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Camping/Outdoor Activity Guide FAQ
by Ross Francis
THE LEADER, January 2000
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Are We in the Right Place,
At the Right Time,
With the Right People,
and With the
Right Equipment |
CAMPING AND OUTDOOR ACTIVITIES form essential elements in all Scouts Canada programs. That's because Scouting believes:
- the outdoor provides an ideal setting for personal growth and recreation, and
- responsible citizenship imposes on each person an increasing obligation to live in harmony with the natural environment.
Every member has the right to participate in camping and outdoor activities, according to Scouting's By-law, Policies and Procedures. These activities must meet the needs of members for fun and challenge, and comply with recognized health and safety practices. That's where the Camping/Outdoor Activity Guide comes in.
National Council developed the Guide to support those who plan and approve outdoor activities so youth can enjoy themselves in the natural environment.
This "One-Stop User Guide", initially offered to group committees, presidents, commissioners and executive staff across the country, is now available on the Scouts Canada web site (www.scouts.ca). The Guide was distributed to group committees because they're ultimately responsible for approving outdoor programs. However, leaders could also benefit from the Guide. With this in mind, Scouts Canada is hoping to reprint the Guide and distribute it to senior section leaders in the New Year.
The Camping/Outdoor Activity Guide helps group committee members and leaders answer the question: "Will our leaders and youth be in the right place, at the right time, with the right people, and with the right equipment?"
Answers to the Question
To help us find answers, Scouts Canada linked with the Association of Experiential Education (AEE) — a North American Association which reviews and accredits groups and organizations that conduct outdoor programs. AEE, which developed a Manual of Accreditation Standards for Adventure Programs, also monitors and tracks accidents and incidents. After reviewing these standards, and with the permission of AEE, Scouting produced the "Scouts Canada Accepted Practices" section in the Guide.
The Guide includes Scouts Canada's policies and procedures that relate to the outdoors, and Scouts Canada approved forms and application for conducting outings and activities (i.e. Camping and Outdoor Activity Application, Parent/Guardian Consent Form, Physical Fitness Certificates, Tour Permits, Insurance information, and Accident Report Forms). In past years these forms were found in various locations; now they are compiled in a single document — the Guide. With this resource, group committee members and section leaders will be better equipped for planning, approving and conducting outdoor programs.
"Excuse Me, I've Got A Question"
People have lots of questions and need clarification whenever any new material is introduced. This has certainly proved true with the Guide. The following are the most common questions that Scouters have asked.
| Q |
Did lawyers and insurance companies press Scouting to produce the guide? |
| A |
No. Our National Program Committee first proposed consolidating all of our outdoor material into one package. The Committee just wanted to provide better resources for group committees and leaders. But, our insurers and lawyers also considered this a very responsible action, and approved the final product. |
| Q |
Is Scouts Canada trying to shift more responsibility to the leaders? |
| A |
This is not an attempt to shift responsibility, but quite simply and effort to provide more guidance to those people who plan and approve Scouting programs. Scouts Canada has an excellent record of supporting its leaders; the Guide is yet another attempt to provide further support. Leaders, group committee members and other acting on behalf of Scouts Canada all share responsibility for conducting programs to the best of their ability.
To help support its leaders, Scouts Canada provides guidelines, policies and procedures, and resource materials to help them plan, approve and conduct programs. Scouting has always had these resources, with the exception of the "Accepted Practices." We have now simply consolidated them into one package to ensure people have all the right tools to do their jobs well. |
| Q |
What about forms that we have designed ourselves? Are they still acceptable? |
| A |
Scouts Canada's lawyers and insurers have approved the forms and application included in the Guide. Therefore, they are the only approved Scouts Canada forms. We recognize that in the past many groups and councils have produced their own forms, but this is no longer acceptable. We need consistent forms for the entire country. |
| Q |
What about a group that decides on the spur of the moment that its members would like to go on a hike (away from their regular meeting place) as part of their regular meeting, instead of going to their meeting hall? |
| A |
This situation is not new, and our response hasn't changed. The group committee must still approve the program, but this can be easily achieved by phoning the group committee chairperson (or designated person). You can get approval over the phone, by fax or through e-mail. It's also important to inform parents and the youth so they know how to prepare for the outing, as well as any special requirements regarding pick-up, drop-off, equipment, clothes, etc.Important! Scouts Canada suggests that groups develop long-range plans for their programs, and follow these plans as much as possible. But groups also need flexibility to adapt their programs easily so they can seize opportunities or act on the spur of the moment. |
| Q |
Are all of the details in the Guide "policy"? |
| A |
You'll find the Guide's only policy material in Appendix A of Section 5. Here, we've included Scouts Canada's policies and procedures relating to the outdoors. The rest of the material in the Guide supports the policy. Group committees and leaders will use this material as they plan and approve programs. |
| Q |
How does this affect our leaders? |
| A |
By providing valuable tools and resources for leaders and group committees, which ensure better and safer programs, Scouts Canada is acting responsibly. It makes the job of leading groups easier for Scouters in the field. |
| Q |
Why do we need to send forms on to the next senior council, and what are they supposed to do with them? |
| A |
The forms are to be sent to the next senior council (i.e. district commissioner) for information only — not for approval. However, someone at this higher level may choose to intervene if necessary. If fact many commissioners currently request these forms so they're aware of who is going where and doing what. Perhaps more importantly, it tells them which groups are not going out at all. Commissioners should keep the forms on file so they can track what their groups are doing, and as a possible reference should the need arise. |
| Q |
Do parents have to fill out the parent consent form for each different outing? |
| A |
Yes. Filling out the form for each specific outing gives the parents' permission for their child to attend that specific outing. It also provides up-to-date information where the parent may be reached if required. |
| Q |
Do we have to fill out Tour Permits for out-of-province travel? |
| A |
No. Tour Permits are only required for out-of-country travel. The Guide's Tour Permit correctly states that this is not required, however, on page 21 the Guide says that they are to be used. This is incorrect and will be changed in the next printing. The new B.P.& P. has the correct info on page 49. |
| Q |
What was the Guide sent to group committees and not to leaders? |
| A |
We sent the Guide to group committees because they are ultimately responsible for approving programs. We wanted to sent it to every Scouter, but we couldn't afford to do that. As an interim measure, we posted the Guide on our web site and encouraged people to download it and share it with others. |
| Q |
Why is the Guide not available for sale in Scout Shop? |
| A |
We want to make sure the Guide is in the hands of those people who are responsible for approving programs. That's why we distributed a free printed copy to group committees. It's also why we've included it for anyone to download from our web site. The other reason for freely distributing it involves our agreement with AEE; AEE provided some of the material. By distributing the Guide free of charge, we avoided paying copyright fees and eliminate costs to the group. |
| Q |
What about improvising with equipment (e.g. substituting a bicycle helmet for a climbing or canoeing helmet)? Would that be acceptable? |
| A |
If special equipment is needed for an outing, it's essential to use if for the activity. Also, equipment must fit properly. |
Helping Everyone Enjoy the Outdoors
Scouts Canada wants everyone — youth and leaders — to enjoy fun, challenging and safe experiences in the outdoors. To make this possible, Scouting intends to provide all necessary tools to help leaders achieve this in their work.
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Last updated: January 16, 2000
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