BS8848 2014 Compliance Document Educational Travel and Service Learning Project Operations 2017-2018 This documents how Buffalo Educational Travel (BET) operates educational travel and service learning projects throughout Asia to meet the requirements of BS8848 2014. BS8848 2014 is published by BSI Standards Limited, under licence from The British Standards Institution, and came into effect on 31 March 2014. BS 8848 specifies operational requirements for providers of a broad range of ventures, including: voluntary, educational and charitable sectors of provision, as well as commercial providers of ventures; university and academic fieldwork, gap year and volunteering experiences, school visits, charity challenges and research expeditions; adventure holidays and treks; those organized for young people and mature adults, whether in groups or venturing as individuals. More information on BS8848 2014 may be obtained at http://www.bsigroup.com/localfiles/en-gb/consumer-guides/resources/bsi-consumer-brochure- Adventurous-Activities-UK-EN.pdf The following checklist supports our self-declaration of conformity to BS 8848:2014, and is done so in conjunction with that document.
BS8848 sub clause BS8848 Requirement for conformity BET Description of evidence 3.1 Each venture shall have one venture provider who shall be accountable for all elements of the venture. 3.2 d in the pre-venture literature, present the nature of the venture activities, the amenities and the facilities to be used during the venture in a clear, accurate and accessible format to the leadership team and all participants (and other stakeholders on request). 3.3.3 A venture itinerary, overall timbetble and budget for the venture shall be prepared, monitored and maintained by the venture provider. 3.4.1 The venture provider shall identify the permissions needed for the venture and shall ensure that they have been obtained. Buffalo Educational Travel is the sole venture provider that is accountable for all elements of the venture Every programme receives pre-venture literature presented in clear structure: name of tour, number of rooms, contact person, highlights of the trip, detailed itinerary with timing, photos, price, inclusions and exclusions, important note, description of accommodation, terms and conditions BET always provides detailed itinerary with timing, photos, price, inclusions and exclusions, important notes, description of accommodation, terms and conditions and other necessary information. See annex for a sample proposal BET informs participants in advance what type of permissions needed for the venture, for example: background check/police check/ criminal check, passport, visa, TEFL certification, medical and dietary requirements. BET also ensures permissions granted by all local authorities, government, tourism authority and police for all activities as outlined in 3.2 and 3.3.3.
3.4.2 Where the venture impacts on a host community, prior and continued informed consent of the local community shall be established. BET works closely with the host community to prevent any potential impacts through the following criteria: Leadership within the community / organization must desire the participation of clients and willing to make efforts to make the partnership successful. Without this, resources will be wasted that can be better employed elsewhere. Participatory decision making by the community members, through meetings, discussions and workshops, is essential to determine the project. Decisions cannot be made for or on behalf of the community. Participation must build on gender equality and include youth and the elderly. Experienced community facilitator must be available to guide the community to organize and act to overcome poverty and become more selfreliant. This person may be from the company, NGO or the community itself. Regardless, the person will possess skills and desires for community work and willing to learn through the development process. 3.5.1 The venture provider shall supply all participants with a summary statement of the costs of the venture and an estimate of any additional charges that are likely to be incurred. 3.6.2 Where the venture provider allows time outside its jurisdiction, it shall include a statement to that effect in the pre-booking information and the contract. The statement shall include reference to the importance of the participant making adequate insurance provision for any time outside the jurisdiction of the venture provider. The summary statement of costs is consolidated in a proposal that BET sends to its clients BET as the sole venture provider accepts responsibility for the venture throughout its entire duration. We do ask parents to sign a consent form acknowledging that outdoor, rural education programmes in overseas countries carry inherent risks that must be understood.
3.7.1, 6.3, and 6.4 3.7.1 The venture provider shall prepare a contingency plan that indicates what actions are to be taken if, for whatever reason, the proposed venture itinerary or plans need to be altered during the venture. 6.3 Travel :The venture provider shall: a) verify that the travel elements of the venture itinerary are: 1) able to meet the needs of the venture, particularly in respect of timing, availability and budget; 2) suitable for the participants as identified in accordance with 5.2; and 3) risk assessed in accordance with Clause 4; b) select third party providers of transport services in accordance with 6.2 and brief transport providers on their duties and responsibilities; c) advise participants (and stakeholders when requested) of the transport arrangements and provide additional guidance if the transport is expected to be outside the participants experience and of any safety or accessibility issues that might reasonably be expected to affect the participants; d) have a procedure for assessment by a member of the venture leadership team at embarkation to ensure that transport e) provide an explanation of the methods used to select the transport modes /providers if requested by participants, the leadership team or a stakeholder; f) have a contingency plan in place for travel in accordance with 3.7. 6.4 Accommodation The venture provider shall: a) verify that the accommodation used meets the needs and objectives of the venture and is consistent with the needs of the participants as identified in accordance with 5.2; 3.7.1 BET provides risk assessment and evacuation policies to advise any potential risks and indicate relevant action plans. 6.3 a/ All our ventures are customized to each client in order to suit their needs and budgets. Once confirmed, BET will send our final confirmation (service voucher) together with pre-departure information and risk assessment procedures. b/ All third party providers of transport services are contracted, briefed about all safety requirements and their duties and responsibilities, and covered under our liability insurance. c/ all participants are advised in advance about any transportation means out of their experience, for example tuk tuk, trishaw (cyclo), Song Taew - Open Air Truck Taxi, rowing sampan, local railway train... d/ BET tour leaders and guides will do predeparture checks to ensure all vehicles are fully licensed and properly maintained in accordance with local laws & transportation regulations. They will also ensure seat belts are available and drivers use hand free headphones for mobile phones. If transportation is on water life jackets are compulsory. e/ yes, explanation is available upon requests f/ yes please see 3.7 answer 6.4 a/ Accommodation is advised, selected and booked in accordance with the needs and objectives and budget of the ventures as well as the participants b/ The company conducts frequent accommodation health and safety audit in order to ensure all risks are assessed and controlled. c/ all third parties of accommodation are contracted, briefed about all safety requirements
b) risk assess the accommodation elements of the venture itinerary in accordance with Clause 4; c) select third party providers of accommodation in accordance with 6.2; d) implement a procedure for checking the safety and suitability of all accommodation and make the criteria for this assessment available on request to participants and stakeholders; e) advise participants (and stakeholders when requested) of the accommodation arrangements and provide additional guidance if the accommodation is expected to be outside the participants experience, there are any safety or accessibility issues that affect the participants, and/or any training is needed in the safe construction and/or safe use of temporary accommodation; and their duties and responsibilities, and covered under our liability insurance. d/ see 6.4 b clause e/ any special accommodation arrangements are advised in advance with clear information. Upon taking expeditions, the leadership team also give brief orientation to keep all participants aware about accommodation conditions, for example: basic homestay with squat toilet, camp, guesthouse with hard mattress, bamboo hut, train compartment, en-suite cabin on wooden junk... f/ see 3.7 clause f) have a contingency plan for accommodation in place in accordance with 3.7. provided is not unsafe;
3.7.2.1 Contingency planning shall include a documented incident and emergency response plan that includes daytime and night-time provisions for: a) the division of responsibilities between the venture provider and the venture leader; b) the procedures which are to be implemented in response to an incident or emergency, including resolution by those on the venture and/or using external agencies; c) emergency communications in accordance with 3.8.3; d)financial provision for responding to incidents and emergency; e) response to medical incidents/emergencies, including: 1) options for medical services and support available at all stages of the venture; 2) contact dbetils for medical services and support at all stages of the venture; 3) actions for specific medical needs of any member of the venture; f) repatriation or evacuation procedures; g) response to civil unrest and natural disasters; Our risk assessment procedure and emergency action plan have a/ clear responsibilities for all relevant parties including emergency team, leader, legal team. b & c/ clear procedures (step by step) and communication and action plan to incidents/ emergencies d/ dealt with in 3.7 BET guides will assist in contacting insurance providers and are instructed to keep all receipts for later repayment. e/ dealt with in 3.7 list of all major-medical services and facilities in main destinations and a procedure for medical incidents f, dealt with in 3.7 g, dealt with in 3.7 h, dealt with in 3.7 i, dealt with in 3.7 j, BET will be supported by Buffalo Tours Marketing and Legal departments to provide any media management k/ participant passport details are recorded in the pre-venture booking form and available to all staff in event of emergency. h) missing person procedures; i) the support which is to be provided to stakeholders and how that is to be provided; j) media management; k) participants passport dbetils. 3.8.2 The venture provider shall ensure that there is the capability to initiate two-way communication between those on the venture and the venture provider, by either party, to an agreed schedule. We have list of contacts (frequent contact and operation management contact), 24-hour hotline numbers for each region to ensure two-way communication
3.8.3.1 The venture provider shall ensure that a method of communicating between those on the venture and the venture provider, in the event of an emergency, is established pre-venture. 3.8.3.3 The venture provider shall provide the leadership team with a list of emergency contact numbers, relevant to the venture, for the: a) venture provider; b) leadership team; c) a local in-country representative; d)diplomatic missions (e.g. embassy or consuls) for all nationalities in the team; e) emergency services; f) airlines (national and international) and/or other transport providers; g) emergency medical repatriation services and insurance companies; h) nominated emergency contacts for the participants and leadership team. 3.9.1.2 Where a participant or a member of the leadership team obtains their own insurance, the venture provider shall request details of their insurance cover to enable implementation of the planned emergency response. 3.9.2 The venture provider shall have public liability insurance for all aspects of the venture and ensure that it is in place for all participants and members of the leadership team and the support team. We have list of contacts (frequent contact and operation management contact), hotline numbers for each region to ensure two-way communication. Emergency communications are outlined and listed in risk assessment and evacuation policy (pls see 3.7) BET team provides the leadership team with contact numbers for; a/ venture provider b/ leadership team (guide) c/ in-country coordinator/ facilitator d/ embassy/consulates e/ emergency services f/ medical services g/ emergency contacts of Buffalo Tours In reservation form or manifest, BET requests insurance details of participants and their next of kin contact in case of emergency We have public and product liability insurance and professional indemnity insurance in place
4.1 Safety policy - The venture provider shall ensure that all parts of the venture are covered by a written policy relating to safety and health that includes: a) an overview of the organization s approach to risk management; c) a protection statement for under 18 year olds and vulnerable adults, if any participants are in these categories; d) a code of conduct for all those on the venture and the disciplinary action that will be taken if the code is broken. Buffalo Educational Travel (BET) is committed to providing the safest possible venture for all travellers touring with us. We mandate this Safety Policy to ensure a synchronized execution and operation of our tours for the sake of protecting clients safety and health, preserving their property and normal touring conditions. BET Safety Policy covers the 1) an overview of our approach to risk management; 2) a protection statement for under 18 year olds and vulnerable adults, if any participants are in these categories; 3) a code of conduct for all those on the venture and the disciplinary action that will be taken if the code is broken.
4.3.2 Written risk assessment The venture provider shall assess the health, safety, environmental and cultural risks associated with the proposed venture, including provision by third parties. The venture provider shall keep and maintain a written record of the main findings. This risk assessment shall, as a minimum, include the following elements: a) competence of the participants and leadership team; b) outcomes of the threat assessment; c) analysis of health, safety, environmental and cultural risks; d) potential risks: 1) to those on the venture; 2) caused by those on the venture to others; 3) caused by the venture to others; NOTE If unsupervised contact with under-18- year-old local individuals or vulnerable adults is included in the venture, the risks and their management should be included in the risk assessment. e) identification of the management measures, including: 1) the methods of supervision and staffing ratios; 2) whether male and female leaders are to be included on mixed gender participant ventures; 3) the arrangements for the start and finish times of any period that is outside the jurisdiction of the venture provider; BET provides comprehensive written risk assessment available to all participant. Each risk assessment will list out: a/ leadership team and some emergency contacts b/ outcome of the threat assessment c/ pre-existing risks of health, safety, environmental, cultural and project work risks d/ potential risks (social risks) NOTE BET does not provide unsupervised contact with under-18-year-old local individuals or vulnerable adults. BET further follows the guideline of Friends International Child Safe Travel Guidelines http://www.thinkchildsafe.org/ e/ all management procedures are listed in the risk assessment - pls see 3.7 f/ All control measures and actions to be taken in event of event are listed in risk assessment (pls see 3.7) to ensure measures are effectively communicated, implemented, monitored and reviewed; g/ all risk assessments include date of implementation, date of revision, author and editor - pls see 3.7 f) the method used to ensure that safety management measures are effectively communicated, implemented, monitored and reviewed; g) identification of the principal reference sources, author, date compiled and date of any updates.
5.1.1.2 The venture provider shall have a written statement that details the minimum competencies required of the leadership team for: a) the activities for which the leadership team are responsible; b) the environment in which the venture takes place; c) the needs and abilities of the participants; d) the supervision and management of individuals and groups. For each and every venture BET will provide a detailed written itinerary that convers a/ all activities for which the leadership team are responsible; b/ the environment in which the venture takes place including the cultural aspects of local people, expected weather, terrain and housing c/ if any special needs and abilities of participants are required d/ list how many guides, project managers and facilitators will be working with the group 5.1.6.1 The venture provider shall identify an in-country representative to support the response to an incident or emergency. 5.2.1 The venture provider shall establish the criteria to be applied for inclusion of participants in relation to the purpose, demands and anticipated level of difficulty of the venture. The venture provider shall communicate to stakeholders the criteria for inclusion of participants. 5.3 As a minimum the venture provider shall include the following as stakeholders: a) where a participant is under 18 years of age or a vulnerable adult, the venture provider shall identify a parent or legal guardian as a stakeholder; b) where a participant is a member of an organization (e.g. educational, volunteer or charitable body) associated with the venture but not taking the venture provider role, the venture provider shall identify that organization as a stakeholder and identify who is the responsible person in that organization. For each expedition, BET will be the in-country representative to update daily situation and respond to any incident or in case of emergency As the sole venture provider, BET will work with stakeholders to communicate any established criteria for inclusion of participants on the venture ex home country policy checks, age and physical fitness. As the sole venture provider, BET will work with stakeholders to a/ identify parent of legal guardian where the participant is under 18 years old b/ identify organizations associated with the venture but not taking part as venture provider, will be considered stakeholders. These include overseas travel agents, school administration, host communities, local organizations etc.
5.4.1.3 Arrangements for management of remote/ indirect supervision and related disciplinary actions 5.5.1.2 The venture provider shall ensure that the leadership team receives training in: a) the venture provider s operating procedures; b) implementing the incident and emergency plan. BET prefers to not conduct remote / indirect supervision tours. In the event that indirect / limited supervision is required by stakeholders, and in agreement with stakeholders, BET will provide indirect / limited supervision following guidelines and criteria agree to beforehand. This may include participant placement agreement with a signed code of conduct before participants start their placement. In every situation participants are fully aware of contacts and support networks and when and what to do in event of incident. BET provides frequent and consecutive training on operating procedures, first aid and emergency plan 5.5.3.1, 5.7.2, 5.7.3 and5.6.3 6.2, 6.3 and 6.4. information for participants: pre-booking; booking contract; joining instructions Venture Elements The venture provider shall be accountable for all elements of the venture, whether delivered by the venture provider or outsourced to a third party. This shall include the performance of all services. BET as a specialized team of Buffalo Tours has fully certified by ISO 9001 2008 processes for preparing venture itinerary, managing booking, contracts and all relevant travel and safety procedures. As the sole venture provider, BET will be accountable for all elements of the venture. This includes all aspects of; 6.2 Third party Providers 6.3 Travel 6.4 Accommodation 6.7 Medical and first aid provision As the sole venture provider, BET will have access to medical advice, services and support for each venture. The availability of these services shall be outlined to the participants and leadership team (and other stakeholders on request) within the risk assessment and evacuation policy. This includes all aspects of; 6.7.2 Medical planning 6.7.3 Pre-existing medical conditions 6.7.4 Prevention of ill health: vaccinations and prophylaxis 6.7.5 Environment-related illnesses 6.7.6 Medical expertise 6.7.7 First aid provision 6.7.8 Medical protocols
6.8 Procedures for equipment procurement, use and maintenance BET provides a suggested packing list with items necessary for participants to have during the venture. Any specialized equipment for specific purposes will be highlighted. In all ventures BET provides and maintains essential equipment to all ow participants to engage and succeed in all activities. As the sole provider BET is responsible to ensure the high quality and proper maintenance of such equipment. 7 Post-venture reporting and review of safety management BET has an extensive venture and management review system to gain feedback from all stakeholders allowing evaluation of venture success, impacts both short and long term. Feedback is compiled in Buffalo Tours automated system as well as reviewed regularly by all in BET team.