Approving Activities - Guidance for Lead Volunteers
FS120015 (Published November 2024, replacing January 2022)
POR rule 9.1 requires the Lead Volunteer to approve all activities within Scouting in their patch. This can be done through a variety of methods which this guidance explores.
It's important that there is oversight of the programmes and activities being undertaken with each District to ensure that members are delivering high quality and safe scouting. As the District Lead Volunteer, you are responsible for ensuring that all activities are approved, but this doesn’t have to be down to you knowing about everything going on across your District on every occasion.
Options for approval
The GLV and 14-24 LV should have sight of their section programmes and be clear on what they need to highlight or flag to you.
You may choose to want to know more about certain activities, this could include where activities are away from the normal meeting place, with an external provider or using an activity permit.
You may put in place a system that allows those leading adventurous activities using their permits to only notify their GLV or 14-24 LV, given you have already granted them the permit.
Consider who needs to approve activities on class C waters, in Terrain Zero or where there are specific rules but not permits.
For nights away and visits abroad there is a structured approval process outlined in POR, with forms in place to support the notification and approval process. There may be elements of these processes that you need others in the District to assist with, make sure you document that and make it clear what their role in the process is.
You should also consider how approval will work if things change, such as a change in activity during a nights away activity or a last-minute change during a section meeting. You need to be clear with members on what they need to do when plans change so they don’t get caught out on not having things approved, but also keeping things practical and so that activities can continue.
Some examples of how you might structure this approval process are given below, these are only examples, and it is down to you to make the decisions based on your local situation.
Document and communicate the systems
Whichever system you put in place make sure you document it and then communicate it to all involved. That includes existing and new members of your area.
Spend time with those directly involved in the process, the GLVs and DELVs you are involving so that they understand what is required of them and, so they are in a position to make sure that the system is implemented properly.
Also make sure that adult volunteers are aware of the systems in place for approving activities and encourage this to be discussed at District and Group meetings and remind people regularly of your local system.
Review
It's important to review the systems you have in place for approval of activities, there is no point sticking with a system if it doesn’t work, if people don’t understand it or if you as the Lead Volunteer don’t feel comfortable with it.
Make sure you review the system regularly and revise as appropriate. Keep up to date with updates from HQ and revise your local system if this is required.
When you are new in role as a DLV don’t feel you have to stick with what’s gone before, you need to assure yourself that the process you have in place is robust and works.
Examples
Here are two examples of how you might structure this approval process. These are only examples and it’s down to you to make the decisions based on your local situation.
Authorising Activities in Blankshire District
POR (rule 9.1) states that “the District Lead Volunteer is responsible for approving all activities for Squirrel Scouts, Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts. This will usually be by means of an informal system agreed between the District Lead Volunteer and each Group Lead Volunteer or District Explorer Lead Volunteer”.
This documents the delegated responsibilities for authorising activities under POR Rule 9.1 in Blankshire District.
1. Group Lead Volunteer are responsible for authorising all activities that take place in Squirrel, Beaver, Cub and Scout sections in their Group (with the exception of those mentioned elsewhere in this document). Group Lead Volunteer will need to see and consider every section’s programme.
2. The 14-24 Lead Volunteer is responsible for authorising all activities that take place in Explorer Scout Units in the District (with the exception of those mentioned elsewhere in this document). The 14-24 Lead Volunteer will need to see and consider every Unit’s programme.
3. If, in any instance, a Group Lead Volunteer or the 14-24 Lead Volunteer is unsure whether to authorise a particular activity, they must discuss it with the District Lead Volunteer.
4. All Form NANs for Nights Away activities must be sent to Fred Bloggs, District Leadership Team Member , who is responsible for checking that the information provided on the form complies with the requirements for Nights Away.
Approval of activities will be discussed at each District Team meeting 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.
Authorising Activities in Wilderness District
POR (rule 9.1) states that “the District Lead Volunteer is responsible for approving all activities for Squirrel Scouts, Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts. This will usually be by means of an informal system agreed between the District Lead Volunteer and each Group Lead Volunteer or 14-24 Lead Volunteer”.
This documents the delegated responsibilities for authorising activities under POR Rule 9.1 in Wilderness District.
1. Group Lead Volunteer are responsible for authorising all activities that take place in Squirrel, Beaver, Cub and Scout sections in their Group (with the exception of those mentioned elsewhere in this document). Group Lead Volunteer will need to see and consider every section’s programme.
2. The 14-24 Lead Volunteer is responsible for authorising all activities that take place in Explorer Scout Units in the District (with the exception of those mentioned elsewhere in this document). The 14-24 Lead Volunteer will need to see and consider every Unit’s programme.
3. If, in any instance, a Group Lead Volunteer or the 14-24 Lead Volunteer is unsure whether to authorise a particular activity, they must discuss it with the District Lead Volunteer.
4. Where an activity is covered within the Adventurous Activity Permit Scheme and led by a member of the District holding the relevant permit, the GLV / 14-24 LV must be aware of the activity taking place on each occasion (see points 1 and 2). If you are using someone from outside the District with a permit the DLV must be informed.
5. All Nights Away and Visits Abroad will be approved directly by the District Lead Volunteer.
6. The following activities must be notified to the District Lead Volunteer who will seek appropriate advice on suitability ahead of approving the activity to take place: shooting, air activities, motor sports.
7. For activities and events involving only adults (Adult Groups in Adventurous Activities 9.8) the District Lead Volunteer must be notified of the activity taking place.
Approval of activities will be discussed at each District Team meeting 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.
The examples above are only examples, you might have some additional considerations based on the specifics of your District, here are some which may shape how you structure your approval process, make sure the document you have is clear to all on what process you have in place.
- You may have a Group who have a shooting range at their meeting place and you have a system for checking their instructors are qualified, in this case you might choose to list them as exempt from notifying the DLV on each occasion of the activity taking place as this would be monitored by the GLV.
- If you have an Air Scout Group who regularly undertake flying activities through a partnership with a local provider, you are satisfied that they are following the rules and so list them as exempt from notifying the DLV and that the GLV can approve the activity taking place.
- You have a local campsite which has a variety of activities, the Campsite Warden/Manager is aware of all activities and so long as they are delivered in line with the operating procedures laid out for the site you do not require notification to the DLV.
Policy, Organisation and Rules
Rule 9.1 All activities
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