Girl Guides Australia
Adventure Activity Permission
The below planning procedure and guidelines for LiC’s must
be read before completing form OUT.02.
Procedure for LiC in planning an Adventure
Activity
If an approval card is produced as proof of approval, it must
be current. Approvals are for a maximum of three years and
are reviewed at this time or earlier if applicable by the relevant
State Committee.
3
They must obtain permission from the District or Region
Manager OR relevant state authority by using the Adventure
Activities Permission (OUT.02).
4
They must ensure that everyone who participates in the
activity has returned a correctly completed Activity consent
form ADM.27 or ADM.28 prior to the activity. If this is not done,
then that person cannot participate in the activity. Incomplete
forms may invalidate insurance.
5
They, in consultation with the approved Assessor/Instructor/
Activity leader, must ensure that details of the emergency
procedure have been determined to suit the activity and
location eg means of communication with emergency
services.
6
They must ensure that all participants are briefed in safety and
emergency procedures.
7
They, in consultation with the approved Assessor/Instructor/
Activity Leader, must ensure that all members of the group
comply with any Commonwealth, State, and Council Laws/
Bylaws that apply.
8
They must be present for the duration of the activity. If this
is not possible eg required at base camp, then the LiC must
appoint an Activity LiC who then takes on the responsibilities
of LiC at the activity.
9
The LiC or ratified Assessor/Instructor/Activity Leader has the
right to stop the activity if the physical or emotional well-being
of the participants is in question. If one says the activity is not
to proceed, the other cannot override the decision. Otherwise
the approved Assessor/Instructor/Activity Leader has complete
control of the activity. However, the LiC is still responsible for
the conduct of the participants.
Read appropriate section in:
• Guide Lines (containing the policy, organisation and
rules of Guides Australia).
Check that:
• the Assessor/Instructor/Activity leader is approved by the
relevant state authority
OR
• has the specific skills as required by the procedure if
ratification is not required.
• the Assessor/Instructor/Activity leader has a valid WWC/
Police Check unless exempt as per State legislation.
Approved
Not Approved
Complete and obtain
relevant signatures for
the forms:
Start approval process:
• complete Approval
Application and Renewal if
applicable
• Adventure Activity
Permission (OUT.02);
and
• complete Working With
Children requirements
• Activity
Consent Forms ADM.27
and ADM.28
• Complete a Risk
Management Assessment
• Forward all paperwork to
State Office at least two
months prior to the activity.
Guidelines for LiC’s
1
2
They must ensure the activity is adequately covered by
Girl Guides Australia’s insurance policy and, if applicable,
the body controlling the intended activity. For commercial
establishments either a copy of the current Insurance policy
OR a certificate of currency must be sighted.
They must ensure that the Assessor/Instructor/Activity leader
is approved by Girl Guides Australia (if a qualified Instructor/
Assessor/Activity leader is required) and holds a valid Working
with Children unless exempt as per State legislation. A list of
approved personnel is held by the appropriate Region and
State Manager.
OUT.02
10 They must take all forms Adventure Activity Permission
(OUT.02) and Activity Consent Form ADM.27 or ADM.28 to the
activity, as the Assessor/Instructor/Activity leader may ask to
see them.
11 All consent forms relevant to the activity
• for Youth members, must be retained for seven years from
when the participant turns 18 years of age ie on their 25th
birthday unless there is an incident – then forms are kept
indefinitely;
• for Adult members, three years from the date of the event/
activity unless there is an incident – then kept indefinitely.
12 After the activity, complete a Camp/Activity Report Form
(OUT.03) and forward a copy to the District Manager and
relevant state authority.
OUT.02
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Girl Guides Australia
OUT.02
Adventure Activity Permission
A Leader in Charge (LiC) requesting permission to hold an
Adventure Activity must complete and submit this form to the
District/Region Manager or relevant state authority with a
Risk Management Plan at least 4 weeks prior to undertaking
the activity.
This form must be completed in conjunction with an ADM.28
Adult Information form for all adult participants and an
ADM.27 Activity Consent Form for all youth participants.
Adventure Activity providers/instructors must be approved
by the State Girl Guide Organisation. Adventure Activities
can only be undertaken if approval has been granted.
1. Adventure Activity Details
Date of Adventure Activity/ies
Site of Adventure Activity/ies
Adventure activity instructors/qualified people MUST BE APPROVED by
State Girl Guide Organisation. Contact Details/Qualification details.
Adventure Activity
Approved Provider details
3. Leader in Charge Checklist
The Leader in Charge (LiC) must complete this checklist
before signing the Declaration.
Yes
I have read the Guide Lines for Adventure Activities
and the Leader in Charge
Yes
I have attached a Risk Management Plan
Yes
I have attached a copy of the provider/s public
liability insurance Certificate/s of Currency
(if relevant)
Yes
The Instructor/s qualification/s is/are current
Yes
The Instructor/s Working With Children status is/are
current
Yes
The Instructor/s has/have undergone a Police Check
(if relevant)
Yes
I have advised the District Manager of the planned
activity/ies
Yes
I am a qualified Guide Leader/Manager
Yes
I hold a current First Aid qualification
4. Leader in Charge/Manager Declaration
Name of LiC
Membership No
Signature
2. Adventure Activity Participation
Date
Unit
5. Approval
District
Indicate the number of girls in each age group attending the
activity
5-10 years
11-14 years
15-18 years
This section is to be signed by the District/Region Manager or
relevant state authority. It is not to be signed by the LiC or Approved
Provider of the Activity/ies.
I am satisfied that the activity stated above fulfils all safety
requirements as set down in GuideLines and that the
provider holds the necessary qualifications to conduct the
activity.
Name
Position
Membership No
Signature
Date
Information supplied on this form will be dealt with in accordance with the Privacy Statement of Girl Guides Australia.
OUT.02_Adventure Activity Permission. Revised November 2014
OUT.02
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