This text explains the process Adventure RMS uses to review applications for an AALA licence. It has been updated to include changes introduced by the HSE/AALA, effective April 1, 2025.
It explains how we manage applications referred by AALA, outlining the steps we follow and the timeframes we are required to meet. Our aim, in providing this information, is to provide clarity about the process.
The application review is designed to assess how your arrangements for delivering adventure activities align with regulatory requirements. Its purpose is to ensure that providers who meet the legal standards are granted a licence. The process also offers an opportunity for you to engage with a knowledgeable and experienced activity professional.
We cannot proceed until we receive your application from AALA. If an application is submitted early, the review may not start until four months before the current licence expires. Within three days of receiving your application, we will email you to confirm it has been passed to us. Once activated, we will email you within three days with key details, including:
- The name and email address of your inspector
- The deadline for your inspector to complete their review
- A copy of your last inspection report, if applicable
- An invitation to join our regular, free safety management update service
Over the next 10 days, your inspector will be assessing your arrangements for delivering adventure activities and determining what additional information or observations they may require. During this time, they will:
- Review your submitted application form and supporting documents
- Conduct relevant online research
- Examine past licensing reports
- Hold a management interview with your nominated contact via video call
They may also request further details if they identify gaps that could impact the licensing process, giving you an opportunity to address them within the review process.
A conversation between your inspector and an Adventure RMS consulting inspector to review the results of the core review and plan the next steps. It will consider any unresolved areas and explore how these can be effectively examined during the subsequent continuation review.
What happens at this stage depends on the results of the core review and consultation.
Where, following the core and consultation stages, the inspector is ‘satisfied’ in all areas they will contact you to confirm the process is complete and share their recommendation. This is rare.
If there are areas where they are ‘not yet satisfied,’ they will outline these to you and confirm the further information and evidence they seek. Continuation reviews might involve attending a staff meeting, observing activity delivery, conducting a site visit, or holding additional interviews. The inspector will have already informed you of their specific focus and schedule and they may undertake this work remotely and/or via a visit.
This step can take some time (up to 22 days) and may involve multiple interactions between the inspector and members of your organisation.
This step is not part of the application review or licensing process.
After the inspector makes a recommendation, they have the optional opportunity to share topics from the Adventure RMS seasonal bulletin they think might interest you, along with any personal observations or comments they noted during the review.
This stage does not influence the licensing decision.
During the review process, your inspector will write a report that includes their recommendation. If they are unable to recommend issuing a license, the report will outline the actions you need to take to comply with the regulations. Since there have already been opportunities during the core review, consultation, and continuation review to address issues, this situation is an exception.
After the inspector completes their report, it is reviewed by the assigned consulting inspector. The final license decision is then made by the Adventure RMS head of service or the endorsing inspector.
The report is sent to AALA within 56 days of activating your application. AALA will provide you with a copy and either issue your licence or notify you of any actions needed to obtain one.
Ideally, the application review process will have addressed any issues beforehand, so the inspector won’t need to include them in their report. If not, the necessary actions, their deadlines, and the required evidence will be outlined in the AALA notification of action.
We will also make contact to inform you when the report has been submitted and invite you to share any feedback on the application review process.
Taking the following steps will support and assist the review process:
- Engage with your inspector during the process – if they request additional information try to provide it quickly.
- Be ready to arrange telephone and video calls. Inspectors will be trying to avoid situations in which they have no other option other than to recommend an application is refused. Making yourself available can really help.
- Take every opportunity to address any issues and therefore avoid difficulties in issuing/renewing your licence.
- Be as flexible as you can when the inspector schedules visits, team interviews, or other tasks for the continuation review. They aim to use as little of your time as possible, so planning the review, including any visits, in advance can be really helpful.
The aim of the Activity Centres (Young Persons’ Safety) Act 1995 was to provide a level of safety assurance so that young people can continue to have opportunities to experience exciting and stimulating activities outdoors.
The aim of Adventure RMS is to undertake application reviews in a manner which reflects this statement.
