NOTIFICATIONS MEMO

This guidance summarises what Chapter 9 of POR (Policy Organisation and Rules) says about activity and nights away notifications, and to describe how those rules are applied in Brunel District.

This Guidance does not over-rule anything that’s in POR – if there is any conflict or any doubt, POR applies.

Note: This doesn’t cover risk assessments, In Touch or any other activity rules, which are all required by POR.

1. Nights Away

POR says that for any activity which will involve a young person being away from home overnight, the DC MUST be notified at least 7 days in advance. If the activity does not take place on a Scout owned or operated facility, then the host DC must also be notified 14 days in advance.

In Brunel, the easiest way to send this notification is to use the County’s online system. This generates an automatic email to the DC and ADCs, with all the information on it. If you don’t have internet access, or prefer to use another method, then you can use the Scout Association’s official “Form NAN”, or any other form with the same information on it. You can send this by post, fax or email as long as it reaches the DC and ADC of the section at least seven (7) days before the event.

The ADC of the section will respond to the NAN on behalf of the DC, authorising as necessary.

2. Other Activities

POR says “The District Commissioner is responsible for approving all activities for Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts. This will usually be by means of an informal system agreed between the District Commissioner and each Group Scout Leader or District Explorer Scout Commissioner”.

‘Activities’ doesn’t appear to be defined in POR specifically, so for clarity, in this context, please consider anything you do involving Young People to be an ‘activity.’ This also includes any travel arrangements for the young people in your care.

In Brunel, the DC doesn’t want to separately approve every activity that every section does every week. To strike a balance between managing the risks and reducing the paperwork, the DC will give a blanket approval to any activity that meets the following criteria:

A) It is not adventurous.
There is no hard and fast definition of what is “adventurous”, but factsheet 120084 (available on Scoutbase or attached for ease) gives a good list. Basically, if you think your activity might be adventurous, it probably is.

B) It takes place within the boundary of the district. Again, if you aren’t sure, then assume it doesn’t and complete the relevant notification.

C) The person leading the activity has a current appointment as a Leader or Assistant Leader in Brunel.

D) The person leading the activity is suitably qualified or has the approval of their GSL to do the activity.

If your activity meets all of those criteria, then you don’t need to notify me, just go and enjoy it!
Don’t forget though that all of the activity rules in POR still apply, such as the need for a Risk Assessment, InTouch System etc.

If your activity doesn’t meet all those criteria, then you need to get approval from DC via ADC of section at least seven (7) days in advance. The easiest way to do this is to use the County’s online form, which generates an automatic email to the Brunel DC and ADCs with all of the details.

The ADC of the section will respond to the Activity Notification on behalf of the DC, authorising as necessary.

LASTLY
Have you worked through the In Touch Check List? See Fact Sheet FS120075

Lucy Holtum
District Commissioner Brunel, October 2011
Tel: 0789 1017333 email:lucy.holtum@avonscouts.org.uk