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The new Scouts Canada Adventure Application form is integrated with ScoutsTracker. Specifically, any Category 2 or 3 event requires that an AAF be submitted. An AAF may be created for any event, and will be auto-populated with information from the event (e.g., name, date, location, scouter-in-charge, description/purpose, transportation plan, expected participants and their member #'s, emergency contact info, etc.) The scouter-in-charge then completes the form by checking off all the appropriate checkboxes. When complete, the form may be e-signed and submitted to your GC. Your GC then receives and email notification that contains the form, and any required attachments. If your GC is satisfied, they can click an “Approve” button and e-sign the application. The form is then marked as “approved” for that event, and forwarded to National for archiving.
Category 1 events may also have AAF's, but since they are not actually required for Category 1 events, they are simply sent to your GC to keep them in the loop, and do not need to be approved.
Attachments can be tagged as needing to be included in the AAF. I.e., the “Gear List” included in the event description for youth and their parents does not need to be included in the AAF, but the emergency plan does.
You can reopen and resubmit an AAF if a change the event details mandates that it should be resubmitted. Indeed, under certain circumstances (e.g., increasing the risk category), previously-submitted and/or -approved AAF's will automatically be flagged as obsolete.
If your GC does not use ScoutsTracker, they can still print off a copy of any completed AAF that they receive by email, and manually sign and archive it. If this is the case, there is a per-event switch that you can set that stops ScoutsTracker from always complaining about unsubmitted/unapproved AAF's.
Events now have additional field to help comply with the updated SC BP&P policies. In particular events now have Risk Category (as per policy 29), Scouter-in-Charge, Tour Permit and Transportation Plan fields. The Risk Category is inferred from the type of activity (e.g., a more than 3-day outing would be category 3, anything with paddling is at Category 2, etc.).
The Risk Category also influences the defaults for the minimum Safety Qualifications.
There is a now a new classification of person: “Other Participants”. This classification is used for people who are typically not members of the Organization, i.e., parents, instructors or other adult helpers.
The classification was warranted because of the integration with the new Adventure Application, in which there is a special section for the enumeration of adults who aren't Youth, and aren't Scouters.
Other Participants may be invited to events and may be cc'd on emails; but as non Youth members, they cannot progress through the Program.
By default, Other Participants are ineligible to attend most events and are hidden from lists (e.g., Emergency Contact info), so that your default experience will be the same as before Other Participants were supported. However, you can explicitly make certain Other Participants eligible to attend specific events, whereupon they'll show up in all the lists in an appropriate “Other Participants” section.
You can now create and save arbitrary lists of email recipients. This allows you to create, for example, a list of all the members who are heading to WJ'19, or all the members of the Troop Council, or a quick list of all the PL's.
These lists can be created/(re-)edited/deleted at any time.
Additionally, by popular demand, the Commissioner edition's Email “Quick Pick” allows the selection of youth/scouters/other in addition to the selection of the sections. I.e., you can send out a message to all the Beaver+Cub parents, or all the scouters in Venturers+Rovers, or any other combination of member role and section.