Holy Trinity, Dobcross Educational Visits Policy 2010

Introduction

An Educational Visit is an official, planned for, off site learning experience provided to enrich and extend the curriculum for pupils. It may be cross curricular and may also promote aspects of PSHE, Citizenship and offer opportunities for spiritual and cultural development.

THIS POLICY EXISTS WITHIN THE FRAMEWORK OF CONDITIONS LAID OUT IN THE OLDHAM EDUCATION AND CULTURAL SERVIES ‘REGULATIONS & GUIDELINES FOR EDUCATIONAL VISITS’ (ORGEV)

Aims and Objectives

To give pupils and staff meaningful first-hand, discovery learning experiences linked to the curriculum.
To give pupils and staff the opportunity of learning within alternative learning environments.
To widen, diversify and enrich teaching and learning experiences.
To give additional excitement and enjoyment to teaching and learning.
To give access to experts with enthusiasm and knowledge in their own specific fields.
To provide challenges and experiences which impact on pupil’s personal, spiritual, cultural and social development.
To undertake visits safely and in accordance with agreed procedures as detailed in ORGEV and in accordance with the 1974 Health & Safety at Work Act.
To ensure that all pupils in school, from Nursery to Yr6 undertake appropriate educational visits during each school year.
To endeavour to provide a breadth, balance and variety in the type of educational visits undertaken throughout a pupil’s life in school.
To use educational visits to support transition at Reception, Year 2 and Year 6.

Terminology (ORGEV 1.9) See Appendix 1

Basic Principles of Safe Practice for Off site Activities (ORGEV 1.10) See Appendix 2

Inclusion (ORGEV 1.4 and 3.3) Appendix 3 and 4

Educational visits should be available and accessible to all pupils who wish to participate.
All pupils should be encouraged to participate in as wide a variety of visits and activities as possible.
Any pupils whose behaviour is considered to be a danger to themselves or to the group may be stopped from going on a visit.
Parents may refuse permission for their child to go on a trip.
The curricular aims of the visit for these pupils should be met in other ways if possible.

Roles and Responsibilities (See ORGEV Section 2)

The LA, the Governing Body, the Head teacher, the EVC, the Group leader/Class teacher, Assistants and Volunteers and Pupils all have specific roles and responsibilities within the planning and undertaking of an Education Visit. (See Appendix 5 Section 2.1 of ORGEV)

It is essential that everyone refers to Appendix 5 and understands clearly his/her role and responsibility.

The named Educational Visits coordinator (EVC) for this school is

The Head teacher

The Education Visits File is kept in the Head teacher office.

Organisation

For Category A and B visits all staff must follow the school’s own approved planning and permission processes and developed in line with ORGEV, using the school’s own checklists, risk assessments and parents’ letters.

See Appendix 6 and 7 for exemplars of school paperwork.

See Appendix 8 for ORGEV – Summary of the Planning Process for Category A and B visits.

All Category C visits MUST be sent to the LA for approval, following Head and Governor Approval. These MUST follow all ORGEV planning procedures and use the EVOLVE website system as well as ORGEV advice – Summary of Planning Processes for Category C visits – See ORGEV advice.

No visit, in Category A, B or C, will be allowed to proceed without the relevant permission.

Groups Leaders’ Procedures

All visits must be planned following ORGEV.
An educational visits checklist should be completed during the planning process for the visit, with details, dates and other information as necessary.
A risk assessment must be completed for all educational visits. If a generic risk assessment is used e.g. for bus travel, it must be reviewed and amended in the light of the particular visit and the particular pupils on the trip, especially SEN pupils.
Plans, checklist and risk assessments may be completed by various staff in school.
Staff must arrange for written details of the educational visit to be sent to parents and must receive written consent for all visits from parents. If written consent is not received, children will not be allowed to go on visits.
Final visit approval, by Head or EVC signature, will be contingent on satisfactory arrangements on the completed checklist.
The Group Leader must speak to volunteers & assistants shortly prior to departure to share, both orally and in writing, the itinerary, personnel and groups, outlining their roles and emphasising risk avoidance strategies.

See appendix 9 for example Volunteers’ & Assistants’ Notes.

All paperwork for the visit should be put in the EVC file prior to leaving on the visit for use in case of emergencies.
The Group Leader will be responsible for carrying out ‘on-going’ risk assessments during the visit and taking appropriate action if conditions change or unforeseen hazards arise. If in doubt do not carry on. The Head/EVC will support your decision to abort the visit.
Following the visit the group leader should evaluate the visit and not any relevant points on the checklist for future reference, bringing to the attention of the EVC any important issues.
For Adventure Activity Trips see ORGEV Section 7.
For Field Studies see ORGEV Section 8.
For Theme Parks see ORGEB Section 10.
For Overseas Trips see ORGEV Appendix 10.

Supervision (SEE ORGEV 3.1 and Sections 7,8,10 and Appendix 10)

Adult supervision should follow the minimum levels recommended by ORGEV.

Transport and Travel (See ORGEV Section 4)

Use of cars and minibuses (4.1)
Use of volunteers/parents (4.2)
Walking (4.9)
Travel by coach (4.11)
Travel by rail (4.12)

Finance (See ORGEV Section 5)

It is the policy of this school that no child should be unable to go on a visit through a lack of ability by parents/carers to pay the costs of the visit.

See our Charging and Remissions policy for further guidance.

Parents should be made aware of funding through the LA or The Hawkyard and Whitehead Educational Foundation for educational visits for pupils in Saddleworth Schools.

If there were insufficient contributions from parents towards the cost of a visit, it may have to be cancelled.

Site Visits

Site visits may or may not be appropriate in order to compile risk assessments and as part of preparations for the visit. Consideration needs to be made of whether previous visits have been undertaken and information is available in school. Staff should check school policy regarding availability or otherwise of non-contact time and/or payment for expenses for any proposed site visits.

Communication with Parents (See ORGEV Section 6)

Letters and Meetings should keep parents informed of all information regarding the visit. Checklist – ORGEV 6.3 – Appendix 11

If a pupil is to leave the school premises on any education visit, then information should be sent home in writing and parental consent sought.

Trips that are within reasonable walking distance are covered by the yearly trips letter and parents do not need to give individual permission for these trips.

No child will be allowed to go out of school on a visit without written parental consent.

Governors

Education Visits will be a standing item on the agenda of the termly school-led Governors’ meetings.
Governors will be invited to support staff and pupils on school trips.

Training of Staff

The EVC will be responsible for initial training of all staff regarding educational visits.
The EVC will be responsible for ensuring that proformas of relevant paperwork are available to all staff to access on the school intranet/EVC file.
The EVC will be responsible for ensuring that the induction of any new staff includes this EVC policy.
The Head teacher is responsible for ensuring that staff have relevant first aid training and any other specific training necessary to lead certain trips.

Review, Monitoring & Evaluation

This policy will be monitored by the Head teacher and/or Governors.
The policy, practises, procedures and paperwork will be reviewed by staff and governors annually.

Any changes to ORGEV will be adopted as part of the school policy.

References

Oldham Education and Cultural Services Regulations and Guidelines for Educational Visits: Section 21: Oldham LA Health and Safety Manual

Health and Safety of Pupils on Education Visits (DFE) and Appendix A, B and C: Available at www.teacher net.gov.uk.visits

Risk Assessment and Insurance Handbook for Schools: Oldham LA

Risky Business Handbook: Oldham LA

Hawkyard and Whitehead Educational Foundation

Appendix 1

1.9 Terminology

Within this document terminology has been adopted to incorporate the variety of people to whom the booklet is addressed and the range of activities involved:

Governors - members of school and college governing bodies. It also includes Community Governors, members of management committees and other formally constituted groups which have delegated or devolved responsibility.

Head - the Service Manager, Head teacher or Principal of the establishment or the line manager to whom the visit leader is responsible and from whom approval is normally required for an activity to go ahead.

Educational/ External Visits Coordinator (EVC) - Each institution has been asked to identify an EVC. The Youth Service has an EVC for each area team. The responsibilities of the role are clarified below.

Young people - the participants, pupils or group members for whom the activities are provided. They will normally be under the age of 18. The word "pupils" is used where the context is appropriate.

Parents - includes guardians or carers where the latter terms are more appropriate.

Group leader - the person who has overall responsibility for the whole group. A number of assistant leaders or additional adults may be answerable to the group leader.

Assistant leader or additional adult - the person who is directly responsible for managing a group engaged in particular activity.

Instructor - the person to whom responsibility may have been delegated for technical instruction or supervision, as a result of their specific competence in an activity. Note that the group leader retains a responsibility to discuss any concerns they may have regarding safe practice with the instructor and ultimately withdrawing members of the group (or the whole group) from that activity if they are not confident of the safety standards, which are operating.

NGB National Governing Body (e.g. British Canoe Union, Royal Yachting Association)

Educational/External Visits - These include all aspects of outdoor education, visits, residential experience and off -site activities. To ensure clarity, if a group is leaving the grounds, (other than for work experience) the guidelines in this document should normally apply.

HASPEV - The DCSF document Health and Safety of Pupils on Educational Visits. It has three supplements, which were published subsequently:

Standards for LAs in Overseeing educational Visits
Standards for Adventure
A Handbook for Group Leaders

Currently this document refers primarily to schools and pupils, but is being rewritten to reflect the broader context of Children’s Services

HASPEV and its supplements form part of Oldham’s educational visits guidance to schools.

ORGEV - Oldham DFE Service’s Regulations & Guidelines for Educational / External Visits (this document).

Appendix 2

1.10 Basic Principles of Safe Practice for Off-site Activities

All visits carry elements of danger and risk. Adopting the principles of safe practice listed below will not necessarily prevent accidents or incidents but will help ensure their likelihood is reduced to acceptable levels.

Ensure there is a clearly identified purpose for the whole programme and any of its constituent parts, appropriate to the age and ability of the group.
Carry out a risk assessment, which considers the health, safety and welfare of all prospective participants, including staff.
Qualities of leadership, judgement, anticipation and control are essential on the part of staff and assistants, particularly the group leader. Ensure compliance with any statutory requirements.
Work within guidance and standards of competence recommended by national governing bodies and other recognised organisations.
Ensure the availability of appropriate personal and group equipment and clothing. Seek advice from someone with expertise or technical competence where there is uncertainty about safe practice.
Take a responsible attitude towards the environment, which illustrates a responsible attitude towards self and others.
Good discipline is essential to the success of any visit; codes of conduct in relation to smoking, alcohol and behaviour between the sexes need to be clearly established and understood.
Keep parents, young people and other relevant authorities informed about proposed activities and gain their approval where necessary.
Adequate supervision is needed at all times, but may be direct or indirect. Prevent access to dangerous situations for those ill-equipped to cope.
Carry a list of group members, with home contact telephone numbers and medical information. Multiple copies may be helpful in some circumstances. Ensure a copy is left with an appropriate contact person (NB should be a member of the school/service Critical Incident Management Team).
Maintain personal and professional experience related to specific activities and environments.
Know your group.

Carry out a pre-visit to the areas in which you are likely to work, or gather adequate background information to make management more effective. Record and learn from accidents, incidents and near misses.

Appendix 3

1.4 1974 Health & Safety at Work

The 1974 Health and Safety at Work Act requires employers to do all that is reasonably practicable to ensure the health, safety and welfare at work of employees and non-employees who are affected by their undertaking. This includes off-site activities.

Under the 1974 Act, The Management of Health and Safety at Work Regulations 1992 require that employers:

Produce a health and safety policy linked to risk assessment
Have in place systems for reporting accidents and incidents
Produce and implement risk assessments
Develop measures to control those risks including training and the provision of information
Appoint people competent to carry out specific tasks
Develop emergency procedures
Monitor and review procedures and practice.

This policy summarises the procedures, which should be followed by council employees in the management of all educational / external visits.

Under the same legislation employees, including volunteers, should:

Take reasonable care of their own and other's health and safety
Co-operate with their employer over safety matters
Carry out activities in accordance with training and instruction

Inform the head teacher, service manager or group leader of any serious risks.

Appendix 4

3.3 Special Needs

For visits involving groups of young people and adults with special needs a minimum ratio of 1 adult to 6 group members is recommended. There are many circumstances where learning difficulties and physical needs will require that this ratio be improved.

In schools, the individual education plan for each young person who has special needs will help determine the degree of additional support they need for off-site activities. Young people with special needs, like all young people, should be encouraged to participate in as rich a variety of visits as possible.

Outdoor education for people with special needs should take place with a closely defined purpose in mind. The group leader must have knowledge of the physical, mental, sensory and behavioural needs of group members and of the implications of these for the planned activity. Parents should be consulted and kept informed.

Allow sufficient time at all stages of the exercise for discussion and outlining procedures. The respective roles of the special needs group leader and any specialist instructor should be identified. The instructor needs to be informed of the special needs of group members and should have an opportunity to establish a relationship with group members. It is most helpful if the group leader has some personal experience of the activities to be undertaken.

For young people with moderate and severe learning difficulties explain activities one step at a time and explain what is expected of participants.

For young people with emotional and behavioural needs it is important that the group leader and assistants have an established relationship with the group. A procedure should be established with the instructor for withdrawal of any participant if the occasion warrants it.

For young people with physical needs close attention should be given to medical and dietary needs and an emergency medical procedure should be fully understood by all staff. A system of communication may need to be agreed between staff and participants.

For some activities specially adapted equipment may be required.

Appendix 5

2.1 Roles and Responsibilities

Oldham MBC

Oldham CYPF Services will:

Make this document available to all establishments and to Duke of Edinburgh’s Award groups operating under the LA Licence
Assess proposals for specified types of visits and give approval for them to proceed if they meet appropriate standards
Provide access to staff for advice
Provide training and support for EVCs to ensure they can carry out their role effectively
Establish points of contact for staff in the event of an emergency
Maintain specified insurance cover
Maintain procedures to monitor and review safety on visits.

School Governing Bodies

Governors should establish the “ethos” of visits run by the school and agree a policy for the management of educational visits. This may be done by adopting the CYPF Services policy and should include any additional school based or local procedures for:

Approving off-site activities
The provision of training and information
The management of any significant provision which is particular to the school (e.g. a minibus)
Action in the case of emergency
Reporting accidents and incidents
Monitoring and reviewing policy and practice.
Verifying the qualifications of any school staff or volunteers running hazardous activities prior to appointment (if these activities are included on the job description) or prior to approval of the activity if these activities are planned subsequently. (See section 7.5)

It is recommended that Governors approve visits that include Category C activities (see definition in Section 2.3 and recommended systems for Categories B and C). The EVC should provide a regular report summarising the range of educational visits, which have taken place.

It is recommended that “Educational Visits” is a standing item on the agenda for meetings of the Governing Body.

Governors should ensure that there is a robust system for vetting visits they approve and ensure that there is a clear educational purpose.

Managers/The Head teacher/Head of Service

Managers must ensure that visits comply with the DFE policies.

Where appropriate managers may delegate elements of this role to the EVC, provided they are competent. Particular attention should be given to ensuring that:

The group leader and additional staff are sufficiently experienced and competent to assess the risks and manage the visit or activity with regard to the specific group involved
Risks have been assessed, significant risks recorded and appropriate safety measures are in place.
Procedures for approving visits are followed.
Where adventure activities are to be run by council/school/youth service staff or volunteers, any NGB qualification is verified prior to appointment (preferably) or prior to authorisation of the activity. (See section 7.5)

The Educational/External Visits Co-ordinator (EVC)

The EVC (where this is not the Service Manager Headteacher) is / may be delegated the tasks relating to checking that visits are properly organised and prepared including ensuring that:

Proposed visits have a clear purpose;
The group leader is sufficiently experienced and specifically competent to run the visit;
There are sufficient additional members of staff and / or volunteers and they are properly briefed and prepared;
A site pre-visit or acceptable alternative has taken place;
An adequate risk assessment has been carried out and recorded;
A “Plan B” has been prepared and risk assessed;
Emergency procedures are in place;
DFE and “local” requirements have been met;
Approval for the visit is obtained from the manager/head/governors CYPF as required.

DFE provides training for EVCs. Managers and School Governing bodies should ensure that the member of staff nominated as EVC attends this training to ensure they are able to carry out their role effectively. If the nominated EVC changes, the manager should ensure that the new EVC attends the DFE training at the earliest opportunity, and should ensure appropriate “hand over” procedures.

The Group Leader

The group leader has overall responsibility for the supervision and conduct of the visit or activity and should be approved by the EVC and or the Headteacher/Head of Service. In particular the group leader should:

Obtain the EVC and / or Head’s approval before any visit takes place;
Follow DFE and any “local” regulations;
Assess the risks involved and amend as appropriate any previously recorded risk assessment;
Consider the planning checklist to ensure all procedures have been followed;
Inform parents about the visit and gain their consent, where appropriate;
Carry out “on-going” risk assessments during the activity and take action if conditions change or unforeseen hazards arise.

Additional Members of Staff and Volunteers

Members of staff act as employees of the Council whilst on visits. Members of staff, volunteers and parent helpers should:

Assist the group leader to ensure the health, safety and welfare of all young people on the visit;

Be clear about their roles and responsibilities whilst taking part in a visit or activity.

Young People

The group leader should ensure that young people taking part in activities are aware of their responsibilities for their own health and safety and that of the group. Young people should:

Not take unnecessary risks;
Follow instructions of the group leader and other members of staff;
Behave sensibly, keeping to any agreed code of conduct;
Dress appropriately;
Inform a member of staff of significant hazards;
Be sensitive to local codes and customs when abroad.

Any young person whose behaviour is considered to be a danger to themselves or to the group may be stopped from going on the visit. The aims of the visit for these young people should be met in other ways if possible.

Parents/Guardians

Parents have an important role in deciding whether any visit or off-site activity is suitable for their child. Subject to their agreement, parents should:

Inform the group leader about any medical, psychological or physical condition relevant to the visit;
Provide an emergency contact number;
Read and sign the consent form;
Attend any meetings relating to the visit;
The group leader should also tell parents how they can help prepare their child for the visit by, for example, reinforcing the visit’s code of conduct. Parents should be asked to agree the arrangements for sending a child home early and who will meet the cost.

Special arrangements may need to be made for parents for whom English is a second language

Appendix 6

Holy Trinity C of E Dobcross Primary School

Education Visit checklist

Year Group/Class:

Visit to: Category

A B C

Date: Group Leader

Give details where applicable:

ITEM	YES	NO	N/A
Visit date agreed with Head (EVC)
Trip costed by Head (EVC)
Permission letter sent
All permission slips returned
Money Collected
Designated First Aider identified
First Aid kit Booked
Medical/dietary requirements of group.
Sufficient help to meet adult pupil ratios or exemption granted by Head.
Helpers CRB checked
Transport booked (check seatbelts and insurance)
Kitchen informed of lunch arrangements
Sick bucket etc. Arranged
Risk assessment completed
Notes for adult helpers, copied to Headteacher (EVC)
Children grouped appropriately
Pre trip visit undertaken (or previous school trip notes read)
Pupils briefed
Parents informed of any late return to school
Mobile phone nos. Lodged with Head (EVC) Office
Appropriate clothing/equipment

Copies when completed to Head (EVC)

Visit approval given: ___________________________Head(EVC)/Other

Appendix 8

Summary of planning process for Category A and B visit

(Not involving a contract with an external provider)

Appendix 9

Guidance for Volunteers for School Trips

These guidance notes have been written in conjunction with the school’s policy on off-site visits. If you have any questions about a school trip, please see the class teacher. We do appreciate your help on school trips – it would be difficult to organise visits outside school without parent volunteers.

§ Parents may not always have their own child in their group.

§ The teacher will give parent helps a list of children for whom they are responsible.

§ All children are told that they must stay with their group and the group adult at all times.

§ If the trip involves a coach journey, please help the children in your group put and fit their seatbelts.

Children are not allowed to eat or drink on the coaches. The class teacher has

sick bucket/bags, if needed.

§ The class teacher is responsible for ALL first aid and medication.

§ The class teacher leads the rules, routines and expectations for the day. Please help the teacher by ensuring your group follows all instructions e.g. when to eat and drink.

§ If there is a medical or other emergency, let the class teacher know immediately.

The class teacher is responsible for contacting the school and associated parents in emergency situations.

§ If you need to leave your group for any reason, e.g. to take a child to the toilet, please inform another adult.

§ Parent volunteers are asked to keep the same degree of confidentiality as in school.

If you have any queries or problems concerning the trip, please direct these in the first instance to the class teacher, or if you would rather, the Headteacher on return from the trip.

Appendix 10

The responsibilities of the Group Leader on visits are outlined in the DCSF document Health and Safety of Pupils on Educational Visits (HASPEV) and the 3 Supplements, particularly Part 3, ‘A Handbook for Group Leaders’.

It is the responsibility of the Manager/Head teacher and the EVC to ensure the competence of the group leader in accordance with the guidance outlined in HASPEV and Supplements.

The group leader will normally have been through a progressive ‘apprenticeship’ of supporting other experienced group leaders on similar visits.

In schools, this will normally be an experienced teacher, but in specific circumstances another LA or school employee may act as the Group Leader, provided that:

The Head teacher and EVC have ensured the person is specifically competent to fulfil all aspects of the group leader role outlined by the DfES.
The employee has been through an appropriate ‘apprenticeship’ of supporting experienced group leaders on similar visits.
The parents/guardians and pupils have been notified of the designation of the proposed group leader

In recommending how many staff will be required to accompany a group on a visit the group leader (supported by the EVC) will need to consider a number of factors including:

The age, maturity and special needs of the proposed group (in this context “special needs” should be interpreted broadly, and not confined to Statemented Children)
The numbers involved and the nature of the visit
The experience and competence of the staff expected to accompany the trip
The likely behaviour of the group and/or individuals involved, based on first hand knowledge and past experience
A site specific risk assessment for the proposed activities, and the proposed group.

There are many variables which govern appropriate staffing ratios. The following ratios should be seen as minimum figures; that is, they should not normally be exceeded except where examples are specified.

CATEGORY A:

Years	Recommended minimum Adult : Pupil ratio
Reception	1: 3
Years 1 to 3	1: 6
Years 4 to 6	1:10 to 15

However there may be occasions e.g. for journeys between school sites or within the neighbourhood of the school, where the above ratios may reasonably be increased as decided by individual Managers/Headteachers, based on an assessment of risk.

CATEGORY B and C

The ratios indicated above will normally need to be improved. Ratios are specified for particular activities within Section 7 of this document. The adjustment of the ratio will depend on an assessment of the factors listed above.

1 adult to 10 group members is the recommended minimum staffing for visits abroad.

For Category C Visits requiring CYPF Approval, specific clarification will always be sought from the EVC if ratios do not appear to conform with (or exceed) these standards.

Appendix 11

6.3 Checklist of Information to Parents, Guardians & Carers

Dates.
Objectives of visit or activity.
Times of departure and return, including location for meeting parents.
Method of travel including name of any travel company.
Accommodation with address and telephone number, including details of host families for exchange visits.
Emergency contact arrangements at home and away, if all young people are not at one centre. Consider the value of a "telephone tree" to make easy and rapid contact with a large group of parents, e.g. regarding changed transport arrangements.
Names of group leader and accompanying staff.
Names and status (e.g. parent) of other accompanying adults who will exercise some responsibility during the visit.
Details of activities planned. Any activity involving special hazards must be clearly specified.
Charges or voluntary contributions (what they cover and do not cover).
Methods of payment and cancellation arrangements.
Insurance effected for the group members in respect of baggage, personal accident, cancellation and medical cover. Send photocopy of insurance schedule to all parents or state that a copy of schedule may be obtained from the group leader.
Clothing/footwear and other items to be taken. Prohibited items.
Money to be taken, and any special arrangements for managing this.
Code of conduct; details relating to the standard of behaviour expected from the group during the visit, including, for example, rules on general group discipline, smoking, sexual behaviour, illegal substances and alcoholic drinks.
Parents should complete a medical form for all visits.

The group leader should tell parents if they would be expected to fund the early return of a young person whose conduct gives cause for concern on a visit. A written agreement will be necessary.