22nd February 2016

Notification Guidance

THIS PAGE IS UNDER DEVELOPMENT – NOT ALL INFORMATION IS ACCURATE

What notifications do I need to do?

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 Worthing District.
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.

Nights Away

POR says that for any activity which will involve a young person being away from home overnight, the DC MUST be notified at least 7 days in advance. If the activity does not take place on a Scout owned or operated facility, then the host DC must also be notified 14 days in advance.
In Worthing, the easiest way to send this notification is to use the District’s online system. This generates an automatic email to the District Commissioner, with all the information on it. If you don’t have Internet access, then you can use the Scout Association’s official Form NAN. You can send this by post or email. As long as it reaches the DC seven (7) days before the event.

Other Activities

POR says that every single activity you do (including regular meetings in your HQ) must be approved by the DC, and that the approval will normally be by an informal system.
As DC in Worthing I don’t want to separately approve every activity that every section does every week! To strike a balance between managing the risks and reducing the paperwork, I will give a blanket approval to any activity that meets the following criteria :

  1. It is not adventurous. There is no hard and fast definition of what is “adventurous”, but fact-sheet 120084 gives a good list. Basically, if you think your activity might be adventurous, it probably is.
  2. It takes place within the boundary of Worthing. To clarify what is meant by this, there is a matrix below which lists postcodes and areas, and says when a notification is or is/not required.
  3. The person leading the activity has a current appointment as a Leader or Assistant Leader in Worthing.
  4. The person leading the activity has a wood badge or has the approval of their GSL to do the activity.

If your activity meets all of those criteria, then you don’t need to notify me, just go and enjoy it!
Don’t forget though that all of the activity rules in POR still apply, such as the need for a Risk Assessment, InTouch etc.
If your activity doesn’t meet all those criteria, then you need to get my approval at least seven (7) days in advance. The easiest way to do this is to use the District’s online form, which generates an automatic email to me with all of the details. You can also notify me by phone, letter or email, as long as I get the information in time.

Simple activity flow chart

1. Nights Away
Are the young people sleeping overnight?
Yes

  • Must complete a Nights Away Notification at least 7 or 14 days (depending on location) in advance.
  • Must complete a risk assessment
No

  • No Nights Away Notification needed
  • Must complete a risk assessment
2. Transport
Is transport required to transfer young people?
Yes

  • Must complete a transport risk assessment
No

  • Do not need to notifyDC
  • Must complete a risk assessment
3. Activities
Are any of the planned activities adventurous?
Yes

  • Must complete an Adventurous Activity Notification
  • Must complete a risk assessment
No

  • Do not need to notify DC
  • Must complete a risk assessment
4. Is the activity taking place within Worthing District?
Yes

  • You do not need to notify the DC
  • Must complete a risk assessment
No

  • Must complete a Nights Away Notification
  • Must complete a risk assessment
5. Does the person leading the activity have a wood badge or has the approval of your GSL to do the activity?
Yes

  • You do not need to notify the DC
  • Must complete a risk assessment
No

  • You must get approval from you GSL
  • If adventurous, refer to note above
  • Must complete a risk assessment

Lastly, you must complete your InTouch reference document.

 

Notification Required Matrix

Notification Needed if doing…
I’m doing an activity in… Non-Adventurous Activity Adventurous Activity Nights Away
The Scout HQ No Yes Yes
Furzefields Campsite Dappers Lane, Angmering No Yes Yes
Within District Area stated below No Yes Yes
Out of District Area on map below Yes Yes Yes

Map of Worthing Area

The area defined as Worthing and/or District Area is bordered in Red.

Worthing Area Map1