Anyone involved in the administration of an SLS affiliated organisation is offered access to SurfGuard. It is most commonly used at a club level by committee members to manage their members personal details, patrol hours and and awards. Here are some typical club roles and an explanation of how they utilise SurfGuard.
The club registrar/secreatary is usually the most active SurfGuard user within a committee as they are charged with keeping all club’s members details fully up to date. The registrar is typically busiest at the start of the season when existing members renew and new members sign up. This job has been made considerably easier since the introduction of Lifesaving Online (see below) (www.lifesavingonline.com.au) but it still a key job within a surf lifesaving club.
The registrar has access to an individual club member’s records (address, emergency contacts, membership category, licence details etc) and can change any information by request. Registrars are also involved in the transfer of members between clubs. They liaise with the registrar/administrator at the other club and ensure that the correct records get moved to the new club.
Often registrars are asked to produce reports by the club committee. SurfGuard has a sophisticated reporting facility built-in which enables users to compile reports based on any data stored in the database. For instance, lists of active patrolling members, lists of people with specific awards or patrol hours completed by specific members.
The Club Captain is in charge of coordinating a club’s patrol teams and its patrol roster. As such he or she can put together patrol teams from suitably qualified members of the club, assign those patrols to specific calendar dates and then enter patrol statistics once a particular patrol has been completed.
The club captain has overall responsibility for ensuring that a patrol members patrol hours are reported correctly. They manage this from within SurfGuard, converting the paper patrol reports taken from the Patrol Log and transferring them into the electronic system. This data is then used by the club, the branch, state and nationally by SLS to analyse our lifesaving activities on the beach.
Chief Training Officer
The club’s Chief Training Officer is in charge of all assessments that take place within a club. Assessments and proficiencies are all handled electronically. The Chief Training Officer submits an assessment through the system with a list of prospective candidates. Once that list is finalised it is flagged within SurfGuard for the attention of a local coordinator who then approves the assessment from his or her own SurfGuard account. Once the assessment has taken place the results are entered into SurfGuard, before state allocates the award or proficiency for any members who successfully completed the award.
Once state has allocated an award on SurfGuard it immediately appears in a member’s record. Often these awards are pre-requisites for others and SurfGuard also ensures that a member is suitably qualified for any other assessments.
Recently SurfGuard has evolved to facilitate communications between clubs and their members by integrating an email and SMS gateway. Anyone with SurfGuard access can SMS members of their club or organisation free of charge using sophisticated reporting filters to precisely target the right audience. This service is provided free of charge.
The reporting system enables all administrators from club to a national level to gain a full and up-to-date view of all aspects of surf lifesaving, its organisations and members. It’s possible to precisely target specific groups, such as all male club members under the age of eight who live in a certain town or all active patrolling members whose Bronze proficiency is about to expire. However the reporting system also contains information on every SLS accredited assessment and SurfGuard users who have a query about a specific award can use the system’s Award Reference Report like an assessment encyclopedia.
Handling updated records for a large number of club members has been made easier thanks to the bulk processing facility. Members can be registered en-masse for the new season or easily added to internal membership groups.
The management of club assets such as IRBs and other rescue equipment has been fully incorporated into SurfGuard. The club’s full inventory can be handled from within the system and checklists can be instantly produced for gear inspections.