POR 9.1.2.1 – “The District Lead Volunteer is responsible for approving all activities for Squirrels, Beavers, Cubs, Scouts, Explorers and Scout Network. This must be by means of a system agreed between the District Lead Volunteer and each Group Lead Volunteer or District 14-25 Team Leader”
Croydon’s system is the submission of termly programmes (via email for groups and OSM for explorer units), the use of the Activity Notification form, and the Nights Away / Visits Abroad processes.
Which process do I need to follow?
See the below flowchart which explains how to get your activity approved. Visits Abroad and Nights Away have specific processes set out in POR and these must be followed.
There is never a need to submit more than one form (Visits Abroad, Nights Away or Activity Notification) for any activity. The activities taking place during residential events are approved as part of the Nights Away / Visits Abroad programme and risk assessment review.
(Click the image to see a larger version)
All groups and units are expected to plan and submit regular programmes, typically termly or half-termly. Programmes should be sent to programmes@croydonscouting.org.uk for Group sections, and available to Richard Goad 14-24 TL via OSM for Explorer Units.
GLVs of groups who have submitted a programme for the term have delegated authority to approve activities which fall outside of Visits Abroad, Nights Away and Activity Notification (unless they hear otherwise). Groups may submit a programme in the format they choose – this might be an attachment, a link to their website, or an OSM calendar “live” link. Members of the programme team do not have access to group OSMs at this time.
When is an activity notification required?
An activity notification form is required in one of three situations:
- Activities requiring a scout volunteer to hold:
- an Adventurous Activity permit (e.g. kayaking, climbing etc) or
- a specific qualification or training (e.g. Tomahawks, Shooting, or specific water cover).
- Externally Led activities which would fall into the above categories if they were otherwise being led by a scout volunteer.
- Where the activity takes place outside of the Croydon pre-approved areas. These are:
- The London Borough of Croydon.
- All of Bears Wood, Frylands and Frith Wood, even where they technically cross into Surrey.
- The South London Downs Nature Reserve (e.g. Happy Valley, Farthing Downs, Riddlesdown/Whyteleafe Rec etc) even where these areas cross into Surrey.
- Public woodland between Happy Valley and Rook Lane, Chaldon.
- NB: Further areas may be added to this list in future.
Why do we require programmes?
The submission of programmes is the system agreed as per POR 9.1.2.1 to allow the district team to have a general view of the quality, safety and balance of programmes throughout the district. They provide an opportunity for us to ask questions, provide support and guidance for specific activities, and allow programme team cluster leads to support local groups. They also allow the programme team to spot any gaps which might mean we need to offer training or support for specific skills or activities.
We understand that programmes change during the course of a term – sometimes leaders will not be available, the weather will change or leaders will just decide a better plan – in these scenarios we don’t require updated copies of programmes, unless there is a fundamental change to your group’s approach or programme ideas.
Obviously if you include a new activity within the scope of Nights Away or Activity Notifications then these need to be submitted as above.
Isn’t this a “local rule”?
This is one of the areas where POR specifically permits and requires a local system to be in place. This is Croydon’s. Submitting a programme is not an optional courtesy, it is required.