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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
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.