Policy for Health and Safety of Students on Educational Visits

Transcription

1 Plicy fr Health and Safety f Students n Educatinal Visits Date updated: January 2017 Date t be reviewed: August 2017 Plicy fr Health and Safety f Students n Educatinal Visits January 2017

2 Plicy fr Health and Safety f Students n Educatinal Visits This plicy is written with regard t the DfE guidance dcument; Health and Safety f Pupils n Educatinal Visits A gd practice guide 2014 Oxfrd Tutrial Cllege recgnises the value f the many educatinal and extra curricular visits that take place during the academic year. These vary frm regular sprting fixtures t residential cultural trips. Examples f educatinal visits include: Sprting fixtures Visits t art galleries, museums and the theatre Science field trips A residential team-building curse designed t imprve students cultural and scial skills Scial activities including: ice skating; cinema visits; paintballing; indr skiing; restaurants; pl and bwling The Student Activity Manager r the Health & Safety Officer can give advice n the planning f educatinal visits and risk assessments. A member f the SMT r appinted deputy must give final apprval befre the educatinal visit takes place. The fllwing dcuments shuld be used by grup leaders in cnjunctin with this plicy t aid planning: 1. Guidelines fr Educatinal Trips and Visits 2. Risk Assessments fr Educatinal Trips and Visits and Risk Assessment Frm and Frm Cmpletin Guidelines (Appendix A, B & C) 3. Educatinal Trips and Visits Planning, Applicatin and Apprval Frm 4. Parental Cnsent Frm fr Educatinal Trips, Visits and Out f Cllege Activities It is recmmended that yu refer t the Crisis Management plicy fr guidance when planning yur trip. Fr every educatinal visit, a grup leader will be appinted and the cmpsitin f accmpanying staff grup planned t ensure an apprpriate level f supervisin and expertise. The grup leader will be respnsible fr all aspects f the educatinal visit, althugh the grup leader may delegate tasks t ther members f staff r vlunteers accmpanying the trip. The staff t pupil rati shuld nt nly reflect the nature f the trip but als the gender balance and ages f thse pupils ging. The Health & Safety Officer can advise n apprpriate staff-pupil ratis but as a guide 1/12 fr lcal and lw risk activities, 2/12 fr activities utside Oxfrd. Trips abrad will need t be individually assessed fr the rati f staff t students. All persnnel t be included in these calculatins must be authrised by a member f the SMT r appinted deputy. The grup leader will draft the guidelines and cde f cnduct fr the students taking part in the visit ensuring they are clear and that it is explained t them. The Plicy fr Health and Safety f Students n Educatinal Visits January 2017

3 grup leader will rganise the grup effectively, preparing students including thse with particular learning and medical needs. The grup leader must ensure that: apprpriate child prtectin prcedures are in place. The risk assessment must include a statement that apprpriate vetting checks (fr example DBS checks fr supervisrs n vernight stays) have been carried ut apprpriate risk assessments have been carried ut the expectatins f acceptable students behaviur are understd by students and staff, all necessary actins have been cmpleted befre the visit begins training needs have been assessed and met and the needs f staff and students cnsidered at least ne member f staff is suitably cmpetent t instruct the activity nn-teaching supervisrs n the visit are apprpriate peple t supervise children rati f supervisrs t pupils is apprpriate parents/guardians have signed the cnsent frms fr students wh are under 18. If ver 18 a student can sign his/her wn cnsent frm. arrangements have been made fr the medical and educatinal needs f all students n the educatinal visit adequate first-aid prvisin will be available, First aid kit t be taken n ut f city trips. there is adequate and relevant insurance cver and that the insurance cver arrangements have been apprved by the Finance Manager the travel arrangements and timings are knwn a schl cntact has been rganised and all the accmpanying staff have details all thse wh need t, have names and cntact details f everyne in the grup, as well as full details f the arrangement A trip phne taken ut n all trips, this will be signed ut frm receptin when the risk assessment is handed in. It will be returned when the trip returns r first thing the next mrning if after nrmal wrking hurs. all the staff n the visit, the schl cntact, and the Principal r appinted deputy shuld be given details f the fllwing: the address and phne number f the visit s venue and have a cntact name; a cpy f the agreed emergency prcedures; the names f all the adults and pupils travelling in the grup the cntact details f parents and the teachers and ther supervisrs next f kin; risk assessment dcuments a cntingency plan fr any delays including a late return hme. Planning Outline apprval by a member f the SMT r appinted deputy shuld be requested befre any ther planning takes place. (See Appendix A) Dates, times, budgeting and staffing arrangements f the prpsed trip shuld be checked with the Academic Directr. Transprt and ther arrangements shuld then be made and cnfirmed in writing. Plicy fr Health and Safety f Students n Educatinal Visits January 2017

4 A full risk assessment fr the whle visit, including each significant activity, must be made and apprpriate planning undertaken as a result f this. The risk assessment must include first aid arrangements and vetting checks (fr example DBS checks fr supervisrs n vernight stays). Particular attentin must be given t safeguarding arrangements and the likelihd f a terrrist attack and what measures the trip leader will take in the event f an incident (see the Safeguarding, Child Prtectin and Crisis Management plicy). An explratry visit shuld be carried ut prir t the event if necessary, t better assess the risks invlved. The dcument: Educatinal Trips and Visits Planning, Applicatin and Apprval Frm must be cmpleted and apprval given by a member f the SMT prir t the visit. Cntact with Parents/Guardians Parents r guardians shuld be sent details f the prpsed trip, which shuld include the fllwing; dates, times and the prpsed itinerary transprt arrangements preparing students, including thse with particular learning needs and medical needs cst and payment arrangements if apprpriate including the payment f refundable r nn-refundable depsits and details f extra csts, guidance n pcket mney etc. details f staffing: supervisin including ratis and vetting checks (fr example DBS checks fr supervisrs n vernight stays) insurance details f the cde f cnduct fr students ging n the trip details f any equipment, clthing etc., students need t take emergency prcedures including cntact details and permissin fr emergency medical treatment if the parents/guardians cannt be cntacted Parents will be asked t sign a cnsent frm Cnsent Frm fr Educatinal Trips, Visits r Out f Cllege Activities (Appendix B) fr all students. Students will nt be permitted t take part in the trip r visit if a cnsent frm is nt cmpleted. Fr any trip invlving an vernight stay this shuld invlve cnsent fr a member f staff t act in lc parentis in terms f agreeing t medical treatment in an emergency. Parents shuld be asked t prvide emergency cntact numbers and a medical reprt detailing any knwn medical cnditins r allergies their children have. Once these are knwn, if the grup leader has any dubts as t whether r nt a given student shuld attend, this shuld be discussed with a member f the SMT r appinted deputy. Regular sprting fixtures and lcal lw risk activities d nt require a cnsent frm. Plicy fr Health and Safety f Students n Educatinal Visits January 2017

5 Further Arrangements A respnsible persn must be appinted t act as a schl cntact and a relevant telephne. A member f the SMT r appinted deputy must knw the identity and details f this cntact. A full list f members f the party alng with the detailed arrangements, t include cnsent frms and risk assessments, must be prvided fr the Health & Safety Officer and a cpy f this kept n the cllege s ICT system n O Drive/Prcedures. Parents shuld be prvided with details f the trip including the estimated return time and emergency prcedures fr infrming them f late r early arrivals. This will include the trip phne number which is being used fr the trip. When students are missing lessns then a list f thse ging shuld be nted n the register in 3Sys and their Persnal Tutrs infrmed. During the Schl Visit Detailed advice is set ut in the Guidelines fr Educatinal Trips and Visits. It is essential that all students be supervised with the degree f care that wuld be expected frm a respnsible parent in similar circumstances. The grup rganiser shuld be prepared t mdify plans in the light f circumstances and in the interests f the grup s welfare and in the event f a suspected r actual terrrist attack fllw the plan agreed in the Risk Assessment. See the Crisis Management plicy fr guidance. Emergency Prcedures It is the respnsibility f the party leader t see that all staff accmpanying the visit have been given relevant dcumentatin n students medical cnditins and emergency cntact numbers. The grup leader shuld ensure that all the staff are aware f the emergency prcedures. See the Crisis Management plicy fr guidance. After the Visit A statement f accunt shuld be agreed with the Finance Manager. Depending n the nature f the trip, a brief written reprt n the trip shuld be prvided fr a member f the SMT r appinted deputy and apprpriate cllege publicatins. In the event that there has been an accident, emergency r terrrist attack during the trip the grup leader will be required t prvide a detailed accunt f the events and the actin taken. Depending n the severity f the situatin parents/guardians and r agents will be infrmed by a member f SMT as sn as it is pssible t d s. Plicy fr Health and Safety f Students n Educatinal Visits January 2017

6 Appendix A Visit/Activity Risk Assessment Frm Date f visit/activity Place(s) t be visited Purpse f visit/activity Number f students and Names Student grups invlved (please circle as apprpriate) OTC APP OASP ERC GCSE Number f accmpanying staff (names) Name and Number f trip phne taken Trip phne name: Number: Means f transprt Departure time (frm Oxfrd) Arrival time (at lcatin) Departure time (frm visit lcatin) Return time (Oxfrd) Wh shuld be cntacted in case f emergency? OCT Receptin Rupert Gill Carle Nyssen Jacqui Eceur What are the anticipated risks? Hw are risks t be avided? Plicy fr Health and Safety f Students n Educatinal Visits January 2017

7 Have the students been briefed n the abve? By whm? (Print name) Signature Date By whm? (Print name) Signature Date Authrisatin (by Academic Directr r Student Services Directr) Plicy fr Health and Safety f Students n Educatinal Visits January 2017

8 Appendix B Oxfrd Tutrial Cllege: Cnsent Frm fr New r Infrequent Educatinal Trips, Visits r Out f Cllege Activities Student s Name:. Date f Birth:.. Details f Trip:. Date(s) f Trip: Cntact Details Name f Parent/Guardian:.. Address:..... Pst Cde:.. Telephne Ns: Wrk: Hme:. Mbile:. Alternative Emergency Cntact Details Name: Relatinship t Student:.. Address: Pst Cde: Telephne Ns: Wrk:. Hme:.. Mbile:. Please give details f any medical cnditin r recent injury the cllege shuld be aware f, including any regular medicatin r allergies t a particular medicatin..... Details f any special dietary requirements:. I cnsent t participating in the trip/visit/activity and have read any infrmatin sheets prvided. Plicy fr Health and Safety f Students n Educatinal Visits January 2017

9 I have ensured that s/he understands that it is imprtant fr his/her and the grup s safety that any instructins by the staff are cmplied with. I undertake t infrm the cllege f any changes in the health f the student, r any ther changes deemed relevant, prir t the date f departure. I agree that staff may, in the event f an emergency, give permissin fr my sn/daughter t receive medical treatment, including anaesthetic r bld transfusin, as cnsidered necessary by the medical authrities present. I accept that the cllege has n liability fr any persnal prperty lst, damaged r stlen and appreciate that valuable items shuld be cvered by my dmestic husehld insurance as recmmended by the cllege. Signature f Parent/Guardian:. Date: Plicy fr Health and Safety f Students n Educatinal Visits January 2017

10 Appendix C Oxfrd Tutrial Cllege: Educatinal Trips and Visits Planning, Applicatin and Apprval Frm The visit rganiser r grup leader shuld cmplete this frm as sn as preparatins fr the trip are cmplete. The visit rganiser shuld have already received permissin frm the Directr r appinted deputy fr the prpsed visit with regular updates t the Directr n the prgress f preparatins and any subsequent changes t planning, rganisatin r staffing. The visit rganiser shuld btain parental cnsent where apprpriate using the Cnsent Frm fr Educatinal Trips and Visits. When cmplete this frm shuld be kept n the visit rganiser s trip file and a cpy given t the Student Activity Manager with cpies f the dcumentatin requested. Any insurance requirements shuld be checked with the Finance Manager. NB Nt all sectin will be relevant t every prpsed visit. Please attach any extra infrmatin nt cvered in these sectins. 1. General details Grup participating: Visit rganiser: Date f cnsent frm Principal: Size and cmpsitin f grup: Age range: Leader (adult) t participant (student) rati: 2. Purpse f visit and specific educatinal bjectives 3. Places t be visited 4. Dates and times f departure/return t/frm Cllege 5. Transprt arrangements (including name f transprt cmpany) Plicy fr Health and Safety f Students n Educatinal Visits January 2017

11 6. Organising cmpany/agency including any ABTA/licence n. (if any) 7. Prpsed cst an financial arrangements 8. Details f prgramme f activities 9. Details f high risk activities and assciated planning, rganisatin and staffing (attach a full risk assessment f activities) 10. Names, relevant experience/qualificatins and respnsibilities f accmpanying staff/supervisrs accmpanying the grup 11. Cnfirmatin f apprpriate vetting checks (DBS checks) fr all staff including supervisrs n vernight stays 12. Existing knwledge f places t be visited and whether an explratry visit is t be cnducted 13. Cnsent infrmatin all frms duly cmpleted/signed by parent if under 18 r student if ver 18 as apprpriate Plicy fr Health and Safety f Students n Educatinal Visits January 2017

12 14. Names and details f any students with particular learning and /r medical requirements Please attach cpies f the fllwing dcuments: Any infrmatin sent t parents Internal risk assessment frms fr each activity and frm the activity prviders fr higher-risk activities, cach travel cmpanies, external educatinal visit rganisers/prviders A full list f students and staff attending Signed: Date:... Full name f Grup Organiser: Plicy fr Health and Safety f Students n Educatinal Visits January 2017