Getting everyone back together safely
in Central Notts
Restarting face-to-face Scouting
Last Updated: 16th June 2021
This guidance is provided by Central Notts District Scouts and just gives and overview of the main points in relation to returning safely to face-to-face Scouting. It should not be used as an alternative to the guidance/framework issued by HQ. Full guidance can be found at: Getting everyone back together safely
If you have any questions, or require a bit more clarification around Scouting and Coronavirus, please Contact us, and we'll get back to you as soon as possible with an answer.
Check your COVID risk assessment
Don't forget that ahead of restarting face-to-face activities you should review your COVID safe risk assessment and make sure it's current. If nothing significant has changed or only changes to your numbers then this does not need to be re-approved ahead of you restarting.
1. Current Readiness Level
Following the recent Government announcement in May, the National Youth Agency and the Scout Association have confirmed that face-to-face Scouting in England will be moving to YELLOW on Monday 17th May. The information below is provided to assist with planning.
Social Distancing must be followed at all times. Face coverings must be worn by Scouts, Explorer Scouts and Adults when indoors - This includes entering a building for a short period, such as to use the toilets, or when 2m distancing cannot be maintained.
Those who are exempt from wearing face coverings, do not have to follow the face covering requirement.
Full details can be found at scouts.org.uk/volunteers/getting-back-together-safely/protecting-ourselves-and-others/
Residential activities may take place with a maximum of 6 people within the group (including young people, leaders and carers). COVID measures such as social distancing and good hygiene remain in place (even overnight). Groups must remain independent of others, and lateral flow testing must take place immediately prior to departure and every 48-72 hrs throughout the trip and on return.
Maximum Group Sizes (Indoor and Outdoor Activities)
Activities with Young People
Activities involving young people: no limit on group size but remain as only one section meeting independently of others.
Indoor activities will be limited by the size of the location given social distancing remains.
Scout Network Activities
Scout Network programmed activities (non social): 30 people maximum
Outdoor Adult activities (non-social) with no young people present: may meet in small groups for the purposes of providing the charity's purpose.
NOTE: If when moving from one level to another, if the COVID-safe controls and the way you do things do not change, this does not require re-submission. Equally if you have already had your risk assessment approved, then suspended your activities, when you resume you do not have to have this resubmitted for approval if nothing has changed.
NOTE: The Association have changed the COVID-safe approval process for nights away. Camps or Residentials taking place whilst areas are in YELLOW must have COVID hazards and controls included within the event risk assessment with is submitted along with the Nights Away Notification form. This will then be checked by someone within the District and any over night event requires DC approval but does not need to go through the restart risk assessment smartsheet process. Those organising camps or residentials MUST show how they comply with current government guidance on numbers, social distancing and safe use of accommodation and sleeping areas.
Information regarding Restart Risk Assessments and Nights Away Approval can be found here: scouts.org.uk/volunteers/getting-back-together-safely/the-framework/the-approval-process-for-restarting/
Full guidance, and Leader resources for online and socially distanced activities are available online and can be found by visiting https://www.scouts.org.uk/volunteers/getting-back-together-safely/the-readiness-levels-across-uk-scouts/
Yellow Level Update - Residential Activities From 21st June
From Monday 21st June, Residential Activities are permitted to take place with with up to 30 young people present. Leaders and carers are permitted to take part in addition to this number, but numbers must be reasonable enough to deliver the experience safely. However, group sizes will remain at six for nights away events involving Scout Network members or adult only groups.
Also, although groups of young people can increase to 30 from one Section in a Group (or a single Explorer Scout Unit), sleeping must be in tents or rooms of no more than six people and COVID measures such as social distancing and good hygiene remain in place (even overnight), groups must remain independent of others and lateral flow testing must take place immediately prior to departure and every 48-72hrs throughout the trip and on return.
More details about a Covid Safe Residential activity can be found here: scouts.org.uk/volunteers/getting-back-together-safely/nights-away-and-international-travel/planning-covid-safe-nights-away-in-2021/
2. The Covid Code
Getting back together safely: The COVID Code
1. A COVID-safe risk assessment has been completed and we have communicated control measures to volunteers, young people and parents and all are encouraged to raise concerns.
2. Additional hygeine measures are in place.
3. Social Distancing will be observed (check current distance determined by the Government).
4 Maximum group sizes will be limited and determinded by scouts.org.uk and members will be consistent where possible.
5. Make adjustments for young people and adults vulnerable or affected by COVID, and consult to make sure return plans are accessible and inclusive.
3. The approval process for restarting
Most of the restart decisions will happen at a Scout Group level, however this process may start at other levels such as a District Explorer Scout Unit or a District-led event. In each case, the approver will need to be independent and usually at the next level up in our federated structure.
Group Scout Leader and Chair of the Group Executive check that necessary risk assessment(s) are completed by Section Leaders, informed by volunteers, parents and young people, control measures are in place and leaders/volunteers are prepared to carry them out.
Documents shared with District Commissioner & District Executive's (or their nominee) and if all satisfactory, approval will be given to re-start face-to-face activity. Risk assessments and decision to approve recorded.
Confirmation passed to County Commissioner or nominee and a record maintained in a shared database which can be accessed by both the District and the County.
Group Scout Leader informs young people and parents/carers of section start dates, times and any operating procedures they need to follow. Parents or carers can confirm that they understand the measures and are happy for their young person to attend.
Face-to-face activities begin.
4. Risk assessments/action plans
With your leadership teams, you'll need to consider how you'll operate for the current alert level, and compile and submit written risk assessments for each section and for every environment the group wishes to operate in. You'll need to do this in order to move from each level of alert and also when any significant changes occur.
A template risk assessment is available for you to use from the Scout website, plus you will also be able to watch the video which will help you in completing your COVID-19 restart risk assessment:
Once you are ready to request the restart of your section/Group, you should submit your documents via the HQ form.
If you need guidance to help you complete the form you can find it here.
5. Compliance/training (DBS, Safety, Safeguarding, First Aid)
DBS disclosures - All leaders will need a valid DBS so that they can take part in face-to-face activities. However, for anyone who's DBS has expired during this lockdown period, there will be a 90 day period for outstanding DBS checks to be completed.
Safety & Safeguarding - All leaders will need to have completed both safety and safeguarding training. Anyone who requires to complete this training should do so before they restart face-to-face Scouting. Both modules are available to complete via e-learning and once complete your certificate should be forwarded on to either your line manager, Training Advisor, Local Training Manager or District Commissioner, so that Compass can be updated.
First Aid - whilst face-to-face Scouting is suspended, no face-to-face training is able to take place. This is especially challenging for First Response where elements of the programme are required to be demonstrated by participants in order to complete the courses (for example CPR). This challenge means that the completion of online training is not possible and won’t allow people to complete the full requirements of first response. Whilst we understand trainers will use the opportunity of volunteers being at home to go through theory and pre-work to make face-to-face courses shorter, all first aid validation will still need to take place in person, as well the practical elements of the course.
We know that there will be a backlog of people requiring first aid training once face-to-face Scouting returns, and so in order to reduce the impact of this we are allowing members an extension to their existing first aid expiry date, lasting for 6 months from the time that your area reaches readiness level GREEN. It is hoped that in this time members will be able to access the first aid training they require for their role and not prevent any Scout activities from taking place.
Nottinghamshire Scouts, are currently running First Aid training in a 'blended' programme of online and face-to-face training/validation. For more information about this process, please click here.
Who is on the District approval committee?
The District Commissioner, District Restart Champion, DESC/Executive Committee member, Executive Committee member & Local Training Manager
How do I contact the District Restart Champion?
How often will the District approval committee meet?
Every Wednesday, if there are restart risk assessments to approve. Risk assessments should be submitted via the HQ smartsheet form by Monday, to be included for review at the approval meeting.
What will happen if your risk assessment is not approved?
Does a Group need to submit a risk assessment for each section, or can they prepare one for a Group?
This depends on local circumstances. It may be that only one section is ready and able to restart face to face Scouting. If all sections are restarting and will be meeting at the same location with the same facilities, then a single risk assessment recognising different age ranges would be suitable.
How often does a section or Group need to submit a new risk assessment?
The section or Group will need to submit a new/revised risk assessment for approval when the readiness level changes or their local circumstances change, for example, if they decide to meet at a new location. When you prepare your initial risk assessment, try to think forward and include any different locations you may meet at so you do not need to keep submitting new risk assessments for approval that less information will need to be changed.
UPDATE 3RD SEPTEMBER
- A review that identifies some changes to existing risks does not need re-approval. This could be changes in maximum numbers, changes in arrival procedure, additional hand sanitising etc.
What does the District approval committee need to check?
A checklist for Approvers is available to view here.
How detailed do our risk assessments need to be?
Focus on the key differences between the current situation and your normal meetings, it should focus on broad areas as outlined in the template and be detailed enough to be useful whilst not overwhelming. A few pages should be sufficient but it will vary. We’re definitely not looking for 50 page risk assessments to be submitted, or for it to include the detail of every activity you plan to do whilst in that level.
Can we run nights away events?
No nights away activities can take place until we have reached the YELLOW readiness level.
Do I need First Aid cover for my section meetings?
Yes, all Scouts activities need access to first aid, with first response being the minimum. For those whose training has expired during this period, they will be offered an extension on this.
Are we able to perform first aid if an incident happens?
Yes, HQ have provided guidance on how to safely administer first aid during the COVID-19 pandemic in this guidance. The priority is to deal with the situation, whilst keeping everyone as safe as practical.
Can more than one section/Group meet at one location at the same time if they remain separate/socially distanced?
Yes, but how you keep socially distant should be part of your risk assessment.
Can a leader help out at more than one section?
Young people must stay in their limited group size but adults will now be able to move between these groups, i.e. across the 25m spacing if outdoors or to a section meeting at a different time on the same day.
Planning a safe and enjoyable programme – socially distanced activity ideas:
Do section leaders, helpers and young leaders need to be recorded on the meeting register?
Yes, everyone present at face-to-face Scouts activities must be recorded in case of track and trace requirements. These records need to be kept for six weeks.
Can Leaders/Adult Volunteers meet up together?
Adult Volunteers and Network members may meet together in line with current Government Guidance, regarding Adults in Social settings.