ACTIVITY PROTOCOL

PUBLISH AGREED ACTIVITIES

1. Meeting Minutes

2. Website

3. Moosletter

ACTIVITY ATTENDANCE INTENTIONS

1. For every activity planned (excluding meetings) members should notify their attendance interest by:

   1. Entering their name and other contact detail on the available form at the applicable monthly Probus meeting, or

   2. Notifying the organiser following the prior monthly meeting of their intent to attend an activity

   3. A member should notify the organiser prior to the notified commencement time of the activity if they are unable to attend as earlier notified

ACTIVITY ATTENDANCE

1. Every member attending an activity MUST sign the attendance register prior to activity commencement.

2. Monthly member and Committee meetings should also have completed attendance records

ORGANISER RESPONSIBILITY

Both the attendance intention (a form including nominated contact detail in case of an emergency or other event) as well as the completed attendance register.

At the conclusion of an event both completed forms should be sent to the RISK OFFICER (or other nominated person) within 7 days following an activity completion:

1. Original copy, OR

2. By electronically scanning records

If an original copy is the chosen option the organiser is to keep a copy for their own records for a period determined by the Risk Management Officer

RISK MANAGEMENT OFFICER RESPONSIBILITY

1. Regularly check to ensure all AGREED ACTIVITY records have been received from all Organisers

2. Notify an Organiser of an outstanding records should be provided within 7 days

3. Report to the Club President any records remaining outstanding each month

4. Ensure all records are held in an electronic library in an agreed format, including record security in a secondary device

5. Retain all records for the period as determined by PROBUS South Pacific