Course Forms

Guidelines on the management of forms and information

1. 1. The forms that are used to gather information from volunteers, team, guests and supporters have been re-designed to enable the information to be recorded in the Kairos Volunteer Management System data base.
   2. Each of the arms of Kairos (KO, KI and KT) has had forms specifically designed for their use. These can be found under the respective arm’s section.
   3. Certain forms are used across the arms and are held in the GENERAL section as well as a copy in the individual arm’s section.
   4. All forms have been consistently numbered using the following components:

i     Component 1 – relating to the arm

KGEN – for common forms

KI – for Kairos Inside, both male and female

KO – for both Kairos Outside

KT – Kairos Torch

ii    Component 2 – a sequence number

For GEN forms commencing at 4001

For KI forms commencing at 1001

For KO forms commencing at 2001

For KT forms commencing at 3001

iii   Component 3 – date effective from

A date in the form of YYMM is used to control the version number

5. Within each section there is a full explanation of how the data in the forms relates to the Volunteer Management System as well as interactive PDF versions of the form.  The interactive PDF form allows:

i    The form to be downloaded

ii   The fields can then be completed on this downloaded copy

iii   The form can then either:

a)  If it is complete then it can be emailed or printed and sent to the nominated person/committee

b)  Certain sections completed (such as the details of the respective region and course) and then printed out for manual completion

6. Contact the Leader / Committee for the information. Not all the required information is on one form. Some information like team positions, talks etc are part of the records the Leader creates.
7. Most of the Team information is recorded on the “Team Member Information” form.
8. Most of the participant / guest information is recorded in the “Privacy Policy & Database information” form. Note that these forms include a signature as agreement to have the information recorded in the database. These forms are scanned and stored in the Database.
9. Treat information confidentially and respect the contact and personal information that you have been intrusted to.
10. Store forms in a safe and secure place (don’t leave it lying around for others to see. Don’t lose it)
11. Enter or revise the information as soon as possible in the database. The sooner the better.
12. Destroy the forms responsibly once the information has been entered and you have checked that it is correct. Inform the Committee when this is done and the process complete.
13. Comply to the KPMA Privacy Policy:

Kairos Prison Ministry Australia has opted to comply with the requirements of the Privacy Laws. The information provided by you will be held in a secure database under the control of Kairos Prison Ministry Australia (KPMA).  This information will be used for the primary purpose of informing you of programs organised by KPMA and associated administrative functions.  It will also be used to inform you of activities, events and general information about KPMA.  Except as required by law, your information will not be disclosed to any other person or organisation.  Further information is available on the Kairos Website (//kairos.org.au/privacy-policy/) or by contacting the Kairos Support Office (02 9987 2016) and requesting a copy of the Privacy policy

Kairos General Forms

Program Notification form (2021-09)  - download ms-word file

Ezra-Download    Ezra-Download order form

Prayer Vigil    Prayer Vigil Website for Australia

GEN-4001 clergy application.  clergy/chaplain expression of interest

GEN-4002 contact information.   contact information & agreement

GEN-4003 closing attendance   application to attend a 'Kairos closing ceremony'

GEN-4004 request data access get contact details for someone in another region

GEN-4005 CCLI report  CCLI music report

GEN-4006 team debrief checklist

GEN-4007 (suggested form for) Manuals Register  register of who has course manuals

Accident Report - for Injured Volunteer

Accident Report - Witness Statement

Reading for new team members

Kairos Statement of Faith

KPMA Code of Conduct

KPMA Code of Conduct Summary

KPMA Purpose of Kairos

Kairos FORMS Jan2019 MASTER  Explanation and samples of all forms

Kairos Inside - Forms

KI-1001 team application

KI Site Specific Agreement Template (NSW-2019) (MS Word document)

Kairos-invitation-to-attend-a-Short-Course-Chaplain-to-Resident-v2019

Guidelines for approved visitors (Closing Ceremony) v2021

Kairos Outside - Forms

KO-2001 team application

KO-2002 guest EOI guest expression of interest

KO-2002L guest EOI guest expression of interest (column format)

KO-2003 guest checklist follow up on guest expression of interest

KO-2004 guest and team information   privacy policy & database information

KO-2005 guest special needs

KO-2006 team feedback

KO-2007 guest feedback

KO Enquiry form 1 per page  inquiry form (1 per page)

KO Enquiry form 3 per page  inquiry form (3 per page)

KO Brochure  (with text box)

KO Database Template  (downloads to ms-excel)

KO Manual Supplemental Info (2021-06)

KO Manual Supplemental Info (Prayer Coordinators)

KO Ezra Core Team Workbook: Sample Listing

Kairos Torch - Forms

KT-3001 team application

KT-3001 team reference check

Advanced Kairos Training - Forms & Manuals

AKT-6001 application

AKT-6002-1 evaluation

AKT-6002-2 report

AKT-6003 register   sign in sheet

AKT overview and forms  overview and samples of AKT forms

Manuals

AKT Participants Training Manual (Kairos Inside) 
(Contact Kairos Support Office - operations@kairos.org.au)

Excellence Initiative - Forms

EI Steps in the EI process (2021-Oct)

Program Notification form    see the 'general' tab for this form

EI for KI (sep 2021) excellence initiative report for Kairos Inside

EI for KO (Nov 2021) excellence initiative report for KO

EI Flowchart (oct 2018)