EDUCATIONAL VISITS POLICY

Vision Statement

We are committed to ensuring that all children embrace and achieve their potential by developing a school that improves and grows through innovation, in which children feel safe and valued; families and the school community are supported and work together. Children are taught to be instinctively reflective and inquisitive, thereby leaving our school with the confidence and self-belief to become aspirational, successful citizens in the diversity of 21st century Britain.

Inclusion Statement

At The South Norwood Academy all pupils are valued inspired and respected within our happy, welcoming academy community. We set high expectations for all our pupils. Practitioners give every pupil the opportunity to experience success in their learning, by providing a relevant and challenging curriculum with an emphasis on personalised learning. References made to the United Nations Conventions on the Rights of the Child.

Rationale

Our aim is to provide pupils with an education not only appropriate to their needs, but one which extends and develops their interest and abilities and raises standards. (Article 28, 29)

Educational visits and off-site activities:

help to raise achievement by boosting self-esteem and motivation.

build on pupils’ strengths, interests and experiences and develop confidence to learn and work independently and collaboratively.

give pupils opportunities to become creative, innovative, enterprising and capable of leadership

develop pupils’ physical skills and encourage them to recognise the importance of pursuing a healthy lifestyle and keeping themselves and others safe.

help develop pupils’ integrity and autonomy. School visits and off-site activities provide a valuable tool for broadening pupils’ experiences and learning, and enable us to further develop further aspects of the curriculum which could not be delivered in the classroom.

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(Article 2, 3)

Principles and purpose

We believe that school visits and off-site activities should:

be meaningful and that their principal function is to extend and develop learning.

provide pupils with first hand experiences outside of their normal school or home experiences.

help their pupils to develop relationships that are worthwhile and meaningful.

develop pupils’ awareness and understanding of the environment in which they live.

enable pupils to respond positively to opportunities, challenges and responsibilities, to manage risk and cope with change and adversity.

be planned and carried out safely according to the guidelines from the LA. These principles and purposes are reflected in the detailed procedures which follow. (Article 3)

Responsibilities – The Head of School

The Head of School is responsible for ensuring that all activities are properly planned, appropriately supervised and that proper procedures are followed. In particular, it is good practice for the Head of School to:

ensure that arrangements are in place for the governing body to be made aware of school journeys involving an overnight stay so that questions can be asked as necessary.

ensure that arrangements are in place for the educational objectives of a visit to be inclusive, to be stated in the pre-visit documentation, and to be made known to all relevant parties.

be aware of the need to obtain best value. Appropriate consideration must be given to financial management, choice of contractors, and contractual relationships.

ensure that issues identified by exploratory visits have been satisfactorily resolved within the risk assessment (appendix 6).

ensure that the accreditation or verification of providers has been checked.

ensure that visits are evaluated to inform the operation of future visits.

ensure that there is a contingency plan covering for example the implications of staff illness and the need to change routes or activities during the visit.

make time available for the Educational Visits co-ordinator (Miss Guy), including attendance at courses relating to educational visits.

ensure that visit evaluation is used to inform training needs.

arrange for the recording of accidents and the reporting of death or disabling injuries as required. Accident and incident records should be reviewed regularly, and this information used to inform future visits.

ensure teachers are made aware of and understand LA guidance on emergency planning and procedures.

ensure that the school has emergency procedures in place in case of a major incident on an educational visit and that pupils, parents, group supervisors and others are given written details of these procedures.

ensure that the school contact, named in the emergency procedures, has the authority to make significant decisions; is contactable and available for the full duration of the visit 24

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hours a day; is able to respond immediately to the demands of an emergency and has a back-up person or number.

establish a procedure to ensure that parents are informed quickly about incident details through the school contact, rather than through the media or pupils.

recognise that support will be provided by the Synaptic Trust unit when dealing with media enquiries.

check that contractors have adequate emergency support procedures, and that these will link to school and LA emergency procedures.

The Head of School may wish to delegate the following specific tasks to the EVC:

keeping the Head of School informed of the progress of the visit and relaying this information to governors (and to parents as necessary).

where considered necessary, and depending on the nature of the visit, consulting the outdoor education adviser before designating a party leader.

ensuring that, for less routine visits, advice is obtained from an appropriate technical adviser

the briefing of the leader and supervisors about the emergency procedures as part of the risk assessment briefing and that the leader and supervisors have ready access to them during the visit.

impressing upon parents the importance of providing their own contact numbers which will enable the parents to be contacted in case of emergency.

the obtaining of assurances from contractors that their staff, likely to have access to young people as part of their normal duties, have been checked by the Disqualification and Barring Service (DBS).

completing the termly return of school visits and offsite activities for insurance purposes.

Responsibilities – The Educational Visits co-ordinator (EVC)

Acts on behalf of the employer to discharge health and safety responsibilities for educational visits.

Provides policy and guidance, based on risk assessment, including defined standards of confidence.

Monitors arrangements to ensure compliance.

Provides training opportunities.

Ensures there is provision of associated information and advice.

Be informed by knowledge of educational objectives, legal requirements and relevant practical experience.

Responsibilities – Party Leaders

Party leaders must be experienced in school visits and able to demonstrate sound judgement in risk assessment and in dealing with pupils and adults. They are responsible for:

ensuring cost of visit is covered by contributions from parents/school.

seeking parental consent for pupils to participate in the visit.

maintaining order and discipline.

safeguarding the health, welfare and safety of all pupils and adults.

checking that the trip will/will not be safe for pupils with specific behavioural needs. If their judgement is that it would not be safe for them to go a discussion must be held with the parent and Head of School explaining clearly why not.

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ensure all parents have completed a medical form with emergency contact information for all overnight trips including sleepover in Year 6 (appendix 3).

agreeing with the Head of School and all accompanying adults, the principles and procedures to apply in an emergency.

ensuring that all accompanying adults, NQTs and new staff are fully briefed and are competent to carry out their agreed roles and responsibilities and, where necessary, have received clearance from the Disqualification and Barring Service (DBS).

arranging appropriate supervision when the group is sub-divided or s/he is absent following LA, school and governing body guidance.

undertaking a pre-visit whenever this is considered necessary/appropriate by the Head of School/EVC (any unfamiliar environment).

given all other adults a copy of the emergency procedures (appendix 2).

provided all parent helpers/volunteers with a protocol (appendix 7).

will carry out a risk assessment (appendix 6) for all trips including half day trips and include on there any guidance for transport by coach, ferry, air.

are aware of the medical needs or all pupils and staff involved. Completed the check list for visits (appendix 8).

Responsibilities – All staff

Read copy of risk assessment and inform party leader of any concerns, further risks if any.

Maintain order and discipline of pupils in group and support party leader in maintaining order and discipline of all pupils.

Be aware of medical conditions / needs of pupils they are directly responsible for and of other members of staff.

Support party leader in safeguarding health, welfare and safety of all pupils and adults, for example, double-checking pupil numbers.

Any child at The South Norwood Academy who leaves the school premises during the school day for an off-site visit must wear a fluorescent jacket.

Make sure the emergency guidance has been read and any questions asked before the trip.

All staff must ensure that all children in keys stage 1 wear a wristband with the school name, address and telephone number.

Accompanying adults

It is the responsibility of the group leader to ensure that all accompanying adults are clear about their roles and responsibilities and they are confident of their competence to carry out these roles and responsibilities and have received a full briefing before the trip takes place as well as being in receipt of all the relevant paperwork, including the protocol sheet. By accompanying trips, adults have agreed the follow this protocol. All non-members of staff, eg parents, must be within sight of a member of staff at all times during the visit (including transport to and from location of visit). They must adhere to the protocol in appendix 7 provided by the Visit Leader.

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Specialist instructors

Specialist instructors engaged to take charge of particular activities are responsible for the health and safety of pupils while they are in their charge. Party leaders and pupils would normally be expected to comply with any advice given by specialist instructors.

Governors

Governors are responsible for:

agreeing on appropriate policies and procedures for the safe management of school visits and out of school activities.

considering the details of each request for approval for overnight school journey.

setting a charging and remissions policy in place.

Risk Assessments

Before arranging an educational visit, party leaders must consider what educational objectives it wishes to achieve, and then, how a visit might achieve them. The trip procedure band booking request must be completed and handed to the EV co-ordinator (appendices 4 & 5). Risk assessment and risk management are legal requirements. For educational visits, they involve the careful examination of what could cause harm during the visit and whether enough precautions have been taken or whether more should be done. The aim is to do everything that is reasonably practicable to prevent anyone getting hurt or becoming ill and the control measures should be understood by those involved. Risks assessments should explicitly cover how special educational needs including behavioural needs, and medical needs are to be addressed. The programme of a visit, as set out in the risk assessment and consent form, should not be deviated from unless there are unavoidable changes. (Appendix 6) Pupils who are involved in a visit’s planning and organisation, and who are well prepared, may make more informed decisions and be less at risk. Group or party leaders should ensure that pupils are informed of potential hazards on school trips and the likelihood of them occurring. They should be aware of how they can take steps to control the risks to themselves and others. As part of the risk assessment, pupils’ voice must be included. Emergency procedures for a major incident are outlined in the Disaster Policy and in appendix 2. This must be taken along with the Risk Assessment on all trips.

Farm visits

The term “farm visits” includes farms and similar venues where young people may have close contact with animals, for example, city farms and zoos. Farm visits can play a valuable part in the education and development of young people. Younger children can develop an understanding of the rural environment and where food comes from. While the vast majority of incidents on farms involve the farming family, and not visiting groups, the Visit Leader will need to manage some specific risks. These include risks arising from the misuse of farm machinery, and the potential for E coli 0157 food poisoning and other types of infection.

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Parents should be fully informed about the nature of farm visits undertaken by the establishment. Wherever reasonably practicable, the farm visited should hold a LOtC Quality Badge. The badge assures Visit Leaders that the farm has been subjected to safety and educational scrutiny and that the farm:

is well-managed.

has good safety standards.

maintains proper washing facilities, clean grounds and public areas. Wherever reasonably practicable, the Visit Leader should carry out a preliminary visit. Key checks include the following:

eating areas are separate from those where there is any contact with animals.

there are adequate washing facilities.

there is clear information for visitors explaining the risks and the precautions to be taken.

slurry pools and sheep dips are fenced off.

areas containing chemicals are secured.

moving farm traffic is properly managed with traffic-free areas for groups to meet and be briefed.

risk-benefit assessment of any planned manual work or use of machinery. During the visit, Visit Leaders should ensure that:

supervision ratios take into account the age and ability of group.

there is adequate supervision wherever young people can come into contact with animals and need to wash their hands.

young people wash their hands immediately after touching animals and always before eating or drinking.

on leaving the farm, footwear should be changed or cleaned and hands must be washed. Supervisors should ensure that children do not:

put their hands in their own mouths after touching or feeding the animals.

place their faces against animals.

eat or drink while going around the farm.

eat or drink until they have washed their hands.

sample animal food.

drink water from farm taps, other than specified drinking water taps.

touch animal droppings.

ride on vehicles – other than those modified to carry passengers.

play or climb on tractors, farm machinery or stacked bales.

play in the working farm area, or in other areas that are out of bounds, such as silos, slurry pits etc.

use machinery, or engage in manual work, unless the risks have been properly assessed and managed.

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Residential activities

Pupils in Year 6 have the opportunity to take part in a residential visit during term time. There is a charge for this which covers board, insurance and specialist instruction for certain activities. This visit is subject to the approval of the Governing Body. All specialist activities are undertaken with qualified instructors.

Staffing ratios

The following tables suggest minimum levels of supervision but the Head of School will need to consider all the circumstances when reaching final decisions.

Reception 1:4

Year 1 1:6

Year 2 1:6

Year 3 1:6

Year 4 1:10

Year 5 1:15

Year 6 1:15

When determining how many adults will be needed the following needs to be a consideration and may require teachers to plan for additional adults on a 1:1 basis:

children with an EHCP/Support plans

children with additional medical needs who have an individual healthcare plan in place

children with a physical need Additionally, the following will need to form part of the decision-making process:

gender balance, age and ability of class or cohort.

experience of staff at the activity;

duration and nature of the journey;

type of accommodation (where residential);

experience of staff accompanying the trip and those at the trip site;

anticipated behaviour of the children.

Transport

Travel arrangements should be included in the Risk Assessment. If public transport is to be used, all

children and adults must be fully briefed as to procedures at bus stops, on busy streets and on

platforms.

Only reputable coach companies will be used.

Coaches must PSV operator license (disk in coach window) which must be checked by the visit leader before embarking upon the journey.

The school mini bus can carry up to 14 children, is fitted with seatbelts and driven only by staff who have the appropriate cover on their driving license or have passed the test.

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Staff vehicles which are used for transporting children must have insurance for that purpose.

Seat belts must be fitted and used in accordance with the law. See Appendix 1 for more detailed information on safe travel when off-site.

First aid

A list of qualified first aiders on school staff is kept centrally in the school office. Before a visit takes please, the Visit Leader should investigate what first aid provision there is at the placer of visit. Aa first aid kit must be taken on school visits and off-site activities, but non-first aiders should be aware of what they can and cannot do legally. They should also be aware of the medical needs of the group, eg asthma, allergies (eg to plasters). Qualified first aiders may not be necessary for all off-site activities and visits. However, the provision of appropriate first aid should be considered as part of the risk benefit assessment and planning process. The determination of the exact requirements should take into account:

The nature of the activity.

The nature of the group.

The likely injuries associated with the activity.

The extent to which the group will be isolated from the support of the emergency services (both in terms of distance and response time).

A very basic level of first aid support must be available at all times. This will require that one or more of the staff leading the activity:

Have a working knowledge of simple first aid and are competent to use the first aid materials carried with the group or know how to access, and are able to access, qualified first aid support.

Any coach trip travelling through remote locations should have at least one member of staff capable of performing CPR.

At least one person who has current paediatric first aid certificate must accompany reception children on outings. First aid training must be approved and relevant.

Parent/carer consent

It is established good practice to inform parents that a visit or activity is to take place, and residential visits, adventurous activities or activities for which a charge is made will need specific informed consent, including agreement to any payment or cancellation terms. It is acceptable for establishments to obtain ‘blanket consent’ for visits that take place during the school day (e.g. at the start of a school year), as a means of reducing the paperwork associated with routine activities and visits. These will be handed out to children at the beginning of September to complete and then class teachers must photocopy so they will take these with them on any out of school trip. It is the class teacher’s responsibility to still inform parents before a trip is to go ahead so they have the right to withdraw their child from attending.

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Consent forms can be used as a means to update information about pupil’s medical issues or food allergies and parental contact details etc.

Emergency procedures and critical incidents

See appendix 2.

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Appendix 1 Travel and transport Before setting out make sure that all pupils and accompanying adults know exactly what is expected in terms of behaviour and how pupils should conduct themselves while on the move. Walking

Groups moving on foot need constant supervision.

Encourage pupils to be considerate of other pedestrians, for example by walking two abreast and keeping the noise level low.

Where there is no pavement, walk on the side that faces the on-coming traffic.

An adult should walk in front and another behind the group and any additional adults spread out along the line.

The leader should set a comfortable pace and check to ensure that the party stays together.

Stop the whole party to check for safety when turning a dangerous corner on an unpavemented road.

Recognised crossing places should be used wherever possible.

Arrangements for long lines to cross busy roads in smaller groups with at least two covering adults for each group should be made before starting out.

The adult leading any group should have sole control of any crossing.

Regular headcounts should be made if the party is walking in congested areas where pupils could be easily separated.

At night, or in poor visibility, quick checks can be made by giving each pupil a number and asking them to call out their numbers in turn.

No eating/dropping of litter should be allowed. Coach

Avoid travelling more than 200 miles in one day with primary school pupils.

Plan regular breaks if appropriate and travelling long distances.

Check your programme/timetable with the driver before you leave.

The Passenger Carrying Vehicles Driver’s Hours Regulations limit the driver’s continuous driving time to 4.5 hours, and the maximum in any one day to 11 hours, followed by a break of at least 11 hours.

Check that the vehicle is properly prepared and well-equipped.

Note the position of emergency doors, fire extinguisher, and first aid equipment.

Take a first aid kit.

Take a “sick bucket”, tissues, polythene bags and disinfectant.

Check that pupils susceptible to travel-sickness have taken travel-sickness tablets (do not give tablets without parental consent).

Supervise pupils boarding/disembarking.

Allow sufficient time to check that all seatbelts have been fastened and tightened before you leave.

Check the coach thoroughly after the children have departed to ensure it is in the same state as when the children boarded. Any concerns the party leader must report to the coach driver.

Tell pupils:

to behave sensibly

not to eat or drink on the coach

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not to leave litter

not to tamper with ashtrays/overhead lights

to walk to and from their seats on the coach

to fasten and tighten their seat belts as soon as they sit down

to talk quietly to the person next to them

to remain seated until asked to get up

never to distract the driver or impede his/her vision

not to wave/make signals to other drivers

to stand well away from the coach when they are waiting to get on or for others to get off There should be at least two adults, including a teacher and excluding the driver, travelling on each coach. If the group leader is not present, in the case of more than one coach for example, the teacher in charge should, in effect, become the deputy party leader. It should be clear to the driver and pupils who is in charge on that coach. It should be agreed in advance what action should be taken by the deputy party leader in the event of an emergency. The deputy party leader should carry a list of all passengers, pupils and adults, with emergency contact numbers and a copy of any other documentation which might be required in an emergency. Train/Tube

Book travel in advance.

Try to avoid rush hour travel.

Arrange to have one adult at the beginning and one at the end of any line who can supervise pupil on escalators and moving through busy stations.

Have as many sitting down as possible.

Keep to one carriage so there is full sight of the whole party.

Have the Party Leader on the door to supervise all children have got on/off the train. Tell pupils:

to behave sensibly.

to keep away from the edge of platforms.

to watch out for gaps between the train and the platform.

to get on or off only when the train has stopped.

not to interfere with the doors while the train is in motion.

to walk while moving to and from their seats.

not to tamper unnecessarily with windows.

not to lean against doors while the train is moving.

not to lean out of or throw things out of the windows.

to remain in their seats unless given permission to move around.

not to eat or drink unless given permission.

not to leave litter.

to use escalators in single file.

not to drink water from taps on trains or on platforms.

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Appendix 2 Emergency Procedures The party leader should have with them:

Risk assessment with all relevant information on.

Any individual healthcare plans for pupils who may require special treatment. School telephone number: 020 8654 2983 The party leader is in charge in an emergency. Teachers in charge of pupils during a visit have a duty of care to make sure that the pupils are safe and healthy. They also have a common law duty to act as a reasonably prudent parent would. Teachers should not hesitate to act in an emergency and to take life-saving action in an extreme situation. If an accident happens, the priorities are to:

assess the situation.

safeguard the uninjured members of the group.

attend to the casualty.

inform the emergency services and everyone who needs to know of the incident. STAGE 1 - WHAT TO DO IMMEDIATELY:

Take control and assess the situation.

Reassure the pupils.

Attempt to keep everyone together.

Talk to adults and clarify action needed.

Do not allow anyone to telephone home just yet.

Make sure that all the members of the group are accounted for.

Identify those in need of emergency help.

Assess the nature and extent of any injuries.

Call emergency services with details.

Arrange for any injured parties to be accompanied to hospital by an adult.

Ensure that the practitioner attending the scene has any medical details.

Ensure that you know where pupils/adults are taken - write it down.

Make sure that the remainder of the group are supervised.

Reassess the situation and identify, with colleagues, the fact and sequence of events of the incident in order to pass on an accurate account.

STAGE 2 - TELEPHONE HOME CONTACT Telephone the Headteacher/designated person with details. Agree on a course of action, how contact will be maintained and arrange the group’s return transport as quickly and smoothly as possible. Begin a log of events. No one in the group should speak to the media or discuss legal liability. KEEP A WRITTEN ACCOUNT OF ALL EVENTS, TIMES AND CONTACTS AFTER THE INCIDENT; COMPLETE AN ACCIDENT REPORT FORM AS SOON AS POSSIBLE.

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Appendix 3 Medical form for overnight stays School Journey Medical Form Child’s details

Surname

Forename

Date of birth

Religion

Address (including postcode)

Contact number Relationship to child

Contact number Relationship to child

Medical information

Child’s doctor

Telephone number

Address

Tick those that apply Details, including medication given

Any known medical conditions, including allergies (asthma, hayfever…)

Date of last Tetanus injection

Recent injections

Contact with contagious diseases in the last three months

Please give details if your child is taking regular medicine

Details of any allergies/phobias

Is there any other information you feel would be helpful to the Group Leader (eg wetting the bed, travel sickness?

Special dietary needs

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Swimming

Yes No

Can you child swim 25m confidently? (please tick)

Declaration

I give permission for my child to attend the school journey and participate in all activities.

I understand that the Group Leaders reserve the right to send any participants home if necessary.

If it becomes necessary for my child to receive emergency medical, surgical or dental treatment, including anaesthetic, as considered by the medical authorities present and I cannot be contacted by telephone or any other means to authorise this, I give my consent and authorise the Group Leaders to sign any documentation needed by the hospital authorities.

I will inform the Group Leaders if any of the information given on this form changes before a visit takes place.

I understand that my child is responsible for the safe custody for their belongings and that staff cannot be held responsible for them.

Any required medication must be supplied on the morning of the trip in a clear, labelled plastic bag

which contains the instruction on the administration of the medicine. This is important for

insurance purposes as well as for the child.

The Group Leaders carry Calpol, Nurofen, Piroton and Savlon to administer appropriately for

one off ailments. Please tick if you DO NOT agree for them to do so.

Signed: …………………………………………………………. parent/carer

Date: ……………………………………………………………..

Please return to school by

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Appendix 4

Trip Procedure

STEP ACTION

Step 1: Research costs and confirm date/timings for the trip.

Step 2: Fill out Booking Request and liaise with the finance officer to confirm

contribution amount and details of trip cost.

If contribution amount is over £10, letters need to be sent out at least 4 weeks

prior to the trip

Step 3: Undertake risk assessment and pass to Head of School for review and

approval

Step 4: Final check of permissions, lunch bookings, travel tickets and collect cheque if

required to take on the day.

Step 5: Provide office & SLT with final “On the Day Checklist” with risk assessment

and group lists showing parents/adults going on the trip

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Appendix 5

Trip Booking Request

Booking forms should be submitted to the office at least 4 weeks prior to the proposed trip date

Name of Teacher

Proposed Date(s)

Departure & Return Times

Departure time from Academy Return time to Academy

Year Group/Class(es)

Number of Children & Adults Children

Adults

Trip Venue Include the full address and telephone number

Topic

Lunches required YES □ NO □

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TRIP COST Unit Price Quantity Total

Cost of entry per child OR class/year group total

Cost of entry per adult

Mode of Travel:

*Public Transport □ Coach □

Minibus □ Walk □

*(NOTE: TFL school travel tickets must be booked a

minimum of 2 weeks in advance. Please forward details

of your planned route to Lisa Guy)

Additional expenses (i.e. Oyster card top ups)

TOTAL COST

(Risk assessment to be handed in with this form)

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

OFFICE USE ONLY

Letter issued on:__________________ Lunches booked on________________ Due date for payments-

___________________ Trip on ParentPay □ Travel booked □ Risk assessment on file □ Trip

added to PSF Trip Code_____________

Agreed contribution per pupil

Appendix 6

Risk Assessment

Date: State the location and type of visit: Group size:

Children:

SEN:

Adults:

Current security threat level (highlight) https://www.gov.uk/terrorism-national-emergency/terrorism-threat-levels

If the level is critical – trip must be cancelled low - an attack is unlikely moderate - an attack is possible but not likely substantial - an attack is a strong possibility severe - an attack is highly likely critical - an attack is expected imminently

Have you completed the parent helper protocol?

Issues arising from this risk assessment being shared with the children (children’s comments):

Hazards (What might go wrong –

including lack of/inadequate arrangements)

Who might be

harmed?

Existing control measures Write 4 if in

place, 8 if not

or N/A

If 8 state the action to be taken with timescales or indicate any additional

control measures, or other comments

Residual risk rating:

High Medium

Low Exposure to weather

Consider possible weather conditions and plan appropriate programme, clothing and equipment.

Children lost or separated from group, inadequate supervision

Ensure supervising staff are competent and understand their roles and any risk assessments

Pre - Plan supervision before visit and brief staff and young people

Young people understand arrangements, that they are part of a group and follow instructions

Ratios in line with Children’s Service policy.

Discuss itinerary and arrangements with pupils and staff

Briefing to all on what to do if separated from Group e.g. meeting points

Head counts by leaders particularly at arrival/departure points, and when separating and reforming groups.

Ensure sufficient supervisors to deal with an incident and take charge of the rest of the group

List of young people and contact details of parents, group leader, school and, if appropriate head / establishment contact’s after-hours number are held by group leader and establishment contact

Leader and head/establishment contact has instructions as to what to do in an emergency

Illness or injury

At least 1 leader with each group prepared to take lead in first aid, Check first aid certificate current

Leaders are briefed on emergency procedures and know how to call emergency services

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Young people and parents/carers are reminded to bring individual medication and this is kept secure (e.g. Asthma inhalers)

Information about young people existing medical conditions known by staff

First aid and travel sickness equipment carried

Mobile phones carried if available

Emergency contacts with head/establishment and parents/carers arranged

Animals, insects, poisonous plants etc.

Avoid known high risk situations

Take necessary avoidance action if encountered

Ensure those with known allergies carry medication

Special needs of specific children – medical, behavioural, educational etc.

Obtain information from parents/carers. Use recommended consent form

Individual/remote supervision – includes fieldwork, souvenir shopping, theme parks, historic sites etc.

none

Leaders’ own children

Consider before staffing agreed.

(If staff (teachers or volunteers’) families join the group, young people supervision must not be compromised)

Staff children are similar age to group and supervised with pupils or separate supervision arranged

Return from visits, particularly after school hours

Event of a threat during trip (see attached information)

Do you have the contact number for the school?

Do you have the contact number of all group leaders?

Who is the lead contact for your trip? Name SLT member

Children and staff are briefed about what do in an emergency – what to do if they get lost/ who to speak to/adults and children briefed to run away from an emergency situation

Ongoing Risk Assessment

Have staff been instructed to carry out ON-GOING risk assessments throughout the visit / activity e.g. as regards to changes of weather, tiredness / illness in

the group, behaviour, problems made known by other groups at the same location etc.

4 when completed:

Class teacher/leader (signed):

Date:

Headteacher’s approval (signed): Date:

Appendix 7

Protocol for parent volunteers on school trips By choosing to support the children on the trip you are agreeing to follow this protocol. Failure to do so could mean you are not invited to join us on future visits. Thank you for volunteering to accompany the children on this trip and we hope you enjoy it. Without your valuable help, this trip would not have been able to take place. Please remember however, that your priority during is to supervise a small group of children. Also, ensure that you have a list of the children in your group and that you do regular checks and headcounts throughout. Please read the following carefully:

be clear of your roles and responsibilities throughout the trip – if you are not sure about anything – please ask the Class Teacher or Visit Leader.

do your best to ensure the Health and Safety of everyone in your group, ensuring you keep the children with you in your group at all times.

only take sole charge of a group if this has been arranged in advance by the Visit Leader – in this case, please make sure you are clear about at what times and where you need to re-join the main group.

the use of mobile phones is strictly forbidden and these must not be visible at any point and switched to silent throughout the day. In line with our child protection and safeguarding policy, no photos of any children may be taken whilst you are on the trip using any personal mobile devices.

always ensure that you have a way to contact the Class Teacher or Visit Leader in case of an emergency.

in the event of a major incident (for which we have a clear procedure), do not contact any other parents or relatives or take any photos or film anything; the Visit Leader will remind you of this should it be necessary (which of course we hope it is not).

support the children in your group with any tasks or activities.

help with the control and discipline of the children in your group, expecting high standards of behaviour from all children at all times.

speak to the Class Teacher and/or Visit Leader if you are concerned about any Health and Safety and/or organisational issues.

inform the Visit Leader/Class Teacher if any of your children need to use the toilet and they will accompany them.

not take charge of children’s spending money without the Visit Leader or Class Teacher’s agreement.

Last updated, Autumn 2016

Appendix 8 Checklist

Risk assessment

Emergency procedure sheet

Health care plans

Parental protocol sheet

Group lists

First aid kits

Inhalers

Epipens

Any other medication

Sick bags

Buckets and air freshener for coaches