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Adventurous Activity Permit Scheme Using the Moderation Form (FS120107)

How to use this guidance

This guidance lists all of the standards included on the County Self Moderation form, both minimum standards and good practice, and provides notes and guidance on what they mean / what is included within them. When a MAPS is completing the self assessment form they should use the notes in this guidance to help guide them as to whether their County has met each standard.

If there are any further queries regarding any of the standards after reading this guidance then please contact the UK Activities Team.

The self moderation form

These are the standards that are found in the County Self Moderation form:

Minimum standards

1. A MAPS is identified and recorded on the membership database.

Every County needs to have a MAPS identified and recorded so that assessors are aware who their line manager is and everyone is aware of who to talk to about the permit scheme within the County.

2. All adventurous activity permits are recorded on the membership database.

The record on the membership database is the definitive record of whether a member holds an activity permit. You need to ensure that all DCs are aware of this, that there is a process (whether this is DCs or through someone at County level) for the recording of permits and that everyone is aware of what this process is.

3. All assessors are recorded on the membership database.

All adult roles in Scouting must be recorded on the membership database, which includes County Assessors. You should ensure all assessors are recorded when they are first appointed and details are updated whenever you review their appointment.

4. All assessors have validated module 25 for activity assessors.

This is a training requirement for the role of County Assessor. Validation of this module is taking permit applicants through an assessment, so it’s possible to be recorded as a County Assessor after any needed learning has been done but before validation to allow them to carry out an assessment for validation. You can find records of completed module validation of all assessors on the membership database.

5. All assessors have been reviewed or appointed within the last five years.

All assessor appointments (like other appointments) last for a maximum of five years before they need to be reviewed. You can find details of all County Assessors’ appointment dates and date of next review on the membership database.

6. All assessments by County assessors have been seen or reviewed by more than one assessor.

Having multiple assessors seeing an applicant or reviewing an assessment provides best practice in both providing multiple viewpoints on the abilities of the applicant and in helping to provide a level standard for assessing across all assessors. The ideal is that two or more assessors can see each applicant on an assessment, which is likely to already be happening where assessors are working on assessment courses with multiple assessors. However it is impractical for this to happen for every assessment, so where this doesn’t happen the assessment will need to be reviewed afterwards by other assessors.

This review is not to change anything in the recommendation for a permit given to the applicant, and the applicant should still be given the recommendation straight away, not wait for the assessment to be reviewed. But it should allow assessors to talk openly about their own and each other’s assessments, helping to provide a level standard for assessing across all assessors.

Ideally any reviews will include assessors for the same activity, but where there are limited numbers of assessors for some activities this may not be practicable, so reviewing similar activities can still provide benefits with regard to assessing best practices. These are likely to happen at County (or cross County) assessor meetings.

7. All assessors have shadowed at least one assessment by another assessor in the last two years.

Shadowing other assessments allows assessors to experience other assessing techniques and best practice while also helping to provide a level standard for assessing across all assessors. To get the maximum benefit from each shadowing session this can be combined with working with assessors from different Counties, and should end with a discussion between assessors on what they have seen and learnt. Ideally the shadowing would be for the same activity, but where there are limited numbers of assessors for some activities this may not be practicable, so shadowing similar activities can still provide benefits with regard to assessing best practices.

Where assessors are working on assessment courses with multiple assessors, this will already be happening.

8. All DCs to have had a briefing on their responsibilities for activity permits and to know who their MAPS is.

You need to ensure that all DCs have been properly briefed / trained on their role in the permit scheme. This could be as part of their induction to their role, included in their training for the role, or at a separate meeting with yourself. All DCs should be aware of who you are, how to contact you, what support you can provide them with and their role in the permit scheme.

For assessor appointments in the last year:

9. All assessors had up to date personal enquiry checks.

As with all other over 18s undertaking any responsibilities or involvement in Scouting, assessors must complete a personal enquiry check as part of their appointment process.

10. All assessors held up to date relevant NGB qualifications.

Some NGB qualifications have expiry dates or require other factors to be current, such as NGB membership, an up to date logbook or a current first aid qualification. You need to ensure that all new assessors hold the correct NGB qualification (details can be found in FS120104 Adventurous Activity Permit Scheme – Approved Assessors), and that the qualification is current and up to date.

11. All assessor appointments agreed by the appropriate appointments committee.

Like all other roles in Scouting, assessors appointments need to follow the appointment process, including being approved by the relevant appointments advisory committee.

12. All assessors inducted into their role.

To ensure new assessors know what is expected of them and are best able to carry out their role, it is important that they are all inducted into their new role so that they understand how things work, what is expected of them, and what support is available to them.

13. All assessors given a training adviser (TA).

Like other appointments in Scouting, new assessors should get a training adviser. This is the person who will be able to support them through and validate the required training of module 25 for activity assessors, as well as helping them identify and carry out any further training that they would find useful. Ideally the training adviser would be another assessor as they are best placed to know the role.

For assessor five year reviews carried out in the last year:

14. All assessors had up to date personal enquiry checks.

As with all other over 18s undertaking any responsibilities or involvement in Scouting, assessors must have an up to date personal enquiry check.

15. All assessors held up to date relevant NGB qualifications.

Some NGB qualifications have expiry dates or require other factors to be current, such as NGB membership, an up to date logbook or a current first aid qualification. You need to ensure that all assessors continue to hold the correct NGB qualification (details can be found in FS120104 Adventurous Activity Permit Scheme – Approved Assessors), and that the qualification is current and up to date.

16. All assessors completed the required CPD.

To ensure all assessors remain up to date with their activity and with their role they are required to take part in Continued Personal Development (CPD). This needs to be a minimum of two days within the five years of their appointment, of which at least one needs to be looking at activity specific / technical updates and at least one needs to be looking at the assessor role and assessment skills.

Good practice

17. All adventurous activity permit holders are notified before their permit expires.

To help ensure that activity permit holders are able to apply for a new permit before their old permit expires and not run activities without realising their old permit has expired, Counties should set up a system that notifies permit holders of when their permits will be expiring. This should be done in plenty of time so that permit holders can arrange to get a new permit granted, and could also include Commissioners and details of how to get a new permit.

18. Training and funding opportunities are identified and promoted to leaders.

Before being able to be assessed for a permit, members need to have the relevant skills and experience. It is therefore important that opportunities and support in gaining these skills are provided. This could be through you organising training courses through County teams, activity centres etc, or it could be through identifying and promoting existing external opportunities like commercial providers or existing activity centre courses

19. All assessors have relevant CPD opportunities.

As assessors are required to take part in CPD it is important that they have the opportunity to do so. This could be through you organising CPD opportunities within the County or Region, possibly using the national Supporting Assessors Scout Active Support Unit to support a locally run assessor workshop, or bringing in a technical adviser to work with assessors on the latest best practice for their activity. Alternatively it could be about identifying and promoting other opportunities, such as nationally run assessor workshops or CPD opportunities and workshops being run by NGBs or associated associations.

20. All assessors have worked with an assessor from a different county within the last two years.

The activity permit scheme is a national scheme, so it is important that assessors talk to and work with other assessors outside their County. This leads to level standards and best assessing practices being applied across the UK. Ideally this will see assessors carrying out practical assessments alongside assessors from other Counties, possibly at assessment courses, but could also include; cross County assessor meetings looking at previous assessments, attending workshops with assessors from different Counties, or assessing for NGB awards with other assessors outside Scouting.

21. MAPS is working with MAPS from other counties to coordinate training, assessment, CPD and peer support opportunities.

Counties co-ordinating their provision of training, assessment and other opportunities provides a number of benefits including; more opportunities for members to make use of, avoiding date clashes for opportunities, and giving members the chance to work with and experience Scouting outside their own County. You should work with MAPS from across your Region / Country to ensure the programme of opportunities makes the best use of time and resources to provide these opportunities to all members.

22. MAPS has implemented and promoted a series of assessment courses.

The most effective system for carrying out assessment is through assessment courses. This means that multiple applicants can be assessed so relies on less assessor time than one to one assessments, allows multiple assessors to see applicants and discuss assessments and recommendations, allows multiple applicants and assessors to work together picking up ideas and best practice from each other, and allows both applicants and assessors to plan their time in advance. To make sure this happens you should work with your assessors to plan a timetable of assessment courses throughout the year that are then promoted in plenty of time to potential applicants.

23. MAPS knows where to find an assessor when requested for all activities within the permit scheme.

Members from a County may wish to gain a permit in any activity from the activity permit scheme, so it would be useful to know where to find an assessor for any activity. This may be through a process of finding, training and appointing further assessors within your own County, of working with MAPS from other Counties in your Region / Country to share assessor resources, or through signposting places to find external assessors through NGBs, activity centres, instructor associations or local commercial providers.

Related Links

Adventurous Activity Permit Scheme - Moderation 

Adventurous Activity Permit Scheme Moderation Form

 

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