Information and
Registration Pack
1
Enclosed in this registration pack you will find:
- Booking process made easy
- Event overview
- Transportation to Lord Somers Camp
For Parents
- Letter to parents/Guardian
- Parental consent and media release form
- Medical form
For Students
- A check list on what to bring
- Nominating for Exec
- What to prepare for Congress
For Teachers
- Information for teachers
- Risk management template
- Camp/Adventure Activity Application information for School Approval
(EXAMPLE)
If you require any further information, please contact:
Krista Seddon, VicSRC Coordinator
e. [email protected]
p. 9267 3744
m. 0411 679 050
fax. +61 3 9639 1622
http://www.vicsrc.org.au/congress/congress-2014
2
BOOKING PROCESS
We want to make registering for Congress 2014 as simple as possible. To register
students to attend the event follow these steps:
Step 1
1. Register students online
http://www.eventbrite.com.au/e/vicsrc-congress-2014-tickets10406681665
2. Select the number of students you wish to attend Congress. Each school is
eligible to bring up to 5 students.
$120.00 Early bird ticket (Available until Friday 20th June)
$125.00 VicSRC Member ticket
$145.00 Non-VicSRC Member ticket
3. Select payment options
Paying by Credit card: If you wish to pay by credit card click the big green
‘Register button’ and follow the prompts. Please enter as much information
as possible including student dietary requests.
Paying by Invoice or Cheque: Once you have selected the number of tickets
you would like to purchase, under the ‘Register button’ you will see ‘show
other payment options’ click here and fill out the details. A YACVic (youth
Affairs Council of Victoria) invoice will be sent to you within 5 days of booking,
which you can then pass onto your finance officer or School bursar.
4. Fill in your contact details, student contact details, and dietary
requirements.
Step 2
Complete forms included in this registration pack and ensure they are sent back
to VicSRC by 1st August 2014.
1.
-
Parents of students must complete and sign the enclosed:
Parental Consent form
Medical Information Forms
Media release form
Please scan and email to [email protected], or send them to VicSRC,
C/- YACVic, 180 Flinders St Melbourne 3000 by Friday 1st August.
3
EVENT INFORMATION
Attended by the Minister for Education, this annual two day conference is a
highlight on the VicSRC calendar. The conference brings together secondary
students from across Victoria to discuss and debate issues that are important
to their school communities. The conference sets the policy agenda for the
VicSRC for the coming year and appoints the Student Executive that will
implement it. Students participate in student led workshops, activities, and
formal decision-making through a parliamentary-style congress.
Organised and run by the VicSRC Student Executive with support from the
VicSRC Coordinator, Congress provides an opportunity for secondary school
students from around Victoria to meet and discuss issues and concerns that
are important to them and their schools.
Date
Friday 15th to Saturday 16th August 2014
Location
Lord Somers Camp and Power House
Lord Somers Rd, Somers VIC 3927
Transportation
Transportation is included in the ticket price. Students are to meet VicSRC
staff at Federation Square at 8.00am on Friday 15th August. Students will
return to Federation Square at 5pm on Saturday 16th August. Schools must
arrange their own transport to and from Federation Square.
Meeting point: 8am, Friday 15th August at Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Drop off point: 5.30pm, Saturday 16th August, Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Schools that choose to make their own way to camp must arrive at Lord
Somers camp by 9.30am on Friday and collect students at 4.00pm on
Saturday.
Who should attend Congress?
Year 7 – 12 students from Victorian state, independent and catholic schools;
each school is eligible to bring up to 5 students.
4
Cost
Early bird ticket $120 (Available until Friday 20th June)
VicSRC Member ticket $130
VicSRC Non-Member $145
This ticket price includes accommodation, meals, resources, and
transportation to and from Federation Square.
Supervision
VicSRC works on a supervision ratio of 1 adult: 10 students. VicSRC will have
trained staff and volunteers assisting with the running of Congress to ensure all
students are looked after. There will be a trained first aider on site at all times.
Regional students
In order to support regional and rural students attending Congress, we have
spoken with Lord Somers camp, and we are able to provide some
accommodation at Somers for students needing to travel to camp on
Thursday 14th August.
If students are travelling a long distance we are able to provide
accommodation at Lord Somers Camp on Thursday 14th August free of
charge, however food will not be provided. If you are interested in this option
please call 9267 3744.
Financial support
5 scholarships are available to financially assist students from low socioeconomic backgrounds and are a one-off payment of $120 to cover the
cost of the Congress ticket. For more information please contact the VicSRC.
Website
For all information and forms please visit our website
http://www.vicsrc.org.au/congress/congress-2014
5
TRANSPORTATION TO LORD SOMERS CAMP
Address:
Lord Somers Camp and Power House
Cnr Parklands Ave and Lord Somers Rd, Somers VIC 3927
Travelling by Bus
We expect students to travel on the bus provided to camp. Transportation is
included in the ticket price.
Students are to meet VicSRC staff at Federation Square at 8.00am on Friday
15th August. Students will return to Federation Square at 5.30pm on Saturday
16th August.
Schools must arrange their own transport to and from Federation Square.
Meeting point: 8am, Friday 15th August at Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Drop off point: 5.30pm, Saturday 16th August, Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Schools that choose to make their own way to camp must arrive at Lord
Somers camp by 9.30am on Friday and collect students between 4.00pm4.15pm on Saturday.
6
FOR PARENTS – LETTER TO PARENTS/GUARDIAN
13/05/14
Dear Parent/Guardian,
Your son/daughter has been nominated by their school to attend the VicSRC
Congress 2014: The 9th Annual VicSRC Congress.
Congress is the primary decision making event for the Victorian Student
Representative Council (VicSRC). The event involves a mixture of workshops,
activities, reports from the previous VicSRC Student Executive, formal
decision-making and different learning opportunities to enhance student
leadership.
Date: Friday 15th to Saturday 16th August 2014
Location: Lord Somers Camp and Power House, Cnr Parklands Ave and Lord
Somers Rd, Somers VIC 3927.
Transportation: Individual schools will be assisting their students with travel
arrangements to the venue; however, the VicSRC will be providing a free bus
between Federation Square and Lord Somers Camp. Schools must arrange
their own transport to and from Federation Square.
Meeting point: 8am, Friday 15th August at Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Drop off point: 5.30pm, Saturday 16th August, Federation Square East, Corner
Flinders and Russell Streets, Melbourne.
Schools and students that choose to make their own way to camp must
arrive at Lord Somers camp by 9.30am on Friday and collect students at
4.00pm on Saturday.
Cost: Fees for the camp have been paid through your son/daughter’s
school, and include transportation, accommodation, all meals, registration,
and materials.
Safety: Congress is a drug free, smoke free and alcohol free event. We
recommend that students do not bring any valuable items (i.e. iPods, phones,
laptops, cameras, jewellery etc.)
Students will need to bring the following: Their own bedding, a towel and
toiletries; clothing suitable for cold and wet weather and a pen and paper.
7
Please complete and return the attached forms by July 17h 2014. They can
be returned by fax to 9639 1622, scanned and emailed to
[email protected] or by post to VicSRC C/- YACVic, Lvl 2, 172 Flinders
St, Melbourne 3000.
Should you have any further queries, please feel free to contact me on 9267
3744 or 0411 679 050.
Kind regards,
Krista Seddon
VicSRC Coordinator
8
FOR PARENTS – PARENTAL CONESENT FORM
I, __________________________________ (Parent/guardian Name), give consent for my
son/daughter, ____________________________, to attend the Congress 2014: The 9th
Annual VicSRC Congress to be held at Lord Somers Camp on Friday 15th August –
Saturday 16th August.
MEDIA RELEASE FORM
I give consent for the electronic recording of my son/daughter in photographic,
video, audio or any other formats. I understand that photographs or other electronic
recordings may be used in VicSRC, Youth Affairs Council Victoria (YACVic) or other
media organisations (newspapers & television) publications, broadcasts and
websites at the discretion of the Victorian Student Representative Council (VicSRC)
without acknowledgement and without entitlement to remuneration or
compensation.
I do / do not give media consent (please circle)
Signature………………………………………………………………………………………
TRANSPORTATION
I understand that the VicSRC will be providing a bus between Federation Square and
Lord Somers Camp, and that other transport arrangements are the responsibility of
the school or myself.
Travel permission (under 18s)
Signature………………………………………………………………………………………
MEDICAL
In the case of a medical emergency I give consent for the adult supervisor in
charge to authorise such emergency treatment as is deemed necessary to be
administered to my son/daughter.
Signature………………………………………………………………………………………
CONTACT DETAILS
Student name__________________________________ School_______________________
Name (Parent / Guardian) ____________________________________________________
Parent/Guardian contact number_____________________________________________
Parent/Guardian Signature: _________________________ Date_____/_____/_______
Please return this form to the VicSRC by Wednesday 17th of July: Fax: 9639 1622; Email:
[email protected]; Post: VicSRC C/- YACVic, Lvl 2, 180 Flinders St, Melbourne 3000.
9
FOR PARENTS – MEDICAL FORM
Student Name:
Does your child have any:
If yes, please list them below:
Allergies
Yes / No
Dietary requirements
Yes / No
Pre-existing medical conditions
Yes / No
Disabilities
Yes / No
Previous Illnesses
Yes / No
Is your child currently taking any medication?
Yes / No
If so, what is the name of the
medication?
How often is it taken?
What dosage?
self-administered / assistance
required
Is this medication: (please circle)
Emergency contact person:
Emergency contact phone number:
Doctor’s name and contact phone
number:
Medicare number:
Medical/hospital insurance fund:
Member number (if you have this):
Ambulance subscriber? Yes/No
If yes, ambulance number:
Please return this form to the VicSRC by Wednesday 17th of July: Fax: 9639 1622; Email:
[email protected]; Post: VicSRC C/- YACVic, Lvl 2, 180 Flinders St, Melbourne 3000.
10
FOR STUDENTS – CHECK LIST
13/05/2014
Dear Students,
Congratulations on coming to Congress 2014! To make life easier here is a
simple check list of what to bring:
 Sleeping bag
 Pillow Case
 Suitable clothing for various weather conditions (T-shirt, shorts, pants,
jumper, Pyjamas etc.)
 Warm/Waterproof jacket
 Toiletries (toothbrush, toothpaste, soap, deodorant, shampoo,
conditioner ect.)
 Hat and sunscreen
 Drink bottle/snacks
 Notebook and pen
 Diary to take note of key dates
 Cards or other games you might want play with the group
 Medication (named and labelled). Please notify the first aider of any
medication being taken.
Make sure you can carry your entire luggage with you.
The camp is a drug free, smoke free and alcohol free event.
A parental consent and medical information forms are attached to this letter.
Students must bring the form filled out or return it beforehand by fax or email
to participate in the events.
Please return all forms to the VicSRC by Wednesday 17th of July: Fax: 9639
1622; Email: [email protected]; Post: VicSRC C/- YACVic, Lvl 2, 180
Flinders St, Melbourne 3000
 Parental permission form
 Medical form
 Your nomination form – VicSRC Executive 2014 - 2015
Looking forward to seeing you at #Congress2014
11
FOR STUDENTS – NOMINATING FOR THE EXECUTIVE 2014 - 2015
Role Description:
The VicSRC Executive is the student representatives, elected annually, that
govern the VicSRC. The Executive gives direction to the VicSRC staff, sets
policy, makes any announcements to the media, communicates with SRCs
and individual students and helps to strengthen and promote the aims of the
VicSRC. The VicSRC Executive does not decide what students in Victoria
think. Their job is to represent what is actually being said via student councils
across the State.
What will you get out of the opportunity?











Lead a student run organisation
Develop your public speaking and presenting skills
Have access to training, two camps and skill development
Opportunities to extend your confidence in public speaking, presenting,
strategic planning, making decisions, and speaking in meetings
Learn about influencing the decision making process
Help organise events like congress and the VicSRC Regional Conferences
Link into a network of students around Victoria
Consult with students across the state
Promote and represent student voice at all levels of decision making
including your school, community and at a state level.
Meet with the Minister for Education
Make new friends and have heaps of fun
The Time Commitment: To be on the VicSRC Executive you need to be willing
to committee to;







2 hours per/week of your own time
Check emails and stay in contact regularly with other Exec members and
the VicSRC coordinator
Attending or dial in (teleconference) to 3 hour monthly meeting on
Saturday afternoons
Attending a training camp in September 2014 and April 2015 (school
holidays)
Attend 1 training day in January to plan the following year
At times students will be required to attend meetings after school with
important stakeholders
A willingness to listen, understand and respond to student issues
12
Key dates:
Description
Exec Meeting
First Exec training camp
Exec Meeting
Exec Meeting
End of Year Celebration
Planning day
Exec Meeting
Exec Meeting
Exec Training Camp
Exec Meeting
Exec Meeting
Exec Meeting
Exec Meeting
Congress
Congress Debrief and
Celebration
Dates
Saturday 6th September 2014
23rd, 24th, 25th September 2014
Saturday 11th September 2014
Saturday 8th November 2014
Saturday 6th December 2014
Wednesday 21st January 2015
Saturday 21st February 2015
Saturday 21st March 2015
31st, 1st, 2nd April 2015
Saturday 18th April 2015
Saturday 20th May 2015
Saturday 20th June 2015
Saturday 25th July 2015
13th, 14th, 15th August 2015
Time
1.00 – 4.00
Saturday 22nd August 2015
11.00 – 3.00
1.00 – 4.00
1.00 – 4.00
1.00 – 4.00
9.30 – 5.00
1.00 – 4.00
1.00 – 4.00
1.00 – 4.00
1.00 – 4.00
1.00 – 4.00
1.00 – 4.01
Location:
Meetings are held at the VicSRC office.
Youth Affairs Council of Victoria
Level 2, 172 Flinders Street
Melbourne, Victoria
What is the voting process?
Voting takes place at Congress 2014. Students that nominate are asked to do
a 1 minute speech about an issue that you feel affects students and their
education OR on why student voice is important. Voting takes place on the
day. Student delegates at congress cast their votes. 15 students are elected
to be on the Executive each year. Priority is given to 5 regional students and
ensuring we have a gender balance.
Nomination process:
To nominate for the VicSRC Executive you will need to fill out the attached
nomination form:
 Design a poster to bring to Congress
 Attach and email a profile picture for the nominations process.
 Complete the form and have it signed by your parents/guardian and
teacher.
13
 Write a short 1 minute speech to present at Congress (if you can’t
attend Congress please be creative and film a short speech). The
speech can focus on why student voice is important or on an issue they
you feel affect students’ and their education.
Email completed documents to the VicSRC Coordinator
[email protected] with the subject heading ‘VicSRC Executive
Nomination 2014 – 2015’.
If you have any questions or would like to speak to a current Executive
student about the experience and the role contact us.
Krista Seddon
VicSRC Coordinator
[email protected]
03 9267 3744
0411 679 050
www.facebook.com/vicsrc
www.vicsrc.org.au
14
FOR STUDENTS – NOMINATION FORM (VICSRC EXECUTIVE)
Name: _______________________________________________
M/F:_______
School: ___________________________________________ Year Level:______
Are you an SRC member? Y / N (this is not required)
Are you prepared to commit to regular attendance at meetings for the next 12 months (or
by occasional teleconference for country students)? Y / N
Ideas to include on your poster
What interests you about being on the VicSRC Executive?
What do you believe is the most important issue for Secondary School students in
2014?
A bit about yourself, including a photo
We know students are very busy, how will you manage your time to ensure you can
committee to the 2 hours/per week required to be on the VicSRC Executive?
____________________________________________________________
I have made a poster to bring to Congress
I have attached a profile photo
I have a parent/guardian and teacher signature to support this application
Student Signature: ___________________________________
Signed support from parent or guardian
I ___________________ the parent / guardian of __________________ give permission for
_________________ to nominate for the VicSRC Executive team. I am aware of the time
commitment involved with being on the VicSRC Executive team. I acknowledge students will
be required to make their own way to and from the venues.
Parent/Guardian signature: ________________________________
Parent/Guardian email address: ____________________________
Date ____/____/___
Signed support from Teacher
I ___________________ the teacher of __________________ support the nomination of
_________________ to the VicSRC Executive team in 2014 - 2015. I am aware of the time
commitment involved with being on the VicSRC Executive team and I will ensure the schools
support.
Teacher’s signature: ________________________________
Teacher’s email address: ____________________________
Date ____/____/___
Please return this form to the VicSRC by Wednesday 17th of July: Fax: 9639 1622; Email:
[email protected]; Post: VicSRC C/- YACVic, Lvl 2, 180 Flinders St, Melbourne 3000.
15
FOR TEACHERS – CAMP INFORMATION
Dear Staff,
We want to make the booking process as simple as possible. Remember all
you need to do is:
 Register for tickets online
 Ensure parents/guardians sign forms and returned to the VicSRC by 17th
July 2014.
To assist you in getting approval from your school below is some further
information:
RISK MANAGEMENT TEMPLATE
Risk management template for Congress 2014 is available for download of
our website.
CAMP/ACTIVITY APPLICATION INFORMATION
Camp/Adventure Activity Details
Camp/Adven VicSRC Congress 2014
ture Activity
Title:
Date: 15th – 16th August 2014
Start Time: 9.30am Lord Somers Camp and Power House
Cnr Parklands Ave and Lord Somers Rd, Somers VIC 3927
Finish Time: 4.00pm Lord Somers Camp and Power House
Crn Parklands Ave and Lord somers Rd, Somers VIC 3927
Assembly Meeting point: 8am, Friday 15th August at Federation Square East,
Point: Corner Flinders and Russell Streets, Melbourne.
Dismissal Drop off point: 5.30pm, Saturday 16th August, Federation Square East,
Point: Corner Flinders and Russell Streets, Melbourne.
Educational Congress is the primary decision making event for the Victorian
Student Representative Council (VicSRC). The event involves a
Purpose:
mixture of workshops, activities, reports from the previous VicSRC
Student Executive, formal decision-making and different learning
opportunities to enhance student leadership.
16
Venue Lord Somers Camp and Power House
Address: Cnr Parklands Ave and Lord Somers Rd, Somers VIC 3927
Venue p: 5983 5502 f: 8612 3648 e:
Phone: [email protected]
TOTAL $120.00 Early bird ticket (before June 20th)
EXPENDITURE: $125.00 VicSRC Member ticket
Use the $145.00 Non-VicSRC Member ticket
‘Finance’ For up to 5 x students from each school
section in this
template to
provide this
total
Expenditure Accommodations, transportation, food, volunteers support, resources,
includes: free Congress t-shirt, and activities.
Student Details
Year Level(s) of 7 – 12 students
Students:
Number of Boys: Click here to enter text.
Number of Girls: Click here to enter text.
Student Total: Click here to enter text.
Teacher in Krista Seddon
Charge 24 Hour VicSRC Coordinator
Contact: M. 0411 679 050 (available 24 hours during camp)
03 9267 3744
[email protected]
Principal Class Click here to enter text.
Officer Contact
NOT attending:
17
Daily Itinerary:
(including
morning,
afternoon &
evening
activities)
Friday 15th August
8am Arrive at Federation Square and travel to Lord Somers Camp
9.30 Arrival and registration
10am Introduction and Welcome
11.00 Workshop 1 – Big picture workshop
12.30 Lunch
or Attach 1.30 Workshop 2 – Action on issues
itinerary 2.30 Afternoon tea
3.00 Workshop 3 – Refining ideas
3.30 Congress session 1/Minister of Education arrives (key note)
5.00 Free time
6.00 Dinner
7.00 Workshop 4 – Skills building
8.00 Fun evening activity
10pm In Cabins and lights out
Saturday 16th August
7.30 Optional morning meditation
8.00 Breakfast
9.00 Congress session 2
11.00 Morning tea
11.15 Student Election and voting
12.30 Voting
1.30 Workshop 5 – Taking actions further
3.30 Afternoon tea
3.45 Evaluation
4.00 Close and pack up
4.30 Leave camp
5.30 Arrive at Federation Square for drop off
Supervision VicSRC provides a 1:10 policy for student supervision. With the
Strategy: support of staff and volunteers we ensure that for every 10 students,
there is an adult staff member or volunteer. All staff and volunteers
have working with children checks and are trained for the event.
Alternate N/A
program in event
of changed
18
circumstances:
Overnight Accredited residential campsites:Yes
Accommodatio Tents/camping: Cabins (Girls and Boys separate)
n: Or Enter other accommodation details: Click here to enter text.
Maps: Copy of map(s), including map name, access routes & grid are
attached:Click here to enter text.
Adventure Activities – Safety & Risk Management
Abseiling: No
Rock climbing: No
Base Camping: No
Sailing: No
Bushwalking: No
SCUBA diving: No
Canoeing/kayaking: No
Snorkelling: No
Challenge rope course – high: No
Snow activities: No
Cycling: No
Surfing: No
Horse riding: No
Swimming: No
Indoor rock climbing: No
Water skiing: No
Orienteering: No
Windsurfing: No
Rafting: No
Other adventure activities: N/A
Safety Enter Yes or N/A: YES
Guidelines: The conduct of each activity will comply with the requirements
outlined in the Safety Guidelines for that activity. Staff providing
instruction have read the relevant safety guidelines. Click Here DEECD Safety Guidelines for Education Outdoor
Risk Click Here for DEECD Risk Management Policy for Adventure
Management Activities. AND Click Here for NWSP-12 DEECD Risk Management
Plan: Templates
Enter Yes: Click here to enter text. A Risk Management Plan for each
planned Adventure Activity occurring during the program/camp (as
indicated above) is completed and attached with this submission.
(NB: VicSRC Risk Management plan attached)
Details of Click here to enter text.
Previous
Student
Experience:
19
Staff, Student & Attached
Group
Equipment &
Clothing Lists:
Staff/Personnel Details
 A Working with Children Check is required for all staff members, parents and
volunteers who supervise students and who are not registered teachers
 Student/Teacher Ratio – Refer to DEECD Excursions & Activities - Staffing &
Supervision Guidelines
 Ensure the gender of students attending are emulated with the gender of adults
attending.
Name
Status
(eg Staff,
Parent, etc)
Appropriate
Qualifications
for Activities
Sex
Mobile
Number
Level 1 or
2
(eg Bronze
Medallion,
Instructors
Licence etc)
Krista Seddon
Teacher
and VicSRC
Coordinator
Teacher,
registered with
Victorian
Institute of
Teaching (VIT)
and WWCC
Current
First Aid
Female
0411 679 050 Level 1
Staff/Personnel 1:10
Total:
Student/Teache 1:10
r Ratio:
External Transport Details
Select mode of
Transport
Chartered bus
Company Name
Driver Coastal
Company
Phone
Scott Edwards
Seating Capacity
2 x 57 seaters
Manager
9538 6677
Car available
Thrifty Car hire
(03) 9509 0699
20
5
in case of
emergency
Emergency Response Plan – Emergency contact numbers closest to activity location
(other than 000)
Local
Emergency
Contacts
Address
Phone
Police:
Hastings Police Station
137 High St
Hastings VIC 3915
(03) 5970 7800
Ambulance:
Hastings Ambulance Station
81 Victoria St
Hastings VIC 3915
Mount Martha Fire Brigade
6 Latrobe Dr
000
Fire
Brigade/CFA:
(03) 5974 3658
Mt Martha VIC 3934
Doctor/First
Aid:
Medical Centre Balnarring
Murphy Sue
3054 Frankston-Flinders Rd
Balnarring VIC 3926
Medical Centre
(03) 5983 1355
First Aid
Krista Seddon
VicSRC Coordinator – onsite at camp
Closest
Hospital:
Rosebud Hospital
1527 Nepean Highway
Rosebud West VIC 3939
Rosebus Hospital
(03) 5986 0666
Frankston Hospital
(03) 9784 7777
Frankston Hospital
2 Hastings Rd
Frankston VIC 3199
Click here to enter text.
Other: Click here to enter text.
21
If you require any further information, please contact:
Krista Seddon, VicSRC Coordinator
e. [email protected]
p. 9267 3744
m. 0411 679 050
fax. +61 3 9639 1622
http://www.vicsrc.org.au/congress/congress-2014
22