Forms and paperwork – the most exciting part of being a Scout Leader. Not. This page is intended to make it a bit easier to complete this tedious but necessary task as quickly as possible.
When are they required?
The AIF (Activity Intention Form) is required for all activities away from Pigeon Mountain.
The RAMS (Risk Assessment) is required for all activities with an element of risk. Usually, if you have an AIF, you will also require a RAMS. If you are doing an activity in the den with an element of risk (e.g. sword juggling) then you’ll need a RAMS.
How to fill in the AIF form
There should be some historical documents in the Google Drive for your section to view as examples.
More info to be put in here
How to fill in the RAMS form
There should be some historical documents in the Google Drive for your section to view as examples.
The RAMS form is to demonstrate that you have considered as many possible things that could go wrong as you can, and have thought of ways to mitigate the risk, and to handle the problem if it occurs.
For each area of risk – people, equipment, environment – list any risks you can think of, and then your plans to mitigate these. In the lower section, you put an outline of the procedure for what to do in an emergency.
More info to be put in here
Accessing Google Drive
If your section has a Google Drive set up, then you can access this online. You will need a Google account to do this, and will need to have the folders shared with you.
- Go to http://drive.google.com/ and log in with your Google account if necessary
- If the folders are already shared with you, then they will appear under “Shared With Me” in the lefthand menu. You will see at least two folders; Templates, and your section. You can select these folders, and client the “Add to My Drive” icon at the top (it is a little triangle with a +).
- The Shared folders will now appear under “My Drive” in the lefthand menu.
Submitting via Google Drive
If your section has a Google Drive set up, then you can edit and submit online. You will need a Google account to do this, and will need to have the folders shared with you.
- Go to http://drive.google.com/ and log in with your Google account if necessary
- Now you can navigate into the shared Template folder.
- Copy the appropriate template form from the Templates folder into the correct Year/Term folder under your Section.
Do this by selecting the template, then right-click and select “Make a Copy”. You can then drag-and-drop the copy into the correct folder in the lefthand menu. - Rename it according to the activity and date, e.g.
1-12-18-AIF-whittling.doc, by right-clicking and selecting “Rename” from the menu. - Edit the document online in Google Docs to fill in the required data
- Email the section leader to let them know the form name for review, or the Group Leader. The new document will immediately be visible to all your section in Google Drive.
Alternatively, you can download the template document and edit it locally, before uploading it to the correct location when finished.
Submitting via Email
You can download the editable form templates from here or from Google Drive.
- Download the form template, either from Google Doc or from here:
- Activity Intention Form (Word document)
- RAMS Risk Management All Activities (Word document)
- Complete the form in Word or LibreOffice
- Email the form to your Section Leader for review, or to the Group Leader
Filling in manually
You can download and print the forms from here, if you really want to. When completed, they need to be returned to the Group Leader.