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Trips &

Outings Policy

A Guide for Staff arranging

& supervising off-campus trips

& excursions

Last Review: Sep 2019 (RD) Next Review: Sep 2021 (CI-J)


Contents

FSM Trips & Outings Policy

Topic Page

Number

Introduction 3

Planning the Visit 4

Risk Assessment 4

Planning the Itinerary 4

Preparing the Participants 6

Parental/Guardian Consent 6

Behaviour 7

Briefing Escorts 7

Briefing Senior Colleagues 7

Essential Planning for Extended Trips 7

Managing Emergencies 10

Legal Obligations 13

Annexes:

Annex A: Planning & Authorisation 15 Annex B: Minibuses 16 Annex C: Guidance on Supervision Ratios 20 Annex D: Checklist for a Trip (Start to Finish) 21 Annex E: Critical Incident Checklist 25

Forms:

Form A: Routine Trip Authorisation & Risk Assessment

27

Form B: Extended Trip Authorisation & Risk Assessment

29

Form C: Parental/Guardian Consent 32


Forres Sandle Manor (Non-Academic) Policy

Policy Title Trips and Outings

Policy Lead (Appointment (& Initials)) Bursar (CI-J)

Date of Last Review September 2019

Date of Next Review September 2021

TRIPS AND OUTINGS

INTRODUCTION

This document provides advice and guidance to staff responsible for outings, excursions

and trips which involve pupils leaving the school campus. It would be impractical to provide

absolute rules to cover all contexts and eventualities. Instead, this document alerts staff to

potential pitfalls and, as a minimum, serves as a checklist prior to departure.

Outings are an integral part of a pupil’s education at FSM and, as such, they are strongly

encouraged. Apart from matches, each child should be taken on at least one educational

outing each term (and often far more) in addition to recreational outings at weekends and

at other times. Any outing represents a safety risk and this policy paper lays out procedures

to minimise the risk.

Much of this policy applies to extended (overnight trips) or to trips overseas which need

particular handling. However, the routine outings require no less care in their planning.

Organising and leading any school trip is an onerous experience which can be exhausting.

Young people in an unfamiliar environment may often behave out of character. Groups of

young people when divorced from the usual learning environment can easily have their

attention redirected onto non-learning activities; this is more so when the trip is abroad or

involves a long journey.

Managing all the members of the group, achieving the objectives of the trip, making sure

that everyone takes full part, maintaining discipline and ensuring the safety of all involved is

a full time responsibility. Sound pre-planning and detailed preparation are essential for a

successful trip. The guidance in this policy document assumes that the visit is for

educational purposes, although much of it applies when the trip is solely for recreation.

Department for Education & Skills (DfES) - Good Practice Guide


DfeS provide a guide on the Health & Safety of Pupils on Educational Visits1. It is a well-

written and commendable booklet which gives comprehensive direction to help successfully

plan trips and outings; much of the guidance stretches beyond the scope of this FSM policy

document. Copies of the DfES booklet are held by the Bursar and the School Office.

PLANNING THE VISIT

The purpose of the trip should be made clear to all concerned. It will be necessary to ensure

that the destination is suitable. Reconnaissance is most important though it is not always

practical. A repeat visit to the same destination with different groups makes the task of

organisation much less onerous. Requiring the pupils to undertake preparatory assignment

work serves to reinforce a disciplined approach.

To arrive at a balanced itinerary which pleases all those involved requires good

communication and negotiation skills and with arrangements that have been confirmed.

The organiser must be aware of, and operate within, the law. On overseas trips there will

be at least 2 different legal systems operating; for instance, the permitted contents of a First

Aid pack may differ from country to country.

RISK ASSESSMENT

Every member of staff taking a group of pupils on a trip of whatever duration is to complete

a Risk Assessment. For routine trips, completion of the Risk Assessment Form on the

reverse of the Trip Authorization Form (see Form A attached) will suffice.

Note that the only trips which do not require Risk Assessments are journeys to other schools

and even then the supervisor of the trip should know the procedures to be followed in the

event of an emergency (See Managing Emergencies - Page 10).

More hazardous and/or overnight trips require a more detailed Risk Assessment (see Form

B attached).

Risk Assessment involves:

Identifying possible hazards at all stages of the trip. These will variously encompass

issues of supervision, transport, accommodation, security, hazardous and other

pursuits, first aid and medical factors and contingency plans in the event of, say, losing

contact with a pupil.

For each identifiable area, staff should calculate the risk level and then introduce or

be mindful of control and/or contingency measures. In the event of an incident, staff

will be expected to demonstrate that they acted in accordance with procedures

considered in advance as part of the Risk Assessment process.

1 DfES Booklet HSPV2 (Print Run 2001).


PLANNING THE ITINERARY

Selecting the Destination

The popularity and likely numbers of other visitors at your chosen destination may affect the

planned learning experience and this factor needs to be considered.

Travelling

Be aware of travelling time and take into account the need for breaks in the journey.

Allow more time than will actually be needed, particularly if someone else is

responsible for transport.

Be aware of time differences between the UK and other countries which will affect the

amount of time available at the end of the journey.

There may be a choice between public and private transport. Both have their

advantages:

o Private transport gives you control over the stops and the routes. The pupils can

relax more and need less supervision.

o Public transport allows the leader to relax more, removing the necessity for

him/her to drive. This is particularly valuable when travelling abroad where

unfamiliar driving restrictions and laws may prevail.

Choice of Transport Types

Some factors and considerations:

Using

your own

Car

Staff are covered by the School’s Occasional Business Use Policy. Ask

the Bursar to explain this arrangement if you are unsure.

Booster seats require to be used by law for pupils under 135cm tall (4ft

5in) or under 12 years old, whichever comes first.

Using

Parents’

Cars

Staff must check the authorisation slips in the office before allowing any

child to travel in another parent’s car.

It is not your responsibility in law to check that the driver is competent, but

do see that the pupils are wearing seat belts and are not put in the care of

a driver known to be irresponsible or transported in an apparently

unsuitable or un-roadworthy vehicle.

Booster seats require to be used by law for pupils under 135cm tall (4ft

5in) or under 12 years old, whichever comes first.

There is a Risk Assessment that must always be completed by any parent

transporting FSM pupils other than their own child on a School activity.

Travelling

by Hired

Coach

Make certain that the coach company is insured against being unable to

complete their contract. There have been cases where coaches have

failed to make connections, and flights have been missed. Check that

your holiday insurance covers this eventuality.

At the time of booking state the size of the coach you require and any

extra facilities you require: microphone, toilet, video etc.


PREPARING THE PARTICIPANTS

For overnight trips, it is important to brief the pupils and parents well in advance and to

explain fully the reasons for the visit and the proposed itinerary.

Full written copies of the itinerary must be available for all concerned: pupils, parents (in

some cases 2 sets), host organisations, colleagues and the Headmaster. Take spare

copies with you on the trip. Importantly, state that the itinerary is subject to change if

circumstances dictate. If you fail to keep to your itinerary you could be liable for damages.

The changes clause could help you out of a difficult situation. You should also state that a

risk assessment has been carried out and appropriate control measures introduced.

Within the itinerary document the following should be included:

Who is taking part.

Activities taking place.

All relevant dates.

All key timings.

Exact locations (hotels details should include full addresses, telephone, telex and fax

with international dialling codes where appropriate.

Clothing and equipment list.

Be aware that on long journeys the driver is required by law to take stops

that comply with EC regulations on time and distance driven. Any such

stops should be planned into your journey.

Travelling

by Sea

Ensure you leave enough time to arrive at the port at the stated time.

Always agree a rendezvous point with the pupils and make sure it is

manned for the duration of the crossing by one of the escorts.

Make all the participants aware of the ship’s emergency procedures.

You may want to agree a procedure of your own for the group but this

must not conflict with that laid down by the carrier

Travelling

by Air

Check if any of the participants have problems with flying and determine

the legitimacy of their claim.

Check if anyone has a medical condition that may be exacerbated by

flying and that they have their required remedies to hand during the flight.

Notify the airline if you are carrying any medication that may need

refrigeration.

Travelling

by Rail

Special rates are available for parties over 10 in number and on most

services seat reservations can be made. Usefully this enables the leader

to keep the group together.

Make sure you know about connections or train changes that have to be

made and allow plenty of time.

On modern, open plan trains a large group can be intrusive to other

passengers, so good discipline is essential. One responsible adult should

be in each compartment occupied by members of your group.


Number and names of all escorts and hosts.

PARENTAL/GUARDIAN CONSENT FORM

A signature from one parent or legal guardian must be obtained on the Consent Form (see

Form C attached) for overnight or overseas trips. Pupils for whom no written consent has

been received are not to be taken.

BEHAVIOUR

Good discipline is essential both for safety reasons and to safeguard FSM’s reputation.

Anyone who comes into contact with the group is to be shown the utmost courtesy.

Couriers, guides and any others who have given up their time for FSM deserve the group’s

full attention. Hosts merit recognition and thanks for their help and co-operation and are

usually very appreciative of an on-the-spot thank you in front of the group. A letter of thanks

on return to FSM is always to be written.

Group leaders have a right to refuse to take a child who constitutes a risk to the safety of

others. However, it is expected that such decisions would be taken in consultation with the

Headmaster.

BRIEFING ESCORTS

You may be held responsible for an accident which occurs even when the pupils are under

the supervision of a volunteer helper. Brief all such helpers and escorts in writing before

accepting them on the trip. Ideally, they should be present at the pupil briefing before

departure.

All escorts must be aware of their function as role models. Their behaviour must be beyond

reproach at all times and must be seen to be so by the pupils. Group members should know

at all times where they can locate a responsible escort. For instance, if a group is shopping

a place must be agreed where one of the escorts can be found.

Stress that the amount of recommended spending money should be observed.

BRIEFING SENIOR COLLEAGUES

Keep the School Office (and through them the Headmaster) fully informed, provide a copy

of the itinerary and discuss the details of any overseas or overnight trip with the Headmaster.

Inviting the advice of the Head and other colleagues might expose something that has been

overlooked. Ensure that you have the contact numbers for the school on a 24 hour basis.

ESSENTIAL PLANNING FOR EXTENDED TRIPS

Extended trips in particular require careful and detailed planning. Key areas for attention

are:

Money

o Dealing with money can be one of the most difficult tasks. It will be necessary at

the outset to make an estimate of the total cost and a date by which it should be


paid. (It is preferable that payment is made before the trip, rather than the

amount added to the school bill.) If the bill is going to be a large one, it is often

more considerate and successful to allow payment by instalments.

o Make sure that you have access to emergency funds. This includes hard cash,

a mixture of coins and note and less liquid forms for larger amounts.

o Decide how the participants are going to deal with their own spending money.

Are you going to act as banker, or are they going to take responsibility for it

themselves?

Documentation

On arrival, check all official documentation carefully, not just tickets but insurance

cover documents, itineraries and receipts. When travelling abroad, passports, and

possibly visas, will be necessary. (It is the parent’s responsibility to check that these

are correct and current, but they need to be checked nonetheless.)

Passports

Non British passport holders may need a visa when the rest of the group do not, and

possibly later for re-entry into the UK. Other likely passport difficulties to look out for

are:

o Joint nationality holders.

o British passports issued abroad.

o Non British Nationals resident in the UK returning without a re-entry visa.

o British visitor’s passports have a different validity to a full British passport and are

not valid for entry into some countries.

o Current politics of the day (some countries will not admit those who are Jewish or

who have an Israeli passport stamp).

Travel Documents

Group leaders should have the following documents their possession on the outward

journey, in your hand luggage readily accessible. On arrival at your destination the

documents should be lodged safely, preferably in the safe deposit facility at the hotel:

o Tickets for the outward and return journey.

o Passports.

o Visas.

o Medical certificates and doctors letters where appropriate.

o Insurance Policy, plus name, telephone/telex/fax number of issuing agent (the

Bursar can provide these on a credit card sized memo).

o Personal driving licence (international if necessary).

o Nominal roll of the group, including home contact telephone numbers of

parents/guardians.

o Personal credit cards for use in emergency.

o Traveller’s cheques and cash, including small change in the currency of your

destination.

o Copies of the itinerary.

o Precise name, address and contact numbers of the destination and all the

carriers. (Obtain the 24 hour emergency numbers).

o Baggage receipts from your carrier.


o Sufficient baggage labels for your return.

o Copies of parental consent forms (Form C).

o A copy of this policy guidance if required.

Medical

Leaders or escorts may be approached for medical advice and aid. There are strict

rules about what can be administered and by whom:

o Check with the Matron’s Department before handing out any treatment. Make

sure that whoever administers treatment knows what they are doing.

o Check parental consent form (allergies and relevant medical history) and keep

detailed notes of the treatment given: drug, dosage, date, date, reasons and

effect on the patient.

First Aid Pack

A first aid pack is essential and should be part of the leader’s hand luggage at all times.

Matrons can put together an appropriate kit on request and, before departure, advice

is to be sought if necessary on how to use it all. The pack may contain:

o Plasters.

o Crepe bandage.

o Antiseptic cream and liquid.

o Burn cream (also suitable for blisters).

o Insect repellent and sting sooth.

o Scissors.

o Tweezers.

o Travel sickness bags (Freezer bags with ties are ideal).

o Baby or antiseptic wipes.

Prescribed Medicines

Leaders may be required to take charge of prescribed medicine for a group member.

Inherently, this will require leaders to ensure they are fully briefed on the medical

condition, the symptoms, dosage times, reason for prescription and care of the drug

(does it need refrigeration as is the case for Insulin). The drug should always be in

the correct bottle and that it is clearly labelled. Never carry drugs in main luggage as

this will delay access to them or, at worst, the luggage is mislaid along with the drugs.

Note that when travelling through customs prescribed drugs will be of interest to

customs officials. A note from the patient’s doctor explaining what the drugs are and

when they are needed may prevent difficulties here.

Medical Insurance and Pre-Existing Medical Conditions

Either as a group or individually, each member, including escorts must have adequate

medical insurance cover. Some insurance policies exclude provision of cover for a

medical condition which was known to exist when the insurance was effected. The

school’s insurance does cover pre-existing medical conditions provided a letter from a

doctor is obtained to confirm that there is no reason that the person may not travel and

provided that sufficient medication is taken for the duration of the trip.

Insurance Essentials

Before departure the whole group must be properly insured. There are some important

aspects to ensure are included:


o Cancellation of the trip due to illness or death.

o Curtailment of the trip for one or more participants due to illness of themselves

or a relative at home.

o Delays to journeys, especially for reasons of adverse weather or industrial action.

It may be necessary to feed and accommodate the whole group at short notice.

o Failing to meet outward transport. Adverse weather, traffic jams or mechanical

breakdown can lead to missed connections. Check that cover extends to both

private transport and private coach hire.

o Adequate baggage cover for each traveller.

o Personal Items: Some items may need to be separately insured. The amount

insured is up to £1,000 of personal belongings per pupil and £2,000 per insured

teacher or parent. There is a £30 excess.

o The small print on the policy must be read with care as there are a number of

exclusions.

o Incidents that could give rise to an insurance claim for medical expenses should

be reported to CEGA Emergency Service immediately. (See Managing

Emergencies on Page 12 for more guidance).

Insurance Claims Procedure

o Deal first with the situation in the most sensible way by using the appropriate

help; police, medics, rescue agencies. The welfare of the whole group is the

leader’s principal concern.

o Meet the expenses as necessary, getting detailed receipts for every expense.

o In the event of a theft, and in line with the insurer’s requirements, a statement

must be made to the local police and a copy retained by the leader. Where

appropriate, make the same statement to the tour representative.

o At the earliest opportunity inform the insurer (or agent) in writing. You may need

the agreement of the insurers to proceed if the bill looks like it may be large, for

surgery for instance.

o On return submit the claim immediately, as some companies have a timing-out

clause.

MANAGING EMERGENCIES

Effective Communications

The key tool in managing any emergency is reliable communications. Accordingly,

members of staff taking pupils off site are to carry a functioning mobile phone at all

times.

Staff Guidance for Specific Emergencies or Difficulties

Illness of

Staff

Ensure that suitable medical treatment is provided and keep all receipts

for the insurance claim.

Arrange for a home transfer if necessary and for a replacement escort if

necessary.


Make sure the whole group is kept informed, explaining what is

happening and why.

Endeavour to keep to the planned itinerary.

Illness of a

Group

Member

Seek medical attention and keep all the receipts.

Advise home base and the parents if the illness is serious.

Advise the insurance agent that a claim is likely.

Arrange nursing cover and a transfer home if required.

In a case where surgery is needed seek the consent of the parents and

if possible, arrange for them to come. (See below Sending for Parents).

Death of a

Group

Member

Inform the Headmaster immediately.

Contact the nearest British Embassy or Consulate at once and ask for

their help; put them and the undertakers in contact with FSM’s insurers.

Employ a firm of undertakers large enough to get the body home and to

deal with the paperwork. (When abroad the paperwork can be a

significant hurdle for someone not trained to handle it).

Do not neglect the rest of the group; fully explain the situation and the

actions. They will need reassurance and having full information can

help them come to terms with the crisis.

Consider terminating the trip as an option, although it might be

preferable to carry on. The leader needs to make that judgement and

explain the choice to the group.

Say nothing to the Press. Politely make clear that the Governors’ policy

in the prevailing circumstances is to refer all enquiries to the FSM base.

Sending for

Parents

This is only necessary in the case of serious illness.

Having first contacted the Headmaster, contact the parents directly. Try

to avoid leaving messages which could add to the anxiety.

If possible, get someone from the FSM base to visit the parents in

person. The police will help if it is serious enough.

Book the tickets from the arrival point for parents to collect at the

departure point.

Arrange accommodation as near as possible to the child, informing the

hotel of the situation.

Meet the parents on arrival at the airport; try and shorten any diplomatic

difficulties; fill in hotel forms in advance.

Take the parents directly to the child. Brief them succinctly and honestly

about the situation.

Take charge of their luggage and pay for the taxi.

Keep out of their way until the parents need to see the leader.

Do not expect thanks or courtesy. Reactions vary from blaming the

leader (say nothing and seek legal advice) to tears and silence.


Zurich Emergency and Travel Assistance

In the event of serious illness or accident involving a member of the group injured

whilst abroad and which requires immediate emergency treatment, the Zurich

Emergency Travel Assistance is to be notified as quickly as possible. Apart from giving

valuable advice, they can provide assistance with the repatriation of patients and

payments for medical treatment. This avoids the leader having to pay bills out of the

holiday fund.

Arrange for the transport home. Try and smooth the path by explaining

the situation to all the carriers concerned.

Remember to keep FSM’s insurer informed of progress.

Repatriating

one of the

Group

There may be occasions when a pupil is sent home ahead of the party

and without an adult escort. This may be because of an illness of a

relative at home or if there has been such a serious breach of discipline

that in the leader’s view it warrants such an action.

First, arrange for the pupil to be met on return by a suitable adult.

Inform the carrier of the name of the minor, the reasons for the journey

and the name of the new escort on arrival. Most carriers offer an

unaccompanied minor service to help them through the formalities.

At all times keep FSM advised of the situation and seek advice before

finalising plans.

Loss of

Documents

Passports: Report the loss to the police immediately and to the nearest

British Consul who can issue an emergency replacement.

Tickets: Scheduled tickets cannot be reissued. Buy new ones. Keep all

receipts for the insurance claim. If charter tickets are lost contact the

airline or the operator’s representative.

Traveller’s Cheques: These can be replaced very quickly but only if a

record of the numbers has been kept. Keep a record of the numbers

safely, but not alongside the traveller’s cheques.

Credit Cards: These must be stopped immediately by contacting the

issuing organisation.

Medical Assistance

For useful pre-travel advice, visit the Zurich website www.zurich.co.uk/travelassistance.

Whilst away, there is a 24 hour help line for: o Emergency Medical Help includes arranging medical care and

repatriation. o Emergency Cash Advance to replace cash lost or stolen during

your journey o Legal Referral gives access to an Embassy or Consulate if legal

assistance is required o Travel Support including assistance with lost or stolen documents,

baggage or tickets

Security Assistance

Zurich’s security partner helps you stay safe while travelling and provide specialist emergency assistance 24 hours a day.

http://www.zurich.co.uk/travelassistance


LEGAL OBLIGATIONS

Duty of Care

The duties of FSM and teachers towards pupils generally arise from the Law of Tort. The

purpose of this law, in appropriate situations, is to shift the loss from the person suffering it

onto the person responsible for allowing it to happen. It may have come about by act

(whether conscious or accidental) or omission and it provides for financial compensation.

The Law of Tort most frequently deals with negligence which is failure to exercise such care

as is reasonable in the circumstances to avoid damage to others and to property.

There are 4 main questions when considering the common law liability for negligence:

Was there a duty of care owed to the injured party?

Was there a breach of that duty?

Before travelling, visit www.zurich.co.uk/travelassistance to find the following: o Daily News providing news about critical situations such as political

instability, disease outbreaks and terrorism. o Travel Security providing security information on over 180

countries via the website. While you are away you have a 24 hours helpline for Emergency Response if you run into serious difficulties or a life-threatening situation, a

team of security specialists, contracted to Zurich, are available to assist.

Emergency Assistance Card

Carry your Emergency Assistance Card

somewhere safe and on you. It provides emergency medical and security assistance phone numbers. Both assistance lines are manned 24 hours a day by experienced multilingual assistance coordinators. Also shown are the online access codes for both websites:

Medical Assistance: In a medical emergency call: +44 (0) 1489 868 888

For medical information, visit: www.zurich.co.uk/travelassistance and you will then be directed to our medical partner's website where you will need to enter your access code: 8588

Security Assistance: For security assistance in an emergency call: +44 (0) 1489 868 888

For security information, visit: www.zurich.co.uk/travelassistance you will then be directed to our security partner's website where you will need to enter your access code: 0591





Did the plaintive actually suffer loss?

Was that loss a direct and natural consequence of the breach?

The teacher’s duty of care will need to be increased for certain pupils (the disabled for

example).

The duty of care on FSM trips is not confined to school hours but extends to 24 hours a day,

seven days a week.

In Loco Parentis

To enable teachers to carry out their duties, some of the rights and duties of the natural

parent have been transferred across. In that regard, a teacher is said to be in loco parentis.

This term describes the extent of the teacher’s duty of care. The standard of that care is

that of a reasonable teacher which may, in some circumstances, be higher than that of a

reasonable parent.

Vicarious Liability

Generally a person can be held liable for his own wrongs. However, the principle of

vicarious liability provides that the person(s) for whom the act was committed should be

liable. This enables the plaintiff to sue the person most able to pay (possibly the employer).

It should be stressed that the employer is only vicariously liable for those acts or omissions

committed within the scope of employment.


Annex A

PLANNING AND AUTHORISATION

Outings should be planned as far in advance as possible, in order to facilitate associated

arrangements and to ensure availability of staff, transport and to avoid clashes. Advance

planning can also enable certain visits to serve as cross-curricular links.

Letters sent to parents should be on school headed paper, correctly dated with clear

instructions regarding meeting deadlines such as payment. Copies of all correspondence

should be handed to the School Office and also retained by the leader.

For overnight trips, parental consent (signed by one parent/guardian) is required using

Form C.

The Headmaster must authorise all overnight and hazardous trips. Members of SLT can

authorise all other outings, but the Trip Authorization and Risk Assessments (available

from the Staff Room or Office) should always be completed, distributed and copied to the

School Office and Staff Notice Board. This process excludes the sports fixtures detailed

in the FSM Calendar. Form B should be completed for overnight or hazardous trips.

Care should be taken wherever possible to avoid missing lessons. Fridays and Saturdays

should also be avoided where possible because many are already taken up with Sleep-

Outs and Half Terms.

Staff taking pupils off site are to be in possession of a functioning mobile telephone.

Aide Memoire. Many staff have found the aide memoire (Checklist for planning a trip or In

House activity from start to finish) very helpful. It is at Annex D


Annex B

MINIBUSES

FSM possesses 4 long-wheel based diesel minibuses fitted with 17 seats (including the

driver) and one short-wheeled based diesel minibus with 12 seats (including the driver).

The buses are on contract hire and are generally replaced every 5 years.

The functioning of the fleet is the Bursar’s responsibility. Gordon Pattle is the Fleet Manager

for day to day operations. However, the tasking of the buses and their subsequent allocation

rests chiefly with the School Office.

The following table provides useful advice for all staff drivers:

Principal

Procedures

Bookings. All users should book vehicles in the Minibus Diary in the School

Office, consulting with the School Secretary in the first instance. It is

important that timings are included & care taken not to overlap with other

bookings.

Bus Keys. These are kept in the School Office and are to be returned

immediately after each trip.

Diesel Fuel.

o Diesel can be obtained from the Garage on the Southampton Road out

of Fordingbridge. Agency cards for Shell, Texaco, Total and Q8 garages

are kept in the minibuses. Refunds will be made to individuals with a

receipt.

o Drivers are responsible for ensuring that buses are left with at least a

quarter tank of fuel.

Roadworthiness. All defects and incidents must be reported to the Bursar’s

Office at the earliest possible opportunity. Where a user considers a vehicle

to be unroadworthy a clear notice should be left in the vehicle, in the minibus

diary and the Bursar informed.

Vehicle

Checks

Minibuses are to be checked at the beginning and end of each journey

and the Bursar notified immediately of any fresh damage.

Before driving users should undertake the following checks:


o A brief inspection of the outside of the vehicle to check that tyres are

not deflated and that there is no obvious damage to any part of the

vehicle that is likely to effect driving.

o All pupils are wearing seatbelts and that they are fitted correctly.

o Booster seats are on hand and is use for the front seats if applicable.

o Any luggage carried is stored securely and does not block aisles.

o All mirrors are correctly adjusted.

o Location of paperwork.

o Location of First Aid Kit.

o Fuel level.

The vehicles are to be left tidy and drivers should check that all rubbish is

removed at the end of a journey.

Vehicle

Contents

Each minibus contains the following which should be checked before

departure:

o Log Book - users are to complete it as required.

o First Aid Kit (notify Senior Matron should any item be used).

o Fire Extinguisher.

o Breakdown Aid card. To be used in the event of a breakdown, but

phone the School Office first if possible.

o Agency Fuel Cards.

o Copy of the insurance certificate.

o Necessary paperwork including emergency procedure guidelines

Driving

Licences

All teaching staff are permitted to drive the 17 seater minibuses provided

that they hold a D1 driving licence) and they declare in advance all driving

offences and convictions. The 12 seater minibus can be driven by all

holders of a B driving licence (the standard car licence).

Those who passed their driving test after July 1996 will be required to

pass an additional driving test to add the D1 qualification to their licence

before being able to drive the 17 seater minibuses. Seek advice from the

Bursary about these arrangements.

Familiarity driver training with the Fleet Manager is available to all

members of staff.

Fit to Drive Prior to starting a journey the driver should satisfy him/herself that he/she

is in a fit condition to drive and not feeling unwell or overtired.

If there are any doubts about this, a replacement driver must be found.

Safety All pupils must wear seat belts and these should be properly fastened and

adjusted with the ISRI slides before departure.

Law requires that booster seats be used for pupils under 135cm tall (4ft

5in) or under 12 years old, whichever comes first. This only applies to the

2 front passenger seats. Booster seats are not necessary for any of the

rear cabin seats.

All luggage items of equipment should be stowed securely under seats or

in overhead boxes. All gangways and exits must be kept clear by law.


All doors must remain unlocked while the vehicle is moving.

Roof Racks. Roof racks are not to be fitted.

Speed The safety of those on board is paramount. All drivers are to adhere

strictly to all speed limits. A reminder of national speed limits is fitted in all

cabs.

Mobile

Phones

All staff leading groups of pupils on a minibus are to be equipped with a

functioning mobile telephone.

Convoy

Driving

Caveats

When 2 or more minibuses are travelling to the same venue, there will be

a natural inclination for drivers to try and keep closely together. The

danger here is that a convoy of minibuses can often be interpreted as a

slow moving road block which others road users may be tempted to take a

gamble in their attempts to overtake.

Any accident that results from such a miscalculation has a high risk of

involving our minibuses too.

Hence, the following advice for drivers:

DO …………

Make sure that all drivers know where they are going. Each minibus has a

road atlas.

Before departure, discuss the route and agree how best to get there.

Assume that separation along the way is likely to occur at some stage.

Before departure agree that the leading bus will keep an eye on the bus

behind and adjust the speed accordingly. Similarly, in the case of a 3 bus

group, the driver of the 2nd bus has a responsibility to keep the 3rd bus in

view and regulate the speed appropriately.

Leave enough space between buses (at least 10 vehicle lengths or more)

for other road users to overtake the bus safely and with confidence.

Keep calm if contact is lost with the leading minibus. So long as the

convoy drills that you would have discussed before departure works then

the bus ahead should be around the next corner.

Recognise that the leading driver has a considerable responsibility to keep

the convoy intact. If the leading bus has to stop to wait for others to catch

up it should only be in a place capable of safely accommodating the

complete convoy.

Action in

the event of

an

Accident

If any accident occurs involving the minibus (or any trailer drawn by it) on

the road, and this involves:

o Personal injury.

o Injury to a domestic animal (excluding a cat).

o Damage to another vehicle.

o Damage to property on or adjacent to the road.


……the driver must:

o Stop.

o Use hazard warning lights and any other safety equipment supplied.

o Do not move injured persons unless they are in immediate danger of

further injury from other vehicles or from fire or explosion.

o If appropriate, call the emergency services immediately.

o Ensure that the pupils who are passengers are safe.

o Give the following to anyone reasonably requiring them:

Your name.

Name & address of School.

Minibus registration number.

o Report the incident to the police as soon as possible and in any case

within 24 hours.

o If there is any doubt that the vehicle is in a roadworthy condition, it

should not be driven.

o A message should be telephoned through to FSM at the earliest

possible opportunity.

o Where there is personal injury to a person other than the driver, the

vehicle’s certificate of insurance must be produced to any person

having reasonable grounds for requiring it.

Action in

the event of

Breakdown

As far as possible ensure the vehicle is not a hazard to other road users.

Ensure that appropriate action is taken to ensure the continued safety of

the pupils.

FSM should be contacted to agree whatever procedures are appropriate.

These will normally include:

o Calling the appropriate breakdown service.

o Ensuring that the pupils are not left unsupervised at the roadside.

o As far as possible ensuring that parents are informed in the event of

delay.

Finally….. Never forget that our minibuses have the School’s details recorded on the

outside on the vehicles and, as such, represent a powerful marketing tool.

Equally, poor driving skills, particularly speeding and unhelpful flashes of

road rage (whatever the external provocation) is likely to harm seriously

FSM’s reputation.


Annex C

GUIDANCE ON SUPERVISION RATIOS

The following ratios are guidelines and not formal requirements:

Day Trips

(Low Risk)

The ratio of responsible adults to pupils should not fall below 1:16.

For outdoor visits, no fewer than one adult for every 10 pupils subject to a minimum of 2 teachers in the party. The minimum supervision by age should be:

Nursery 1:6

Rec. – Year 2 1:8 (with fully qualified teacher present)

Year 3 – 6 1:12

Year 7 and 8 1:16

Note that visits to other schools or places where there are formally qualified supervisory personnel are present may reduce the requirement.

Overnight

Stays

Recommended ratios:

Up to age 11 1:10

Above 11 1:10

With a minimum of 2 teachers in every party and a female teacher in the case of girls or a mixed gender party.

Designating a Lead Member of Staff

2 : 12 : 12 : 12 : 1


It is essential that one member of the supervising staff is designated to be in overall

charge at any one time. This individual should be on call at all times during the specified

period and should not drink alcohol or be otherwise be unavailable to drive or make

important decisions.

Annex D

CHECKLIST FOR PLANNING A TRIP OR IN-HOUSE ACTIVITY ………FROM START TO FINISH All documents relating to trips are stored in Teachers:Trips\Planning Documents This document is designed for use as a checklist:

Print off ‘Checklist for Planning a Trip or In-House Activity from Start to Finish’

Rationale for the Education Visits

Consider why you are planning this trip:

o Is it integral to the curriculum topic that you are teaching?

o Is it just because ‘we’ve always done this trip’?

o Have you researched alternatives, e.g. inviting a visitor / provider into FSM instead

of travelling?

o How will it benefit the children’s learning experience?

o Is the cost involved commensurate with the educational value to the children?

Don’t feel pressured into organising a trip just for the sake of it.

Setting the Date

Consider what else that cohort is doing that term before anything else. We do

endeavour to spend a similar amount on each cohort each year. Refer to the calendar

in Teachers and the Year Group break down of events.

Is your venue available on the day you would like to go;

o Are there alternative dates?

o At this point you may make a provisional booking with the venue.

So that other members of staff are aware that you are planning a trip:

o Put your provisional event in the calendar including Year Groups, Venue and Trip

Leader initial.

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o Forward the calendar entry by email to all staff that may be affected by Form’s

absence

When choosing your date, you must also consider:

o The timetable on that day for that cohort and therefore what curriculum areas this

may affect; look out for after school events such as sports events and clubs if you

may be late returning.

o If it would impact on ballet lessons, particularly years R, 1 and 2 or those whose

lessons take place in break or lunch times.

o Avoid swimming mornings; if unavoidable, please discuss with Head of Sport

before booking your event

o Remember to check with the Music Department about instrumental lessons:

How will it affect their timetable?

Will they still be able to fulfil the minimum number of lessons in the year?

If your event is taking place at FSM, consider:

o Is there a room available; will you need the DHH/Library or will it take place in the

form room?

o Will it affect lunch sittings/duties?

If your event is an away day, consider the following:

o Will the travelling time be longer than the event itself?

o Consider the children’s well-being, particularly the younger children and the impact

of a long day.

o Are there similar activities that could take place closer to home or could they come

to FSM?

o Is this experience something that you could recommend parents to do with their

children instead of laying on a school trip? E.g. special exhibition at a museum

Making your Booking and Starting Your Paperwork

If your event is an overseas, overnight or potentially hazardous activity then permission

must be sought from the Headmaster.

You will need to know:

o Which staff need to be involved (please check with them first); if Teaching

Assistants, what impact will it have on their timetables and duties? Remember that

if you will be late back, overtime may be incurred, which has to be approved by the

Head before you book.

o What cover might be needed while you are out. Add your event to the calendar (or

update your ‘tbc’ event), including Year Group, venue and trip leader initials of TAs.

o If you put an alternatives ‘tbc’ event on the calendar before the booking was made,

make sure that it is deleted.

o If you need a minibus be sure to add these details.


o Begin your Trip Authorisation and Risk Assessment document (Form A or B) now

as it may prompt you to think of things not yet considered.

o Draft your letter to parents, using templates in teachers….;

This must be submitted to the Headmaster at least 3 weeks before the trip date.

Save any documents to do with the trip in appropriate folders in W:\Trips.

Please rename the file, ensuring that the date of the trips goes at the beginning

YYMMDD:

o 240917 Senior Girls and Boys MT13 Hockey trip – letter to parents

o 240917 Senior Girls and Boys MT13 Hockey trip – Risk assessment

o 240917 Senior Girls and Boys MT13 Hockey trip – Invoice

For routine off site trips completion of the Trip Authorisation and Risk Assessment (see

Form A) will suffice. This should be given to the Headmaster, Deputy Head(s) or Head

of Lower School.

For overseas, overnight or potentially hazardous activities completion of the Trip

Authorisation and Risk Assessment (see Form B) will be necessary. This should be

given to the Headmaster or Deputy Head(s).

Ensure Cover requests are made in a timely fashion.

Complete your Catering Request form; this must be submitted to the kitchens at

least 3 days before the trip date. This 72-hour period does not include Saturdays or

Sundays.

The Day before the Trip

Remind the cohort about tomorrow’s trip, including:

o What to wear, eg. PE kit/blazer/Wellingtons.

o If they need to remember to bring equipment or money.

o Check with the Office that all arrangements (trip lists and documents) are in place-

do you need to take the booking confirmation with you to collect tickets or are the

tickets in the school safe?

Check with matrons if there are any medical needs, eg. asthma inhalers.

Make sure the school mobile phone is charged and that you know how to use it.

If you want to take a camera, make sure it is charged.

Confirm with the kitchen about packed lunches.

Prepare ‘Emergency Contact’ cards if necessary.

On the Day of the Trip

Make sure your Trip Authorisation and Risk Assessment form is posted on the Staff

Room Notice Board and copies with the Deputy Head (Pastoral), Bursar, Catering

Manager, Matrons and Head of Sport (if Games cover is required).

Collect all documentation from the School Office, including:

o Trip lists


o ‘Emergency Contact’ cards

o Emergency cash float

o Critical Incident Checklist (a copy also in minibus)

o School Mobile Phone

Ensure all pupils are wearing the correct clothing.

Collect packed lunches from the kitchen - double check you have everything you are

expecting, including the correct number of bags.

Collect a First Aid Kit, bucket and medicines.

During the Trip

If possible, send an appropriately worded Tweet, either direct from the FSM mobile or

by emailing a photo to [email protected].

Take lots of photographs, ensuring that:

o Every pupil on the trip is included in at least one photograph

o You avoid taking photographs of individuals

o You avoid pupils not allowed in photos

o Ask Head of Marketing for guidance

If your event is in-house

o Request Head of Marketing to take photographs if there is time

o Borrow the school camera, but ensure you download the photographs and clear

them off the memory card before returning it

After the Trip

On your return, make sure the pupils go home/to clubs as appropriate.

Ensure that you have returned everything, including:

o Emergency cash float and School Mobile Phone back to the Bursary

o First Aid Kit, bucket and medicines to matrons (returned by a member of staff and

any medical issues are passed on)

Return packed lunch bags to the kitchen; non-perishable food may be handed out to

the pupils at the end of the day but ensure there is no health hazard in doing this, eg.

tuna mayonnaise sandwiches.

Ensure the vehicle has been swept out and free of litter.

Empty photographs from the camera and return it to the cupboard.

Select appropriate photographs and put them in a clearly labelled folder in

Teachers/Photos/Yr group/Trip along with a blurb about your trip so that a gallery can

be uploaded as soon as possible.

When you have edited your photographs, delete those that are not needed from your

download area to conserve network space.

Complete and return the provider’s feedback form, if applicable.

Take time to review the success (or otherwise) of your trip.

mailto:[email protected]


Annex E

CRITICAL INCIDENT CHECKLIST

When informing FSM, they will need the

following information:

o Time and date

o Local time at incident (if overseas)

o Contact name

o Contact number and/or mobile

o Contact email

o Contact location

o Nature of incident

o Time and date of incident

o Brief description of incident

o Location of incident

o Names of individuals involved- confirm

the details you and FSM have are

identical. Deconflict where necessary.

o Current situation

o Be totally clear about:

Fatalities

Survivors

Hospitalised

Missing

o Authorities involved- police, embassy

(if overseas)

o Agree time and date of further contact

Emergency Procedures to be

carried out by FSM Trip Leaders

General Principles

o Ensure that all staff are briefed for a

medical or missing person

emergency.

o Ensure that location of child’s

medical details, consent forms and

trip insurance details are known to

all staff.

o Manage communication effectively

with the support from Senior

Leadership back at FSM.

o Keep a written record.

o Do not engage with the media

without Senior Leadership

approval

Medical Emergency/Accident

1. Take steps to prevent injury to others in your charge or in the vicinity. Enlist others to help give first aid.

2. Contact the emergency services and tour operator.

3. Arrange documentation required (EHIC, insurance, student medical details & consent forms, FSM details

4. Arrange transportation and staff supervision.

5. Contact FSM (see checklist overleaf. They will inform parents.)

6. Notify the British Embassy/Consulate if an emergency occurs abroad.

7. Manage communication for your group; explain why you will not allow children to ‘phone home. Do not name casualties or give other than brief factual information to local media after liaising with FSM. Deflect all media to FSM.

8. Record in writing: nature, date and time of incident; location of incident; names of causalities and details of their injuries; names of others involved so that parents can be reassured; action taken so far; action yet to be taken (and by whom)

9. No one in the group should discuss legal liabilities with other parties, nor sign anything relating to accident liability without clear advice from FSM.


Media

o Remember- 3 Ps Pity, Praise and Promises

Sympathy for those involved and their families.

Praise for those undertaking rescue/incident control.

Promise full investigation/co-operation with other agencies.

o Do not reply to ‘why’ and ‘how’ questions o Do not name individuals- explain that names

will not be released until next of kin have been informed

o Do not say ‘no comment’- explain why you cannot comment (“circumstances not clear and still being investigated”) and state when an update will be provided “when we know, we will let you know” and by whom (“FSM Leadershipt”)

Missing Person

1. Make a plan with all supervising staff- have specific times to meet and review. Do not rely on mobile ‘phones

2. Manage and brief the rest of your group

3. Ensure a system for communication between staff and base

4. Contact local emergency services and tour operator; notify the British Embassy / Consulate if an emergency occurs abroad

5. Contact FSM. They will inform parents

6. Manage communication by rest of group; explain why you will not allow children to ‘phone home. Do not name the casualty or give other than brief factual information to local media after liaising with Senior Leadership

7. No one in your group should discuss legal liability with other parties, nor sign anything relating to accident liability without advice from Head/Bursar

8. Record in writing- nature, date and time of incident; location of incident; names of causalities and details of their injuries; names of others involved so that parents can be reassured; action taken so far; action yet

to be taken (and by whom)

Emergency Contacts

Forres Sandle Manor

School Office:

[email protected]

01425 653181

Headmaster

[email protected]

07496 363859

Deputy Head (Pastoral)

[email protected]

07814 943936

Head of Boarding

[email protected]

07585 702509

Matron’s Mobile:

07917 062540

Head of Lower School

[email protected]

07585 552401


Annex F

FORM A TRIP AUTHORISATION AND RISK ASSESSMENT (DAY TRIP OR OUTING)

Destination

Date of Trip

Purpose of Trip

Departure Time

Return Time

Lead Member of Staff

Staff Responsible for Photos and Story

Mobile Number for Key Staff

Accompanying Adults

First Aid Box Req?

Recommended Pocket Money

Pupils Taking Part

Proposed trip will only be authorised once the Risk Assessment Form overleaf has been completed and that all other significant risks have been considered.

Trip

Authorisation

SLT Date

Distribution: Completed form distributed, as appropriate, to: Deputy Heads, Director of Sport (Games Cover), Catering

Manager, Matrons, School Office and Staff Room


RISK CONTROL MEASURE TICK LIST

FURTHER ACTION REQUIRED

Location Consider extra risks due to the location of the trip

Are extra measures required?

Staff illness or injury At least 2 adults on trip or briefed responsible adult present throughout

If only one member of staff, further responsible adult present to be briefed

Pupil supervision teacher / pupil ratios

See Appendix 3 of Trips & Outings Policy for guidelines on teacher / pupil ratios.

Nursery - 1:6

Rec. – Y2 1:8 (with fully qualified teacher present)

Y3 – 6 1:12 Y7 and 8 1:16

Lower School trips to include First Aider

Child illness or injury First Aid Available

EPI Pen required?

Mobile phone

Identify nearest available First Aid point

Ensure EPI Pen is in possession of the group leader

First Aider with Lower School trips

Transport failure Copy of the Policy in event of breakdown

Mobile phone

Parent transporting Authorisation slips checked

Booster seats required?

Convoy to remain together but apply convoy rules from Appendix 2

Losing contact with a pupil Agreed action and supervising adults and pupils briefed Regular head counts

Pupils provided with contingency action plan

Walking in towns and crossing roads

Agreed action and supervising adults and pupils briefed Lower School briefed about WCs

Other issues Ensure full list of participating pupils available at all times

Minibus driver Ensure driver is not unwell / tired / unfit to drive

If after 6pm, driver must be confident that s/he will not be too tired for return trip

Do you need to complete an additional Risk Assessment (Form B) for an overnight trip? YES / NO

Are there hazardous / specialist activities involved? If yes, fill in Risk Assessment For B and attach YES / NO

Details of lead member of staff Name: Date:


Annex G FORM B TRIP AUTHORISATION AND RISK ASSESSMENT (EXTENDED TRIP OR HAZARDOUS OUTING)

Destination inc. Address and Phone Number

Date of Trip

Purpose of Trip

Departure Time

Return Time

Lead Member of Staff

Staff Responsible for Photos and Story

Mobile Number for Key Staff

Accompanying Adults

First Aid Box Req?

Recommended Pocket Money

Pupils Taking Part

Proposed trip will only be authorised once the Risk Assessment Form overleaf has been completed and that all other significant risks have been considered.

Trip

Authorisation

SLT Date

Distribution: Completed form distributed, as appropriate, to: Deputy Heads, Director of Sport (Games Cover), Catering Manager, Matrons, School Office and Staff Room


RISK CONTROL MEASURE TICK LIST FURTHER ACTION REQUIRED

Location Consider extra risks due to the location of the trip

Are extra measures required?

Staff illness or injury At least 2 adults on trip or briefed responsible adult present throughout

If only one member of staff, further responsible adult present to be briefed

Pupil supervision teacher / pupil ratios

See Appendix 3 of Trips & Outings Policy for guidelines on teacher / pupil ratios.

Nursery 1:6

Rec. – Y2 1:8 (with fully qualified teacher present)

Y3 – 6 1:12 Y7 and 8 1:16

Lower School trips to include First Aider

Child illness or injury First Aid Available

EPI Pen required?

Mobile phone

Identify nearest available First Aid point

Ensure EPI Pen is in possession of the group leader

First Aider with Lower School party

Transport failure Copy of the Policy in event of breakdown

Mobile phone

Parents transporting Authorisation slips checked

Booster seats required?

Convoy to remain together but apply convoy rules from Appendix 2

Losing contact with a pupil

Agreed action and supervising adults and pupils briefed Regular head counts

Pupils provided with contingency action plan

Walking in towns and crossing roads

Agreed action and supervising adults and pupils briefed Lower School briefed about WCs

Fire risk Check procedures and brief adults and pupils

Hazardous activities Will there be any hazardous/specialist activities?

What extra risks are involved and how are they being guarded against?

Check qualifications and DBS of supervising adults

Check ratio of qualified supervisors to pupils

Check organisation has a licence to operate

Check employer’s liability insurance of operators

Visually check site and equipment

Overnight issues Check rooming arrangements


Check proximity of staff to pupils

Brief pupils on emergency procedures and how to locate member of staff

Brief pupils on safety issues

Host families Have host families been vetted? If not, further assurances should be acquired

Consent (Form C) Have all consent forms been received?

Are all the signatories legally entitled to provide the required content?

Do not take any child unless Form C has been received

Paperwork Copies of all consent forms?

List of participants available at all times.

Next of Kin list of names & addresses?

List of school contact numbers?

Details of insurance arrangements?

Form E111 completed for each traveller?

Itinerary attached to this form and copied to parents, School Office and Bursar?

Health and Safety Read and absorb the relevant sections of the DfES document Health and Safety of Pupils on Educational Visits which is attached to the School’s Trips & Outing Policy?

Minibus driver Ensure driver is not unwell / tired / unfit to drive

If after 6pm, driver must be confident that s/he will not be too tired for return trip

Copies of the FSM’s Trips & Outing Policy are held by the Bursar and in the School Office

Details of mead member of staff Name: Date:

Page 32 of 32

t:\policies\non-academic policies\trips and outings sep 2019.docx Print date: 17/02/2020

Annex H FORM C

PARENT CONSENT FORM OVERNIGHT EDUCATIONAL, HOLIDAY AND RECREATIONAL VISITS

Visit to

Date/s of visit

We agree to our child (please write full name):

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

taking part on the above named visit.

We agree to authorise members of FSM’s staff during the course of the visit to approve such medical treatment for our child as is deemed necessary in an emergency on the advice of a qualified medical practitioner.

We consent to our child taking part in the activities of the visit which have been explained to us.

We acknowledge the right of the group leader to refuse to take our child if in his /her opinion the behaviour of our child constitutes a risk to safety or the School’s reputation. We further acknowledge the need for our child to behave responsibly and agree that s/he may be sent home from the trip at our expense should s/he fail to do so.

To be completed and signed by a parent or guardian or an adult charged with parental responsibility:

Print name

Signed

I am Parent Guardian Adult with Parental Responsibility

Date

Contact during trip date/s

Phone

Email

Mobile Mobile 2

Additional information

Dietary requirements

Medical conditions and required treatment