SAYCO 2017 Group Coordinator Handbook by Synod of SA

Group Coordinatorâ&#x20AC;&#x2122;s Handbook

Group Coordinator Handbook 30 Sept -2 Oct 2017 | Woodcroft College

Introduction What to know about SAYCO: the basics SAYCO is an annual overnight camp organised by the Uniting Church SA for young people who are currently in years 7-12. SAYCO features inspiring worship, activities, community time, workshops and night life, as well as time spent within their church group. SAYCO is a ‘mountain top event’ in the life of the Uniting Church SA. Like Moses on the mountain or the disciples at the Transfiguration, SAYCO is intended to provide a transformational experience. It does this by providing congregations with the opportunity to bless their young people with a high energy, fun and faith-transforming event which can open the door to further discipleship within the congregational context. Church groups will allocate campers into small groups of about five campers (usually similar age and same gender where possible). These small groups provide opportunities for building friendships and sharing conversations. Group members are encouraged to share in conversation and activities about topics related to the speaker’s sermons and the SAYCO theme. Church groups are responsible for their own meals and accommodation requirements, such as tents and marquees. Alternative accommodation areas are arranged through the SAYCO office. 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.

What SAYCO provides with group registration: • • • • •

A non-powered site allocation Worship services with a keynote speaker Activities, including SQUAD time and Night Life Small group time session notes and a small group leader’s guide Safety wrist bands and site passes for all attendees

What congregations provide: • • • • • •

Appropriate supervision of campers at all times Tents and camping gear as needed Cooking equipmentm, such as BBQs and camp stoves Site equipment, such as marquees, lighting, tables and chairs All meals, including morning tea, afternoon tea and supper Transportation to and from Woodcroft

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.

2017 Theme:

The theme for SAYCO 2017 is ‘Rebels’. As we hear in many biblical passages, particularly within the Gospel of Matthew, Jesus calls us to a radical, difficult life of discipleship that is countercultural to the predominant messages we hear from the world. Defying both the domineering Roman authority and the rigid control of the Jewish leaders, Jesus’ message is one of subversion and rebellion against the status quo. SAYCO 2017 is inspired by the words of Romans 12:2, challenging people to act against a world calling for them to confrom. Campers willb e encouraged to worship with their whole selves, transformed by the Holy Spirit and finding continued renewal in Christ. • • • •

How do we speak truth into a culture of post-truth? How do we share the good news in a media saturated with fake news? How do we stand distinct from our peers in school as followers of Christ, following a narrow path towards him? How do we learn what it looks like to be Christ-like in 2017?

We REBEL. Rebels. Don’t conform. Transform.

(08) 8236 4270

SAYCO venue................................................4 To do list........................................................5 SAYCO program............................................6 Getting started.............................................7 Events fees and group costs......................8 Campers, leaders,visitors...........................9-12 Sign up process............................................13 Safety.............................................................21 Before SAYCO...............................................29 At SAYCO.......................................................31 Emergency procedures..............................33 Traffic and parking maps...........................34 After SAYCO..................................................37

(08) 8236 4201 Level 2, 212 Pirie St, Adelaide 5000 GPO Box 2145, Adelaide SA 5001 sayco@sa.uca.org.au sa.uca.org.au/SAYCO facebook.com/UnitingYouthSA 3

SAYCO venue SAYCO 2017 is being held at Woodcroft College about 25km south of the centre of Adelaide. Woodcroft College has been the home of SAYCO for many years. The venue will have areas for Admin/Registration, First Aid with St John volunteers, the gym for worship, and the central oval for camping, eating and games. Traffic maps of the site are available on page 34.

Woodcroft College

Welcome Centre

Short term parking

143 Bains Road, Morphett Vale

To do list Handbook page

Get the approval of the Church Council to attend SAYCO.

as soon as possible

Complete the online pre-registration (intention to attend).

Sunday 6 August

Promote and gather leaders and youth.

9-11

Registrations open - unique group links will be sent to GCs.

Monday 7 August

16-18

Send out link to online registration and National Police History Check - Informed Consent (NPHC) forms. Please note: these must be sent away for processing. Six weeks may be needed to complete this process in some cases.

as soon as practicable

Apply for travel assistance, if needed.

Sunday 20 August

Deadline: NPHC - Informed Consent forms. This is six weeks before the event. After this date, there is less possibilty that the Screening and Authority process will be complete before SAYCO 2017.

Sunday 20 August

Determine what your camp will look like and complete risk assessments and the online Group Requirements Survey.

Sunday 3 September

All online registrations close.

Sunday 17 September

Advice sent out notifiying GCs of leaders whose UC Ref ID is inactive as these leaders cannot attend SAYCO 2017.

Monday 18 September

Site allocations published.

Monday 25 September

SAYCO 2017 - Rebels

Saturday 30 Sept Monday 2 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 15 October

Claim all lost property before it is donated to charity.

Monday 27 November

SAYCO program Saturday 10:30am Registrations 11:45pm Small group leaders meeting 12:30pm Session one (start of official program) 1:00pm-12:00am Groups beginning A-K shower in the portable showers 2:00pm Grand Final & Day Life 5:30pm Dinner 6:30pm Session two 8:00pm Small groups 9:00pm Night Life and supper 11:00pm Lights out Note: Daylight Savings overnight – clocks forward an hour

Welcome/Admin Room 43 Gym Portable showers Primary hall Own groups Gym Own groups Gym, classrooms or outside Own groups

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

Portable showers Own groups Oval Gym Gym, classrooms or outside Various rooms (see map) Own groups Portable showers Various Own groups Oval Own groups Own groups Gym Gym, classrooms or outside Own groups Own groups

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)

Portable showers Own groups Oval Own groups Gym Own groups

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

*Program subject to change 6

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 for 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 26)

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 preregistration (intention to attend).

Communicating with your Church Treasurer 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 8). Second, ask them if your congregation 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.

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

SAYCO Resources

Further resources to enrich your campers’ experiences will be made available in the lead up to SAYCO, including: • Leader’s Guide • Parents information

Event fees and group costs This year, costs have been split into two categories: event fees and group costs.

Event fees SAYCO event fees cover the following: venue hire, administration costs, insurance, event management, guest speaker, worship band, site passes, materials provided for activities, program, tech, and many hours of fun and togetherness. Due to the move to online registration, it is necessary to have the SAYCO event fees paid online by parents and leaders. This year, it has been determined that SAYCO, as a religious service, does not require GST in the event fee.

Schedule of event fees payable at registration Registration type

Fee (no GST)*

Youth & Leaders Siblings (between 2-12 years old staying with a parent leader) Setup Crew, Leaders (less than four hours) & Visitors - staying under 4 hours

$65.00 $50.00 $0.00 (no charge)

Group 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 7). 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.

ACTION Set your churchâ&#x20AC;&#x2122;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 21 August 2017. 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.

ACTION Apply for travel assistance, if required.

SAYCO merchandise There will be SAYCO merchandise available for pre-order only. Grey t-shirts are $30 and charcoal hoodies are $60. They come as pictured.Merchandise can only be pre-ordered when a camper or leader registers online before 7 September (this is before the registration closing date of 17 September). No extras will be available for purchase. 8

Campers Connecting with young people & parents In order to promote SAYCO, postcards are available from the SAYCO office for distribution among young people, parents, friends, neighbouring churches (including other denominations) and schools. Digital promo files are available on the website.

Encouraging 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 have their own enrolment forms, and must be listed on the online registration. • The number of siblings should be kept to an absolute minimum. If too many siblings attend, this affects the total numbers present at SAYCO. This may have an adverse effect on available camping space (which is already limited). • 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).

ACTION Use the postcards to promote attending SAYCO.

SA.UCA.org.au/sayco 08 8236 4270 sayco @sa.uca.org.au facebook: UNITINGYOUTHSA insta:@UNITINGYOUTHSA #SAYCO17

Leaders Inspiring leaders Attending SAYCO is a team effort and sourcing a good group of leaders is a must! Leaders attend SAYCO as disciples and disciple-makers who engage with the SAYCO activities. All leaders are appointed by the congregation or organisation associated with their particular SAYCO group and must be approved by the Church Council (or governing body). Adult leaders (adults – 18 years old and over), including catering coordinator/cooks, helpers, local support crew, trained first aid person, small group leaders, site coordinator. These leaders are legally responsible for the young people and junior leaders in their care for the entire weekend (including transport, if applicable). Leader, less than 4 hours (as described above), an adult leader from your group who has a current UC Ref ID and is approved by your Church Council who wishes to join the group for less than four hours. Having these types of leaders register will allow Team SAYCO to ensure the safety of the young people and also to streamline processes while camp is in session. This can include visiting ministers, parents or any other members of the group who are coming for less than four hours. Junior leaders, see next page. Drivers, All leaders transporting young people will require a ‘UC Ref ID’ (see Assessing leaders below) and the additional form: http://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 will need to complete the National Police History Check Informed Consent form.

Ratio of campers and junior leaders to adult leaders

Youth Up to 6 7-12 13-18 19- 24 25-30 31-36 37+

Leaders 2 or more 3 or more 4 or more 5 or more 6 or more 7 or more lots

Jr leader 1 max 2 max 3 max 3 max 3 max 3 max 3 max

For the safety and wellbeing of all SAYCO attendees, the ‘two adult rule’ will apply at all times during SAYCO. According to this rule, two adults must be present when in the company of a minor or minors (people under the age of 18). This means that all camp groups must have at least two leaders, even if the number of youth attending is very small. TIP: Please consider that the cook may not be available during the weekend to assist with supervision.

Assessing leaders 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 inform Group Coordinators of their UC Ref ID. Leaders will then need to be approved by the Church Council (see page 14). 10

Junior Leaders Team SAYCO always encourages young people udner 18 to attend SAYCO as a camper to get the most benefit from the experience. However, in some very specific cases, a 17 year-old may be being mentored for leadership in their local congregation. In this case, groups can register that person as a junior leader if the following requirements are met: • No campers in the same group are within two years age (e.g. all other campers are 13, 14, 15). • 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, trecognising 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 to be given full responsibility and should therefore 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. The table on page 10 outlines the leadership ratio for adult leaders and junior leaders.

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 only be observing the event. • Visitors will not be a registered leader or youth. • Visitors will not stay overnight. • Visitors will stay for four hours or less. • 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. Arrival Before being allowed on-site during the SAYCO program, all visitors must sign in. The admin team, situated at the Welcome Centre, will assist with the sign in process. Visitors will need 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. Departure All visitors will need to leave via the Welcome Centre to sign out and return their visitor’s site pass. 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 10). NOTE: Parents dropping off their young people before SAYCO starts, or collecting them after SAYCO finishes, do not require a visitor’s site pass.

Sign up process In 2017, SAYCO is providing a completely new sign up process which combines all of the paper forms. 1. Pre-registration (aka ‘intention to attend’) Using the online system, sign your group up to attend SAYCO. On Monday 31 July, each group will receive their individual registration link. 2. Screening and Authority: All leaders and junior leaders must have an active UC Ref ID (see page 15). Church Councils must approve the event and all leaders. 3. 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. 4. Confirmation of registrations: The only paper form Group Coordinators will collect from parents of campers. These forms will be handed over during check in at SAYCO. Group Coordinators will also need to sign a declaration that all leaders were approved by the Church Council. 5. Group requirements survey: Group Coordinators will use the ‘Group requirements survey’ button on their group link to indicate their logistic needs for SAYCO.

PreRego

Promote rego link

Screening & Authority

By signing this form you confi rm that you are are the person the legal guard who registered ian of the camp onlin and Conditions er registered and which were inclu e. You also agree that you have that you ded in your onlin read and unde rstood all of the e registration and Terms were emailed ____________ to your address. _______ 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:_______ ____________ Camper:______ __________ ____________ Date:________ _______ _ Parent:_______ ____________ Camper:______ __________ ____________ Date:________ _______ _ Parent:_______ ____________ Camper:______ __________ ____________ Date:________ _______ _ Parent:_______ ____________ __________ Date:________ _ Camper:______

Confirm Regos

Group Requirements Survey 13

Sign up process: 1 Pre-Registration 1. Pre-registration (Intention to attend) In the past, groups submitted an ‘Intention to Attend’ form. This form has now been replaced by the online pre-registration. Once your group has completed this registration, Team SAYCO can create a unique link for leaders and parents to use to register and pay for SAYCO. No links for any group can be created until the pre-registration closes, so please be mindful of the closing date: Sunday 6 August. After this date, there will be an admin fee of $50 applied for Team SAYCO to create your group’s unique link. A. Go to the online event page: https://events.sa.uca.org.au/sayco/sayco-2017 B. Click ‘Register your interest’ button

Fill in all the boxes with the relevant information and submit

• • • • • •

You will need to have gathered beforehand: Your group’s name your UC Ref ID (see page 15) an alternate group coordinator contact estimated numbers the date of the Church Council minute when SAYCO was approved (see page 7) and the name of the chair of your Church Council. • If you do not yet have the approval of the Church Council you may fill in “TBA” and then fill in the Church Council form (as in previous years).

ACTION Submit your group’s pre-registration. This is required in order for us to create your group’s unique online registration link.

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. 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 2017 this means that they must have been issued no earlier than 30 September 2014). 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

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

After the pre-registration closes, a registration link that is unique to each group will be sent out. Leaders and parents of campers will use this link by clicking on the ‘Register to attend’ button and choosing their role (e.g. leader, camper, visitor, set-up crew, etc) Requirements: • Any device 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. • Leaders will need their UC Ref ID to register. • All medical, dietary and other requirements will be entered here. • Every registration will require two emergency contacts of which one must not be attending the event. • Leaders and parents will need to pay the SAYCO Event Fee at this time. (Group costs will be arranged separately as detailed on page 8.) 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 17 September. After this date, any new registrations will accrue a $10 admin fee to have Team SAYCO add them manually.

ACTION Send out your group’s registration link and encourage leaders and parents to register as soon as possible.

How registrations will work

Go to your unique registration page via the unique link sent to you after pre-registration. It will look something like this: https://events.sa.uca.org.au/sayco/sayco-2017#.WVCpD4 Parents will need to scroll down on the first screen to view the registration information and find the link to download the Parent Information booklet. After the information has been read, continue to scroll down to the blue Register to attend frame. Please note: the link ‘Reserve now’ takes the user to a part of the page which is lower down. It can also be reached by scrolling.

Sign up process: 3 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 for each ‘role’ (e.g. camper, leader, TEAM, etc) 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 able to assist with them at camp. Use previous page and next buttons at the bottom of each page to navigate between sets of questions.

Sign up process: 3 Registrations Please read and answer the photo permissions and privacy policy acceptance, as well as the terms and conditions.

On the next page are the registration summary and billing details. To see the full summary click on Show 22 responses. To edit, click on 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. When you are ready to â&#x20AC;&#x2DC;check outâ&#x20AC;&#x2122; press Confirm my place.

Group Coordinators will be required to bring signed copies of the Confirmation of Registration forms for both campersâ&#x20AC;&#x2122; 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

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.

By signing this form yo u confirm have read that and Safe Church understood all of yo you are the person w ur duties as ho register informatio ed online n provided a and that yo in the Lead leader, including the u, as a lead erâ&#x20AC;&#x2122;s Guide. Volunteer er, Code of Co nduct and Leader:___ __________ u yo __________ d that an d ere __ ist _____ e camper reg TermLes ader:___ Date:_____ guardian of th ood all of the __________ ____ d and underst u are the legal __________ you have rea nfirm that yo ur address. at co yo u th __ to yo __ ree ed m ag ail ___ for o is re em u als we Yo Le d e. ad an lin er Da on By signing th ion d :_ te:_______ __________ istrat istere reg reg e o lin wh on __ n _ ur __________ te:________ are the perso included in yo _________ ______ Da ns which were Leader:___ ____________ __ Da and Conditio __ te __ :_ __ __ __ __ __________ ______ Parent:_ _ __________ Date:________ _________ _____ ____________ ____________ Leader:___ Date:_____ Camper:____ ____________ __ __ __ __ t:_ __ ____ ren __ Pa __________ _________ _________ _________ ____ Date: ____________ Leader:___ ____________ __ Da __ Camper:____ __ te __ :_ __ __ ________ __________ Parent:___ _ __________ Date:________ _________ _____ ____________ __________ Leader:___ Date:_____ Camper:____ ____________ __ __ __ __ __ t:_ __ ____ __________ Paren _ __________ Date:________ _________ _ ____________ ____________ __ Le __ ad __ er Da __ Camper:____ :_ __ te __ __ :_________ __________ Parent:_____ __________ te:_________ _________ _______ ______ Da Le ____________ ader:_____ ____________ Date:_____ __ Camper:____ __ __ __ __ __ __________ ____ Parent:_ _________ __________ _________ ____ Date: ___ ____________ Leader:___ ____________ Date:_____ Camper:____ __ ____________ __ t:_ __ __ ren __ __ Pa _ __________ te:________ _________ _________ ____ DaLe ____________ ____________ ader:_____ __ Da __ Camper:____ __ te __ :_ __ __ ______ Parent:___ _______________ __________ Date:________ _________ _ ____________ ____________ Leader:___ Date:_____ Camper:____ ____________ __ __ __ __ t:_ __ ____ ren __ Pa __________ _______ _________ _________ __ Date:__ ____________ Leader:___ ____________ __ __ Da __ Camper:____ te __ :_ __ ___________ ________ Parent:_____ __________ Date:________ _________ _______ ____________ __________ Leader Date:_____ :_________ Camper:____ ____________ __ __ __ t:_ ____ Paren _____________ Date:________ _________ _________ ____________ ____________ Leader:___ __ __ __ Da __ Camper:____ te __ :_________ __ ________ Parent:_____ te:_________ __________________ _________ ______LeadDa _ ____________ ____________ er:_______ Date:_____ __ Camper:____ __ __ __ __ _______ ____ Parent:_ Date:________ ________________ _________ _ ____________ ____________ Leader:___ Date:_____ Camper:____ ____________ __ __ __ __ __ t:_ __ __ ren __ Pa _ ________ __________ _________ _________ ____ Date: ____________ ____________ Leader:_____ __ Da __ Camper:____ te __ :_ __ __ __ ___________ ______ Parent:___ __________ ________ _________ _____ ____ Date: ____________ ______Le ader:_____ Date:_____ Camper:____ ____________ __ __ __ __ __ ____ t:_ __ Paren _ ______ ____ ______ _________ _________ __ Date:__ ____________ ________ Le__ __ ad __ er Da __ :_ __ te Camper:____ __ __ :_ __ __________ ________ Parent:_____ ___________ te:________ _________ _______ ______ Da ____________ Date:_____ ____________Leader:_______ __ Camper:____ __ __ __ __ __ ____ __ ____ Parent:_ _ ____ ____ ______ _________ _________ ____ Date: __ ____________ ____ __ Le __ ad __ er Da __ :_ __ te Camper:____ __ :_________ __________ ____ Parent:_____ ____ ___________ ______ _________ _____ ____ Date: ____________ ____________ Date:_____ __ __ Camper:____ __ __ __ ____ Parent:___ _ Date:________ _________ ____________ ____________ Camper:____ ____________ __ __ t:_ ren Pa _________ _________ ____ Date: ____________ ____________ Camper:____ ____________ t:_ ren Pa _ Date:________ _________ ____________ __________ Camper:____ ____________ __ __ __ t:_ Paren _________ ____________ Camper:____

Group requirements have previously been commuicated via a form. This will now take place via a survey on the online registration system. This is the time for Group Coordinators to tell Team SAYCO about their logistical requirements (e.g. how many tents, campers, BBQs etc). The due date for this survey to be completed is Sunday 3 September. The link to the survey can be found on each groupâ&#x20AC;&#x2122;s registration link.

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 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 Policy: sa.uca.org.au/documents/called-to-care/downloadable-resources/Safe-Church-Policy.pdf

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.

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.

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 detailson 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 but 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). She 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.

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 20). • 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/called-to-care

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.

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/Risk-Assessment-Sample-for-KCO-and-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 26. This form can be found on the Called to Care: sa.uca.org.au/called-to-care/screening-process

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:

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. 26

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/called-to-care/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

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. 27

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. Please also note 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.

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. More emergency information is available on page 31.

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 of cause or organisation they would to like to receive half of the offering.

What 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 • Bowl, plate, spoon, knife, fork, tea towel • 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. NO NUTS or NUT PRODUCTS (optional) TIP: make sure everything is clearly labelled so it can all go home with you! Valuables such as tablets and phones are brought at the individual’s own risk (see page 26). Large amounts of cash and highly valuable items should be left at home.

Before SAYCO 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 make requests on the Group Requirements questions in the online registration (see page 18). 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 28 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 26. • 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.

Site allocations Please provide accurate information on your online registration about what you will be bringing. If you wish to be located next to another group please give details on registration. Reasonable requests will be accommodated wherever possible. Site allocation information will be delayed if groups do not provide site information on time. Site allocations will be completed by 19 September 2017. The Group Requirements questions in the online registration need to be finalised by Sunday 3 September.

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.

At SAYCO Upon your arrival

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

Bring the confirmation of registrations and leaders. Bring any changes to your own or your alternate Group Coordinator’s details, esp. mobile numbers. You will receive a Group Coordinator’s kit if you haven’t already. Please check that the numbers are sufficient for your group (site passes, wrist bands, lanyards, etc). Keep your mobile phone 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. 31

At SAYCO During the program Expectations of 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.

If someone gets lost

If anyone gets lost or separated from their group over the SAYCO weekend, they should wait where they are for a few minutes (in case the group quickly realises someone is missing and goes back) then go to the Welcome Centre. Alternatively, the lost individual can approach a member of Team SAYCO for assistance. It is important that all leaders and youth know their group name as this will help Team SAYCO return anyone who is lost.

Lost property

Any ‘found’ property should be handed in at the Welcome Centre. If property has been lost, youth should go to the Welcome Centre and fill out the appropriate form (stating what was lost, when, where and who to contact if found). On collection, valuable items will need to be signed out. Every year a large collection of lost property finds its way back to the SAYCO Event Office. Unclaimed items will be donated to charity or discarded after 27 November 2017.

Showers and toilets

Three male and three female showers can be found in the change rooms in the school gym; these showers can be accessed at any hour. The toilets in this area can also be accessed at any hour. There will also be access to toilets near JS9 (see map on page 36 for details). Portable showers will be available on a rotating schedule (see program for details, page 6.)

Snack Central

Snack Central, a snack shop, will be open for certain hours during SAYCO and will be located in Classroom 19 (refer to the SAYCO site map). Please take careful notice of the opening times listed on the Snack Central window. Please note: no SAYCO t-shirts or hoodies will be available for purchase unless they were pre-ordered.

Lights out

All youth must respect the ‘lights out’ times on the program. Leaders are asked to keep youth quiet so as to not to disturb others. Leaders may remain awake after lights out, but are asked to keep the volume down so that others can sleep. 32

At SAYCO Security team

A small team of security volunteers will be available at SAYCO to assist with general security and traffic management needs. Security volunteers can be identified by: • a name tag with the words ‘SAYCO Security’ on it • a purple wrist band • a high visibility vest • a purple site pass lanyard In an emergency, security volunteers will give directions. These must be followed to ensure SAYCO is a safe environment. Visible security at the event will be kept low key. Everyone is asked to assist in making the SAYCO environment a safe one. Team SAYCO asks that all youth and leaders be vigilant and report any suspicious people to the Welcome Centre or a SAYCO security volunteer. If someone is spotted without a site pass or wristband, they should be directed towards the Welcome Centre. However, only approach the person if it seems safe to do so. If concerned, attendees are asked to alert a member of Team SAYCO.

Emergency Procedures

Medical At SAYCO seek assistance from St John Ambulance as quickly as possible. If it is a life-threatening emergency call 000 immediately. 1. Check for any danger to yourself before providing assistance. 2. Call out for help by shouting to anyone nearby to get assistance from St John. 3. St John will assess the situation and ascertain whether further medical attention is required. 4. Find the casualty’s medical information (on their registration form, stored by their Group Coordinator). If there is an emergency that requires ambulance transportation, youth must be accompanied by an adult leader until the arrival of their parent/guardian. Emergency (repeated from page 26) 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 announcement. 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. First Aid St John Ambulance will be present for the entirety of the weekend. In addition, each group’s campsite should have a first aid kit and an appointed, trained first aid person. Medication It is expected that young people at SAYCO will store and administer their own medication, unless other arrangements have been made. Group Coordinators are asked to support them in finding an appropriate place to store their medication safely.

Traffic and Parking Traffic will be restricted to one-way at SAYCO. Entry to Woodcroft College is from the eastern end of Farnsworth Drive, and exit is at the northern end of Farnsworth Drive. It is important that you are patient and only follow/seek directions from Team SAYCO. The safety and welfare of all people attending SAYCO is the highest priority – even a slow moving car has the potential to seriously injure people. There have been some instances at previous SAYCOs where impatience has put the safety of others at risk. Please be patient and courteous whilst driving on-site.

Parking

Cars are not allowed to remain on the oval; if a car must be driven onto the oval to drop off a trailer or deliver heavy equipment, it should be unloaded straight away. It can then be moved to the long term parking next to the oval (details above). NOTE: Woodcroft College and SAYCO cannot accept responsibility for the safety or security of campers’ motor vehicles or property when making use of the parking areas in the school grounds. Parking areas will be used at the vehicle owner’s own risk. All campers should ensure that their vehicles are locked and that any valuables are hidden from view.

Drop off / pick up zone

There will be a drop off/pick up zone near the oval (see traffic map on page 35). This has been created for cars that require a drop off/pick up area for a short stay (e.g. not longer than 15 minutes). To help ease some of the traffic congestion, drivers are asked not to park in this area if they require short or long term parking.

Short term parking

Short term parking is available for vehicles intending to visit, drop off/pick up campers, drop off equipment, help with campsite set-up, etc for a limited time (e.g. less than eight hours).

Long term parking

There will be space for long term parking over the SAYCO weekend. All cars using the car park must clearly display a car park pass (this details the driver’s name, group name and a contact phone number) on the dashboard so that the driver can be contacted if required. Passes will be provided for this purpose and will be available from the Welcome Centre. All cars should be parked in the appropriate areas as soon as they have been unloaded. Movement of vehicles on-site will cease from 12.30pm on Saturday until 12pm on Monday.

Buses

Groups bringing buses must alert the SAYCO Event Office through the Group Requirements Survey. Group Coordinators are asked to indicate whether a bus is being used and what time it is expected to arrive at SAYCO. This allows for the arrangement of a suitable parking space for the bus.

Traffic and Parking

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 27 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.

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 27 November 2017

Phone numbers during SAYCO: Event Staff Simon, SAYCO Coordinator Mike, Program Coordinator

0412 031 191

Ambulance / Police / Fire

000 or 112 on a mobile

0419 850 544

In an emergency, please ring 000 FIRST then Simon and/or Mike Advise that the entrance to SAYCO at Woodcroft College is on the shopping centre access road turning north off Bains Rd, Morphett Vale (behind Woodcroft Shopping Centre).

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.