POR rule 9.1 requires the District Lead Volunteer to approve all activities within their Scout District. This page records the process for the delegated responsibility for approval and authorising to a Lead Volunteer or an accredited person. Oversight of the activities undertaken within the District makes sure that members are delivering safe and high-quality activities.
Please be aware that until your activity has been approved it must not go ahead.
Changes to activities after approval
If something changes before or during your activity you must contact your Group Leader Volunteer/14-24 Team Leader or in their absence, the District Lead Volunteer to discuss as soon as possible so that your activity can continue.
For any major changes before your nights away such as a change of leaders, please update your digital application and resubmit for approval. If something changes during your residential, please follow your emergency procedures and alert your Lead Volunteer.
Section 1: Group/Unit activity approval
Group Lead Volunteers (GLV) are responsible for reviewing and
authorising all normal meeting activities* that take place in
Squirrel, Beaver, Cub and Scout sections in their Group.
The 14-24 Team Leader is responsible for reviewing and
authorising all normal meeting activities that take place in
Explorer Scout and Network units.
If a Group Lead Volunteer or 14-24 Team Leader are uncertain
about whether to authorise an activity they must discuss it first
with the District Lead Volunteer.
Group/Unit team leaders must
share:
- Their section/unit’s
programme including any
planned nights away or
adventurous activities, - Relevant risk assessments,
with their GLV or 14-24 Team
Leader before any activity takes
place for them to review.
* there are some exceptions where GLVs have agreed authority from the District Lead Volunteer to approve adventurous activities at their meeting place. These are documented in a separate appendix.
Section 2: Nights away approvals (NAN)
All nights away approvals must be submitted using the digital NAN form. This can be accessed through the national Scout membership system and found under programme support > nights away notifications. All NANs will be approved by the Nights Away team (which includes the District Lead Volunteer) who hold this accreditation. For any queries, please contact leslie.button@suttonscouts.org.uk.
Approval will be given through the digital NAN with supporting comments. The Leader in Charge is responsible for checking the digital NAN has been approved and any comments.
You must:
- Submit your application as soon as possible but not less than seven days prior to the art of the activity.
- Include all the names of adult volunteer staying overnight.
- Upload a copy of your risk assessments and any third-party ones.
- Have a relevant activity permit holder.
- Make sure that all leader training is
current. - If possible, identify a reserve Nights away permit holder.
Section 3: International approvals
All visits abroad (outside of the UK, Channel Islands and Isle of Man) must be submitted by email to the county International Advisor and District Lead Volunteer.
The Visits Abroad Recommender (County Advisor) will support leaders running internationals to make sure you have everything in place and that it gets approved by the Visits Abroad Approver (District/County Lead Volunteer).
The Visits Abroad Approver will initially provide an outline approval for the trip on submission of VA form part A and then a final decision for the trip to take place based on the recommendation of the county advisor and knowledge of the group/unit once VA form part B is complete.
A Visit Abroad notification will be sent by the Visits Abroad Recommender to HQ after it has been approved.
You must have in place:
- Completed Visits Abroad form (VA form) parts A&B*
- Relevant activity permit holders.
- InTouch system POR 9.1.
- An incident management plan.
- Group travel insurance
- Full itinerary
- Participant list.
For support, please contact acc.international@glswscouts.org.uk
*NAN is not needed
Section 4: Notifiable activity approval
Group or Explorer Unit activities which use external centres, external instructors (POR 9.6), that are adventurous activities or require permits (POR 9.7) must be approved by the District Lead Volunteer or specific members of the District Programme team. This includes adult only groups taking part in adventurous activities (POR 9.8).
Please use the Activity Approval Form* to notify the Programme team and share copies of your risk assessment and any relevant information from external providers as well as identifying the leader in charge (POR 9.1.1).
Approval will be given by email from the relevant Adventurous Activities Team Leader in the Programme team.
You must have in place:
- Relevant activity permit (if applicable).
- Activity information forms (or local equivalent / OSM invite).
- InTouch system POR 9.1.
- Suitable risk assessments.
- Emergency procedures
(POR 7). - Relevant and current first aid provision.
- All leader training is current.
*If you do not have a Sutton Scouts email account, please email dlv@suttonscouts.org.uk so that you can be added to the permissions group to access this form.
Section 5: Events approvals*
Any activity involving more than one Explorer unit or section from different Groups is an Event, this must be approved and overseen by the District Lead Volunteer and Programme events team. Before starting planning, an New District Event (Activity) Proposal Form must be submitted by the event organiser as soon as possible.
Once approved to move to the planning stage please use the Activtiy Approval Form to notify the Programme team and share copies of your risk assessment and any relevant information from external providers as well as identifying the leaderincharge(POR 9.1.1) at least two weeks before. For more information see Eventsafetyandplanning.
You must have in place:
- An event budget – see separate guidance.
- Event programme.
- Allocated roles and responsibilities.
- Risk assessment and onsite safety check.
- Information to advertise event to participants/leaders.
- Booking system for units/sections.
- Suitable insurance.
- During event communication system.
- Post event evaluation from participants and leaders
*Event approvals are for events organised by Sutton District volunteers – if you are attending an event organised by another Scout District or County or organisation please see section 4 and submit a notifiable activity approval.
Please be aware that until your activity has been approved it must not go ahead.
Any questions please contact the District Lead Volunteer, using our contact form.
