Scouting Ireland Overnight and International Approval … · Scouting Ireland Overnight and...

Scouting IrelandOvernight and International Approval Form

SIF -011/A 2011This form captures the information required by SID 71/10 Youth Programme Abroad and SID 77/10 Camping & Adventures in the Out of Doors.These procedures are in place to protect the health, safety & well being of young people in our care and to ensure that all activities are planned with safety in mind and provide a quality Scouting experience for young people.

This form should be used in the following situations:

Checklist & Part A: Overnights Approval Form• BeaverScoutsactivitythatincludesone(1)overnight• CubScoutactivitythatincludesthree(3)ormoreovernights• Scout,VentureScoutandRoverScoutactivitythatincludesfour(4)ormore overnights• Detailsofbudget,menu,programme,ActivityConsentFormsSIF11/05and MedicalAdviceFormsSIF11a/10(whereappropriate)forallpersonsunder18 taking part should be attached to the form for approval by the Group Leader

Note:AllBeaverScoutovernightsmustbeapprovedbytheGroupLeader.ShorterovernightactivitiesinCubScouts(lessthan3)andinScouts,VentureScoutsandRoverScouts(lessthan4)donotneedtohaveformalapprovalviathisformbytheGroupLeaderhowever the Group Leader must be informed of such activities prior to their undertaking via, phone, email, or verbally as per SID 77/10 Camping & Adventures in the Out of Doors.

Checklist, Part A & Part B: International Travel FormAn activity abroad is an international activity and covered by SID 71/10 Youth Programme Abroad Allinternationalactivities-PartAOvernightApprovalandPartBInternationalApproval(irrespectiveofduration)anddetailsofparticipantstakingpart.

Section Group

Description of activities

Country Location

Date from to No. of nights

Scouter in Charge/Youth Member in Charge

Contact details

Group Leader must check the following before signing approval for the activity to take place.

The Camp/Activity is properly planned• ,costed,andfinanced.T• ransport and travel arrangements are accurate.There are Parental Consent & Medical Forms for each person attending •undertheageof18All participants are register members of Scouting Ireland.•All Scouters are trained and currently registered.•Others taking part in the Camp/Activity are known and approved by the •Group Council.

Signed Date

Scouting IrelandOvernight and International Approval Form

That all contact details are correct

That all numbers tally and ratio’s are observed

That Activity Consent and Medical advice forms are included for all participants

All Scouters attending hold Adult Appointments

Non Scouters attending should have Non-member Adults on Scouting Activitiesform(SID36/05)attached.

The Scouter -in- Charge has completed the appropriate Scout Skills Training course covering overnights.

Is the venue suitable for the overnight activity planned

Isafirstaideravailableatthevenueorisafirstaiderfortheactivity identifiedontheform.

InthecaseofaYouthMemberleadinganovernightactivity(Scouts,VentureScoutandRoverScout)dotheyholdLevel5CampingAdventureSkillsBadge.

(International)-additionaltravelinsurancehasbeenobtainedFull list of those travelling - young people and adults attached

HassufficientevidenceofplanninggoneintotheBudget,Menu&Programmeandthattheyaresufficienttoensurethesafety,healthandwellbeingoftheyoungpeople

and to provide a quality Scouting experience for the young people

Approval

Group Leader

SIF -011/A 2011All sections should be completedChecklist

Section Group

Description of activity

Location/Address

Date from to No. of nights

Scouter in charge/Youth Member in Charge

email

Address

Phone numbers Mob Home

Work(ifpermissabletocontact)

Has the Scouter in Charge completed the appropriate overnight training?

First aider

Designated person Available at location

Otheradultsattendingtheovernightactivity(Scoutersandotheradults*)

Overnight Approval Form

Included with this application areBudget Activityconsentforms ProgrammeMenu

Details of group

Male youths Female youths Total

Male scouters Female scouters Total

*asperpolicydocument‘Non-memberAdultsonScoutingActivities’SID36/05

Yes No

Yes No

Part APart A is used for Overnight Approval details. The checklist and Part A constitute the Overnight

Approval Form.

RatioofScouterstoyoung people

Maleothers* Femalesothers* Total

Overall total travelling

Not to be included in Scouter/ young people ratio

Ireland Abroad Country

International Form

Full address of camp location

Dates at this location From to No. of nights

Dates travelling to from

Detailsofadditioninsurancecovertakenoutforactivity(copytobeincludedwithapplication)

Details of shared Scouting experience planned for your activity (in line with Youth Programme Abroad policy SID 71.10)

Insurance company

Policy number

Validfrom to

Have you linked up with a Group in the country you are travelling to, if so please provide details ( this is done by personal contact only - the International Department cannot provide details of Groups or establish contacts for Groups travelling abroad)

Group Name

Association

Contact Name email

Address

Officialuse

Activity approved Date

PartBThisInternationalForm(PartB)issupplementarytotheOvernightApprovalForm(PartA).Forcamps and activities abroad, both the Overnight Approval form and the International Form need to becompletedandreturnedtoNationalOfficeinlinewithYouthprogrammeAbroadPolicySID71.10Acopyofthe‘AdditionalTravelInsurancePolicy’andafulllistofthosetravellingabroadmustbeattached to support the application for approval.

SectionBeaverScouts

(DaytripabroadaspartofaScoutGroupactivityonly)

Cub Scouts(IslandofIreland)

Cub Scouts Abroad(BritishIslesandmainlandEurope

Scouts(IslandofIrelandexceptyouthledactivities

ScoutsABROAD

VentureScoutsexceptYouthledactivities

RoverScoutsexceptYouthledactivities

RoversScoutspartakinginService/PartnershipsABROAD

Youth members Adult Scouters4-16 3

eachadditional4 1eachadditional4 1

4-16 3eachadditional8 1

4-16 3eachadditional6 1

4-16 2eachadditional8 1

4-16 2eachadditional8 1

4-16 2Eachadditional16 1

4plus 0

4plus 1

AdultScouter:YouthMemberRatio

Minimum applicable timeframes

Camp Type Group LeaderCPC -

County Programme Co-ordinator

NationalOffice

No less than No less than No less than

United Kingdom 42days(6wks) 35days(5wks) 28days(4wks)

Europe 56days(8wks) 49days(7wks) 42days(6wks)

OutsideofEurope 84days(12wks) 77days(11wks) 70days(10wks)

All Service/Partnership projects (VentureScoutsand

RoverScouts)

252days(38wks) 245days(37wks) 238days(36wks)

Procedure• TheformiscompletedbytheScouterinChargeinconsultationwiththeYouthMembersinvolvedin the planning of the activity.• TheGroupLeadersignshis/herapprovalandthentheeventtakesplace.• TheformmustbewiththeGroupLeaderataminimumof21daysfor“islandofIrelandandoffshoreislands inclusive” based activity and in appropriate time according to the framework below for activities abroad.• AcopyoftheformissentbytheGroupLeaderpostapprovaltoCountyProgrammeCoordinatorforinformationonly.• Wheretheactivityisabroadthentheform(Checklist,PartAplusPartB)plusacopyofAdditionalTravelInsurance Policyandalistofthosetravelling,issentbytheGroupLeadertoNationalOfficeforapprovalbytheInternational Commissioner in appropriate time according to the framework below for activities abroad.• TheGroupLeadershouldkeepcopiesoftheformforrecordpurposesinallinstances,irrespectiveof where the activity is taking place.