YORK HOUSE SCHOOL SCHOOL TRIPS POLICY. Reviewed September Headmaster: J. P. Gray BA (Hons), PGCE

Transcription

1 YORK HOUSE SCHOOL SCHOOL TRIPS POLICY Reviewed September 2017 Headmaster: J. P. Gray BA (Hons), PGCE This policy applies to all sections of York House School, including EYFS. -1-

2 CONTENTS Introduction... Page 3 Roles and Responsibilities... Page 3 Water Activities... Page 5 EYFS... Page 5 Planning the visit... Page 6 Risk Assessment Policy... Page 7 Financial Procedures... Page 9 Appendix 1... Page 11 Trip Checklist... Page 12 Appendix 2 - Evaluation Form... Page 13 Appendix 3 - Risk Assessment Example... Page 14 Consent Form... Page 16-2-

3 Introduction: The benefits of school visits are enormous. This document seeks to inform teachers who take part in or lead school trips to ensure their safety, and that of their pupils. Teachers in charge of pupils during a visit have duty of care to make sure that the pupils are safe and healthy. They also have a common law duty to act as a reasonably prudent parent would. Teachers should not hesitate to act in an emergency and to take life saving action in an extreme situation. (DFES Publication Health and Safety of Pupils on Educational Visits). Teachers must also read the school minibus policy in accordance with the DfE guidance on the requirements for driving minibuses. This policy should be read in conjunction of the following policies: School Minibus Safeguarding First Aid Risk Assessment Roles and Responsibilities (These are explained fully in Paragraphs of DFES Publication Health and Safety of Pupils on Educational Visits to which this policy has regard). The Governing body have ultimate responsibility for ensuring, as far as is reasonably practicable, the health and safety of anyone on a school trip. The Headmaster must ensure that visits comply with the requirements of the Governors. He must ensure that the Group Leader is competent to run the trip and monitor risk throughout the trip. The Educational Visits Coordinator (EVC) for each section of the school (EG the Head of US; the Head of MS & the Head of Pre-Prep) has responsibility to oversee, help and encourage the trip leader where appropriate. Their experience and knowledge of how trips and the school operate will be invaluable in ensuring a confident Trip Leader and ultimately a successful trip. Where there is cause for concern the EVC should contact the Head. The Group Leader has overall responsibility for the supervision, conduct and health and safety of pupils on trips. He/she should work closely with the EVC for their section. The procedure for organising a trip is outlined in Appendix 1 and the detailed role of the Group Leader is outlined on Appendix 2. Teachers should follow the instructions of the Group Leader and consider stopping a visit or activity if they feel the risk to the health and safety of pupils is unacceptable. Adult Volunteers can only be left in sole charge of pupils if this has been previously agreed in the risk assessment. -3-

4 Risk Assessment: The aim is to prevent or reduce risk that may be encountered by pupils. If risks cannot be contained, then the trip must not take place. 1. These will usually be carried out by the Group Leader. 2. The person assessing risk must be competent to do so. 3. See Appendix 3 for how to carry out a risk assessment. 4. Risk assessments must be presented to the EVC of your section. He/she will pass on to the Headmaster if they have any concerns. 5. Providers such as tour operators, activity leaders etc. must provide documentary evidence that they have carried out risk assessments (in addition to that undertaken by the group leader). 6. An exploratory visit should be taken by any teacher who is to lead a group abroad, on a residential visit or on a visit that is not a regular part of the school s programme. Staff should budget for this in their costings to parents, including supply cover. The school should create time for staff to undertake these visits. 7. If, as a last resort, an exploratory visit is not practical, then the group leader will need to consider how to complete an adequate assessment of risk. A MINIMUM measure would include specific information, in writing, from the venue, information from other schools that have visited the area, and information from other organisations such as they local tourist board. Remember: Whilst the Governors face ultimate liability should something go wrong, it will be the Group Leader who is found negligent in a court of law if he/she has not prepared the trip adequately. Financial Procedures for Trips and other activities. The procedure for financial arrangements for all trips are detailed towards the end of this policy. Organisers must familiarise themselves with these procedures when commencing the organisation of trips. Any queries must be directed to the Bursar in the first instance. Ratios: In considering ratios, take into account age and behaviour of children, experience of staff, nature of trip, duration of trip, type of accommodation, first aid cover. Bearing in mind, the legal expectation is that the care provided should at least match that of a prudent parent, a guide for ratios could be as follows:- The figures are for adult supervisors more are needed if less are teachers. (Please note: some Centres will indicate minimum ratios). -4-

5 Nursery & Reception Age2; Age3; Age4 Yr 1-3 Yr 4-6 Yr 6-8 Day visit with low risk 1:2; 1:3; 1:4 1:6 1:15 1:20 Day visit with higher risk* 1:2; 1:3; 1:4 1:5 1:8 1:10 Residential visit with low risk N/A Yr 3-1:8 1:12 1:15 Residential visit with higher risk* (activities are likely to be run by trained Instructors) N/A N/A 1:8 1:10 * any hazardous activity, e.g. climbing, caving, trekking and water sports should be led by a qualified Instructor. Companies selling these activities have, by law, to be licensed by The Adventure Activities Licensing Authority ( ) who set standards to which members must adhere. Group Leaders risk assessments should ensure that this is the case. They need to hold a licence as required by the Adventure Activities Licensing Regulations 2004 Any adult supervisor who may have unsupervised access to children must have undertaken a CRB check. Remote Supervision: Older pupils may experience remote supervision where: The objectives of the trip are better served by this. Parents have been informed in advance. Pupils understand clear boundaries. Water Activities: These present by far the greatest risk to life on trips, and most deaths that occur are water related. Swimming or even paddling in natural waters is a dangerous activity and Group Leaders should ensure the following: The competence of all pupils is known. Local conditions are fully understood. A safe area is designated for the group. There is a risk associated with sudden immersion in cold water. Pupils have not eaten for 30 minutes before swimming. Pupils and staff are clear of procedures in an emergency. Ratios are at least (not EYFS) One supervisor remains out of the water. A designated teacher holds a current life saving qualification unless lifeguard cover is present. Residential Visits: Group Leaders must ensure the safety of accommodation. This includes location of sleeping rooms (ground floor rooms should be avoided if possible), staff sleeping rooms are located close to those of pupils, ideally the entire facility is for the group, but if this is not possible, the group s sleeping accommodation must be located together, with staff rooms nearby and no other groups or members of the public located in the vicinity of the group. -5-

6 Early Years Foundation Stage For all outings the following procedures are followed: Staff organising the outing must do an inspection of the place to be visited prior to the outing. This is to enable a risk assessment and also the location of eating facilities, toilets etc. Written permission in the form of an indemnity form must be obtained from all parents prior to the outing. The indemnity form contains names addresses and contact telephone numbers. Staffing ratios must be maintained i.e. 1:2 (2yr olds) 1:3 (3yr olds) 1:4 (4yr olds) A First Aider must accompany the children on the trip in the case of under 5s the person must hold a Paediatric First Aid certificate. This person should be in charge of the First Aid box and any necessary medication. Spare clothing must be taken in case it is needed. Regular head counts during the outing including a buddy system where a member of staff is also in charge of a volunteer helper so that he/she is accompanied to toilets etc. Children must also be counted on and off the coach. All children to wear the purple wrist band with school details and organisers mobile number on it. The coach company must be registered and all seats must have seat restraints. Planning the visit and running the trip the procedure for Group Leader The Group Leader has overall responsibility for the supervision, conduct and health and safety of pupils on trips. Therefore, when on the trip, the Group Leader has authority over all other staff, including more senior staff. 1. Adhere to school policy on the trip. 2. To complete the formal procedure for running a trip (Appendix 1). 3. Appoint a deputy who is competent to run the trip in your absence. 4. Clearly define the role of all adults, and make them aware of their responsibilities. 5. Be aware of child protection issues. 6. Ensure that adequate first aid provision exists. 7. Ensure staff, parents and pupils are adequately briefed. A copy of the Parental Consent form can be found at the end of this policy document. 8. Undertake and complete a comprehensive risk assessment. Note these should be carried out before all residential trips where practicably possible, and all day trips where the visit is not a very regular occurrence (e.g. at least termly). Regular trips should have a periodic review of risk assessment. Have risk assessment approved by the EVC. 9. Ensure that pupil details are complete and at hand. 10. Ensure that adult / pupil ratios are sufficient. -6-

7 11. To ensure that necessary transport arrangements are made for all parts of the trip. Please refer to staff handbook e.g Minibus Policy. 12. Ensure that all staff and the school are aware of emergency procedures. 13. Ensure that staff are aware and have prepared for pupils with special and medical need eg epipens, asthma pumps etc. where appropriate. 14. Take relevant details of the trip with them. 15. Complete the evaluation form and return to the EVC Other points to consider: 1. Outline the proposal to the EVC for your section where approval may be given. Include the visit s objectives, dates, pupils involved, staffing and approximate costs. 2. If necessary, ensure that enough pupils will take part in the trip to make it viable in terms of cost. 3. Discuss budget with the budget holder and insurance with the Bursar. 4. Obtain exact details, organise an exploratory visit and risk assessment. 5. Obtain consent from parents. 6. Hold briefing for parents (residential trips only). 7. Hold briefing for pupils. 8. Present details of the trip, including risk assessment details, consent forms and itinerary to the Headmaster. Appendix 1 form should be completed by the Group Leader and given to the Headmaster with appropriate details, at least ONE WEEK in advance of the trip for DAY TRIPS and THREE WEEKS in advance for RESIDENTIAL TRIPS NB: residential trips must be signed off by a designated member of the governing body (Head will liaise with relevant Governor) 9. Go on the trip, monitoring risk at all times. 10. Take relevant details of the trip with them. 11. Complete the evaluation form and return to the EVC. Risk Assessment Policy Risk assessment is an essential, and legally required, aspect of any trip. Risk assements must be carried out by people competent to make the assessment. In most cases, this will be the trip leader. The EVC is available to support staff in carrying out risk assessments. All school trips will have a risk assessment completed prior to the trip taking place, and an on-going review of risk will take place during the trip. There is an example of a Risk Assessment at the end of this policy (Appendix 3). -7-

8 The Law Four key points:- a) Teachers on trips have a duty of care. They must act like a PRUDENT PARENT. b) Negligence can only occur if a problem is REASONABLY FORESEEABLE. Therefore, the risk assessment ensures that anything reasonably foreseeable has been covered. c) It is necessary to employ REASONABLE and PRACTICABLE ways to control risk. This will always fall into one of three categories supervise pupils around the hazard / protect against the hazard / train people about the hazard. d) Where two professionals have considered a risk, and worked out a way of dealing with the risk, and are in agreement, courts will, according to advice, support the action of the professional. Whilst it is legally necessary to carry out a risk assessment, the law does not prescribe how it should be done. However, York House School has decided that a common approach to Risk Assessment will be used. Carrying out a Risk Assessment This is the School s Policy on Risk Assessment. The proforma to complete is to be found from the sdrive. Where possible, all sites to be visited should be assessed. If this is impossible, then all methods possible should be undertaken to assess risk. However, where it is not reasonable or practicable to visit the site prior to a trip, such as a ski trip where weather conditions vary daily, the trip can still take place provided all reasonable efforts have been made to carry out a risk assessment. Where a company is used to provide activities or part of the itinerary, then that provider should supply a risk assessment. This risk assessment is to be used to SUPPLEMENT and not REPLACE the trip leader s risk assessment. School policy is that should a provider refuse, or be unable, to supply a risk assessment, then that provider will not be used by the school. There are six stages to carrying out a Risk Assessment for York House School 1) Identify the hazard. 2) Identify who might be harmed. 3) Assess risk in terms in likelihood of harm, and severity of harm. In each case, grade the risk under one, do the following headings VERY HIGH, HIGH, MEDIUM, LOW, VERY LOW (with a numerical score of 5 to 1). 4) Complete the standard York House School Assessment proforma and include it in your paperwork for approval by the Headmaster. 5) Apply control measures and communicate them. 6) Constantly review risk whilst on the trip, and formally review the trip after it has been completed, supplying that review to the Headmaster. -8-

9 To determine whether a risk is too great, use the following guidance attach the figure 5 to VERY HIGH down to 1 for VERY LOW. Multiply together the score for likelihood to the score for severity. A score greater than 10 indicates risk that is too great; scores approaching 10 should make you ensure that you can control the risk, and the benefits are sufficient for the activity to go ahead. PLEASE REMEMBER it is not the risk assessment that is important, but the action you take in controlling the risk. It is more important to DO than WRITE DOWN. FINANCIAL PROCEDURES: TRIPS AND OTHER ACTIVITIES Staff should ensure that the following guidelines are strictly adhered to when dealing with payments for school trips and other activities: 1. Cheques must always be made payable to York House School and submitted to the Bursar or Bursar s Assistant as soon as possible after receipt. 2. Under no circumstances should a cheque ever be made payable personally to a member of staff. 3. Payments, except when authorised exceptionally by the Bursar, must not be made in cash. When payments are authorised to be made in cash, procedures for handling the cash must be agreed in advance by the Bursar. 4. Cash collections for charity or after a concert or other similar event, must be checked by The Bursar or Bursar s Assistant as soon as possible afterwards and the total sum recorded in writing and authenticated by the signature of the member of staff who checked it. Suitable arrangements must be made in advance with the Bursar or Headmaster for the safe custody of the money, which should be handed into the Bursar at the earliest opportunity thereafter. If any member of staff who is involved in collecting payments should have any queries on the procedures, s/he should discuss them with the Bursar. The procedures above are designed to safeguard the position of individual members of staff and also any funds that may have been collected. GUIDANCE FOR TRIP ORGANISERS Organising the financial aspects of School Trips can be time-consuming for busy members of staff and the accounts for each trip are subject to audit by the School s Accountants. The purpose of these notes is to minimise the burden on staff who organise trips, whilst ensuring that accounting procedures meet the basic requirements of the auditors. Insurance The trip organizer is responsible for checking insurance cover for all aspects of the trip is relevant and up to date. This might include checking with third parties e.g. ski companies, hotels. The organizer must also liaise with the school Bursar to ensure that all school insurance policies are in place for the duration of the trip. Preliminary Planning Good pre-planning is vital. The full cost of a trip must be accurately assessed in advance to avoid embarrassment afterwards, or create an unnecessary cost to the School. It is also important to -9-

10 decide well in advance the method by which parents will pay for the trip. Parents may ask for details of expenditure justifying costs. Estimate of Costs Every item of likely expenditure needs to be identified, including such things as the cost of travel (including tips for coach drivers), accommodation, road tolls, meals (particularly whilst travelling), entry charges to places to be visited, cost of guides and tips, etc. If you are organising a trip for the first time, do not try and re-invent the wheel. Someone will have organised a similar trip before. Seek their advice or speak to the Bursar and look at the accounts for the trip; they may reveal items of expenditure that have not occurred to you. Take account of any costs for supervising staff. Add in some contingency for the unexpected, especially if pupil numbers drop: it is much better to finish with a small surplus rather than being out of pocket. Having worked out the total cost of the trip, decide how much each individual must pay towards the cost. Photos Please ensure that someone is responsible for photos on the trip and uploaded onto the sdrive. Refer to the Code of Conduct and the school policy on mobile phones Emergency Numbers Please ensure that you have the children s emergency numbers to hand. These should be obtained from the Office Payment for the Trip You must decide how the money is to be collected and discuss the details with the Bursar. It may, for example, consist of a deposit followed by termly charges on the pupils accounts. Whatever the method, it must be agreed in advance by the Bursar and cheques received by the Organiser must be paid into the Bursar or Bursar s Assistant as soon as practical after receipt. It is important that the Organiser keeps an up-to-date record of all payments received from parents and all monies deposited with the Bursar. Unless this is done meticulously, there is likely to be much time and effort wasted in trying to sort out matters in retrospect. Payment of Invoices Normally all major invoices, for such items as travel and accommodation, will be paid directly from the Bursary following authorisation of the invoice by the Organiser, who must keep a detailed record of all payments for his/her own use. On some occasions special arrangements may need to be made with the Bursar for the purchase of foreign currency, for example. This can, be arranged through the Bursar or Bursar s Assistant provided sufficient warning is given. Petty Cash Float It will often be necessary for the Organiser to have a Petty Cash Float to meet incidental expenses during the trip. This must be arranged through the Bursar and any unspent cash, plus receipts to support expenditure, returned to the Bursar as soon as practical after the trip. The Organiser must keep a record of this expenditure to support the Trip Accounts. Receipts All expenditure should be supported by receipts. Occasionally this will not be practical, for example, to support a tip given to a coach driver or guide. On these occasions, the amount of expenditure and its purpose should be recorded and the record supported by the signatures of the Organiser and another member of staff as follows: -10-

11 We certify that, where no receipts are produced, the amounts shown are a true record of expenditure incurred. Signature (Name in Block Capitals) Signature: (Name in Block Capitals): Signed by Headmaster Date: Sept 2017 Signed by Chair of Governors Date: Sept 2017 Please see Policy Review Matrix for next review date Appendix 1 to be completed by trip leader -11-

12 Once you have read the York House trips policy, this APPENDIX is to ensure the smooth running of the trip. Before booking any trip, you must communicate with your EVC to discuss the curriculum outcomes, age related expectations and proposed learning intentions of the trip. The DH will check and confirm the proposed date suits the school and does not cause a clash with other internal or external events. Accompanying documentation to be passed to your EVC at least one week before the trip: Checklist Risk assessments Summary of teacher duties In case of emergency please use the contact numbers and order of contact map below: Group Leader Head on DH on (CC) Or (CS) Office on Office The Bursar Deputy Head Will inform parents as appropriate Speak with Governors if appropriate Will inform parents as appropriate For some trips it may be appropriate to allocate staff responsibilities. An example is below: Day/Time Trip Leader Counting children on the coach Teacher A First aider and group leader Teacher B Workshop 2 and in charge of photos Teacher C Workshop 1 Trip checklist to be passed the EVC for your section: ACTION TICK WHEN COMPLETED -12-

13 Name of Trip: Date of Trip: Time Leaving: Group Leader: Mobile Phone Number of Group Leader: Form of Transport: Number of Pupils: Number of Teachers with initials: Number of Adult Supervisors: Total: Trip policy has been read Meeting with Head of Section to confirm suitability of trip All consent forms attached and in alphabetical order Matron Informed & First Aid discussed Parents briefed Risk Assessment completed AND approved Budget holder agreed and PON obtained DH informed for calendar (with site & catering requirements if app) Insurance covered Trip date checked and confirmed Risk assessment of trip destination taken place Coach booked via the correct procedure Letter to parents seen by Head of Section and sent to parents Lunches and/or snack discussed with catering team Other teachers (for individual lessons, activities) informed Emergency Numbers of children on trip obtained Signed Head of Section: Signed Head: Appendix 2: Evaluation Form -13-

14 Please return to the EVC no more than one week after the trip. Date of Trip: Name of trip: Group Leader: Please use a scale of 1-5 to answer the following (where appropriate): 1 = poor, 2 = reasonable, 3 = good, 4 = very good, 5 = outstanding. Any item scoring a 1 will need change, any item scoring a 2 should be reviewed. Overall, how successful was the trip? (please circle) How well did staff support you? (please circle) How well behaved were the pupils? (please circle) How good was the transport? (please circle) How good was the location? (please circle) How good was the accommodation? (please circle) How good were the activities? (please circle) Any other comments: List any pupils whose behaviour was poor and who should be seen by the Head of Section:- List any accidents, near misses or complaints that might be avoided in future:- List any changes you would make if you were to run the trip again: Appendix 3: Risk Assessment Example: -14-

15 MANDATORY REQUIREMENTS (NOT TO BE ALTERED) Events / Circumstances that could increase risk Other appropriate risk assessments to consider Supervisory ratio s of 5:36 (Adults : Pupils). Parental consent to be obtained for this activity. Rural area/hard to reach in emergency Medical allergies, dietary requirements, bushcraft activities For risk rating; multiply level of risk by probability. 0-4 is green; 5-10 is amber; is red Hazard observed Coach trip Coach trip Coach Trip Risk Identified Falls from moving vehicles Injury as a result of road traffic accident Falls in moving vehicle Who may be harmed? Pupils, staff and other adult helpers Pupils, staff and other adult helpers Pupils, staff and other adult helpers Level of Risk 1-Low 5-High Probability 1-Low 5-High Risk rating: Level of risk x probability Risk Reduction Measures Strict supervision at all times Pupils to be given clear safety instructions prior to disembarkation and told to stay seated until vehicle has stopped. Members of staff to be positioned adjacent to emergency exit of coach (and minibus where appropriate). If disembarking on the road (especially if abroad), pupils should lead off coach in single file with adults at the front and rear of group. This should be done in small groups rather than one long stream. Staff to be seated at varied locations throughout coach to ensure effective supervision. Where travel is on a UK coach / minibus abroad, clear safety instructions to be given to pupils / staff by group leader prior to disembarkation relating to opposite flow of traffic. Pupils to disembark in small groups rather than one long stream. Use of reputable coach operator. Ensure drivers do not exceed specified driving rest periods. All group members to sit forward facing and wearing seatbelts at all times except to go to the toilet one at a time or to supervise the pupils. Members of staff to be positioned adjacent to emergency exit of coach (and minibus where appropriate). Pupils are not to sit on the seat behind driver or to speak to or distract the driver in any way. Driver not to use mobile phone whilst vehicle in motion. Group members to stay seated with seatbelts fastened whilst vehicle is moving, except to go to the toilet or to supervise the pupils on the bus. Walk down the coach / vehicle holding seat tops at a slow pace Control measures by: EG All staff responsible for fulfilling risk reduction at all times. Traffic Struck by moving vehicles Pupils, staff and other adult helps Strict supervision at all times. Pupils to be appropriately supervised across any car parks / roads with stopping points chosen to minimise the need to cross car parks and / or roads. Pupils to be made aware of safe collection points. Pupils to disembark in small groups rather than one long stream On journey Lost / abduction Pupils Ensure the bus driver is aware of route to be taken. -15-

16 Travelling to and from and at YH Vehicle Breakdown At The Woods Sickness / medical conditions Children undertaking activities outlined to parents at talk on Bush Craft some of these do have a risk such as swimming, fire making. Pupils, staff and other adult helpers Pupils, staff and other adult helps YH Pupils + Bush Craft staff During rest breaks Pupils to be given clearly defined areas in which to stay. Pupils to be in groups never on their own (minimum of three). Pupils should go to the toilet supervised by an adult. Staff to be positioned where they can see toilet entrances and to avoid possible abduction / absconsion. Head counts to be taken prior to escorting pupils back to the transport and again when seated on the coach, Staff to patrol areas pupils are in, especially if not under direct supervision. Sick bags / buckets and appropriate paper towels and disinfectants should be carried in case of sickness. When on long journeys, children who are prone to travel sickness should avoid sitting near the wheels of the bus and should sit towards to the front. They should make themselves known to staff members. If medication for travel sickness is taken prior to journey, ensure teachers are aware of this. Be aware of any allergies / medical conditions that children suffer from before visit and ensure that proper precautions are taken. Health forms and medication collected in Group Leader to assess risks and decide on course of action dependent on weather, communications, position of breakdown, age of pupils. If possible, choose a safe place to stop and get group out of vehicle if appropriate to weather, age, behaviour of pupils. Put hazard light on and call 999 if on roadside and cannot disembark. Vehicle to have current MOT, be regularly serviced and maintained. Ensure that vehicle breakdown cover is maintained. Before setting off, ensure there is enough fuel in the bus for the whole journey and ensure group has means of summoning assistance in case of breakdown. If vehicle to be exited follow controls as per being stuck by moving vehicles. Children to be briefed on safety whilst in the camp. Children should not run in camp due to risk of falling on stick. Children will be aware of first aid points. -16-

17 York House Consent Form for school trips PART 1 please detach and keep this for your own reference: Visit to:... Departure date and time:. Meeting place/on the day arrangements (such as school as normal or 0915 in the dining room). Trip location/address (where children will be during the visit:. Return Time/Date and any special information such as (later pick up than the normal day):. PART 2 Please detach and return to York House School Name of Pupil:... Form:. Visit to:... Date(s). Departure Time: Pick up time:.... DECLARATION:I,. (Parent name) Being the Parent/Guardian of the above named pupil, HEREBY CONSENT to him/her taking part in the visit indicated above. I understand that he/she will be under the care and control of whatever school staff or parents are assisting, but that such adults will not be responsible for damage or injury except in the case of negligence. I also consent to him/her receiving emergency medical treatment if necessary. I have retained Part 1 of this for reference. Alongside the annual medical form that we already have on file: please provide any SPECIAL MEDICAL INFORMATION that in particular is relevant for this trip and the day of the trip: Signed: Date: