Policy, Organisation and Rules

9a.1.1 Before an activity

9a.1.1.1 Appointing a leader in charge 
A Leader in charge must be appointed for each activity. This person must hold a full appointment.

1. For section activities involving only youth members of one section:
   The Leader in charge will normally be an adult who is a member of the relevant Section Team. It does not have to be the Section Team Leader.
   The Section Team must nominate the Leader in charge for each activity.
   There may be occasions when the Leader in charge is not from the relevant Section Team. In this case the person nominated as Leader in charge must be advised, prior to the start of the activity, to the Group Lead Volunteer (for Squirrels, Beavers, Cubs, Scouts) or to the District 14-24 Team Leader (for Explorers).
   Examples of section activities include:
   
   • section meetings at the normal meeting place
   • trips or other events involving the section members
   • section residential activities (whether camps or indoors).
2. For activities involving more than one of the Group’s sections (or two or more sections but from different Groups), or the District’s sections (Explorers and Scout Network):
   The Leader in charge must be agreed by the Group Lead Volunteer(s) or the District 14-24 Team Leader as appropriate.
   Examples of these activities include:
   
   • meetings or activities involving more than one section
   • a Group Family Camp
   • a Group activity day
   • a camp involving Scouts and Explorers.
3. For District, County, Country, and UK Headquarters events involving more than one activity:
   An overall Leader in charge must be appointed, in writing, by the relevant Lead Volunteer or national equivalent.  
   Examples of such activities include: 
   
   • a District or County camp or jamboree
   • a District Sixers Training
   • a County section ‘fun day’
   • a County Group Lead Volunteer conference
   • a UK contingent attending a major event (for example a World Scout Jamboree)
4. Events involving more than one activity
   Where an event involves more than one activity, a Leader in charge must be assigned for each individual activity within the event.

9a.1.1.2 The role of the leader in charge
Before the start of each activity, the Leader in charge must ensure that: 

1. it is appropriate to the age and abilities of all participants 
2. any legal requirements for the activity have been complied with  
3. it complies to the general and specific activity rules set out in this chapter, including the numbers of adults required to run the activity safely
4. any other requirements of The Scout Association, including the Safeguarding Policy and Safety Policy, are complied with 
5. the members of the team(s) planning and delivering the activity collectively has any necessary permits (Adventurous Activity and Nights Away) and qualifications and skills to deliver the programme in accordance with The Scout Association’s rules and safety standards. 
6. there is additional, responsible supervision as required, including for those in the locality of the activity but not actively involved, see POR 9a.1.2.
7. a risk assessment (FS120000) is carried out, recorded and the safety instructions are communicated to all supervising adults and participants. 
   The risk assessment needs to be proportionate. For example, any activity involving young people must have a risk assessment in place. Gatherings of adults (for example a County Group Lead Volunteer Conference) should also have a risk assessment in place, but a 1-to-1 meeting of a couple of adults in a home or in a café should be arranged with safety in mind but may not have a publicly available risk assessment. 
8. suitable InTouch (FS120075) arrangements are in place  
9. Emergency Procedures are in place (POR Chapter 7)
10. all activities must have access to someone holding a relevant and current first aid qualification and access to suitable first aid materials.  For adventurous activities and nights away, this access must be immediate.  The detail of the first aid skills required must be identified by the risk assessment, but the minimum qualifications (or equivalents) are: 
    • A full first aid certificate as defined at First Aid (FS120052) is required for all remote activities, where travelling time is three hours or more (in the method of travel being used) to a point of refuge including at least one of: 
      1. a road which carries a normal road-going ambulance
      2. a building which is occupied (such as a farm or harbour)
      3. another means of calling help (such as a telephone box)
    • First Response is required for all other activities 
11. each participant has received appropriate training  
12. all equipment is appropriate for the activity 
13. all supervising adults and participants are made aware of who is in charge 
14. the relevant District or County Lead Volunteer has approved the activity (POR 9a.1.3).

9a.1.1.3 Risk assessment and adult presence 

1. For all activities, the Leader in Charge must assess the risks and ensure that sufficient adults aged 18 or over will be present to ensure a safe environment for the operation of the activity. This will often require more adults than the minimum numbers required in POR 9a.1.2.2.
2. Although Young Leaders are members of their Section Team, they must not be included in numbers for ratios (either as young people or as ‘adults’).  
   Where Young Leaders are present at an activity, one adult member of the activity team aged over 18 and with a full appointment must be designated as also having responsibility for the Young Leader(s). If no adult member of the activity team is able to take on that responsibility, then a separate adult must be recruited in addition to the adults required to meet the minimum adult ratios (POR 9a.1.2).

9a.1.1.4 Additional requirements

1. All adults and helpers at a Nights Away activity must hold a completed and satisfactory Personal Enquiry. 
2. Only in the event of an emergency may an adult or helper be alone overnight with young people on a nights away activity.

9a.1.2 Ratios of adults and young persons

9a.1.2.1 Minimum Adult Ratios
The Leader in Charge must be present at all times.  

The programme and the risk assessment for the meeting or activity determines the number of adults or helpers that must be present to ensure a safe, effective and enjoyable activity.

However, if the number of adults or helpers calculated using the table below exceeds the number derived from the programme and the risk assessment, it is this larger number of adults or helpers that must be present.

9a.1.2.2 Support where no adult with a full role is present

1. The ratios rules in POR 9a.1.2.2 specify the need for adults from the Section Team with a full adult role to be present at each activity.  
   If none of the Section Team who currently hold a full adult role can attend an activity, or for activities organised by others (for example Districts or Counties), it is important that the safety, safeguarding and pastoral care needs of young people and members are met at all times.  
2. If none of the Section Team currently hold a full adult role it is acceptable for an experienced member or Team Leader from another Section Team, or from the Group Leadership Team or from the District 14-24 Team, to support in the interim.   
   This member must have a full adult role, should have experience of working with the section, and must attend each activity to ensure that the safety, safeguarding and pastoral care needs of young people and members are met during the activity. 
3. These arrangements must be agreed on a case-by-case basis and confirmed in writing prior to the activity commencing by: 
   1. the Group Lead Volunteer (for Squirrels, Beavers, Cubs, Scouts) 
   2. the District 14-24 Team Leader (for Explorers) 
   3. the District Lead Volunteer in the case of a Group Lead Volunteer or District 14-24 Team Leader providing the support. 
4. If it is a frequent occurrence that no adults with a full adult role from a particular section can attend regular section activities, then it is essential that the Group Lead Volunteer (or District 14-24 Team Leader for Explorers) conducts a review of the situation.   
   Appropriate actions must then be taken to mitigate the risk of these exceptions recurring.   

9a.1.2.3 Group, District, County organised activities
For activities organised by Group, District or County, the Leader in charge must ensure compliance with:

1. minimum adult ratio numbers from POR 9a.1.2.1
2. the requirements of POR 9a.1.1.2.

9a.1.2.4 Prohibited activities
These activities are not permitted within The Scout Association:

1. towing of inflatables behind powered watercraft, such as banana boating
2. bungee jumping
3. hitch hiking
4. knife throwing
5. archery tag and other combat style archery activities
6. trotti biking

9a.1.2.5 Other activities
There are many opportunities for members to take part in activities which are not specifically covered in these activity rules. Where an activity is not covered by any other rules the Leader in Charge of the activity must: 

1. assess the risks involved, document and communicate this to all involved
2. ensure all members’ physical and 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 or County Lead Volunteer, or their nominee

9a.1.3 Approval of an activity

9a.1.3.1 Activities for Squirrels, Beavers, Cubs, Scouts, Explorers and Scout Network 
The District Lead Volunteer is responsible for approving all activities for Squirrels, Beavers, Cubs, Scouts, Explorers and Scout Network taking place for members from the District. This must be by means of a system agreed between the District Lead Volunteer and each Group Lead Volunteer or District 14-24 Team Leader. See Approving Activities – Guidance for Lead Volunteers (FS120015).

9a.1.3.2 Activities for groups of adults 
The relevant District or County Lead Volunteer or nominee is responsible for approving all activities for groups of adults, where each individual is aged 18 and over.

9a.1.3.3 Special events 
Approval for special events and activities must be granted by a County Lead Volunteer, a Regional Lead Volunteer, or a Chief Volunteer, as appropriate. 

A special event or activity is one that is not within the scope of POR 9a.1.3.1 or POR 9a.1.3.2.

9a.1.3.4 Overriding authority 
For safety reasons only, the District or County Lead Volunteer, or their nominee, of the area where the activity takes place has an overriding authority, in consultation with the home Lead Volunteer, to direct that any activity should be postponed, stopped, or cancelled.

9a.1.3.5 Additional requirements for adventurous activities 
There are additional requirements for the District Lead Volunteer and County Lead Volunteer approval for those adventurous activities which fall within the scope of The Scout Association’s Adventurous Activity Permit Scheme (POR 9a.7).

9a.1.3.6 External instructors or leaders 
When professional instructors or leaders from outside the movement are engaged, separate rules apply (POR 9a.7).

9a.1.4 During an activity

9a.1.4.1 Continuous risk assessment 
Adults must continue to assess risk (FS120000) throughout an activity.

9a.1.4.2 Weather 
Appropriate weather forecasts must be obtained before the activity, and appropriate ongoing weather monitoring must be undertaken and acted upon to inform the ongoing risk assessment and safe management of the activity, equipment required and location. Each participant must be suitably equipped to cope with predicted extremes of weather.

9a.1.4.3 Safety considerations 
All activities must be undertaken in accordance with The Scout Association’s Safety Policy (POR 2a.8) and must adhere to the relevant general and specific activity rules set out in POR Chapters 9a and 9b.

9a.2.1 Nights away Permit Scheme

9a.2.1.1

1. All camping and residential activities within the United Kingdom are subject to POR 9a.2. 
   This includes all activities where it is intended that young people will sleep overnight and arrangements are put in place for this purpose, such as sleepovers, camps, Pack Holidays, and expeditions.  
2. Nights away abroad are subject to POR 9a.3. 

9a.2.2 Nights away responsibilities

9a.2.2.1 Leader in charge – all nights away activities 
The Leader in charge of a camp or residential activity involving young people under 18 years old must ensure that:  

1. the team responsible for organising and delivering the activity includes a Nights Away Permit Holder, unless the Leader in charge holds the Nights Away Permit themselves.   
2. the Nights Away Permit Holder is present at the activity during the overnight stay and remains responsible at all times for all aspects of the "nights away" component(s) of the activity. 
3. all activities within the programme are led by individuals with the necessary permits, qualifications, or relevant skills. If the Leader in charge holds the required permit or qualification for a specific activity, they must ensure, during the programme planning phase, that their responsibilities as Leader in charge will be effectively managed while they are overseeing the specific activity.
4. parents are informed about the broad programme of activities and the name of the individual who will be Leader in charge 
5. parents have indicated their consent for their young person(s) to participate.  
6. ensure the relevant notification is made, in accordance with POR 9a.2.3.5.

An activity leader may be working towards their permit under the supervision of a permit holder, but the permit holder remains the Leader in Charge. 

9a.2.2.2 Leader in charge – nights away activities involving multiple sections 
In addition to meeting the requirements of POR 9a.2.2.1, the Leader in Charge of a camp or residential activity involving young people under 18 years old from multiple sections, Groups, Districts, Counties, Country, or UK Headquarters must also ensure that:

1. Each young person attending belongs to a defined residential group. 
2. Each residential group has an assigned Nights Away Permit holder. There is no limit to the number of groups that a permit holder has responsibility for, but they remain responsible for the standard of the activity for each residential group. 
3. POR 9a.2.3.5 (notification of the nights away activity) is followed for each residential group attending the activity.

9a.2.2.3 Granting Permits 
The District Lead Volunteer or Permit Approver is responsible for:  

1. issuing Nights Away Permits in accordance with the application, assessment, approval process described in the appropriate factsheet. 
   A Nights Away Permit must only be granted following the recommendation of a Nights Away Assessor. The level of the Nights Away Permit must not be increased beyond the Nights Away Assessor’s recommendation without undergoing a further assessment by a Nights Away Assessor 
2. suspending or withdrawing Nights Away Permits as per POR 9a.2.4 

The County Lead Volunteer or Permit Approver has these responsibilities for nights away permits issued at County level. 

9a.2.2.4 District Lead Volunteer responsibilities
The District Lead Volunteer or Nights Away Approver must:

1. make sure that all adult members who are present overnight at a nights away activity have completed, and are in date for, their safeguarding and safety learning which must be recorded on their membership record on the membership system.  
   This learning requirement does not apply to helpers and other non-members attending the activity.  Additionally, it also does not apply to Scout Network members who are attending the activity as participants, providing they are not supporting or delivering activities for members under the age of 18 
2. in countries other than Scotland, make sure that all adults who may be present overnight at the nights away activity have a valid criminal record check.
3. in Scotland, make sure that all persons aged 16 or over (including Young Leaders or Young Helpers) who will be carrying out a Regulated Role during the nights away activity have a valid criminal record check (Scouts’ PVG disclosure).  
4. ensure compliance with POR 9a.5 for groups visiting Scotland from any country other than Scotland.
5. uphold the standards of all camping and residential experiences taking place in the District. They may cancel a nights away activity, if judged necessary 
6. appoint one or more Nights Away Assessors. For more details see the Assessors Guide (FS120804). 

9a.2.2.5 County Lead Volunteer

1. The County Lead Volunteer or Nights Away Approver has the responsibilities in POR 9a.2.2.4 for nights away activities at County level.

9a.2.2.6 Large scale activities 
For large scale activities, a permit holder must be assigned responsibility for each residential group. There is no limit to the number of groups that a permit holder has responsibility for, but they remain responsible for the standard of the activity for each residential group. Additionally, the permit holder must ensure the home Lead Volunteer is notified (POR 9a.2.5.3) and inform them of the total number of groups they have responsibility for during the activity.

9a.2.2.7 First aid 

1. Each group participating in a nights away activity must have immediate access to someone who has a current First Aid qualification (First Response at a minimum). The specific level of First Aid qualification required for each activity should be determined by the activity risk assessment. However, for those operating in remote environments (where travelling time is to a point of refuge is 3 hours or more (in the method of travel being used)) a full first aid certificate (as defined in First Aid (FS120052) must be held.   
   A point of refuge, will be at least one of: 
   1. a road accessible by a normal road-going ambulance
   2. an occupied building (for example a farm or harbour)
   3. another means of calling help (for example a telephone box).  
2. The permit holder is not required to hold a first aid qualification to gain their permit but must still meet the first aid requirements for their role as detailed in the POR Chapter 16 Teams Table.  

9a.2.3 Nights away permits

9a.2.3.1 Permit categories

1. There are four categories of Nights Away permit:
   1. Indoor – for staying in a building that has built in lighting and cooking facilities, toilets plumbed into a waste disposal system (such as, a cess pit, storage tank or mains drains) and has running drinking water  
   2. Campsite – for staying at a site that has toilets plumbed into a waste disposal system (such as, a cess pit, storage tank or mains drains) and access to running drinking water  
   3. Green Field – for staying at any site without the above facilities, for example a summer camp on a farmer’s field  
   4. Lightweight Expedition – for staying at any site for not more than one night before moving on.  The core activity is an expedition, not a residential stay, with all equipment carried by the participants.  For example, King’s Scout Award or Duke of Edinburgh’s Awards hikes, expedition hikes, canoe expeditions.  
2. Holders of a Green Field Permit may lead residential activities in the other three categories. 
3. Holders of a Campsite Permit may also lead indoor residential activities. 
4. Holders of a Hillwalking Permit that includes lightweight camping in remote areas may also lead Lightweight Expedition activities. 
5. A permit holder may operate with members from another District or County, subject to the normal approval of the relevant District or County Lead Volunteer of the members concerned (POR 9a.2.3.5).
6. Permit holders proposing to work outside their usual section should obtain guidance from the Nights Away Assessor before the activity takes place

9a.2.3.2 Granting Permits

1. Permits must only be granted to members of The Scout Association. 
2. Nights Away Permits are not section-specific. Districts and Counties must not issue nights away permits restricted to a specific section. 
3. There is no maximum age limit for gaining a Nights Away Permit. 
4. Permits must be renewed at intervals of not more than five years.  

9a.2.3.3 Permit expiry 
Permits expire automatically if they are not renewed.  

9a.2.3.4 Assessment

1. An applicant must be assessed by a Nights Away Assessor appointed by the District or County Lead Volunteer or Programme Team, who should recommend a level of permit to be granted  
2. Assessments must be conducted in accordance with the process and content of the Nights away permit scheme.  

9a.2.3.5 Notification and approval of a nights away activity 

1. The Leader in charge must make sure that notification (including all the information required in the Nights Away Notification Form (NAN) is submitted to the District or County Lead Volunteer or the relevant Chief Volunteer (or Nights Away Approver in each case), for each group of young people they are responsible for. If the activity involves young people from multiple Districts, the nights away approval process for each District must be followed.
2. It is recommended that the nights away notification is submitted at least seven days before the activity commences.   
3. Nights away activities comprising only adults must be notified to the District or County Lead Volunteer or the relevant Chief Volunteer (or Nights Away Approver in each case) 
4. A nights away activity must not begin until formally approved by the District or County Lead Volunteer or the relevant Chief Volunteer (or Nights Away Approver in each case)

9a.2.4 Renewal, restriction, suspension, and withdrawal of nights away permits

9a.2.4.1 Suspension of Permits 

1. Any Leader who is alleged to have broken these activity rules must have their permit(s) suspended immediately by the relevant District Lead Volunteer, County (^[NI] Country) Lead Volunteer, Regional Lead Volunteer or Chief Volunteer.  
2. The relevant Lead or Chief Volunteer should promptly enquire into the allegation and determine whether the permit(s) are to be reinstated, modified, or withdrawn.  

9a.2.4.2 Restricting Permits 
The relevant Lead or Chief Volunteer may at any time impose restrictions, suspend, withdraw, or not renew a permit provided they have reasonable grounds to do so. Any amendment of a permit's status is only valid if the record on the membership system is updated as appropriate.  

9a.2.4.3 Permit expiry 
A Permit automatically expires when a member leaves The Scout Association.  

9a.2.5 Nights Away Event Passports

9a.2.5.1 Purpose and scope 

1. A group of Scouts or Explorers who wish to undertake a camping or residential activity without adults present must only do so after being issued with a Nights Away Event Passport. A Nights Away Event Passport is only valid for use for a specific, named group of young people and must include the full group attending the activity. Nights Away Passports must not be used for activities involving Squirrels, Beavers or Cubs.
2. A Nights Away Event Passport can only be issued to the whole group of young people and not an individual or part of the group.  It can only be issued by a Nights Away Permit Holder up to and including the category they hold a permit for. 
3. Nights Away Event Passports must not be given to anyone aged over 18 and cannot be used for joint Explorer/Scout Network activities.  
4. Nights Away Event Passports may be downloaded from the Brand Centre.  
5. As part of the planning process parents must be informed if no leaders are going to be present. Parents must be informed what supervision arrangements are in place for a residential activity where an Event Passport is being used and must be satisfied with those arrangements before consenting to their child taking part.
6. Nights Away Event Passports guidance (FS120085) is available.

9a.2.5.2 Night Away Permit holder for Passport events

1. The Nights Away Permit holder has responsibility for notification in line with POR 9a.2.3.5. 
2. The Nights Away Permit holder must provide support during both the preparation and the activity itself and be satisfied that the young person has the required abilities. But the Nights Away Permit holder is not required to attend the activity.  

9a.2.5.3 Passports for service team projects 
The home Lead Volunteer must be informed of those under 18 years working on service team projects under Nights Away Event Passports at Scout campsites and activity centres, but a separate Nights Away Notification form for each occasion need not be completed if a range of dates is specified. Each Nights Away Notification form submitted must be clear on who is the Nights Away Permit Holder.

9a.2.5.4 Scout Network residential activities  
When leading a Scout Network residential activity, a passport or permit is not required, but notification (POR 9a.2.3.5) is required. The activity leader must have first-hand experience of camping or residential activities and be familiar with The Scout Association’s appropriate resource material. 

9a.2.5.5 Ratios 
For adult to young person ratios on Nights Away activities, see POR 9a.1.2.

9a.2.6 Family nights away

9a.2.6.1 Responsibilities 
The permit holder is responsible for the overall camp and must ensure that all The Scout Association's rules are followed regardless of the presence of parents or other adults.

9a.2.6.2 Further information 
Further information is available about Family Camps (FS120083). Other guidance is given in the publication Nights Away.

9a.2.7 Expeditions and activities in adventurous country and onboard craft

9a.2.7.1
All expeditions within the United Kingdom, the Channel Islands and the Isle of Man are covered by this rule. Prior notification to the relevant Lead Volunteer of expeditions involving nights away must be given as described in POR 9a.2.3.5. 

9a.2.7.2
Some activities require the leader to hold an appropriate Adventurous Activity Permit: Terrain One and above or on-board watercraft. There is no additional requirement to gain a Nights Away Permit if the Activity Permit assessment included an assessment of the skills needed to supervise camping or other residential experiences.  

9a.3.1.1 Definitions 
For members based in the United Kingdom, the Channel Islands, and the Isle of Man a Visit Abroad (VA) is defined as: 

Any visit outside the United Kingdom, the Channel Islands and the Isle of Man on an approved Scouts activity or travelling in the name of Scouts. This includes adult-only and recce visits. 

For members of British Scouting Overseas and our Overseas Territories of Anguilla, Bermuda, British Virgin Islands, Cayman Islands and Gibraltar a Visit Abroad (VA) is defined as: 

Any visit to destination(s) beyond the country where their Group is registered on a recognised and approved Scouts activity or when travelling in the name of Scouts. This includes adult-only and recce visits. 

9a.3.1.2 GHIC cards 
All eligible members should carry a valid UK EHIC or GHIC card for travelling within many European Countries including the Republic of Ireland. UK GHIC cards are applied for through the NHS website.

9a.3.1.3 Compliance 
A camp or residential activity abroad which includes Squirrels, Beavers, Cubs, Scouts, or Explorers must follow the nights away rules in POR 9a.2, including POR 9a.2.2.1 and POR 9a.2.2.2. For Scout Network visits abroad see POR 9a.2.5.4. 

9a.3.1.4 Approval process 
All visits abroad must follow the Visits Abroad (VA) Process and must be signed at both part A & part B, before the visit leaves the country where their Group is registered, as below:  

1. England:
   District or County Visits Abroad Approver, based on the recommendation of the County Visits Abroad Recommender.
2. Northern Ireland:
   District or Country Visits Abroad Approver, based on the recommendation of the Northern Ireland Visits Abroad Recommender.
3. Scotland:
   District or Regional Visits Abroad Approver, based on the recommendation of the Regional Visits Abroad Recommender. 
4. Wales:
   District or Area Visits Abroad Approver, based on the recommendation of the Area Visits Abroad Recommender.
5. British Scouting Overseas:
   District or Area Visits Abroad Approver, based on the recommendation of the Area Visits Abroad Recommender.
6. Overseas Territories:
   Visits Abroad Approver, based on the recommendation of the Visits Abroad Recommender.
7. Country Headquarters: 
   Country Visits Abroad Approver, based on the recommendation of the Country Visits Abroad Recommender.
8. UK Headquarters:
   UK Visits Abroad Approver, based on the recommendation of the UK Visits Abroad Recommender.

The Approver and the Recommender must not be the same person. 

9a.3.1.5 Notification 
The Visits Abroad Recommender must complete the online VA notification form, to inform UK Headquarters of the trip.  

For additional guidance on Visits Abroad, and the Visits Abroad process, visit scouts.org.uk or contact your County Visits Abroad Recommender.

9a.3.1.6 Travel insurance 
The Leader in Charge of a visit abroad must ensure that adequate travel insurance is in place for all members of the party (POR 5g.4.1.2(j)).

9a.3.1.7 InTouch
The Leader in Charge must make sure that suitable InTouch arrangements are in place (POR 9a.1.1.2(h)) 

9a.3.1.8 Northern Ireland 
For Scouts in Northern Ireland travelling to the Republic of Ireland, additional travel insurance is not required for trips lasting 48 hours or less. However, if it is assessed that cover is required for emergency medical expenses, personal possessions, or cancellation, then travel insurance must be purchased.  

This rule applies only to travel insurance. All other Visits Abroad rules apply for Scouts in Northern Ireland travelling to the Republic of Ireland for any length of time. 

9a.3.1.9 Qualifications 
The Leader in Charge of any adventurous activities abroad must apply the appropriate rules and hold the appropriate permits, within the rules at POR 9a.2.2.1 and POR 9a.2.2.2. This includes classifying the hills/mountains or waters as defined in Rules POR 9b.4.4, 9b.4.7, 9b.5.3, although the altitude criteria for hills/mountains do not apply in some areas. In case of doubt, consult your District or County Programme Team. 

9a.3.1.10 NSO activities 
Members may participate in activities being run by members of a host National Scout organisation (NSO) which is a member organisation of WOSM, following the host NSO’s guidance and rules. In this context only, Kandersteg International Scout Centre is deemed to be an NSO in its own right and is independent from The Swiss Guide and Scout Movement. 

There must be an adult member with a full appointment present who feels confident in stopping the activity if they have safety concerns. This adult member must stop the activity if they have safety concerns at any point 

Activities forbidden by The Scout Association remain forbidden for all Scouts members when visiting any country. If using external providers abroad see 9.6 for further guidance.  

9a.3.1.11 Home hospitality 
Members, including members of British Scouting Overseas, the Overseas Territories, the Isle of Man and the Channel Islands, under the age of 18, may only take part in group-based hosted hospitality experiences such as using group accommodation. They must not participate in home-based hospitality experiences, such as in private homes. 

9a.4.1.1 Scope 
This section of POR applies to visiting groups of people who are not members of The Scout Association but are members of organisations affiliated to WOSM and/or WAGGGS.

In the activity rules in this chapter, where reference is made to 'members of the Scout and Guide movements' this must be taken to mean members of an Association or Federation recognised by either WOSM or WAGGGS, other than members of The Scout Association. 

9a.4.1.2 Invitations follow approvals 
Invitations to members of the Scout and Guide movements to visit or camp with members of The Scout Association must not be confirmed until approval has been obtained from the relevant District or County Lead Volunteer.

9a.4.1.3 Insurance
The Scout Association’s Personal Accident and Medical Expenses Insurance Policy does not cover adequately visits by Members of the Scout and Guide movements (see POR 5g.3.3.2).

Unity (Scout Insurance Services) must be informed of visiting parties or individuals and should advise whether additional cover is required.  

9a.4.1.4 Use of group-based hospitality 
It is advised that the means of providing hospitality experiences for members of the Scout and Guide movements is through group-based hospitality (such as accommodating Scouts or Guides from abroad in Group accommodation) and not normally in private homes.   

Members of The Scout Association must follow the rules of the Scouts.

9a.4.1.5 Restrictions on home-based hospitality 
However, if under 18s are to participate in home-based hospitality (for example in private homes) then all the following conditions must be met:  

1. The visiting members are Scouts or Guides from organisations affiliated to WOSM or WAGGGS but are not members of The Scout Association (including British Scouting Overseas and the Overseas Territories).  
2. Home-based hospitality must be permitted in the rules of the visiting members of the Scout and Guide movements. For this reason, members of Girlguiding UK must not take part in home-based hospitality 
3. a Hosting Agreement must be in place and signed by all parties such as, the Scouts Leader in Charge, leader(s) of the visiting members of the Scout and Guide movements, parents of the visiting members of the Scout and Guide movements and all adults who may be present overnight in the private home at the time of providing the experience 
4. in all countries other than Scotland, all adults who may be present overnight in the private home at the time of providing the experience must: 
   1. have a valid criminal record check 
   2. sign a hosting agreement if members of Scouts aged under 18 are present in the home
5. In Scotland:
   1. Young Leaders and Young Helpers aged 16 or 17 undertaking a regulated role who will be present at any time in the private home must  have a cleared criminal record check (Scouts’ PVG disclosure)
   2. all adults aged 18 and over must have a valid criminal record check and sign a hosting agreement. 
6. the Leader in Charge must confirm the suitability of a home-based hospitality experience being offered to the visiting members of the Scout and Guide movements. This must be done by undertaking a home visit to the host family’s home before the home hospitality experience takes place (the home visit may be delegated by the Leader in Charge to another adult member of Scouts)  
7. where the home hospitality experience is for two or more nights there must be a visit from the Leader in Charge, or their nominee, and the leader of the visiting members of the Scout and Guide movements, or their nominee, during the stay and every two nights thereafter for the duration of the stay  
8. The visiting members of the Scout and Guide movements must be accommodated in at least a pair in each private home  
9. the Leader in Charge must consider appropriate control measures and contingency plans 
10. the host District Lead Volunteer, or their nominee, must approve in writing the home-based hospitality experience.  

9a.4.1.6 Guidance 
Further information and support may be found in Home and Hosted Hospitality Guidance (FS120821). 

9a.5.1.1 Scope
POR 9a.5 applies only to persons who are NOT based in Scotland, whether or not they have a current role within Scouts.

All Young Leaders and Young Helpers aged 16 and 17 and all adult volunteers travelling to Scotland and taking part in a regulated role where they will (or intend to) interact with, or be responsible for, Scottish youth members, through planned activities and events, must gain a Scottish criminal record check (Scouts’ PVG disclosure).

This does not apply to persons who are travelling to Scotland but who will not be taking part in a regulated role,

In the rest of POR 9a.5, the term “visiting Scotland” means persons meeting the criteria of this scope statement (POR 9a.5.1.1). Further guidance is available at Regulated Activity and Regulated Roles in Scouting.

9a.5.1.2 PVG checks validity
In all cases referred to in POR 9a.5, these must have a criminal record check (Scouts’ PVG disclosure). They must not include PVG checks enabled by any organisation other than Scouts.

9a.5.1.3 Persons who already have a record on the membership system
This applies to persons aged 16 and above who already have a record on the membership system.

Before carrying out a regulated role in Scotland, these persons must have a cleared Scouts PVG disclosure recorded on their membership system record, even if they already have a criminal record check for their own nation.  

To enable this criminal record check (Scouts PVG disclosure), they must be granted the Visiting Scotland accreditation.

9a.5.1.4 Persons who have no record on the membership system
As described in POR 9a.5.1.2, before carrying out a regulated role in Scotland, persons who fall inside the scope described at POR 9a.5.1.1 must have a cleared criminal record check (Scouts’ PVG disclosure).

To obtain this:

1. persons who are based in the United Kingdom, the Channel Islands or the Isle of Man must have a role (normally Non Member - Needs Disclosure) recorded on the membership system, together with the Visiting Scotland accreditation. The requirements of POR 9a.5.1.3 must then be followed.
2. persons who are based outside of the United Kingdom, the Channel Islands and the Isle of Man and who have no membership system record must contact a Scottish partner, who will be able to arrange the creation of a membership system record with the International Visitor role. Other roles must not be used. The requirements of POR 9a.5.1.3 must then be followed.

This section of POR outlines the conditions under which external centres and instructors and externally organised events may be engaged to deliver activities for members of The Scout Association, including requirements for accreditation, insurance, and adherence to safety standards.  

9a.6.1.1 Overriding requirement
The Leader in charge must immediately stop any activity that is not safe.

9a.6.1.2 Scope 
External centres and instructors may be used to deliver activities, provided they comply with the rules outlined below. This also incorporates externally organised events.

For externally organised events, an adequate event management plan must be in place, alongside risk assessments, medical cover and first aid cover.  

9a.6.1.3 Accreditations or qualifications 
When external providers are used for the delivery of activities for members of The Scout Association, the external provider must, where appropriate, hold a relevant accreditation or qualification for the activity they are delivering. Examples include: 

1. Adventure Activities Licensing Authority (AALA) Licence 
2. Adventuremark Accredited Provider 
3. Recognition by a Government Agency 
4. National Governing Body qualifications 

An external provider must have adequate insurance cover. See POR 9a.6.1.5.

Where leaders are responsible for young people before or after the externally led activity (e.g. during pick-up or any organised travel), Leaders must ensure that a risk assessment and appropriate First Aid cover is in place. This must include, as a minimum, an adult holding a valid First Response qualification.

As the standards and criteria for the delivery of activities abroad are very varied, it is not possible to provide specific guidance for each country and activity. Leaders therefore need to check the suitability of providers themselves and this rule supports that process with additional guidance.  

9a.6.1.4 Activities abroad
When using external providers abroad, the guidance for activities abroad must be followed. 

9a.6.1.5 Public liability insurance 
External activity providers must provide evidence of holding a public liability insurance policy which covers their activities to a minimum level of five million pounds.

9a.6.1.6 Compliance with Activity Rules 
When using external activity providers, if they meet the requirements in POR 9a.6 and have their own Standard Operating Procedures for the running of activities then members are not expected to ask them to follow Scouts activity rules.  

As mandated in POR 9a.6.1.1, the Leader in Charge must immediately stop any activity that is not safe. 

Definition of adventurous activities 

Adventurous activities are:

1. archery
2. caving
3. climbing and abseiling, except:
   • bouldering
   • climbs using auto belay systems (systems that lower a climber to the ground without any human intervention)
4. cycling in cycle environment one and two
5. hillwalking in terrain one and two
6. hovercrafting
7. snowsports (except artificial slopes and nursery slopes)
8. all water activities, except swimming, on class B1, B2, B3 or A waters
9. all motorised water activities and SCUBA activities on class C waters.

9a.7.1.1 Permit requirements 
Members of Scouts wishing to run any adventurous activity must hold the appropriate activity permit if: 

1. any member of the activity group is under the age of 18 
2. any adult participant has additional needs, disabilities or life-limiting conditions requiring additional support to access Scouts.

For joint activities involving both under- and over-18 members, the activity permit scheme applies. Where these activities are being run by non-members, see POR 9a.6 (Use of External Centres and Instructors). 

This rule also applies to staff and employees operating on behalf of The Scout Association or any Group, District, County or Country.  

9a.7.1.2 Granting permits 
Permits are granted by a District or County Lead Volunteer on the recommendation of an Assessor and following the process and content of the Adventurous Activity Permit Scheme (FS120100).

9a.7.1.3 Types of permit 
Permits may be granted for 

1. personal 
2. leadership  
3. supervisory.   

Details of which type(s) are available for each activity are shown in the Adventurous Activity Permit Scheme (FS120100).

The remit of each permit may be found in the appropriate factsheet for the specific activity, although all permits may have additional restrictions placed on them based on the skills and experience of the permit holder. There is a list of all activities.

9a.7.1.4 Age requirements
For a Leadership or Supervisory permit, the permit holder must be a minimum of 14 years of age. Where outside agencies impose a minimum age which is greater than 14 years, those higher limits take precedence.

For Personal permits: there is no minimum age, the maximum age is up to (but not including) the holder’s 18th birthday. 

9a.7.1.5 Role requirements 
To hold an adventurous activity permit, members who are aged 18 years and over must hold a full role which allows them to lead regulated activity. 

9a.7.1.6 Recommending granting of permits 
Recommendations for granting of permits may be made by: 

1. County Adventurous Activity Assessors 
2. External assessors who meeting the assessor requirements outlined in Adventurous Activity Permit Scheme – Approved Assessors (FS120104)

9a.7.1.7 Permit expiry
A permit must expire within five years of being granted.   

When a permit expires, the permit holder must apply for, be assessed for, and be granted a new permit before they are able to run the activity again.  

9a.7.1.8 Permits for persons aged under 18
In countries other than Scotland, where a supervisory or leadership permit is held by someone under the age of 18, this permit will expire on their 18th birthday. Once they hold a suitable role (POR 9a.7.1.5) as an adult volunteer, they can then re-apply for their permit on the membership system. The need for an in-person assessment is subject to the decision of the Activity Assessor.

In Scotland, if a supervisory or leadership permit is held by someone under the age of 16, this permit will expire on their 16th birthday. Once they are aged 16, they must be added to the membership system and apply for a criminal record check (Scouts’ PVG disclosure).  Once their disclosure status shows as Disclosure Issued, they can then re-apply for their permit on the membership system. The need for an in-person assessment is subject to the decision of the Activity Assessor. 

9a.7.1.9 First Aid Requirements 
All groups undertaking adventurous activities must have access to: 

1. someone (this need not be the permit holder) holding a relevant and current first aid qualification 
2. suitable first aid materials.   

For adventurous activities this must be immediate access. The detail of the first aid skills required should be identified by the risk assessment, but the minimum qualifications (or equivalents) must be met (POR 9a.1.1.2(j)). 

9a.7.1.10 Validity of permits in other Districts or Counties 
Once granted a permit, an activity leader may operate with members from another District or County, following the normal approval (POR 9a.1.3) of the District Lead Volunteer or County Lead Volunteer of the members concerned. 

9a.7.1.11 Permits expire when roles end or change 
Permit(s) automatically expire when a permit holder: 

1. leaves Scouts  
2. no longer has a role which allows them to lead regulated activity 

In both cases, the permit expires on the date that they leave Scouts or no longer have a valid role.  

9a.7.1.12 Withdrawal of permits 
A Lead Volunteer must review and further restrict or cancel their permit where a permit holder: 

1. is not following the activity rules 
2. is running the activity in an unsafe manner  

9a.7.1.13 County self-moderation obligation 
Each County (^[NI] Country) must carry out a self-moderation of their management of the adventurous activity permit scheme by the end of each January annually, in accordance with the details in Adventurous Activity Permit Scheme – Moderation (FS120106).

9a.7.1.14 County Lead Volunteer responsibilities in self-moderation 
The self-moderation must be approved by the County (^[NI] Country) Lead Volunteer, who must:  

1. verify that the County (^[NI] Country) self-moderation is an accurate record 
2. ensure that action plans are in place where the self-moderation highlights any minimum standards that are not met  
3. ensure that any agreed action plans are conducted 

9a.7.1.15 Submitting self-moderation to UK Headquarters 
If selected for national sampling of their self-moderation, the County (^[NI] Country) must send their completed County self-moderation form to the UK Headquarters Activities Team at Gilwell Park before the end of February. 

9a.7.1.16 Adventurous activities involving 100 or more people 
Where an adventurous activity (as defined in the introduction to Rule 9a.7) involves 100 or more people, the activity must be specifically approved by the home District or County (^[NI] Country) Lead Volunteer(s).

In order for the approval to be made, the following information must be given in writing to the host County (^[NI] Country) Lead Volunteer(s) at least two months before the activity:  

1. the date(s) of the activity 
2. the numbers and age ranges of those involved
3. the names and contact details of the responsible Leaders
4. the outline programme
5. the proposed location(s)
6. the proposed transport arrangements, including those to be used during the activity
7. the proposed method of liaison with local landowners.

For all such large scale activities, the organisers must:  

1. conduct a risk assessment
2. consider and document the arrangement for the supervision of participants, including non-members and the procedures to be used in the activity or an emergency
3. submit a safety plan to the home District or County (^[NI] Country) Lead Volunteer(s) for approval.

9a.7.1.17 Alternative procedures for large scale activities 
For large scale adventurous activities where alternative written safety procedures are in place the County (^[NI] Country) Lead Volunteer, in consultation with the relevant County (^[NI] Country) Programme Team Member, may agree to an alternative system of supervision, checking and control of participating groups.

9a.8.1.1 Exceptions for adult groups 
Members over the age of 18 participating in activities must follow the rules laid out in POR Chapters 9a and 9b, with the exception of:

1. POR 9a.7 (Adventurous activities permit scheme) 
2. POR 9b.3.1 (Target Sports : Archery) 
3. POR 9b.3.2 (Target Sports : Fencing) 
4. POR 9b.4.9  (Land based activities : Hill walking safety) 
5. POR 9b.4.13.2, 9b.4.13.3 (within POR 9b.4.13 Land based activities : Snowsports)

9a.8.1.2 Enabling the exceptions from POR 9a.8.1.1
When members over the age of 18 undertake activities covered by the rules listed in POR 9a.8.1.1, they may choose an appropriate management system for these activities,

In these cases, members may choose to follow existing systems such as the Adventurous Activity Permit Scheme or may put in place other controls.  

9a.8.1.3 Mixed-age or additional needs activity groups 
All rules in POR Chapter 9a apply, including POR 9a.7 Adventurous Activity Permit Scheme if any participant in the activity group is:

1. under the age of 18 
2. an adult with additional needs, disabilities or life-limiting conditions requiring additional support to access Scouts 

9a.8.1.4 Prohibited activities apply to all ages 
Any activity that is banned (POR 9a.1.2.4) applies to all age groups.

9a.8.1.5 There must be a Leader in charge 
Each activity must have someone designated as Leader in Charge. This is not a role but a set of tasks someone must ensure are undertaken. There are full details on the leader in charge.

9a.8.1.6 Risk Awareness and Participant Consent 
Each participant must: 

1. understand and accept the risks involved in the activity 
2. be aware of the control measure in place to manage these risks 

This may be achieved through: 

1. sharing of risk assessments 
2. briefings.   

The Leader in Charge must be satisfied that everyone understands this before the activity begins.  

9a.8.1.7 Further guidance 
Further guidance on the management of activities for groups over the age of 18 may be found in Adult Groups in Activities (FS120087).

A joint activity is defined as one where youth members from two or more organisations are present.  

9a.9.1.1 Joint activities with Girlguiding 
Joint activities involving members of Scouts and Girlguiding must be undertaken following Joint Activities with Girlguiding (FS120007).

9a.9.1.2 Joint activities with other youth organisations
Joint activities involving members of Scouts with members of other organisations (except Girlguiding) must: 

1. be approved by the County (^[NI] Country) Lead Volunteer 
2. follow the guidance in Joint Activities with other organisations (FS120013).

The County (^[NI] Country) Lead Volunteer or their nominee is responsible for ensuring satisfaction with the policies and procedures of these other organisations. 

9a.9.1.3 Use of Scout facilities by other youth organisations 
Those responsible for accepting bookings from other youth organisations for use of Scout camp sites, activity centres or other Scout-owned facilities must satisfy themselves that:

1. the Safeguarding and Safety Polices of The Scout Association will be adhered to
2. all adults in the party have been deemed suitable to work with young people by their own organisation
3. they are appropriately aware of The Scout Association’s internal rules and good practice. 

9a.9.1.4 Booking procedure requirements 
POR 9a.9.1.3 above should be an integral part of any booking procedure. 

9a.9.1.5 Local decision-making on facility use 
Scout Counties, Districts and Groups are able to make their own decisions on the use of their facilities. Much will depend on the situation locally.