Parent Information

Attendance

Each Section meets one night per week during Queensland State School terms. The Sections do not meet during school holidays.
Individual Section Leaders may modify these times based on factors including public holidays.

  • Term 1 2024 - Monday 22 January to Thursday 28 March (10 weeks)
  • Term 2 2024 - Monday 15 April to Friday 21 June (10 weeks)
  • Term 3 2024 - Monday 08 July to Friday 13 September (10 weeks)
  • Term 4 2024 - Tuesday 30 September to Friday 13 December (11 weeks)



Contact Details

New Members: The contact details as provided on the Youth Member Registration Form will be uploaded to the Scout Membership System (SMS) by our Group Leader.
These details are also used for Operoo and our Group's accounting software program Xero.
Existing Members: Parents and/or guardians are requested to notify our Group Leader should there be a change in any contact details.
Please note that database updates can only be performed by our Group Leader.

Non-Returning Members: Parents and/or guardians of members who are not returning to Scouting are requested to email our Group Leader, advising of this decision.
Our Group appreciates that members may wish to pursue other activities!
To email our Group Leader with updated details, please click here: gl@helensvale.scoutsqld.com.au


FairPlay Vouchers

Round 10 of the FairPlay Voucher program opens 24 January 2024 at 9:00am.

FairPlay

Parents, carers or guardians can apply for a voucher valued up to $150 for their child, which can be used towards sport and active recreation membership, registration or participation fees with registered activity providers. There is a limit of 1 voucher per child per calendar year.

Further information is available here: www.qld.gov.au/fairplayvouchers

All Vouchers are to be provided to our Group for processing and the application of credit within Xero!


Fees

All Youth Members are required to contribute to their Scouting experience through the payment of two seperate fees (marked with the ).

Bi-Annual Association Registration: Scouts Queensland require each youth member, young adult, leader and adult supporter to be registered, and place a membership fee (also known as a registration fee) per person covering a six month period.
Membership renewal fees and new Member fees provide for the following: E-Learning Module access, Scouts Terrain Levy, Scouts Australia Levy, Operoo, World Organisation of Scout Movement Levy, Compliance and Regulatory requirements (financial and operational recording and reporting, Asset recording), Volunteer Personal Accident Insurance, Branch Support Office Operations and Scouting Experience support (grants, property management, events, accounting, communications and volunteer support).
Please note that new Rover Scouts are required to pay a Rover Levy upon joining; please speak directly with our Group Leader if this applies.

Renewal Fees for all current youth members - now in 2 x six-monthly payments - current as at 20 December 2023:

$92.50 - due March 2024 - provides membership from 01 April 2024 until 30 September 2024
$92.50 - due September 2024 - provides membership from 01 October 2024 until 31 March 2025

Please note: These fees are set by Scouts Queensland, NOT Helensvale Scout Group.
Our Group is merely the collection agency, and forwards all membership fees to Scouts Queensland.

Members will be issued seperate invoices for these fees within Term 1 and Term 3 of each year. Our account details are provided on each invoice.
Our preferred method of payment is via electronic funds transfer.

Enrolment Fees (For new Members) - Current as at 20 December 2023:

New Youth Members will be required to pay an Enrolment Fee, consisting of a joining and membership fee.
PLEASE NOTE: The Enrolment Fee is paid ONCE, as per the month of joining.
A Youth Member who withdraws from the Movement within six (6) weeks of enrolling is eligible for a refund.
The application for a refund must be made in writing to the Branch Support Office within one (1) month of the Youth Member leaving.

January 2024
$132.00

February 2024
$118.00

March 2024
$104.00

April 2024
$183.00

May 2024
$168.00

June 2024
$152.00

July 2024
$137.00

August 2024
$121.00

September 2024
$106.00

October 2024
$183.00

November 2024
$168.00

December 2024
$152.00

January 2025
$137.00

February 2025
$121.00

March 2025
$106.00

Scouts Queensland will issue an invoice directly to the new member via email. Payment options include direct deposit or credit card (via Stripe).
Payment is required within 28 days. Non-payment will result in the automatic resignation of the new member.
Please note that 99% of future payments will be to our Group account, with our account details provided on each invoice.

Group Fees - Current as at 08 February 2024 (Paid regardless of whether the youth member or young adult attends every meeting night or not):

$80.00 per Term

These fees are used for each Section to purchase provisions and consumables, and for Group related expenses including local Council rates, electricity and water, leader training, registration, insurances, and equipment maintenance & purchases. Group fees are set at the Annual Report Presentation.

Our Group Treasurer will issue invoices for term fees at the start of each term. Our account details are provided on each invoice.
Prompt payment is appreciated. Our preferred method of payment is via electronic funds transfer.

Any parent and/or guardian experiencing financial hardship is to contact our Group Leader: gl@helensvale.scoutsqld.com.au.
All correspondence will be dealt with in the strictest of confidence.

Please note that certain activities conducted away from the Den, for example camps or outings, may attract further costs.
These costs will be detailed to parents and/or guardians prior to each activity.


Fundraising

Helensvale Scout Group conducts regular fundraising activities. Fundraising assists our Group to maintain a low fee structure!
Emails will be sent seeking volunteers when required.

Our Fundraising Policy is available from here. Current as at 01 February 2022.


New Members

New members are requested to E-mail our Group Leader prior to attending a meeting night: gl@helensvale.scoutsqld.com.au

Information for new Youth Members:

The enrolment of Youth Members into the Scout Movement is achieved by the completion of the on-line Youth Member Registration Form and the payment of the appropriate fee. The Youth Member's membership and insurance commences on the date of this application.

Parents, Guardians, or Caregivers will be provided with a link to the on-line Membership Application portal contained with the Scouts Queensland website.
Please note that our Group Leader receives an automated email indicating that the application has been submitted, with the ability to modify the application if required, before approving.

Our Group Leader also has the ability to decline an application, if the applicant has not made prior contact with the Group.

In the event that the youth decides not to pursue membership, provided it is within six weeks of joining, the parents and/or guardians can apply to the Branch Support Office in writing for a refund of membership fees. If a youth member is financial when resigned and another on-line application is received later in the same financial year for that youth member, the youth will be re-instated and no fee will be incurred.

Non Member Participation:

Where a person who is not a registered member participates in any aspect of the Youth Program, they are required to complete a Non-Member Activity Release and Indemnity Form. This form is for a one (1) off section night only and is not to be used on multiple occasions. The Section Leader should retain this with the program that the person participated in. This form should not be used in lieu of signing up a youth member for the initial six (6) weeks where a refund can still be sought.

Forms are available from Section Leaders, or by download Non Member Activity Advice (PDF 148KB - Form current as at March 2015)


Parent Handbook

This resource is currently being reviewed...

Scouts Queensland have also produced a Parent Info Pack ! (PDF 1.2 MB)


Personal Safety

Scouts Queensland imposes a strict policy in dealing with bullying and personal safety. Helensvale Scout Group firmly supports this policy, and will not tolerate bullying, abusive or disruptive behaviour in any form. For the benefit of the majority, youth members or young adults engaging in this type of behaviour will be removed from the Group.

In the event of this behaviour being identified, parents and/or guardians will be requested to remove their youth member regardless of location.
This may include when the youth member is camping, or participating in an activity away from our Den.

Scouts Queensland: Personal Safety Policy

Scouts Queensland: Child Protection Policy and Procedures


Privacy

Scouts Queensland respects the privacy of its members and places great importance on the personal information it may hold. This policy also extends to all forms of media, social media and web-based information sources. Parents and/or guardians of youth members are required to provide written permission before any image is used (contained within Part E8 of the Youth Member Registration Form), with images only used to promote Scouting and the Helensvale Scout Group.

Helensvale Scout Group respects that some parents and/or guardians may not provide authorisation for their youth member's image to be used.
Any concerns in this regard are to be raised with our Group Leader. All correspondence will be treated in the strictest of confidence.


Uniforms

Youth members, young adults and Leaders are required to attend in full uniform, which includes section specific shirt, belt, scarf, woggle and enclosed shoes (unless otherwise advised for individual meetings). Uniform requirements are available from the Scouts Queensland website.
Parents and/or guardians are to note the Badge Placement Diagram.

Parents and/or guardians are required to purchase a uniform shirt (polo or button up), scarf and woggle prior to their youth member being invested.

Scout Section Shirt

QLD Youth Scarf

QLD Youth Woggle

All uniform items are available from The Scout Shop. Parents and/or guardians can purchase these items without the requirement to log-in or create an account.
Shirt badges are provided from Group funds upon investiture.
Parents and/or guardians will be required to replace any of these items at their own expense if lost or damaged.

From Scouts Queensland: The style of clothing to be worn below the waist should be tailored slacks or skirt; however, the colour requirement is that these garments for all official occasions and functions should be sandstone.

These occasions are defined as: Awards Ceremonies e.g. Queen Scout's, BP Awards, Leader Awards etc.; Government House; ANZAC Day; Any public event; Jamborees, Moots, Ventures etc.; Interstate and overseas travel; Youth Forums and National Youth Council.

Navy blue, grey slacks, knee length shorts or skirts may be worn for Group meetings.
Neat, practical footwear is to be worn. Individual choice of black or brown shoes; boots or joggers.

All Members should dress appropriately for the type of activity in which they are participating.

Helensvale Scout Group

General information and images on this page © Scouts Queensland and Scouts Australia .
The views expressed in this website are not necessarily those of Scouts Australia.