C4, C5 and F31 Forms

by | May 28, 2019 | Capricorn District, Hibiscus Coast District, Port Curtis District, Region

C4 – Parent Consent – Camp / Outdoor Activity

The C4 (Parent Consent Form) is required any time a section activity (excluding Rover Section) is going to be held away from the den. Examples of this are (but not limited to) camps, visits to a location (e.g. fire station), walk around the block. The form is to inform the parent of the activity, what is required for the activity and allow them to give permission to undertake the activity (including any adventurous activities).
The “Leaders Copy” part of the form is held by the leader in charge of the activity and should be accessible throughout the duration of the activity.

C5 – Event Advice and Approval

The C5 (Event Advice and Approval) is required for all camps, all adventurous activities and any activity that is not a “normal” meeting night. A proposed program for the Event should be submitted and an Event risk assessment (F31) submitted for approval with the Form C5. The approving Leader assesses whether the proposed Event is suitable for the Youth Members involved and that the Event conforms to prescribed safety and supervision standards. Note that separate risk assessments should be submitted for each outdoor adventurous activity by the Leader in Charge of the Event to the Approving Leader.

Examples of C5s

Section camp with Combined Groups

Section camp that is the combination of sections from different groups and one group is organising the camp. In this case the section leader organising the camp would be the leader in charge and would organise the C5 & F31 and the Group Leader would be the authorising person. The estimate of numbers of leaders, adult members and youth members from the other group(s) would be included on this C5 and no other C5s would be needed. A copy of the program and menu would also be submitted with the C5/F31.

Youth Hike / Patrol Camp

The youth member leading the hike or the PL undertaking the patrol camp would complete the C5 and would complete the “Person in Charge” section of the form. The Section Leader would also complete their area of the “Person in Charge” section. The youth member would submit the C5, F31, menu and program to the Group Leader for approval.

District Leadership Course

For District leadership courses (any section), the District Leader would organise the C5 & F31 and would include the estimate of numbers of all youth, leaders and adult helpers that would be attending (including people from outside the district). The District Commissioner would be the authorising person. A copy of the program and menu would also be submitted with the C5/F31. The leaders, adult members and youth members attending would be included on this C5. Leaders/youth coming from another District/Region may complete a C5/F31 for the travel component of attending the event.

Region Camp

For a Region Camp, the Region Leader would organise the C5 & F31 and would include the estimate of numbers of all youth/leaders/adult members attending (including any from other regions). The Region Commissioner would be the authorising person. A copy of the program and menu would also be submitted with the C5/F31. In this instance the F31 would likely include the risks of members travelling from the various Districts to the camp.

Rover Moot

A “Rover Moot” being organised by one of the Rover Crews in the Region would be classified as a “Region” event and would be similar to the Region Camp except the Crew Leader would complete the C5 & F31. The Region Rover Advisor would be the authorising person (or the Region Commissioner if a Region RA is not present). A copy of the program and menu would be submitted with the C5/F31.

Completing the Form

Fill out the fields on the form as follows:

  • Group: The name of your group (or “N/A” if a District/Region event)
  • District: The name of the district you are part of (i.e. Hibiscus Coast/Capricorn/Port Curtis)
  • Region: Central Coast Region
  • Joey/Cub/Scout/Venturer/Rover/Leader/Other: When first completing the C5, this is the “best guess” estimate of the numbers expected at the activity/event. This is to give the approving leader an idea of the size of the activity/event. You can then update the approving leader with the numbers when the event gets closer.
  • Description of Event: This is a brief title/description of the event (e.g. Troop Camp, District Scout Camp, CQRC Moot)
  • Event Site: Name and Location of the event are the critical points. the “Map Name” and “Grid Reference” is more for hikes or when the event is not held at a well known location. “Scout District” is if the activity/event was being held in a different District to your home District (e.g. might be a Venturer hike in a different area).
  • Event Duration: Start and end date/time for the activity/event
  • Nearest Medical Help: Contact details for the Doctor/Hospital that will be nearest the activity/event
  • Adventurous Activities and person responsible: For all the adventurous activities that will occur at the activity/event must have a qualified Adult/Youth listed. The approving leader will be required to confirm they have the correct qualifications. The person listed should also have been contacted prior to being listed on the activity.
  • Child Safe Scouting Officer: The contact details of the Child Safe Scouting Officer should one be required (refer to QBSI 10.1 for further information about the requirements of when an officer is required).

Approval

Approving Leader should receive the C5 at least two weeks in advance of the Event.
The Approving Leader will be as follows:

  • Sectional Events/Camps within the Group – Group Leader
  • Group Family Camps – District Commissioner
  • District Camps and Activities – District Commissioner
  • Region Camps and Activities – Region Commissioner.

Distribution

Copies of the authorised Form C5 should be distributed by the Approving Leader as follows:-

  • The Person in Charge of the Event.
  • The District or Region Commissioner for noting
  • The District or Region in which the Event is proposed to be held

F31 – Risk Assessment

A Risk Assessment is required to be submitted with ALL C5 forms.
It is recommended to use the Branch Risk Assessment template – F31 Form. The activity leader/youth would complete the F31 with the assistance of others organising the activity/event.

Things to keep in mind when completing the front page of the F31:

  • Ensure you have a safety officer listed (shouldn’t be the activity leader)
  • The number of youth and number of leaders/adults should align with the number on the C5
  • Review the various questions and if “Yes” or “No”, put a comment in the further information area
  • Under the Governing Bodies/Associations / Legislation, if you tick “Yes”, list what the guidelines are
  • Under Scout specific policies and rules, list the QBSI or P&R rules that will apply to the activity/event (shows you have thought about the activity/event

When completing the risk assessment section, consider the following:

  • List the various parts/tasks of the activity (including setup and pack-up).
  • list what the various risks are for the various parts/tasks listed previously.
  • have a look at the risk analysis matrix and consider the consequences and likelihood of the risk listed. Try not to judge the risk on the absolute worst consequence or likelihood that may occur. Keep it realistic and think about other examples of the risk and what has happened in the past.
  • When listing the mitigation strategies, only list what is needed to reduce the risk and be aware of what can actually be undertaken. Don’t list things that are not required
  • have a look at the risk analysis matrix again and reconsider the consequences and likelihood after implementing the mitigation strategy
  • be aware the authorising leader may reject the risk assessment if the risk level started as H20 and remains at H20 after the mitigation strategies. There are activities (e.g. abseiling) that may start in the “E” zone and reduce down into the “H” or “M” zones and this is fine. the risk has been reduced to as low as reasonably practical

Location of Forms

The latest versions of the forms are located in the “Forms” section of the “Members Area” of Scouts QLD Website (login Required).