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) ideally at least fourteen days and no less than seven days before the event is due to take place (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.

Where activities do not require an Adventurous Activity Notification we ask that for all meetings taking outside of the normal meeting time or venue that you email the district team to advise us of this. The reason we ask this is because we love hearing about all the fantastic things you get up to and it helps should an emergency arise. For advice on what to include see the “What info should I include in an Out of HQ Courtesy Email?”.

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 Microsoft 365 account. If you do not have access to your account please contact the Technology Team.

Chapter 9 of POR applies to all activities conducted by our members anywhere in the world.

A list of available guidance on activities is also contained in the general activity guidance.

Rule 9.12.7 Terrain Zero Definition   

a. Terrain Zero describes terrain which meets one of the following criteria:  

     i) Meets all the following criteria:  

• is below 500 metres above sea level; and   
• is within 30 minutes travelling time from a road which can take an ordinary road-going ambulance or a building which is occupied (such as a farm) or another means of summoning help (such as a telephone box); and  
• has no steep slopes or rocky terrain ,where a slip may result in a fall (routes or areas where the average person would need to regularly use their hands at least for balance if not for actual progress. This does not stop people from using their hands as an aid to confidence.)   

     or:  

     ii) is a road, or path adjacent to a road, on which you would expect to see traffic.  

There are a wide variety of Terrain Zero activities which may be suitable for your section to take part in. When planning your activity, you need to think about what age range the activity suits, location, weather and access to equipment, etc.  

Although these activities do not require the activity leader to hold an activity permit the activity leader must still have the appropriate skills and knowledge of the activity taking place and be capable of putting together appropriate risk assessments and activity plans.  

Some activities (such as incident hikes, off road biking, expeditions, hill walking) in Terrain Zero will require different planning and preparation than others and will require a greater level of knowledge and skill to operate safely.  

When delivering any activities in Terrain Zero the leader must ensure that:  

• an InTouch system is in place 
• a clear plan is in place for the activity 
• a safety plan is in place in case of an incident or emergency 
• the activity is suitable to the age and ability of the participants 
• a risk assessment has been undertaken and appropriate measures in place to reduce risk, and that this is documented and clearly communicated to those involved  
• there is appropriate supervision by a person who has sufficient skill/knowledge of the activity being undertaken (this may be more than one person depending on the activity and the size and needs of the group) 
• appropriate volunteer to young person ratios are adhered to 
• participants are briefed, with clear boundaries which everyone understands 
• participants are given instruction on how to use any equipment safely 

Before you complete an activity notification, you will need to ensure you have all the information about the activity at hand.

Where activities do not require an Adventurous Activity Notification we ask that for all meetings/activities taking outside of the normal meeting time or venue that you email the district team to advise us of this. The reason we ask this is because we love hearing about all the fantastic things you get up to but it also helps should an emergency arise.

This email does not need to particularly long or detailed but should include:

• What you are doing
• Where you are going
• When you are going (date and time)
• How you are getting there
• Who is the leader in charge
• Approx size of the group i.e. is it multiple sections, the whole section or just a small group?
• How to get hold of you in an emergency and your InTouch system

Section Email Addresses

squirrels.notifications@merseyweaverscouts.org.uk
beavers.notifications@merseyweaverscouts.org.uk
cubs.notifications@merseyweaverscouts.org.uk
scouts.notifications@merseyweaverscouts.org.uk
explorers.notifications@merseyweaverscouts.org.uk

Personal activity permits are a type of permit that recognises a young person’s ability to safely take part in an adventurous activity without the need for supervision from others.

Unlike a a leadership or supervisory permit which allows you to lead an activity for other people. A personal permit only allows you to carry out the activity for yourself, not to lead anyone else. So you can only take part in the activity with others holding personal activity permits.

There is no minimum age to gain a permit (as there isn’t for leadership and supervisory permits). It is based on the technical skills and personal suitability of the individual. However, personal permits have no use once someone is 18 as they then come under the rules of adult groups in adventurous activities.

Scouts can do nearly all activities with the exception of those which are banned including:

• towing of inflatables behind powered watercraft, such as banana boating
• bungee jumping
• hitch hiking
• knife throwing
• archery tag and other combat style archery activities
• trotti biking

There are over 100 activities in the programme.

There are also many opportunities for members to take part in activities which are not specifically covered in the activity rules. Where an activity is not covered by any other rules the Leader in Charge must:

1. assess the risks involved, document and communicate this to all involved
2. ensure all members’ physical and/or emotional well-being can meet the requirements of the activity
3. ensure that all equipment used fits the participants and is suitable for the activity
4. obtain the approval of the relevant District Lead Volunteer, or their nominee.

The National Directory of Waters is available at scouts.org.uk/waterways.

Terrain Zero  

Describes terrain which meets one of criteria (a) or criteria (b) 

1. is below 500 metres above sea level,  
   AND
   is within 30 minutes travelling time from a road which can take an ordinary road-going ambulance or a building which is occupied (such as a farm) or another means of summoning help (such as a telephone box) 
   AND
   has no steep slopes or rocky terrain, where a slip may result in a fall. 
   (Routes or areas where the average person would need to regularly use their hands at least for balance if not for actual progress.  This does not stop people from using their hands as an aid to confidence.)  
2. terrain which is a road, or path adjacent to a road, on which you would expect to see traffic.  

Activities undertaken in Terrain Zero must follow the guidance in Terrain Zero Activities (FS120426). 

Terrain One 

Describes terrain which meets all of criterias (a) and (b) and (c) and (d) 

1. is below 800 metres but more than 500 metres above sea level  
   OR
   is more than 30 minutes but less than three hours travelling time from a road which can take an ordinary road-going ambulance or a building which is occupied (such as a farm) or another means of calling help (such as a telephone box).  
2. has no steep slopes or rocky terrain, where a slip may result in a fall (routes or areas where the average person would need to regularly use their hands at least for balance if not for actual progress. This does not stop people from using their hands as an aid to confidence.)  
3. is not a road, or path adjacent to a road, on which you would expect to see traffic.  
4. is not Terrain Two. 

Terrain Two 

describes terrain which meets both of criteria (a) and criteria (b)

1. is over 800 metres above sea level,  
   OR
   lies more than three hours travelling time from a road which can take an ordinary road-going ambulance or a building which is occupied, such as a farm, or another means of calling help, such as a telephone box,  
   OR
   has steep slopes or rocky terrain, where a slip may result in a fall including routes or areas where the average person would need to regularly use their hands at least for balance if not for actual progress. This excludes the planned use of ropes, but ropes may be used to give confidence, or in an emergency situation. This also excludes climbing activities.  
2. is not a road, or path adjacent to a road, on which you would expect to see traffic. 

Specialist Terrain

When in terrain or using skills that have not been assessed for a Terrain Two hillwalking or a climbing permit, such as glaciers, scrambling and via ferrata, then specific approval is required for the activity from the relevant Lead Volunteer based on advice from someone with knowledge and experience of the activity. Specific approval must only be granted a holder of a Terrain Two hillwalking or climbing permit. 

The Adventurous Activity permit scheme is an internal assessment scheme designed to ensure that all those leading Activities for young people within Scouting have the skills, experience and personal suitability to do so.

To gain a permit you will need to complete an assessment with an accredited Activity Assessor. Assessment can take multiple forms depending on the experience of the applicant and the level of permit and restrictions requested. In some cases you may need to attend training prior to gaining a permit.

The first step is to submit an application through My Membership. Please ensure you do this prior to attending and training or assessment.

Once you have been assigned an assessor, they will arrange to meet with you to have a chat about your existing experience, goals and discuss how you can go about gaining your permit.

As part of that application you need to upload a spreadsheet with a log of your experience experiences that includes:

• Dates
• Location / Venue / Route
• Terrain / Classification
• Conditions
• What you role you played on the event e.g. Permit Holder, Event Leader, team member, participant, solo experience (if relevant)
• Age groups responsible for

This will give an assessor a good idea of your level of experience. There is also a text box on the application with the opportunity to outline any internal or external experience or training (with dates) you have completed for example NGB Awards, CPD courses, 16 Hour First Aid or anything else that might be relevant.

You should have a think about any restrictions you are happy to have which may enable a permit to be granted more easily than a full unrestricted permit. Restrictions can sometimes enable a permit to be issued much more easily and quickly if what you initially what your want to do is straight forward or if there are aspects of the permit that you’ll never likely use. Restrictions can be venue/location based, number of young people based, geography, conditions, proximity to certain places or amenities, equipment used, facilities, available, ratios based etc they are a great way to gain experience and as stepping stone to an unrestricted permit.

A Clear Process

A Clear Process is a resource that aims to explain how to access adventurous activities within Scouting and how you could work towards providing more experiences. It’s not a one stop shop for everything you need to know but hopefully it will help you understand the first steps you need to take.

For a full list of which activities require a permit please consult the Scouts website.

Yes. You can use external activity providers as long as they have the correct qualifications and level of public liability insurance. POR 9.9

You may find that certain activities require that you only use providers who are either AALA or Adventure Mark Accredited.

External, professional instructors are a great way to offer members specialised activities, like high ropes or water sports but before booking, you must confirm the provider has:

• Relevant accreditation, such as an Adventure Activities Licensing Authority (AALA) licence or Adventuremark, and/or recognised National Governing Body (NGB) qualifications.
• Public liability insurance with a minimum cover of £5 million.
• Paperwork that you’ve reviewed to inform your own proportionate written risk assessment.

Your agreed Leader in Charge remains responsible for overseeing the group’s welfare and must make sure that section ratios are maintained. You must also make sure the activity is appropriate for your members’ ages and abilities. If you feel an activity is being run unsafely, you have the authority and duty to stop it immediately.

Before booking an activity always consult the Scouts website and seek approval from your District Lead Volunteer or designate.

Yes, there is no minimum age to hold a permit, whether personal, leadership or supervisory. Perhaps the most typical example is where expeditions are being conducted. However, in these circumstances, the approving Lead Volunteer may place restrictions on time, requiring perhaps that a responsible adult conducts daily visual checks on progress.

Planning an activity for group of adults as part of an organised Scout Activity? Rules and approval process applies to adult groups too. Make sure you submit a notification and follow all the guidance from The Scouts!