Cuboree 2008 Application Information Pages

Read the Cuboree 2008 Information pages carefully because costs, travel arrangements and Cuboree 2008 dates are important.

The Cuboree 2008 Application Form (printable)

Click here for the Online Application for the Cuboree (for Registered Users only)

CUBOREE APPLICATIONS ONLINE

All Scout Groups, Districts, Regions and Branch personnel throughout Victoria who have access to the Extranet will be able to enter details of their Cuboree Applicants directly into the Victorian Cuboree Administration Database before sending the hard copy with Summary Sheet and Deposits to Branch.

This will give you the ability to add the applications as you receive them and add/change details throughout the year.

Group Leaders/Leaders-in-Charge will have access to the Cuboree Application Screens using their existing Extranet User Name and Password. Group Leaders/Leaders-in-Charge may also grant access to ONE other person as a Group Contact to have access if required. (Follow the steps detailed under Cuboree Contact in the MENU).

Once the Page is open the MENU gives four (4) options.

1.        Add/Edit Participant

This can be used to access the proforma of the Jamboree Application Form to add a Jamboree Participant. It can also be used to access a "Pending" or "Complete" record if the Cuboree Number is known.

This can be used to access any or all of four different Applicant Reports.

Eligible - displays all eligible applicants within your Group. (Please note that the list includes all Police Cleared Leaders, Cubs eligible by age, Scouts, Venturers and Rovers. Joeys, under age Cubs and Group Office bearers have been excluded). To select one or more applicants place a tick in the box marked "Register". Once all are selected, go to the bottom of the list and scroll to the right until the "Register" button appears. Press "Register" and all the selected names will be moved to the " Pending" list. It is possible to select further names at a later date to be added to the "Pending" list.

Pending -by selecting "Update" beside a participants name this will take you to the Application Form where you will note that the form has been pre-populated with details extracted from Extranet - ie: Applicants Name, Membership Number, Date of Birth, Gender and Address.

The first four fields cannot be altered. If changing the address please attach a note to the hard copy of the application form indicating if this is a permanent change of address or a temporary change of address.

The layout of the Online Form mirrors the Participant Application so it will be easy to follow. Complete all fields in the online form exactly as they have been submitted on the Participant Application Form.

When you reach the end of the form be sure to SAVE details.

If you have the resources please add an up to date colour photo of the participant (head & shoulders) where indicated, otherwise please ensure that a clear, up to date photograph of the applicant is attached to the hard copy of the Participant Application Form that is forwarded to Victorian Contingent Admin at Branch.
 
Complete - once you are satisfied that you have added all of the information contained on the hard copy of the Application Form you can change the Current Participant Status to "Complete". Again, be sure to SAVE this change. When you have done this we suggest that you print off a copy of the PDF file for your reference.

Once applicants have been changed to Complete they will appear on the Group Payment Screen where you can enter details onto the electronic version of the Group Summary Sheet.

Click on Group Payment then Create Report to bring up the Summary Sheet page. On this page you will notice that the Jamboree Fee has been inserted according to the Section/Type field on the Application form. Tick the boxes indicating attachments for each applicant and also tick the ‘Process’ box.

When all details are entered then press the "Next" Button. This takes you to the payments page where you enter the amounts being paid for each applicant. Each amount will automatically total to the Payment box.

You can now write your cheque for the amount indicated. Complete the details of the Drawer and the cheque number then press "Confirm". This takes you to the final screen where you must print two copies - one for your group records and the other to go with your group cheque and all attachments being sent to Cuboree Admin at Branch.

NB: If you have inadvertently moved a record from "Eligible" to "Pending" or if a participant withdraws prior to paying a deposit you can change the Current Participant Status  back to "Eligible". If you do this all data input into that record would be lost. Should you wish to reinstate the same person a new Cuboree Number will be allocated.

Once the Current Participant Status has been changed to "Admin Finalised"Groups will no longer be able to change the Current Participant Status. Any withdrawals must be referred to Cuboree Admin at Branch.

3.        Group Payment

This is the electronic version of the Group Summary Sheet.

This field can be used by the Group Leader/Leader-in-Charge to authorise ONE other leader in the Group to access the Cuboree Applications Online.

Groups who do not have the facility to enter applications online will need to use this form to summarise all paperwork being sent to Cuboree Admin at Branch. A copy of this form is attached to these notes. You can also download a copy from the Cuboree Website. Click here to download a copy