Longacre Off-site Educational Trips Policy, Page 1 of 29. Longacre School Off-site Educational Trips Policy This policy includes the Early Years Foundation Stage Policy Written: 26th October 2016 Policy to be reviewed: October 2017 Off-site visits are a very valuable part of the education that we offer. Children have the opportunity to undergo experiences not available in the classroom. They develop pupils investigative skills and longer visits, in particular, encourage greater independence. Visits should be relevant to the curriculum being studied and built into the medium term plans. Dates should always be included in the calendar. This policy works in conjunction with: Safeguarding Policy Missing Child Policy Use of Children s Images Policy Staff Behaviour Policy This policy includes the following sections General Information 1. Definitions 2. Legal Implications 3. Insurance and Pupil-Adult Ratios Trip Procedure 4. Outings 5. Adventurous Outings 6. Residential Trips 7. Trip Evaluation Appendices Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Trip Procedure Trip Request Form Outings Checklist Adventurous Outings Checklist Residential Trip Checklist Risk Assessment Return Trip From
Longacre Off-site Educational Trips Policy, Page 2 of 29. 1. Definitions 1. An Outing is a day Trip which does not involve Adventurous activities, e.g. theatre trips, conferences, etc. (Refer to Section 4). 2. An Adventurous Outing is a day Trip which involves any type of adventurous activity such as field work and all outdoor pursuit activities (Refer to Section 5). 3. School Residential Trips are activities and school journeys, including sports fixtures, which involve an overnight stay (Refer to Section 6). A Trip is a term used to encompass all three types of Trip detailed above.
Longacre Off-site Educational Trips Policy, Page 3 of 29. 2. Legal Implications This policy has regard to the DCSF Guidance Health and Safety of Pupils on Educational Visits (published by the DfEE in 1998). The Governors (through the Education and Welfare Committee) are responsible for Health and Safety and ensure that: Policy and practice are overseen, implemented and reviewed effectively. Any risks arising from educational visits are rectified as soon as reasonably possible and the long term implications managed. The Head ensures that: Adequate safeguarding measures are in place. Group leaders are allowed sufficient time to organize the activity. The risk assessment has been completed by the group leader and if applicable, submitted to the Head or Assistant Head and adequate safety measures are in place. The group leader has experience in supervising the age groups on the visit and will manage and organise the group effectively. Ratio of adults to pupils is suitable. Staff are aware of the school s emergency procedures. Deputy ensures that: The trip has been categorised correctly. The trip has been booked a term in advance and is on the school calendar. The trip request form, checklist, consent and risk assessment documentation have been completed in full and in a timely manner and copies made available to the Head and Finance Director. A post trip evaluation has been completed. The Finance Director ensures that: There is adequate insurance cover. The trip has been financed properly. The First Aid Co-ordinator ensures that: Arrangements have been made for the medical needs First aid arrangements are adequate. The Group Leader ensures that: He/she is suitably competent to instruct pupils in an activity and /or be familiar with the activity location. Approval is sought from the Pastoral Assistant before any off site visit is undertaken using form Trip Request Form. All documents have been submitted to the Deputy within the required timescale. All accompanying staff have been fully briefed on the findings of the risk assessment, and the procedures for the trip. All staff are responsible for upholding the behaviour of children as outlined in the Behavioural Management and Sanctions Policy. The supervisor to child ratio is as per Longacre guidelines. Teachers and staff in charge of pupils: Have a common law duty to act as any reasonably prudent parent would. 3. Insurance and Pupil Adult Ratios The group leader must ensure that adequate insurance arrangements are in place by discussing the cover required with the Finance Director.
Longacre Off-site Educational Trips Policy, Page 4 of 29. Additional cover may be necessary for visits abroad, residential visits, and those involving potentially hazardous activities or for pupils with special educational needs. The party must be in the charge of a member of staff. There should normally be at least two members of staff (see ratios below). Non-staff helpers must not have unsupervised access to the children, and should be within sight of a member of staff at all times. If there are any girls amongst the group then it is desirable, but not essential, for a female member of staff to accompany the group. Minimum staffing ratios Pupil Age Number of Adults Number of Pupils 3 and Under 1 3 Under 4 1 4 Reception 1 5 Year I, II & III 1 6 Years IV, V and VI 1 10
4. Outings Longacre Off-site Educational Trips Policy, Page 5 of 29. 1 TERM IN ADVANCE (BEFORE CALENDAR DEADLINE CLOSES) 4(a) Requesting / Booking an Outing - Trip Request Form (Appendix B) Details of a request to organise a proposed Outing should be submitted to the Deputy and approved a term in advance, before the calendar deadline. Once the Outing is approved in principle by the Deputy the form will be signed and sent to the school office to be included in the calendar. The form will then be returned to the Trip Leader. TO BEGIN IMMEDIATELY AFTER OUTING IS APPROVED AND SUBMITTED AT LEAST 2 WEEKS BEFORE OUTING 4(b) Completing the Outing Checklist - Outing Checklist (Appendix C) Once the Outing has been approved in principle, the Leader should continue planning and preparation using the green coloured Outing Checklist (Appendix C) which must be returned to the Deputy for approval (with the completed risk assessment see below) well in advance of the Outing and at least two weeks before the departure date. The Trip Leader should be satisfied (where appropriate) that any venue has current and sufficient Public Liability Insurance. 4(c) Risk Assessments - Risk assessments (Appendix F) The Leader is responsible for undertaking all risk assessments for each Outing. They must have undertaken a preliminary visit as part of the Risk Assessment. The nature of the risks will vary considerably according to the details of the Outing. Risk assessments (Appendix F) must be completed and submitted to the Deputy for approval, with the Checklist, well in advance of the Outing and at least two weeks before the departure date. If the Risk Assessment is not approved the Outing cannot proceed. Alongside the school Risk Assessment document a venue Risk Assessments must be attached. The roles and responsibilities of all non-teaching adults accompanying the Outing must be made clear to them and to the teaching staff by meeting formally prior to the Outing. The Deputy will sit in on this meeting. 4(d) Information to Parents and Parental Consent Forms - Outings A Parental Consent form will be completed annually by parents to cover all off-site visits which will take place during the course of the year. Parents will be informed however on every occasion when their child is off site and of any extra safety measures required. Specific parental permission will be sought for all trips undertaken by Early Years pupils, residential trips, involving overnight stays or trips overseas. A letter is still required to inform parents of all key information including the place of departure and return and the conditions of booking if there is a cost to the parent. Parents should also be asked to inform the school if there are any changes to the original consent form. The letter must be proofread and then approved by the Deputy. 48 HOURS BEFORE DEPARTURE 4(e) Immediately Prior to Departure 48 hours before departure all paper work, including Risk Assessments, contact numbers and Pupil Profiles must be made available to the Deputy, School Office, and all Supervisory adults accompanying the trip. The Leader MUST collect the relevant medication and first aid bags. 4(f) Emergency Procedures Outings It is essential that there is always a school contact in case of emergencies. For trips outside school hours the contact details of a member of the Senior Leadership team must be available to the Group leader. The emergency contact must be provided with the contact details of all staff and pupils on the trip along with accommodation contact details and a trip itinerary All staff undertake in-house training concerning dealing with emergencies outside of the school environment.
Longacre Off-site Educational Trips Policy, Page 6 of 29. The group leader must take charge in an emergency and contact the school emergency contact. The group leader and all accompanying staff should be familiar with contents of the Critical Incident Policy The school emergency contact will then contact parents, liaise with governors, media (where necessary) organise assistance and report the incident (where necessary) as outlined in the Critical Incident Policy If an incident occurs during the trip then the log must be completed as soon as possible and forwarded to the Head. WITHIN 2 WEEKS FOLLOWING TRIP 4(g) Trip Evaluation A Return from Trip Form (Appendix G) must be completed within two weeks and returned to the Deputy. Particular reference should be made to any of the following: The travel arrangements The suitability of the venue The education programme The instruction and equipment Accommodation, food Near accidents The behaviour of the group Accompanying adults Relevance of pre-visit information
Longacre Off-site Educational Trips Policy, Page 7 of 29. 5. Adventurous Outings 1 TERM IN ADVANCE (BEFORE CALENDAR DEADLINE) 5(a) Requesting / Booking an Adventurous Outing Trip Request Form (Appendix B) All new Adventurous Outings require the approval of the SLT. The Head will liaise with the Deputy and seek the approval of the SLT as necessary. Once the Adventurous Outing is approved in principle by the Deputy the form will be signed and sent to the school office to be included in the calendar. The form will then be returned to the Trip Leader. TO BEGIN IMMEDIATELY AFTER ADVENTUROUS OUTING IS APPROVED AND SUBMITTED AT LEAST 2 WEEKS BEFORE OUTING 5(b) Completing the Adventurous Outings Checklist - Adventurous Outings Checklist (Appendix D) Once the Adventurous Outing has been approved in principle, the Leader should continue planning and preparation using the blue coloured Outing Checklist (Appendix D) which must be returned to the Deputy for approval (with the completed risk assessment see below) well in advance of the Outing and at least two weeks before the departure date. The Trip Leader should be satisfied (where appropriate) and evidence that any venue has current and sufficient Public Liability Insurance 5(c) Risk Assessments - Risk Assessments (Appendix F) The Leader is responsible for undertaking all risk assessments for each Adventurous Outing and must have undertaken a preliminary visit as part of the Risk Assessment. The nature of the risks will vary considerably according to the details of the Adventurous Outing, some of which e.g. visits to open farms, climbing, caving, theme parks, wet n wild, require special precautions. Risk assessments (Appendix F) must then be completed and submitted to the Assistant Head for approval with the Checklist well in advance of the Adventurous Outing and at least two weeks before the departure date. If the Risk Assessment is not approved the Outing cannot proceed. Alongside the School Risk Assessment document a venue Risk Assessments must be attached. The adventure provider/venue will have to provide confirmation and evidence of the following: They have up to date risk assessments for the activities; That all their staff who will come into contact with the pupils have been properly vetted. Their up to date Public Liability Insurance Certificate which must be for at least 2m. That they have amongst their members of staff, First Aid trained staff with up to date First Aid Certificates and that they will be available on the day of the Trip. If the venue will be providing instruction to the pupils, that the staff involved have the appropriate, up to date, relevant qualifications. Whether they are licensed by the Adventure Activities Licensing Authority (UK only), and if so, what their registration number is this should then be checked with the AALA. The Deputy may require more detail for the risk assessments and will notify the Leader if this is the case. The roles and responsibilities of all non-teaching adults accompanying the Adventurous Outing must be made clear to them and to the teaching staff by meeting formally prior to the Adventurous Outing. The Deputy will sit in on this meeting. 5(d) Information to Parents and Parental Consent Forms - Adventurous Outing A Parental Consent form will be completed annually by parents to cover all off-site visits which will take place during the course of the year. Parents will be informed however on every occasion when their child is off site and of any extra safety measures required. Specific parental permission will be sought for all trips undertaken by Early Years pupils, residential trips, involving overnight stays or trips overseas. A letter is still required to inform parents of all key information including the place of departure and return and the conditions of booking if there is a cost to the parent. Parents should also be asked to inform the school
Longacre Off-site Educational Trips Policy, Page 8 of 29. if there are any changes to the original consent form. The letter must be proofread and then approved by the Deputy. 48 HOURS BEFORE DEPARTURE 5(e) Immediately Prior to Departure 48 hours before departure all paper work, including Risk Assessments, contact numbers and Pupil Profiles must be made available to the Deputy. The Leader MUST collect the relevant medication and first aid bags. 5(f) Emergency Procedures Adventurous Outings It is essential that there is always a school contact in case of emergencies. For trips outside school hours the contact details of a member of the Senior Leadership team must be available to the Group leader. The emergency contact must be provided with the contact details of all staff and pupils on the trip along with accommodation contact details and a trip itinerary All staff undertake in-house training concerning dealing with emergencies outside of the school environment. The group leader must take charge in an emergency and contact the school emergency contact. The group leader and all accompanying staff should be familiar with contents of the Critical Incident Policy The school emergency contact will then contact parents, liaise with governors, media (where necessary) organise assistance and report the incident (where necessary) as outlined in the Critical Incident Policy If an incident occurs during the trip then the log must be completed as soon as possible and forwarded to the Head. WITHIN 2 WEEKS FOLLOWING TRIP 5(g) Trip Evaluation A Return from Trip Form (Appendix G) must be completed within two weeks and returned to the Deputy. Particular reference should be made to any of the following: The travel arrangements The suitability of the venue The education programme The instruction and equipment Accommodation, food Near accidents The behaviour of the group Accompanying adults Relevance of pre-visit information 6. School Residential Trips
Longacre Off-site Educational Trips Policy, Page 9 of 29. 12-18 MONTHS IN ADVANCE 6(a) Requesting / Booking a Residential Trip The Package Travel Regulations 1992 make any school organising two or more elements of a trip (such as flights and accommodation) responsible and, therefore, liable for all elements of the trip whether or not the fault lies with the School. Any residential overseas trips MUST be booked in conjunction with appropriate travel agents to ensure cover is available under ABTA and ATOL. Compared to a simpler day Outing, a Residential Trip (which encompasses UK residential trips, overseas trips and any adventurous trips), generally requires longer time for planning, preparation and approval. All new Residential Trips require the permission of the Head and Senior Leadership Team. Staff wishing to organise Residential Trips should, submit their application normally at least 12 to 18 months before the Residential Trip is to take place to the Head. This should include: Purpose/aim/objective of the residential trip Destination(s) Accommodation Details of the venue a copy of their current public liability insurance must be provided at the time of the proposal for UK accommodation venues (excluding hotels). Details of any agent to be used, e.g. NST and, for any overseas Trips whether they are ATOL/ABTA bonded. Dates and proposed times of departure and return Mode/details of travel Costs, including cost per pupil Likely size of party Names of Leader and other accompanying members of staff (including staff on standby in the event of illness of any travelling member of staff) Any special insurance arrangements Any special medical arrangements Any special hazards or risks which will require assessment Whether any adults who are non-members of staff will be accompanying the trip and if so, who they are. These adults must not be used when calculating the necessary ratios The Foreign and Commonwealth Office should be consulted regarding their advice on travel to the country concerned - www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country. A copy of their current advice should be attached to the proposal form. The proposer should submit their proposal to the Head using the Trips Request Form (Appendix B). The first letter to parents introducing the Residential Trip should be attached to the Request Form for approval. Parents should be made aware that once they have paid their deposit there will be financial implications for them if they decide to cancel which may involve paying the full balance. TO BEGIN IMMEDIATELY AFTER OUTING IS APPROVED AND SUBMIT
Longacre Off-site Educational Trips Policy, Page 10 of 29. AT LEAST HALF A TERM BEFORE RESIDENTIAL TRIP 6(b) Completing the Residential Trip Checklist Residential Trip Checklist (Appendix E) Once the Residential Trip has been approved in principle, the Leader should continue planning and preparation using the red coloured Residential Trip Checklist (Appendix E) which must be returned to the Assistant Head for approval (with the completed risk assessment see below) well in advance of the Outing and at least half a term before the departure date. 6(c) Preparation The Leader should be known; he/she should have a clearly designated deputy. All staff supervising a party should meet to discuss the details of organisation and there should be a clear and detailed written programme with appropriate alternatives where weather is an influencing factor. Responsibility assigned to staff by the Leader should be clearly known to all and documented. Financial details and financial responsibilities must be clearly stated in advance with close consultation with the Finance Director. Residential trips, tours and expeditions shall be planned on the basis that they are self-funding and this must include the cost of staff participation. All financial arrangements should comply with the School s normal financial procedures, overseen by the Finance Director. No monies are to be held in private accounts. First Aid: at least one named member of staff should have a first aid at work qualification. If the Residential Trip is to an approved venue which will be responsible for the supervision of the pupils and the provision of First Aid, written confirmation from them that their staff have the appropriate medical training and up to date First Aid Certificates will be sufficient for the purposes of ensuring there is First Aid cover for the activities at the venue. An emergency medical pack (pre-booked from the First Aid Coordinator) should be obtained and carried at all times. The Leader must also be aware of the telephone number(s) and location(s) of nearby hospitals and emergency services. The Leader must carry a mobile phone and the School must be aware of the telephone number. The Leader must also explain how to be contacted/make contact if there is no mobile telephone reception available. The Deputy may require more detail for the risk assessments and will notify the Leader if this is the case at the beginning of the planning process. The travel company/adventure provider/venue will have to provide (to be attached to the Residential Trips Checklist) written confirmation of the following: They have up to date risk assessments for the activities, including any travel they are responsible for; That all their staff who will come into contact with the pupils have been properly vetted in line with DfE guidance and have at least undergone Enhanced CRB checks the results of which are clear, or have undergone checks in accordance with the requirements of the country in which they are based; Their Public Liability Insurance Certificate which must be for at least 2m is up to date. In the case of travel companies, confirmation of their ABTA and ATOL registration and their travel insurance if the School s travel insurance is not being used. A copy of the travel insurance will need to be provided to the Finance Director. If they are providing first aid facilities, that they have amongst their members of staff, First Aid trained staff with up to date First Aid Certificates and that they will be available on the Trip. If they will be providing instruction to the pupils, that the staff involved have the appropriate, up to date, relevant qualifications. Whether they are licensed by the Adventure Activities Licensing Authority (UK only), and if so, what their registration number is this should then be checked with the AALA. The booking conditions and insurance conditions MUST be communicated to parents in writing to ensure they are fully aware of the implications of any illness, cancellation, change of flight times, etc. The cancellation requirements of the travel company should be set out in full and copies of the insurance policy sent with the communication to the parents if they requested it at the time of agreeing to the Trip (the initial form should seek confirmation from the parents as to whether they wish to have a copy of the insurance or not). 6(d) Risk Assessments Risk Assessments (Appendix F)
Longacre Off-site Educational Trips Policy, Page 11 of 29. The Leader is responsible for providing all risk assessments for each Residential Trip and must have undertaken a preliminary visit as part of the Risk Assessment. The nature of the risks will vary considerably according to the details of the Residential Trips, some of which require special precautions. The Leader of all Residential Trips must identify as many hazards as is reasonably practicable for the entire Residential Trip. The Leader of all Residential Trips should consider all risk assessments to be dynamic and subject to change in the light of circumstances. Risk assessments must then be conducted and submitted Risk Assessments (Appendix F) to the Deputy for approval with the Checklist at least half a term before departure. Risk Assessments from the travel company/adventure provider/venue (other than hotels, B&Bs, hostels) must be provided at the same time, or earlier if available. Up to date Public Liability Insurance Certificates and written confirmation of the vetting of staff must also be provided from these companies at the same time. 6(e) Leadership and Staff Ratios Residential Trips (see also 3). For all Residential Trips there should normally be a minimum of two members of staff. If the Leader wishes to take a non-member of staff, this must be discussed well in advance with the Head. No approach should be made to this adult in advance of this discussion. Before they can accompany the trip, details of any non-staff helpers must be provided to the Finance Director to carry out the mandatory checks through the DBS and the taking up of references. These adults should be informed by the Leader that they will be required to undertake an Enhanced Level DBS check and provide details of at least two referees. Their details must be passed to the Finance Director at least eight weeks in advance of the Residential Trip. The Leader should plan the ratios such that the requirement for these adults to accompany the Trip is not essential as the checks do take some time to complete and may not be ready in time. 6(f) Information to Parents and Parent Consent and Indemnity Form Residential Trips Clear, written information must be given to the parents and must first be approved by the Head. Parents need to be fully informed of the details before they book places on the Trip. They then need to be given full details of the Trip, once they are available, which will include, inter alia, costs, a copy of the insurance policy (trips abroad), cancellation details, etc. If any changes occur during the process, parents must be informed immediately in writing and any issues resolved prior to the Trip. Parents written consent and indemnity must be obtained. The Parental Consent and Indemnity Form must be held by the group Leader until after the Trip has occurred. The forms must be retained for 6 years (they should be filed on the pupil s file). The information to parents should set out the following: nature of activity and accommodation where and when the residential visit is to occur equipment, kit required type and details of travel cost (including whether or not any deposit will be returnable) Details of the insurance and medical cover for the trip (if abroad) see detailed section on insurance below regarding the exclusions to the insurance cover. Send a copy if appropriate. They should be informed they must arrange their own insurance if the policy is insufficient for their needs. If they arrange their own policy, a copy MUST be provided to the Leader before the Trip the Parental Consent and Indemnity Form must be attached A reminder that if the pupil s participation on the Residential Trip is cancelled or curtailed for any reason which is not insured, the parent will be responsible for payment of the Residential Trip costs in full a copy of the terms and conditions of travel from the travel company detailing the cancellation provisions Details of whether the Residential Trip is covered by ABTA/ATOL and the implications if it is not The need for passports to have at least six months remaining (many countries require this before they will allow entry)
Longacre Off-site Educational Trips Policy, Page 12 of 29. Any visa, passport and EHIC requirements 6(g) Insurance Residential Trips For all foreign trips it is imperative that party Leaders ensure that there is adequate insurance cover and medical cover appropriate to their expedition. In addition, where travel is taking place within the EU, an up to date EHIC card MUST be obtained for each member of the party. Assistance and advice can be sought from the Finance Director. When thefts occur, whether at home or abroad, a report must be made to the local police and confirmation obtained that this has been done by means of a Crime Number. Where medical expenses are incurred, all accounts must be retained. Any potential claims, including medical expenses, MUST be reported to the Finance Director immediately and at the latest within 7 days of return from the Trip. Failure to do so may invalidate the insurance claim. The Leader will be required to assist the Finance Director in the process of lodging and completing the insurance claim. Worldwide travel insurance is paid for by the School. A copy of the annual policy is available from the Finance Director. There are exclusions. All new Residential Trip itineraries must be given to the Finance Director as soon as they are available and at least eight weeks in advance of departure. Ideally the itinerary should be sent to the insurers prior to the Trip being booked in case there are issues which the insurers have which cannot be resolved. The Finance Director will request confirmation from the School s insurance brokers that the insurers have approved the itinerary and will report to the Leader any additional premiums required or issues which the insurers have raised. The School s insurance covers existing medical conditions (of pupils and staff) but only if the person is not travelling against medical advice. In the event that person needed to claim on the insurance for a medical problem whilst abroad, the insurers would require proof that the person had not been travelling against medical advice. The proof would be a note from the person s GP/Consultant dated just before departure that they are fit to travel to the specified country. In the event that a reoccurrence of the medical problem, or a new medical problem arises after the letter and prior to departure, the person will need to obtain a new letter from their GP/Consultant. Without any such letter the person travelling may be required to pay for their own medical treatment and repatriation, the costs of family travelling to be with them and the costs of additional staff required to deal with the emergency, which could run into tens of thousands of pounds. This needs to be made clear to parents, and staff also need to be aware that the School will not reimburse them such costs. The School s insurance does not cover the cost of continuing any medication or treatment already in progress. Pupils and staff undergoing medication or treatment at the time of departure would need to ensure they had sufficient supplies with them. The First Aid trained staff MUST be made aware of any medical conditions and medication of pupils or staff. If a different insurance is being used these matters must be thoroughly investigated by the Leader and appropriate action taken as above. A copy of any different insurance must be given to the Finance Director at least four weeks before the Trip. The school travel insurance does not cover the failure of a low cost airline. If air travel is proposed, this must be discussed with the Deputy prior to any booking being made. All trips involving flights must be booked via a travel agent who is ABTA and ATOL bonded to ensure cover in the event of the business failure of an airline. TWO WEEKS BEFORE DEPARTURE 6(h) Two weeks before departure Residential Trips Valid Passports and EHICs for all pupils should be collected and stored securely and all VISA applications (where necessary) completed. A photocopy of the page bearing the holder s photograph and ID details MUST be taken from each passport of those travelling in the party. Two sets of copies should be taken and submitted with the File so that one copy
Longacre Off-site Educational Trips Policy, Page 13 of 29. will be in the File during the Trip and the other can remain in School in the event of the loss of a passport and the need to organise the issue of a temporary passport. The Foreign and Commonwealth Office should be consulted regarding their advice on travel to the country concerned - www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country. Any problems should be reported to the Head. The First Aid bag(s) should be ordered from the First Aid coordinator. ONE WEEK BEFORE DEPARTURE 6(i) One week before departure Residential Trips Travel arrangements should be confirmed. Copies of relevant sections of the Trips File should be distributed to: a The Head b The Finance Director c The Deputy d The front office The persons in a) and b) above should also be provided with a summary of the information contained in the signed Parental Consent and Indemnity Forms. 6(j) Adventurous Activities/Mountain/Hill walking If the Residential Visit includes any adventurous activities/mountain or hill walking, this should be discussed in advance with the Head who will seek advice from the Finance Director. 6(k) Emergency Procedures Many emergencies will require on the spot response by the Leader and staff should take the action required and then inform the parents as soon as possible. It is advisable to appoint an anchor person at School who will act in emergency with the local transmission of messages and who will be available throughout the period of the expedition for this purpose. A grave emergency may require further consultation for which the Leader should know the School and home telephone numbers of the Head, Deputy and Assistant Head. If the Health and Safety Executive (HSE) are required to be informed this will be done by the Head in conjunction with the School s Health and Safety Adviser. In situations of grave emergency the Leader should not allow any member of the party to have access to a telephone until advised by the Head or Deputy that it is in order to do so. The Leader of any party should, in situations of grave emergency, make no comment to the media until authorised to do so by one of those mentioned above. The Leader must ensure that all serious accidents are reported to the (HSE) in accordance with the RIDDOR regulations. This is done by the School s Health and Safety Adviser and an Accident Report Form must be completed in full by the Leader and any other staff involved as soon as practicable after the incident and faxed to the School. No-one must admit legal liability to an accident or other occurrence, as this might invalidate the insurance cover. The Head/Deputy will contact the insurers where this is required. Where practicable a log should be kept to record the sequence of events. Witness statements should be taken and evidence kept safe. WITHIN 2 WEEKS FOLLOWING TRIP 6(l) Trip Evaluation A Return from Trip Form (Appendix G) must be completed within two week and returned to the Deputy. Particular reference should be made to any of the following: The travel arrangements The suitability of the venue
Longacre Off-site Educational Trips Policy, Page 14 of 29. The education programme The instruction and equipment Accommodation, food Near accidents The behaviour of the group Accompanying adults Relevance of pre-visit information Appendicies Appendix A Trip Procedure
Longacre Off-site Educational Trips Policy, Page 15 of 29. Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Trip Request Form Outings Checklist Adventurous Outings Checklist Residential Trip Checklist Risk Assessment Return Trip From
Longacre Off-site Educational Trips Policy, Page 16 of 29. FORM OUTING ADVENTUROUS OUTING RESIDENTIAL TRIP APPENDIX A LONGACRE SCHOOL OFF-SITE EDUCATIONAL TRIP PROCEDURE
EVALUATION FORM CHECKLIST FORM TTRIP REQUEST FORM Longacre Off-site Educational Trips Policy, Page 17 of 29. Completed Generic Trip Request Form Completed Generic Trip Request Form Completed Generic Trip Request Form 1 TERM IN ADVANCE (for inclusion in calendar) 1 TERM IN ADVANCE (for inclusion in calendar) 12-18 MONTHS IN ADVANCE (for inclusion in calendar) To be approved by Deputy To be approved by Deputy To be approved by Head Complete Outing Checklist (Green Form) Complete Adventurous Outing Checklist (Blue Form) Complete Residential Checklist (Red Form) Checklist to be started after Trip Request Form approval and completed at least 2 WEEKS PRIOR TO DEPARTURE Checklist to be started after Trip Request Form approval and completed at least 2 WEEKS PRIOR TO DEPARTURE Checklist to be started after Trip Request Form approval and completed at least half a term PRIOR TO DEPARTURE *Ensure Green Risk Assessment and Site Risk Assessment is attached *Ensure Blue Risk Assessment and Site Risk Assessment is attached *Ensure Red Risk Assessment and Site Risk Assessment is attached To be approved by Deputy To be approved by Deputy To be approved by Head Complete Generic Evaluation form Complete Generic Evaluation form Complete Generic Evaluation form Within 2 weeks following trip Within 2 weeks following trip Within 2 weeks following trip To be returned to the Deputy To be returned to the Deputy To be returned to the Deputy
Longacre Off-site Educational Trips Policy, Page 18 of 29. APPENDIX B LONGACRE SCHOOL TRIP REQUEST *This pro-forma must be used in conjunction with the Longacre Outings, Adventurous Outings, Residential Trips Events Policy & Procedures. To be submitted to the Deputy a term before the proposed Trip, in time for inclusion in the Term Calendar or 18 months in advance in the case of residential / overseas trips. TYPE OF TRIP : OUTING / ADVENTUROUS OUTING / RESIDENTIAL TRIP Name & Purpose of Trip : Destination : Teacher in Charge : Names of other Staff/Adults : (include any parents/volunteers & staff on standby for illness) Outward Date : Return Date : Time Out : Time of Return : Mode of Transport : Transport Company : Sample Itinerary attached Yes / No Estimated Number of Pupils : Will pupils have unsupervised free time during the Trip? Yes / No Age of Pupils (School Year Groups) Estimated total cost: Budget code : Costs per pupil if parents are to be charged Any special hazards or risks? If so, what are they? Yes / No Are any children travelling who are not pupils at the time of the journey? If so, who are they? Approved by: Deputy.... Signature Date *Once signed and returned, the organisation of this trip may continue in accordance with the procedures outlined in the policy. ADDED TO CALENDAR: YES NO
Longacre Off-site Educational Trips Policy, Page 19 of 29. APPENDIX C LONGACRE OUTING CHECKLIST This form, signed by the Group Leader, should be completed in full and returned to the Deputy, for approval, with all the necessary supporting paperwork, at least two weeks before the planned departure date for the outing. Name of Outing : Outing Leader: Date of Outing: Year Has an exploratory visit been carried out? If not, what information has been obtained regarding the suitability of the venue and the facilities offered: Has parental consent been obtained in respect of all pupils attending? If not, who has yet to respond? Has a letter been sent to parents containing all relevant details? If yes, then attach a copy of the letter. If no, then attach a draft of the letter to be sent with details of the date it will be sent out / NA If the Outing is chargeable, have cheques been collected or list of charges sent to the Finance Director? / NO What is the ratio for this trip ( Adults / Pupils ) Numbers of Pupils: Boys Girls Number of staff: Male Female Number of parents / helpers Names of adults accompanying the trip and mobile contact numbers: YES Confirmation from Venue that they have current Public Liability Insurance. (Venue to provide risk assessments, confirmation of staff vetting, staff qualifications and First Aid staff if they are supervising/instructing activities). Have pupils been briefed on School rules which must be observed? If no, when will this happen? Have accompanying staff/adults been briefed on appropriate rules, expected pupil behaviour etc? If no, when will this happen? Transport arrangements and telephone numbers: Risk Assessments Have they been carried out and attached? If no, this form cannot be submitted and the Outing will be cancelled First Aid Bags / Relevant Medication checked?
Longacre Off-site Educational Trips Policy, Page 20 of 29. Completed by Group Leader:... Signature Date Approved by : Deputy:... Signature Date
Longacre Off-site Educational Trips Policy, Page 21 of 29. APPENDIX D LONGACRE ADVENTUROUS OUTING CHECKLIST This form, signed by the Group Leader, should be completed in full and returned to the Deputy, with all the necessary supporting paperwork for approval at least two weeks before the planned departure date for the outing. Name of Outing : Outing Leader: Date of Outing: Year Group(s): Has an exploratory visit been carried out? If not, what information has been obtained regarding the suitability of the venue and the facilities offered? Has parental consent been obtained in respect of all pupils attending? If no, who has yet to respond? / NA Has a letter been sent to parents containing all relevant details? If yes, then attach a copy of the letter. If no, then attach a draft of the letter to be sent with details of the date it will be sent out If the Outing is chargeable, have cheques been collected or list of charges sent to the Finance Director? Has the medical information been collated and distributed to accompanying staff? Please provide details of any pupils and staff with serious or existing medical problems or other special needs: Have they all provided up to date letters confirming fitness to travel? If not, have they been given the letter outlining the consequences? What is the ratio for this trip (Adults / Pupils ) Numbers of Pupils: Boys Girls Number of staff: Male Female Number of parents / helpers Names of adults accompanying the trip and mobile contact numbers: Details of Insurance Cover (School Policy or external, including Policy No.): Are high risk activities included? (If so, detail below) Details of any hazardous activities to be carried out and how staffed/supervised: Confirmation from the Finance Director that the insurers are aware of the activities and will cover them Has a detailed itinerary been drawn up and venues booked? Has a detailed budget been written?
Longacre Off-site Educational Trips Policy, Page 22 of 29. Accommodation to be used address, telephone number and contact name at the centre: If the venue is also providing supervision/activities : written confirmation of their current public liability insurance for at least 2m, their staff vetting procedures including enhanced DBS checks/equivalent, their staff qualifications and their risk assessments must be attached to this checklist. Confirmation from the Finance Director that the insurers are aware of the itinerary including the activities involved and that they will cover all aspects of the trip. Have you held a briefing meeting with parents? If so, when? YES/NO If no, when will this take place? Have accompanying staff/adults been briefed on appropriate rules/expected pupil behaviour etc? YES/NO If no, when will this take place? Have the pupils received written instructions regarding the equipment required and the procedures in the event of an emergency? A copy of the issued or a draft should be attached YES/NO If no, when will this take place? Transport arrangements & telephone numbers: (School minibus, name of transport company) Name, address and telephone number of the Longacre School based emergency contact: First Aid Bags / Relevant medication checked? YES/NO RISK ASSESSMENTS AND OTHER ASSOCIATED PAPERWORK ARE ATTACHED TO THIS FORM YES/NO THE FOLLOWING MUST BE ATTACHED TO THIS FORM: A FULL AND DETAILED ITINERARY FOR THE TRIP RISK ASSESSMENTS RISK ASSESSMENTS FROM THE VENUE(S) SUPERVISING / PROVIDING ANY ACTIV- ITIES VENUE S CURRENT PUBLIC LIABILITY INSURANCE CERTIFICATE VENUE S WRITTEN CONFIRMATION OF FIRST AID TRAINED STAFF, STAFF VETTING AND CURRENT QUALIFICATIONS FOR INSTRUTORS Completed by Group Leader:.. Signature Date Approved by : Deputy:.. Signature Date
Longacre Off-site Educational Trips Policy, Page 23 of 29. APPENDIX E LONGACRE RESIDENTIAL TRIP CHECKLIST This form, signed by the Group Leader, should be completed in full and returned to the Head, with all the necessary supporting paperwork for approval at least two weeks before the planned departure date for the Trip. Name of Trip Date of Trip : : Trip Lead- Year Has an exploratory visit been carried out? If not, what information has been obtained regarding the suitability of the venue and the facilities offered? Has parental consent been obtained in respect of all pupils attending? If no, who has yet to respond? Has the medical information on the parental consent forms been collated and distributed to accompanying staff? Please provide details of any pupils and staff with serious or existing medical problems or other special needs: Have they all provided up to date letters confirming fitness to travel? If not, have they been given the letter outlining the consequences? What is the ratio for this trip (Adults / Pupils ) Numbers Pupils: Boys Girls Number of staff: Male Female Number of parents / helpers: Names of adults accompanying the trip and mobile contact number: Details of Insurance Cover (School Policy or external, including Policy No.): Are high risk activities included? Details of any hazardous activities to be carried out and how staffed / supervised: Has a detailed itinerary been drawn up and venues booked? Has a detailed budget been written? Accommodation to be used address, telephone number and contact name at the centre: If the venue is also providing supervision/activities : written confirmation of their current public liability insurance for at least 2m, their staff vetting procedures including enhanced DBS checks/equivalent, their staff qualifications and their risk assessments must be attached to this checklist. Confirmation from the Finance Director that the insurers are aware of the itinerary including the activities involved and that they will cover all aspects of the trip.
Longacre Off-site Educational Trips Policy, Page 24 of 29. Have you held a briefing meeting with parents? If so, when? If no, when will this take place? Have you held a briefing meeting with pupils? If so, when? Have accompanying staff/adults been briefed on appropriate rules/expected pupil behaviour etc? YES/NO Have the pupils received written instructions regarding the equipment required and the procedures in the event of an emergency? A copy of the issued or a draft should be attached YES/NO If no, when will this take place? Transport arrangements & telephone numbers: (School minibus, name of transport company, flight details etc) Name, address and telephone number of the Longacre School based emergency contact: First Aid Bags / Required medication checked? YES/NO RISK ASSESSMENTS AND OTHER ASSOCIATED PAPERWORK ARE ATTACHED TO THIS FORM YES/NO THE FOLLOWING MUST BE ATTACHED TO THIS FORM: A FULL AND DETAILED ITINERARY FOR THE TRIP RISK ASSESSMENTS RISK ASSESSMENTS FROM THE VENUE(S) SUPERVISING / PROVIDING ANY ACTIV- ITIES VENUE S CURRENT PUBLIC LIABILITY INSURANCE CERTIFICATE VENUE S WRITTEN CONFIRMATION OF FIRST AID TRAINED STAFF, STAFF VETTING AND CURRENT QUALIFICATIONS FOR INSTRUTORS Completed by Group Leader:.. Signature Date Approved by: Head:.. Signature Date
Longacre Off-site Educational Trips Policy, Page 25 of 29.
Longacre Off-site Educational Trips Policy, Page 26 of 29. APPENDIX F LONGACRE TRIPS RISK ASSESSMENT TRIP: TRIP DATE: LEADER: Expand grid as necessary: Risk assessment carried out by: Hazard/ Activity Who is affected Risk Level (High, Medium, Controls in Place Residual Risk Level (High, Medi- Additional Controls Residual Risk Level (High, Medi-
Longacre Off-site Educational Trips Policy, Page 27 of 29. For EYFS Trips: Is ratio of staff:pupils appropriate? Yes/No... Head. Signatures: Trip Leader :... Date:... Comment... Assistant Head :... Date:... Comment...
Longacre Off-site Educational Trips Policy, Page 28 of 29. APPENDIX G Trip title: LONGACRE RETURN TRIP FORM Leader: Have any issues been reported to SMT? Yes No N/A Are there any insurance claims to report? Yes No N/A Are any still outstanding? If so, how are they to be resolved? Would you recommend the transport arrangements again? Would you recommend the venue again?
Longacre Off-site Educational Trips Policy, Page 29 of 29. Are there any arrangements which need to be different for the next trip of this type? If so, please provide details : Signed... Trip Leader Date... This form should be completed and passed on to the Deputy within two weeks of return