Brancaster Activity Centre Norfolk Coast

2019 Essential Information and

Health & Safety

Licence held for kayaking,

sailing and improvised

rafting

REGIONAL DIRECTOR: Paul Forecast

Registered Charity Number 205846

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Please note that this document comes into operation on the 1st January 2019 and

supplements National Trust’s national and regional policies. It is reviewed annually.

Statement of Intent: Brancaster Activity Centre (BAC)

We aim that our visitors have an enjoyable and challenging adventurous experience where both benefits and the associated risk of the activities provided are assessed jointly.

We will enable visitors to leave with improved skills; children learn to take responsibility and make judgements and assess risk for themselves.

Our qualified and experienced staff and volunteers will work closely with individuals to ensure that learning outcomes are met and the students gain a positive and valuable experience.

Equipment, premises and vehicles are maintained to a high standard and in compliance with regulations. Signed Tracey Sizeland Date: January 2019 Tracey Sizeland Outdoor Learning Centre Manager Brancaster Activity Centre

CONTENTS 2: Statement of Intent and Contents

3-4: Roles and Responsibilities; Visiting adults, Activity Centre staff

5-6: Fire, Security and Safety, Safeguarding and Child Protection, Our Vehicles,

Electrical Equipment, Clothing, Lost Property, Complaints

7: Policies and Procedures available

8: Liability Insurance

9-12: Form 1 Advance Information and Insurance Form

13: Form 2 Room Occupation form

14-15: Floor Plans

16: Residential Kit List

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Roles and Responsibilities: Visiting adults

Before arrival

Return the Advanced Information and Insurance form on pages 9-12 of this document 1 month prior to your visit. This ensures the team, including our cook can plan accordingly for your visit.

Discuss any educational, medical or other special needs or requirements in advance with the Business Support Co-ordinator at BAC.

Risk assessments and session plans for water sport partner activities will be sent out with confirmed timetables for you to share with other visiting adults.

You are welcome to arrange a pre-visit to support planning for your trip.

Share information with parents and carers about the trip and ensure kit lists are issued.

The trip

You MUST bring a minimum of one loco parentis adult per 15 children plus one further

loco parentis adult in case of emergency/incident. If a child requires 1:1 support this

member of staff CAN NOT be counted in this ratio. Ensure you follow your school

guidelines and risk assessments particularly for overnight ratios.

For cycling 2 adults are required to support each activity group.

Visiting adults are in loco parentis at all times and solely responsible during any free or visiting adult led time particularly around water-sports and partner activities.

You MUST bring a qualified First Aider for periods outside of activities. Epipen users MUST be supported by a trained adult.

Follow fire evacuation procedures and ensure fire exits are not blocked and fire doors are not propped open.

Adults MUST attend the tour of the centre, the “Visiting adults briefing” on the first night and safety briefings before undertaking activities.

Ensure children remain within the boundaries indicated on the introductory tour unless accompanied by an adult.

Be aware that more incidents occur in bedrooms during free time than during structured activities!

Report all incidents, however small, to a BAC staff member.

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Ensure children are suitably clothed and assist with changing.

The self-catering kitchen on the 1st floor is for adult use only and should be kept locked at all times.

Please do not bring children on the trip if they have suffered from vomiting or diarrhoea in the previous 48 hours.

Roles and Responsibilities: BAC Staff

Deliver welcome briefing to children and visiting adults including fire evacuation drill. Are responsible for instruction and health and safety during activities and will liaise with you if any activities need changing during your visit due to unforeseen circumstances. Regularly review risk assessments for all activities and sites. Assist at meals and ensure activity groups are briefed on timings and clothing requirements for their next activity. A member of BAC staff onsite and available to assist until 8pm, returning at breakfast. A member of BAC staff on call overnight and within 60 minutes of centre. Follow National Trust formal incident reporting procedure. Maintain an appropriate ratio of Learning & Engagement Officer to children during activity sessions. Follow procedure and policy in emergency situations. BAC staff reserve the right to exclude any participant from taking part if their own or others’ health and/or safety is compromised. Copies of visiting adult’s briefings are available upon request – these will be delivered by National Trust staff at the time of your arrival and are available for reference during your stay in the Visiting Adults Information file.

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Fire All groups will be given appropriate fire evacuation advice and a fire drill will be practised.

Please contact us directly to discuss specific individuals who may require additional support

with regard emergency evacuation, a Personal Emergency Evacuation Plan can be discussed

and completed on arrival.

Security and Safety Please take care to close doors and windows at night and whenever you leave the building. Access keys/codes to rooms will be given to visiting adults on the first day of your stay. A 2-way radio is available if children are resident in Spoonbill bedroom to allow them to contact an adult without having to leave the room. We have one accessible bedroom and bathroom (Spoonbill). Please discuss requirements ahead so that an appropriate management plan and risk assessment can be put in place. Any unfamiliar face must be challenged and external visitors or contractors will be supervised.

Safeguarding and Child Protection Learning and Engagement Officers hold enhanced certificates from the Disclosure and Disbarring Service. Safeguarding concerns are recorded and reported. Queries or concerns should be raised with the Welfare Lead – in this case the Outdoor Learning Centre Manager. National Trust Working with Vulnerable groups including Children Policy is summarised in our ‘Safe and Sound’ leaflet, this is available on request. Our Vehicles We follow and comply with guidance on maintaining the roadworthiness of passenger carrying vehicles set out by the Department of Transport and follow National Trust procedures. Our minibus has 16 passenger seats; rear seats have adjustable seatbelts and the front have standard seatbelts. All drivers hold the appropriate qualifications – please ask if you wish to see details. Where required National Trust staff/volunteer cars are insured for work purposes e.g. for assisting with transport to the local surgery/hospital or on activity; a car seat is available for use in vehicles, if a child is under 12, or under 135cm in height.

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Electrical Equipment All the centre electrical appliances are PAT tested. Visiting adults should ensure any electrical items brought into the building are in good working condition.

Please note there is an induction hob in the small kitchen on the first floor of the centre. Guests with pacemakers are advised to check with their doctor to ensure there will be no interference with their pacemaker. Guests with pacemakers are also advised to keep a distance of at least 60cm (2ft) from the hob when in use.

School pupils should not bring mains electrical equipment except for medical reasons.

Clothing Please refer to the kit list for clothing and follow any additional advice given upon booking.

Lost Property Please label items to prevent loss. We can only return lost property upon receipt of postage costs. Items will be recycled if not reclaimed after 3 weeks. Please avoid bringing valuables.

Complaints In the first instance any complaint should be addressed to the Outdoor Learning Centre Manager who will act accordingly. If necessary they will direct the case to Victoria Egan, General Manager, Norfolk Coast and Broads. National Trust Complaints Procedure can be made available to you on request.

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Policies and Procedures: The Norfolk Coast and Broads Portfolio has an Emergency Procedure document covering risk

areas. Please ask if you wish to see our procedures for any of the following.

Flood Risk

Crime

Safeguarding

Staff and Volunteers are inducted in the procedures and are familiar with the content of this

document. We carry out annual reviews and test our procedures regularly.

BAC also has an additional Information policies and procedures documents which includes:

Fire and Evacuation policy

Overdue Group procedure

Lost/missing child procedure

First Aid and incident reporting procedure

Irregular Occurrence Procedure/ Police involvement

Special Education Needs and Disabilities Code of Practice

Access Statement

Recruiting and Training Procedures

Centre Safety Management Responsibilities

Staff and Volunteer Profiles and Qualifications

Environment and Energy policy

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Liability Insurance Insurance National Trust values and encourages the involvement of children and young people in its work and activities. As an organisation committed to promoting their well-being and enjoyment, we have introduced a detailed policy and good practice code on the subject, summarised in the ‘Safe and Sound’ leaflet. Please remember that ultimate responsibility for the conduct, safety and welfare of the young people in your group while you are on a National Trust property will remain with you and your fellow carers. Please do take all appropriate precautions to make sure that the members of your party are appropriately supervised and safe at all times. In case there is an incident, the Trust has insurance in place to cover its own legal liabilities up to an indemnity limit of £125,000,000. The eventuality of your group causing loss or damage, for which we would need to be compensated, is something which groups such as yours will normally have insurance for. To avoid misunderstandings, we do need to know before the visit that your group has such ‘public liability’ insurance to a level of at least £5,000,000. National Trust’s Under 18 group indemnity and confirmation form forms part of the documents you sign and return to us at least 1 month prior to your visit. School parties are usually under their LEA’s block insurance policy.

National Trust's Public and Employers' Liability Insurance Details Details are given below of the Public and Employers' Liability insurance arranged for the benefit of National Trust.

EMPLOYERS LIABILITY

INSURER: Zurich Municipal

POLICY NO: QLA-22QD45-0013

EXPIRY DATE: 29 February 2020

Limit of Indemnity: £10,000,000 (10 Million)

Excess: NIL

PUBLIC LIABILITY

INSURER: Zurich Municipal & others

POLICY NO: QLA-22QD45-0013

EXPIRY DATE: 29 February 2020

Limit of Indemnity: £10,000,000 (10 Million)

Excess: NIL Insurance is renewed annually. Current certificates are always available at BAC.

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FORM 1 (4 pages) Advance information and Insurance

Please return this to us 1 month prior to your visit

Name of group: Dates of visit:

Contact Name:

Lead adult on

visit:

Contact number for person leading visit for coach journey (in case of delay):

Number of participants

Under 18’s Adults

Girls: Males

Boys: Females

Age range

Any pregnant adults

(please complete your own risk assessment if yes)

Please note: sheep may be present in the countryside

used for activities, please ask if you need further details

We require that you bring a minimum of one loco parentis adult per 15 children, plus one

further loco parentis adult in case of emergency incident such as accompanying a sick child to

hospital/doctor. Please also provide additional support adults where needed, eg if a child

needs 1:1 support. One adult is free for every 8 children, and additional support adults are also

free. Extra adults are charged for accommodation and meals. Ensure you follow your school

guidelines and risk assessments, particularly for overnight.

You will be charged for the agreed minimum number of students or the number shown

on this form if greater.

Whilst we believe that children attending a residential visit benefit from a whole range of social

and personal outcomes we would like you to identify a couple of specifics – e.g teamwork,

personal success, understanding of our impact on the natural environment – this enables us to

match our instruction to your outcomes, adding to the value of the visit.

Visit Aims/Learning Outcomes for your educational visit (these should match those

entered on Evolve if used)

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Where activities are relevant to your visit, please complete the following table from the

information you have collected from parents/carers.

Non-cyclists will need to join another group as our staff are not insured to teach beginners

Cycling Cannot ride/uses stabilisers Rides but not

confident

No road experience

Name of child/ children

Kayaking, sailing,

rafting,

Non-swimmer (these will

still be able to participate –

it’s just helpful for our

instructors to know)

Name of child/ children

Special requirements e.g. physical, educational, behavioural

Please give us as much information as possible; detailing any adaptations required e.g. large

print, specific issues, supported by school 1:1

Name – Please

state adult or child

Special requirements/guidance to staff

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Medical needs, including allergies

Please ensure you inform us of any epipen users. It is your responsibility to provide a trained adult to assist with emergency administration. This trained adult will be required to be a one to one for water based activities with the epipen user. Please also advise of any visitors who have a pacemaker fitted.

Name – please

state adult or child

Medical information

Dietary Requirements

Please include allergies, religious needs and any vegetarian requirements.

Our Cook is able to talk to you or a parent directly to discuss needs; so please get in touch if

you would like to talk to her.

Due to ordering procedures with our suppliers, if we have not received all dietary needs

at least two weeks before your visit we cannot guarantee we can meet the need.

Name - including

adults

Dietary requests

Are any children celebrating birthdays during your visit? Yes / No

Name: Date:

Will you require access to the activity centre’s gift box? Yes / No

Is your School a National Trust EGM (Education Group Member) Yes /No

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Insurance On behalf of the Group, and in return for your allowing us to visit the Property, we: 1. indemnify the National Trust against any claim which may be brought against the

National Trust arising from or related to the Group’s visit to the Property. This indemnity applies only to the extent that the events giving rise to the claim are wholly or partly the result of an action or omission by a member of the Group or someone accompanying the Group at the Group’s request. ‘Claim’ includes claims, actions, proceedings, costs, expenses and demands; and

2. confirm that [*we have sent the National Trust’s Under 18 group evidence of public

liability insurance form to our insurers / *the Group is covered by the Local Education

Authority’s block public liability insurance policy].

[* Please delete as appropriate]

For Under 18 Groups please also complete below your public liability insurance details

Name of insurer

Policy

number

Indemnity

limit

Expiry

date

Indemnity to

principals

Details of

public

liability

insurance

*

YES/NO

* Minimum £5,000,000

1. Are there any special terms or conditions applying to the above policy (eg excess etc)?

YES/NO

If YES please give details:

Signature:

I have read and understood Brancaster Activity Centres’ Essential Information and Health

and Safety document

I am aware of my and other adults’ responsibilities on the visit and have/will share with

the accompanying adults prior to our visit

I also sign to say we have parental consent for all pupils to take part in a visit to

Brancaster Activity Centre

I will have necessary medical and contact details with us at time of visit

Signed………………….…………………………………(Lead Visiting Adult)

Date……………………………………………

Receipt by e-mail infers signature by sender

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FORM 2 (1 page) Room Occupation

Please complete before arrival for fire folder. We recommend Shelduck and Lapwing as

adult rooms; also Bittern if numbers suit. Note that the shared bathroom between Lapwing and Bittern can

be locked during a visit to be accessible to only one room and the other room would have a reserved bathroom

along the corridor. Also Heron does not have a full ensuite (toilet and sink only) and so would also have a

reserved bathroom.

Rooms – first floor Name(s)

Redshank (5)

Avocet (7)

Oystercatcher (5)

Shelduck (5)

Rooms – Ground floor

Spoonbill (6)

Heron (8)

Turnstone (6)

Bittern (4)

Lapwing (2)

Upstairs Redshank Two Three

Four

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15

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Residential Kit List – visiting adults and children

Your child’s trip to Brancaster Activity Centre will mix fun and learning. Care of belongings and wearing correct clothing is part of the ‘life skills' aspect of the trip - Children will need to know what they have brought and please label all items to prevent loss.

A complete change of clothes for each day of the visit (5 sets for full week, 3 sets for half week) Include thin layers and thicker jumpers/fleeces all year round. In the summer please pack a combination of shorts and trousers.

Warm coat (all year round)

Hat, gloves and scarf (except in the summer)

Sunhat and sun lotion (high factor)

Sturdy outdoor shoes AND indoor shoes/slippers

Waterproof top and trousers

Towel, wash bag and night clothes

Sleeping bag, pillowcase and sheet

Bin bags – for dirty items – labelled with name

Water bottle

Personal medication as required

Pocket money in a purse (suggest maximum £10 – items in gift box range from 50p - £4.00) Please ensure this is made up of small change.

Small rucksack – to hold kit whilst on activity

We continue with activities in all weathers so please pack with this in mind.

The following activities require additional kit

Raft building, Coastal Safari & Kayaking

A full set of old clothes for EACH of the activities you are doing A pair of old shoes which do up tightly (old trainers are great – wet shoes are fine too,

but please no crocs or loose shoes). These shoes will get wet/muddy/spoilt. A swimsuit/trunks and shorts (Not denim/jeans). A spare towel Bin bag – for wet/dirty things - named For rafting or kayaking if you have a wetsuit you may bring it but please don’t buy one

especially. Sailing, Crabbing and Seal Trip

Wellies

Please don’t bring: Aerosols (deodorant sprays/hairspray etc – they set off the fire alarm) Valuable items / Non-essential electrical items Chewing gum or sweets and snacks (excluding any required for medical needs)