Forms: (Adventurous) Activities Notification

POR says:

• The relevant commissioner is responsible for approving EVERY single activity you do, for all sections (including regular meetings in your HQ), but this approval can be delegated or via an informal system.
• The relevant Commissioner must be notified at least 7 days before the activity takes place. It is best practice for at least 14 days notice to be given.
• Network and Adult groups are required to seek approval their relevant (e.g. District, County, National) Commissioner.

'Non-Adventurous' Activities

The DC will give de facto approval to any 'non-adventurous' activity that meets ALL of the following criteria:

1. It is not adventurous or is not listed in the Activities Index
   Basically, if you think your activity might be adventurous, it probably is!
   Some activities that are adventurous that do not require notification and approval are:

   • Hillwalking/hiking: If it is Terrain Zero and under 2 hours in activity duration
   • An activity at Huish Woods with a provided instructor (not if self instructed)
2. It takes place within Blackdown District.
3. The person leading the activity has a current appointment as a Leader, Assistant Leader or Skills Instructor in Blackdown District.
4. The person leading the activity has informed, and has the approval of, their Group Scout Leader or Explorer/Network Commissioner to undertake the proposed activity.

If all of the above apply, then no additional approval is required.

Don’t forget that all of the activity rules in POR still apply, such as the need for a Risk Assessment, InTouch etc.

'Adventurous' Activities

If your activity doesn’t meet all the above criteria, it is considered an 'adventurous activity' You must get approval at least 7 days in advance (ideally 14 days).

Example activities that DO require notification:

• Any activity that requires an Adventurous Activity Permit
• An instructed activity at Huish Woods when self instructing
• Water activities that are on Class C waters
• Any shooting activity
• Air activities
• Any activity listed in the Activities Index

For the DC to approve your Adventurous Activity Notification, they (or their designate) will:

• Check the records of the leaders, to ensure they hold a valid DBS, and have completed appropriate training.
• They may ask you for more information about the activity.
• They will NOT approve the activity unless they are satisfied that it will be run a a safe and effective way, AND the leaders have completed all of their training, eg First Aid, Safety and Safeguarding.
• Once they have approved the activity, the leader in charge will receive the approved form by email.
• It is the duty of the leader in charge to ensure they have received this approval, before running the activity, and if plans change the DC is notified in plenty of time.

If the activity is part of a nights away experience, you can include the all of the activity information / RAs on your NAN form and you do not need to complete this notification.

DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving this activity, this is to be used by your Commissioner. As part of this form we collect personal data about you and your team, this detail is required so that we can check that everyone meets the membership and vetting requirements for the activity and that appropriate permit holders are in place. We do not share your personal data provided in this form with any third parties. We take your personal data privacy seriously. The data you provide to us is securely stored (based on local arrangements) and we will keep the data we capture from this form for 2 months after the activity for any queries that arise then it will be securely destroyed. For further detail on our retention periods please visit our Data Protection Policy