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LD 10 ALQP Region Management Qualification Passport November 2018 of 26


Region Management

Qualification Passport

Contents

1. Summary of GGA Region Management Qualification 3

2. Your Support Network 4

3. Steps to gain your Region Management Qualification 5

4. Induction 7

5. Learning Plan and Record 9

6. Region Management Qualification modules 11

6.1 Leading Guiding 11

6.2 Leading your Team 14

6.3 Managing Operational Risk 17

6.4 Managing Administration 19

6.5 Building for the Future 21

6.6 Being Involved with Guide Units 23

7. Finalising your Management Qualification 25

Qualification and Appointment form 26

Girl Guides Australia Suite 103, Level 1, 100 William Street, Woolloomooloo NSW 2011 www.girlguides.org.au ALQP Region Management Qualification Passoort First oublished in 2013 by Girl Guides Australia Edition 4 November 2018 Key Contact: GGA Learning & Develooment Manager Cooyright © Girl Guides Australia This work is cooyright. Aoart from any use as oermitted under the Cooyright act 1968, no oart of this oublication may be reoroduced, stored in a retrieval system, or transmitted in any form or by any means without written oermission by the cooyright holder.

http://www.girlguides.org.au/


Section 1: Summary of GGA Region Management Qualification A Girl Guides Australia Qualification for both Assistant Region Managers and Region Managers, consisting of six modules, see summary below. The Being Involved with Guide Units module is only for Managers who have not previously held an Australian Girl Guide appointment. Managers with Guide leadership experience should be able to complete the Management Qualification within six months.

Region Management Qualification Passport – sets out the full requirements for the Qualification and records any relevant experience and / or qualifications, as well as progress. Depending on previous experience and / or qualifications it is possible to gain exemption from some of the requirements.

Mentor – a qualified Manager who provides guidance on completing learning activities and offers support throughout the learning process.

State RPL Liaison – a member of the State Learning & Development team who oversees the application of Recognition of Prior Learning in the State and will advise on the exemptions you are entitled to.

Induction – comprises meeting with State Commissioner / Assistant State Commissioner (or nominee), meeting with Mentor, meeting with previous Region Manager and meeting with State RPL Liaison.

Learning activities – a mix of reading, reflections and activities that replicate the main management tasks, and can be completed in any order. Most activities in the Passport are signed-off by the new Region Manager herself, but some are signed-off by the Mentor or other qualified Leaders or Managers.

Management Qualification training course – has two components: a one-day training, Becoming a Manager, ideally at the beginning of the qualification period, and a second one-day training, Leading Volunteers, ideally towards the end of the qualification period.

First Aid training – ‘Provide Basic Emergency Life Support’ – theory only. Can be completed online.

Guiding Orientation webinar – for those Managers new to Guiding. Delivered nationally.

Completion of Qualification – Mentor signs-off that Manager has completed Passport and State Commissioner confirms.

‘New to Role’ Review – after 6 months with the State Commissioner to provide further guidance as needed.

Modules Reading Training Summary of Learning Activities

Leading Guiding

Region Meeting minutes

Manager’s Handbook Chapter 2 Leading Guiding

MQ training - Leading Guiding

7 activities: attend 2 District / Region events, obtain information from SGGO website, review State Office “who’s who”, present Region report, meet with State Commissioner / SEO, chair 2 Region meetings

Leading your Team

ALQP Passport Guidance Notes for Unit Leadership Qualification

Manager’s Handbook Chapter 3 Leading Your Team

MQ training - Leading Your Team

8 activities: speak with DMs, incorporate Promise and Law into meeting, recognise Leaders, contact 2 Region Managers, meet with Region team, review Region training, discuss conflict resolution, develop Learning Logs

Managing Operational Risk

Manager’s Handbook Chapter 4 Applying a risk management approach

MQ training - Managing Operational Risk

HLTAID002 - theory only

3 activities: review risk management training completed in Region, review how social media is used, update self on State Risk Register

Managing Administration

SGGO admin manual (or equivalent)

Manager’s Handbook Chapter 5 Managing Administration

MQ training - Managing Administration

MQ training - Property Management

MQ training - Financial Management

9 activities: access SGGO database reports, establish records system, complete forms, correspondence and financial responsibilities for 3 months, review audit requirements, review Region budget, review equipment inventory, identify any property issues

Building for the Future

Manager’s Handbook Chapter 6 Building for the Future

MQ training - Building for the Future

5 activities: participate in 2 promotional events, deliver a short presentation, represent Guiding at community activities, compile 12-month personal event diary, review membership trends.

Being Involved with Guide Units

Manager’s Handbook Chapter 7 Being involved with Guide Units

Guiding Orientation

MQ training - Being Involved with Guide Units

3 activities: access WAGGGS website for activities and campaigns, participate in 3 ceremonies, visit 3 Units


Section 2: Your Support Network As you proceed in your Management Qualification journey, there are many people who can offer you support. You can write their contact details in the boxes below or add a separate list.

State Commissioner:

Mentor: You will have a Mentor rather than a Learning Partner to support you during your qualification. Your Mentor will provide you with support and answer questions about the Region Manager role. Contact details:

State RPL Liaison: The State RPL Liaison is a member of the State Learning & Development team who oversees the application of Recognition of Prior Learning and will advise on the exemptions you are entitled to. Contact details:

State Risk Management Committee Representative:

Assistant State Commissioner:

Assistant State Commissioner:

Neighbouring Region Manager:

Neighbouring Region Manager:

Previous Region Manager:

Region Team Member:

Region Team Member:

Region Team Member:

Region Team Member:

Region Team Member:

Region Team Member:

Obtain an up to date contact list for your District Managers:

Other:


Section 3: Steps to gain your Management Qualification

This Passport is designed to help you achieve the Management Qualification for Region Managers and Assistant Region Managers.

If you are already a qualified Region Manager transferring from another State / Territory you will need to meet the relevant Working with Children or Police Checks for your new State. You also need to complete the Induction form (Section 4) and Qualification and Appointment Form (Section 7) but otherwise you do not need to complete this Passport.

Complete Induction (Section 4)

1. It is assumed you are already a member of your State Girl Guide Organisation and have completed the membership administration that is required as part of the Induction stage. If not, please complete this with your State Commissioner.

2. For Region Managers, the first part of your Induction is the meeting with your State Commissioner where she will set out the requirements of your management role. Assistant Region Managers may have this Induction meeting with the State Commissioner or her nominee (possibly an Assistant State Commissioner or Region Manager)

3. You will have a Mentor rather than a Learning Partner to support you while you gain your Qualification. Participate in the Girl Guides Australia (GGA) Management Qualification training courses: Becoming a Manager and Leading Volunteers. Courses may be offered face to face at the same time, separately, online or via webinar. You may have completed one or more of these ALQP sessions previously, in which case you do not have to repeat them.

4. Your Mentor does not need to have undertaken Learning Partner training. Her major role is to provide you with support and to answer questions about the Region Manager role. Whilst your Mentor must hold a Management Qualification under the AALP or the ALQP, she does not need to have a current Management appointment. Consider who might be a Mentor for you – she could be an Assistant State Commissioner, previous State Commissioner or current / previous Region Manager.

5. Record the contact details of the key people who can support you in Section 2.

6. If possible and appropriate, meet with the previous Region Manager who will pass on relevant records and discuss any important issues.

7. Complete the Induction checklist in Section 4, ensure it is signed as needed and arrange to scan / copy the page and send to your State Office.

Design Learning Plan and Record (Section 5)

8. Your Mentor will let you know who the State RPL Liaison is. Contact your State RPL Liaison to review previous Guiding experience and any professional skills or qualifications that may exempt you from some aspects of the training or required activities. If you have previously held a Leadership or District Manager appointment, you do not need to complete Module 6: Being Involved with Guide Units.

9. Complete Section 5: the Learning Plan and Record. Identify the dates of any training sessions you need to attend, the dates of meetings or events where you could complete activities and the provisional dates of catch-up meetings with your Mentor (which can be in person, online or on the phone). At your first meeting with your Mentor, review your Learning Plan and schedule the catch-up meetings.

10. Also review what your have done in Guiding in the last three years and see if you have already completed some of the required activities.


Undertake Management Qualification training and activities (Section 6)

11. The modules and activities should be completed in the order that makes best use of learning opportunities as they arise. You DO NOT need to work through them in the order they are presented. You can also complete activities before the Induction is completed, if there is a delay in meeting with your Mentor and / or State Commissioner.

12. Participate in the Girl Guides Australia (GGA) Management Qualification training courses: Becoming a Manager and Leading Volunteers. Courses may be offered face to face at the same time, separately, online or via webinar. You may have completed one or more of these ALQP sessions previously, in which case you do not have to repeat them.

13. Complete the relevant reading, training, activities and reflection exercises for each of the six modules and make notes in your Passport and / or provide requested information. A number of activities require that material is “attached” to the Passport – it’s probably easiest to file this material in a ring-binder with dividers for each module, or keep an electronic file folder.

14. Complete ‘Provide Basic Emergency Life Support’ (HLTAID002) theory, which can be done online. If you are likely to relieve for Unit Leaders regularly it is advisable to also complete the practical (CPR) assessment element of this training. If you hold or wish to gain Outdoor Module/s, you need a current ‘Provide First Aid’ (HLTAID003) qualification.

15. Get each module activity signed-off by the required person. Each activity in the Passport is accompanied by a description of who should sign it off and what evidence is required. You are able to sign-off many of the activities yourself.

Where qualified Leader is specified, this means a currently appointed Unit Leader, Assistant Unit Leader or Outdoors Leader holding a Leadership Qualification under AALP or ALQP.

Some activities must be signed-off by your Mentor, your State Commissioner or another specified person and these are clearly marked.

Any Region Manager signing the Region Management Qualification Passport must have a Region Management Qualification under the AALP or ALQP.

The State Commissioner (or her nominee) must oversee the process and therefore cannot sign as the Mentor or qualified Leader / Manager. She can sign as State Commissioner only.

16. Make or renew your Girl Guide Promise as an adult.

17. During the process meet (face-to-face, phone or via Skype) with your Mentor as needed, to discuss both how you are going and your answers to the reflection questions.

Qualification as a Region Manager or Assistant Region Manager (Section 7)

18. Once the Passport is fully completed, meet with your Mentor and ask her to sign the Qualification & Appointment form.

19. Region Managers now meet with the State Commissioner to finalise your Passport and complete the Qualification & Appointment form. At this meeting set a date for your ‘New to Role’ Review with your State Commissioner.

Assistant Region Managers meet with the State Commissioner or her nominee. This could be an Assistant State Commissioner or Region Manager. She will finalise your Passport and complete the Qualification & Appointment form. Set a date for your ‘New to Role’ Review with your Region Manager.

20. Your State Commissioner will present your Management Qualification certificate at a suitable event.


Section 4: Induction (Region Management Roles)

The aim of the Induction phase is to ensure you:

Are clear about the process to get qualified

Have basic information about the Region you will be working with

Understand your role and responsibilities as a Girl Guide Manager

Meet the State Girl Guide Organisation requirements, including complying with relevant legislation.

For the Region Manager, the Induction meeting is with the State Commissioner, but for Assistant Region Manager this could be held with the State Commissioner or her nominee, for example, one of the Assistant State Commissioners.

Meeting with State Commissioner – Role and Responsibilities Signature

Review the Region Manager Position Description. See Guide Lines

If Region Manager, discuss scope for possible assistants and how to utilise Resource Leaders, Olave Program members, Trefoil Guild etc. in Region in order to meet the responsibilities outlined in Position Description.

Agree the elements of the role which you will focus on and if you are the Region Manager, any which will be the responsibility of the Assistant Region Manager/s. Annotate the Position Description to show the agreed changes. Discuss your other commitments and any constraints that might affect the performance of your management role and ways of achieving a reasonable balance between commitments.

Discuss responsibilities for risk management including relevant forms and procedures.

Discuss the State’s Conflict Resolution / Grievance / Dispute Resolution Policy, process and your responsibilities.

Discuss the make-up of the Region and any important and / or urgent matters. Discuss any actions outstanding from previous Region Meetings. Clarify whether it is appropriate to meet with the previous Region Manager.

Discuss State reporting lines, meeting structure, State operational plan and any current issues. This can be used to sign-off activities 5 and 6 in Module 6.1: Leading Guiding.

Meeting with State Commissioner or her nominee Signature

Undertake role currency check including legal requirements for working with children and signing of Code of Conduct (if not already signed.)

Discuss who could be your Mentor and others who could support you.

Confirm the dates of the next Region meetings and arrange to complete the relevant activities in the Being Involved with Guide Units and Leading your Team modules.

If you are already a Leader or District Manager, discuss your plans to find a replacement for that role.

Confirm the process for changing signatories on Region and other bank accounts.

Record here the date all elements of the Induction were completed, scan / copy this page and signed Code of Conduct, and then forward to your State Office.

Date

Office Use Only Records Updated by State Office:

LD 11 (Aug 2018) – REGION MANAGER TO COPY / SCAN THIS PAGE AND SEND TO STATE OFFICE NAME (IN FULL): MEMBER NO:


Induction (continued)

This page does not need to be sent to State Office.

Meeting with State RPL Liaison RPL Liaison Signature

Review Guiding experience and any professional skills or qualifications that may provide exemption from some aspects of the training or required activities. This meeting does not have to be face to face. Record the exemptions in the relevant boxes in each of the Modules and write “RPL” in the Learning Plan and Record in Section 5. If you are not able to meet face-to-face, the State RPL Liaison can email the Region Manager and the Mentor with the agreed exemptions and the Mentor can sign the Passport at the next meeting.

Meeting with Mentor Mentor Signature

Agree a Learning Plan and target date to achieve the Region Management Qualification. Identify any obstacles and inform State Commissioner if necessary.

Ensure access to required reading and resources, as listed under each module.

Schedule required training (face to face or webinar).

Identify any upcoming opportunities to renew your Girl Guide Promise as a Manager.

Discuss where else you might get support and record contact details in Section 2.

Meeting with previous Region Manager (if possible and appropriate)

Own Signature

Discuss current status and any issues related to property, finances, insurance, membership etc.

Obtain previous and current files and / or be shown where files are located.

Discuss any upcoming events and diary commitments.

Resources Own Signature

Obtain the Leader’s Handbook and access the Managers Handbook on the GuideLines website http://www.guidelinesforgirlguides.org.au/managers_handbook/

Purchase and wear the Girl Guides Australia uniform.

Access Guide Lines, SGGO structure chart and appropriate forms from your State Girl Guide Organisation (SGGO) website.


Section 5: Learning Plan and Record The Learning Plan sets out in summary form what you need to do to become qualified and is used to tick when you have completed reading, training, activities and reflections. This Plan and Record will provide a quick oversight as to where you are up to in achieving your Management Qualification, and also provide an easy reference at your catch-up meetings with your Mentor. Please bear in mind this is not the “official” record – you still need to have the nominated person sign and date the module boxes. To use the Learning Plan and Record effectively:

1. Once you have completed the Recognition of Prior Learning process with your Mentor write “RPL” in the relevant boxes on the next page. Your State RPL Liaison or Mentor will sign the relevant module boxes.

2. Think about all you have done in Guiding over the last three years – are there any activities you have already completed which you can get signed-off by the appropriate person? You might want to make a note in the appropriate boxes below. You can tick these boxes once the module activities have been completed.

3. The shaded boxes are ones where activities need to be planned ahead, e.g. attending meetings or ceremonies or meeting with people. If you know now the dates of events you could use, pencil them in the boxes. You can tick these boxes once the module activities have been completed. Bear in mind that two of the activities in the Managing Administration module require three months to complete.

4. You will be required to attend training for some of the modules – these boxes are also shaded. Write in the relevant dates of the scheduled training courses in the boxes below. You can tick these boxes once the training activities have been completed.

5. Now think about your target date for completing the Region Management Qualification and write it in the box below.

Dates to catch up with Mentor

Date to renew or make the Girl Guide Promise

Date scheduled Event / meeting

Target Date to complete Qualification

Liaise with the State Commissioner / Region Team to set this date in advance, so that it does not cause a blockage to the completion of the Qualification.


Learning Plan and Record (continued)

6.1 Leading Guiding Reading Region or state

training course / workshop / event

MQ Training – Leading Guiding

Activity 1: Attend 2 District / Region events

Activity 2: Obtain information from SGGO website

Activity 3: Review State Office “Who’s who”

Activity 4: Prepare a report

Activity 5: Meet SC / SEO re operational plan

Activity 6: Meet SC / ASC re State issues

Activity 7: Chair two Region meetings

Reflection

6.2 Leading your Team

Reading MQ training – Leading Your Team

Activity 1: Meet with DMs individually

Activity 2: Incorporate Promise and Law in a meeting

Activity 3: Recognise 6 Managers / Leaders

Activity 4: Contact 2 RMs

Activity 5: Meet Region Team

Activity 6: Review Region training / updates

Activity 7: Review SGGO conflict resolution policy

Activity 8: Begin Learning Log, discuss at meeting

Reflection

6.3 Managing Operational Risk

Reading MQ training – Managing Operational Risk

HLTAID002 theory Activity 1: Check Being Safe records on database

Activity 2: Agenda Social Media policy for meeting

Activity 3: Discuss State Risk Register

Reflection

6.4 Managing Administration

Reading MQ training – Managing Administration

MQ training – Financial Management

MQ training – Property Management

Activity 1: Generate report from SGGO database

Activity 2: Identify Region records needed

Activity 3: Identify forms or processes needed

Activity 4: Process correspondence and forms for 3 months

Activity 5: Discuss accounting requirements with Treasurer

Activity 6: Complete financial records for 3 months

Activity 7: Review Region Budget

Activity 8: Obtain equipment inventory

Activity 9: Identify Region property issues

Reflection

6.5 Building for the Future

Reading MQ Training – Building for the Future

Activity 1: Participate in 2 promotional activities

Activity 2: Deliver a presentation or speech

Activity 3: Represent Guiding at 2 community activities

Activity 4: Compile 12 month event diary

Activity 5: Review membership trends

Reflection

6.6 Being Involved with Guide Units (for those who have not held a Leadership or District Management

appointment) Reading Guiding Orientation

webinar MQ Training – Being Involved with Guide Units

Activity 1: Access WAGGGS website

Activity 2: Participate in 3 ceremonies

Activity 3: Visit 3 Units

Reflection


Section 6: Region Management Qualification Modules There are six modules to achieve the Region Management Qualification. Any existing Leader or District Manager only needs to complete the first five modules. Although the module titles are the same for District Managers and Region Managers, the activities vary. This Passport sets out the activities for the Region Management Qualification. Each module includes the aim of the module and the necessary reading, training, activities and reflection exercises to complete. Ideally, reading should be completed first to give the background information for the training and activities.

6.1 Leading Guiding

This aim of this module is for you to learn about the roles of people involved in your Region and State and the meetings structure.

Reading to complete Date

completed

Read Region meeting minutes / meeting notes for last 6 months

Manager’s Handbook Chapter 2 Leading Guiding

Girl Guide training / meeting / event to complete

Attend any Region or State training course / meeting / update / workshop or event. (The purpose of this activity is to extend your networks.)

Date completed

Management Qualification Training: Leading Guiding Trainer’s Stamp

or Signature

Activities to complete Signature

& date

1. Attend two District or Region events in capacity as Region Manager.

District or Region events and dates:

Qualified District

Manager

2. Access your SGGO website to find information about State activities and initiatives. Discuss with your District Managers and /or Region team how these activities and initiatives are included in District plans.

Main points from discussion:

Qualified District

Manager or Region Team

Member

The purpose of this activity is to be active in the Region, supporting Districts and Units as Region Manager. The RM should spread her visits across the Region.

The purpose of this activity is to encourage the RM to look at current activities in her Region as an opportunity for implementation of State goals.


Leading Guiding: Activities to complete Signature & date

3. Review the “Who’s who” for your State Office. Identify those people who will be important in providing you with support and expertise. You can record their contact details in Section 2.

Important contacts:

Own signature

4. Prepare a report on your Region (if appropriate using the State template) for a relevant meeting.

Attach report.

Own signature

5. Meet with the State Commissioner and / or SEO to understand the current State operational plan and how it interfaces with the GGA operational plan. Consider how these plans are operationalised in your Region. This discussion may have taken place as part of the Induction meeting.

Main points from discussion: SEO or State Commissioner

6. Meet with the State Commissioner or her Assistant to discuss current State issues. Please note in your Passport any follow-up action you need to undertake. This discussion may have taken place as part of the Induction meeting.

Any action you need to undertake as a result of discussion: State Commissioner

or Assistant State

Commissioner

The purpose of this activity is to make contact with the staff members who will

be supporting you.


Leading Guiding: Activities to complete Signature & date

7. Chair two Region meetings including preparing agenda, circulating minutes, creating summary of actions and reporting on actions. Keep these documents as a record and file appropriately.

Dates of meetings: Attach minutes and / or action points.

Qualified District


member

Reflection on learning Signature & date

Think about whom you will use for support and advice; not just relying on those people you already know well. Consider how people outside Guiding might be able to assist you or provide support. Sign and date your Passport when you have completed this reflection exercise.

Own signature


6.2 Leading your Team

The aim of this module is to ensure you have the skills, knowledge and confidence to build, lead and manage an effective team. Your team consists of your District Managers, the Region team members who will have specific roles and the other Leaders, volunteers and parents who support you.

Reading to complete Date completed

ALQP Passport Guidance Notes for District Management Qualification

Manager’s Handbook Chapter 3 Leading your team

Girl Guide training to complete Date

completed or exempt

Signature

Management Qualification training – Leading Your Team Trainer’s stamp or signature


& date

1. Speak with your District Managers individually to explore their Guiding experience, motivations, learning needs, recent training, support required etc. Wherever possible these meetings should be face to face. If you have a very large Region where it is not possible to meet face to face with your DMs, how could you to get to know them?

Managers spoken to:

Qualified District

Manager or Mentor

2. Incorporate the Promise and Law into your Region meeting.

Date of Region Meeting:

Qualified District

Manager or Region team

member

Leading your Team: Activities to complete Signature

& date

Regions across Australia vary greatly in the number of people and Districts. Some Regions have 2 Districts, some have 42 Districts! While we would prefer RMs to speak to all their DMs, this will be challenging for large Regions, so please speak to as many as practical.


3. Record six examples of ways you have encouraged, complimented and / or recognised District Managers, Region Team members and / or Leaders in your Region.

Examples:

Own signature

4. Make contact with two Region Managers and discuss their “hints and tips” on building a motivated team of Managers and Leaders.

Key points from discussion with other Region Managers: Qualified Region

Manager or Mentor

5. Meet with the members of your team that have a role besides District Manager e.g. Outdoor Activities, Awards, Program etc. How might you strengthen this team and /or optimise their contribution to the Region?

Key points:

Mentor

6. Discuss with your Region or State Learning & Development Manager what training / updates / workshops have been held in the Region in the last two years. Identify the learning needs that might be addressed in a future learning session.

Note learning needs identified: Region or State L&D Manager

If you don’t have people in these extra roles, consider the possibilities and the opportunities appointing them might provide your Region.


Leading your Team: Activities to complete Signature

& date

7. Make sure you are familiar with your responsibilities in line with the GGA People Management Policy and SGGO conflict resolution policies. If there are any serious conflicts within your team, take the opportunity to discuss ways of managing them with your Mentor and / or State Commissioner or her Assistant. Ensure any notes are held confidentially.

Key points from the discussion: State Commissioner/ Mentor

8. Begin your own Learning Log (available at https://www.girlguides.org.au/leaders/)

At a meeting encourage your Managers to talk about how they are using their Learning Logs.

Attach Learning Log. Date of Meeting:

Own Signature

Reflection on learning followed by discussion with Mentor Signature

& date

Consider your leadership style and your confidence and competence in leading a team of adults. What are your strengths and what are the areas you will need to develop further?

Think about your wider team, for example, parents, supporters, Trefoil Guild etc. How could they help with the Region and /or your Districts, for example, fundraising, PR, meeting place maintenance, camps, finances etc.

Think about what the Promise and Law means to you as a Guide Manager and discuss with your Mentor. Record the date you made or renewed the Girl Guide Promise.

https://www.girlguides.org.au/leaders/

https://www.girlguides.org.au/leaders/


6.3 Managing Operational Risk

The aim of this module is for you to understand your responsibilities for risk management and to familiarise yourself with the Risk Register or equivalent for your SGGO. You also need to ensure your Managers and Leaders are competent to discharge their “duty of care” for both adults and girls.

Reading to complete Date completed

Guide Lines – https://www.guidelinesforgirlguides.org.au/guide_lines/finance-risk/risk/

Manager’s Handbook Chapter 4 Applying a Risk Management Approach

State Risk Register or equivalent

Girl Guide training to complete Date

completed or exempt

Signature

Management Qualification training – – Managing Operational Risk

(webinar, online or face to face)

Trainer’s stamp or signature

External training to complete Provide a copy of the “Statement of Completion” and forward to State Office

‘Provide Basic Emergency Life Support’ HLTAID002 or equivalent

(theory only)


& date

1. Access your State database to ascertain whether the Leaders and Managers in your Region have completed the Being Safe / Risk Management trainings. If there are gaps, make a plan to address them. Discuss with your state Risk Management representative.

Plan to address any gaps: Key points from the discussion:

State Risk Management Committee

Rep

2. Read the GGA Social Media policy and review how social media is being used in your Region. Put on the Agenda for a future Region Meeting and note any potential risks in your Passport.

Date of Meeting: Potential risks:

Mentor

https://www.guidelinesforgirlguides.org.au/guide_lines/finance-risk/risk/


Managing Operational Risk: Activities to complete Signature

& date

3. Discuss the State Risk Register (or its equivalent) with your State Risk Management Committee Representative as well as her current areas of focus. Identify any action you need to take to ensure your Region is managing risk effectively.

Key points from discussion:

State Risk Management Committee

Rep

Reflection on learning followed by discussion with State Risk

Management Committee representative

Signature & date

Consider how confident you are to manage risk in your Region. If you have any concerns, record them here and speak to the State Risk Management Committee Representative.

Own signature


6.4 Managing Administration

The aim of this module is to give you the skills and knowledge to manage the information, finances and property of the Region according to Girl Guides Australia and State Girl Guide Organisation requirements.


completed

State Girl Guide Organisation administration manual and / or documentation on property, finances, forms and procedures

Manager’s Handbook Chapter 5 Managing Administration

Girl Guide training to complete

Date completed or exempt

Signature

Management Qualification training – Managing Administration Trainer’s stamp

or signature

Management Qualification training – Managing Property Trainer’s stamp

or signature

Management Qualification training –Financial management Trainer’s stamp

or signature


& date

1. Access your State database and extract a standard report on the Managers and Leaders in your Region. If you have any problems with the reporting functionality speak to the relevant State Office contact.

Attach report. Own signature

2. Decide what records you need to hold for items not included on the database e.g. property records, region minutes, district activities etc. Discuss with at least two other Region Managers how they hold these records.

Region Managers contacted: Key points from discussion:

Own signature

3. Discuss with another Region Manager the forms and processes you may need to complete e.g. Region report, membership, appointment etc.

Forms / online processes you are required to complete / sign / authorise:

Qualified Region Manger

4. Over three months process any forms you are responsible for and take action on relevant correspondence.

Note forms used and / or main types of correspondence: Own signature

Your State may have a process for retaining these records. Please check.


Managing Administration: Activities to complete Signature & date

5. Discuss with the State Treasurer (or another appropriate person), the policy and practice for ongoing financials as well as the requirements for the annual review or audit of accounts.

Note any action you need to take: Treasurer or Own

Signature

6. Over three months carry out your financial responsibilities in accordance with SGGO policies.

Not any issues encountered: Own signature

7. Review the current Region budget against expenditure year to date. If there is no budget, consider the expected expenses and prepare an annual budget.

Attach the Region’s annual budget. Own signature

8. Ensure there is an accurate and up-to-date equipment inventory for all your Districts. Ask your State Office how to comply with SGGO requirements.

Attach equipment inventory. Own signature

9. Familiarise yourself with any important property issues in your Region, for example, insurance, rent, maintenance, leases etc. Note any issues or concerns in the Passport and follow-up with the relevant State person.

Note property concerns or issues: Own signature

Reflection on learning followed by discussion with State experts and

Mentor

Signature & date

Often managing property and finance issues is a new skill for Region Managers. Please record here if you think there are any gaps in your knowledge. Discuss with the State experts in these areas how you might meet these learning needs. These discussions could be part of the activities above.

State expert/s


6.5 Building for the Future

The aim of this module is to develop the skills needed to grow Guiding in your Region. This module is only an introduction to what you need to do to build for the future, as the immediate focus is to ensure the “basics” are operating well in your Region.


completed

Manager’s Handbook Chapter 6 Building for the Future

Obtain the State / Region events calendar

Girl Guide training to complete

Management Qualification Training – Building for the Future Trainer’s stamp or signature


& date

1. Participate in two promotional activities (either aimed at girls or adults or both) to inform those target groups about Guiding. Keep fliers / notes / photos of what you did. Evaluate the effectiveness of these activities.

Evaluation of promotional activities:

Qualified Region

Manager or Mentor

2. Deliver a short presentation or speech at a Guiding or community event. Evaluate the effectiveness of your presentation.

Event: What I could do better next time:

Mentor

3. Represent Guiding at two community activities or ceremonies. Record the date and nature of the activities or ceremonies in your Passport.

Community activities or ceremonies and dates:

Own signature

The ouroose of this activity is to oarticioate in oromotional activities for the Region.

The ouroose of this activity is to be active in the Region reoresenting Guiding as the Region Manager. If there are no community events scheduled for the next

6 months, discuss and orooose an alternative activity with your Mentor.


Building for the Future: Activities to complete Signature

& date

4. Review WAGGGS, GGA, State and District event calendars to put together your own diary for the next 12 months, trying to achieve optimal coverage across your Region. Make sure any existing commitments (if still appropriate) are included.

Attach diary. Discuss with your Region Team

Region Team member

5. Review membership trends in your Region and agenda a discussion in your Region meeting about ways to retain current members and attract new members. Consider whether Units will need to open, amalgamate or close in the next 12 months.

Attach minutes or notes from your Region meeting.

Qualified District


member

Reflection on learning followed by discussion with your Mentor Signature

& date

What have been the biggest successes in your Region over the last three years? Discuss with your Mentor how can you build on these.

Mentor

What do you think are the biggest challenges facing your Region? Discuss with your Mentor how you plan to address them and ask her to sign your Passport.

Mentor


6.6 Being Involved with Guide Units

The aim of this module is to assist Region Managers who have not previously held Leadership positions or been a District Manager to become familiar with the Australian Guide Program (AGP) and the ways the Unit leadership teams facilitate the Australian Guide Program to the Guides.


completed

Manager’s Handbook Chapter 7 Being involved with Guide Units

Girl Guide training to complete if new to Guiding Signature

Guiding Orientation webinar Date

Management Qualification Training – Being Involved with Guide Units Trainer’s Stamp or Signature

Ideally arrange to attend the Leadership Qualification training course, although this course is not compulsory. You might also consider other ways of familiarising yourself with the Australian Guide Program (AGP), for example visiting Unit meetings and attending other activities. Discuss options with your Mentor.

Date Scheduled


& date

1. Access the WAGGGS website and learn about current WAGGGS global actions and campaigns. See which ones are already included in your Region and / or Districts’ events calendars.

WAGGGS global actions and campaigns included in Region /Districts:

Own signature

2. Participate in three different ceremonies, e.g. Promise, opening, closing, and award or flag ceremony.

Ceremonies, Units and Dates:

Qualified Leader or

District Manager

3. Make at least three Unit visits (ideally to different Units) or attend three District events. Use your findings to assist with the reflection.

Unit visits / District events:

Qualified District

Manager/s

The purpose of this activity is for you to be involved with Guides as a guest at ceremonies, camps and events, keeping in touch with girls in Guiding and supporting events in your Region. Ideally, you should spread your visits across the Region, but it is recognised that this might not be possible in very large or remote Regions.

The purpose of this activity is to ensure you include the ‘bigger picture’ in your Region’s

agenda, alerting DMs to the campaigns and activities of the SGGO, GGA, AP, & WAGGGS.

The purpose of this activity is for you to be involved with Unit Guiding, keeping in touch with girls in Guiding and supporting events in your Region. You should spread your visits across the Region. If you have been a DM before,

the visits should be in other Districts as much as possible. Consider combining this activity with Activity 2 above.


Reflection on learning followed by discussion with Mentor Signature

& date

Having completed the above activities, how well do you think the Australian Guide Program is being delivered in the Units in your Region? What are the opportunities to improve facilitation of the Program? If you have a Region Program Adviser, involve her in your reflection activity.

Mentor or Region

Program Adviser


Section 7: Finalising your Region Management Qualification

Meet with your Mentor to confirm the Passport has been fully completed and ask her to sign the Qualification and Appointment form. If you are a Region Manager meet with your State Commissioner who will confirm your Region Manager Qualification, sign the form and forward it to the State Office. If you are an Assistant Region Manager, this final meeting might take place with the State Commissioner, Assistant State Commissioner or her nominee.

Next steps – Assistant Region Manager

If your appointment is as an Assistant Region Manager, your role is to assist your Region Manager in managing the Region. You might specialise in providing support for particular admin tasks, e.g. finance or PR, or you might focus on supporting specific Districts in the Region. As you have achieved the full Management Qualification, you do not need to do any further learning to be appointed as a Region Manager if this is a role you want to take on in the future.

Next steps – Region Managers If you have qualified as a Region Manager, your role is to manage your Region and inspire your Leaders and District Managers and wider Region Team. You are accountable for all relevant legal, regulatory, financial and administrative policies and procedures. Now you are qualified you will be ready to take the next steps in planning ahead for your Region. This process involves assessing the strengths of your Region and identifying the opportunities to improve the way things are done. As you gain more confidence in your role, you will also feel more comfortable in representing Guiding in the community and undertaking PR on a regular basis. As you get more familiar with Guiding in your Region will also be able to effectively represent the interests and views of your Region at State level.

‘New to Role’ Review In six months’ time, you will have a ‘New to Role’ Review with your State Commissioner. At this meeting you will:

have an opportunity to discuss how you are getting on and to get advice on any areas which are challenging

discuss your goals and plans for the Region

discuss the learning options available to you and note any learning you wish to undertake.

On-going Learning It is your responsibility to keep your skills and knowledge as a Manager up to date. This process includes attending State meetings, workshops, training or online webinars as well as reading Guiding publications, surfing the web for Guide resources and learning from other Guide Leaders and Managers. For many Managers, the next step after qualification is to access learning on marketing or membership growth or retention. Any learning you undertake which benefits Guiding should be briefly recorded. An example of a form or Learning Log you can use for this recording can be downloaded from: http://www.guidelinesforgirlguides.org.au/guide_lines/guiding/adult-learning-development/ or you could design your own record.

Congratulations on completing the Region Management Qualification!


Region Management Qualification and Appointment Form This form is for notifying State Office of the completion of the Region Management Qualification and appointment as a Region Manager or Assistant Region Manager.

PERSONAL DETAILS Preferred Title: Given Names: Surname:

Previous surname (if ever appointed under that name):

Address:

State: Postcode:

Email:

Phone (BH): ( ) Mobile: ( )

Phone (AH): ( ) Fax: ( )

Date of Birth: Membership No: Expiry: / / 20

APPOINTMENT DETAILS

Position: Assistant Region Manager / Region Manager

Region:

Appointed from ____________________________________________

CONFIRMATION

I have completed the Management Qualification and all requirements for this position. I agree to fulfil the role in line with the agreed Position Description and Code of Conduct.

Signature: Date:

As the Mentor I am satisfied that all aspects of the ALQP Region Management Qualification, including the Minimising Risk module, have been completed.

Name: Member No: Signature: Date:

As the State Commissioner or her nominee I confirm all requirements for the above position have been met. The ‘New to Role’ Review is scheduled for: mm / yy

Name: Member No: Appointment: Signature: Date:

FOR OFFICE USE ONLY

Date records updated: Updated by:

Region MQ Certificate, badge, letter sent date:

Sent to:

QUALIFICATION ACHIEVED

REGION MANAGEMENT QUALIFICATION

ATTACHED DOCUMENTS (please attach or if already sent, note the date sent)

Copy of Passport Induction Section 4 (LD11)

Signed Code of Conduct

Copy of First Aid Certificate

LD 04d (Aug 2018) – STATE COMMISSIONER TO COPY / SCAN AND SEND TO STATE OFFICE ONCE COMPLETE

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