Trips and Visits

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Introduction

  1. The School places a high value on fieldwork, excursions, visits and off-site activities. Such trips can be of enormous benefit and such experiences can enrich, challenge and motivate students, thus contributing to a truly broad and balanced curriculum.
  2. Visits should:
    1. enhance students’ understanding of curricular activities
    2. provide opportunities to practise skills
    3. develop students’ social skills
  3. The School recognises and accepts that such educational visits may present challenges to the health and welfare of students. Educational visits will therefore be planned and operated in accordance with this policy so that everyone involved understands his or her responsibility and can participate fully in learning outside the classroom
  4. This policy is issued in accordance with the Education (Independent School Standards, England) Regulations 2010 (SI 2010/1997) and the Health and Safety at Work Act 1974 and subsequent regulations and guidance. Any legislation referred to in this policy is as amended
  5. This policy has also been drafted in accordance with the updated Department for Education (DfE), Health and safety: Department for Education advice on legal duties and powers for local authorities, Headteachers, staff and governing bodies (2011) and the Health and Safety Executive’s (HSE) School trips and outdoor learning activities (June 2011)
  6. Further guidance can be found on the Outdoor Education Advisor’s Panel website: OEAP

Definitions

  1. Adventure activities: include but are not restricted to activities such as winter sports, rock-climbing, hill-walking, mountaineering, skin or scuba diving, white-water rafting, caving, climbing, trekking, water sports or activities in or around water. An activity may be considered to be hazardous not only because of the nature of the activity itself but also the environment in which it will take place to include, but not be restricted to, activities in areas subject to extremes of weather, temperature or environmental change, on or near cliffs or steep terrain or in or near water.
  2. Educational visit: includes but is not restricted to the following activities
    1. off-site visits
    2. study and cultural visits
    3. hazardous and adventure activities and expeditions
    4. overseas trips and residential trips
  3. Educational Visits Coordinator (EVC): the person to whom the Headteacher delegates responsibility for the administration of educational visits
  4. Employee: anyone who works under a contract of employment at the School
  5. External provider: any person or organisation other than the School or an employee of the School who provides a service and or facilitates an activity under a contract during an educational visit
  6. Group Leader: the named person who has overall responsibility for the supervision and conduct of the educational visit
  7. Licensed activities: only those activities which are currently licensable under the Activity Centres (Young Persons’ Safety) Act 1995 and Adventure Activities Licensing Regulations 2004 (SI 2004/1309) and include caving, climbing, trekking and water sports
  8. Parent: those having parental responsibility for a child, whether or not a natural parent of the child
  9. Plan B: an alternative activity in the event that the planned activity or an educational visit cannot be undertaken safely
  10. Supervisor: any competent adult, aged 18 or over, who has responsibilities and duties assigned to him/her during an educational visit by the School (to include but not restricted to staff, parents, host parents, and volunteers)

Legal requirements

  1. Employers:
    1. Under the Health and Safety at Work etc Act 1974, employers are responsible for the health, safety and welfare at work of everyone involved in or affected by an Educational Visit (to include but not restricted to employees, volunteers, helpers and students).
    2. Employers retain their legal responsibilities under the health and safety legislation but they can delegate the statutory tasks
  2. Employees:
    1. Under the health and safety legislation, employees must:
      1. take reasonable care of their own and others’ health and safety
      2. cooperate with their employers over safety matters
      3. carry out activities in accordance with training and instructions
      4. inform the employer of any serious risks
    2. Employees also have a common law duty to act towards students as any reasonably prudent parent would do in the same circumstances. However, in some circumstances such as where employees specialise in a particular activity or lead more hazardous or adventure activities there may be a higher duty of care

Responsibilities

  1. The Governing Body will:
    1. Satisfy themselves that proportionate and sensible preparations have been carried out for educational visits, that appropriate safety measures are in place and that training needs have been addressed for educational visits
    2. Ensure that approval of all overseas and residential trips are sought from the Evolve Educational Visits Adviser
    3. Ensure that the Headteacher shows how their plans comply with legislation, regulations and guidance, including the School’s Health and Safety policy
    4. Ensure that they are informed about and assess less routine educational visits well in advance (for example adventure activities and those visits which involve an overnight stay or travel outside of the UK)
  2. Headteacher
    1. Decisions about educational visits are delegated to the Headteacher
    2. The Headteacher will:
      1. Ensure that educational visits comply with legislation, regulations and guidance including that provided by the Local Authority and the School’s own Health and Safety Policy
      2. Ensure that the EVC is competent to arrange, administer and monitor educational visits
      3. Ensure that every educational visit will have a Group Leader who has been appointed or approved by him/her
      4. Be confident that all reasonable steps have been taken and policies/procedures are in place to ensure that the School is not, as a result of any trip, placed at unacceptable financial risk
      5. If the Headteacher takes part in the Educational Visit as a group member, he/she will follow the instructions of the Group Leader who will have sole charge of the Educational Visit
    3. The Headteacher will also ensure that:
      1. Educational Visits to local or national locations do not take place unless specific approval has been given by the Headteacher or EVC in advance; overseas or residential trips must also be approved by the LA
      2. Appropriate risk assessment(s) for the planned educational visit have been carried out, a Plan B (where appropriate) has been drawn up, and that adequate health and safety measures are in place.
      3. Those who are conducting the risk assessments have the necessary qualifications (where needed), knowledge, skills and experience to do so
      4. Any relevant qualifications claimed by the Group Leader or other relevant members of the group have been checked and verified and are up to date
      5. Supervisors are properly assessed in accordance with the School’s Safeguarding policy
      6. The relevant staff have:
        1. adequate contact details for the Group Leader and or supervisors on the educational visit
        2. the address and phone number of the venue(s) and a contact name for each
      7. There is a contingency plan for any emergency or delay
      8. Staff understand how to deal with the press during an emergency and who to contact
      9. The Group Leader reports back after the visit and ensures that any appropriate follow-up action is taken
  3. Educational Visits Coordinator (EVC)
    1. The EVC is responsible for helping to arrange and administer educational visits and to manage risks posed by educational visits
    2. The EVC will:
      1. Support the Headteacher and Chair of Governors with approval for educational visits and other decisions relating to them
      2. Consider applications for approval for an educational visit to take place alongside the LT
      3. Ensure that there is adequate insurance cover for educational visits.
      4. Work with the Group Leader to provide details of educational visits beforehand to parents, students and supervisors (where required)
      5. Keep records of educational visits, including reports of accidents and ‘near-misses’
      6. Monitor risk assessments, systems and accident reports and general practice on educational visits on a regular basis
  4. Group Leader
    1. Before anyone is authorised to act as a Group Leader, he/she must read this policy including Appendix 1 and 2 (and return a signed copy to the Trips and Payments Officer in acknowledgement of this) as well as any other relevant policies applicable to the educational visit
    2. The Group Leader must follow legislation, regulations, guidance and applicable School policies relevant to educational visits, including the Health and Safety, Behaviour for Learning and Safeguarding policies
    3. The Group leader should obtain specialist advice from the EVC or another appropriate source(s) to enable educational Visits to be undertaken safely
    4. Where required, the Group Leader will be appropriately qualified and will produce first-hand evidence of such qualification e.g. original certificates
    5. The Group Leader has overall responsibility for:
      1. The preparation and planning of the educational visit (in consultation with the EVC or another appropriately qualified person) including obtaining approval for the educational visit to take place
      2. Carrying out risk assessment(s) for the main activity and Plan B (where appropriate)
      3. The supervision and conduct of students and staff on the educational visit
      4. The health and safety of the group
      5. The behaviour and discipline of students during the educational visit
    6. The Group Leader will also:
      1. Ensure that all those attending or involved in the educational visit know who is in charge at any time and that all supervisors and external providers are clear about their respective responsibilities
      2. Ensure that there is a plan for emergencies and that everyone on the educational visit is aware of emergency arrangements
      3. Take immediate steps to terminate the educational visit if the health or safety of the students or staff is at risk
      4. Ensure that any insurance conditions are complied with
      5. Ensure that there is sufficient access to first aid provision and the School’s Administration of Medicine policy is adhered to
      6. Obtain relevant medical information for students
      7. Obtain and carry emergency telephone numbers and details of emergency points of contact
      8. Communicate with the Headteacher/EVC and/or directly with parents during the educational visit, if necessary
      9. Ensure that staff contact and medical details are taken on the trip in a sealed envelope
    7. The Group Leader, in consultation with the Deputy Headteacher (Pastoral), has the right to return any student home if, after consideration of all relevant matters, he/she is of the opinion that such action is warranted. Extra costs arising out of any such event will be payable by the parent, who must be contacted before any student is returned
    8. The Group Leader will make arrangements for another appropriately qualified person to take over his/her responsibilities in the event of incapacity or injury to him/her
  5. Supervisor(s
    1. Supervisor(s) will:
      1. Be properly checked and assessed in accordance with the School’s Safeguarding policy and procedures
      2. Help ensure the health and safety of everyone in the group and act as any reasonably prudent parent would do in the same circumstances
      3. Follow the instructions of the Group Leader and help with control, behaviour and discipline of the group
      4. Speak to the Group Leader or a member of staff if concerned about the health or safety of anyone attending the educational visit
      5. Consult with the Group Leader and, where appropriate, take immediate steps to terminate the educational visit if there is an unacceptable risk to the health and safety of students or anyone else attending the educational visit
      6. Be aware of potential conflicts of interest if their own children are members of the group and discuss this beforehand with the Group Leader
      7. Not be left in sole charge, except where it has been previously agreed as part of the risk assessment
      8. Wear clothing appropriate for the activities and nature of the trip. Where students are expected to wear School uniform/dress code all staff must also dress as for a normal School day
  6. Students
    1. Students must:
      1. Follow the instructions of the Group Leader and supervisor(s) during the educational visit and comply with the School’s Behaviour for Learning policy
      2. Not behave in a way which put themselves or others at risk
      3. Share any concerns they have with a member a supervisor or the Group Leader
      4. Dress appropriately and use any safety equipment as instructed
      5. If abroad, be sensitive to local codes and customs
  7. Parents
    1. Parents must:
      1. Provide clear information and updates on their child’s health and/or any special needs, including the need for medical attention or medication
      2. Ensure that they provide up-to-date contact details or other appropriate contact details in the event that they will be unavailable
      3. Reinforce the standard of behaviour and conduct expected of their child on the educational visit
      4. Understand the clothing, footwear and kit that will be required and ensure that these are provided (where appropriate)

Procedure

  1. The Group Leader will:
    1. Seek approval from the relevant Subject Leader
    2. Complete the relevant sections in Evolve (including a trip expenditure form) and submit the trip for ‘Outline approval’
    3. Inform Cover Officer of the proposed staffing to establish cover requirements
    4. Prepare a fully costed budget for the trip to include all known predictable costs, including of lesson cover (where appropriate). The Group Leader's budget must demonstrate that the trip is not expected to lose money or put the School at financial risk
    5. Await outline approval from the LT after they have discussed the viability of the trip. The group leader must not commit School funds nor offer the trip to students/parents until formal clearance from the LT is obtained
    6. Provide Trips and Payments Officer with a draft letter for parents once approval has been gained
    7. Undertake risk assessment(s) for the educational visit and a Plan B in case the primary activity is undeliverable (see Appendix 1)
    8. Ensure that parental consent has been obtained for the students to attend the educational visit (including specific written consent to the trip where required)
    9. Submit final Evolve documentation at least 5 working days in advance of a low-risk day trip; 5 weeks prior to an adventurous activity or residential trip
    10. Complete trip evaluation via Evolve upon return

Financing

  1. All trips should be self-financing
  2. Pre-payments for tickets etc. must not be made unless the Group Leader abides by the relevant terms and conditions. No charges should be incurred. Overspends must be covered by department budgets
  3. Groups leaders must be confident that planned trips will attract the required number of students, as transaction costs are incurred when returning deposits
  4. If there are any unexpected losses, they should be explained in writing to the Finance Department and met from Departmental budgets or, if practicable, charge to parents
  5. Detailed accounts of all trips must be given to the Finance Department within one month after the return to School

Charging

  1. The School has a separate Charging and Remissions policy which should be read for information about charging

Consent

  1. Consent is always obtained from at least one parent for every educational visit
  2. If consent is not given by one or both parents the School reserves the right to refuse to allow the student to take part in the educational visit

Risk assessment

  1. The School adopts a common-sense and proportionate approach to health and safety on educational visits
  2. An assessment of the risks involved in the activity and the appropriate steps required to counter them will be carried out for every educational visit
  3. If there is no generic risk assessment for the activity, or if the visit involves one of the following factors (listed below) the Group Leader must carry out a specific written risk assessment for the educational visit:
    1. off-site activities that take place totally outside normal school hours including during school holiday periods or during weekends
    2. overnight and residential stays
    3. visits outside the UK
    4. adventure activities
  4. If any risk is considered to be unacceptable by the Group Leader, EVC or Headteacher, the educational visit shall not go ahead or shall be terminated if already in progress
  5. Where appropriate, the Group Leader should also consider and risk-assess a Plan B and/or contingency plan in addition to the main activity, in case the main activity is undeliverable
  6. Regardless of the type of the visit, the Group Leader must be prepared to re-evaluate and/or reassess the risks whilst the visit is taking place, taking into account any relevant changes in circumstances or factors such as fatigue or changes in the weather. If the risks become unacceptable the educational visit shall be terminated and/or a Plan B activity carried out
  7. Further guidance on risk assessments can be found at Appendix 1

Insurance

  1. There shall be appropriate insurance cover in place for each educational visit which should include, but is not restricted to, employer’s liability insurance, public liability insurance and personal accident insurance
  2. The Group Leader should consider whether the whole of the educational visit is covered by the School’s existing insurances. If not, the Group Leader should consider whether separate insurance is required
  3. Parents should be informed of the insurance arrangements made by the School in clear terms
  4. The School cannot accept liability for the failure of insurance for reasons beyond the control of the School or where the School has made reasonable enquiries and exercised reasonable care

Supervision

  1. Supervision of students can be close or remote but must always be 24 hours a day
  2. There must be an adequate ratio of adults to supervise students throughout educational visits. This ratio should derive from the risk assessment(s) undertaken and the risk factors identified
  3. Where a supervisor is also a parent of a student on the educational visit, that parent shall not usually count in the ratio for the group as a whole. If parents must be counted within this ratio the School will ensure they have completed appropriate vetting checks and provided adequate briefing information and supervision during the trip. Where appropriate, there should be provision within the ratio for a different supervisor/teacher, in the event of an emergency or incident, to:
    1. deal with any emergency or incident
    2. seek emergency and/or medical assistance
    3. supervise the remainder of the party
  4. For local low-risk visits in normal circumstances and subject to any special considerations the following ratios may be appropriate:
    1. Year 7 onward 1:15–20
  5. The ratio should become closer the more complex or hazardous the activity
  6. For residential visits with mixed gender groups there should normally be at least one male and one female supervisor. If this is not the case, then parents must be informed beforehand
  7. Where students are supervised remotely, the students must have the aptitude for, and be appropriately trained, briefed and experienced for the activity involved
  8. There must also be emergency back-up available for students and students must have the means and ability to use it
  9. The Group Leader will ensure that each student who is not under visual supervision is accounted for. This means the Group Leader will know the identity, whereabouts and expected time and place of return of the student(s)

Safeguarding

  1. The School’s Safeguarding policy and procedures will apply at all times during educational visits
  2. For the duration of the educational visit, the Group Leader will carry out the duties of the School’s Designated Senior Leader or will name an appropriate adult member of the group to do so. If necessary, the School’s Designated Senior Leader will be contacted for advice
  3. Any incident amounting to an allegation or suspicion of abuse which occurs whilst on the educational visit will be dealt with appropriately at the time and will be reported to the School’s Designated Senior Leader and to the Headteacher as soon as practicable

Inclusion

  1. The School endeavours to provide as many enrichment opportunities as possible. However, School trips are constrained by a number of factors, availability of staffing, the impact on lessons across the School whilst teachers are absent supervising a trip and limits imposed by the places visited
  2. If trips are oversubscribed, the School looks at increasing the number of available places where possible. At present, selection for all trips is by random selection
  3. The School will make every effort to ensure that students are able to take a full and active part in educational visits and that reasonable adjustments are made to ensure they are accessible to all, irrespective of disability, special educational or medical needs, ethnic origin, religion, gender, sexual orientation etc.
  4. The School will only consider preventing a student from attending an educational visit as a last resort and will only do so following consultation between the School, the student and the parent(s) and only if the refusal is a proportionate means of achieving a legitimate aim (for example because of an unacceptable risk to the health and safety of the student concerned or others on the educational visit)
  5. The School will work with parent(s) and student(s) in order to agree a way forward in respect of the proposed educational visit and retain a written record of the steps taken and the final decision

Adventure activities and external providers

  1. Where the main activity is an adventure activity or any activity which is facilitated by an external provider, the Group Leader will have regard to the appropriate legislation and guidance available at that time. This should include, but is not restricted to, the guidance Handbook for group leaders (DFES-0566-2002), Standards for adventure (DfES 0565 2002) and Group safety at water margins (DfES/CCPR/2002)
  2. Anyone who leads an adventure activity will have attained an adequate standard of competence and experience in the activities undertaken. Where possible this will be verified by reference to accepted standards of competence such as National Governing Bodies or association for the sport or activity concerned. Where no such body can be identified, the School will obtain evidence of the competence of the external provider, including seeking references from other schools, where appropriate.
  3. The level of qualification required should be matched to the relevant hazards and risks associated with that activity and specific advice can be obtained from the relevant federations or associations
  4. The Group Leader should check if external providers are required to have a licence to provide Licensed Activities (caving, climbing, trekking and water sports) and, if so, that they hold a current licence, at [www.aals.org.uk.2]
  5. If an external provider is used, the Group Leader should ensure that they are competent and should endeavour to use providers holding a Quality Badge or other accredited providers, wherever possible. More details can be found relating to the Quality Badge Scheme can be found at: [1]
  6. If an external provider holds a Quality Badge, further assessment of their competence is not required, but the Group Leader should check that they can meet the particular needs of the group
  7. If the Group Leader assigns the technical instruction of the group to an external provider, he/she should agree with the external provider their respective roles. Everyone must have a clear understanding of the roles and responsibilities of supervisors and external providers
  8. The Group Leader and School staff retain responsibility for the moral and emotional wellbeing of students during the activity at all times and should not hesitate to withdraw them from an activity they judge to be unsafe or causing distress
  9. Students’ views should always be taken into account. Students who are reluctant to undertake a particular activity should never be forced to participate in that activity
  10. The Group Leader will take appropriate steps to ensure that external providers do not have substantial unsupervised access to students unless this has been authorised and risk assessed by the School
  11. The Group Leader will ensure that all appropriate safety measures are taken and that all safety equipment provided is used in accordance with the recommendations of the appropriate National/Local Governing Body or association for the sport or activity concerned
  12. Prior to commencement of any adventure activity the Group Leader should be fully satisfied with arrangements for health and safety
  13. In the event that he/she is not satisfied he/she will consider whether it is appropriate to abort the activity altogether or whether it is safe and/or appropriate to undertake a Plan B

Transport

  1. The Group Leader, as part of the planning and risk assessment of an educational visit shall consider the transport requirements, including contingency planning for cancellation, delay or breakdown of the transport arrangements
  2. The Group Leader will ensure that the mode of transport is appropriate for the educational visit. Where required, the School will also ensure that the mode of transport is accessible for all participants e.g. wheelchair users
  3. The Group Leader must adhere to the School’s policies and procedures on transport
  4. The Group Leader should ensure that journeys are properly planned with adequate rest stops and that a second driver is provided, if appropriate
  5. The School should ensure that the driver of the vehicle has the appropriate licences, insurances and is competent to drive the vehicle concerned
  6. Those authorised to drive students should:
    1. be over 21 years of age
    2. have a minimum of two years’ driving experience
    3. ensure that they hold the appropriate licence to drive the vehicle in the country of use
    4. ensure that they are aware of and comply with the driving laws in the country concerned
    5. never have been disqualified
    6. have experience in handling the size or type of vehicle that will be used
    7. ensure that the vehicle is roadworthy and has a valid tax disc and MOT certificate and operators’ licence (where required) and appropriate insurance cover
    8. be able to comply with the minimum eyesight requirements applicable to that vehicle
    9. wear a seatbelt and ensure that all passengers use the appropriate restraints or seatbelts
    10. not usually drive for more than 4.5 hours or less if tired, without taking at least a 45-minute break
  7. Records will be retained by the School about the vehicles in which students are transported including insurance details and a list of named drivers

Off-site accommodation and trips abroad

  1. The School will ensure that all off-site accommodation provided for use by students on educational visits is satisfactory and, where possible, has been assessed by the School before use
  2. Where this is not possible, for example for exchange visits in private households and/or on tours and expeditions arranged through external tour operators or organisations, the School will obtain appropriate assurances that the accommodation provided is of a satisfactory standard, such as by seeking references from other schools
  3. Students staying in off-site accommodation on educational visits will be supervised at all reasonable times by supervisors or by legally appointed chaperones or external providers who have been approved by the School to accommodate and supervise them on its behalf
  4. Supervisors will have at least daily contact with students and regularly discuss any concerns that students may have in relation to their accommodation or care
  5. The Group Leader will ensure that students have emergency contact details of a designated person(s) and the designated person(s) is available at all times
  6. Group Leaders making their own arrangements need to be clear about procedures in the relevant country for vetting the suitability of external providers, host families and others, including criminal background checks insofar as these are available and keep a record of checks which are made
  7. If the host school, placing agency or external provider does not have appropriate measures in place for carrying out checks to ensure the health, safety and welfare of students, the Group Leader should seek further assurances and/or reconsider whether the educational visit should take place at all

First aid

  1. The Group Leader will have regard to the School’s Administration of Medicine policy and will ensure that there is access to adequate first aid provision on each educational visit. The minimum requirements for educational visits are:
  2. a suitably stocked first aid container
  3. at least one appointed person to take charge of first aid arrangements

Accidents and emergencies

  1. All members of the educational visit should be aware of the action that they should take in the event of an emergency, particularly where there is a risk of death, personal injury, damage to property or involvement with the police
  2. In the event of an emergency, all members of the group should:
    1. assess the nature and extent of the emergency
    2. take immediate action to safeguard themselves and other members of the group (which may include contacting the emergency services)
    3. remain calm
    4. contact the Group Leader (or designated emergency contact)
  3. The Group Leader or supervisor (in the event that the Group Leader is unable to carry out this role) should:
    1. summon emergency assistance and/or medical assistance and/or inform the Police, if appropriate
    2. if there are casualties, ensure that they are accompanied and that the remainder of the group is adequately supervised
    3. seek assistance from the Headteacher/EVC where appropriate
    4. follow the procedures below:
      1. ensure that the incident is properly recorded and that the Headteacher or EVC is contacted as soon as reasonably practicable
      2. make arrangements to inform parents of any accidents or injuries and first aid treatment affecting their child as soon as practicable
      3. an initial report should be made to CST on 0118 902 1637, who will advise on the contacting of the HSE’s Incident Contact Centre on 0845 300 99 23 as soon as possible, in the event of:
        1. Students: any death or incident where a student is taken from the accident site to hospital should be reported to the HSE and must be recorded
        2. Employees: any death or serious injury or disease to any employee or accident which prevents the injured person from doing their normal work for seven days should be reported to the HSE and must be recorded
        3. Dangerous occurrences: sometimes known as near-misses or near-accidents may also need to be reported. Further guidance can be found at: [2]
  4. Under no circumstances should anyone make a statement to the press or any admission of liability for any occurrence other than on legal advice
  5. Any statements to the police, HM Revenue & Customs or other officials should only be made in the presence of a lawyer and on his/her advice
  6. Where a claim might be brought following theft or other loss, the local police must be informed. The Group Leader should note down the name and reference of the official and the time and date the report is made and written confirmation should be obtained from the official if practicable
  7. The Group Leader will liaise with the Headteacher and EVC in respect of any further investigation or report(s), if required

Appendix 1: Further guidance on risk assessment

  1. Any risk assessment should:
    1. identify the potential hazards involved in an activity
    2. decide who might be harmed and the potential severity of harm
    3. evaluate the risks and decide on precautions
    4. consider the residual risk
    5. record the findings and implement them
  2. There are three different types of risk assessment:
    1. Generic activity risk assessments: which apply to the activity wherever and whenever it takes place
    2. Visit- or site-specific risk assessments: which will differ from place to place and group to group. They will be undertaken for each venue and address the specific needs of each group
    3. Dynamic or ongoing risk assessments and reassessments: which should take account of any relevant changes in circumstances or factors such as changes in the group dynamic or weather
  3. When risk assessing an educational visit, the following should be considered:
    1. the ratio of adults to students
    2. gender, age, size, ability, competence and behaviour of the group
    3. supervision and vetting requirements
    4. the general and specific competences of the Group Leaders, supervisors and external providers
    5. the first aid requirements and knowledge of the Group Leaders, supervisors and external providers
    6. the special educational, medical needs and disabilities of students on the visit
    7. duration and nature of the activity
    8. the environment and conditions in which the activity will take place
    9. any equipment to be used
    10. a Plan B in addition to the main activity
    11. contingency plans and emergency procedures
    12. accommodation and security arrangements
    13. travel and transport arrangements.

Appendix 2: Further guidance for group leaders

  1. Areas or activities involving significant hazard should be reconnoitred if possible; alternatively, reliable information should be obtained concerning the nature of any hazards and means of avoiding or minimising risk
  2. Briefing supervisors
    1. The Group Leader is responsible for ensuring that supervisors know who is in charge, their responsibilities, the travel arrangements, the types of activity permitted, the emergency contacts, the special needs of individual students and the arrangements for welfare
  3. Appropriate clothing and equipment
    1. Students should wear school uniform or kit unless permission has been given for other clothing
    2. Staff on the trip should wear clothing appropriate to the activity
    3. Students (and parents) must be told to bring clothing that is appropriate to all anticipated temperature and weather conditions
    4. Specialist equipment must be identified separately from clothing
    5. Clear instructions on whether or not students will be allowed to carry mobile phones should be provided to parents and students in advance of the visit
  4. First aid and medication
    1. The first aid kit should include:
      1. antiseptic wipes
      2. medical preparation for cleaning wounds
      3. sterile dressings (adhesive) of various sizes
      4. surgical tape
      5. a triangular bandage and supply of safety pins
      6. plastic gloves
      7. a brief guide and notes on first aid.
    2. The Group Leader must appoint one supervisor to be responsible for first aid and/or medication and that all members of the group are aware of the arrangements in accordance with the School’s first aid administration of medication procedures
  5. Fire drills and emergency evacuation arrangements
    1. The fire drill and emergency evacuation arrangements must be explained to every person in the group by a designated person. This should include escape routes, alarm points, assembly points, avoidance of panic etc.
  6. Mobile phones and students’ property
    1. Mobile phones can be very useful in emergencies. However, there are reasons why their use by students should be restricted on educational visits, for example:
      1. mobile phones can act as distractions, preventing students from making full use of the educational opportunities offered by the visit
      2. carrying mobile phones can expose students to the risk of mugging and street violence
      3. loss or theft of mobile phones can involve Group Leaders in time-consuming reporting procedures
      4. homesickness may be made worse by frequent use of mobile telephones
    2. For each visit, the Group Leader will formulate clear guidelines on the use of mobile phones
    3. The Group Leader and at least one other adult supervisor will carry a charged mobile phone at all times and will ensure that an emergency contact at the School has the relevant numbers. The School will provide School mobiles for staff usage where possible
    4. Similar rules will apply to all items of personal property including for example, cameras. Parents are requested not to send students on educational visits carrying expensive equipment that may attract thieves or be lost or broken. In any event, students will be responsible for all items of personal property taken on the educational visit
  7. Alcohol
    1. Part two of the Teachers’ Standards, sets out expectations of teachers' conduct. Page 14 states that teachers are expected to "demonstrate consistently high standards of personal and professional conduct"
    2. Drinking alcohol in front of students, or heavy drinking during a trip, could be seen as contravening the Teachers’ Standards. Similarly, it is important that the behaviour of staff does not bring the School into disrepute
    3. The Group Leader may decide that it is acceptable for staff who are not supervising students in the evening to have a small amount of alcohol
    4. If a visit leader decides to allow staff to take some 'free time' during residential visits, it may be acceptable to consume alcohol. In this situation, care should be taken to ensure that staff regarded as 'on duty' understand that they are not permitted to consume alcohol during this time, since they have a duty of care over the pupils attending the visit, and may be required to make professional decisions or actions
    5. Adequate supervision must be in place at all times and a minimum of two members of staff must be ‘on duty’ at any one time
    6. Students are not permitted to drink alcohol on School trips and further information on Drugs and Alcohol can be found in the Drugs and Alcohol policy
  8. Educational visits outside the UK
    1. Care should be taken over selection of the supplier of transport and accommodation and only firms with ABTA membership should be used
    2. The Group Leader will ensure that each student has their passport and necessary visas and other travel documents before embarking on an educational visit outside the UK
    3. If possible one of the supervisors should be able to speak and read the language of the country visited, or at the very least be able to hold a basic conversation and know what to say in an emergency
    4. It is advisable for students to carry a note in the relevant foreign language in case they get lost asking the reader to reunite them with the group and/or take them to the police station. They should also carry the Group Leader’s name and emergency contact numbers
    5. The Group Leader must ensure that each student knows:
      1. that he/she may not bring into or take out of the United Kingdom: animals, insects, vegetable matter, flick knifes, real or imitation firearms or other prohibited items
      2. all similar rules that apply on arrival in and leaving any country being visited
      3. that children under 17 are not entitled to duty free allowances
      4. that any student bitten by an animal must seek medical treatment immediately.
    6. Each student attending a visit in another EU member state should have a European Health Insurance Card (EHIC). This can be applied for online, by telephone or by post and is obtainable free of charge. See [www.ehic.org.uk]
    7. Where relevant, risk assessments will include obtaining information on the need for vaccinations and/or inoculations and ensuring that these are carried out in good time before the educational visit takes place
  9. Group Leader’s checklists
    1. The Group Leader should ensure that he/she has all appropriate equipment and paperwork for the educational visit, to include, where appropriate, the following:
      1. a full list of the party members
      2. details of emergency contacts
      3. consent forms, including medical consent which may need to be produced at a hospital(where required)
      4. an appropriate first aid kit
      5. one, and preferably two, mobile phones with charger
      6. a detailed itinerary
      7. all documents covering booking, travel arrangements and accommodation
      8. receipts for payments
      9. a card or means to access emergency funds
      10. full insurance details and documents
      11. details of weather forecasts (where appropriate)
      12. EHICs, passport documents and visas (where appropriate)
    2. A copy of all relevant information should be retained at the School office. The Group Leader must provide the EVC/Trips and Payment Officer with the copies of the following documents (where appropriate):
      1. details of destination, date and times
      2. a list of students and staff attending
      3. contact telephone numbers (mobile)
      4. a detailed itinerary and documents covering bookings, travel arrangements and accommodation
      5. consent forms (including medical details)
      6. risk assessments
      7. emergency contact details
      8. full insurance details and documents
      9. copies of passports
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