The SU Activities Portal provides support to the Activity Leader in managing the volunteers serving on the Activity.
Up to Date Information
It is in everyone’s interest to keep the information about a volunteer up to date, so that everyone is using the most up to date information.
It is frustrating to have to re-enter information that has been previously provided and so we want to send out “prefilled” forms whenever possible.
Prefilling a form requires a customised URL (web address) that not only directs the volunteer to the form, but also prefills the form with the information we already have on file. A list of the customised URLs is provided in the Report: “Team – Rego Mail Merge“.
If you’re unfamiliar with doing a mail merge to email, <click here> for instructions or contact the SU Office for assistance.
Appointment as a Volunteer
SU has always taken volunteer selection and appointment seriously and this is especially important ‘post royal commission’.
The SU Activities Portal provides functionality to record information relevant to a volunteer’s appointment. It remains essential for the Activity Director to mark the volunteer as Application Status: “Approved”.
Payment of Team Fees
SU seeks to adopt a high standard in the handling of money and now provides functionality to receive and process payments.
To collect team fees, as Activity Leader you setup an Event, using type “General”, and nominate both a full rate and a concessional rate.
“Registration Fee” is the full adult team fee. “Concessional Registration Fee” is the student/non-working adult team fee.
SU wants participation in programs to be as accessible as possible, with an equitable approach across SU ministries.
The Activity Leader remains responsible for establishing the team budget and setting the adult full and concession rates at a level to cover the Activity’s costs.
For accompanying family members the following discount structure is automatically applied in the Event form
| Age | Percentage Reduction of the Full Concessional Rate |
| 18 and over | 0%, ie full concessional rate applies |
| 16 to 17 | 12% off the full concessional rate |
| 11 to 15 | 40% off the full concessional rate |
| 6 to 10 | 47% off the full concessional rate |
| 1 to 5 | 72% off the full concessional rate |
| Under 1 | 100% off the full concessional rate, ie free |
Activity Leaders do not have discretion to change the payment structure, but do have the discretion of choosing:
- To not charge anything for children below a certain age eg. accompanying children under 10 pay $0;
- To submit a SU Kids to Camp Benevolent Fund application for subsidy towards up to half the fees;
- To set a Family Discount Percentage (in the Event setup) which provides a percentage discount if there are three or more from the one family. (This option is generally just used for Participants).
Where the Activity Leader wants to set an early bird rate then a separate Event for this would need to be created with a Booking End date set at the end of the Early Bird period.
Where the Activity Leader wants to receive registrations separately for their training weekend then a separate Event would be established for this. The same fee structure would apply. However, where a training weekend forms part of the full team fees it is not recommended that fees be collected separately.