Leading and managing

POR (rule 9.1)

Before any activity the Leader must ensure that a risk assessment (FS120000) is carried out, recorded and safety instructions are communicated to all supervising adults and participants

Risk Assessments are essential for every activity whether that be doing crafts in the HQ or parascending at a local airfield. Despite what most people might think, risk assessments are not about creating huge amounts of paperwork but rather about identifying sensible measures to control the risks in your activities. They are in fact a great enabler for participating in adventurous activities, they allow you to rationalise and explain how something that, at face value might sound quite risky or unsafe, is a perfectly acceptable activity. On the flip side they also help us not to overlook things for what may sound like a low risk activity. Of course they also force us to consider how we keep all adults and young people safe which should always be our number one priority.

Activities encourage the development of young people and they can experience a great sense of achievement in completing them. Some degree of risk is unavoidable but it is – and should be – much less than the participant perceives. 

In Scouts we seek to provide: Excitement but not Danger; Adventure but not Hazard.

Everything we do involves an element of risk, so we need to put a plan in place.  Accordingly we need to assess and control the risks associated with activities in order to minimise the chance of injury. It is also key that once completed, risk assessments are shared with all involved.

It is good practice that all risk assessments and stored in an accessible location such as OSM or on Sharepoint.

It is the responsibility of the manager and the appropriate trustee board to ensure that risk assessments are taking place and that they are effective. For some activities and as well as nights away experiences you will be required to submit a risk assessment to the Lead Volunteer or their delegate prior to the event taking place as an objective and independent second pair of eyes to make sure nothing has been missed.

When Scouting is at its most successful, it is often because of the skill, commitment and ability of the adults involved.

That is why the appointment of adults into appropriate roles is one of the most important responsibilities in Scouting. To help us do this we have a simple appointments process which is made up of three stages, these are:

Stage 1:  Application

During the application stage new volunteers will have a discussion with their lead volunteer, eg: Section Leader, Group Scout Leader (GSL) or District Explorer Scout Commissioner (DESC) as to what tasks/ role they would like to do, what skills they would like to use, and how much time they are able to commit.

The Manager will talk them through the training for the role they have agreed and how the appointments process works. They should also receive information on Safeguarding and a copy of the Yellow Card.

Once they have completed an Adult information form and a DBS (Disclosure and Barring Service), their details should be put onto our volunteer database (Compass) and move to the next stage.

Stage 2:  Approval

Route A: for all roles (except Trustees, Administrators & Scout Active Support members).

Once a cleared DBS check and references have been received we will invite the new volunteer to a short meeting with our Appointments Advisory Committee. The purpose of this is for the panel members to ensure that all adults applying for a role in Scouting are suitable for the appointment and understand the role/ tasks and training for which they are agreeing. What will happen at the meeting?  Firstly, it’s nothing to worry about!  The meeting will be with three experienced volunteer members of Scouting from the area and will last around 30 minutes.  They will ask the volunteer questions to find out if they are aware of the values and policies of The Scout Association and that they understand the requirements of the role to which they have agreed. The committee make a recommendation on their appointment to the District Commissioner. As soon as possible thereafter, they will receive notification of the decision.

Route B: for Trustees, Administrators and Scout Active Support members

For elected and nominated Trustees:  
Your Scout Council (normally at the Annual General Meeting), will approve their election or nomination.

For co-opted Trustees or Administrators: Your Executive committee will approve their appointment.

For members of Scout Active Support:
The relevant Scout Active Support Manager will approve their appointment.

A list of the adult roles that do or do not need to attend a meeting with the appropriate Appointments Advisory Committee can be found in the appointments process section of the current edition of The Policy, Organisation and Rules (PO&R) of The Scout Association. This can be found at: www.scouts.org.uk/por

Stage 3:  Appointment

Once the role has been approved (using route A or B), they will then move to the appointment stage of the process.  At this point, their induction will start, they will meet your induction mentor, complete their Getting Started induction training and learn more about training opportunities and ongoing learning. At the end of this stage (within 5 months) they should have completed the process and be ready to fully take on their role with support and guidance from your Group/Unit.

Group

District

Last updated: 26 January 2024

POR (rule 9a.1)

“The District Lead Volunteer is responsible for approving all activities for Squirrels, Beavers, Cubs, Scouts, Explorers and Scout Network taking place for members from the District. This must be by means of a system agreed between the District Lead Volunteer and each Group Lead Volunteer or District 14-24 Team Leader”.

POR (rule 9a.1)

“The relevant District or County Lead Volunteer or nominee is responsible for approving all activities for groups of adults, where each individual is aged 18 and over.”

Authorising Activities in East Scarsdale

This documents the delegated responsibilities for authorising activities under POR Rule 9a.1 in East Scarsdale.

1. Group Lead Volunteers are responsible for authorising all activities that take place in Squirrel, Beaver, Cub and Scout sections or for adults in their Group (with the exception of those mentioned elsewhere in this document). Group Lead Volunteers* will need to see and consider every section’s programme and section teams have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
2. The 14-24 Team Leader is responsible for authorising all activities that take place in Explorer Scout and Network Units or for adults in their Team/Sub Teams (with the exception of those mentioned elsewhere in this document). The 14-24 Team Leader* will need to see and consider every Unit’s programme. Explorer section teams have a responsibility to ensure Online Scout Manager is kept up to date in good time with sufficient detail including risk assessments.
3. The relevant District Team Leader is responsible for authorising all activities organised by District Teams or Sub Teams for young people or adults (with the exception of those mentioned elsewhere in this document). The relevant Team Leader* will need to see plans and risk assessments for the activity. The relevant Team Leader will need to be aware of all activity taking place especially in regard to lone working.
4. If, in any instance, a Group Lead Volunteer, the District 14 – 24 Team Leader or relevant District Team Leader is unsure whether to authorise a particular activity, they must discuss it with the District Lead Volunteer or their delegate.
5. In any of the following circumstances an Adventurous Activity Notification must be submitted via https://eastscarsdalescouts.org.uk/aan to ensure all the information provided on the form complies with the requirements for that particular activity. Once notified, the District Lead Volunteer will seek appropriate advice on suitability ahead of approving the activity to take place:
   • In the opinion of the Group Lead Volunteer/14-24 Team Leader/Relevant District Team Leader, the activity presents a greater risk to participants than ‘general’ activities. For example: a hike, bike ride or other adventurous activity, even if it takes place in Terrain/Environment 0 or does not require a permit (see POR 9.1, FS120426, FS120422).
   • The activity is provided by an External Provider, Centre or Instructor (see POR 9.6, FS120086). 
   • The activity requires a leader with an activity permit (incl. activities in “Specialist Terrain”).
   • The activity requires additional third party insurance (Factsheet POR 9.6) e.g. Motorsports. 
   • The activity requires a notification to HQ e.g. Air Activities.
   • The activity is classed as a High ropes activity (see POR 9.12.5, FS120423).
   • The activity takes place on or near bodies of water (including class C FS120623 and swimming pools FS120620).
   • The activity involves a public performance e.g. a Gangshow (see POR 9.5)

For all Activities that meet the criteria for an Activity Notification (AAN), the information required should be with the District Lead Volunteer (or appointee) seven days before the event (in normal circumstances).

The event must not go ahead until the Lead Volunteer (or their nominee) has confirmed their approval. Should significant changes be made to the plans for the Activity, the Approver must be notified by the Event Leader or Permit Holder usually by means of a phone call.

Approval of activities will be discussed at District Leadership Team meetings to ensure that everyone is comfortable with the process outlined above and applying consistency, also providing an opportunity for the system to be reviewed and amended as appropriate. 

Please consult https://scouts.org.uk/a-z/, POR chapter 9 and general activity guidance for advice and rules on delivering activities.

*In the absence of either a Group Lead Volunteer/14-24 Team Leader/Relevant District Team Leader then they are replaced by the District Lead Volunteer.