How to & FAQs

For participants 

For coordinators 

FOR PARTICIPANTS

 

Registering for the Award

Each organisation has its own procedure for registering participants.

Registering for the Award generally involves:

  1. Review information about what participation involves
  2. Discuss participating in the Award with the Award Coordinator at your school or organisation
  3. Discuss participating with your parents or guardians and planning your Award activities.
  4. Return any required permission notes and the registration fee to your Coordinator.
  5. Collect your Blue Registration Card – fill in clearly and correctly (complete with your parent/guardian's signature on the back) and return it to your Coordinator BEFORE starting Award activities
    (Refer to: Guide to completing your blue registration card)
  6. Receiving your Record Book - you're all set to go !

Important note: You CANNOT record any activities undertaken before the date of your parent/guardian's signature.

We recommend you record your activities in a Bronze, Silver, or Gold Award Activity Organiser initially - then transfer this information neatly into your Record Book (your official record) and ask your activity Assessors to write your activity report and sign you off for the each section.

Receiving your Award Certificate and Badge

Bronze and Silver participants

  1. When you have completed the requirements of all Award Sections, ask all your Assessors to write their comments and sign and date each appropriate Section in your Record Book.
  2. Use the checklists for each Section in your Award Activity Organiser to ensure you have met all requirements and filled in your Record Book correctly.
  3. Take your completed Record Book to your Coordinator. They then double-check you've met all requirements and return your Record Book to you. They then formally notify the NSW State Office.
  4. Your badge and certificate is then sent back to your Coordinator who will arrange presentation of these to you.

Receiving your Award

Gold participants

  1. Please read the first two steps listed above which are the same for Gold participants
  2. We strongly recommend you photocopy your Record Book for "safe keeping" before submitting it to your Coordinator.
  3. Your Coordinator double-checks that you've met all requirements and then sends your book and a Gold Notification Form to the NSW State Office.
  4. Your Record Book is rigorously assessed by staff at the NSW State Office (if all requirements have not been met then your Record Book will be mailed back to your Coordinator with an explanatory letter).
  5. When all requirements have been satisfactorily met your Record Book and Gold Award badge will be mailed to your home address.
  6. You will be notified by mail about when you will be presented with your Gold Award certificate at NSW Government House (these Gold Award Ceremonies take place three times a year and there can be a wait of some months before you can be presented). Your invitation will be mailed approximately 12 weeks before you are to be presented (you may also have up to four guests attend).

Transferring from one operator to another

If you started the Award in another country, state or school, and have moved to a new Licensed Operator, you will need to complete the Operator Transfer form (98.46kB) and give it to your new coordinator who will notify us.

FOR COORDINATORS

 

Ordering Record Books

  • Contact the NSW State Office on 9006 3997 during business hours with your request.
  • If you wish to send an email to order Record Books please email our Client Services Centre directly.
  • Blue Registration Cards, an invoice and Record Books will then be sent to you.

Please note: Orders of more than five (5) Record Books are sent as two separate mailings - the books are dispatched from our warehouse (and usually arrive first), and the Blue Cards and invoice are sent from our office.

Registering Participants

After you have ordered and received your Record Books and the Blue Registration Cards, we recommend the following sequence:

  1. Future participants are only issued with their Blue “Notice of Commencement” Registration Cards in the first instance (Record Books are not issued at this time).
  2. When the Blue Card has been completed fully (ie. both sides - especially check that the parent or guardian has signed and correctly dated the back) the card is returned to the Coordinator for checking (and any payment for the Record Book is finalised). 
  3. After the card is checked the lower Registration Number is peeled off the front of the blue card and stuck on the inside cover of the new blank Record Book.
  4. The blue card is mailed to the NSW State Award Office immediately (this ensures the Participant and their associated adult assistants are covered by insurance for all Award activities and that the participant is registered as soon as possible on the NSW State Office database).

Approving Awards

  1. Ask the participant to bring you their completed Record Book as well as their completed Award Activity Organiser (as appropriate for Bronze, Silver or Gold). These Organisers incorporate checklists for the non-Adventurous Journey activities which will assist your checking.
  2. Ensure all requirements for all Sections have been met and all Assessor Reports and signatures are complete. For checking the Adventurous Journey Section refer to the Adventurous Journey Signoff Guide (80.37kB)
  3. Complete the appropriate section in the back of their Record Book by signing and dating your approval.
  4. Notify the NSW State Office of your approval (see below)

Transferring participants

If you have a participant that started the Award in another country, state or school, the Operator Transfer form (98.46kB) will need to be completed in order for the participant to continue the Award with you. Once completed then return to the NSW office:

  • Fax: (02) 9006 3888 or
  • Mail: Duke of Edinburgh's Award - NSW office
    NSW Sport and Recreation, Locked Bag 1422, Silverwater NSW 2128

Notification of Award completion

For Bronze and Silver Awards

Complete the information for each participant on a "Bronze/Silver Notification Form and either:

  • Fax: (02) 9006 3888 or
  • Mail: Duke of Edinburgh's Award - NSW office, NSW Sport and Recreation, Locked Bag 1422, Silverwater NSW 2128

For Gold Awards

  1. Complete the information for the participant on a "Gold Notification Form" and ensure this form (and the Gold approval section in the back of their Record Book) is signed your organisations Senior Officer.
  2. We strongly recommend a photocopy of the Record Book (for "safe keeping") is kept either by the participant or by the Coordinator before submitting it the State Office for approval.
  3. Mail the completed form and approved Record Book to Locked Bag 1422, Silverwater NSW 2128.
  4. Invitations to the appropriate Gold Ceremony are issued to  Coordinators and Senior Officers approximately one month prior to your Gold Awardee(s) being presented at NSW Government House.

Updating details of coordinator/senior officer or volunteer

It is important to keep us up to date with any changes that occur within your organisation. If any of the roles such as Senior Officer, Coordinator or Duke’s Volunteer change, please complete the  Volunteer update form (90.64kB). Once completed then return to the NSW office:

  • Fax: (02) 9006 3888 or
  • Mail: Duke of Edinburgh's Award - NSW office
    NSW Sport and Recreation, Locked Bag 1422, Silverwater NSW 2128

 

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