School Trips - Carshalton Boys Sports College

Carshalton Boys Sports College POLICY NO 15 

POLICY FOR 

SCHOOL TRIPS 

PERSON RESPONSIBLE 

HT / EVC 

DATE REVISED 

MARCH 2012 

NEXT REVIEW DATE 

MARCH 2014 

PARENTAL REVIEW 

GOVERNORS REVIEW 

SPRING 2012 

School Trips and Visits that are well planned and structured offer a useful 

opportunity to enhance the learning by providing realistic situations to develop 

skills and experiences beyond the classroom. 

The aims and objectives of learning across and beyond the curriculum 

All activities organised through the school are expected to have a clear 

educational value. It is important that this is identified and understood by 

everyone. Activities should give opportunities to: 

• Develop key skills 

• Raise achievement by boosting self-esteem and motivation 

• Developing social and citizenship education 

• Promoting an appreciation for the world we live in or resources available 

• Promoting health and fitness 

Organisation of Trips 

All requests for trips and visits must go to Trips@carshaltonboys.org where key 

members of staff check, the educational purpose of the trip (Deputy head 

teacher), availability on the calendar and cover ( Cover supervisor), Risk 

assessments and forms (EVC) and parental information and budget requirements 

(finance office). 

All trips out of school should be authorised by the member of Leadership Team 

responsible for trips. Staff intending to take a trip must make themselves aware 

of the Policy and procedures, which is in line with the DfE document on Health 

and Safety of Pupils on Educational Visits (HASPEV). The nature of risk has 

heightened in recent years making it essential that staff organising trips follow 

the correct procedures. 

Day trips must be agreed with the LG member i/c cover at least six 

weeks before the journey. 

Last updated March 2012


Risk Assessment must be completed for each trip. When a member of staff 

begins to plan a trip they are given access to the documentation plus a set of 

instructions and notes. When completing the risk assessments, all possible 

scenarios should be considered and control measures to reduce the risks planned 

out. All health and safety procedures regulations should be considered for staff 

and students alike. Where possible, information should also be gained from the 

Centre/ Provider to ensure the risk assessment is complete. 

Any trip involving a hazard must be sanctioned by the school. All trips 

overseas, be they day trips or extended stay, must be sanctioned by the school 

Governors. Forms must be completed at least one term in advance of the 

intended trip. Any trip involving an overnight stay must also be sanctioned by 

the Governing Body School Visits Panel. This panel meets under the 

chairmanship of the Headteacher and draws its membership from the parent 

governors. Before a trip is sanctioned, the leader of a trip must submit a paper 

giving the details of the trip and safety arrangements. The panel meets three 

times a year. 

Well established and new trips will be published to parents covering a range of 

both inexpensive to the more expensive activities. Full details of the rationale 

behind each trip, location, duration, costs etc will be given to parents in advance 

to enable parents/boys to choose from a varied diet of trips at least seven 

months before the trip takes place. Up to date information about the pupil, 

including medical needs and contact numbers are collected for each trip. 

Equal Opportunity and Inclusion 

Activities/trips are aimed at being fully inclusive, in that all boys will be invited 

take an active part in an activity/trip. The school aims to offer a range of 

activities at a range of costs to the student. The needs of one student will, 

however, be balanced against maintaining the safety of the group as a whole. 

SUPERVISION 

The school policy is that the legal guidelines are followed in their entirety re 

supervision EXCEPT that for groups of up to 15 travelling locally, only one adult 

(who must be a teacher) is required to supervise. Also for sixth formers, 

provided parental permission is sought, the pupils are not required to be 

accompanied to and from school visits. Good supervision requires everyone 

knowing what strategies are to be used and what their roles and responsibilities, 

as well as the expectations and plans of the activity. 

Through completing the paperwork, the trip leader makes sure all safeguarding 

procedures are adhered to and that any medical and special educational needs 

are identified and adhered to. 

Before trips go out the party leader MUST publish a party list (“Tracking Sheet” 

which gives emergency contacts and medical information) on the staffroom wall 

and provide the general office with a list. All party leaders must take a red 



Disaster Sheet, available from the Finance Department AND TAKE A MOBILE 

PHONE. If it is their own phone, the number must be given to the DH / EVCo. 

*Please note that, wherever possible, the school mobile phone should be 

taken on trips so that contact either way can be made in the event of an 

emergency. 

School Insurance 

The school Trips Insurance Policy automatically covers students taking part in 

trips aged 8 to 13 years. Travel insurance is normally only required for trip 

abroad. The school insurance must be checked to ensure cover is in place if the 

trip involves any hazardous activities. 



Consent form and letter attached. 

Date 

Dear Parent/Guardian 

Re: TRIP_________________________________________ 

As part of your son’s studies we are pleased to invite him on a trip to ………, on Date. 

This is an educational visit that enhances your son’s school studies. Places are 

limited and therefore will be issued on a strictly first come, first served basis. 

Students will need to meet in the café to be registered at 8:00am. Pupils will need 

to be prompt so that we leave enough time for the coach to get through rush hour 

traffic. We will aim to be back at school for the end of the school day, 2:55pm, traffic 

allowing. 

The cost of the trip is £…. which covers the cost of coach hire. 

Under the terms of the Education Reform Act 1988 I am unable to make a direct 

charge for each pupil; I can only ask you for voluntary contributions. However the 

department has no funds for the trip and without your full financial support it would 

have to be cancelled. 

Pupils will be required to wear full school uniform. Your son will also need to bring a 

packed lunch as there will not be anywhere for him to buy lunch on the trip. If your 

son is entitled to free school meals he must pick up a packed lunch from the 

canteen before registering at 8:00am. If your son would like to take spending 

money, then it should be no more than £5.00 and it will be his responsibility to look 

after it. Your son will be reminded of these details nearer the date of the visit. 

Please complete the reply slip at the bottom of this letter, including medical/dietary 

information on the reverse & return it to the Trips (next to the school shop) by no 

later than Date_______________. 

Yours sincerely 

Teacher 

……………………………………………………………………………………………………………………………………… 

To: Trip and Date 

Student Name……………………………………………………....... Tutor Group…………Free Meal 

Yes/No 

Parent/Guardian telephone No. on day of trip ……………………….……………………………………… 

I have read the details of the trip and the Information/Parental Consent Sheet on the 

reverse and agree / do not agree to my child being included. 

Please turn over and complete any medical / dietary information. 

I enclose £___ Yes/No 

Signed……………………………………………….. (Parent/Guardian) Date……………………... 



Information / Parental Consent Sheet 

for School Excursions / Trips 

I, FATHER/MOTHER/GUARDIAN of the mentioned pupil overleaf, having read the 

information provided about the above school visit and having noted the cost, consent to 

my child taking part. I also consent to my child participating in supervised swimming 

arrangements on the visit if this is on the Agenda. I understand that alterations to the 

above arrangements may be necessary. Whilst the staff in charge of the visit will take all 

reasonable care of the pupils, I understand – and have explained to my child – that he 

will be required to obey the instructions and advice of the teacher in charge and other 

accompanying adults and will be subject to the school’s general Code of Behaviour. I 

understand that if my son’s behaviour puts others at risk, he will be taken home or 

denied the right to continue to participate in the visit activities. I understand that the 

school cannot be held responsible for any loss or damage of property suffered by my son 

during or arising out of the visit, other than that due to negligence of the Council or any 

of its employees. 

I agree to pay for any damage which may be caused by the misconduct or carelessness 

of my child to the person or property of any other party or parties. 

I will indemnify the Party Leader of the visit in respect of any expenses reasonably 

incurred in consequence of any accident to or illness of my child. 

I have received a copy of ‘Insurance Arrangements’ – Guidance Notes for 

Parents/Guardians (distributed when your son started Carshalton Boys Sports College) 

setting out the insurance cover provided by the Council and understand that I may take 

out additional cover as set out in that note of guidance or by making my own 

arrangements. 

My child is in good health and I consider him fit to go on the visit. In the event of an 

accident or illness I authorise the Party Leader mentioned overleaf to consent to any 

medical treatment including inoculations, surgery or blood transfusions which, in the 

opinion of a qualified medical practitioner, may be necessary for my child in the course of 

the visit. 

……………………………………………………………………………………………………………………………………… 

Medical Information 

Name of Pupil: …………………………………………….……. Tutor Group: …………….. 

I have read the medical note above. Please specify below any dietary or medical 

problems your son may be experiencing at the time of the school excursion/trip. 

Please give details of any medication he may be taking and the dosage. Please also 

provide details of any known allergies, eg peanuts, wasp/bee stings etc, which could 

be life threatening, but not require any routine medication. 

………………………………………………………………………………………………………………………………….……… 

…………………………………………………………………………………………………………………………………………. 



Carshalton Boys Sports College 

Winchcombe Road Carshalton SM5 RW 

email: Trips@carshaltonboys.org 

Cover: 

RA/Ltr/Tracking 

Group leaders should complete this form as soon as possible once initial preparations are 

complete. (Refer to Organisers Checklist) The group leader should have already received 

approval of the proposed visit in principle and should have regularly updated the EVC on 

the progress of the preparations. Please ensure that a programme itinerary is included. 

Additional information is required for hazardous visits that are not being run by an AALA 

certificated company or where a tour operator has previously been used for a similar visit. 

Name of School Carshalton Boys Sports College 

Telephone 020 8644 7325 

Inclusive dates 

& times of 

Journey Leave: Return: 

Places to be visited 

Purpose of the proposed visit and specific educational objectives 

(Please attach a detailed schedule of your educational programme) 

Composition of the party 

Year 

group 

7 8 9 10 11 12 

Boys 

13 

Year 

group 

Girls 

12 13 

Totals: 

Non 

school 

Lead Teacher/Adults accompanying the party (please print) 

Other teachers & 

qualifications 

Support staff inc. 

designation & 


Other adults inc. 

designation & 


Transport (include 

name & phone no. of 

contractor(s)) 

Organising agency 

/company being used 

(if any) 



Accommodation to be 

used 

Name, address and 

telephone number 

Details of any 

stopover addresses 

Details of any 

hazardous activities 

*(Use bottom of page 3 if 

required) 

Names, relevant 

experience and 

qualifications of 

responsible staff 

First aid arrangements 

School contact people who hold all the information about the visit in case of emergency 

(must not be the general school phone number) 

Day Miss Jenny Gaylor (Dep Head) 


Name and 

Address 

Telephone No. 020 8644 7325 

Name and 

Address 

Telephone No. 020 8644 7325 

Day Mr Simon Barber 


Existing knowledge of places to be visited: 

(include dates of previous/preliminary visit) 

Eve 

All contact no.s are available on 

tracker sheet 

Eve 

All contact no.s are available on 

tracker sheet 

Have parental consent forms been fully completed and returned for 

all the children going on the visit? 

If not when do you expect to receive all the consent forms 

Insurance arrangements for members of the proposed party including voluntary helpers 

must be verified by Finance and the School Trip Organiser 

Insurance Company 

Policy Number 

Expiry Date 

Names of those with disability, special/medical needs and arrangements made for them 

Total cost per 

head for visit 

Total planned budget 

Group Leader 

Signature 

Date 



The Education Visits Coordinator and I have considered the arrangements, including 

company running the activities, risk assessments, travel, insurance and financing for the 

visit and I/we confirm that they are satisfactory 

Head 

Teacher/EVCo 

Date 

Signature 

The above arrangements have been considered by/on behalf of Carshalton Boys 

governing body and I confirm that the arrangements are satisfactory 

Chair of 

Governors 

Date 

Signature 

The above arrangements have been considered by/on behalf of the LEA and I confirm 

that the information provided is satisfactory 

For the Chief 

Education 

Date 

Officer 

*Details of Hazardous Activities – Detail below if extra space is required 



FORM A 

No Hazard 

People 

at risk 

1 Hazards of the place being All 

visited 

2 Type of transport being All 

used 

3 Insufficient staff for 

All 

supervision 

4 Staff are inexperienced in All 

managing school trips 

5 Adult volunteers helping Pupils 

with visit 

6 Pupil has a specific 

Pupil 

medical need 

7 Visit is to a remote area All 

8 Pupil has special 

All 

educational needs 

9 The visit includes pupils Pupils 

undertaking the following 

high risk activities … 

10 Pupils swimming at a 

Pupils 

beach, lake, river, etc. 

11 Pupils paddling at beach, Pupils 

lake, etc 

12 Going abroad All 

13 A tour operator is to be All 

used 

14 The school phone number All 

is inaccessible following an 

accident 

15 An intruder is in the pupil Pupils 

quarters 

Existing control measure 

Carshalton Boys Disaster Plan procedures will be followed. Copy of all 

contact numbers will be carried. 

Risk Rating - High or 

Medium go to Form B 



No 

Hazard 

16 Teachers supervisors 

being attacked by an upset 

pupil 

17 Helpers are unaware of 

their responsibilities 

18 Pupil has an allergy to 

food. 

People 

at risk 

Teachers 

Helpers 

Pupils 


The behaviour policy is emphasised prior to the trip and the pupils. 

Pupil involved will be managed by trip leader. Parent will be informed 

immediately by telephone, and on return to CBSC pastoral team will 

implement school disciplinary procedures. 

Forms will be completed by parents in advance indicating food allergies 

and medical requirements. 



Risk Rating : 

High = current controls totally inadequate with serious consequences: death(s), serious injury, long-term ill 

health, or there is a very high frequency of the hazard occurring 

Medium = current controls still poor but consequences less serious: minor injury, short-term ill health with no lasting 

effects, 

Low = current controls are adequate to minimise the risk so far as reasonably practicable 



FORM B 

No Hazard Action required 

10 Pupils swimming/ 

paddling at a beach or 

river 

15 Group leader dealing 

with intruder 

1 Hazards of the place 

being visited 

At least one member of staff supervising the activity 

must hold the RLSS bronze medallion. There will be 

adequate buoyancy aids available. 

Ensure ground floor doors are secure and windows 

have limited opening. For windows above the ground 

floor also ensure they have limited opening where 

practicable. 

Carry out a pre journey visit and list hazards pupils 

will be exposed to. Write up a post visit report 

highlighting any health and safety concerns 

7 Visit is to a remote area There will be a detailed itinerary of the trip and the 

group leader will make regular calls to the school 

reporting any problems 

13 A tour operator is to be References of the operator will be sought from 

used 

schools who have previously used them 

14 The school phone 

number is inaccessible 

following an accident 



The school mobile phone will have the emergency 

number listed as ICE (In Case of Emergency) and a 

secondary number as NO.1 in the quick dial mode 

A formal document on the procedures and 

responsibilities will be made and given to all helpers 

before they undertake supporting any visit 

Residual 

Risk 

By 

Whom 

Group 

leader 

Group 

leader 

Group 

leader 

Group 

leader 

Group 

leader 

Head 

teacher 

SMT 

Target 

Date 

Each 

night 

Completion 

Date 

Compl 

eted 

By 

Residual Risk : H = High, M = Medium, L = Low 

Please ensure cover sheet and Form A is with this form 



FORM A 

No Hazard 

People 

at risk 

1 Hazards of the place being All 

visited 

2 Type of transport being All 

used 

3 Insufficient staff for 

All 

supervision 

4 Staff are inexperienced in All 

managing school trips 

5 Adult volunteers helping Pupils 

with visit 

6 Pupil has a specific 

Pupil 

medical need 

7 Visit is to a remote area All 

8 Pupil has special 

All 

educational needs 

9 The visit includes pupils Pupils 

undertaking the following 

high risk activities … 

10 Pupils swimming at a 

Pupils 

beach, lake, river, etc. 

11 Pupils paddling at beach, Pupils 

lake, etc 

12 Going abroad All 

13 A tour operator is to be All 

used 

14 The school phone number All 

is inaccessible following an 

accident 

15 An intruder is in the pupil Pupils 

quarters 


Carshalton Boys Disaster Plan procedures will be followed. Copy of all 

contact numbers will be carried. 





No 

Hazard 

16 Teachers supervisors 

being attacked by an upset 

pupil 



18 Pupil has an allergy to 

food. 

People 

at risk 

Teachers 

Helpers 

Pupils 


The behaviour policy is emphasised prior to the trip and the pupils. 

Pupil involved will be managed by trip leader. Parent will be informed 

immediately by telephone, and on return to CBSC pastoral team will 

implement school disciplinary procedures. 

Forms will be completed by parents in advance indicating food allergies 

and medical requirements. 



Risk Rating : 

High = current controls totally inadequate with serious consequences: death(s), serious injury, long-term ill 

health, or there is a very high frequency of the hazard occurring 

Medium = current controls still poor but consequences less serious: minor injury, short-term ill health with no lasting 

effects, 

Low = current controls are adequate to minimise the risk so far as reasonably practicable 



FORM B 

No Hazard Action required 

10 Pupils swimming/ 

paddling at a beach or 

river 

15 Group leader dealing 

with intruder 

1 Hazards of the place 

being visited 

At least one member of staff supervising the activity 

must hold the RLSS bronze medallion. There will be 

adequate buoyancy aids available. 

Ensure ground floor doors are secure and windows 

have limited opening. For windows above the ground 

floor also ensure they have limited opening where 

practicable. 

Carry out a pre journey visit and list hazards pupils 

will be exposed to. Write up a post visit report 

highlighting any health and safety concerns 

7 Visit is to a remote area There will be a detailed itinerary of the trip and the 

group leader will make regular calls to the school 

reporting any problems 

13 A tour operator is to be References of the operator will be sought from 

used 

schools who have previously used them 

14 The school phone 

number is inaccessible 

following an accident 



The school mobile phone will have the emergency 

number listed as ICE (In Case of Emergency) and a 

secondary number as NO.1 in the quick dial mode 

A formal document on the procedures and 

responsibilities will be made and given to all helpers 

before they undertake supporting any visit 

Residual 

Risk 

By 

Whom 

Group 

leader 

Group 

leader 

Group 

leader 

Group 

leader 

Group 

leader 

Head 

teacher 

SMT 

Target 

Date 

Each 

night 

Completion 

Date 

Compl 

eted 

By 

Residual Risk : H = High, M = Medium, L = Low 

Please ensure cover sheet and Form A is with this form

School Trips - Carshalton Boys Sports College

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