SAYCO 2018 Group Coordinator Handbook

Group Coordinator Handbook 29 September -1 October 2018

Group Coordinator’s Handbook

Introduction SAYCO is an annual overnight camp organised by the Uniting Church SA for young people who are currently in years 7-12. For over 20 years, SAYCO has been a significant discipleship event for hundreds of youth across the Uniting Church in SA, inspiring them to a deeper, transforming experience of faith. Every year SAYCO has been committed to making this an even better experience for youth and the groups who bring them. That is our vision as we work intentionally to make this year’s SAYCO an awesome event.

Additionally, SAYCO is committed to looking even deeper this year to see how SAYCO can realise that vision for the future with creativity, passion and energy - a fresh shape for coming generations.

What’s new?

This year, groups will be given two new options which Group Coordinators will choose in their preregistration: to have SAYCO cater for their whole group and to sleep indoors, rather than tents.

What is the Group Coordinator’s role?

Young people attend SAYCO as part of local church groups from locations across South Australia. Each group has a Group Coordinator (GC) who is responsible for ensuring a safe camping environment for all involved, liaising with their Church Council, connecting with parents and young people, organising the enrolment and registration process, coordinating leaders and managing the group’s camp site.

Groups will need an alternate GC who is a contact at SAYCO. SAYCO is not an open community event. Only participants/volunteers with site access passes may enter the SAYCO sites (pedestrian access only) and young people must be signed out by an authorised person (parent/guardian) if they are required to leave.

2018 Theme:

If we let them, small worries can build into something bigger– the multitude of commitments, sport, work and study, responding to an avalanche of social media notifications, navigating friendships, family, partners and potential partners.

And then there are the big things that often feel out of our control – natural disasters, war, poverty and violence.

It can be difficult to look beyond the many things that cause us stress, and to listen those who tell us not to worry. To take time to breathe.

“Do not worry,” Jesus says in his Sermon on the Mount (see Matthew 6:25-34). This sermon reminds us to look beyond our everyday troubles, what we eat and wear, and trust in God to provide all we need.

Paul urges the same in Philippians 4:6-7 (MSG): Don’t fret or worry. Instead of worrying, pray. Let petitions and praises shape your worries into prayers, letting God know your concerns. Before you know it, a sense of God’s wholeness, everything coming together for good, will come and settle you down. It’s wonderful what happens when Christ displaces worry at the centre of your life.

The message is clear: do not worry, but seek peace in God. 2

Group Coordinator’s To do list Handbook page

Get the approval of the Church Council to attend SAYCO.

as soon as possible

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Leaders should have a UC Ref ID prepared before registration.

Give them a National Police History Check - Informed Consent (NPHC) forms.

Please note: This form has changed. Please read and fill it in carefully.

These must be sent away for processing. Six weeks may be needed to complete this process in some instances.

Before registration

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Send reply email to sayco@sa.uca.org.au with: • approximate numbers anticipated • whether your group will choose the catering option • whether your group will require indoor accommodation

Monday 13 August

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Pre-registration for screening of leaders opens.

Unique group links will be sent to GC’s. Please forward to your leaders.

Monday 13 August

Fact Sheet TBA

Registration of leaders will occur after each leader’s UC Ref ID is accepted.

An email invite will be sent

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Apply for travel assistance, if needed.

Monday 27 August

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Registration opens: • leaders will have received an email inviting them to register • campers should be directed to register

Monday 27 August

Fact Sheet TBA

Self-catering: Determine what your camp will look like and complete risk assessments. Please email sayco@sa.uca.org.au if you have any site requirements.

Sunday 2 September

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All online registrations close.

Friday 21 September

Site allocations published.

Wednesday 26 Sept

SAYCO 2018 - Breathe. Breathe again.

Saturday 29 Sept Monday 1 October

• •

After SAYCO, celebrate and share stories with your church and continue to encourage young people to grow as disciples.

Feedback surveys for campers and leaders close.

Sunday 14 October

Claim all lost property before it is donated to charity.

Monday 26 November

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Sample SAYCO program Saturday 10:30am Registrations 12:15pm Small group leaders meeting 12:45pm Youth pastors prayer meeting 1:00pm-12:00am Groups beginning A-K shower in the portable showers 1:00pm Session one (start of official program) 3:00pm-4:00pm Small groups (including afternoon tea) 4:15pm Workshops – active 6:00pm Dinner 7:00pm Session two 8:30pm Supper 9:00pm Night Life feat. AFL Grand Final replay 11:00pm Lights out Note: Daylight Savings overnight – clocks forward an hour

Sunday

12:00am-12:00pm 8:00am 8:00am 9:00am 10:30am 11:30am 1:00pm 1:00pm-12:00am 2:00pm 3:30pm 4:00pm 5:00pm 6:00pm 7:00pm 8:00pm 8:00pm 11:00pm

Groups beginning L-Z shower in the portable showers Breakfast SAYCO prayer meeting (optional, all invited) Session three (includes Communion) Small groups and morning tea Workshops Lunch Groups A-K shower in the portable showers SQUAD session Afternoon tea SQUAD Messy Games Free Time Dinner Session four Night Life feat. acoustic worship Supper Lights Out

Monday 12:00am-12:00pm 8:00am 8:00am 9:00am 10:00am 12:00pm

*Program subject to change

Groups L-Z shower in the portable showers Breakfast + small groups SAYCO prayer meeting (optional, all invited) Pack up Session five Home time (end of official program – lunch optional for groups) 4

Church groups: Getting started Communicating with Church Council (or governing body) Your group must be acknowledged by the Church Council (or governing body) of the congregation or organisation that is sending the group to SAYCO for many reasons including duty of care and work health and safety laws.

In order for a group to attend, the Church Council must: 1. Minute their approval of sending a group to SAYCO, tell you what day the meeting took place and who the chair of the meeting was as this needs to be recorded in the online pre-registration 2. Provide suggestions on who to approach as leaders 3. Minute their approval of the leaders 4. Approve your risk assessment(s) (see page 17)

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ACTION Have your Church Council tell you the date that the minute was passed and the name of the meeting chairperson. You will need this for your online pre-registration (intention to attend).

New for 2018!

Decide on camping/catering Groups have two new options to consider! This year each group can decide to sleep on the oval and selfcater or add one or both of these options: • catering (provided to SAYCO by Uniting Venues) • sleeping indoors (classrooms) Catering (including crockery and cutlery) will be provided by Uniting Venues. Groups who have chosen the catering option will eat together cafeteria style in the designated area.

Catering includes: • Saturday afternoon tea and evening meal • Sunday breakfast, morning tea, lunch, afternoon tea and evening meal • Monday breakfast and morning tea Group Coordinators will choose which options on behalf of the entire group. The unique group registration link will automatically add the extra options if chosen.

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ACTION Decide whether you will use the catering or sleep in indoors.

Communicating with your Church Treasurer - only if your group will self-cater There are two things you will want to clarify with the treasurer of the congregation that is sending your group to SAYCO. First, please confirm with them how they would prefer you to manage the handling of the money for the group costs (see page 6). Second, ask them if your church is registered for GST. If your congregation IS registered for GST, you will need to charge GST in your group costs. If the congregation is NOT registered for GST, then you will not collect GST.

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ACTION Speak to the congregational treasurer about money handling and GST. 5

Event fees and group costs Event fees SAYCO event fees are what is paid at registration. They cover participation in the program for the weekend. Payment will take place at the end of registration.

Schedule of event fees payable at registration Registration type - 3 days

Fee

Youth & Leaders (self-cater, tent on oval) add SAYCO catering add indoor accommodation Siblings (between 2-12 years old staying with a parent leader) self-cater add SAYCO catering add indoor accommodation Setup Crew, Leaders (less than four hours) & Visitors - staying under 4 hours

$85.00 +$62.00 (inc GST) $0.00 (no charge) $70.00 +$62.00 (inc GST) $0.00 (no charge) $0.00 (no charge)

Group costs - only if your group will self-cater or have other costs Group costs cover the items you need to provide for your own group. These are not included in the online regsitration and will need to be collected separately. You, as the Group Coordinator, will need to decide how much to charge in a separate group cost to cover additional expenses (such as food and transport) and include GST if necessary (see page 5). Groups may choose to implement their own discounts for families, or to subsidise those in financial difficulty. Other ways to reduce costs to families could be by fundraising or asking the church or school community associated with the group to donate food items, providing them with a list of what is needed.

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ACTION Set your church’s group cost and communicate with leaders/parents.

Travel assistance Groups wishing to apply for financial assistance to subsidise travel expenses are asked to send a request to the SAYCO Office (GPO Box 2145 ADELAIDE 5001 or SAYCO@sa.uca.org.au) before 9am Monday 27 August 2018. All groups applying for travel assistance must provide contact details, in addition to specifying why the assistance is needed and how much will be spent on travel.

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ACTION Apply for travel assistance, if required.

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Campers Ages SAYCO is for young people in high school years 7-12.

Siblings

We acknowledge that there are times when families need to bring younger or older young people (referred to as ‘siblings’) to SAYCO as they have nowhere else to go on the weekend. In these situations, siblings are welcome at SAYCO. But there are conditions: • Group Coordinators must take full responsibility for siblings’ supervision, safety, and behaviour. This means providing additional supervision, particularly for very young children, so that the care of SAYCO campers is not compromised.

• Siblings can participate in the programmed SAYCO activities as long as they are supervised and allow SAYCO campers to go first where there is a queue.

• Siblings will be given a site pass, which they must wear at all times.

• Siblings must register.

• The number of siblings should be kept to an absolute minimum.

• If an older sibling is fulfilling a ‘helper’ role - then they are classed as a junior leader and need to meet the requirements of this role (see page 10).

Expectations of all SAYCO campers

In order for everyone to be safe and have fun at SAYCO, youth and leaders are expected to follow certain guidelines. Group Coordinators are asked to communicate the following points to all youth and leaders: • To create a safe community at SAYCO, young people need parental permission and a parent or leader to be with them before they can leave the site. They will also need to sign out at the Welcome Centre.

• SAYCO is a no smoking, no alcohol and no drug event.

• Team SAYCO wants everyone to enjoy themselves at the event – this means participating and ensuring that the feelings, values and property of others are respected at all times.

• Team SAYCO aims to make SAYCO a fun, safe place for all involved; please follow the directions of all Team SAYCO members (identifiable by purple lanyards).

• All SAYCO attendees are asked to remember to be ambassadors for Jesus through their words and actions.

SAYCO Resources

29.0901.10 WOODCROFT COLLEGE, MORPHETT VALE SAYCO IS AN ANNUAL CHRISTIAN CAMP FOR YOUNG PEOPLE IN HIGH SCHOOL YEARS 8-12 UTHSA SA.UCA.ORG.AU/SAYCO FACEBOOK: UNITINGYO 08 8236 4270 INSTA: @UNITINGYOUTHSA SAYCO@SA.UCA.ORG.AU #SAYCO18

REGISTRATIONS CLOSE ON 21 SEPTEMBER

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Further resources will be available including: • Leader’s Guide • Parents information

Leaders Good leaders are key to a successful discipleship-building event. It is vital that at all times appropriate leaders are selected.

Leaders are legally responsible for the young people and junior leaders in their care for the entire weekend and must be: 1. Over 18 years old 2. Have a valid UC Ref ID (see Screening and Authority process, page 11) 3. Be approved by the Church Council as leaders (pages 5, 12-15) Drivers, All leaders transporting young people will require a ‘UC Ref ID’ (see Assessing leaders below) and the additional form: sa.uca.org.au/documents/SAYCO/SAYCOForm-DriversDeclaration.pdf Professional bus drivers employed to transport leaders and young people to and/or from SAYCO do not need to complete a Driver’s Declaration form, but you will need to confirm with the company that they have a proper screening process in place. If the bus driver intends to be on-site at any time during the official program they are Youth Leaders Jr leader considered a leader.

Up to 6 2 or more 1 max 7-12 3 or more 2 max Ratio of campers and junior leaders to adult leaders 13-18 4 or more 3 max For the safety and wellbeing of all SAYCO attendees, the ‘two adult 19- 24 5 or more 3 max rule’ will apply at all times during SAYCO. According to this rule, 25-30 6 or more 3 max two adults must be present when in the company of a minor or 31-36 7 or more 3 max minors (people under the age of 18). This means that all camp groups must have at least two leaders, even if the number of 37+ lots 3 max youth attending is very small.

TIP: Please consider that the cook may not be available during the weekend to assist with supervision.

Junior leaders

Team SAYCO always encourages young people under 18 to attend SAYCO as a camper to get the most benefit from the experience.

Only in some very specific cases will a 17 year-old be considered a junior leader: • No campers in the same group are within two years age (e.g. all other campers are 13, 14, 15).

• They are being mentored for leadership in their local congregation.

• The Group Coordinator believes that the 17 year-old is mature enough for a leadership position and their parents also believe that they will be capable of handling this role.

• The individual is be able to handle responsibilities and understand their group’s boundaries, recognising that they are no longer being identified as a SAYCO camper (for example, joining in games only as appropriate for leaders).

• The junior leader must participate in the Uniting Church Screening and Authority process.

• Adult leaders must only mentor one junior leader at a time.

• The Group Coordinator or an adult leader must be able to provide adequate mentoring and supervision of the junior leader.

What does the role of junior leader involve?

The purpose of the junior leader role is to assist with the care of the youth within their group or to help the group in some other way (assisting with cooking, etc). As they are under 18, junior leaders cannot be given full responsibility and therefore must be supervised by an adult. In South Australia, a child is legally defined as a person under the age of 18 - a person under the age of 18 cannot be held legally responsible.

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Visitors The visitors process is focused on making SAYCO a safe place for youth by ensuring all in attendance are authorised to be on-site. SAYCO is not an open community event.

Definition of a ‘Visitor’ A visitor is someone whose only purpose for entering the SAYCO site is to observe for a short time (less than 4 hours) or to make a delivery.

• Visitors will stay for four hours or less.

• Visitors will only be observing the event.

• Visitors will not stay overnight.

• Visitors will be escorted by an adult leader from their group AT ALL TIMES. NOTE: Those attending the event with a particular role (e.g. helping with cooking or supervising) must register as leaders, regardless of the duration of their stay.

Visitors are people who have not participated in the Uniting Church Screening and Authority process.

They will not be recognised as a leader or volunteer and will only be able to observe the event and must be escorted at all times.

Arrival and Departure Before being allowed on-site during the SAYCO program, all visitors must sign in. Visitors will be required to identify themselves with photo ID, such as a driver’s licence, and state the group with which they are associated.

A visitor pass will be allocated to each visitor and must be worn at all times while at the event. The maximum time a visitor may spend on-site is 4 hours. The site pass must be given back to the Welcome Centre when signing out at the Welcome Centre prior to departing the SAYCO site.

Visiting Hours at SAYCO Saturday: Program commences at 1:00pm with Session one. All visitors must leave the site by the

end of the program at 10:30pm.

Sunday: Program commences at 8:00am with breakfast. All visitors must leave the site by the end

of the program at 10:30pm.

Monday: Program commences at 10:00am. All visitors must return their site pass by the end of the

program, which concludes at 1pm.

Parents During the program, parents who wish to enter the site will need to sign in as a visitor, following the process above unless already registered as a leader (see page 8).

NOTE: Parents dropping off their young people before SAYCO starts, or collecting them after SAYCO finishes, do not require a visitor’s site pass.

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Sign up process 1. Screening and Authority: to be completed before the sign up process (see page 11, GC Handbook).

2. Set up SAYCO account. This involves creating a log-in in order to do pre-registration and registration.

3. Pre-registration: This is the final part of the Screening and Authority process. All leaders and junior leaders must have an active UC Ref ID. Church Councils must approve all leaders: without this approval leaders will not be able to register to attend. Group Coordinators decide whether their group will have catering or classroom accommodation. Must be completed by 26 August.

4. Registration of leaders and campers: Leaders and legal guardians of campers will use their group’s link to enter all of their information into the online system and pay at the check-out. Camper registrations are only for children.

5. Confirmation of registrations: Group Coordinators will collect signatures from parents of campers and junior leaders. This form will be handed over during check in at SAYCO.

PreRego for all leaders Screening & Authority By signing this form you confi rm that you are and that you are the legal guardian the person who of the camper of the Terms and registered onlin registered for e. You also agre Conditions whic SAYCO 2018 e that you have address. h were included read and unde in your online rstood all registration and were emailed to your Camper:_____ ____________ ________ Parent:______ ____________ Camper:_____ ____ _______ Date ____________ :_________ ________ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ____ ____ ____________ ___ Date:____ ________ _____ Parent:______ ____________ Camper:_____ ____ ____ ____________ ___ Date:____ ________ _____ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date :_________ ________ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date :_________ ________ Parent:______ ____________ Camper:_____ ___________ ____________ Date :_________ ________ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ Camper:_____ ___________ ____________ Date :____ ________ _____ Parent:______ ____________ Camper:_____ ___________ ____________ Date:________ ________ _ Parent:______ ____________ ___________ Date:________ _ Group Name: ____________ ____________ ____________ ____ __________ Group Coordina tor’s signature: ____________ ____________ ____________ _ Date:________ ______

Promote rego for campers and leaders

Confirm Regos

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Sign up process: 1 Screening & Authority 1. Screening and Authority

The safety of young people at SAYCO is our highest priority. All leaders present at SAYCO are required by the Uniting Church Safe Church policy in compliance with government legislation and the Uniting Church insurance coverage to have a UC Ref ID. This process involves each leader filling out a National Police History Check - Informed Consent form, returning it to the Synod Screening Services unit and receiving a confirmation letter with their UC Ref ID via return post. Leaders will need to tell you their UC Ref ID. Please note: This form has changed significantly. Please read and fill it out carefully.

A UC Ref ID is the first half of the Screening and Authority process. Leaders must then be approved by the Church Council of the congregation sending the group to SAYCO. The UC Ref ID will allow your leaders to register online. These UC Ref IDs are active for a period of three years (for SAYCO 2018 this means that they must have been issued no earlier than 2 October 2015). To find a lost UC Ref ID, you must use the online form listed below: https://portal.sa.uca.org.au/Portal/pub/Forms/recoverScreeningID.aspx This process must be completed before camp commences. In some cases, it may take up to six weeks to complete the Screening and Authority process. It is strongly advised that you have standby leaders available and with active site passes. Having these people in place will relieve you from any last minute panic if a leader has to pull out or has not received their Uniting Church screening clearance in time. http://sa.uca.org.au/documents/called-to-care/police-check/National-Police-History-CheckInformed-Consent.pdf

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ACTION Leaders need to have a current UC Ref ID and be approved by Church Council.

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Sign up process: 2 SAYCO Online Account 2. Set up a SAYCO Online Account

All leaders and parents of campers and junior leaders will need to set up a SAYCO online account.

This is a log-in to be able to be screened and/or registered.

An individual group link will take you to a log-in screen. Choose the last option: to create an account.

This account will use your email address and will securely store your confidential information for access only by authorised SAYCO Event Office staff. (mobile view)

Confirmation screen

If you want to add it to your calendar, click the link.

Confirmation email

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Sign up process: 3 Pre-Registration 3. Pre-Register

All leaders and junior leaders must have an Active UC Ref ID. This is verified by the SAYCO Event Office through the process of Pre-registration.

• Registration of non-campers is not possible after 26 August without first pre-registering.

• Pre-registration is free and non-binding so it is highly recommended that as many leaders as may be needed be pre-registered before 26 August.

There is no requirement to pay at this time.

• Group Coordinators will be asked to decide on catering and accommodation for their entire group at this time.

• After the UC Ref ID is verified and the Church Council has approved the leaders, they will be able to complete the purchase of a leader ticket. (mobile view)

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Sign up process: 4 Leader Registrations 3. Registration of leaders

After the pre-registration closes, a leader should return to their account in order to register. Please note that the leader link is a DIFFERENT link to the camper registration.

https://events.sa.uca.org.au/sayco/sayco-2018 • The closing date for registrations is Friday 21 September. After this date, any new registrations will accrue a $10 admin fee to have Team SAYCO add them manually.

• If, after logging in, you cannot see the leader selection box, then your police check has not yet been cleared, please email sayco@sa.uca.org.au to verify that your police check was received.

•

Follow along the prompts similarly to the camper instructions on the next pages.

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Sign up process: 4 Camper Registrations 4. Registration of campers- Must be filled out by a parent or guardian!

Go to link: https://events.sa.uca.org.au/sayco/2018-campers Requirements: • Any device with internet access will operate with the new system.

• All campers and junior leader registrations must be completed by a parent or legal guardian. This will then be confirmed in step 4.

• All medical, dietary and other requirements will be entered in the registration.Every registration will require two emergency contacts of which one must not be attending the event.

Other notes: • Half-finished forms, unfortunately, cannot be saved.

• A confirmation email will be sent to the address provided in registration. A form version of this email is what Group Coordinators will use to confirm the registration in the next step.

• The closing date for registrations is Friday 21 September. After this date, any new registrations will accrue a $10 admin fee to have Team SAYCO add the registration manually.

ACTION Send out your group’s registration link and encourage parents to

register as soon as possible.

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Sign up process: 4 Camper Registrations All minors must be registered by a parent or legal guardian. This will be confirmed in step 4. *Choose the number of people that are being registered and click the Register to attend button.

Enter the details of Attendee 1.

On the next page, fill in all of the medical and health information. Please ensure that any health or wellness issue which may impact on a camper or leader’s experience is mentioned e.g. low mobility, dietary needs. If these items are not listed, Team SAYCO may not be aware of the need to assist them at camp.

If your camper is a part of Broadview or Lameroo Uniting Church, please tick that you accept the catering charge. This is not optional and takes the place of the payment you would make to your Church for catering.

If you accidentally tick Broadview or Lameroo, but are not part of that church, please stop registering and email sayco@ sa.uca.org.au so that we can remove the church from your record.

Use previous page and next buttons at the bottom of each page to navigate between sets of questions.

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Sign up process: 4 Camper Registrations The last page is the Registration Summary which includes your total cost and all of the answers that you gave. If you need to change those answers, please use the field Edit my details and use the previous page and next page buttons to navigate through the questions. After you have made the necessary changes, you will need to choose next page repeatedly to get back to the billing page.

PLEASE NOTE: You will need to amend the name and email in the bill payment section to your own name (or the name of the person paying the registration).

Enter your details in the credit card area. On the next page is the registration summary and billing details.

When you are ready to ‘check out’ press Confirm my place.

You will receive a tax invoice via the email address listed as the bill payer.

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Sign up process: 5 Confirm registrations 5. Confirmation of registrations

Group Coordinators will be required to bring signed copies of the Confirmation of Registration forms for both campers’ parents and leaders to check-in at SAYCO. This provides evidence that the person who signed up online is, in fact, the legal guardian of the camper or the leader registered.

A copy of this form is available for download at sa.uca.org.au/documents/SAYCO/SAYCOForm-RegoConfirmation.pdf

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ACTION Ensure that parents and leaders have filled out the registration

and are aware of the terms and conditions by having them each

sign the Confirmation of Registration form. Bring these forms

to SAYCO.

r SAYCO 2018 r registered fo of the campe derstood all an un di d ar an gu al ad e leg ve re to your e that you ha that you are th re ed ag rm ail o nfi em als co re u u Yo we line. and is form yo registered on e registration o lin By signing th wh on n ur rso yo pe are the included in and that you s which were and Condition te:_________ of the Terms _______ Da ____________ address. __ __ __ __ :__ Parent _ ________ Date:________ ____________ _________ Camper:_____ ____________ __ __ __ :__ nt Pare _ ________ Date:________ ____________ _________ Camper:_____ ____________ __ __ __ :__ nt Pare _ ________ Date:________ ____________ ___________ Camper:_____ ____________ __ __ :__ nt re Pa _ ________ Date:________ ____________ ___________ Camper:_____ ____________ __ __ :__ nt re Pa _ ________ Date:________ ____________ ___________ Camper:_____ ____________ __ __ :__ nt re Pa :_________ ________ _____ Date ____________ ____________ Camper:_____ :____________ nt re Pa _____ ________ _ Date:____ ____________ ____________ __ __ __ Camper:_____ __ __ Parent:______ _____ ________ _ Date:____ ____________ ____________ __ __ __ Camper:_____ __ __ Parent:______ _______ ________ ___ Date:__ ____________ ____________ __ __ Camper:_____ __ __ __ Parent:____ _______ ________ ___ Date:__ ____________ ____________ __ __ Camper:_____ __ __ __ Parent:____ _______ ________ ___ Date:__ ____________ ____________ __ __ Camper:_____ __ __ __ Parent:____ :_________ ________ _____ Date ____________ ____________ __ Camper:_____ __ __ __ __ Parent:__ :_________ ________ _____ Date ____________ ____________ __ Camper:_____ __ __ __ __ Parent:__ :_________ ________ _____ Date ____________ ____________ __ Camper:_____ __ __ __ __ Parent:__ te:_________ ________ _______ Da ____________ ____________ Camper:_____ __ __ __ __ :__ Parent te:_________ ________ _______ Da ____________ ____________ Camper:_____ __ __ __ __ :__ Parent _ ________ Date:________ ____________ _________ Camper:_____ ____________ __ __ __ :__ nt Pare _ ________ Date:________ ____________ _________ Camper:_____ ____________ __ __ __ :__ nt Pare _ ________ Date:________ ____________ ___________ Camper:_____ ____________ __ __ :__ nt re Pa ________ ____________ Camper:_____ ____________ ____________ ____________ __ __________ __ __ __ __ _ Date:____ ____ Group Name: ____________ __ __ __ __ __ ______ ture:________ nator’s signa Group Coordi

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Safety: Safe Church Safe Church SAYCO is an event of the Uniting Church SA and is committed to the Uniting Church Safe Church practices.

Part of this commitment is to protect young people from any neglect or abuse (physical, sexual, spiritual or emotional). Team SAYCO affirms congregations and schools in their commitment to provide leaders who are able to exercise care and effectively minister to young people. Group Coordinators must ensure leaders are fully informed of their duty of care responsibilities.

The Presbytery and Synod Office Screening Services facilitates the National Police History Check through the Australian Criminal Intelligence Services. The next step of the Screening and Authority Process after receiving a UC Ref ID is for your Church Council Safe Church practices to approve the leaders. include our legal and moral responsibility After the leader has been approved, that leader then has the responsibility to ensure the safety to understand and act according to the Safe Church policy and ensure a safe of everyone whilst in environment for both young people and adults. the care of the Uniting Church. We need to Group Coordinators must ensure leaders are fully informed of their Safe anticipate and avoid Church duty of care responsibilities. Each Group Coordinator needs to foreseeable harm and nominate someone to be responsible for duty of care. This person should seek to minimise harm also converse with their congregation’s Safe Church person. should it occur.

Safe Church practices include: • Ensuring that all leaders who are involved have met the Uniting Church Screening and Authority requirements.

• Providing a leadership team that includes adults of both genders.

• Providing clear behaviour management guidelines that are understood and accepted by the entire group.

• Ensuring all young people, as well as their parents/guardians, know the name of their group and how to contact their Group Coordinator over the course of the event.

• Ensuring that the behaviour and actions of leaders are always appropriate.

• Ensuring young people are supervised appropriately throughout the event.

• Abiding by the policy that the event is smoke, drug and alcohol free.

• Setting up the group site/facilities in a safe and appropriate way.

Team SAYCO is committed to providing a safe environment for leaders and campers; however, each group is advised to undertake their own risk assessment, ensuring that all of the risks the group and property are exposed to during this time have been thoroughly analysed and addressed prior to the event. This includes travel to and from the venue.

Team SAYCO has greater control over the environment during the course of the event, and team members work hard to provide as safe a place as possible with the resources available. However, the responsibility for the safety of young people within each group ultimately rests with the Group Coordinator and leaders.

Read the full Safe Church Policies: sa.uca.org.au/safe-church/policies-and-documents

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Safety: Safe Church Code of Conduct for volunteers & leaders The Uniting Church in Australia believes that all people are made in the image of God and as such we should accept every individual regardless of race, age, creed or gender.

As a Christian community, we believe that God reaches out to us in love and acceptance and that our relationships with each other should express love and respect and not be abused.

As a community of faith, we are committed to providing a place in society where human beings can explore what it means to be made in the image of God. As an expression of this commitment, the Uniting Church in Australia recognises its responsibility to provide worshipping and pastoral communities that are free from abuse and that provide safe environments for all people to explore and express their faith in the Gospel.

UCSA Safe Church Policy (Safe Place statement written by the Assembly Gospel and Gender Committee 1993) The Church’s missional & pastoral effectiveness, reputation, and credibility can be put at serious risk where we (irrespective of motive) fail to conduct ourselves in an appropriate manner.

This Code of Conduct sets out the standards of behaviour and ethical conduct expected of volunteers and leaders as representatives of the church. This should be signed upon appointment of a role as a volunteer/leader.

General lifestyle expectations The following expectations are not an attempt to legislate holiness or be legalistic, but rather to reinforce the biblical responsibilities that accompany the privilege of volunteering and leading.

It is expected that (UCSA) volunteers and leaders minister out of a healthy relationship with God. Volunteers and leaders are encouraged to: • Actively participate in the life and ministry of the Church • Study the Scriptures and pray regularly • Give of their time and finances to the work of the Church as an expression of their gratitude to God. (UCSA) Volunteers and Leaders serve others in the context of healthy relationships by: • Loving and caring for all people and paying attention to the effect of ministry on them • Treating others with respect and exercising authority respectfully • Resolving conflict in an appropriate way • Not disclosing to anyone (including a spouse), any confidential information without the consent of the person providing the information (there is an exception where there is a legal obligation or a duty of care issue) • Being a team player and cooperating with other ministry leaders as well as watching out for each other and protecting each other’s integrity • Using words that build up and do not ridicule or embarrass people.

• Actively participate in an appropriate induction process when commencing in a new role • UCSA Screening and Authority Check completed as required.

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Safety: Safe Church Code of Conduct for volunteers & leaders - continued (UCSA) Volunteers and Leaders set an example by: • Obeying the law.

• Not taking property belonging to others, including intellectual property (copyright) and knowingly making false, misleading or deceptive statements.

• Not engaging in bullying, emotional abuse, harassment, physical abuse, sexual abuse or spiritual abuse of any person, including their own family.

• Not acting violently or intentionally provoking violence.

• Not using any prohibited substances and not volunteering while under the influence of alcohol.

• Expressing their sexuality in a healthy and God honouring way .

• Not seeking personal advantage or financial gain from this position.

• Disclosing to the church leadership if they are being or have been investigated for any criminal offences.

What do I do if I find myself in conflict with another volunteer/leader or I believe there has been a breach of the Code of Conduct?

Differences of opinion can be the making of a mature, healthy and diverse community. We encourage all volunteers/leaders to work through conflict resolution by using Biblical principles.

The Bible clearly encourages us to be concerned with each other’s spiritual wellbeing and teaches us to resolve issues in love.

The principles taught in Matthew 18:15-17 should be used to resolve any offenses or relational conflict within the church. It is the responsibility of a volunteer/leader to approach the other person promptly when they have been offended or when they have reason to believe they may have done the offending.

This approach should be carried out with an attitude of love, concern and humility and should be motivated by the sincere desire to see resolution and restoration of relationships.

In practical terms, what does this look like?

If conflict arises, take the following steps as required: 1. Step 1: Speak to the other person to try to resolve the complaint: if this is not successful move to the next step 2. Step 2: Speak to the Minister, Pastor, Ministry Team Leader, Safe Church Contact Person or the Chair of Church Council: if this is not successful move to the next step 3. Step 3: Lodge a complaint with the Presbytery/Synod In each of these steps if the issue is resolved to the satisfaction of both parties there is no need to progress to the next step. However if a resolution cannot be achieved that both parties agree to, the next step should be taken.

What if the issue is more serious than just a conflict or disagreement?

If the issue is a matter of serious misconduct or there is an allegation of abuse it is appropriate that a complaint be made and the grievance process be initiated. Breaches of the law should be reported to the Police and the Presbytery/Synod should be notified by contacting the Chair, Safe Church Committee; GPO Box 2145, Adelaide (Lvl 2, 212 Pirie Street) or by phoning 08 8236 4200 or 1300 274 151.

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Safety: Safe Church Reporting Child Abuse or Neglect

All adults have a legal and moral responsibility to report concerns and/or reasonable suspicions of child abuse and neglect. It should be noted that concerns of abuse of a spiritual nature are taken very seriously; this type of abuse is recognised as falling into the category of emotional abuse.

If an adult at any time reasonably suspects that a child or young person is being neglected or abused (physically, sexually and/or emotionally), please follow the guidelines below: • Maintain confidentiality.

• Call the Child Abuse Report Line (CARL) on 13 14 78 and discuss your concern as soon as possible.

If a young person confides in you (disclosure): • Actively listen and do not express personal opinions.

• Reassure them that they have done the right thing by talking to you.

• Let them know that you need to tell someone else.

• Do not make any promises.

• As soon as you are able, note down exactly what was said to you and at what time. Keep these notes factual and not an interpretation of what you think is happening.

If this abuse or neglect is occurring during the event, or there are concerns about the safety of a young person returning home, please contact the SAYCO Duty of Care Officer (see contact details on page 25) as soon as possible. Someone will be able to assist with further relevant resources and offer support as these concerns are reported to CARL. In this kind of circumstance, any concerns will be dealt with as a top priority and with appropriate sensitivity and confidentiality. There is no expectation to share any information about the young person or the circumstances with any other parties except the appropriate authorities.

If distressed by the situation, please seek appropriate support. Chaplains are available at all times during the event. However, it is important not to divulge information that has been shared in confidence to anyone except authorised persons.

Other concerns and complaints of inappropriate behaviours

If there are any other concerns or complaints of inappropriate sexual misconduct between adults present at this Uniting Church event, please contact SAYCO Duty of Care Officer (see contact details on page 25).

They can assist with the appropriate complaints process. If the concern is about behaviours outside of this event, please contact Pastoral Relations on (08) 8236 4200.

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Safety: Safe Church Using social media at SAYCO:

The Uniting Church SA and SAYCO invites you to share comments and stories on social media. However, please be aware that once you post something online, it can be read by others and may be available for many years to come.

We suggest that you exercise caution when posting on social media. SAYCO has the right to edit or delete any comments deemed inappropriate for its social media channels and readers.

In order to define best practice for your group, please familiarise yourself with the guidelines below and inform your group members what will be expected of them.

In any communication, please ensure that: • Members of your group ask themselves, ‘If this communication were to be made known to the wider Uniting Church, would it be considered appropriate?’ Individuals need to be sensitive to the impact of the words and images used, and avoid the offence of miscommunications.

• The Golden Rule is followed: ‘Write or say only what you would want others to publish about you in public.’

• Other SAYCO groups - and individuals not in your group - are not included (in photos, etc) except by express permission and knowledge of that group’s leaders.

• Social media comments/posts are in accordance with the Uniting Church SA’s Code of Conduct (see page 22 or download from sa.uca.org.au/human-resources/workplace-policies/code-of-conduct) • Comments about fellow campers, colleagues, volunteers, children or young adults, if published, would not cause hurt or embarrassment to others, risk claims of libel or harm the reputation of SAYCO, Uniting Church, children and young people.

• The Moderator is the only person authorised within the Uniting Church SA to make comment to the media (TV, newspaper, radio). Please keep this in mind when using social media.

• Nothing is printed, posted or published which infringes copyright, privacy or anti-discrimination legislation or regulations.

Please read the policy in full available here: sa.uca.org.au/human-resources/workplace-policies/#31SocialMediaPolicy

For more information on Safe Church practices contact:

Called to Care Training and Development Officer, Linda Vinall (08) 8236 4248 calledtocare@sa.uca.org.au sa.uca.org.au/safe-church

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ACTION 1. Ensure all of your leaders have an active UC Ref ID. 2. Have all leaders approved by the Church Council of the sending congregation.

Give leaders the Leader’s Guide and ensure they fully understand their obligation to abide by the Safe Church Policy and Code of Conduct.

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Safety: WHS Risk assessments

Churches and organisations are obliged by law to provide a safe environment during SAYCO (including transport to and from the event, if it is not provided by the parents of each young person). While the law is called Work Health and Safety, it applies to volunteers as well as staff and is about providing a safe environment for everyone. Part of the risk assessment process is identifying hazards before and upon arrival at the camp. These could include hazards from your surroundings, from food/cooking, chemicals, insects or behaviours.

Having effective emergency and/or extreme weather procedures is a part of the risk assessment process.

These risk assessments are to be given to the Church Council. It may also be good to summarise these in a short note to leaders and to have on hand at your camp site.

The risk assessment forms can be found here: sa.uca.org.au/human-resources/workplace-policies/hazard-management-policy-and-procedure sa.uca.org.au/documents/SAYCO/2017-forms/Risk-Assessment-Sample-for-SAYCO.pdf

Transport

If youth are being transported to or from SAYCO by someone other than their parent, the driver will need to fill out a Driver’s Declaration form. Please also read the section on insurance on page 19.

This form can be found on the Called to Care: sa.uca.org.au/safe-church/a-safe-place/resources

Self-catering for campers

Your church or organisation is obliged to provide safe standards of catering for your group. Food preparation has many hazards which need to be risk assessed as a part of your complete risk assessment approved by your Church Council.

State government regulations apply to food handling. Please have your catering coordinator and cooks read the booklet ‘Charity and community groups and food safety’ available here: sahealth.sa.gov.au under Food industry sector information (http://bit.ly/2u0ZloD)

Fire safety in cooking

Cooking should occur at least two metres away from any tent. This decreases the risk of tents catching on fire and reduces the likelihood of overwhelming gas fume emissions. Cooking under a shade cover without walls is permissible. You will need to have easy access to a fire blanket and fire extinguisher.

Other things to note: • In previous years, accidents have been caused by hot metal urns and boiling water. Please refrain from placing vessels with hot water in high traffic areas. Label water dispensers clearly (hot/cold) to prevent the occurrence of accidents.

• If power is in use, groups are asked to ensure circuits are not overloaded as there are only 15 amps available for use. If a circuit goes down, it affects everyone. Please do not overload the circuit.

For more info on event safety: sa.uca.org.au/event-planning-guide/

For more information on WHS and risk assessments contact the:

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WHS Coordinator, Wayne Booth, (08) 8236 4214 whs@sa.uca.org.au sa.uca.org.au/whs

ACTION Complete all risk assessments, submit to the Church Council and

ensure all leaders are familiar with them.

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Safety: Privacy Privacy Act

The Uniting Church Privacy Policy was introduced in order to comply with the Privacy Amendment (Private Sector) Act 2012. The policy includes amendments effective from March 2014 and details the appropriate ways to collect, use, store and disclose information.

As an event of the Uniting Church, SAYCO is required to comply with the Uniting Church Privacy Policy. In turn, Group Coordinators need to ensure the personal information they collect upholds the Australian Privacy Principles (addressed by the Uniting Church Privacy Policy). The privacy policy of your congregation also applies. Group Coordinators not associated with a Uniting Church congregation should consult the relevant privacy contact person within the organisation supporting their group.

Please read the policy in full available here:

sa.uca.org.au/safe-church/privacy-policy

Specifically, the following are important to note for SAYCO: • Sensitive information (such as health information) can only be collected if the individual (or a legal guardian) consents or if the collection is necessary to prevent threat to the life or health of any individual.

• You must take reasonable steps to protect the information you hold from unauthorised access, modification and disclosure, misuse and loss.

• All enrolment forms will need to be stored carefully before, during and after the event. Group Coordinators must be able to access the forms easily in case of emergency, but they must not be easily accessible to unauthorised persons.

• You must take reasonable steps to destroy or permanently de-identify personal information that is no longer needed. However, the information provided may be used for other activities of the congregation or organisation associated with each group after SAYCO: a condition on the registration details this. An opt-out clause has also been added to the registration, allowing individuals to request that their information not be used for any purpose beyond the SAYCO event.

• The enrolment forms also state that the SAYCO event will be recorded through visual images for historical and promotional purposes, and that these images may be used in electronic media or print materials. If any SAYCO participants, particularly young people under the age of 18, cannot be photographed, Group Coordinators are asked to ensure that all leaders are aware of the situation.

This way the young person identified can be protected from having their photo taken. So that the individual’s image is not used in any promotional material, Group Coordinators are asked to notify the SAYCO Office via email at sayco@sa.uca.org.au.

For more information on privacy, contact the privacy officer in your congregation or: Synod Privacy Officer, Malcolm Wilson (08) 8236 4206 privacy@sa.uca.org.au sa.uca.org.au/called-to-care/privacy-policy

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ACTION

• Maintain privacy of the registration forms and any lists you make from

that information.

• Inform SAYCO office of any individual whose image is not to be used in

promotional materials.

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Safety: Insurance / Weather Insurance

There is some insurance cover in place regarding personal accident and injury and public liability.

Please note: • that personal items and items on loan (including tents, marquees, BBQ/cooking equipment) are not covered under this policy. Please have everyone check with their personal insurers in regards to these items.

• that while there is some cover for transport in church-owned vehicles, privately owned vehicles remain the responsibility of the owner who should check with their insurer for any concerns.

• that transport by ambulance, if deemed necessary, is the responsibility of the parents/caregivers.

Any specific queries or concerns should be directed to:

Insurance Services Tony Phillips or Susanne Alley (08) 8236 4222 insurance@sa.uca.org.au

Wet/windy weather

October weather can sometimes be wet. It is highly recommended that groups are prepared to camp in wet/windy conditions. The school oval drains well and should be sufficient for use in moderate wet/ windy weather.

The program is adaptable and will be moved indoors if needed.

Extreme weather

If extreme weather is forecast, Team SAYCO will make a decision about whether to cancel all or part of the SAYCO program. This decision will be communicated to Group Coordinators and alternates in a timely fashion by email, SMS or both.

If during the event the weather is deemed extreme, Team SAYCO will decide whether to cancel the remaining part of the SAYCO program or to shelter-in-place. Announcements will be made and SMS will be sent to Group Coordinators and alternates. All groups will need to immediately comply with instructions.

Emergency on site

If an emergency occurs during SAYCO, the emergency evacuation plan will be put into action. All groups will need to move to the emergency evacuation point shown on the map immediately.

Group Coordinators and alternates will be notified via SMS and announcements.

In the event of a security incident requiring a lock-down to be implemented, people will be directed to assemble in the gym. If a situation arises where the gym becomes inappropriate as an emergency assembly area, a back-up location will be communicated by Team SAYCO.

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Before SAYCO Offering Team SAYCO sees giving as an important part of being a Christian - giving regularly and generously is an act of worship, as well as a response to God’s love, generosity and sacrifice for us all. Half of the offering will go toward future SAYCO events and financial support for groups to attend SAYCO. The other half will be donated to a cause or organisation chosen by the young people at SAYCO. The young people will vote on which cause or organisation will receive half of the offering.

What all campers and leaders need to bring • • • • • • • • • • • • •

Clothing (including clothes that can get wet or stained; warm clothes for nights) Hat, sunscreen Waterproof jacket - it might rain!

Toiletries, towel Sleeping bag, mattress, pillow Water bottle Reusable cup for hot drinks (if needed) Bible (if you have one) Money for offering and Snack Central Pen, notebook Medication (if required) Ball, frisbee, etc (optional) Snacks (optional) NO NUTS or NUT PRODUCTS

TIP: make sure everything is clearly labelled so it can all go home with you!

Tent groups may like to have campers bring their own bowl, plate, spoon, knife, fork, tea towel.

Valuables such as tablets and phones are brought at the individual’s own risk (see page19).

Large amounts of cash and highly valuable items should be left at home.

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Before SAYCO - for tent groups Planning and setting up the campsite Sites will be located around the perimeter of the school’s main oval. Power will not be provided.

Church groups will be setting up a campsite for all of the campers in that group. This may include tents or caravans. This may also include setting up BBQs, marquees, trestle tables, etc.

Plan how your campsite will look and whether members of your group will arrive early to set up on Saturday morning and let the SAYCO Event Office know if you need any special requirements.

Be sure to plan how people will travel to/from the venue for SAYCO and who will transport all of the camping equipment.

Additional items to consider: • Food and equipment hire costs. Consider the ways that these might be covered. We suggest splitting these costs amongst the leaders and young people within your group, adding this to the group costs charged to each person.

• Ask your congregation if they have equipment your group can borrow (please see page 19 for Insurance information).

• Invite the congregation to donate food items or sponsor individual young people.

• Share what you’re doing with your local butcher/fruit and vegetable shop/supermarket - many groups have been provided discounts from generous businesses.

• Please see the notes on risk assessments on page 17.

• Cars will not be able to remain on the oval during the weekend. Caravan/BBQ trailers may be restricted.

• Lighting will be minimal. Sunset will be 6:18pm on Saturday and Sunday will be 7:19pm due to the time change. To assist in food preparation and to provide general lighting for the site, each group is asked to pack adequate lighting.

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ACTION 1.

Keep the site plan.

2.

Keep all enrolment forms easily accessible, yet safe.

3.

Keep all risk assessments easily accessible.

4.

Complete online Group Requirements survey.

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At SAYCO Upon your arrival

Check in at Welcome Centre from 10:30am-12:30pm on Saturday • • •

Bring any changes to your own or your alternate Group Coordinator’s details, esp. mobile numbers.

GCs will receive a Group Coordinator’s kit (site passes, wrist bands, lanyards, etc). Please check that the numbers are sufficient for your group.

GCs and alternates need to keep mobile phones switched on for the duration of SAYCO.

Distribute site passes, wrist bands, and more

All young people, leaders and team members (everyone) attending SAYCO will be provided with a wristband to wear throughout the event. This is an added safety measure so staff and volunteers can easily identify SAYCO attendees.

Group Coordinators are asked to ensure all group members are wearing site passes and wristbands by the time they attend opening celebration. Please return any unused kit items to Welcome Centre at SAYCO.

Late arrivals and early departures

All unclaimed site passes must be returned to the Welcome Centre before opening worship, even if some group members are expected to arrive late. Group Coordinators are asked to ensure that any young people arriving late to SAYCO enter via the Welcome Centre. A team member will greet them, provide the young person with a site pass, and assist with finding their group.

All arrivals and departures during the course of the weekend will need to report to the Welcome Centre to sign in/sign out.

Ensure your young people and junior leaders are picked up by the appropriate person on completion of SAYCO.

Mobile Phones

The Group Coordinator and alternate are expected to have their mobile phones charged and switched on to volume that can be heard, but is not disruptive, for the entirety of the SAYCO weekend. This is important for not only SMS notifications, but also in case of emergency or concern.

Mobile phones owned by leaders or youth should be switched to silent or vibrate during SAYCO activities.

There will be a mobile recharge facility at Snack Central. All participants wishing to use the recharging facilities must have their own cord clearly labelled with their identification.

ACTION 1. Bring details of final numbers for check in.

2. Pay for last minute campers or leaders.

3. Ensure that campers’ and leaders’ registration forms are kept safely (in privacy), and are available for reference if required.

4. Return any unused kit items.

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After SAYCO Down from the mountain Thank you for the investment you have made in the lives of young South Australians - we hope it was an amazing time for you and your group. There are just a few final details to take care of: •

Share with your church about what happened at SAYCO.

•

Thank your leaders, junior leaders, and everyone who supported your group.

•

We highly value your feedback. We use it to improve SAYCO year-on-year. Please take some time to complete the Evaluation form in your online registration account or leader’s guide and return this to the SAYCO office before 15 October.

•

Before 26 November, check the lost property list for any items your group may have left behind.

Details of lost property will be posted online after the event. Any unclaimed items will be donated to charity or discarded.

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ACTION 1. Tell the story of SAYCO 2. Thank those involved 3. Answer feedback either on paper or online 4. Check for any lost property by Monday 26 November 2018

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Phone numbers during SAYCO: Event Staff Simon, SAYCO Coordinator

Mark, Program Coordinator

0431 400 700

Laura Carson, Program Coordinator

0422 586 396

Ambulance / Police / Fire

000 or 112 on a mobile

0412 031 191

In an emergency, please ring 000 FIRST then Simon and/or Mark Our Vision A radical generation of lifelong Christians fired up to join God’s work in the world.

Our Mission Statement To provide a camp of excellence, uniting local youth ministries to radically transform their communities.

Our Core Values • Encouragement • Healthy Relationships • Servant Leadership • Prayer and the Scriptures Our Aims • To provide a temporary community of faith • To celebrate and grow disciples and leaders • To provide an age appropriate activity-based program • Provide opportunity to ask questions and explore faith SAYCO is a smoke, drug and alcohol free event.

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