FAQ - Forms and Contracts

 

  1. The Code of Conduct
  2. Which forms are to be completed for meetings?
  3. How do the Adventure Standards determine which forms are to be completed?
  4. Which forms are to be completed for 'Category 2' adventures? These are 'Outdoor activities as part of a regular meeting with higher risk activities, or of an extended nature, up to and including short-term camping outings of two nights or fewer.'
  5. Which forms are to be completed for 'Category 3' adventures? These are 'Outdoor activities requiring specialized skills, or outings of three or more nights.'
  6. Assessments, plans and standards to be met for all adventures
  7. Which forms are needed for daytime adventures?
  8. Which forms are needed for overnight camps?
  9. Which forms are needed for international travel?
  10. When are written contracts needed?
  11. Where are all the forms?

 

 

The Code of Conduct 

The Code of Conduct is a contract we ask all volunteers, both youth and adult, to sign. The Code of Conduct is important as it serves to help us ensure all volunteers commit to our standards, policies and procedures that allow us to execute Great Safe Scouting Adventures. 

For more information see: Scouts Canada Code of Conduct Standards 

 

 

Which forms are needed for meetings?

The Non-member Individual Release and Hold Harmless Agreement is signed by parents of non-member youth under the age of majority attending meetings. 

For more information see: Non-member Individual Hold Harmless Agreement Procedure

Meeting Space Risk Assessment  of the meeting space should be conducted twice a year. Findings should be shared with the head of the Building/Facility/Institution, and plans should be made to correct hazards if any are found. It is the responsibility of the Sponsor/Partner Organization, “to ensure adequate meeting facilities are provided for the Group”.

If meetings occur outside of the primary meetings space, or if your Group alternates meeting spaces Adventure Standards may have to be taken into consideration. 

 

 

How do the Adventure Standards determine which forms are to be completed?

Categories correspond with the adventure's level of risk. Forms are to be completed for both Category 2 and Category 3 activities. See Adventure Standards for complete descriptions of categories.

 

 

Which forms are to be completed for 'Category 2' adventures? These are 'outdoor activities as part of a regular meeting with higher risk activities, or of an extended nature, up to and including short-term camping outings of two nights or fewer.' adventures?

An Adventure Application Form (AAF) is to be approved by the Group Commissioner. 

Once this is approved, a signed copy is submitted via email to your Scouting Service Centre. 
This to be accompanied by the adventure's route, timetable, destination, list of participants, description of the adventure, map and directions.

Please note: this is an appendix of forms specifically, completed forms are accompanied with adherence to other points outlined within standards that are not included in this article. Please see Adventure Standards for complete descriptions of categories.

 

 

Which forms are to be completed for 'Category 3' adventures? These are outdoor activities requiring specialized skills, or outings of three or more nights

These activities require completion and Group Commissioner approval of an Adventure Application Form (AAF) and a Parent/guardian Consent Forms are signed.

An electronic copy of the Adventure Application Forms should be provided at minimum annually to the email address: aaf-archives@scouts.ca as part of the annual report submission.

 Please note: this is an appendix of forms specifically, completed forms are accompanied with adherence to other points outlined within standards that are not included in this article. Please see Adventure Standards for complete descriptions of categories.

 

 

Assessments, plans and standards to be met for all adventures

These are in addition to the Adventure Application Form and corresponding documents determined by Category. 

  • An appropriate review has been conducted of the adventure site.
  • The Emergency Management Standards are being met.
  • A completed hazard assessment, risk management plan and emergency response plan have been completed and are appropriate for the activity planned.
  • Parents have provided updated, accurate and timely contact, emergency and medical information appropriate for their youth. This should be done within MyScouts in addition to ensuring the Group knows all information is up to date,
  • All participants have the appropriate skills, certifications and permits for the activity.
  • Youth:Scouter ratio 8:1 and Two Scouter Rule to be met at all times – including emergencies.
  • Equipment is inspected, appropriate and maintained for safe use.
  • The Transportation Standards are met, and a plan is in place to ensure they will continue to be met throughout the activity.

 

 

Which forms are needed for daytime adventures?

When planning a daytime or overnight adventure Groups refer to the Adventure Standards to determine the adventure's category (1,2, or 3), the category is determined by the adventure's risk level. 

Once risk level has been assessed the Group can complete the corresponding forms aligned with the category.

Non-member Individual Hold Harmless Agreement: Applies if non-members are in attendance for any activity regardless of location or duration with the exception of youth attending 2 trial meetings.

Third Party Waivers: When Scouts Canada youth members go to an event or activity hosted or owned by a third-party that make the request for a signed waiver seeking parental permission for the youth to participate in (e.g. indoor rock-climbing wall, downhill skiing, zip lines or high-ropes activities) we ask parents / legal guardians to sign these waivers on behalf of their children. Scouters are not permitted to sign on behalf of parents / youth who are not their own or for the Group as a whole.  

 

 

Which forms are needed for overnight camps?

The Adventure Application Form  is to be completed for all overnight excursions. 

If the overnight excursion is longer than 2 nights the Adventure Application Form will be accompanied by Parent /Guardian Consent Forms signed by all parents of youth in attendance. 

Each Group and Section (e.g. Colony, Pack, Troop, Company and Crew) must create an Emergency Response Plan for their local meeting place(s) and for each Category 2 and 3 adventure activity (as part of the Adventure Approval Process).

Emergency Response Plan - Junior Sections

Emergency Response Plan - Senior Sections 

 

 

Which forms are needed for international travel?

For all out-of-country travel, the Tour Permit section of the Adventure Application Form (AAF) must be completed.

Completed and signed Adventure Application Forms (AAF) and required attachments shall be submitted to the Group Commissioner before the adventure takes place.

 

 

 

When are written contracts needed?

Most business relationships require written contracts. They may be required for:

  • Meeting place or camp rentals
  • Program service providers
  • Fundraising suppliers
  • Transportation and equipment rental
  • Property operation, construction, and renovation

Please reference the Contracts Procedure for a complete understanding of contracts

  

 

Where are all the forms?

Helpful guides, forms and resources are available in one spot. Here - Forms and Downloads

We have over 1000 unique resources available in 6 categories: Safety, Programs, Trail Cards, Scouter Support, General & Activities. 

Forms are also available within the policy, standard or/and procedure they are connected with.

 The forms discussed in this article are hyperlinked throughout.

 

 

 

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