guides SA





       
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  AW.7 Application for Asia Pacific Achievement Award 

Use to nominate a Leader for an Asia Pacific Achievement Award. 


 AW.6 ASIA PACIFIC ADULT LEADERS ACHIEVEMENT AWARDS FOR DISTRICT LEADERS
Use to nominate a District Manager for an Asia Pacific Award.


 AW.5 ASIA PACIFIC ADULT LEADERS ACHIEVEMENT AWARD FOR UNIT LEADERS
Use to nominate a Unit Leader for an Asia Pacific Award.


 AW.1 AWARDS GUIDELINES FOR USE BY STATES
Information about Awards for Girl Guides Australia.

   GGSA Award application
Use to submit with supporting letters to Guide House marked 'Confidential'.


 GGSA Boronia Award
Use for service within a Region or section of Guiding.  This is an award issued by the Region.


 GGSA Long Service
Use  when applying for a Long Service badge for an Adult Member.


 GGSA Thanks Badge
Use for thanking someone for service to Guiding.
           
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 GGSA State Event Proposal (Nov 2015)
The form used for information on planning and running an event.

   GGSA Generic Unit Application Form
Use to register a Guide Unit for an event, or register them all online  






 



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 INT.14 Application for Group to Camp or Holiday 
Use to apply for Group to Camp or Holiday overseas (leave plenty of time). 

Please note that GGSA Permission to Camp form must also be completed.


 INT.15 Application FOR WAGGGS Introduction Card 
Use to apply and order forms for WAGGGS Introduction Card and Australian Flash Badges. 





Travel Insurance cover for Guide members:
  Certificate of Currency Travel 2016-17

  Corporate Travel Product Disclosure Statement and Accident & Health Insurance Policy (QBE QM184-0612 )






    Friends of the World Centres Application
Use for information about joining this group.

  Friends of the Asia Pacific Brochure
Use for information about this group.

  Friends of Sangam
Use for information about this group.

  OBPS Young Supporter Nomination Form 2017 (.docx) Apply to be awarded  a Youth Supporter membership and promote Olave Baden-Powell Society - closes 30 Mar 2017



  International Risk Assessment
Use for risk assessment for international events. 

 International Risk Register 2014
Use for the International Risk Register for all things international.

Save
 INT.16 Overseas Transfer Form 
For use by any member planning to live overseas for twelve months or more. They are eligible for an overseas transfer. For periods of less than twelve months a member should apply for a WAGGGS Introduction Card.












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 PR Loan Request form 2013 updated
Use to book PR material from Guide House.  
World Flag and Australian flags are available.

 Hiring Flags from Guide House - Booking form
Use to book flags from Guide House.  

 Volunteer Information Brochure
Use for new Volunteers.

 Hiring information for Gabi Guide  
Use before hiring the Gabi costume
  BISCUITS
  Biscuit Ordering Form will appear here when available.
 

 Biscuit Information Pack will appear here.
Information for Leaders, Districts and Support Groups.

For more Biscuit resources, see www.girlguidebiscuits.com.au
Note: SA is not stocking the Bush Buddies snack pack variety.
           
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 ADM.27 Activity Consent Form For Youth Members 
Use to give consent for a youth member to participate in an specified activity. 


 OUT.01 Camp Notification Application 
To be completed by a Leader planning to camp. 

 OUT.02 Adventure Activity Permission 
Used by the Leader in Charge (LiC) requesting permission to hold an adventure activity.This form must be completed in conjunction with the Activity Consent form ADM.27 or ADM.28 for all adventure activities including water activities. See GuideLines for defined Adventure Activities.


  ADM.51 Planning an Adventure Activity
For use as a procedure and checklist when planning an adventure activity with your Guides.



 ADM.28 Adult Information Form for Activities 
Use by adult members to participate in a specified activity. 


 OUT.03 Camp Activity Report 
Use to be completed by the qualified camp/activity LiC after a camp is held. On completion forward to relevant Region/State authority within one month of camp/activity. 


  GGSA Activity Permission
For use for local activities where there are no adventurous activities.

ADM.56b Risk Assessment Form v2 201611
A comprehensive Risk Assessment planning tool for outdoor activities, events and camps. 


 ADM 56 GGA Risk Management Policy and Procedure
Booklet for assessing risk.






Every Camp Notification/Application(OUT.01) and Adventure Activity Permission (OUT.02) must be accompanied by the Risk Assessment (ADM.56B). All forms must be signed by a District/Region Manager and submitted to the State Outdoor Activities Manager (SOAM) via email. 

Timeline for OUT.01 for a leader with the appropriate qualification is 3 weeks prior to camp, for non-qualified leaders the timeline is one month. OUT.02 must be submitted at least 4 weeks prior to undertaking the activity.

  Please note: Failure to submit completed forms to the SOAM in a timely manner may result in the camp/activity not being approved.

Any questions please ask the State Outdoor Activities Manager
outdoors@girlguidessa.org.au
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 OUT.02 Adventure Activity Permission 

This form is to be completed by the Leader in Charge (LiC) requesting permission to hold an adventure activity. This form must be completed in conjunction with the Activity Consent form ADM.27 or ADM.28 for all adventure activities including water activities. See GuideLines for defined Adventure Activities.

 




















 

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 OUT.01 Camp Notification Application

Use for completion by a Leader planning to camp. 

 

 OUT.03 Camp Activity Report

This form is to be completed by the qualified camp/activity LiC after a camp is held. On completion forward to relevant Region/State authority within one month of camp/activity.


 FAQs for DS17 Update 21 September 2016.pdf



 OUT.02 Adventure Activity Permission

Use for completion by the Leader in Charge (LiC) requesting permission to hold an adventure activity. This form must be completed in conjunction with the Activity Consent form ADM.27 or ADM.28 for all adventure activities including water activities. 
See GuideLines for defined Adventure Activities.



Sample ADM 56B Risk Assessment Plan -Training example for a camp (v2 201611)

           
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 OUT.02 Adventure Activity Permission

Use for completion by the Leader in Charge (LiC) requesting permission to hold an adventure activity. This form must be completed in conjunction with the Activity Consent form ADM.27 or ADM.28 for all adventure activities including water activities. See GuideLines for defined Adventure Activities.
















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     A Girl's Guide to Being a Junior Leader
Booklet for Guides on becoming a Junior Leader.

 A Girl's Guide to the Queen's Guide Award
Booklet for Guides undertaking the Queen's Guide Award.

 EarthKeepers 
Friday 30 Sept
7:30pm to 2 Oct 2016 4pm -
environmental education camp for 9-11 yr
old guides
Apply and pay online (or via Guide House)  before midnight 4 Sept 2016 
 EK Information for Parents
  EK Letter to Unit Leaders
Each guide also needs to supply consent form
 ADM.27
Activity Consent Form For Youth Members 
Each leader needs to supply an info form 
 ADM.28
Adult Information Form for Activities 

 

 












Kayaking Weekend (Trefoil 3 Canoeing   Qualification) - closed for 2016

Kayaking Weekend Trefoil 3 Info


 

  Kayaking consent form  

Apply and pay online (or via Guide House) and then submit this Course consent form to

program@girlguidessa.org.au

Youth Leadership Skills Weekend -

- closed for 2016
For 14-17 yr olds - learn and improve your leadership skills 10-12 June 2016
  YLSW information brochure 2016
  YLSW Application form 2016 

 

Apply and pay online (or via Guide House) and then submit this application form to

program@girlguidessa.org.au 

 
before midnight Friday 27 May 2016

Camp Amity - closed for 2016
  Camp Amity brochure 2016
  Camp Amity application form 2016
 
Please register and pay online, and forward filled out application to LIC. Closed 18 March 2016.

 







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        ATG 1 Nomination Form
Use to nominate for either State or National Trefoil Guild Advisor.

 ATG 3 State Census Form
Use for State Census.

 ATG 5 Member Registration
Use to register a new Member to Trefoil.

  ATG 7 Application for Trefoil Long Service
For use up to 25 years of service.

 ATG 9 Closure or Recess of Guild
Use to notify of closure or recess of a Trefoil Guild.

 AW8 Chief Commissioner's Appreciation Certificate
Use in conjunction with Long Service Application

 Dark Horse Application

Link to 2016 Australian Trefoil Guild Gathering brochure and all forms Website


   ATG 2 Annual Census Form 
Annual Census form to be completed by 30th April.

 ATG 4 Registration Form 
For use when registering a new Trefoil Guild.


 ATG 6 Application for Life or Honorary Membership
For use by Trefoil Guild only.


 ATG 8 Reimbursement Voucher
For use to claim a reimbursement from a Trefoil Guild.


 ATG 10 Transfer Form
 For use when transferring membership to another Guild.

 Record of Twinning
Use to advise of a member twinning with another Guild.

  SA Trefoil Guild Outreach Fund Application Form 

     
   
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 ADM 56 GGA Risk Management Policy and Procedure
Booklet for assessing risk.

 ADM 56A GGA Risk Analysis and Action Plan Operational Risks
Use for analysing critical factors in operational risk.

    ADM 56B Risk Assessment Plan for Outdoor Activities v2 201611
 A comprehensive Risk Assessment planning tool for outdoor activities, events and camps.  A requirement for all adventure activities and overnight events.

Sample ADM 56B Risk Assessment Plan -Training example for a camp (v2 201611)Save
           
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 By Laws of Girl Guides SA Inc

Updated July 2016.

 By Laws of Girl Guides SA Inc

Updated July 2016.

 By Laws of Girl Guides SA Inc

Updated July 2016.

 By Laws of Girl Guides SA Inc

Updated July 2016.


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