Activity Notification Guidance

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 Eden. 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 Notifications (NAN)

POR says

  • The relevant Commissioner must be notified at least 7 days before any nights away event takes place. It is best practice for at least 14 days notice to be given.
  • The notification must include all the information required in the Nights Away Notification Form (NAN).
  • It is the responsibility of the Permit holder to ensure that appropriate notification is made for each group they are responsible for.
  • Network and Adult groups are required to seek approval their relevant (e.g. District, County, National) Commissioner.

In Eden, the easiest way to send this notification is to use the online NAN form.  This generates an automatic email to the District Commissioner (DC) with all the information on it.  If you don’t have internet access, or prefer to use another method, then you can use the Scout Association’s official “NAN Form”.  You can send this by post, fax, email.  As long as it reaches the DC at least 7 days before the event, that’s fine.

For the DC to approve your Nights Away Notification, they (or their designate) will:

  • Check the records of all adults attending, to ensure they hold a valid DBS, and have completed appropriate training.
  • They may ask you for more information about the event, before they can give their approval (for example, risk assessment, programme)
  • They will NOT approve the nights away event unless they are satisfied the event will be run a a safe and effective way, AND at least one person holds a First Response (or higher), AND all leaders attending have completed and validated EITHER a) Getting Started (Modules 1, 2 and 3/4) OR b) Safeguarding and Safety online training.
  • Once they have approved the Nights Away event, they will email you to confirm this.

Other Activities: District Activity Notifications (DAN) (Due to be rolled out by Nov 2019)

POR says

  • Every single activity you do, for all sections (including regular meetings in your HQ) must be approved by the relevant commissioner, but this approval can be delegated or via an informal system.
  • The relevant Commissioner must be notified at least 7 days before the activity takes place. It is best practice for at least 14 days notice to be given.
  • Network and Adult groups are required to seek approval their relevant (e.g. District, County, National) Commissioner.

In Eden, we 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, the DC will give approval to any activity that meets the following criteria :

  1. It is not adventurous or is not listed in the Activities Index: A pdf can be found here. Basically, if you think your activity might be adventurous, it probably is.
  2. It takes place within Cumbria.
  3. The person leading the activity has a current appointment as a Leader or Assistant Leader in Eden.
  4. The person leading the activity has informed, and has the approval of their Group Scout Leader or Explorer/Network Commissioner to undertake the proposed activity.

If your activity meets all of those criteria, then you don’t need to notify the District Commissioner, as it is approved by the GSL/DESC/DSNC, 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 7 days in advance. The easiest way to do this is to use the online DAN Form, which generates an automatic email to the DC with all of the details. You can also notify them by phone, letter or email, as long as they get the information in time.

For the DC to approve your District Activity Notification, they (or their designate) will:

  • Check the records of the leaders, to ensure they hold a valid DBS, and have completed appropriate training.
  • They may ask you for more information about the event, before they can give their approval (for example, risk assessment, programme)
  • They will NOT approve the activity unless they are satisfied the event will be run a a safe and effective way, AND at least one person holds a First Response (or higher), AND at least one leader present has completed their Getting Started training.
  • Once they have approved the activity, they will email or telephone you to confirm this.

Quick reference guides

ActivityInform GSL/ DESC/ DNSC Risk Assessment?NAN?DAN?
Overnight sleepingYesYes Yes No – include this in the NAN
Adventurous activitiesYesYesNoYes
Non-adventurous activities (fitting the criteria above)YesYesNoNo

DANs: Location Guide for day activities

Activity LocationNon-Adventurous ActivityAdventurous Activity
Your Scout HQNoYes
In CumbriaNoYes
Out of CumbriaYesYes