Info And Forms - Vehicles Trailers, Buses & Other

Vehicles Trailers, Buses & Other

Trailers

By definition for registration and insurance, a trailer is a vehicle. For any Scout Group or formation to operate a trailer, it must be recorded and registered correctly, as follows.

Scouts Victoria has an Electronic Fleet Registration System (EFRS) with VicRoads for all of our vehicles. EFRS is really a re-registration system; the trailer has to be registered before being entered.

Using EFRS frees you up from the hassle of renewing the trailer each year - the State Office does it all for you. We also apply on your behalf for the Fee Waiver offered by VicRoads to charitable institutions.

All that is required from you is to enter the details of the trailer in Extranet and keep them up-to-date, and to advise us each year that you still have the trailer and wish to have it reregistered.

New Trailers

You will need to take the trailer to a VicRoads office for inspection and registration. Before doing this, contact Corporate Projects and request a Letter of Authorisation. Without this, VicRoads will not register the trailer as a Scout trailer.

Simply email Trailers with the Group/formation name and the name of the person who will be doing the registration. We will email you back a PDF that contains all the information VicRoads requires.

Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Trailers field is down the bottom of the Group’s home page.

Existing Trailers

Complete the annual Insurance Questionnaire to advise us:

  • If you still have the trailer
  • If you want it reregistered
  • What the replacement value is

The State Office will take care of the rest for you.

Please also update Extranet with any changes to the trailer – this is where we get all our information from.

 

Buses

We have a bus, or are thinking of getting one

There is more to operating a bus than you’d think. Here is what you need to know on registration and your annual requirements.

A ‘bus’ is a motor vehicle that has been built with seating positions for 10 or more adults (including the driver) and complies with the requirements specified in the Australian Design Rules for a passenger omnibus (refer to the Act for full definition).

The bus will need to be registered and have a current (within 12 months) roadworthy certificate.

Registration

  1. As with all vehicles, the bus must be registered to Scouts Victoria, using our Client ID and address of the State Office.  Just email us to obtain the Letter of Authority to correctly set up the registration and the Certificate of Registration to Operate a Bus Service. Please include the name of the person who will be doing the registration
  2. As long as the bus is used solely for Scouting purposes, this will also apply for the Registration Fee waiver offered by VicRoads to charitable institutions
  3. Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Vehicles field is down the bottom of the Group’s home page
  4. Advise Corporate Projects and we will put into our fleet system with VicRoads, meaning you don’t have to worry about reregistering it every year. You WILL have to have the Bus Safety Inspection done each year, however

Annual Bus Safety Inspection

  • Every bus must have an annual safety inspection
  • Any licensed vehicle tester authorized by VicRoads may do the inspection
  • For information on what is inspected, see Transport Safety Victoria's Bus Safety page
  • Scouts Victoria, as the owner, must hold a copy of the current Roadworthy Certificate. When you have it done, please email a copy in to Corporate Projects
  • If your bus has not had a safety inspection in the last 12 months and/or you do not have the Roadworthy Certificate, you may not operate the bus.
  • If you require a copy of our Certificate to Operate a Bus Service, just email

We are hiring a bus

You may be asked for a Certificate of Registration to Operate a Bus Service. It will depend on what organization you hire the bus from.

If you are asked for one:

  1. Complete the Request to Issue Bus Operators Certificate of Registration, Form V1
  2. Email the completed form and copies of the drivers’ licenses. Please include any specific names, departments, addresses or emails that the Certificate is to be sent to (this will speed up the process).
  3. We then send the bus operator the Certificate. Note that this will only apply for the date(s) specified 

 

Other Vehicles

Cars, tractors, caravans - anything that isn't a trailer or a bus

All of these vehicles have to be registered and be insured with Scouts Victoria.

Registration

  1. As vehicles must be registered to Scouts Victoria, using our Client ID and address at Forster Road.  Just email us to obtain the Letter of Authority to correctly set up the registration. We nned to know your Group/formation and the name of the person who will be doing the regisatration
  2. As long as the vehicle is used solely for Scouting purposes, this will also get you the Registration Fee waived
  3. Once you have the registration number, enter the details in Extranet, or have someone with access in your Group/formation do it. The Group Assets - Vehicles field is down the bottom of the Group’s home page
  4. Advise Corporate Projects and we will put into our fleet system with VicRoads, meaning you don’t have to worry about reregistering it every year

Insurance

Complete the annual Insurance Questionnaire to advise us:

  • If you still have the vehicle
  • If you want it reregistered
  • What the replacement value is

The State Office will take care of the rest for you.

Please also update Extranet with any changes to the vehicle, in the Group Assets - Vehicles section – this is where we get all our information from.

If you have a vehicle and haven't included it in the last annual Insurance Questionnaire, please send the details to insurance@vicscouts.asn.au