Family Referral Form

This referral must be completed by a non-relative who holds a position of responsibility or qualification, such as a Caseworker, Social Worker, Psychologist or Teacher.

It is expected that this person knows the family well enough to comment on their suitability for an Edmund Rice Family Camp. 

The purpose of you seeking and signing the following information is to ensure, as far as practicable, that the safety of the referred child, as well as the other participants and the staff is not compromised by accepting a referred child who might demonstrate behaviour that is inappropriate and beyond the ordinary capacity of an Edmund Rice Child & Youth Development program.

All referral forms must have a completed, and signed, Conditions of Placement – Referrer, and Parent/Guardians Statement for a referred child to be considered for an Edmund Rice Child & Youth Development program.

Support Letter

Applications with a separate Support Letter from the referring agency will be highly regarded. The support letter can contain:

• reasons for referral, including why this family should be offered a placement
• any goals for the family in attending the camp,
• other relevant information to be able to support the family during this placement if successful

CONDITIONS

Please read the following information relating to camps conducted by Edmund Rice Camps Victoria.  A signed copy, signifying acceptance of these conditions and a belief on the Agency’s part that the family is suited to Edmund Rice Camps Victoria programs, must accompany each referral on an Edmund Rice Camps Victoria program.

The Agency’s responsibilities in referring families to Edmund Rice Camps Victoria are as follows:

• All information, which may affect the participation of the family in the program, should be forwarded to Edmund Rice Camps Victoria office at the time of referral. This includes information regarding any relevant current or recent protective concerns.  All information will be kept in confidence by the Edmund Rice Camps staff and the delegated Camp Executive Team.
• The Agency’s contact phone number, both during business hours and after hours, is to be provided with the application. This is important in the case that a Child Protection, health or behavioural issue arises. 
• It is the responsibility of the Agency to ensure that the family has appropriate clothing and equipment for the camp. If extra clothing and/or equipment is needed, please contact the ERC office for alternatives.
• Transport of the family to and from the designated pick up and drop off point, at the commencement and conclusion of the camp, is the responsibility of the agency and family. 
• Should a family/member be sent home from a camp, due to illness or inappropriate behaviour, it is the responsibility of the Agency (and family) to provide transport.
• Edmund Rice Camps Victoria reserves the right to accept or reject any application based on the best possible match between referrals and the skills of the volunteers on a particular program. 
• It is responsibility of the Agency to pay all fees and advise of cancellation consitent with cancellation policy below. 
• The Agency is required to pass all relevant information onto the family, including confirmation letter and participant handbook
• The family may be invited to take part in an optional evaluation of the camp, all responses will be confidential, the responses will be collated along with responses from agencies and volunteers then de-identified to evaluate the entire camp and its processes. ERCVic values all feedback received. The purpose of the evaluation is to expand on the resources and programs delivered by ERCVic in future.

Payment of Fees and Cancellation Policy:

• It is the responsibility of the Agency to pay the placement fee before each program. Edmund Rice Camps Victoria acknowledges that Agencies may seek a contribution of this fee from the family, however it remains the responsibility of the Agency to ensure that this fee is paid.
• As a not-for-profit, Edmund Rice Camps Victoria subsidizes the fees through fundraising, in-kind donations and significant volunteer support.
• Prior to each program, Edmund Rice Camps Victoria incurs costs including catering, accommodation and equipment. Edmund Rice Camps Victoria is therefore unable to refund the placement fee in the event that the family can no longer attend the program. 
• We require a minimum of 10 business days notice to cancel a placement on a program. Full refunds will be offered for cancellations with 10 days business days notice.
• Cancellations within 5 working days of the program will incur a 50% cancellation fee.
• The full fee is required for any cancellations within 3 business days, and participants who do not arrive at the program.
• All cancellations should be made in writing to ercvic@edmundrice.org.  

Important information about the Protection of Children:

• Edmund Rice Camps Victoria is a Child Safe Organisation. We have zero tolerance of abuse. A Child Protection Matter is any information relating to a child under 18 years of age pertaining to any past or current, actual or suspected concern for a child's safety, welfare or health. 
• If a Child Protection Matter arises on a program, Edmund Rice Camps will contact the Agency to provide details.  Edmund Rice Camps Victoria in collaboration with the Agency will then develop a plan to notify and support the family, and to contact the Department of Families, Fairness and Housing, Child Protection, or other authorities, where appropriate. The Agency will not release this information during the program unless advised by the relevant authority and/or in consultation with Edmund Rice Camps Victoria staff. 
• The Agency will notify Edmund Rice Camps of any relevant Child Protection Matter about the child prior to the beginning of the program. This information will be kept in confidence.

 
Important information about the Supervision of Children:

• Edmund Rice Camps Victoria programs are staffed entirely by volunteers, principally aged 17 to 30. While volunteers with some professional qualifications hold executive leadership roles on each program, the majority of volunteers do not hold such qualifications.
• All volunteers 18 years and over hold a valid Working with Children Check.
• All volunteers have completed role-specific training with Edmund Rice Camps Victoria and are mentored by senior volunteers with extensive experience on our programs. 
• Volunteers are supported by Edmund Rice Camps Victoria staff in the delivery of the program. 
• Staff are available at all times to support with participant management, incident response and volunteer support. 

DISCLAIMER

While it is strongly encouraged and while all staff and volunteers are required to have a Working with Children Check, I understand that not everyone participating in programs operated by Edmund Rice Camps Victoria is required to complete a Working with Children Check under the Working with Children Act 2005 (Vic) (or equivalent legislation), or to provide Edmund Rice Camps Victoria with a Police record check. 

Please ensure all pages and fields are completed. Edmund Rice Camps Victoria are not able to consider a referral that is not complete.

If you have any queries, please contact our team: 

03 8359 0143
0408 454 156
ahills@edmundrice.org

Thank you for your efforts in completing this referral