Forth Region Scouts

International Development Expedition 2021

Information Pack #1

Forth Region Scouts are going on an Expedition to Uganda in July 2021.

The expedition will take the form of a work camp, with specific project goals, developed in partnership with Scouts in Uganda, followed by some adventure, rest and relaxation.

Please note: times, dates and places in red in this document are provisional only and may change.

Timetable Departure

Meet at Edinburgh Airport on Saturday 26 June 2021

Time: tbc Return

Pick up from Edinburgh Airport on Sunday 18 July 2021

Time: tbc

Emergency Contact The following person can be contacted in the event of an emergency if you need to get in

touch with a young person or one of the adults. tbc

Please do not use this number for non-emergency calls.

Expedition Programme This is the current provisional programme. Places, dates and times may change subject to flight prices and availability.

Sat 26 - Sun 27 June 2021 Fly from Edinburgh to Entebbe Sun 27 June 2021 Travel from Entebbe to Masaka Sun 27 - Sun 11 June 2021 Building project interspersed with other activities Sun 11 June 2021 Travel to R&R destination Mon 12 - Fri 16 June 2021 R&R Sat 17 - Sun 18 June 2021 Fly from Entebbe to Edinburgh

Flights Outbound Sat 26 June 2021 EDI - ??? tbc Sun 27 June 2021 ??? to EBB tbc Return Sat 17 June 2021 EBB - ??? tbc Sun 18 June 2021 ??? - EDI tbc

Airports (IATA codes)

EDI = Edinburgh (Scotland) AMS = Amsterdam, Schiphol (Netherlands)

EBB = Entebbe (Uganda) DIA = Hamad International, Doha (Qatar)

Flights to Uganda will be via Amsterdam or Doha. Other (intermediate) stops may also be considered if there is an advantage and will be advised well in advance.

Full details will be available prior to us purchasing tickets.

Passports & Visas Passports will be required for this expedition. Please ensure that your passport is valid and has the necessary validity beyond our travel dates.

We understand that a Tourist Visa will be required in Uganda (we are checking this). Tourist Visas can be applied for electronically. Full details and instructions will be issued once we have firm details of flights and destinations.

A parental affidavit may be required by Ugandan authorities and/ or by transiting countries – a copy of this is appended to this pack for your information – DO NOT COMPLETE NOW, we will confirm details and issue for signature nearer the trip.

Training Dates The following dates are for four training weekends. These are important for participants to get to know each other, learn and practice new skills, and for us to pass on information. Participants should, if possible, attend all training events.

5 - 7 June 2020 The Craigs, Torphichen 20 - 22 November 2020 Lochearnhead Scout Station, Lochearnhead 5 - 7 March 2021 Douglaswood Scout Campsite and Training Centre, Dundee 12 - 13 June 2021 The Craigs, Torphichen

We will adapt the above, may add dates for leader training, and may take advantage of other opportunities as they present.

Masaka Scout Camp Project Masaka Scout Camping Ground is located approximately 15km West of the town of Masaka in southern Uganda, close to lake Nabugabo.

LAT/ LON: 31°51’01”E, 0°22’35”S

W3W: marketed.abounding.smokers

The Masaka Camp extends to some 50 Acres (20Ha), is the regional camping and training ground for the local Scouts and can host up to 4,000 campers.

The Ugandan Scouts have asked for the camp site to be fenced and for the construction of a washing building and toilets. The toilets are to include facilities for disabled Scouts – making the site more accessible to all.

We will also be looking for a small project of benefit to the local community.

As with the Omakange project in Namibia, a recce to Masaka in July 2020 by the core leadership team will tell us more about the site and local needs.

R&R We are developing a programme of challenging, exciting and fun activities for after the project period. Activities and locations to be confirmed. We hope this will include interaction with Ugandan Scouts.

How much is it all going to cost? We currently estimate the following costs:

Project cost: £30,000

Individual expedition cost: £2,500

The project cost needs to be raised by us as a group to fund the building and other works. We anticipate each participant needing to raise £600.

The individual expedition cost needs to be paid by each participant. This includes flights, accommodation, food, individual kit, insurance.

We know this sounds a bit scary, but we will all be working hard to raise funds and seek sponsorship from various sources. We will need help with this so if you know of any potential sources, please let us know. We will expect all participants, parents and carers to assist with, and in some cases lead, the fund-raising effort.

We suggest setting up a standing order to spread the individual expedition cost. We will provide details of how, when and where to make payments.

An initial deposit of £100 per person will be required with your application form. There will be a point in early-2020 when this becomes non-refundable as we will have to pay for some things (e.g. insurance) well in advance. We will give plenty of warning of this date.

You will be responsible for some additional costs e.g. passport application, visa costs, vaccination costs, individual medicine costs and spending money.

Data Protection We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. Data will be stored using Online Scout Manager.

In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association.

Data will be destroyed within 1 year of the end of the expedition.

Leaders Below is a brief pen portrait of the core leadership team which successfully led the 2017 and 2019 expeditions to Namibia and have agreed to lead this expedition. A more complete list of leaders and their roles will be available soon. All leaders will have completed PVG, hold a current Scout Association appointment and have Emergency Aid training.

Neil Rowland (Expedition Lead) Neil is District Commissioner for West Lothian Scouts. He was Scout Leader at the 12th West Lothian (Knightsridge) group for 10 years. Neil is a self-employed web designer but also works part time at his local community garden and helping a friend with his cleaning business. He holds an HND in Agriculture, an HNC in in Communication and Media and an HND in Digital Media. Neil worked on farms in Nottinghamshire, Kent and Cornwall before travelling with Operation Raleigh, taking part in five expeditions, one in Panama as a venturer and four in Chile as a staff member. His interests include reading, entertaining and walking his dog. He is an active member of Livingston United Parish Church. Neil is married to Fiona and has two grown up kids (Sandy and James).

David Nicol (Project Lead) David is Group Scout Leader at 29th West Lothian (Howden) Scouts in Livingston. David was Scout leader at this group for 8 years and held the role of Deputy District Commissioner for the southern part of West Lothian District for 4 years. David runs his own business as an Urban Designer/ Civil Engineer and has over 30 years’ experience in the construction industry. He successfully completed an MSc in Urban Strategies and Design at Edinburgh and Heriot Watt Universities in 2016. He is an active member of Livingston Old Kirk. David is married to Carolyn and has two kids (Adam & Jennifer).

How to apply 1. You must check that you agree to the conditions below.

2. You must complete the enclosed application and health form, detach it from the rest of the information pack, and return to the expedition leader (Neil Rowland) not later than 14 February 2020 accompanied by payment of the appropriate deposit.

a. If you are under 18 years of age, the form must be signed by an appropriate adult.

b. You must inform us of any medical conditions which might affect your ability to take part in the expedition work or R&R.

Conditions Rules

a) The Expedition will be run under the Policy, Organisation and Rules of The Scout Association.

Age

b) The work part of the camp will be physically demanding and work and living conditions may be challenging. We therefore recommend that you are at least 15 years old on the date of travel to Uganda shown on the front of this form.

c) The expedition is open to Scouts aged between 15 and 25 from the whole of Forth Region.

Taking Part

d) You must be prepared to take an active part in both the work and fun parts of the expedition.

Preparations and Training

e) You must be prepared to take part in preparatory camps and training in the lead up to the expedition.

Passports

f) You will be responsible for ensuring that you have a valid passport and any required visas or other permissions prior to travel.

Money & Fundraising

g) You must be prepared to participate in fund raising events and initiatives.

h) Group fundraising will initially be set against the project costs. Once the project cost is met, group fundraising can be aimed at reducing the expedition costs paid by each participant. This will be shared amongst the group based on your participation in group fundraising events. Individual fundraising may be used to meet individual expedition costs.

i) Your and/ or your parents/ your carer must be prepared to commit to the financial aspects of both the project and expedition costs. This will require participation in fundraising efforts throughout the run up to the expedition.

j) Expedition participants will be jointly responsible for both the project and expedition costs.

k) Full payment must be made by Friday 31 March 2021.

l) All moneys relating to the camp should be paid to Forth Region Scouts. The total cost of the trip and the deposit required is indicated above. This includes all travel, food and activity costs but not the project costs. The initial deposit will very quickly become non-returnable as we must pay for insurance and other fees regardless of any cancellation. Everyone will be contributing to costs.

Health & Safety

m) All activities will be run in accordance with The Scout Association’s safety rules.

n) We will all probably need vaccinations prior to going on the expedition. We will provide advice on the vaccinations necessary in plenty of time for you to arrange them. You will be responsible for arranging vaccinations and any other preventative measures. You will be responsible for any costs associated with vaccinations and/ or other preventative measures.

o) You must advise expedition leaders of any changes to your health which might have an impact on your ability to take part in the expedition.

Arrival and Departure

p) On the day of arrival and departure, Scouts must wear full uniform. For an overseas trip this includes a kilt and the associated accessories.

q) You will be responsible for getting yourself and your personal equipment to the meeting point and for being collected from the dispersal point on the dates and at the times stated. If you have a problem with transport, please speak to the expedition leaders.

Photographs

r) We will be taking photographs and video throughout the expedition and its preparations. These will be for Scouting purposes only, but this may include press releases, publicity and displays. We will use them for a re-union evening after the expedition to show what we got up to. We will also be happy to provide a digital record of the expedition to all who attend. If you have issues regarding you or your young person being photographed, please speak to the expedition leaders before completing the application form.

Communication

s) We will set up a Facebook group for all participants to allow communication prior to the expedition so if you don’t already have one you will need to set up a Facebook account.

t) We will also issue information via email, so we need a reliable email contact for each participant.

u) We will investigate opportunities for mobile phone connection and/ or internet access at our location, but no guarantee can be offered at this time. If possible, we will upload photos and brief progress reports to Facebook to allow those at home to see how we are getting on.

Equipment

v) You will be responsible for providing your own personal equipment for the expedition.

w) We will develop and share advice on clothing, camping equipment, personal gear and consumables to take to Namibia. You are of course, welcome to seek out any other advice or guidance. If it is particularly good, please share with the rest of the group. If it conflicts with any advice we are giving you, please raise with expedition leaders.

x) The expedition cost will include a small amount of clothing (neckies, t-shirts, etc.) but you will probably need more than we provide.

y) As this is a work camp, a sturdy pair of boots will be essential.

z) Temperatures in Uganda will be significantly higher than in Scotland so sun protection will be essential i.e. hat, sunglasses, long-sleeved shirt(s) and long trousers.

aa) The expedition will provide shelter (i.e. tents), communal cooking gear and other communal equipment.

bb) No responsibility for the personal equipment/clothing and effects can be accepted by the organisers and The Scout Association does not provide automatic insurance cover in respect of such items. We will be buying insurance for all attendees which will include cover for personal possessions up to a limit (to be advised). We will clarify the insurance provided by the expedition to allow you to provide cover for your own belongings if required.

Notes:

Uganda 2021 - Parental Consent Affidavit This is a model document – for completion later

Consent for person under the age of 18 to travel to or from The Republic of Uganda

I/We* hereby declare my/ our* consent that my/ our* daughter/ son* whose Unabridged Birth Certificate (UBC) or equivalent document** is attached may travel to and from Uganda:

MINOR:

Surname Given name(s) Date and place of birth Nationality/ies Passport number Passport expiry date

ACCOMPANYING ADULT(S)*:

I/We* authorise the above-named minor to travel with:

Accompanying adult Adult 1 Adult 2 Surname Given name(s) Date & place of birth Nationality/ies Passport number Passport expiry date Relation to minor Address, street Town/ city & postcode Country Telephone number(s)

+44 (0) +44 (0)

AUTHORISING ADULT***/ ADULTS/ ORGANISATION*:

I/ We* have parental responsibility/ custody/ guardianship over the above-named minor:

Organisation (if appropriate) Adult 1 Adult 2 Surname Given name(s) Date & place of birth Passport number Passport expiry date Address, street Town/ city & postcode Telephone number(s)

+44 (0) +44 (0)

Signature: I confirm that the above details are correct

Uganda 2021 – Parental Consent Affidavit

TRAVEL INFORMATION:

I/We* authorise the above accompanying adults to travel with the above minor to:

Accommodation From: To:

SIGNATURE OF AUTHORISING ADULT/ ADULTS*:

Authorising adult 1 Authorising adult 2 Signature:

Signature:

Date & place: Date & place:

SIGNATURE OF ACCOMPANYING ADULT/ ADULTS*:

Accompanying adult 1 Accompanying adult 2 Signature:

Signature:

Date & place: Date & place:

DOCUMENTATION REQUIRED CHECKLIST:

Unabridged Birth Certificate (UBS) or equivalent document of child travelling Court order (if applicable) Death Certificate of any deceased parent named on the UBC or equivalent document Copy of passport of parent(s) or legal guardian(s)

Commissioner of Oaths: Thus signed and sworn/ solemnly affirmed* before me:

Signature:

Surname: Given name(s) Capacity: Date & place:

*Delete as applicable

** An Equivalent Document is any official document or letter issued by a foreign government (including a foreign embassy) or a letter issued by the Director-General of the Department of Home Affairs in lieu of an unabridged birth certificate and which serves as a confirmation of parentage of a person below the age of 18.

***Both parents whose details appear on the UBC or Equivalent Document shall consent to the child’s travel. Where only one parent’s details appear, only such parent’s consent is required.

Uganda 2021 - Expedition Application Form Please detach this form from the rest of the information pack before return

To be returned not later than 14 February 2021

Name of participant:

Scout Group/Explorer Unit

Date of birth of participant:

Home address of participant:

Contact telephone no. of participant:

Contact email address of participant:

Names of home contact(s) (e.g. parent or guardian):

Mobile tel. no. of home contact(s):

Contact email address of home contact(s):

Name of emergency contact (different from home contact):

Relationship of emergency contact to young person:

Emergency contact telephone no.

Transport details See information pack

Activities See information pack

Organiser and contact details Neil Rowland, 50 Ogilvie Way, Livingston, EH54 8HN, tel: 01506 492299

Emergency contact See first page of information pack

Can he/she swim 50m and stay afloat for 5 minutes in light clothing? YES / NO

Total cost of camp £2,500 per Scout to be paid not later than Friday 31 March 2021

Deposit £100 per Scout to be paid not later than 14 February 2020 I enclose a cheque/ cash for the sum of £100 as non-returnable deposit for this event. Cheques to be made payable to: Forth Region Scouts

I have noted the arrangements above and agree to the named person taking part. I understand the conditions provided and agree to be bound by them.

Signed:

Date:

Relationship to young person (if required):

Uganda 2021 - Medical Information Please detach and return with application form

use another sheet if necessary As far as possible any special needs must be detailed, and arrangements made with Leaders well in advance of the expedition.

Doctor’s name:

Doctor’s address:

Doctor’s telephone no.

Details of any medications currently being taken:

Details of any disabilities, conditions, allergies, food intolerances, special or cultural needs that might affect this event:

Details of any infectious diseases he/she has been in contact with in the last three weeks:

Any medicines brought on expedition by Scouts must be clearly labelled with the Scouts name, description of the medicine, and clear instructions on storage, dosage and timing. Scouts (who are able) may self-medicate provided Leaders are aware of what they are taking, why and when. A spare supply of all medications (sufficient to last the duration of the expedition) should be provided to Leaders in a sealed bag, again clearly labelled with the young person’s name.

Medicines

The following medications may be provided by Leaders for protection and the treatment of minor ailments. Please tick to confirm your consent to this treatment. Otherwise we may have to phone you before we can provide treatment.

c Midge repellent (may contain DEET) c Self-adhesive dressings (plasters) c Suntan lotion (SPF 40 or higher) c Paracetamol c Piriton c Ibuprofen

General Consent

If it becomes necessary for the above named young person to receive medical treatment and I cannot be contacted to authorise this, I hereby give my general consent to any necessary medical treatment and authorise the Leader in charge to sign any document required by the hospital authorities.

Signed:

Date:

Relationship to young person (if required):

Note: The medical profession takes the view that the parent/ carer’s consent to medical treatment cannot be delegated. This view is explicit in the Children’s Act 1989. Thus, medical consent forms have no legal status and a doctor or nurse insisting on the consent of a parent/ carer to a particular treatment has the right to do so. For this reason we do not recommend that Leaders insist on parents/ carers signing the statement above. However it can be a comfort to medical staff to have general consent in advance from parents/ carers or to have a Leader on hand to sign forms required by the medical authorities.