Nights Away Form Submission & Planning

1. Introduction

Form NAN (Nights Away Notification) is used by the Permit Holder or Event Leader to seek APPROVAL for a Nights Away event to take place – see P.O.R. 9.1b.

The Permit Holder must ensure that an approval request (Form NAN) and a related Risk Assessment are submitted to the DC or the DC’s delegated nominees, for each group and each event for which they are responsible. Nights Away Events range from sleepovers in your Scout Hall to the most challenging survival camps and expeditions. Adult Groups are required to notify the DC or delegated Nominees of Nights Away Events.

IMPORTANT: Events may not go ahead until the Nights Away Event has been formally approved by the DC or the DC’s delegated nominees. In practice, the Approval section of Form NAN will be signed off and returned to the Permit Holder or Event Leader who presented it.

These documents must be submitted at least TWO WEEKS before the event is due to commence so there is at least a small window in which you can try and resolve significant issues rather than cancel altogether - something no one wants.

IMPORTANT to note that, as volunteers, the Nights Away team are not manned 24x7 – if you leave submitting Form NAN and the Risk Assessment until the last minute, you risk not getting approval with the consequence that the event will not be able to go ahead.

USE THIS CHECKLIST: The information below is aimed at helping you to get RIGHT FIRST TIME AND EVERY TIME. The form will be referred back to you if it is incorrect or incomplete – with the consequent delays.

2. Joint Explorer Scout & Scout Network Expeditions/Events

VERY IMPORTANT:

Form NAN Completion Guidelines and Checklist

Completing Form NAN is straightforward and mostly self-explanatory. By following these guidelines, you can avoid many of the common pitfalls that result in the form being returned for amendment.

Form NAN can be found at: https://www.scouts.org.uk/volunteers/running-your-section/nights-away-and-camping/nights-away-permit-scheme/

(Please let us know at NAN@mansfielddistrictscouts.org, if Scouts.org change this weblink)

In completing Form NAN, also consider POR Section 9.2 - https://www.scouts.org.uk/por/9-activities/rule-92-nights-away/

3. NAN Form Completion Guidelines (some sections of the form are self-explanatory and are not included here).

a - The Permit Holder is responsible for ensuring Form NAN is submitted. Normally it is submitted by the Permit Holder or Event Leader with the Permit Holder’s knowledge. Form NAN and the related Risk Assessment should be sent to the NAN Advisor @ icellis@hotmail.com

b - State the numbers attending clearly, making sure that the Adult / Young People ratio minimum requirements are met. Also, refer to the “NA Planning” web pages.
c - The Permit Holder

i. must have an appropriate and current permit for the activity recorded on Compass – e.g., Indoor, Campsite, Greenfield, Lightweight Expedition.

ii. is responsible for the overnight event at all times (see P.O.R. 9.2.2.1d), and should be present for the duration but at the very least, during periods that provision has been made for sleeping.

d - Names Of ALL Adults Attending:

i. IMPORTANT: Enter the names and membership number for each adult. For absolute clarity, adults without a current DBS disclosure check recorded on Compass may not stay overnight. This is absolute; if their disclosure has expired, they may not attend unless a new one has actually been issued.

ii. IMPORTANT: Leaders who are responsible for the young people, must have up to date safety and safeguarding training.

iii. VERY IMPORTANT: If an adult, who is not a Permit Holder, has a Scouting DBS from outside Mansfield District, the DC of their District must confirm that they are a current member of the Scout Association and provide their membership number by sending an email to NAN@mansfielddistrictscouts.org  (This information is not available to Mansfield District personnel.)

e - List any Activities where a permit holder or specific qualification is required and include details of the activity leader or provider, their qualifications, and Scout Association membership number if they have one.

f - Fully Complete the IN TOUCH section, clearly explaining how the system will work in practice.

“Fully Complete” means addressing the five points (1,2,2a,3 and 4) set out in P.O.R and in Fact Sheet FS120075 which can be found at this hyperlink  https://www.scouts.org.uk/volunteers/running-your-section/intouch/

OFTEN, THIS SECTION HAS FAR TOO LITTLE INFORMATION AND IS A COMMON CAUSE OF NAN FORMS BEING REFERRED BACK TO THE AUTHOR. Important note; any person acting as a main contact, with access to the personal and contact information of the participants or their parents/guardians, must have a current DBS that is recorded on Compass. Their name and Scout Association membership number must be provided on the In Touch section of the form.

g - Complete a written Activity Risk Assessment (RA) and send it to the Mansfield District Nights Away team. Once agreed, you must share it with parents/guardians.

Special Note: It is conceivable that if your planned activities are thwarted for any reason, especially if they are adventurous (Hiking, Climbing, Canoeing, Survival and more), Leaders normally plan alternative activities “just in case”. The box adjacent to “Contingency Planning” should be ticked (or “Y”) and your Risk Assessment should include managing any risks associated with the alternative activity. (For clarity, there is no need to have contingency plans for the contingency plans).

h - All groups undertaking a Nights Away event must have immediate access to someone who has a current First Aid qualification, minimum First Response. See also P.O.R. 9.2.2.4 which sets out more detail including the need for a higher level of First Aid competence in some circumstances.