educational visits policy.pdf - Westfield School

WESTFIELD SCHOOL
POLICY AND PROCEDURES FOR EDUCATIONAL VISITS
This policy is based upon the DfE Guidance Health and Safety of Pupils on Educational Visits
(HASPEV) All Group Leaders are required to read this document.
Responsibilities for Visits
No visit can take place without the agreement of the Headmistress (Senior House) or the Head
of Junior House (Junior House).
The Group Leader, usually a teacher employed by the school, has overall responsibility for
the supervision and conduct of the visit. The Group Leader will:
plan the visit following the checklist given in the Staff Handbook to ensure that all risk
assessments have been carried out, that recommended staff : pupil ratios are met and
that all accompanying staff, pupils and their parents are given appropriate information
with regard to their roles, first aid provision, purpose of the visit, health and safety
considerations, and expectations of behaviour.
plan the programme of activities carefully
obtain parental consent particularly where potentially hazardous activities are involved
stick to the programme rather than improvising in a way which could place the party at
risk
establish procedures which are considered appropriate to control any risks that have
been identified
obtain from parents the right to authorise any emergency medical treatment that may be
necessary.
look for hazards during the visit and establish further control procedures to contain any
new risks identified and involve colleagues and students in reporting to the Group
Leader any hazards they notice.
obtain details of any medication a pupil has to take and of any medical conditions.
School Medical Forms should always be completed and returned for each pupil for all
visits involving an overnight stay.
ensure that they, or other accompanying adults, do nothing to jeopardise their insurance
cover, for example, by altering arrangements during the visit which might precipitate
an accident.
Accompanying Teachers and Volunteers
must understand that they are acting in loco parentis. Parents delegate their own
authority to teachers as far as is necessary for the child's welfare and so far as is
reasonable to maintain discipline in the interests of the school as a whole and the
individual pupil. The principle is reinforced in the Children's Act 2004. This
responsibility cannot be delegated and they are expected to take appropriate care
depending on the nature of the visit.
Volunteers, for example parents, who have agreed to accompany the party have no
more authority than any other member of the public. It is essential that they and other
accompanying members of staff are aware of their roles and responsibilities (as given
in the Guidelines). Parents who assist on outings with the School's authority are
covered by The School's Third Party Insurance. Any parent, or other adult,
volunteering to take part in a residential visit, will be required to undertake a DBS
check.
Volunteers, who have not undertaken a DBS check, will not be left in sole charge of an
individual or group.
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Pupils
Will be expected to follow instructions and expectations of behaviour as laid down by
the Group Leader.
Will be expected to have regard for the general public and, especially when abroad, to
be sensitive to local customs and codes of dress/ conduct.
Parents
Must sign all consent forms and make the Group Leader aware of emergency contact
numbers and of any special medical needs of their children.
Reinforce with their children the expectations of conduct and pupil responsibilities
made clear by the Group Leader.
Planning Visits
Formal planning and risk assessment must take place for all visits, whether this is a
visit to the local park or a residential visit in the UK or abroad.
The Group Leader must carry out a risk assessment and/or obtain risk assessments from
the activity centre, museum or other location prior to the visit. These must be sent to
the Bursar. The Group Leader must supply all accompanying adults with copies of all
risk assessments, including those of a generic nature (e.g for coach travel). Pupils must
also be made aware of their responsibilities with regard to the assessed risks.
Even though a visit may take place each year, fresh risk assessments must be sought on
every occasion.
Where possible Group Leaders should make an exploratory visit to the location of the
visit.
The Group Leader must ensure that insurance policies are in place appropriate to the
visit. The adults who are responsible for pupils on the trip must be fully and
appropriately insured including personal liability. It is essential to know what risks are
excluded from the insurance policy since the standard employers liability insurances
provided by the school is unlikely to provide cover for these risks.
The Group Leader must work out a budget in which all expenditure should be listed
and costed; this must be submitted to the Bursar on a ‘Green Form’
The greatest care must be taken over the choice of travel company and checks must be
made that the company is duly bonded, for example, is a member of ABTA or some
similar organisation
First Aid provision should form part of the risk assessment. A First Aid kit,
appropriate to the nature of the visit, must be taken. A member of staff should have
responsibility for First Aid. In the case of Foundation Stage pupils, this will be a
member of staff with qualifications in Paediatric First Aid.
Supervision
DfE guidelines are followed according to the age of the children.
No ratio is laid down but the concept of reasonableness is important based on the
expertise of the adult supervisors, taking into account the hazards of the visit, the
number, age and aptitudes of the pupils, and the first aid cover required.
It is recommended that at least two adults should accompany any party comprising up
to twenty pupils. In Junior House more than two would be required unless the centre
visited had a permanent resident.
There may be occasions when fewer than two adults might be appropriate, for example
on a French exchange where the students are living with French families in a given area
and one teacher could be billeted in the area with them.
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Regulations laid down in 1995 and 1996 provide for the licensing of persons in respect
to the provision of facilities for adventure activities such as caving, climbing, trekking
or water sports with the aim of giving assurance that good safety management practice
is being followed. Anyone who provides adventure facilities for young people under
18 in return for payment must have a licence and abide by its conditions.
Headcounts are taken regularly throughout a visit. In some instances particular
clothing will be worn so that pupils can be easily identified; this may be school
uniform, sweatshirts or caps, or, in the case of Early Years pupils, reflective vests.
During some adventurous activities, e.g. Duke of Edinburgh expeditions, the Group
Leader may not physically accompany the pupils. Where this is the case, the Group
Leader will establish the competency of the pupils concerned, ensure that parents give
permission for the expedition and establish procedures for emergency contact.
On a residential visit, as soon as a party arrives at an overnight stop, the Party Leaders
should satisfy themselves that they are familiar with the geography of the buildings and
surroundings and they are certain of the means of evacuation in the event of a fire.
Preparing Pupils
Providing information and guidance to pupils is an important part of preparing for a school
visit. Group Leaders will ensure that the visit is appropriate for all pupils taking part and have
regard to any additional supervisory needs dependent upon the medical requirements of
participating pupils. Pupils should understand and be provided, by both teachers and parents,
with information about:
key safety information
possible risks, safety rules and expectations of behaviour
aims and objectives of the visit
the adults with responsibility for the visit
background information regarding the location and relevant customs or culture of the
location
what to do if separated from the group
emergency procedures
contact telephone numbers in the case of exchange or remotely supervised visits.
their own medical needs and who is responsible for any medication they require.
Communicating with Parents
Parents will be informed in writing of all offsite activities, and permission sought,
unless annual consent has already been given for routine or regular visits.
Details given will include date, time, location, estimated time of return, explanation of
activities, names of accompanying adults, modes of transport and other specific
requirements for the particular visit, e.g. clothing, snacks, money etc.
Before residential visits, parents are encouraged to attend a briefing meeting when all
details will be given, including procedures in the case of illness or emergency, luggage,
insurance and equipment requirements, and emergency contact numbers; parents’
questions will be answered at this meeting. Written information will be provided for
those unable to attend the briefing.
Any specific medical consent will be sought well in advance of the visit.
Prior to departure the members of staff organising the visit must leave full details in the
School Office and with a member of the Senior Management Team, including a
pyramid of contacts in case of emergency
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NEGLIGENCE
When negligence is alleged, the case will almost invariably be lodged against the employer
who is vicariously liable and who carries insurance for third party liability. Claims against
individuals are exceedingly rare. School journey insurance policies will normally provide staff
arranging a trip with adequate indemnity against individual liability for an accident and
members of professional organisations usually enjoy comprehensive protection against claim
for negligence in the course of their professional duties or related voluntary activities.
Transport
The group leader responsible for organising the visit is responsible for planning the
arrangements for appropriate transport and careful thought must be given to this.
The main factors to consider are:
Passenger safety
Competence of the driver and whether the driver has the appropriate valid licence
Number of driving hours required for the journey
Whether or not more than one driver is required in order to avoid driver fatigue
Type of journey
Traffic conditions
Contingency funds and arrangements in case of breakdown
Appropriate insurance cover
Weather
Journey time and distance
Stopping points for refreshments and toilet
Supervision
The driver is responsible for the vehicle during the visit.
All coaches must be booked through the Bursar/Domestic Bursar or the Secretary of Junior
House. The mini-bus must be booked through the Bursar. All mini-buses which carry groups of
three or more children aged between 3 and 15 years, inclusive, must be fitted with a seat belt
for each child. The seats must face forward and seat restraints must comply with the legal
requirements.
Supervision on transport
The group leader is responsible for the party at all times including maintaining good discipline.
If possible the driver should not be responsible for supervision unless a small number of older
children are being taken on a short journey. Group members should be made aware of the
position of the emergency door and first aid and anti-fire equipment on the transport.
Pupils should be made aware of safety rules and expected standards of behaviour on
the coach or mini-bus and at pick-up and drop-off points.
Group leaders should plan with the driver sufficient stops, at suitable areas to ensure
the safety of all group members including the driver. (Drivers of coaches/buses must
comply with legislation covering maximum periods of driving and minimum rest
periods.
In the event of an accident or breakdown – the group should remain under the direct
supervision of the group leader or other teachers wherever possible.
A check must be made to ensure that seat belts are fastened.
Pupils should be made aware they are not allowed in the driving area at any time
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Travel sickness tablets can only be administered to a pupil with previous authorisation
from parents.
Insurance
The group leader must ensure that adequate insurance arrangements are in place and parents
should be made aware of the arrangements.
Westfield cover provides:
Employers’ liability - £10m
Public liability - £25m
Personal accident cover for pupils
Cost of medical treatment – pupils’ accident cover and employers’ liability
Specialised risk activities – skiing is covered but other risk activities will need specific
insurance
Compensation for loss of luggage and against cancellation – school travel insurance
Legal assistance in the recovery of claims
Damage to/loss of hired equipment – public liability
Cancellations
Most school visits are paid for using the school credit card and the usual credit card
cancellation/refund procedures will apply.
Transport
Only coach companies with appropriate insurance should be used. The school mini-bus is
serviced annually by Newcastle City Council and is insured for use in this country. Drivers of
the school mini-bus have undergone a mini-bus drivers’ test, have had their licences checked
and hold appropriate insurance. Teachers and other adults using their own cars to carry pupils
on school visits must ensure their vehicles are properly licensed and that their insurance covers
school business. School insurance does not provide cover in these circumstances.
Types of Visit
Adventure Activities Using Licensed Providers
When planning to use essential activity facilities offered by a commercial company, the group
leader should check whether the provider is legally required to hold (and actually holds) a
licence. The adventure activities licensing authority can check on the licence status of the
provider. A licenced provider does not necessarily have to hold a licence for all activities. The
following, where undertaken by young people under 18 years, unaccompanied by a parent,
need a particular licence:
Caving
Climbing
Trekking
Water sports
(please refer to DfE guidance for full details).
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If proposing to use a non-licensable provider, the group leader should obtain assurances from
the provider regarding: risk assessments, competence, equipment, operating procedures, safety
systems, first aid and emergency procedures. The group leader and teachers retain ultimate
responsibility for pupils at all times. The provider is responsible for the safe running of an
activity.
School led adventure activities
The group leader should follow the guidelines set out in the staff handbook regarding
competency, first aid, risk assessments, supervision and equipment. If an unlicenced freelance
provider of adventure activities is employed the school takes full legal responsibility for all
aspects of the activity.
Remote Supervision, for example Duke of Edinburgh Activities
Precise and clear information must be passed to students before supervision is withdrawn.
Pupils should have received sound, thorough training which should have been separately
assessed. The instructor should be appropriately qualified and satisfied that the group has the
necessary skills. The group should be shadowed, checked regularly or checked occasionally
depending on their competency. They should be fully prepared in the use of equipment.
Coastal Visits, Swimming in Natural Water, Swimming Pools
Take all reasonable precautions
Observe all warning flags and signs
Be aware of natural and man made hazards
Swimming or paddling must be formally supervised
A designated teacher must have relevant life saving awards
The group leader should assess risks and consider a safe supervision ratio for their
particular group in swimming pools
Farm Visits
Extreme care should be taken with regard to physical safety and hazards associated with ecoli
0157, food poisoning and other infections. Further advice is available in the DfE’s letter, dated
9 June 1997 “Pupils’ Visits to Farms: Health Precautions” and the HSE’s “Avoiding Ill Health
at Open Farms: Advice to Teachers”.
Residential Visits
There should be one teacher for every ten pupils, with at least one teacher from each sex for
mixed groups. The following must be considered:
Ideally the group should have adjoining rooms with a teacher next to the pupils
There should be separate male/female sleeping and bathroom facilities
Security arrangements should be checked
Safety arrangements – where possible, pupils should not be in ground floor rooms,
balconies should be stable and windows secure. Electrical connections should be safe.
The fire alarms should be audible.
There should be adequate storage, drying and recreational facilities
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There should be provision for those with special needs and those who fall sick
VISITS ABROAD
Much of the earlier advice in the policy applies to visits abroad.
Organising Your Own Visit
If a package abroad is organized without the help of an outside body then the advice would be
to use a package organiser who has responsibilities under directive 90/314/EEC. A package is
defined as a combination of any two of: accommodation, transport or other tourist services not
ancillary to transport.
Organising Transport
Group leaders should ensure that drivers taking groups abroad are familiar with driving abroad.
EC regulations require the fitment and use of a tachograph and prescribe limits on driving time
and minimum requirements for rests. DETR can provide further advice. Important factors to
consider include: be aware of different legislation and regulations, be aware of tachograph
regulations which normally apply to any vehicle with nine or more passenger seats, see
document “Taking a Minibus Abroad” (DETR). Group members should be aware of right hand
drive traffic, carrying capacity and loading requirements.
Using a Tour Operator
The group leader should check whether the package is covered by ATOL (Air Travel
Organisers Licence). If not, the group leader must show evidence of other forms of security to
provide for the refund of advance payments and the cost of repatriation in the event of
insolvency.
Operator Based Abroad
Group leaders should refer to directive 90/314/EEC which applies to all state of the European
Economic area. Further advice can be obtained from the DTI, the School Group Travel
Association, School Journey Association and the FCO.
Planning and Preparation
Staff ratios will vary according to the activity, age and sex of the pupils and the
location of the visit.
A minimum ratio of 1 adult to 10 pupils, with at least two of the adults being teachers.
Pupils should be well prepared with regard to language, culture, drugs, alcohol, food,
drink, money, use of phones and what to do in an emergency.
A briefing meeting for parents is extremely important.
Refer to “Health Advice for Travellers anywhere in the World” to find out if
vaccinations are necessary.
The group leader should check that the group has comprehensive travel insurance.
It is advisable that one of the adults is able to hold a basic conversation in the language
of the country being visited.
Visas and Passports
Visas and passports should be organised well in advance. Photocopies of passports should be
taken. Information regarding visas and passports may be obtained from the Home Office or
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the Central Bureau for Educational Visits and Exchanges. If a pupil is the subject of a care
order or is a ward of court the Headmistress should seek advice from social services or the
court.
Emergency Medical Facilities
Form E111 from the DSS should be completed by the child’s parent. For treatment within the
EU, all participants in the visit should carry their European Health Insurance Card. The group
leader should take:
Tickets
Passports and visas (and European Health Insurance Cards, where applicable) with
photocopies and a record of the numbers of all of these documents
All contracts, medical forms, parental consent forms, phone numbers and addresses of
parents and the numbers of the Headmistress and school contact
List of group members, details of all insurance, names and address and telephone
number of accommodation
Location of medical services
Information retained at the school:
Contract numbers and the full itinerary of the group
List of group members and their details, including additional telephone numbers and
the next of kin
Copies of all parental consent forms, travel documents, insurance documents, medical
papers and any other contracts
During the visit the group leaders should take all reasonable steps to ensure the safety of
individuals and the group and should brief group members on what to do in case of an
emergency.
Exchange Visits
Pupils should be made aware of the ground rules agreed between the group leader and the host
families. The group leader should ensure:
Satisfactory and appropriate caring arrangements
The pupils staying with families have easy access to their teachers, usually by
telephone
Parents understand that children living with host families will not always be under
direct teacher supervision
In vetting host families refer to point 238 of HASPEV.
Emergency Procedures
The group leader usually takes charge in an emergency and should liaise with the representative
of the tour operator if one is being used. The school contact should provide the link between
the group and school and to provide any necessary assistance. Everyone involved in the trip
should be aware of what will happen in the event of an emergency.
If an Emergency Occurs:
Establish the nature and extent of the emergency, as well as the names of the casualties
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Obtain immediate medical help
Ensure a teacher accompanies the casualty to hospital
Notify the police (if necessary), and the school contact
Keep careful notes and details of actions, including witness details
Notify the insurer, tour provider/operator
Complete an accident form
No one should speak to the media or discuss legal liability
Updated September 2013
Appendix A
GUIDELINES FOR TEACHERS, PARENTS AND OTHER ADULTS WHO
ACCOMPANY A SCHOOL VISIT
The person responsible for the visit must ensure that the necessary risk assessments have been carried out
or obtained and that these are made known to the pupils and any accompanying adults. First aid
materials must be taken on the visit and information obtained regarding the medical needs of specific
pupils. In the case of Nursery and Kindergarten children, one member of staff accompanying must have
a Paediatric First Aid qualification.
Volunteers accompanying visits need not be DBS checked unless they are accompanying a residential
visit and providing that they do not have unsupervised contact with any pupil or group of pupils.
Any adult accompanying a visit will be acting in loco parentis; this means in the place of the parent.
Consequently you are expected to take care of the children in the same way that you would take care of
your own. The safety of each child is of paramount importance and must never be jeopardised.
The children will be divided into friendship/educational groups and each adult will be allocated a group
of children for whom she/he is primarily responsible. The adult does not need to be in the centre of this
particular group at all times, but should always be aware if one member of the group is lagging, missing
or running ahead.
At certain key moments we will all take a head count of our particular group and ensure that we know
where each group member is.
There are certain situations that we wish to avoid :
We do not want the speedy ones to set off at too fast a rate so that they become detached and out of
our control
We do not want the slow movers to lag behind so that they are crossing roads etc after the main
group
We do not want anybody unexpectedly holding up the group because the want to buy something,
have lost something, need the toilet etc.
If any of these eventualities occur and if they can not be avoided, the child must inform the nearest adult
so that the group as a whole can be made aware of any delay.
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The children must be as obedient to all the adults as they would be to any teacher in school. If there is
any disobedience to the adult in charge of a particular group, then that child will be put in the group of
one of the teachers. This is particularly true when out in the street, on transport, shopping and whenever
safety is concerned.
The good name of the school must always be uppermost in the minds of the party as a whole and there
must be no behaviour which would compromise it. Consequently, there is never any access to unsuitable
activities, drinks, company and locations of which parents and school would disapprove.
It is always preferable to treat the children with as much sympathy and generosity as possible so that they
can look back on the trip as a rewarding and positive experience. However, they are under an obligation
to ensure that they behave with as much co-operation and maturity as possible. For example, they should
all be ready to leave at a certain time in the morning. They should be equipped with everything they
need for the day. They should not hold up the group as a whole on activities.
Because being with large groups of children can be tiring, the adults must help each other. If one is
exhausted then the other adults need to allow him/her time alone to recuperate.
No adult should ever act unilaterally (ie suddenly disappear, change arrangements without consultation,
suggest an event in front of the children without properly consulting with the other adults first).
Accompanying adults must be given a copy of the up to date risk assessment and it must be made clear to
the pupils the part they must play in ensuring their own safety by taking care and listening closely to
instructions.
Updated September 2013
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