AAP Toolkit

What is the DofE?

Volunteering section:

Volunteering is simple: it’s about choosing to give time to help people, the community or society, the environment or animals. Volunteering must not be done for a business but can be undertaken for a charity or not-for-profit organisation.

Physical section:

Participants need to choose an activity that requires a sustained level of energy and physical activity for their Physical section; this means any sport, dance or other fitness activity.

Skills section:

For the skills section, participants need to choose an activity that will allow them to prove they have broadened their understanding and increased their expertise in a chosen skill.

Expedition section:

There are a variety of ways to fulfil the Expedition section, but in all participants will need to plan, train for, and complete an unaccompanied, self-reliant expedition with an agreed aim. Participants must complete the correct training for the level, mode of travel, and environment.

At Silver and Gold level at least one UK based practice expedition must be completed. All levels will undertake a qualifying expedition, and at Silver and Gold level a final presentation will be needed to complete the section.

Expedition aim and requirements

Residential section:

The Residential section is only required for Gold level. Participants need to undertake a shared activity or specific course with people they don’t know, in a residential setting away from home and in an unfamiliar environment. Evenings are often as much a part of the experience as daytime activities.

Sections

Role of the AAP:

AAPs are organisations, both commercial and charitable, whose opportunities have been approved by the DofE as meeting our sectional conditions and can count towards the achievement of a DofE Award. AAPs are usually able to provide a section in its entirety, including training, supervision, assessment and reports on eDofE.

The AAP licence is a quality standard on an organisation’s activity, meeting the programme and sectional requirements of the DofE. Please note an AAP licence does not guarantee the suitability of an AAP in terms of health and safety or financial stability. Licensed Organisations (e.g. schools, youth groups), participants, and parents / guardians working with AAPs are responsible for checking the suitability of the AAP’s programme in terms of participants welfare.

Role of the AAP Manager:

This person will be the DofE contact within an AAP. They may be the owner/ director or they may be a nominated member of staff, responsible for all DofE programme delivery within their organisation. They will have completed the appropriate training and will be the first point of contact at the AAP for DofE Head Office.

AAP training opportunities

Further information can be found below, under AAP Training Opportunities.

Each year, hundreds of thousands of young people take part in a DofE programme. Keeping them safe is our first priority and everyone’s responsibility.

The essence of DofE is personal challenge. We help young people build confidence and resilience by testing themselves, often in unfamiliar environments. That means they’ll encounter risks – it’s part of their personal development. But always in a way that’s carefully managed.

Find out more about DofE’s approach to keeping young people safe from harm. And how you can report any concerns.

If you need to contact us urgently, please call the DofE’s Head Office.

Government Guidance:

The Department for Education has released updated guidance that replaces ‘Keeping Children Safe in Out-of-School Setting’.

This latest document, called After Schools Clubs, Community Activities, and Tuition Safeguarding Guidance for providers is a comprehensive and valuable resource for organisations working with young people in non-school settings.

Read the NSPCC’s summary of the above guidance.

The Department for Education is strongly encouraging all providers to adopt this guidance as best practice, it is non statutory, and we encourage all AAPs to check the guidance for compliance of your own systems and procedures.

For any that have already seen the previous version, the key updated areas are;

1. Support for children with SEND
2. Staff recruitment and management
3. Procedures for addressing missing children during activities
4. Clarity on the need for external observers to identify themselves when attending sessions

• As the AAP Manager we require you to complete a Foundations Pathway course – this is an online remote learning course that can be accessed at any convenient time and will provide you with all the essential information of the Duke of Edinburgh’s Award. It will take approximately 50 minutes to complete. It is also suitable for any other staff in your organisation wishing to support the delivery of DofE. To book, go to Foundations Pathway.
• You are also required to attend the AAP Manager’s Course, there are several of these courses each year. These courses are virtual, take approximately two hours, and are an opportunity for you to meet other new Managers and learn all about being an AAP. Find available dates here.
• There are several AAP Manager drop-in sessions each year, these short, one-hour sessions are information giving, information sharing and interactive workshops with a particular theme each session. Learn more about what sessions are coming up here.
• Learning Platform for DofE Adult volunteers

AAPs are expected to deliver their licensed programmes in line with DofE programme requirements. Ensuring high quality delivery of impactful and relevant activities, that are accessible by all young people.

AAPs should seek approval from the DofE for each new programme to be delivered to DofE participants. The DofE programme requirements may be changed from time to time, AAPs should stay up to date with this information. We will communicate any changes well in advance via email and through drop-in sessions.

See below for some key information to support you when delivering activities and with the management of your AAP licence:

Assessors & Assessor Reports:

An Assessor checks on the progress and agrees the completion of a section of a young persons’ programme. They must be independent and over the age of 18. No specialist training is needed to assess for the Physical, Volunteering, Skills or Residential sections.

For the Expedition section only, the Assessor must have completed training and be accredited with DofE.

Expedition Assessor and Supervisor Pathways.

There are two ways to submit Assessor’s Reports. You can complete the sectional Assessor’s Report Card, found in a participant’s Welcome Pack. Alternatively you can add your report directly into the participant’s online eDofE account with an Assessor’s Report.

All you need is:

• The participant’s eDofE ID number
• Their Award level (Bronze, Silver or Gold)
• The section you are assessing them for (for example the Skills section)

Writing Assessor Report Guidance

Incident Reporting:

The DofE has an excellent safety record and positive public perception that it strives to uphold. However, with the large number of people involved, there will inevitably be occasional incidents or crises. It is essential that the correct procedures are followed on these occasions to safeguard the interests of the young people involved, the AAP and the Charity. As an AAP you have committed to notify the Charity immediately in the event of any serious incident or accident that leads to or could have led to injury of a participant or staff.

DofE complaints process:

DofE programmes are delivered locally through Licensed Organisations (e.g. a school or youth organisation) and some sections can be delivered by an Approved Activity Provider. As such, concerns regarding delivery must be raised with them in the first instance. Only when the Licensed Organisation or Approved Activity Provider’s complaint process has been exhausted will the DofE charity investigate. If a complainant is dissatisfied with the response provided by an LO or AAP, they can escalate the complaint to the DofE.

Where we receive a complaint and the LO/AAP complaints policy has not been exhausted, the complaint is directed back to the relevant LO/AAP for this to be investigated.

Where the DofE receive a complaint and the LO/AAPs complaints policy has been exhausted, a member of DofE staff will be in touch with the LO/AAP to gather information to help inform an investigation and subsequent response to the complainant.

Should an AAP wish to make a complaint about the DofE or a member of DofE staff, this can be submitted here, and a member of the team will get back to you.

Countryside code and etiquette:

It is vital young people know how to keep themselves safe and enjoy themselves on their expedition – but also that they understand the importance of treating farmers, passers-by, animals and the countryside they’re travelling through with respect.

Please include the Countryside Code (or your national equivalent) in all expedition training and emphasise the importance of both the code and politeness to people your DofE groups might encounter on their expedition.

Below you will also find a list of useful links outlining guidance for use when delivering expeditions in specific areas across the UK.

Forestry England

Please notify Forestry England of your plans to deliver DofE Expeditions in the New Forest.

• DofE information
• Car park closure information
• New Forest code

There are various DofE communications and marketing opportunities available to AAPs. We have outlined these below. We suggest that these opportunities are used to supplement your own marketing materials.

Logo:

As an AAP you are free to use the dedicated AAP logo, and to display it within your centre(s). Please note the following guidelines:

• The logo must be used as it is, and the colours may not be changed or inverted.
• The AAP logo goes in your header or footer of marketing materials as a kite mark would. You may also use the logo within a document or on your website.

If you would like to put the normal DofE logo or cipher onto your own merchandise, such as clothing, please contact [email protected] for approval.

Brand Toolkit:

We aim to make our brand attractive to young people through the use of modern imagery and the full use of our sectional colours. AAPs should reflect our approach in the way they describe and position the DofE in their local market.

These guidelines are designed to help everyone involved with the DofE build a distinctive brand. One that focuses on how we inspire, guide and support young people. One that is confident, honest, inclusive and motivating.

Brand Toolkit.

Find an Approved Activity Provider:

All AAPs are listed on the Opportunity Finder. Listings include the name of the organisation, link to your website, registered address and DofE section you are licensed to offer. This is intended as a directory listing of all current AAPs so the information that can be displayed here is limited. While we do restrict what information can be displayed in this directory, please contact [email protected] to request any changes.

Opportunities for DofE Participants:

You can upload your activities to the Opportunity Finder where participants can then search to find opportunities suitable for them.

This tool receives exceptionally high traffic each month, so it is worth ensuring you make the most of the space available to you as an AAP.

Instructions on how to upload activities to the Opportunity Finder.

Advertising opportunities for AAPs:

Whether your marketing goals are brand awareness, sales generation, customer acquisition or partner association, DofE campaigns can be tailored to your requirements.

From multi-brand campaigns and one-off activities to a comprehensive annual plan, you decide the combination of DofE options, schedule and creative (subject to DofE brand and content guidelines), and our team will use their knowledge and skills to produce the optimum results for your budget.

Once agreed, all campaigns include the following services:

• Management and delivery of campaigns and projects
• Content editing and approval
• Reporting – response and engagement rates, as well as code usage
• Artwork services available at a charge

To discuss your advertising requirements or to chat through an idea, please contact [email protected].

Press Release:

If you would like to advertise your partnership with DofE as an AAP via a press release, please follow the guidance below:

• Before being sent out to media outlets, any press release must be sent to us first at [email protected] to review, along with the timelines for release.
• This is so we can check it doesn’t clash with any other pre-planned PR activity and we can monitor any press coverage that comes in off the back of your press release.
• Press releases are more likely to have media pick-up if they’re shared with strong images, so we recommend that you send images to press contacts too. · Please reach out to us at [email protected] if you have any further questions or would like any more guidance on your press release – we are happy to help!
• Finally, we’re always open to feedback on the template press release so don’t hesitate to get in touch.
• Template press release

AAPs operating in Northern Ireland:

Gaisce – The President’s Award and The Duke of Edinburgh’s Award work in partnership through the Joint Award Initiative (JAI) to offer Award participants in Northern Ireland a choice of recognition for their achievements. They can choose a Duke of Edinburgh’s Award, a Gaisce – The President’s Award, or a Duke of Edinburgh’s International Award Certificate.

The JAI is administered by The Duke of Edinburgh’s Award/JAI NI Office.

For further information on the Joint Award Initiative, please visit the Joint Award Initiative. 

Self assessment:

All AAPs are required to submit a self-assessment, usually via an online survey, once per year. All details are communicated via email to the AAP Manager, so please ensure all contact details are kept up to date.

Audit meetings:

As part of the AAP licence agreement, all AAPs are required to participate in audit meetings once every three years. These may take place in person or via Teams meeting, and are an opportunity to talk through your activity delivery, successes, challenges and anything else you would like to discuss as part of this process.

Overview:

All AAPs are required to submit their DofE participant numbers to DofE on a regular basis. Currently this data must be submitted every six months.

For Expedition AAPs and some Residential AAPs a fee is charged for each participant who completes a DofE activity. Please refer to the fee structure for details on per-participant fees.

A key strategic driver for the DofE is being data led, therefore it is more important than ever for us to know the numbers of young people you have been working with and for us to collect some other quantitative and qualitative data. This will help us ensure we are targeting support where it is needed most and assess the impact of any decisions made.

How to complete your per-participant returns:

Submit your returns via a simple survey sent to your AAP Manager via email. It is important to complete your returns by the deadline given, so please update us when any contact details change.

Even if you have not engaged with any participants during the reporting period, please submit a figure of zero. For Expedition AAPs, there is specific guidance on how to submit returns for different types of Expedition packages.

An AAP licence will be up for renewal at the end of the licence term; please keep a note of your licence term dates, which is reflected on the covering sheet on your AAP licence.

A member of the team will endeavour to contact you 2-3 months prior to your licence expiry date to discuss the relicensing process with you. Please note – you are ultimately responsible for ensuring your AAP licence is renewed on time.

As part of the relicensing process, we will ask for:

• A copy of your most recent accounts (in order to complete a due diligence check)
• Information regarding changes to contact information.

Should you wish to terminate your licence early, we require no less than 90 days written notice, please refer to clause 10 of your licence.

eDofE is our online system to help young people manage their DofE programme and enable Leaders to monitor their progress. Licensed Organisations use eDofE to administer and monitor participants through all stages of their programme. Participants also receive a Welcome Pack when they start their programme, which contains Assessor Cards for progress to be recorded offline if required, then uploaded to eDofE. The best place to find out how to use eDofE is through the how-to guides in the eDofE help centre.

Through your AAP eDofE account, you will be able to:

• View your AAP licence details
• Create staff accounts and assign tasks / contact points

In addition, Expedition AAPs will be able to:

• Affiliate Assessors with your organisation using easy, paperless registration on eDofE
• Search the Assessor Directory for Assessors
• End affiliations with Assessors
• See all the Assessors affiliated with your organisation on one screen
• Easily access Assessors’ contact details
• Create reports on Assessors who are due to be reaccredited
• Access eDofE Mapping and the Learning Platform

You can read how-to guides in the eDofE help centre.

For any queries about eDofE – forgotten log in details, difficulties accessing accounts, please email [email protected]

Bookings and Package Travel Regulations:

All AAPs are permitted a level of autonomy in how they manage bookings and services offered to DofE participants. As such, it is asked that providers ensure they are aware of and operating in line with all relevant legislation and guidance, that may cover their specific operations (Ref clause 8.1.4 AAP License T’s & C’s).

One area we would like to highlight is the Package Travel and Linked Travel Arrangements Regulations 2018. Under the legislation, any trader* organising, selling or facilitating activities which include two or more of the below elements should comply with the regulation’s terms (subject to further exemptions):

• Transport
• Accommodation
• Vehicle rental
• Any other service not intrinsically part of a travel service

As such, it is entirely possible that some providers’ operations will be governed by these regulations. The DofE therefore strongly encourages that all providers check their activities against the criteria outlined in the regulation, seeking professional guidance on the regulations and its implications where appropriate. At this time, The DofE and its representatives are unable to act in this manner.

If it is found that the regulations outlined above are not applicable to your particular business operations, the Charity would still highly recommend that deposit protection systems are looked into and employed where possible.

* trader means any person who is acting, including through any other person acting in their name or on their behalf, for purposes relating to their trade, business, craft or profession in relation to contracts covered by The Package Travel and Linked Travel Arrangements Regulations, whether acting in the capacity of organiser, retailer, trader facilitating a linked travel arrangement or as a travel service provider.

The AAP team should be your first point of contact. If you have any questions arising from reading this pack and if you have any comments relating to it, please don’t hesitate to get in touch.

[email protected]
01753 727413

For any queries about eDofE – forgotten log in details, difficulties accessing accounts, please email [email protected]

Organising an open expedition

Open expeditions revolve around a set date and participants need to choose one they can attend. They must be advertised well in advance and are usually best organised during school holidays or Bank Holiday weekends.

Most organisations will run several open expeditions throughout the expedition season, however having one near the start and one near the end of the season often works well for participants who need to finish off their Expedition section.

When promoting the expedition, be very clear what kind of expedition is on offer, where it is and what costs are and are not included, for example equipment hire and expedition food. Participants should be provided with a full information pack so all information is received in good time and in one place. It should include the following:

• Clear information about the type of expedition, location, description of terrain or water involved, likely physical demands and if it is an expeditions with a project focus or additional needs expedition.
• Clear equipment lists including what will be provided, what may be hired and what participants will have to bring.
• Details of the itinerary including information about accommodation, travel and catering before, during and after the expedition.
• Clear information about the paperwork required from participants, including medical and consent forms, evidence of training and practice expeditions, when they were completed and appropriate emergency contacts.
• Clear information about the costs of the expedition and the responsibilities of the provider/ Supervisor.
• Details of how evidence for eDofE will be provided and if the open expedition includes time for the presentation of their team goal.
• Information about the expedition area and possible camp sites to help teams begin remotely planning routes and team goals with the help of the Supervisor.

The organiser and Supervisor take on full responsibility for the young people during the open expedition, so must have in place robust and complete policies and procedures required under UK law and that reflect best practice. Organisers must ensure that appropriate and adequate insurance cover is in place for all open expeditions.

Some open expeditions are not run by a DofE Licensed Organisation or centre but by an AAP. Here participants book onto the open expedition as individuals and not through their DofE centre or Licensed Organisation. In these cases a private contract has been agreed between the participant/parent/ guardian and the AAP.

The Licensed Organisation is not involved and so may not require notification; policies may vary between Licensed Organisations. It is the Supervisor’s/deliverer’s responsibility to ensure that it is clear to everyone where insurance and responsibility for health and safety rests, either with themselves, their parents/guardians (if under 18), their Licensed Organisation or an AAP.

Parents, carers or guardians should be kept informed of the details of the general trip, the expedition and other activities.

To be classed as an open expedition, the expedition must have been openly advertised, in a way that participants from a number of different centres will have seen the opportunity and include a direct contract between the participants and the provider, rather than being through their centre or Licensed Organisation and the expedition provider.

Managing an open expedition

Organising teams:

Open expeditions can be a very challenging experience. A group of individuals or pairs coming together to form an expedition team just a day or few days before undertaking their expedition means that they need to get to know each other and bond as a team quickly.

The participants may have a wide range of expedition experience, skills and physical fitness; all of which the team will have to manage while planning for and completing their expedition. Supervisors need to carefully balance the advantages of grouping people by physical fitness with personal preferences. Arbitrarily formed teams often work poorly, so participants should be involved in the process and friends should always be kept together.

Always aim for teams of six or seven to account for any participants who may have to drop out. It is always best to have more than one team, it allows for much greater flexibility.

Open expeditions are usually a last chance for participants to complete their Expedition section and often their whole DofE programme. There is often a greater sense of pressure on participants undertaking these kinds of expeditions.

The mixed ability of participants means that organisers and Supervisors must carefully support an expedition, which is an appropriate challenge for each of the participants and also achievable by all the participants.

Open expeditions are rarely the place for highly technical and physically arduous expeditions.

If possible, put participants into groups before the expedition so they can plan their team goal and routes in advance. Participants will need to give permission for their contact information to be shared in order to set this up.

While the very nature of open expeditions means that participants undertaking practice expeditions (at Silver and Gold levels) may be mixed with those completing their qualifying expedition, this should be avoided if possible.

As all the participants will effectively be completing a qualifying expedition, those doing their practice may then question why they have to do it all again and so lose motivation.

Training, competence and equipment:

The most effective way to help teams bond is through the training and planning activities needed in the days immediately before the expedition. To help facilitate the success of the expedition, use this time as fully as possible to provide training and improve competence for all the participants. These days should always include short training expeditions, so the team can experience walking together and their competence can be observed by the Supervisor.

One of the first tasks, when participants are in their teams, is to do a full equipment check so that if anything is missing or not appropriate there is time to find a solution. Make sure there are some scales available to weigh rucksacks (or kit if not on foot) before departure to prevent individuals taking too much equipment.

Keep the evening before the expedition clear so participants can get an early night, prepare their kit (an opportunity to dry/clean it from any practices over the past few days) and ensure they have an up-to-date weather forecast.

Team Goal and presentation:

Allow the participants to agree the team goal of their expedition early, several weeks or months in advance if possible. It gives them a focus, provides time for the Assessor to comment and allows them to plan to bring any evidence gathering tools they may need or complete any local research. Ensure that the team is very clear about how they will achieve their team goal and complete sufficient research for their presentation, if required.

For Silver and Gold level expeditions, the presentation may be prepared and delivered back home as individuals. However, the DofE recommends that where possible, teams stay an extra evening (either at the base camp, outdoor centre, youth hostel or their usual DofE centre) and complete their presentation as a team in the evening, or morning after their expedition. It gives time for group reflection, a celebration/ presentation ‘event’ and ensures the section is completed.

To make these presentations a success, plan them in advance. Participants will need time to plan and rehearse, collating their observations and recordings and putting any digital materials into place. These presentations cannot be rushed or completed in an atmosphere of an impatient driver anxious to head home. Participants will usually need to have kept a written log of their expedition to refer to, as there is unlikely to be time for video editing.

Supervisors and Assessors should help put participants at their ease as they may be tired and nervous. These presentations are a distinct event and separate from the Assessor debrief immediately at the end of the expedition.

Route planning:

The route planning process for open expeditions can be difficult due to the amount of time available and newness of the team. Teams should try to plan the route in advance remotely supported by the Supervisor, dividing the work load appropriately. This helps participants to become familiar with both the route and expedition area.

Allocate plenty of time, usually at least half a day, to check and alter routes and route cards with the Assessor before the start of the expedition. Teams

can use eDofE Mapping to save time and share routes, particularly if the base camp has an internet connection.

As with all DofE expeditions, the team must come up with their own route, it is not acceptable to provide the team with a ready made route. It is often tempting to book camp sites in advance; however this can lead to inflexibility to accommodate for the ability of the team. Have a range of camp sites that participants can choose to use.

Supervision and assessment:

During the expedition the Supervisor and Assessor follow all the normal procedures for their roles with DofE expeditions. Assessors should meet the team at the same time as the Supervisor, as they do not know the team very well so it is good practice to have two members of staff to deal with any situations. For some large multi-team expeditions, Supervisors and Assessors may switch roles with different teams.