Legal & Policy Documents

POR (rule 9.1)

“The District Lead Volunteer is responsible for approving all activities for Beaver Scouts, Cub Scouts, Scouts, Explorer Scouts and Scout Network. This will usually be by means of an informal system agreed between the District Lead Volunteer and each Group Lead Volunteer or 14-24 Team Leader”.

POR (rule 9.1)

“The relevant District or County Lead Volunteer is responsible for approving all activities for groups of adults (i.e. where each individual is aged 18 and over). This will usually be by means of an informal system agreed between the relevant Lead Volunteer and the 14-24 Team Leader (in respect of Scout Network), relevant Team Leader or Sub Team Leader (in respect of other adult teams) or other person recognised by the relevant Lead Volunteer.^“

Authorising Activities in Mersey Weaver

This documents the delegated responsibilities for authorising activities under POR Rule 9.1 in Mersey Weaver.

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://mwscouts.org/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.

N.B. In order to be able to submit an AAN or NAN form and verify who it was sent from, you will need to be able to authenticate using your Office365 account. If you do not have access to your account please contact the Technology Team.