Guidelines on the management of forms and information
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- 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.
- 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.
- 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.
- 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
- 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
- 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.
- Most of the Team information is recorded on the “Team Member Information” form.
- 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.
- Treat information confidentially and respect the contact and personal information that you have been intrusted to.
- Store forms in a safe and secure place (don’t leave it lying around for others to see. Don’t lose it)
- Enter or revise the information as soon as possible in the database. The sooner the better.
- 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.
- 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 FORMS Jan2019 MASTER Explanation and samples of all forms
Kairos Inside - Forms
KI-1001 team application (v2022-10)
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
Related forms found in other tabs |
|
Forms Tab | Type of forms |
General | Commonly Used forms - closing ceremony, clergy/chaplain - contact information, music report - team debrief, manual register - statement of faith, code of conduct - etc... |
Excellence | Excellence Initiative forms - flowchart, report, etc... |
Advanced Training | Advanced Kairos Training forms - application, evaluation, report, etc... |
Kairos Outside - Forms
KO-2001 team application (v2022-02)
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 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
Related forms found in other tabs | |
Forms Tab | Type of forms |
General | Commonly Used forms - closing ceremony, clergy/chaplain - contact information, music report - team debrief, manual register - statement of faith, code of conduct - etc... |
Excellence | Excellence Initiative forms - flowchart, report, etc... |
Advanced Training | Advanced Kairos Training forms - application, evaluation, report, etc... |
Kairos Torch - Forms
KT-3001 team application (v2022-10)
Related forms found in other tabs |
|
Forms Tab | Type of forms |
General | Commonly Used forms - closing ceremony, clergy/chaplain - contact information, music report - team debrief, manual register - statement of faith, code of conduct - etc... |
Excellence | Excellence Initiative forms - flowchart, report, - etc... |
Advanced Training | Advanced Kairos Training forms - application, evaluation, report, etc... |
Advanced Kairos Training - Forms & Manuals
AKT-6001 application (v2022-02)
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 (2022-Jul)
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
Regional Committee - Forms
RGN Application Form (v2022-02)