There are some important changes and new developments proposed for the Duke of Edinburgh's Award in NSW in 2010. These developments will have a direct bearing on current and future Participant involvement in The Award and for the future operation and management of The Award.

These changes relate specifically to:

• Changes at NSW Sport and Recreation which administers The Award in NSW under license to the Duke of Edinburgh's Award National Award Authority.
• The introduction of an Online Record Book to replace the current paper based Record Book.
• A new Participant registration fee structure.
• Changes to Public Liability Insurance coverage.
• Introduction of Operator Licences between NSW Sport and Recreation and organisations.

CHANGES AT NSW SPORT AND RECREATION
For many years, The Award in NSW had been administered by NSW Sport and Recreation. During 2009, the NSW Government changed the structure of many government agencies.

As a result of this change, NSW Sport and Recreation has been joined by numerous similar agencies to form part of Communities NSW. As a division of Communities NSW, NSW Sport and Recreation will continue to administer The Award in NSW under license to the Duke of Edinburgh's Award National Award Authority.

WHAT IS THE ONLINE RECORD BOOK (ORB)
The Duke of Edinburgh's Award Authority and the NSW Award Division have been working collaboratively to introduce a new interactive Online Record Book (ORB) which will replace the set of three paper Record Books currently in use.

The ORB is a system for online recording of information on activities undertaken by Participants doing the Duke of Edinburgh's Award program. The ORB provides a new and easy to use management system encouraging a greater completion rate amongst Participants. Further enhancements to the ORB are in the pipeline and will be progressively rolled out in the future.

Coordinators will have the ability to review a Participant's progress and to provide information and feedback using a more efficient method of communication. It allows for instant entry into The Award
and eliminates delays associated with ordering books, blue registration cards, parental permissions and receiving Award certificates. With the increasing relevance and acceptance of interactive online technology, the ORB is the most logical and efficient way forward.

The ORB is a significant move ahead for The Award. If you have any queries, you may contact the NSW Award Division on 13 1302

WHAT DO COORDINATORS SAY ABOUT THE ORB
Feedback from organisations that have trialled the ORB around Australia is very positive and the comments indicate relative ease of operation and a commensurate saving in time commitment. Participants who trialled the ORB found it appealing and easy to use as it allows them to input
information, to liaise with their Coordinators and Assessors online and to review their progress from one week to the next.

WHEN CAN YOU START USING IT
The most likely commencement date for new ORB will be Monday 19/04/2010 to coincide with the beginning of the new term. This means that all new Participant registrations will be through the ORB after that date.

You will need to first register your organisation for the ORB prior to being able to register Participants online. There is a supporting ORB Resources page http://www.dukeofed.com.au/Online-Record-Book-Resources.html.

Go to this page and download the ORB Coordinator User Guide. Section 3 of this Guide provides instructions on how to register your organisation. The link for the ORB Operator Registration page is http://orb.theaward.com.au/participant/award/licensed-operator-registration.asp.

For Participants who do not have access to a personal computer, consideration will need to be given by Coordinators as to how they can still do The Award. You maydiscuss this with Award staff.

Paper Record Books and blue commencement cards will no longer be issued as from 19/04/10. New or transferring Participant registrations will need to be entered online from that date.

MOVING FROM A RECORD BOOK TO THE ORB
Participants who paid to commence The Award prior to 19/04/10 will still be able to complete all sections of The Award by continuing to use the paper Record Book without additional charge.

They may however decide to transfer their current details and information from their paper Record Book to the ORB. They can do this at any time. If they choose this option they will be required to pay an extra $14 in addition to the $66 they initially paid to begin The Award.

This additional charge covers the fee that the NSW Division of The Award pays for each new or transferred Participant. To enable the full benefits of the ORB to be realised for all users and to assist Coordinators in rapidly moving to just one system to manage The Award, we would strongly encourage Participants to consider transferring from the paper book to the ORB.

Note, paper Record Books are limited in supply and will eventually be phased out. Orders for paper Record Books should reflect the actual number of Participants starting The Award before 19/04/10.

It is strongly recommended Coordinators insist Participants pay their registration fee prior to being accepted to go online. This will help manage more effectively and overcome the need to chase up outstanding accounts, as well as providing an incentive to Participants to get involved and actively working on their Award.

TRAINING AND INFORMATION TO USE THE ORB
The ORB is easy to understand and use for both Coordinator and Participant. Like any new system there will be improvements implemented through time but it is felt organisations should be able to work through the new ORB with the information provided.

The information available on the national website is straightforward and designed for ease of application. The NSW Division will be conducting user support meetings in the near future, separate from Award Administration Training.

CHANGES IN PARTICIPANT REGISTRATION FEES
For many years the NSW fee structure has been significantly lower than fees charged in other states. NSW has the largest number of Participants in The Award of any Australian state, yet fees to date have been kept at a level of nearly one quarter of those in Victoria - the next largest state.

A new fee structure is to be introduced for Participants entering The Award in 2010 to bring NSW into line with the other states. NSW will now join with other states in charging a fee for each level of The Award. These new fees reflect increasing costs to administer the program and include a Participant contribution to provide additional field support services to new and existing Operators and Coordinators of The Award in NSW.

Other costs already encompassed within the existing fee, include Participant and volunteer personal accident and public liability insurance, promotional support material, merchandise, training, E. News (Waypoint) and costs associated with presentations and regional visits. The new fees will also enable NSW Sport and Recreation, to increase access to The Award by more remote communities and identified disadvantaged groups throughout the state.

The proposed new fee to commence the Bronze Award will be $80 with follow on fees from Bronze to Silver and then Silver to Gold being set at $45 for each level. To commence Silver as a direct entrant it will cost $110 and to commence Gold as a direct entrant it will cost $145.

Please note that these fees are subject to approval by Communities NSW and may change. Notification will be made if changes do occur.

Subject to approval, the proposed new fee structure will commence on 19 April 2010. You will be notified if there is any change in the date of commencement. The new fees still represent exceptional value when considering the benefits and opportunities available to young people and NSW will still remain one of the least expensive states to operate The Award.

PAYMENT OF PARTICIPANT REGISTRATION FEES
Payment of all accounts relating to registration will remain the same. The NSW office will run reports on each organisation to determine how many new Participants have registered online and invoicing will be as before. Make sure though that Participants do not register more than once otherwise the invoice will reflect the double entry.

NSW OPERATOR LICENCES
Communities NSW - Sport and Recreation, currently holds an operating licence with the Duke of Edinburgh's Award National Award Authority to deliver The Award in NSW. A condition of that licence is that Sport and Recreation hold individual licences with all Award Operators in NSW.

In the near future NSW Sport and Recreation will be providing a licence to each Registered Operator which must be signed and returned to them. An organisation will not be permitted to operate The Award in this State unless the licence has been signed by the Operator and returned to NSW Sport and Recreation.

PUBLIC LIABILITY INSURANCE
We have been informed by the National Award Authority that The Award's Broadform (public liability) insurance cover (Public Liability Policy) does not cover Licensed or Registered Operators. Operators must understand that they are not covered by The Award's insurance and should take out adequate insurance to cover the activities of The Award.

The abovementioned licence between each Registered Operator and NSW Sport and Recreation will specify all requirements in this regard. In the meantime, Registered Operators should contact this office if they have any concerns.

Notwithstanding the above, we have been informed by the National Award Authority that the Public Liability Policy currently covers (amongst others) employees, volunteers, Volunteer Coordinators, Assessors, Participant to Participant and work experience students of the Duke of Edinburgh's Award in Australia, (and other specified entities, including e.g. related and/or subsidiary companies).

For detailed information on The Award's insurance policies, please visit The Award website www.dukeofed.com.au/Insurance.html