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Nights away activities

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.