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Activity Notification Guidance

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 Monmouthshire. It shouldn’t over-rule anything that’s in POR, so if in any doubt, POR applies. This doesn’t cover risk assessments, In Touch or any other activity rules, which are all in POR.

MonScouts NAN Form

MonScouts AN Form

Nights Away Notifications (NAN)

  • The relevant Commissioner must be notified at least 7 days before any nights away event takes place. It is best practice for at least 14 days notice to be given.
  • It is the responsibility of the Permit holder to ensure that appropriate notification is made for each group they are responsible for.
  • Network and Adult groups are required to seek approval from their relevant (e.g. District, County, National) Commissioner.

In Monmouthshire, you should send this notification by using the online NAN form. You can also use the Scout Association’s official “NAN Form” which you can send by email.  As long as it reaches the DC at least 7 days before the event, that’s fine.

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

  • Check the records of all adults attending, to ensure they hold a valid DBS and have completed appropriate training.
  • They may ask you for more information about the event.
  • They will NOT approve the nights away event unless they are satisfied the event will be run in a safe and effective way, AND at least one person holds a First Response (or higher), AND all leaders attending have completed and validated EITHER a) Getting Started (Modules 1, 2 and 3/4) OR b) Safeguarding and Safety online training.
  • Once they have approved the Nights Away event, you will receive an email/call to confirm this.
    It is the duty of the permit holder to ensure they have received this approval before the event starts.

Nights Away Notification Process

Activity Notifications (AN)

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 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 from their relevant (e.g. District, County, National) Commissioner.

‘Non-Adventurous’ Activities

The DC will give 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
    (or in the case of hillwalking: If it is Terrain Zero and under 2 hours in activity duration)
    Basically, if you think your activity might be adventurous, it probably is. 
  2. It takes place within Monmouthshire.
  3. The person leading the activity has a current appointment as a Leader, Assistant Leader or Skills Instructor in Monmouthshire.
  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.
  5. An approved COVID Risk Assessment is in place for the meeting location.

Don’t forget though 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 those criteria, it is considered an ‘adventurous activity’. You must get approval at least 7 days in advance. You should use the online AN Form. You can also notify the DC by phone, text, letter or email, as long as they get the information in time.

Approving multiple activities: You can submit multiple activities for approval together. For example, you could submit one spreadsheet with all your activities needing approval at the start of term. Simply download and fill in the AN spreadsheet! Once completed, email it to the DC for approval. Just remember if your activity changes, to let the DC know!

For the DC to approve your 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 event
  • They will NOT approve the activity unless they are satisfied the event will be run in a safe and effective way, AND at least one person holds a First Response (or higher), AND at least one leader present has completed their Getting Started training.
  • Once they have approved the activity, they will email or telephone you to confirm this.
    It is the duty of the leader in charge to ensure they have received this approval before the event starts.

Activity Notification Process

Quick reference guides

ActivityInform GSL/ DESC/ DNSCRisk Assessment?NAN?AN?
Overnight sleepingYesYesYesNo – include this in the NAN
Adventurous activitiesYesYesNoYes
Non-adventurous activities
(fitting the criteria above)
YesYesNoNo

ANs: Location Guide for day activities

Activity LocationNon-Adventurous ActivityAdventurous Activity
Your Scout HQNoYes
In MonmouthshireNoYes
Out of MonmouthshireYesYes