Guidance for

Overseas

Expeditions

GOE Edition 3

2009

See Appendix 2 for users

GOE Edition 3 – 2009

Contents A......Purpose of Document & Target Audience.................................2

B......Compliance by the Overseas Expedition Provider....................3

C......Target Expeditions ....................................................................3

D......Terminology ..............................................................................4

E......Purpose of Expedition ...............................................................4

F ......Responsibilities .........................................................................4

G .....Recommended Time-scale .......................................................5

H......Selection of Provider .................................................................5

I .......Approval ....................................................................................6

J ...... Insurance ..................................................................................7

K......Contracts & Legal Issues ..........................................................7

L ......School Staff Competencies & Training .....................................7

M .....RGS Overseas Expeditions & Fieldwork Course ......................8

N......External Reports / BS 8848 / Post-Expedition Reports .............8

O ..... Information to Parents & Parental Consent...............................9

P......Preparation of Students & Fitness ............................................9

Q .....Planning ..................................................................................10

R......Leader Team Competencies...................................................11

S......Liaison with Expedition Leader ...............................................11

T......Expedition Leader Matrix ........................................................12

U......First Aid Competencies ...........................................................13

V......Supervision Ratios ..................................................................13

W.....Emergency Communications ..................................................13

X......Emergency Procedures and Evacuation.................................13

Y......Swimming................................................................................14

Z......Other Adventurous Activities...................................................14

AA ...Acute Mountain Sickness & use of Diamox ............................14

BB ...Remote Supervision................................................................14

CC...The Use of Guides ..................................................................15

DD...The Use of Porters ..................................................................15

EE ...Child Protection.......................................................................15

FF....Environmental Issues..............................................................15

Appendix 1 .... List of Overseas Expedition Providers......................16

Appendix 2 .... List of GOE Users.....................................................19

GOE Edition 3 – 2009 1

A Purpose of GOE (Edition 3) & Target Audience GOE (Edition 3) is an ‘enabling’ document which sets out minimum standards for expeditions, which are sensible, robust, and in line with current good practice.

GOE (Edition 3) applies specifically to the local authorities and schools listed in Appendix 2, and supports the existing documentation, systems and procedures that are in place within these organisations.

GOE (Edition 3) may also be appropriate for other local authorities and schools, who if desired may contact the author for inclusion in Appendix 2 as users.

The target audience for GOE (Edition 3) is: • the school or youth group, and • its employer (eg local authority, governing body, proprietor, etc.), and • the intended Overseas Expedition Provider.

Background to GOE (Edition 3) GOE (Edition 3) was prepared in 2008 by Clive Atkins Consultancy Ltd. through updates of Edition 1 (2004) and Edition 2 (2007), taking account of:

• developments in current good practice; • advice and feedback from schools, youth groups, and local authorities; • advice and feedback from the Overseas Expedition Providers listed in Appendix 1; • advice and feedback from other organisations, and individuals.

The original 2004 document, GOE (Edition 1) had its roots in the following: • Outdoor Education Advisers’ Panel Guidance on Overseas Expeditions 2002 • DfES ‘Health and Safety of Pupils on Educational Visits 1998’, and 2002 supplements; • The guidance/requirements for educational visits in a range of local authorities; • The following Overseas Expedition Providers: Adventureworks, Brathay Exploration Group, Freewill Outdoor

Pursuits, Outlook Expeditions, Outposts Ltd., The Expedition Company, Wilderness Expertise, Wind, Sand & Stars, World Challenge Expeditions;

• Other sources, eg RGS (with IBG), Year Out Group, BMC, RLSS (UK), external consultants, etc.

B Compliance by the Overseas Expedition Provider

The Provider is required to supply a written statement confirming compliance with GOE (Edition 3) prior to a school entering into a contract with them (B.1).

Non-compliance does not necessarily mean that the expedition will not be approved by the LA/employer. Rather, the purpose of this procedure is to highlight and resolve any potentially contentious issues early in the planning process, and before a contract is entered into (B.2).

Where a Provider is unable to confirm full compliance with GOE (Edition 3) they are asked to identify all areas of potential non-compliance. These must be subsequently agreed or resolved to the satisfaction of the LA/employer prior to a contract being entered into (B.3).

Some employers and local authorities ‘vet’ or ‘approve’ Providers, and will obtain confirmation of compliance with GOE (Edition 3) on behalf of their schools. This may be on an annual basis in respect of all ventures offered by a Provider, or may be on an individual expedition basis. More typically however, the onus on obtaining confirmation of compliance with GOE (Edition 3) will be the responsibility of the school) (B.4).

Where a significant amendment to GOE (Edition 3) is made subsequent to a Provider confirming compliance, then this must be made clear to all parties as early as possible, and the implications of this discussed with the LA/employer (B.5). See also K.8 – K.10.

GOE Edition 3 – 2009 2

C Target Expeditions ‘Overseas Expeditions’ typically take place in remote areas of the world and/or in developing countries, both of which present significant hazards and organisational challenges not normally encountered in the UK or Europe (C.1).

This document is targeted at an expedition that typically includes most or all of the following: • is developed or commissioned as an educational package for the under 19s (or under

26s in some Special Needs contexts) (C.2), and • has trekking into remote areas as a component, which may involve fieldwork and

community projects (C.3) and • visits or journeys through one or more challenging environments (N.B. ‘challenging’ as

compared to the current experience of the young people concerning high mountains, jungle, deserts or similar) (C.4) and

• is placed in a considerably contrasting culture(s) to those of the participants (C.5) and • is designed to be of a team building nature (C.6) and • raises young people’s awareness and skills in assessing and managing risks (C.7).

It is not: • an individual or small independent group’s self led expedition (C.8) or • an over 18’s expedition (C.9) or • an extreme challenge in hazardous environments (C.10) or • an expedition requiring the young people to manage unknown risks; making decisions

without training or relevant information; or to manage known risks without the support of a competent leader (C.11).

Note: Unless this is an agreed joint venture between two or more schools, other adults or young people may only be included in the expedition if they:

a) are part of the school’s designated group (C.12) or b) are a designated representative of the school or LA (C.13) or c) are an employee of the Provider (C.14) or d) are engaged by the Provider in a supporting or training capacity (C.15).

D Terminology As this document is used by a range of schools and youth groups from both the maintained and independent sectors, the following terms are used for clarity:

LA/employer The employer of the school staff, ie. the local authority, governing body, proprietor, owner, etc. (D.1)

School School, youth group, or similar (D.2)

School Leader The named member of staff employed by the LA/school, and designated by the Headteacher and EVC to be the school’s visit leader. Also the ‘pastoral’ leader (D.3)

Expedition Leader The named (senior if more than one) leader from the third party provider, organisation or tour operator. Normally the ‘technical’ leader (D.4)

Provider The third party agency, charity, commercial company, or tour operator employed by the school (D.5)

Staff Any adult from either the school or the Provider that is involved in the venture, who is not a student at the school. This would include expedition ‘assistants’, or volunteers (D.6)

EVC The school’s Educational Visits Coordinator (D.7)

Parent Parent/s, or person with parental responsibility (D.8)

GOE Edition 3 – 2009 3

E Purpose of Expedition GOE (Edition 3) acknowledges the immense value of overseas expeditions to young people, and fully supports and encourages expeditions that are well planned, managed, and conducted (E.1).

As with any other educational visit, the venture must have clearly defined educational aims, which are appropriate to the needs of the group generally, and to individuals within the group specifically (E.2).

The school should consider whether these aims could be met more easily through a venture closer to home, eg. in the UK or Europe, and if so should initially investigate this option (E.3).

F Responsibilities There must be clarity (in advance) amongst all parties as to where the responsibility lies for each aspect of the venture, i.e. the preparatory stages, training programme, itinerary, transport, accommodation, rest & relaxation periods, etc. (F.1). These responsibilities will lie variously with the Provider, the school, or LA/employer (F.2). Several tasks and duties will be delegated, for example, to the Expedition Leader or School Leader (F.3). See also Section R: ‘Leader Team Competencies’.

G Recommended Time-Scale

18+ months before the venture

Proposal initiated (G.1)

School Leader to attend RGS ‘Overseas Expeditions’ Course (unless exempt, see Section M) (G.2)

Aims and objectives agreed (G.3) Several companies approached (G.4) Area/Location(s) proposed (G.5) Itinerary options outlined (G.6) Current risk assessments/research made available (G.7)

School to request and obtain Outline Approval from their employer (where required) (G.8) Group formed (G.9)

Communication with parents (G.10) Approval framework agreed eg leadership team requirements (G.11) Contract agreed with Provider and deposit forwarded (G.12)

Continuous preparation LA/employer representative may contact EVC / School Leader (G.13) Group liaison & communication

Expedition Leader confirmed and agreed (G.14)

Group training programmed (G.15) Research continues (G.16) Contact with major agencies, eg. YET / GO at the RGS (G.17)

4 months minimum (ideally 6 months)

All final details agreed (G.18) Training programme and preparation underway (G.19) Medical and other requirements completed (G.20)

Event specific risk assessment prepared (G.21) If issues still exist beyond that date

Agree alternative location (G.22) Agree different Expedition Leader (G.23) Consider postponement (G.24) Cancellation (liaise with company over liability) (G.25)

8+ weeks before School requests final approval (where required) (G.26)

LA/employer representative may contact EVC / School Leader (G.27) Final approval granted (G.28)

Note: A shorter timescale may be appropriate for certain shorter duration expeditions that take place closer to the U.K., eg. Europe, Morocco, etc (G.29).

GOE Edition 3 – 2009 4

H Selection of Provider The school should consider a number of Providers prior to the selection of a specific one (H.1). This is primarily in order to ensure:

• best suitability of provision (H.2) • best prospects of achieving the desired aims and objectives (H.3) • that the requirements under best value are met (H.4).

It is the school’s responsibility to determine the suitability of a chosen Provider, and the school must have a clear rationale for its choice (H.5).

GOE (Edition 3) does not ‘recommend’ or ‘approve’ Overseas Expedition Providers (H.6). However, in order to save research time, Appendix 1 to this document has been compiled which lists Providers that are known to organise expeditions of this nature (H.7). It is emphasised that this list is not a recommendation, and that there may be other suitable Providers who do not appear on this list (H.8).

There must be transparency if incentives are used during the sales process. The Provider must inform the LA/employer of any such incentives. Similarly, any member of staff offered an incentive must inform their LA/employer of such incentives (H.9).

Pre-expedition training courses for staff are encouraged, however incentives (e.g. ski-trips) which are not relevant to the expedition process itself should not be used during the sales process (H.10).

I Approval This section is aimed primarily at the school, and refers to approval of the Expedition, not the Provider.

All overseas expeditions must be approved by the employer / local authority, who retains the ultimate responsibility (I.1). However, in some cases the employer may delegate this task to the school (I.2).

You are required to follow the approval system of your employer. If this is not included as an appendix to this document, then you should contact your employer for guidance.

The procedure for approval will depend upon your employer / local authority, and whether or not an electronic approval or notification system is used. Below is an example of the ‘typical’ procedure (I.3):

1. Outline Approval: must be obtained prior to the school making a commitment with a Provider. Outline Approval will normally be granted where the Provider has agreed in writing to GOE (Edition 3) (I.4). This agreement may be on an individual school expedition basis, or may be on an annual basis by a local authority on behalf of all of its schools (I.5).

Note. Where either the school or a Provider is unable to comply with any aspect of GOE

(Edition 3), then the school must not enter into a contract with the Provider until the areas of non-compliance have been resolved to the satisfaction of the LA/employer (I.6).

2. Final Approval: will normally be granted when all aspects of the venture have been finalised and agreed, including:

i) Final itinerary (I.7) ii) Staff and student details (I.8) iii) Emergency Contact details (I.9) iv) Provider information including risk assessments (I.10) v) Insurance details (I.11) vi) Information letter/s to parents (I.12) vii) All other relevant documents (I.13)

GOE Edition 3 – 2009 5

J Insurance The level of insurance provision must meet LA/employer requirements. The school must check the level of insurance cover offered with their LA/employer prior to making a commitment to the venture (J.1). The following must be included within the overall insurance provision:

a) The Provider must have Public Liability insurance in place for all participants, including the leadership team and the support team (J.2).

b) The Provider must ensure that any third party provider that they might use has appropriate insurances in place (J.3).

c) Medical insurance must include: emergency assistance and repatriation (including air ambulance and air transport costs) (J.4); emergency dental treatment (J.5); travel and accommodation expenses for a minimum of one person who has to travel to, or remain with, or escort an incapacitated or injured participant (J.6).

K Contracts & Legal Issues • There should be a written contract between the school (on behalf of the young people

and their parents) and the Provider (K.1). This contract should be similar to the contracts placed with other commercial providers, which agrees to the conditions as set out generally in the Provider’s brochure and for any specifications unique to the particular location or activity (K.2).

• School staff accompanying the expedition must do so as employees of the LA/school and should not sign a separate contract with the Provider (K.3).

• As with other visits the school should retain financial control of the contract by collecting monies due in staged payments from the students and paying the Provider directly through the school’s accounting procedures (K.4). Parents should not sign separate contracts with the Provider (K.5). However, it is acknowledged that it may be more efficient for parents to make payments directly to the Provider. Where this occurs there must be a separate written statement or ‘Memorandum of Understanding’ between the Provider and the school that ensures that the school retains control of the venture (K.6).

• The Provider must illustrate the financial systems that exist to protect all aspects of the expedition’s finances, including training weekends, etc. This should include ATOL bonding for all monies and include a statement that they comply with ‘The Package Travel, Package Holidays and Package Tours Regulations 1992’ (K.7).

• The commitment by the Provider to adhere to GOE (Edition 3), or any agreed variations, is central to Approval (K.8). Where a Provider revokes on a significant previously agreed arrangement (for example, if the Provider is unable to supply an Expedition Leader with the previously agreed level of competence), and it is not possible to resolve the matter to the satisfaction of the LA/employer, then the school reserves the right to cancel the venture and for all monies paid to be refunded (K.9). However, it is acknowledged that there may be occasions where it is appropriate to make reasonable allowances for work carried out up until cancellation (K.10).

• The Provider’s Cancellation Policy must be ‘fair and reasonable’ (K.11).

GOE Edition 3 – 2009 6

L School Staff Competencies & Training • The school’s EVC and/or Headteacher must assess the competence of the designated

School Leader and any other supporting school staff (L.1). • Prior to making a commitment to the expedition, school staff should liaise with the

Provider in order to ensure that they have the required level of fitness (L.2). • Unless the employer/school requires a higher level of competence or qualification, the

School Leader and any supporting school staff should, as a minimum, possess ‘a good working knowledge’ of first aid (see Section U) (L.3).

• It is a requirement that the School Leader attends the one-day ‘RGS Overseas Expeditions and Fieldwork Course’ (see Section M), unless specific exemption has been granted by the LA/employer (L.4).

• School staff should receive appropriate expedition specific ‘training’ by the Provider (L.5). • The EVC must consider the implications that would arise in the event that the designated

School Leader is unable to participate in the expedition (e.g. through illness, injury, or job change), and must put in place appropriate contingency plans to allow for this eventuality (L.6).

M RGS (with IGB) Overseas Expeditions & Fieldwork Course for Teachers and Youth Leaders It is a requirement that the School Leader attends this one-day course, unless specific exemption has been granted by the LA/employer (M.1). CPD funding is available for staff where this is a mandatory LA requirement (M.2).

Ideally attendance at the RGS course should take place before selecting a Provider (as the course includes a session on choice of Provider), however it is acknowledged that this may not always be possible (M.3).

The course is organised by the Royal Geographical Society and endorsed by the Outdoor Education Advisers’ Panel, and is held at venues throughout the country (M.4).

The course programme includes the following (M.5): • Setting educational objectives for your expedition • Initial research: where to go for information, advice and inspiration • Competence, leadership and supervision • Expedition planning and administration • Risk assessment and safety management • Good practice guidelines • Contingency and emergency planning • Training and medical preparations • Evaluation and reports

For further information contact: Geography Outdoors, Royal Geographical Society (with IBG), 1 Kensington Gore, London, SW17 2AR. Tel. 020 7591 3030 Fax. 020 7591 3031 e.mail go@rgs.org www.rgs.org/go

GOE Edition 3 – 2009 7

N External Reports / BS 8848 / Post-Expedition Reports External reports DfES/DCSF ‘Health and Safety of Pupils on Educational Visits’ (Part 1 Supplement, 2002, para 56) states: ‘Contractors should also provide details of any independent, inspection-based external verification’. Details of any such reports or inspections should be forwarded by the Provider to the school prior to the school making a commitment to the venture (N.1). BS 8848 Conformance with BS 8848:2007 British Standard: ‘Specification for the provision of visits, expeditions, and adventurous activities, outside the United Kingdom’ is not a requirement of GOE (Edition 3), but is a useful adjunct (N.2). Providers claiming conformance should include one of the following statements in their documentation, depending upon the basis of this claim (N.3): a) If Certification: “Venture provided by [include unambiguous identification of the entity acting as venture

provider] to BS 8848, Specification for the provision of visits, fieldwork, expeditions, and adventurous activities outside the UK. [identification of certifying body] certified”

b) If Other-party assessment: “Venture provided by [include unambiguous identification of the entity acting as venture provider] to BS 8848, Specification for the provision of visits, fieldwork, expeditions, and adventurous activities outside the UK. [identification of assessment body] declared”

c) If Self-assessment: “Venture provided by [include unambiguous identification of the entity acting as venture provider] to BS 8848, Specification for the provision of visits, fieldwork, expeditions, and adventurous activities outside the UK. Self declared.

Independent screening The Young Explorers' Trust runs an independent screening process for the plans of youth expeditions, and awards its Approval to the plans of those expeditions which reach the required standard. Providers are recommended to enter into this process, or demonstrate systems of equivalent robustness (see www.theyet.org ) (N.4). Viewing of post expedition reports The School Leader should request sight of any post-expedition reports from similar expeditions (N.5), and where possible the Provider should make available those that may be of most use to the school (N.6). Evaluation On completion of the venture, the Provider shall ensure that:

a) An evaluation is undertaken which includes comment on any significant issues and reference to the stated aims and objectives (N.7);

b) All participants are provided the opportunity to contribute to such evaluation (N.8); c) Where indicated, the Provider’s systems and procedures are reviewed, and revised to

take account of any matters arising and lessons learned from the evaluation (N.9).

On completion of the venture, the school shall ensure that: a) An evaluation is undertaken which includes comment on any significant issues and

reference to the stated aims and objectives (N.10); b) All participants are provided the opportunity to contribute to such evaluation (N.11); c) Feedback is given to the Provider (N.12); d) Where indicated, the school’s systems and procedures are reviewed and revised to take

account of any matters arising and lessons learned from the evaluation (N.13).

GOE Edition 3 – 2009 8

O Information to Parents & Parental Consent Parents should be invited to a meeting with the School and the Provider, prior to being invited to make a commitment to the venture (O.1). Information given to parents must be clear and detailed

(O.2). This is the school’s responsibility, following consultation with the Provider (O.3). Parental consent must be based on a full understanding of the expedition characteristics and programme (O.4). The information must include:

• ALL planned or possible activities, including any contingency activities (ie Plan B) (O.5) • Rest & relaxation periods (O.6) • Supervision arrangements (O.7) • Codes of practice (O.8) • Communication systems during all stages of the expedition (O.9) • The pace and level of intensity of the expedition (O.10) • Injury, illness, incident, emergency and evacuation procedures (O.11) • Insurance arrangements (O.12) • Transport (O.13) • Accommodation (O.14) • Disciplinary sanctions that are in place and who is liable for repatriation in this situation

(O.15) • Likely additional costs to participants, eg. clothing, inoculations, visas, spending money,

etc (O.16)

It is recommended that it is explained to parents that whilst every step will be taken to ensure the safety of the participants, such activities are by their very nature potentially hazardous (O.17). It is important to identify the risks and have them acknowledged by parents on a fully informed basis (O.18).

As with any other educational visit, it is the responsibility of the school to request and retain details of parental consent (O.19). Where appropriate, the school must liaise with the Provider regarding relevant matters, e.g. medical or behavioural issues, swimming ability, etc (O.20).

P Preparation of Students & Fitness Unless the nature of the visit suggests otherwise, a training and induction programme (for example, including hill walking and carrying packs) should be planned for all participants including staff, and monitored jointly between the Provider and the School Leader (P.1) to identify and improve:

• levels of fitness for the expedition (P.2) • group dynamics and team work (P.3) • personal confidence in the skills required (P.4) • risk assessment and risk management awareness (P.5)

There must be sufficient flexibility within the expedition programme to allow for variations in final fitness levels (P.6).

Where the Provider delivers preparatory adventurous activities then these must comply with the requirements under the Adventure Activities Licensing Service (AALS) where legally required to do so (P.7).

Where such preparatory activities take place overseas or are otherwise out of scope of the AALS, then the Provider must ensure that the systems and procedures in place for the activities follow nationally accepted standards of good practice (P.8).

Where preparatory activities are delivered by the school or another Provider, then these will comply with the normal procedures required by the LA/employer for such activities (P.9).

GOE Edition 3 – 2009 9

Q Planning Written plans (based on educational aims and risk assessment) must cover all elements of the programme (Q.1). They should be current, and prepared by someone with an appropriate level of competence and experience (Q.2), and must include:

• ALL planned or possible activities, including any contingency activities (ie. Plan B) (Q.3) • Initial site specific considerations (Q.4) • Route choices (Q.5) • Transport (Q.6) • Accommodation, including suitability, security, safety precautions, and emergency

evacuation (Q.7) • Rest and relaxation periods (Q.8) • Emergency procedures and evacuation (Q.9) • All other areas where a known significant hazard exists (Q.10) • Culture: including food/drink, local customs, religion, expected behaviour/dress, gender

issues, sanitary arrangements, corruption, political stability, local financial information (Q.11)

The generic visit plans (as above) should be available from the Provider at an early stage in the planning process, and prior to the school and parents making a commitment to the venture (Q.12). In the final stages of planning, these generic plans should be supplemented where appropriate with event specific plans (Q.13). This final process is the responsibility of the Expedition Leader, following liaison with the School Leader (Q.14). It must take place before the commencement of the expedition, but by definition can only take place when:

• Training sessions have been completed (Q.15) • The Expedition Leader has been appointed and has worked with the group (Q.16) • The medical information of participants is known (Q.17) • Participants’ fitness levels, etc have been assessed (Q.18) • Other relevant information about participants is known (eg swimming ability) (Q.19) • The current situation in the country to be visited is known (eg political, etc) (Q.20)

Where students are required to make decisions (eg. regarding accommodation, transport, guides, etc.) all risk assessments must have been carried out in advance by the Provider (Q.21), although this may be unknown to students – (the journey into the unknown should only apply to students, not to staff).

Ongoing Risk Assessment Risks must be monitored throughout the venture and where appropriate activities modified or curtailed to suit changed or changing circumstances (Q.22). All members of the party have a duty to monitor risks on an on-going basis to the best of their ability, but the responsibility for this rests primarily with whoever has the principal duty of care of the participants at the time. In the majority of instances, including where technical issues are concerned, this will usually be the responsibility of the Expedition Leader (Q.23). See also Section R: Leader Team Competencies.

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R Leader Team Competencies It is essential that the technical and pastoral aspects of the expedition leadership are understood (R.1): • Technical competence To plan, lead and manage activities undertaken in an active, on-

going risk management context. This will normally be the Provider’s Expedition Leader. This person would have the level of experience and qualifications outlined in the ‘Expedition Leader Matrix’ (R.2).

• Pastoral competence To manage the care, welfare and experience of young people successfully according to their age, experience and needs. This is normally the School Leader. This person would have a nationally recognised qualification: eg. teacher or youth worker (R.3).

Just as pastoral competence is developed through positive experience, technical competence must be complemented by the experience of making active judgements and risk assessments in realistic contexts, thus gaining and developing the leader’s experience (R.4). GOE (Edition 3) recognises the importance of this process.

In all but technical decisions relating to the welfare of the group, it is normally the (pastoral) School Leader who has the final say (R.5), for example:

• The (pastoral) School Leader may ask for an activity to stop, or request a rest or an alternative where their greater knowledge of the group health and welfare leads them to such a decision. The (technical) Expedition Leader may ask or challenge their reasons, but would not override any such decisions (unless there was a clear health and safety reason for doing so) (R.6).

• The (technical) Expedition Leader may decide the group is not able to go on and explain their reasoning. The (pastoral) School Leader may ask for and challenge their reasons, but would not override any such technical decisions (R.7).

Should a leader have both technical and pastoral competence, they need to be very clear about their responsibilities (R.8). Dual competence cannot mean a reduction in ratios, a competent assistant would be needed (R.9).

S Liaison with Expedition Leader Where the Expedition Leader is external to the group then sufficient time in training must be made available for that leader to:

• Become personally acquainted with the young people and their leaders to decide if they can work together (S.1).

• Make a proper assessment of individual, group, and assistant leader competencies (S.2). • Reconfirm aims and expectations (S.3).

The Expedition Leader should be appointed to the group no less than 4 months (ideally 6 months) prior to the expedition (S.4), and work with the group soon after appointment, ideally as part of their training programme (S.5).

GOE Edition 3 – 2009 11

T Expedition Leader Matrix The competence of the (technical) Expedition Leader is regarded as the single most important factor in ensuring a safe and successful expedition (T.1).

The school and School Leader are not normally specialist in the area of overseas expeditions, and as such cannot be expected to have the expertise necessary in order to assess the competence of the Provider’s designated Expedition Leader (T.2). Therefore this section is aimed primarily at the Provider (T.3). In presenting the matrix of Expedition Leader competencies, its principles need to be understood. Where the matrix does not cover the exact terrain or circumstances, the below principles must be applied (T.4). The basic principles are that:

• the Expedition Leader must be able to demonstrate an appropriate level of competence, in line with current good practice (T.5).

• there must be evidence of that competence through an assessment or judgement, made by a person of sufficient status, qualification and/or experience to make that judgement (ie. a ‘technical adviser’), and be recognised as being able to do so (T.6).

Two principal routes are taken in this matrix:

1. Recognised qualifications plus additional experience and local knowledge. The matrix accepts and promotes the value of a base line of technical competence given by a national governing body award such as a mountain qualification (T.7). It also accepts that in these contexts this is insufficient without additional experience of the activities in the region concerned (T.8), and the need for essential local knowledge (T.9). These elements need to be seen as complementary requirements.

2. Where there is no recognised qualification (in the specific terrain, region, or culture) then

it is most important that the principals are applied as realistically as possible (T.10). • Where is the evidence of current good practice/competency? For example, the person

should be an expeditioner known to recognised expedition groups or major agencies. Their competence would have been evidenced by others able to make a judgement (T.11).

• The person(s) making the judgement (ie. a ‘technical adviser’) would need to be nationally recognised or recognised by others of such a standing, or part of an organisation that has such a clearly recognisable standing (T.12). In the absence of the moderation of an award, this person should be external to the expedition group or company concerned (T.13). (Applying the principles in this way allows for a realistic comparison to the first route in terms of the consistency of judgements made).

If the Provider is unable to meet the above criteria relating to the competence of the Expedition Leader then this must be discussed with the LA/employer, and resolved prior to the Provider entering into a contract with the school (T.14).

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Expedition Leader Matrix Activity/hazard level

Terrain Expedition Leader qualification

Expedition Assistant Leader qualification

Additional Experience

Essential local knowledge

Day Treks and Trekking to fixed or mobile camps

Walking terrain in summer conditions Jungle travel

ML (Summer) Expedition Mountain Leader Suitable MoD qualification or specific evidence of competence

Assessed competence in this terrain eg ML (Summer) training where assessment of competence available or Walking Group Leader (assessed)

journeying or expeditioning in the region concerned

∗ the availability and efficiency of:

- transport systems - medical facilities

Day Treks and Trekking to fixed or mobile camps

Scrambling Terrain requiring the use of ropes or fixed cables; in summer conditions Jungle travel

MIA Suitable MoD qualification or specific evidence of competence

MIA training or ML (Summer) plus SPA

journeying or expeditioning and scrambling in the region concerned

- emergency support - guides - accommodation

Day Treks and Trekking to fixed or mobile camps

Walking terrain above the snow line (non glacial) Jungle travel

ML Winter or IML where a winter component has been assessed Suitable MoD qualification or specific evidence of competence

ML Winter training IML training with winter component

journeying or expeditioning in the region concerned

∗ local culture: - advantages/issues - crime - gender - religions

Day Treks and Trekking to fixed or mobile camps

Scrambling Terrain requiring the use of ropes or fixed cables including snow and ice conditions (non glacial) Jungle travel

MIC Suitable MoD qualification or specific evidence of competence

MIA with Winter ML good awareness of the region and its routes

Day Treks and Trekking to fixed or mobile camps

Mountaineering requiring the use of ropes or fixed cables including glaciated snow and ice Jungle travel

UIA Guide Suitable MoD qualification or specific evidence of competence

MIC good awareness of the region and its routes

Jungle travel In order to obtain an equivalent to the ‘assessed competence’ in other activities, an MoD qualification or similar endorsement would be required from a recognised source, which in turn would need to be able to provide evidence of their ability and experience to make such an assessment. (This could be true of other journeying, eg arctic travel.)

GOE Edition 3 – 2009

U First Aid Competencies The Expedition Leader must hold as a minimum a 16 hour (assessed) First Aid Award issued by an HSE or QCA Approved Training Organisation (U.1). Where appropriate, the Expedition Leader must also have competency in ‘remote’ first aid (U.2), and knowledge of first aid relevant to the specific environment to be visited, eg. desert, jungle, altitude (U.3).

Unless the employer/school requires a higher level of competence or qualification, the School Leader and any supporting school staff should, as a minimum, possess ‘a good working knowledge’ of first aid (U.4).

V Supervision Ratios Ratios will vary considerably, based on risk assessments in the particular environment and if the Technical/Pastoral roles are split (V.1). The major considerations are:

• The norm for most visits is that there will be at least two leaders, with a gender balance in the case of a mixed gender group (V.2). However, it is acknowledged that exceptional circumstances may allow variation in this (V.3).

• A staff/student ratio in line with current good practice for similar expeditions, taking into account all variables, e.g. route, participants, possible weather conditions, Plan B, emergency procedures, competence of staff, equipment, etc. (V.4)

W Emergency Communications The Provider must use the most suitable emergency communication system that is active in the region(s) to be visited (W.1). Where mobile or satellite phones are known to operate in a region then this is the preferred choice (W.2). In remote locations, where there is only partial phone coverage, then this must be supplemented by another form of emergency communication, such as radio net and runner (W.3).

X Emergency Procedures and Evacuation Written and agreed emergency procedures and contingency plans should be fully understood by all involved in the expedition (X.1). It is the responsibility of the Expedition Leader and Provider to ensure that appropriate emergency and evacuation procedures are in place (X.2). As part of this, it is essential:

• to have a very accurate knowledge of the scope and limitations of the rescue services before making a decision on the viability of an area or specific route and its suitability for the group concerned (X.3).

• to understand the full implications of any individual or group evacuation in the event of an incident or injury (X.4). The evacuation of a student will normally require an accompanying member of staff, which has implications for the remaining group (X.5).

• that the rescue and evacuation procedures of the route and area are fully considered in the risk assessment (X.6). Where a life-threatening injury or illness could not be evacuated with some efficiency and effectiveness, then the area is inappropriate (X.7).

• that the assistant leader’s competence should be sufficient to successfully apply the emergency or incident management strategies should the leader become incapacitated (X.8).

GOE Edition 3 – 2009 13

Y Swimming Swimming activities are encouraged, provided they can be appropriately supervised. The aim is NOT to prevent swimming activities, even ‘wild swimming’ (i.e. swimming in places other than purpose built or supervised resources). The visit plan should therefore consider the opportunities and merits of young people experiencing, and learning about the hazards of water.

Prior to swimming activities taking place, there must be clarity as to whether the overall responsibility for participant safety rests with the school or Provider, or if this is shared (Y.1).

• If the responsibility for swimming rests with the Provider, then the school and parents must be informed of the provider’s policy. As a minimum the Expedition Leader must, provide an appropriate level of supervision*, and implement adequate control measures (Y.2). Where the level of supervision is not in accordance with * below, the Provider must inform the school/employer of this, and the level of lifeguarding must be agreed to the satisfaction of the school/employer in advance of a contract being entered into (Y.3).

• If the responsibility for swimming rests with the school, then the activity may only take place if either:

a) the activity takes place at an appropriately lifeguarded* swimming pool (Y.4), or b) an appropriately qualified* lifeguard, designated specifically for the group, is in

attendance (Y.5) or c) the member of school staff supervising the activity has been specifically approved

by the LA/employer in advance, in accordance with the employer/school’s normal procedures (Y.6)

• If the responsibility for swimming is shared between the Provider and school, both parties will agree arrangements in advance, based on a combination of the above (Y.7).

* in accordance with RLSS (UK), RoSPA, or other nationally accepted guidance.

Z Other Adventurous Activities The Expedition Leader is responsible for all adventurous activities (Z.1), unless a member of school staff has been specifically approved by the LA/employer to lead such activities, in which case normal school procedures will apply (Z.2).

AA Acute Mountain Sickness & use of Diamox The Provider must ensure that the following guidelines are adhered to:

• Above 3,000m sleeping altitudes should be increased by no more than 300-600m per day (AA.1). Note. slower ascent may be necessary for some individuals (AA.2).

• There must be a rest day for every 1,000m of elevation gained (AA.3). • The itinerary must be flexible to allow days of rest without further ascent if needed (AA.4). • Acetazolamide (eg Diamox) may only be used for prophylaxis against mountain sickness

where this has been approved by an appropriate medical officer (AA.5) and where parental consent has been obtained (AA.6)

Additional guidance may be obtained from the BMC www.thebmc.org.uk (AA.7).

BB Remote Supervision It is assumed that the young people will be accompanied during their expedition (BB.1). Should the aim of the expedition include more self-reliant activity, the decision to move to indirect supervision must only be made on observed evidence of the competence of the whole group (BB.2), and is the responsibility of the Expedition Leader, following liaison with the School Leader (BB.3).

Any remote working where the group, or part of the group, does not have quick and direct access to the Expedition Leader or School Leader is inappropriate for this type of expeditioning and should not occur (BB.4).

GOE Edition 3 – 2009 14

CC The Use of Guides The ultimate responsibility for the selection and use of guides rests with the Provider / Expedition Leader, even though the young people and School Leader may be involved in the process (CC.1).

If the use of guides is to be considered as a part of the leader competency in that they supply some local knowledge, then the following questions must be asked as far as is practical:

• Where is the evidence of current good practice/competency of the actual guides to be used? (CC.2)

• Are they a recognised company or individual guide? (CC.3) Have they been used before and to what effect? (CC.4) Evidence would need to be collected, in particular where there is no recognised guiding system (CC.5).

• Guides are normally employed for specific route-finding and technical knowledge. If appropriate, guides may have a supporting pastoral role, but not sole pastoral responsibility (CC.6).

• It must be remembered that a good guide can complement the Expedition Leader, but must not replace the Expedition Leader (CC.7).

• Where there is not good evidence of their competence, then the Expedition Leader should have sufficient experience and local knowledge to manage without a guide (CC.8). This must be considered before routes are agreed (CC.9).

• Where these is not good evidence of their history / character then the guide must not have unsupervised contact with the students (CC.10).

• Where an additional risk assessment is required to manage changing circumstances such a weather, fitness, injury, local conditions, etc. the Expedition Leader must satisfy him/herself that the guide and local information are of sufficient quality for them to go ahead (CC.11), or the Expedition Leader must use an already planned contingency alternative (Plan B) (CC.12).

DD The Use of Porters Where the length of the expedition requires porters to support the carrying of equipment, the Expedition Leader must ensure that sufficient numbers are available (DD.1).

The experience and fitness of the young people allied to the demands of the terrain, environment and weather should determine the weight of the pack or load they can carry (DD.2).

EE Child Protection Written child protection procedures should be available and evidence of policies in action, eg. references / interviews / CRB (enhanced disclosure) / List 99 / male-female leader ratios for mixed groups / accommodation / camp security / etc (EE.1).

Participants should be suitably briefed with regards to ‘keeping safe’, and should be advised as to when and how to report an issue or raise an alarm (EE.2).

FF Environmental Issues The Provider should be able to illustrate the known impact of their own and other groups in the same area, ie number of expeditions, expedition ‘overload’ (FF.1).)

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Appendix 1

List of Overseas Expedition Providers

See also Section H This list has been compiled in order to save research time for schools. It comprises Providers who are known to offer Overseas Expeditions to schools. Please note that there may be other Providers who do not appear on the list. The below is simply a database, and is not a list of recommended or ‘approved’ Providers. The list does not differentiate between type of Provider, eg whether or not they work predominantly with schools, are GAP year organisations, have charitable status, etc. Please note that there may be other Providers who do not appear on the list.

Across the Divide Jubilee House, Fore St., Thorncombe, Chard, Somerset, TA20 4PP

01460 31456 www.atdexp.com events@atd-expedition.co.uk

Adventure Alternative 11 Central Avenue, Portstewart, Co Londonderry, N. Ireland BT55 7BP

028708 31258 www.adventurealternative.com office@adventurealternative.com

Adventure Works The Foundry Studios, 45 Mowbray Street, Sheffield, S3 8EN

0845 345 8850 www.adventureworks.co.uk info@adventureworks.co.uk

Adventure Lifesigns

Tournai Hall, Evelyn Woods Road, Aldershot, GU11 2LL 01252 326555

www.adventurelifesigns.co.uk info@adventurelifesigns.co.uk

African Conservation Experience

PO Box 28, Ottery St Mary, Devon, EX11 1ZN 0870 241 5816

www.ConservationAfrica.net info@ConservationAfrica.net

Brathay Exploration Group

Brathay Hall, Ambleside, Cumbria, LA22 0HP 015394 33942

www.brathayexploration.org.uk admin@brathayexploration.org.uk

BSES Expeditions - at Royal Geographical Society, 1 Kensington Gore, London SW7 2AR

020 7591 3141 www.bses.org.uk info@bses.org.uk

Classic Journeys 33 High Street, Tibshelf, Derbyshire, DE55 5NX

01773 873497 www.classicjourneys.co.uk info@classicjourneys.co.uk

Coral Cay Conservation The Tower, 13th Floor, 125 High Street, London, SW19 2JG

0870 750 0667 www.coralcay.org info@coralcay.org

Discover Adventure Throope Down House, Blandford Rd, Coombe Bissett, Salisbury, P5 4LN

01722 718444 www.discoveradventure.com info@discoveradventure.com

EWP Haulfryn, Cilycwm, Wales, SA20 0SP

01550 721319 www.ewpnet.com ewp@ewpnet.com

Expedition Company PO Box 17, Wiveliscombe, Taunton, Somerset, TA4 2YL

01984 624780 www.expedition.co.uk info@expedition.co.uk

Far Frontiers The Pound, Ampney Crucis, Glos., GL7 5SA

01285 850926 www.farfrontiers.com info@farfrontiers.com

Footloose 3 Springs Pavement, Ilkley, West Yorks, LS29 8HD

01943 604070 www.footlooseadventure.co.uk footrv@globalnet.co.uk

GOE Edition 3 – 2009 16

Fulcrum Challenge Unit 7, Luccombe Business centre, Milton Abbas, Dorset, DT11 0BD

01258 881399 www.fulcrum-challenge.org office@fulcrum-challenge.org

GAP Activity Projects 44 Queens Road, Reading, Berkshire, RG1 4BB

0118 959 4914 www.gap.org.uk education@gap.org.uk

Greenforce 11-15 Betterton Street, London, WC2H 9BP

0870 770 2646 www.greenforce.org info@greenforce.org

High Places Globe Centre, Penistone Road, Sheffield, S6 3AE

0114 275 7500 www.highplaces.co.uk treks@highplaces.co.uk

Himalayan Kingdoms 18 Market Street, Wotton-Under-Edge, Glos., GL12 7AE

01453 844400 www.himalayankingdoms.com info@himalayankingdoms.com

Journey Latin America 12/13 Heathfield Terrace, London, W4 4JE

020 8747 8612 www.journeylatinamerica.co.uk tours@journeylatinamerica.co.uk

KE Adventure 32 Lake Road, Keswick, Cumbria, CA12 5DQ

01768 773966 www.keadventure.com info@keadventure.co.uk

Outlook Expeditions & Outlook Scotland

The Outlook Development Centre, Deniolen, Llanberis, Gwynedd LL55 3NF 01286 871888 0131 2081070 (Scotland) www.outlookexpeditions.com

info@outlookexpeditions.com info@outlookscotland.com

Outposts Ltd. Lydeard Farm, Broomfield, Bridgwater, Somerset, TA5 2EG

01823 451959 www.outposts.co.uk info@outposts.co.uk

Outward Bound Trust Outward Bound Trust, Hackthorpe Hall, Hackthorpe, Penrith, CA10 2BR

0870 5134227 www.outwardbound-uk.org enquiries@outwardbound-uk.org

Project Trust The Hebridean Centre, Isle of Coll, Argyll, PA78 6TE

020 7796 1170 www.projecttrust.org.uk info@projecttrust.org.uk

Quest Overseas North-West Stables, Borde Hill Estate, Haywards Heath, RH16 IHP

01444 474744 www.questoverseas.com emailingyou@questoverseas.com

Raleigh International Raleigh International, 27 Parsons Green Lane, London, SW6 4HZ

020 7371 8585 www.raleigh.org.uk info@raleigh.org.uk

Sabre Charitable Trust Bettencourt House, 43 Champion Way, Church Crookham, Hampshire, GU52 6HT 01252 620520 www.sabretrust.org enquiries@sabretrust.org

Spirit of Adventure Powdermills, Princetown, Yelverton, Devon, PL20 6SP

01822 880277 www.spirit-of-adventure.com martin@spirit-of-adventure.com

Trekforce Expeditions 34 Buckingham Palace Rd, London, SW1W 0RE

020 7828 2275 www.trekforce.org.uk info@trekforce.org.uk

True Adventure

4 Heatherwood House, Heatherwood, Midhurst, West Sussex, GU29 9LQ 0870 9196702

www.true-adventure.co.uk info@true-adventure.com

Venture Co The Ironyard, 64-66 The Market Place, Warwick, CV34 4SD

01926 411122 www.ventureco-worldwide.com mail@ventureco-worldwide.com

Walks Worldwide Kings Arm Building, 15 Main Street, High Bentham, Lancs., LA2 7LG

01524 262255 www.walksworldwide.com info@walksworldwide.com

Wilderness Expertise The Octagon, Wellington College, Crowthorne, Berks, RG45 7PU

01344 774430 www.wilderness-expertise.co.uk info@wilderness-expertise.co.uk

GOE Edition 3 – 2009 17

Wind, Sand & Stars 6 Tyndale Terrace, London, N1 2AT

020 7359 7551 www.windsandstars.co.uk office@windsandstars.co.uk

World Challenge Expeditions

Black Arrow House, 2 Chandos Road, London, NW10 6NF 020 8728 7200

www.world-challenge.co.uk welcome@world-challenge.co.uk

World Expeditions 2 Northfields Prospect, Putney Bridge Rd, London, SW18 1PE

020 8870 2600 www.worldexpeditions.co.uk enquiries@worldexpeditions.co.uk

Worldwide Youth & Student Group

Home Farm, 1 Richmond Street, Kings Sutton, Oxon, OX17 3RS 01295 756245

www.AmeriCanAdventures.com groups@trekamerica.co.uk

4th World Expeditions The Barn, Upper Goddards Farm, Skirmett, Oxon, RG9 6TB

08465 130048 www.4thworldadventure.com info@4thworldadventure.com

Sources of information and advice

Adventure Activities Licensing Service

44 Lambourne Cres, Cardiff Business Park, Llanishen, Cardiff, CF14 5GG 029 2075 5715

www.aals.org.uk info@aals.org.uk

Geography Outdoors Royal Geographical Society with IBG, 1 Kensington Gore, London, SW7 2AR 020 7591 3030 www.rgs.org/go go@rgs.org

Young Explorers Trust c/o Royal Geographical Society, 1 Kensington Gore, London SW7 2AR

01623 861027 www.theyet.org info@theyet.org

GOE Edition 3 – 2009 18

Appendix 2

GOE Edition 3 – 2009 19

List of GOE Users

GOE is a component of: 'Educational visits. A good practice safety guide to learning outside the classroom. All Wales guidance'

Published by Welsh Assembly Government, 2008.

- and has been adopted by the following English local authorities:

Buckinghamshire County Council

City of London

Devon County Council

East Riding of Yorkshire

Harrow Council

Hertfordshire County Council

Leicestershire County Council

London Borough of Barnet

London Borough of Bexley

London Borough of Enfield

London Borough of Redbridge

London Borough of Southwark

London Borough of Waltham Forest

Medway Council

Rochdale Metropolitan Borough Council

Rutland County Council

Torbay Council

Trafford Borough Council

© Clive Atkins Consultancy Ltd.