Membership application process overview

Membership application process overview

Overview

Scouts Queensland now offers an online application form for prospective Members to replace the existing paper based applications. Prospective Members are now able to complete their application online with Team Leader review and endorsement required within the Scout Membership System (SMS).

Members and Supporters will use the same application form with additional fields displaying based on the type of appointment selected.

The online form replaces the following forms:

  1. A1 - Application for Appointment - Adult Leader/Member
  1. A5 - Youth Member Registration form
  1. A60 - Supporter application form
  1. A33 - Enrolment and Indemnity of Youth Helper

Should a paper-based application form be required please see the FAQs section below.


Sample application


Benefits 

The self service membership application delivers significant benefits to all stakeholders through an efficient online system which:

  1. Reduces administrative actions and data entry requirements for the Group Leader
  2. Improves data quality by validating information at time of entry by the applicant
  3. Decreases processing time because we aren’t double handling the data
The process

Step 1: The applicant completes the online form, and the details are automatically entered into SMS. The applicant receives an email acknowledging their application along with an application number.
 
Step 2: The team leader receives an email advising an application is waiting to be endorsed in SMS.
 
Step 3 (action required from the team leader): The team leader endorses the application in SMS. If the applicant is an adult, the referee checks also need to be completed and entered. Referee contact information provided by the applicant is available from within SMS. At this time an invoice will be generated either to the applicant or the Formation based on the desination selected by the Team Leader.
 
Step 4: The Branch Support Office reviews the application, checks referee information, links Blue Card account to Scouts Queensland. The applicant needs to complete their blue card application through Blue Card services. Once the Blue card is issued and other items are checked, the application is approved.
 
Step 5: The applicant will receive an email welcoming them to Scouting in Queensland which includes their membership number and their digital membership certificate. The member will also receive a separate email inviting them to create a Operoo profile.

Responsibilities

Applicants

·         The applicant is responsible for  completing the application form via the website.

The applicant must register for a Blue Card account through Blue Card Services, supply the account number (or Blue Card number if they already have a card), then complete the blue card application once their account is linked to Scouts Queensland. 

Group Leaders (and other Team Leaders)

·         Group Leaders (and other Team Leaders) are responsible for:

·         Monitor your emails for any new membership applications

·         Reviewing and endorsing pending applications for their Formation within SMS

·         Selecting the invoice destination for any pending applications

·         Completing the reference check and entering the responses for all adult members

·         Notifying membership@scoutsqld.com.au  if there are any issues with an application

Branch Support Office staff

·         The Branch Support Office staff are responsible for:

·         Reviewing all pending applications

·         For applicants 18 years and over, linking the Blue Card through Blue Card Services

·        Generating the invoice to be sent to the applicant or the Group

            ·         Approving pending applications following endorsement by the team leader

·         Issuing the digital Membership certificate

·         Activating the profile request for Operoo and for adult members enabling Office 365

FAQS

If you have questions about the process please see the article title Frequently Asked Questions (FAQs)


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