Section A              Flintshire County Council

 Planning and approval procedures for Educational Visits

 

Section A – Policy and Guidance

Section B – Planning and approval procedures

Section C- Risk Management

Section D – Emergency Procedures

 

Anyone organising an off-site visit for young people from Flintshire County Council should also refer  to and follow the relevant guidance (relating to the nature of the visit being planned) as set out in the Outdoor Education Advisers’ Panel (OEAP) National Guidance for Educational Visits www.oeapng.info

 

Issue Date 2018-2019
Author Arwel Elias, Mike Rosser
Date approved by Director of Education
Date approved by Board of Governors
Summary of Changes
This policy will be reviewed in : Sept 2019
The review will be undertaken by: Claire Thompson

Revision history

 

This document is available in Welsh

  

Golftyn CP School Educational visits policy Year 2018/19

 

 

Contents

 

Summary of policy for educational visits 

 

  • Forward by Head/ Chair of Governors / Statutory Head of Education Services
  • Roles and Responsibilities / Contact Details
  • Approval and notification requirements for visits
  • Summary of procedures
  • Record Keeping
  • Monitoring

 

Summary of policy

 

This document sets out the procedures by which Flintshire County Council and its educational establishments meet the standards set out in the OEAP National Guidance for Educational Visits, recognised as best practice by the Welsh Government

 

Golftyn CP School follows the LA procedures for educational visit planning, approval and monitoring by using the EVOLVE on line visit planning and approval system www.flintshirevisits.org for all visits run by school/establishment staff or volunteers.

 

Staff planning an educational visit must ensure that they follow the procedures set out in this policy. Staff should also refer to and follow the relevant guidance (relating to the nature of the visit being planned) as set out in the Outdoor Education Advisers’ Panel (OEAP) National Guidance for Educational Visits www.oeapng.info

Staff should also refer to their Safeguarding & Child Protection policy, and ensure that they have meet their duties and exercise their functions in a way that takes into account the need to safeguard and promote the welfare of children.

 

This policy is reviewed annually or following any accident / incident on an educational visit.

 

  1. Foreword

 

At Golftyn we believe that school trips and educational visits should be viewed as powerful, positive teaching tools that help enhance the social, personal and emotional development of all children. Extra stimulation in new environments can be particularly beneficial and can help teach life skills, build on social skills and improve independence and self- confidence.

 

Learning outside the classroom therefore adds value to each individual’s academic and personal development and should be embedded into the curriculum.

School trips provide unique opportunities for hands on learning and encourage students to engage with people, places and buildings in new ways. Hands-on learning activities outside the classroom often lead to better achievement, standards, motivation, personal development and behaviour. Children are able to enjoy and achieve in new engaging ways.

We believe learning outside the classroom is rewarding and enriching for both teachers and pupils alike. Discovering new places and adding extra depth to pupils’ learning and experience.

Nicola Cooper

Headteacher

 

Foreword

 

Flintshire educational establishments have a rich and valuable tradition of providing exciting and enjoyable educational visits for young people from all walks of life.

 

Young people benefit enormously from taking part in visits – it gives them the opportunity to experience activities they may not otherwise have, helps them to develop important life skills, enhances the curriculum and can provide lifelong happy memories.

 

Staff also benefit from visits – improved staff to staff and young person to staff relationships, increased variety and interest in their work along with the professional development inherent in organising and leading visits.

 

This document sets out planning and approval procedures that aim to help staff in the Children and Young People’s Service to plan and deliver high quality and safe external visits – be it a regular visit to a local park or a three week trek in a remote rain forest. By following these procedures, staff involved in the planning and delivery of visits will be supported by the Local Authority in the unlikely event of an incident.

 

I should like to take this opportunity to express my gratitude to the staff in Education & Youth Portfolio whose dedication, commitment and professionalism ensures that young people across the County are given the opportunity to take part in such beneficial educational visits. These procedures are primarily aimed at supporting them in this valuable work.

 

Claire Homard

Chief Officer, Education & Youth

Date: August 2018

 

 

 

 

  1. Roles and Responsibilities

 

Visit Leader

The designated person responsible for the Visit and who will have overall responsibility for the safety and conduct of participants and the Visit Leadership Team.  Visit Leaders will need to obtain the Head/EVC’s approval for the visit according to school/centre policy;

They will need to obtain LA leader approval if leading any adventurous/ demanding environments visit for which LA approval is required (Please see section on LA Approval)

 

Key Requirements

  • Must be competent to lead, confident and accountable, not that they hold a particular post, title or job description.
  • The visit leader will act as the Safeguarding Lead for the duration of the trip
  • Visit leader should have the ability to lead to the level demanded by the visit, and has sufficient relevant experience and knowledge of the activities, the group, and the environments they will operate in.
  • Undertake and complete the planning and preparation of the visit, including the briefing of group members and parents/carers;
  • Ensure the ratio of staff to young people is appropriate for the environment/activities and the needs of the group;
  • Identify significant hazards and safety measures to reduce risk to a tolerable level, and make known to parents, EVC and Head and others the level of residual risk that needs to be managed;
  • Have enough information about the young people to assess their suitability for the visit or be satisfied that their suitability has been assessed and confirmed;
  • Ensure that all accompanying leaders are familiar with these procedures;
  • Make appropriate and adequate preparations for emergencies in conjunction with the EVC
  • Carry out dynamic risk management while the visit takes place and consider stopping the visit if the risk to the health or safety of the young people is unacceptable and have in place procedures/alternative plans for such an eventuality

 

Educational Visit Coordinator

 

A key element of these procedures is that each school/establishment has a competent Educational Visit Coordinator (EVC) who has completed the county EVC training course. Due to the nature of the role the EVC must be an experienced member of staff:

  • who is part of, or able to influence, the Senior Management Team;
  • with sufficient authority to make a judgement call about the competence of any other staff member to lead an off-site visit and to approve or decline visits planned by any staff member;

The EVC is the routine contact for dialogue with the LA Outdoor Education/Educational Visits Adviser.

 

Key Requirements of the EVC:

  • Ensure that all visits are planned and approved in accordance with this policy;
  • Support the Head and Governors with approval decisions;
  • Assign competent people to lead or otherwise supervise a visit;
  • Carry out occasional monitoring of visit leaders to identify further training needs;
  • Work with the visit leader to provide parents/carers with information about the visit and obtain the necessary consent from parent/carers;
  • Ensure emergency arrangements and contacts are in place for each visit;
  • Keep records of individual visits including what worked well, what didn’t and any accident/incident reports

 

 

 

The Head teacher (Schools) or Head of establishment (non-schools) has responsibility to ensure that any changes to their EVC is notified to the Education Visit Advisor so that he or she can take steps to train their replacement as soon as practicable.

Head

 

Heads/Managers should have an establishment visits policy and procedures that conform to and follow the requirements and recommendations of their employer’s guidance and ensure that arrangements are in place for the educational objectives of all visit to be inclusive. They will need to ensure that arrangements are in place for the governing body to be made aware of  certain visits and ensure that visit arrangements and outcomes are evaluated to inform future visits and staff training needs;

 

Key Requirements of the Head

  • Be aware that the appointment of an Educational Visits Coordinator (EVC) is critical to the implementation of this guidance and should be allowed sufficient time to fulfil the role, including attendance at OEAP-approved training. Heads/Managers may choose to designate themselves as EVC.
  • Approve visit for all educational visit prior to visit date as set out in the table below
  • Ensure that proper and effective support structures in the event of emergency or critical incident including means of contacting the relevant officers LA Education Officer (Schools) or Principal Youth Officer (Youth Service) or emergency planning team and arrange for the reporting of accidents and incidents as required. Records of these should be reviewed regularly, and this information used to inform future visits
  • Where needed, have access to expert advice from their Education Visit adviser.

 

Board of Governors

 

Members of the Governing Body should view their main role as being ‘to enable and ensure’ that staff are fully aware of the employer’s responsibilities under Health and Safety Law and that the establishment have formally adopted the Education Visit Policy and that they have a robust system to support the implementation of the policy.

 

Key Requirements

 

  • They challenge in order to be clear about of how outdoor learning and visits lead to a wide range of outcomes for children and young people and contribute towards establishment effectiveness.
  • They ensure that the Education Visit policy and procedures are fully implemented (including emergency procedures – and it supports the principles of inclusion)
  • The involvement in Board/Governing Body in the visit approval process is clear and approval and notification procedures operate effectively
  • Ensure there is a trained EVC who meets the employer’s requirements, with a sufficient time allowance to fulfil the role and training to support the planning and delivery of visits and outdoor learning.
  • There are monitoring procedures in place, activity is evaluated, good practice is shared and any issues are followed up to comply with statutory and employer’s requirements.

 

Education Visit Advisor

The Educational Visits Advisory Service fulfils the following statutory Council functions to supports the LA to meet its legal responsibilities and powers with regard to off-site and educational visits delivered to young people by its employees. We provide expert advice on safety and quality of educational visits and on risk management in the context of all educational visits, and on behalf of the Local Authority approve (or disallow) visits for which LA approval is required these including adventure activities, expeditions and overseas visits. We monitors standards of Health and Safety management in off-site activity and educational visits, including observing activities and visits and ensure that adequate and appropriate training is available and taken up by relevant employees.

 

Key Requirement

  • Ensure that EVCs, visit leaders, other school/centre staff and other adults involved in educational visits are assessed as competent in their specific tasks.
  • Ensure that adequate and appropriate training is available and taken up by relevant employees;
  • Ensures that LA guidance on Health and Safety of pupils on educational visits is provided to all LA educational establishments and is kept up to date with current best practice, including lessons learned from incidents in Wales and beyond.
  • Determines which visits will require LA approval and which may be approved by the educational establishment and fulfils the LA’s approval role for specified categories of educational visits.
  • Verifies the competence of LA employees who wish to lead visits in any of the areas or activities for which LA approval is required
  • Offers relevant training, advice and support to all educational establishments on the Health and Safety of pupils on educational visits and other matters relating to safety and quality in Outdoor Education.

 

 

 

Contact Details for Local Authority

 

Local Authority (LA) leader approval, LA approval or notification for visits, EVC training and general advice about off site visits and adventure activities

 

Mike Rosser

Education Visits Advisor

Nant BH Outdoor Education Centre

Llanrwst

Conwy

LL27 0JB

(01492) 643083

mike.rosser@conwy.gov.uk

 

Accidents, Incidents and General Advice relating to Health and Safety (Flintshire)

Corporate Occupational Health and Safety Advisor

Llwynegrin Hall

County Hall

Mold

CH7 6NG

(01352) 702782

Email: Corporate.Health.&.Safety@flintshire.gov.uk

 

 

 

 

 

 

 

Approval and notification requirements for visits

 

All visits must be approved as set out in the table below.  LA approval decision for visits will be given via the Evolve system. Visit that require LA Approval MUST NOT PROCEED UNTIL this approval has been given. All relevant forms can be found on Evolve in the resources section

Visit type

 

Planning and approval required
Routine visits (as defined on form 1 of this policy) Planning

Visit planned on routine visit planning form

Approval

By the Head before the visit takes place (Heads may give blanket approval for a member of staff to lead routine visits)

 

·         Non-routine visits

·         Overnight visits

Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

By the Head on the EVOLVE system before the visit takes place.

Visits that have not been approved by the Head on the Evolve system MUST NOT TAKE PLACE.

 

A visit involving any of the following elements:

·         Demanding environments (as defined in Table 3 below)

·         Adventure activities (as defined in table 4 below)

Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

Approved by the Head on the EVOLVE system at least 28-14 days before visit start date. LA approval required – Evolve automatically applies for this after the Head approves the visit using their PIN number.

Visits that have not been approved by the LA on the Evolve system MUST NOT TAKE PLACE.

 

Overseas visits and expeditions organised through an independent provider (i.e. skiing, sports tours, cultural visits and expeditions involving trekking or other adventure activities) Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

LA Approval is in two stages:

o   Initial approval before booking using the Outline Approval for Overseas Visits form (available on Evolve by clicking on ‘guidance and resources’ and then ‘forms’

o   Final approval on the Evolve system at least 8 weeks before the visit

Visits that have not been approved by the LA on the Evolve system MUST NOT TAKE PLACE.

 

Duke of Edinburgh Award expedition Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

Approved by the Head on the EVOLVE system at least 28-14 days before visit start date. LA approval required – Evolve automatically applies for this after the Head approves the visit using their PIN number.

Visits that have not been approved by the LA on the Evolve system MUST NOT TAKE PLACE.

 

 

 

 

 

  1. Summary of Procedures

 

Parent / carer consent

Where consent is required the key is to provide parents with sufficient information to make an informed decision about the participation of their child. Such information may be given in a variety of ways, as the information needed by parents will depend on the nature and complexity of the visit

 

For routine visits those listed on your Routine Visit Consent Form, blanket consent is obtained.

 

For non-routine visits i.e. overnight/adventurous etc. consent is obtained for each visit (or series of repeated visits) using a Non-routine Visit Parental Consent Form or Adventure Activities Consent form.  An example of a non-routine visit parental consent form can be obtained from the Evolve system by clicking on resources and then ‘forms’

 

With appropriate security measures in place, parents can give consent electronically – e.g. by email, text, website or apps. Online systems that provide the option for visit-specific e-consent should have the facility for parents to confirm that they have been fully informed, and when and by whom the consent was given. Systems that use a hyperlink or attachment facility enable the direct connection between consent and information about the visit. Where it is not possible for parents to update information electronically, as part of the consent process, it would be sensible to include a statement informing the school of any changes to my child’s medical condition or individual needs (including any emotional wellbeing or mental health issues which may affect their participation in the visit), agreement to medical treatment and any changes to emergency contact numbers

 

If parents/careers withhold their consent the young person must not be taken on the visit but the curricular aims of the visit should be delivered to the young person in some other way wherever possible. If the parents/careers give a conditional consent the Head will need to consider whether the young person may be taken on the visit or not.

 

  1. Charging for Activities

Schools and Education Establishments must take account of the law relating to charging for school activities, as set out in the Education Act 1996. Schools and local authorities must not charge for:

 

  • Education provided during school hours
  • Education provided outside school hours if it is part of the National Curriculum, or part of a syllabus for a prescribed public examination that the pupil is being prepared for at the school, or part of religious education.
  • Transport provided in connection with any educational visit of this type.
  • Supply teachers to cover for teachers who are away from school on a visit

 

It should be noted that ‘part of the National Curriculum’ is not restricted to learning outside the classroom experiences that are specifically subject based but includes, for example, activities designed to fulfil requirements under the National Curriculum ‘inclusion statement’

Schools may charge for optional extras, which include:

  • Education provided outside of school time that is not:
    1. Part of the National Curriculum.
    2. Part of a syllabus for a prescribed public examination that the pupil is being prepared for at the school.
    3. Part of religious education.
  • Board and lodging for a pupil on a residential visit, except to parents in receipt of certain benefits (broadly equivalent to those that qualify children for Free School Meals).
  • Extended day services offered to pupils (e.g. activity clubs)

Schools must inform parents on low incomes and in receipt of relevant benefits of the support available to them when they ask for contributions.

 

  1. Using an Independent Provider – pre-booking checks

For any off-site visit, the visit leader should check that the location and activities offered are educationally suitable for the group and will meet the aims of the visit. Check that any provider offers good value for money by comparing with other similar providers. Remember that there is no substitute for first hand, up to date information. This level of pre-booking check is sufficient for visitor attractions and public access venues such as zoos, historical/cultural sites, museums, sports stadia, theatres, cinemas, hotels, bowling alleys, theme parks, and public access (lifeguarded) swimming pools or similar.

 

When using a specialist venue or activity provider e.g. outdoor activity provider (other than the LA’s own Outdoor Education Centres at Nant BH and Pentrellyncymer), Farm visit or similar please apply the following guidance before signing any booking form or contract:

 

If the provider has the LOtC Quality Badge

(Learning Outside the Classroom Quality Badge accreditation)

The Quality Badge providers have pledged to engage in an ongoing process to sustain high-quality learning outside the classroom and who have demonstrated that they meet six quality indicators

  1. has a process in place to assist users to plan the learning experience effectively;
  2. provides accurate information about its offer;
  3. provides activities, experience or resources which meet learner needs;
  4. reviews the experience and acts on feedback;
  5. meets the needs of the users;
  6. has safety management processes in place to manage risk effectively.

 

LOtC badge holders do not need to complete the Independent Provider Questionnaire

Providers who are not LOtC holders will need to complete the independent providers’ questionnaire (which can be downloaded from the EVOLVE system’s Resources/Forms section www.flintshirevisits.org and check that this has been satisfactorily completed by the Provider before you book.  This requires them to confirm that they have risk assessments in place for all activities/services that they provide and that these are available to view at the premises on request. Please note that there is no need to obtain copies of the provider’s risk assessments.  Seek specialist advice on any concerns arising from the provider’s responses by contacting your LA Outdoor Education Adviser.

 

It the responsibility of the school’s Educational Visits Co-ordinator to verify the suitability of any centre the school is intending to use, both in terms of the activities being offered for the age of pupils undertaking the trip and whether there are robust safeguarding procedures (including safer recruitment procedures) in place. This would also include the arrangements for the supervision of children.

 

 

  1. Local Authority (LA) leader approval

Who needs LA leader approval?

LA or school employees or volunteers who wish to lead any activity in any of the demanding environments (listed in Section B Table 3) or adventurous activities for which LA approval is required must first be confirmed as technically competent to lead by the Outdoor Education Adviser.

 

LA Leader Approval Requests

These are required if an Adventurous Activity including Field Studies are being delivered by school staff.

 

The Person requiring approval MUST make a Leader Approval Request via their own Evolve account, these cannot be made by another person (EVC). To do this:

 

  • Evolve Home Page
  • Click the Blue Icon with two white Person
  • Click on Awards and Training bottom left
  • Click the Blue + button next to LA Leader Approval requests and complete the two sections:
  1. Details of the activity you are applying for
  2. A summary of your recent experience
  3. click continue
  • Then Click on Blue + button Next to My Awards – browse your files and upload all relevant qualifications including an in date first aid certificate – click continue

Your Head will then approve your request and then the LA. Approval last for 3 years after which you will need to resubmit in the same way.

 

[To arrange technical adviser approval the EVC must identify an appropriate technical adviser who is willing to make a signed statement of competence for the visit leader. Technical adviser approval is normally given only if the following conditions are met:

  • The leader has completed a training course in the relevant NGB leadership award where one exists (or has undergone other appropriate training)
  • The technical adviser has made a practical assessment of the leader and can confirm that they are operating at the standard of the relevant NGB leadership award or at a suitable level for a site-specific approval to be given.]

 

Depending on depth of experience and technical skill, leaders may be given approval to lead either:

 

  • the activity/activities at specific, named venue(s) at any time for the duration of the approval period;

or:

  • the activity/activities at all venues that are within the remit of their competence at any time for the duration of the approval period.

 

The Outdoor Education Adviser will notify the individual and their EVC of their LA leader approval decision and this will be recorded in the individual’s ‘My details’ section of the EVOLVE system. This can be viewed at any time by the individual, their EVC or Head.

 

 

 

 

 

  1. DofE Award groups / Unaccompanied Expedition groups

Anyone planning a DofE Award expedition or unaccompanied expeditions should read the Guidance for unaccompanied Expeditions (Insert Hyperlink), as this document is intended to set a benchmark for good practice for all involved and to ensure that the Expedition meets the requirements of the Local Authority.

 

 

Expedition staff teams should emphasise the benefits of all adults working as a team. However it is best practice to have a lead Expedition / Visit leader who holds the overview of the whole expedition and an appropriately competent deputy. Employers need to ensure that staff involved in remote lone working during expeditions are competent and aware of the safety implications including emergency procedure and relevant issues.

 

Leader Competence

 

There are four recognised ways to demonstrate the competence of leaders

  • To hold the relevant qualification
  • To hold an equivalent qualification (uniformed services, overseas awards etc)
  • To have received appropriate in house training (verified by a technical expert)
  • To be competent through experience (verified by a technical expert)

www.hse.gov.uk/pubns/priced/L77.PDF   Paragraph 22-28

 

A statement of competence written by an appropriately qualified technical adviser must back options 3 & 4

 

The leader’s competences need to be matched to the terrain in which the expedition teams will be working and the mode of travel used.

 

 

  1. Joint visits or collaborative visits planned with or by another establishment or organisation – URDD, TRAC and Sports Officers

Any visit or activity involving young people from your school/establishment, or where young people have been recruited through your school/establishment should be treated as one of your own visits even if another school/establishment or external provider is taking the lead role in organising the visit. Examples include:

  • Sports fixtures/tours where your school/establishment has made young people/parents aware of the opportunity but where the tour is being staffed by other adults Collaborative visits with another school/establishment
  • DofE Expeditions where young people from your establishment are joining another establishment’s expedition

For these visits, the young person’s EVC and Head must be able to evidence that they have:

  • Ensured that all aspects of planning for the visit meet the County requirements for visit planning and approval (another school/establishment may carry out this planning and approval if they are taking the lead role but if this is the case, the visit plan must include all young people and staff attending the visit from all schools/establishments involved and you must view and approve the visit plan)
  • Been sufficiently involved in planning for the visit to ensure that the risk management and pastoral care arrangements (including an appropriate level of 24/7 supervision) are appropriate for the young person/people attending from their establishment
  • Checked that the planned activities are appropriate for the young people from their establishment
  • Ensured that parents are made aware of the arrangements for supervision and the activities planned and have given their consent to this
  • Satisfied themselves that any activities being provided are being delivered by a suitably competent and insured activity provider or leader
  • Satisfied themselves that the staff leading the visit are competent to do so e.g. confirmation by another school / establishment Head
  • Ensured that the supervisory staff for the visit are made aware of any relevant additional needs (including medical/dietary/behavioural) for the young people taking part from their establishment
  • Ensured that appropriate support will be provided by the visit leaders to manage any additional needs effectively
  • Ensured that they can be contacted in the event of an incident, accident or other emergency

 

Guidance of the Management of cross county collaborative visits i.e. Ski courses

 

The following guidance ensure that best current practice is followed on cross county collaborative visit

Payments:

  • All payments must be made via school payments system by setting up a holding account code for the trip.
  • Monies can then be paid into this by the individual schools
  • Payments to any provider can be made from this account
  • If there is an administration charge to the participating schools this should be agreed and transparent

 

Trip Management

  1. Participating schools and parents must be made aware of the collaborative nature of the trip and the payments pathway and the booking process
  2. Any provider must be made aware of the collaborative nature of the trip and issue insurance/guidance etc on a school by school basis. This can be done via organising school
  3. Each school must send the appropriate number of staff to enable them to supervise their pupils
  4. Staff from participating schools school meet prior to the trip leaving and agree the content of a joint risk assessment for supervision of pupils. (Template for this Risk assessment can be found in section C)
  5. Parents must be made aware of the number of schools that are going and that their children may be supervised by staff other than those from their school
  6. Pparticipating schools can complete a collaborative visit form on Evolve form for the trip and gain the normal LA permission for an Adventurous/Overseas trip.Please contact your advisor for further guidance
  7. The Education Visit Advisors or each County must be informed of all participating schools early in the booking process so as to have an overall picture when approving individual schools

 

  1. Blanket approval

 

Blanket approval may be given:

  • by Heads for staff to run routine visits
  • by the LA for those staff who have gained LA leader approval (see 6 below)

 

For visits that have been given blanket approval, the visit leader and EVC must ensure that relevant information is left with the school/establishment emergency contact including details of the venue, activity, group, transport, start/finish times and other relevant information for each visit.

 

 

 

 

  1. Educational Visit and the threat of terrorist attacks

 

A heightened state of vigilance continues to be required for all educational visits.  We advise to exercise caution in public places and parental concerns should be respected.  For up to date guidance please visit EVOLVE system’s and the Guidance section www.flintshirevisits.org

 

Schools should consider a risk / benefit analysis of trips:

  1. Why? – Is it part of the curriculum /necessary or a reward trip ?
  2. Where? The Environment – Urban/cities/theme parks/outdoor activities
  3. Transport? Public/Private/walking/
  4. Visit Programme and Leaning Outcomes

 

Schools should consider the following points in relation to any visit:

  • Headteachers/ EVC’s Visit Leaders and accompanying staff should refresh their current knowledge of the OEAP visits guidance oeapng.info
  • Review their visit itinerary and risk assessments (e.g. keep movement around large cities at least to a minimum) to ensure the Visit Leaders remain confident in running the trips.
  • The UK Government has provided specific https://www.gov.uk/guidance/reduce-your-risk-from-terrorism-while-abroad for travel abroad. The general principles within this guidance should be considered for any off-Island visit.
  • Visit staff should watch the Stay Safe video and ensure they are aware of the emergency number(s) in the relevant country(ies).
  • Remote supervision management in all cities, travel hubs and crowded public spaces should be reviewed; close supervision is likely to be more appropriate, with very clear boundaries, known meeting points with plan B meeting points also in place (the impact of even a false alarm on a group that is separated could be significant). All staff and students need to be aware of the emergency contact arrangements.
  • Visits Leaders need to consider allowing more time for increased security checks (at borders, events, etc.) and the impact this may have for example at air/ferry ports and other travel hubs. Those non-EU passports may experience further disruption and this needs to be considered during the planning stages.
  • Before and during any visit abroad, the FCO website, https://www.gov.uk/foreign-travel-advice should be regularly checked for the country/ies being visited or transited.
  • There should always be access to contingency funding arrangements and plan Bs in place should the need arise to make changes to itineraries. Visit leaders and schools must consider how they might manage total travel disruption and mobile/communication interruption.
  • Designated 24/7 home base emergency contacts must (as always) ensure they have all necessary documentation for the respective trips and make arrangements to remain in contact with visit leaders throughout the trip.
  • When arranging foreign travel, staff should always ensure they have an out of hours contact for any booking agents and/or third party provider(s).
  • The Education Department’s Critical Incident plan would be implemented if schools were beyond their coping mechanisms. Departmental Senior Management and Key Officers have access to documentation provided by schools for trips via Evolve.
  • The school needs to be satisfied with revised control measures and any identified changes to the itinerary and the visit team must still feel confident in leading the visit, not dictate on whether an insurance company will pay out or not.

 

  1. Arrangements for overseas visits and overseas expeditions (i.e. expeditions involving trekking or other adventure activities)

 

Overseas Visits

Overseas visit require a longer planning, preparation and training period and fall into two broad types:

  • Complete packages arranged and delivered by an external provider.
  • Visit led by the establishment’s own staff, or may involve input from a variety of partners and providers in the UK and overseas, but the overall delivery is co-ordinated by the establishment rather than by an external provide

In either case it is essential that an initial LA approval must be obtained before booking confirmation. Initial LA approval can be sought by completing and sending the overseas visit approval form. (insert hyperlink to form) to the Education Visit Adviser. Final LA approval for the visit must be obtained on the Evolve system at least 28 days before the expedition start date.

 

Overseas Expeditions

 

There are no UK statutory standards regulating Overseas Expedition providers but

the following are relevant:

  • The Learning Outside the Classroom (LOtC) Quality Badge for Overseas Expeditions gives assurance of both quality and safety, and is evidence that the provider claims compliance with British Standard BS 8848:2014. It does not involve any inspection of overseas work.

 

British Standard BS 8848: 2014 “a specification for the provision of visits, fieldwork, expeditions, and adventurous activities outside the United Kingdom” is a non-statutory standard against which providers can declare their conformity following self-assessment or assessment by an external body (there is no regulation of the assessing bodies).

Any provider claiming to conform to BS8848 who was found not to provide what is required by the standard would be in breach of contract.

 

An Adventure Activities Licensing Authority (AALA) licence will be held by some Providers for the work they do in the UK (as this is a statutory scheme it can only apply in the UK). This gives reassurance of a culture of safety within the organisation

 

The school / Education Establishment MUST provide parents with full information about the visit so that they can make informed decisions when consenting to the arrangements, including any “Plan B” alternatives. A pre-visit parental briefing session is good practice. It will provide an opportunity for parents to ask questions.

 

  1. Media Considerations – Use of mobile phones on educational visits

 

It is strongly recommended that there is control over indiscriminate and potentially damaging use of mobile phones by group members.

 

11.Record keeping

 

Routine visits

A copy of the completed Form 2: Routine visit planning form should be kept on file for 5 years for each routine visit (electronic file storage or hard copy are both acceptable).

 

Visits planned on Evolve (non-routine visits)

The EVOLVE system acts as a record for any visit planned and approved on the system. Schools/establishments therefore only need to retain the following details for any particular visit:

  • List of participants
  • Parental consent forms (NOTE: these can be destroyed 3 months after the visit if no accidents or incidents have been reported)
  • Where an accident or incident has been reported the school/establishment should retain the parental consent form for the pupil(s)/young person(s) involved.
  • If there has been an accident/incident on a visit, schools/establishments must ensure that the LA is notified according to LA procedures. The LA will keep accident/incident records until the young person reaches age 21 (or for 3 years in the case of an adult). Schools/ establishments therefore do not need to retain records of accident/incidents reported to the LA unless they wish to do so for their own purposes. If a visit leader or school/ establishment receives notification of a claim they should not respond directly but should pass the details to the LA claims manager/insurance section.

 

In addition, schools/establishments should archive in the school/ establishment records a copy of their:

– Educational visits policy – dated so that the version current at the time of any visit can be traced;

– standard risk management procedures dated as current at the time of the visit;

– records of staff competence and training (perhaps as part of the appraisal/performance management records).

 

This information should be kept for 5 years after which it may be destroyed.

 

 

  1. Monitoring

 

Internal monitoring by the Head/EVC

The Head/EVC must monitor visit leaders from time to time to ensure compliance with school/establishment policy.

 

Monitoring by the Head/EVC should include:

 

  • scrutiny of standards of visit planning and organisation as part of the visit approval process
  • occasional observation of visit leadership

 

Following any observation of visit leadership it is good practice to provide the visit leader with verbal and written feedback and recommendations for further training if necessary. A copy of the observation report should be given to the visit leader and another copy kept on file by the school/establishment.

 

Monitoring by the LA

The LA will monitor schools/establishments on a 5 year cycle to ensure compliance with LA guidance. The LA will contact EVCs to notify them of an upcoming monitoring visit.

 

 

  1. Review

Feedback from monitoring will be used to review procedures in order to ensure that they meet the standards expected for offsite visit organisation and leadership and to identify further training needs for visit leaders and/or EVCs.

 

 

  1. Remission of fees: schools only

 

In order to claim remission of fees the following conditions must be met:

  • the visit is to one of the eligible venues listed on the Remission of Fees Claim Form which can be found in the Guidance and Resources/Forms section of the EVOLVE visit planning and approval system flintshirevisits.org the young person’s parent/guardian must be in receipt of one or more of the benefits listed on the Remission of Fees Claim Form.

 

Visit leaders who wish to claim remission of fees should complete the Remission of Fees Claim Form and send it, along with required attachments listed on the form, to the address given on the form.

 

Please note that remission of fees can only be claimed for board and lodging, not for transport to and from the venue

 

Educational Visits Policy

Section B

Visit approval/notification procedures

 

Approval and notification requirements for visits

  • All visits must be approved as set out below and a record of the visit kept as set out in ‘Record keeping’ section of the policy.

 

  • Links to all relevant forms can be found in Section E of the policy and on Evolve flintshirevisits.org in the resources section

 

 

Approval and notification system for all visits

 

1: Routine Visits flowchart

 

2: Non-routine and Overnight Visits Flowchart

 

3. Visits involving demanding environments and/or adventurous activities including D of E

 

4. Overseas Provider led expeditions

 

Table 3: Definition of demanding environments

 

Table 4: Adventure activities

 

 

 

 

 

Does a Provider hold A Learning Outside the Classroom quality Badge

 

 

 

 

 

Visit type

 

Planning and approval required
 

Routine visits are:

1.     regular, part of the curriculum

2.     take place within, or just outside, the school/establishment

3.     within normal opening hours

4.     have a risk level that school/establishment staff are competent to manage

5.     require no payment by parents

6.     take place within 2 hours normal transport time of the school/establishment.

 

·         You should obtain this consent on an annual or other periodic basis (some schools an s establishments obtain it only once when the pupil/young person first enrols, others do it annually to pick up any changes).

 

·         You can add any additional information to this form if you wish.

 

 

Planning

Visit planned on Routine Visit Planning Form

 

Approval

By the Head before the visit takes place (Heads may give blanket approval for a member of staff to lead routine visits)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. rOUTINE vISITS
 

Non-routine & Overnight non-adventurous visits

 

i.e. Cardiff visits/ London cultural visits

 

 

Note 1) To download a:

 

·         Non-routine visit parental consent form

 

·         Independent Provider Questionnaire

 

 

log in to Evolve www.flintshirevisits.org

click on ‘resources

then click on ‘forms’.

 

Providers holding the

LOtC – Learning Outside the Classroom Quality Badge do not need to complete

 

 

Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

By the Head on the EVOLVE system before the visit takes place.

Visits that have not been approved by the Head on the Evolve system MUST NOT TAKE PLACE.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. nON-ROUTINE AND OVERNIGHT VISITS
  1. Visits involving Days in Demanding Environments – see table 3
Staff-led adventure activities / demanding environment trips e.g. D of E – the staff member must gain LA leader approval on Evolve before planning a trip.

Apply for this by:

·         clicking on ‘My profile’

·         training and awards on the home page of evolve

·         follow the instructions.]

 

Note 1 To seek LA leader approval the leader must log in to Evolve,

click on ‘how to apply for LA leader approval’ on the home page follow the instructions exactly

 

Note 2  to download the:

 

·         Non-routine visit parental consent/ adventure consent  form

 

·         Independent Provider Questionnaire (IPQ)

 

log in to Evolve www.flintshirevisits.org

·         click on ‘resources

·         click on ‘forms’.

.

Note 3 Providers holding LOtC – Learning Outside the Classroom Quality Badge do not need to complete an IPQ

 

Visits that have not been given Final Approval as set out in this chart MUST NOT TAKE PLACE.

Planning

Visit planned using the EVOLVE system www.flintshirevisits.org Approval

Approved by the Head on the EVOLVE system at least 28 days before visit start date. LA approval required – Evolve automatically applies for this after the Head approves the visit using their PIN number.

Visits that have not been approved by the LA on the Evolve system MUST NOT TAKE PLACE.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. below and/or Adventerous aCTIVITIES see table 4 below

 

Overseas Visits & expeditions organised through an independent provider

(i.e. skiing, cultural visits, sports tours and expeditions to a developing country involving trekking or other adventure activities)

 

 

Note 1) To download the

 

·         Non-routine visit parental consent form

 

·         Independent Provider Questionnaire

(IPQ)

 

Outline Approval for Overseas Visit Form OAOV

 

Log in to Evolve

www.flintshirevisits.org

·         click on ‘resources

·         click on ‘forms’.

 

LOtC – Learning Outside the Classroom Quality Badge  – Providers who hold this do not need to complete and IPQ

 

Planning

Visit planned using the EVOLVE system www.flintshirevisits.org

Approval

LA Approval is in two stages:

o   Initial approval before booking using Outline Approval for Overseas Visit form (OAOV)(available on Evolve by clicking on ‘guidance and resources’ and then ‘forms’

 

o   Final approval on the Evolve system at least 8 weeks before the visit

 

Visits that have not been approved by the LA on the Evolve system MUST NOT TAKE PLACE.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  1. Overseas Provider Led Expedition

 

 

Table 3. Definition of demanding environments.

 

Important note: classification of locations is subjective. Visit leaders who are unsure of whether or not a location requires LA approval can seek clarification from their Educational Visits Coordinator (EVC).

 

Location Definition Level of approval required
Normal

countryside

 

Areas;

·         which are close to vehicle access (i.e. less than 30 minutes walking time for any group member to the nearest road from which the group could be evacuated by vehicle) and

 

·         where the environment does not have any of the features of a ‘demanding environment’ listed below.

 

Approval by Head required.

 

LA approval not required.

Demanding

environments

 

Areas where there is significant risk to the group from one or more of the following factors;

·         Hazardous terrain (e.g. cliffs, very steep slopes etc.)

 

·         Remoteness (i.e. more than 30 minutes walking time from the nearest normal vehicle access point from which the group could be evacuated)

 

·         Difficult escape (i.e. places where the group could be trapped and/or where they would need specialist help to escape)

 

·         Exposure to severe weather (i.e. open to the weather and no easily accessible shelter within 30 minutes walking time for any of the group)

 

·         Open areas without clear boundaries where the group might stray into hazardous or remote terrain in poor visibility

 

·         All lakes, ponds, streams, rivers and gorges, fast flowing water, deep water, or water with strong currents (including tidal flow) where:

               the group will be close to the water and there is a significant risk of someone falling in;

               the group will be entering the water.

 

 

Approval by LA on Evolve required (following Head’s approval on Evolve).

 

 

Table 4. Adventure activities

 

A wide range of sports, challenges and skills come within the definition of ‘adventurous activity’. Many involve an accepted element of risk and need to be led by competent staff with specialist training. They generally take place in the natural environment, but sometimes can be mimicked artificially in or outdoors. Courses are often organised by dedicated centres which offer multi-activity or specialist programmes as appropriate to their facilities or surroundings. Alternatively, freelance instructors can arrange activities in any suitable location.

 

Important note: This list is not exhaustive. Any visit leader unsure of whether or not an activity should be classified as an adventure activity should seek the advice of their Educational Visits Coordinator (EVC). Additional guidance may be issued on such activities eg Trampoline Parks – for these log on to Evolve, click Resources and then Guidance.

 

  • 4×4 Driving
  • Abseiling
  • Archery
  • Artificial wall climbing
  • Assault Course
  • Athletics & Other Sports
  • Bell-boating
  • Bouldering
  • Bushcraft
  • Camping*
  • Canoeing
  • Caving
  • Caving – Artificial
  • Clay Pigeon Shooting
  • Coasteering
  • Crate Stacking
  • Cycling
  • Dog sledging
  • Dragon boating
  • Field Studies
  • Forest Schools
  • Ghyll scrambling
  • Go-karting
  • Gorge walking
  • Hang Gliding
  • High ropes courses
  • Hill walking
  • Horse riding
  • Hovercraft
  • Ice climbing
  • Improvised rafting
  • Jacobs Ladder
  • Jet Ski

 

•Kayaking

•Kit Surfing

•Leap of Faith

•Low ropes courses

•Mine exploration

•Mountain Biking

•Mountain Boarding

•Mountaineering

•Orienteering

•Paintball

•Parachuting

•Paragliding

•Pony trekking

•Pot-holing

•Powered safety/rescue craft

•Quad Biking

•Rock climbing

•Rock hopping

•Rowing

•Sail boarding

•Sailing

•Sand yachting

•Sea level traversing

•Segway

•Shooting

•Sit on Top Kayaking

•Sledging

•Snorkel and aqua lung activities

•Snowsports

Speedboats and Ribs

•Stand Up Paddle Boarding

•Surfing

•Survival Skills

•Swimming – pool, sea, natural waters

•Swimming pools in hotels, hostels or campsites

•Team Building*

•Towed water sports / water skiing

•Via Ferrata

•Wave Skiing

•Weaselling

•Whitewater Rafting

•Whitewater Tubing

•Wild camping

•Windsurfing

•Yachting (coastal and off-shore)

•Zip wires

•Zorbing

 

All Duke of Edinburgh’s Award Expeditions including Training, Practice and Qualifying

 

 

Fieldwork  – in all locations as defined in Table 3 including:

  • River studies (where people enter the water to make measurements)
  • Coastal studies, including work on beaches (even apparently safe places used by the general public can be hazardous in bad weather), sand-dunes, saltmarsh, exposed and sheltered shores, cliff areas, etc.
  • Urban studies (where learners work in unsupervised groups – groups away from permanent supervision)
  • Studies in upland areas (including hill walking)
  • Studies in wetland areas and beside lakes
  • Studies using boats on canals, rivers and lakes
  • Studies in quarries and at other rock exposures (hard hat areas)
  • Expeditions
  • remote areas in the UK
  • Studies in caves and mines (except commercially operated tours)
  • Bushcraft activities
  • Forest School
  • Field study activities that take place wholly in controlled areas used by the public (such as botanical gardens, zoos, forest parks, bird reserves, grounds of field centres, historic buildings, farms, open air museums, commercially operated visits to caves and mines, etc

 

*

  • Camping – standing camps, where pupils may be cooking and/or taking part in non-adventerous activities (this includes camps on school grounds)

 

  • Non-adventure activities – eg team building activities using equipment requing a brief for the paticipants and control measures

 

Note:

School Staff Leading any of the activities defined above are required to obtain Local Authority Approval. To do this:

 

The staff member/Visit Leader themselves will need to complete their own LA request.  Here are the instructions taken from the Help Pages:

 

How to request Leader Approval (LAR)

 

It is very important that you upload the relevant qualifications for this activity in your “Awards”. 

 

Click on the “My Profile” icon on the Home page

Click on “Awards”

Click on “+” in the box entitled “LA Leader Approval Requests”

 

You will now see a box that says: “Prior to granting LA Leader Approval you must upload: a) activity qualifications – Note for some activities LA Approval may be granted based on relevant experience of a specific site rather than qualifications held eg field work in your local park. 

  1. b) log of experience – state your experience of leading the activities and knowledge of the sites to be used
  2. c) a current first aid certificate”.

 

Please make sure you have done this before you continue

 

Click on “Continue”

You will now be asked to enter details of the activity for which you are requesting LA Leader Approval, including geographical and/or seasonal criteria if relevant

Enter the details then click on “Continue”

 

You will now see a message telling you that your request for LA Leader Approval has been sent to your Head/Service Manager but that LA Leader Approval has NOT yet been granted!

 

Click on “Continue” and you will see that the box “LA Leader Approval” contains details of the information that has been sent to your Head/Service Manager together with the date and time the request was sent.

 

 

Section C            Risk management procedures

 

This section sets out the standard risk management procedures that are followed by staff of this school/establishment when leading off site visits.

 

  • You must amend the risk management procedures in this section to reflect the way that your visit leaders manage off site visits.

 

  • It is important that it reflects actual practice on visits run by your school/establishment – if it’s written down then all will be expected to comply.

 

  • Once completed, this is the standard risk assessment for all off site visits run by your school/establishment.

 

  • The only additional written risk assessment any visit leader would need to undertake is for risks that are above and beyond those set out in the standard school/establishment risk assessment.

 

  • For Joint Visits – those involving one or more schools from within one County or schools from across a number of Counties then all participating schools must agree and sign the Risk Management Agreement Plan for the trip. See below

 

These might include trips to Glan Llyn, Skiing, Sporting Events

For the Joint Schools Skiing Trips run under North Wales Schools Skiing the guidance notes found on Evolve in Resources and Guidance must be followed

 

 

 

 

 

 

 

 

 

Risk management form: All off site visits

Significant hazards and harm which may occur

 

Who might be harmed?

 

Safety measures:

Measures that are in place and/or will be taken to reduce the risk to a tolerable level

 

Crossing roads/walking along pavements

Pupils Brief children of conduct expected of them when walking/crossing roads

Ensure staff are placed at front, middle and rear of children.

Pupils to walk in pairs or single file.

Members of staff to choose safe place to cross roads (if not using recognized pedestrian crossing)

2 members of staff to stand in road with children walking between.

Weather conditions Pupils/staff Check weather forecast prior to visit

Brief pupils/parents of possible weather conditions prior to visit

Ensure appropriate clothing/footwear is worn or taken bearing in mind Summer and Winter conditions

Check with parents that it is OK to put sun cream on children

Take spare clothes for children not suitably prepared

Ensure emergency shelter is taken if in demanding environment

Scientific demonstrations at science venues Pupils School/establishment staff to ensure that pupils follow instructions of qualified staff at venue and to adhere to rules regarding proximity
Trips, slips and falls Pupils/staff Ensure appropriate footwear is worn and shoelaces tied

Brief pupils/staff of possible areas where trips, slips and falls may occur

Ensure First Aid kit is carried by visit leader

Ensure any medical conditions of pupils are disclosed prior to visit

Transport to and from venues Pupils/staff Ensure recognized LA bus company is used

Ensure seat belts are worn at all times and are checked by visit leader

Stranger danger Pupils Ensure children are made aware not to walk off with an unkown adult unless given specific instruction by visit leader.

Regular head counts

Supervised at all times, including appropriate supervision when toileting

 

Beach/coastal visits – washed into sea caught by rising tide

Staff and pupils Check tide times before embarking on trip

Check weather forecast for day of visit

Brief pupils and staff not to go near waters edge

Accident/emergency Staff pupils Follow emergency procedure guidelines carried by visit leader

Ensure suitable staff helper (in addition to visit leader) understands emergency procedure

Brief children of what to do in an emergency and how to summon help

Getting lost/separated from group (outdoor venues) Staff Regular headcounts

Ensure pupils are to stay in small groups

Ensure staff accompany pupils at all times

Brief pupils to stay put if lost or separated and to shout for attention

Ensure all pupils know name of visit leader, staff and school/establishment name

Getting lost/separated from group (indoor venues) Staff Regular headcounts

Ensure pupils are to stay in small groups

Ensure staff accompany pupils at all times

Brief pupils to stay at venue if lost or separated never to leave the premises

Brief children to make their way to reception

Ensure all pupils know name of visit leader, staff and school/establishment name

Medical Conditions Pupils Ensure medical conditions are disclosed prior to visit

Ensure consent is given for staff member to administer medicine if required

Ensure medicines, epi pens, inhalers, etc are carried by visit leader

Ensure at least one staff member/adult volunteer knows how to administer medicine if required.

Walking in local countryside

 

pupils Brief pupils and helpers of proposed route

Brief pupils of appropriate behaviour

Ensure member of staff at front, middle and rear of pupils

Ensure correct clothing and footwear is used

 

Farm Visits

Machinery, vehicles, risk of allergy, contamination, bites, kicks, etc

 

Pupils and staff Brief pupils to stay out of way of machinery/vehicles and to follow supervision by farm staff

Ensure parents have informed staff prior to visit of possible allergies

Ensure medicines are carried by visit leader (if required)

Brief children not to touch animals unless safe to do so

Ensure pupils/staff are made aware of farm rules, reinforced by farm staff

Ensure all eating is done in hygienic locations

Ensure children wash hands before eating

Make sure First Aid kit is carried

Castle visits

High walls – falls

Steep, dark stairs – falls

Pupils and staff Visit leader knows venue and specific areas of risk in the castle (following recce)

Brief other staff

Supervise pupils appropriately

Risk Management Form:

Joint school Visits 

 This form should then be scanned and attached to the Evolve visit form.

Participating schools:

Date risk assessment completed:

Completed by:

Date of visit to XXXXXX:

Significant hazards and harm which may occur Who might be harmed? Safety measures:

Measures that are in place and/or will be taken to reduce the risk to a tolerable level

Transport to and from venues:

·         Road traffic accidents

·         Behavioural issues

Pupils

Staff

 

Ensure recognised LA bus company is used

Ensure seat belts are worn at all times by staff and pupils and are checked by school visit leader

Visit leader to have available information re pupils and staff in case of an emergency en route – first aid kit / sick kit.

Expectations of behaviour to be communicated to pupils at the beginning of the journey – e.g. pupils remain seated.

School staff supervise the pupils in their care to ensure they behave appropriately during the journey.

 

Accident/emergency:

·         To pupil

·         To member of staff

Pupils

Staff

 

Follow xxxxxxx and school’s own emergency procedures in the event of an incident.

Ensure all staff understand emergency procedures.

Brief children of what to do in an emergency and how to summon help.

Ensure Ensure County accident / incident form is completed.

If an adult emergency, ensure enough supervisory cover remains throughout the visit.

 

Medical conditions (staff and pupils) & behavioural issues Pupils

Staff

 

           Ensure all consent forms are completed correctly prior to the visit and consent is given for staff member to administer medicine if required.

Ensure medical conditions of staff and pupils are disclosed prior to the visit and known to organising staff (including XXXXX staff).

IEBPs /Personal Risk Assessment must be brought and shared with supervisory staff as and when appropriate

Ensure medicines, epi pens, inhalers, etc supplied are stored safely and available to use in emergency.

Inhalers to be accessible to pupils during activity sessions

Ensure at least one staff member/adult volunteer knows how to administer medicine if required.

 

Time outside of Centre staff-led activities (including before/between/after activities, mealtimes and overnight):

·         Behavioural issues

·         Stranger danger

Pupils

Staff

 

Pupils given guidelines re expected behaviour around the centre between activities.

School’s own behaviour policy to be implemented.

Ultimate responsibility with staff from the individual schools.

Pupils are reminded of the rules / boundaries regularly.

School staff to be responsible for their pupils during free time and meal times.

 

Centre staff-led activities

·         Behavioural issues

·         Emergency or accident to pupil or staff member

Pupils

Staff

 

Inform supervisory staff of any issues regarding medical or behaviour.

Staff to report any incident or accident to manager of Centre and follow accident / emergency procedures.

Behavioural issues Pupils

Staff

 

Agree standards of behaviour and sanctions prior to trip and ensure pupils and staff are aware of this

School staff supervise and manage the behaviour of pupils in their care

School’s own behaviour policy to be implemented.

 

 

 

Additional notes: Standard risk management procedures are reviewed and updated annually. Old versions are kept on file.

 

Risk management Agreement: Joint Trip

Date of Visit:

 

Enw cynrychiolydd School / Ysgol

 

Date / Dyddiad
 

 

 

 

 

 

Electronic upload to Evolve is sufficient to show agreement to the Shared Risk Assessment by the school.

 

 

 

Shared School Ski Trips – Risk Management Form:

Must be completed jointly and signed by the visit leader of all participating school(s) and shared with all leaders. This form should then be scanned and attached to the Evolve visit form.

Participating schools:  Name each school

Date risk assessment completed:

Completed by: Name of Lead Teachers from each school

Date of visit:

Significant hazards and harm which may occur Who might be harmed? Safety measures:

Measures that are in place and/or will be taken to reduce the risk to a tolerable level

Transport to and from venues:

·         Road traffic accidents

·         Behavioral issues

Pupils

Staff

 

  • Ensure recognised LA bus company is used

 

  • Ensure seat belts are worn at all times by staff and pupils and are checked by school visit leader

 

  • Visit leader to have available information re pupils and staff in case of an emergency en route – first aid kit / sick kit.

 

  • Expectations of behaviour to be communicated to pupils at the beginning of the journey – e.g. pupils remain seated.

 

 

  • School staff supervise the pupils in their care to ensure they behave appropriately during the journey.

 

Accident/emergency:

·         To pupil

·         To member of staff

Pupils

Staff

 

  • Follow schools and County’s emergency procedures in the event of an incident.

 

  • Ensure all staff understand emergency procedures.

 

  • Brief children of what to do in an emergency and how to summon help.

 

  • Ensure County accident / incident form is completed.

 

·         If an adult emergency, ensure enough supervisory cover remains throughout the visit.

 

 

Medical conditions (staff and pupils) & behavioral information Pupils

Staff

 

  • Ensure all consent forms are completed correctly prior to the visit and consent is given for staff member to administer medicine if required.

 

  • Ensure medical conditions of staff and pupils are disclosed prior to the visit and known to organising staff .

 

  • IEBPs /Personal Risk Assessment must be brought and shared with supervisory staff as and when appropriate

 

  • Ensure medicines, epi pens, inhalers, etc supplied are stored safely and available to use in emergency.

 

  • Inhalers to be accessible to pupils during activity sessions

 

 

  • Ensure at least one staff member/adult volunteer knows how to administer medicine if required.
Time outside of activities led by the Provider (including before/between/after activities, mealtimes and overnight):

·         Behavioral issues

·         Stranger danger

Pupils

Staff

 

  • Pupils given guidelines re expected behaviour around the centre/hotel/resort between activities.

 

  • School’s own behaviour policy to be implemented.

 

  • Ultimate responsibility with staff from the individual schools.

 

  • Pupils are reminded of the rules / boundaries regularly.

 

  • School staff to be responsible for their pupils during free time and meal times.
Town/Resort visit:

·         Road traffic accidents

·         Stranger danger

·         Getting lost

·         Behavioral issues

Pupils

Staff

 

  • Brief children of conduct expected of them

 

  • Brief children on specific risks in town e.g. road traffic (and safe crossing point), stranger danger

 

  • Ensure staff are placed at front, middle and rear of children when walking as a group

 

  • Regular headcounts

 

  • Ensure pupils stay in small groups

 

  • Ensure pupils are accompanied by an adult at all times during the visit

 

  • Brief children on action to take if they get lost or separated from their group

 

  • Ensure that buses are up to standard, seatbelts are working and have a certificate of “road use”. Draw driver’s attention to any defects/ problems.

 

  • Train breakdown – discuss with train driver options available to the passengers and discuss with staff on train where possible.
Ski and Provider staff-led activities

·         Behavioral issues

·         Emergency or accident to pupil or staff member

Pupils

Staff

 

  • Inform supervisory staff of any issues regarding medical or behavior.

 

  • Staff to report any incident or accident to manager of Centre and follow accident / emergency procedures.
Behavioural issues                                                                Pupils

Staff

 

  • Agree standards of behaviour and sanctions prior to trip and ensure pupils and staff are aware of this

 

  • School staff supervise and manage the behaviour of pupils in their care

 

  • School’s own behaviour policy to be implemented.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Section D

Critical Incident

Management Roles and Responsibilities

Emergency action flowchart for Visit Leaders and

Critical Incident Procedures

 

 

This document sets out the action to be taken, in the event of an Emergency /Critical incident on an educational visit. Schools/ Establishments are provided with emergency action flowcharts and this must be carried by all visit leaders taken part in any offsite activity or visit.

 

This topic is also dealt with during Educational Visits Coordinator (EVC) training and Emergency Action Training which is a mandatory course for all schools / establishments involved in the provision of Educational (off-site) Visits for young people or vulnerable adults.

 

Definitions

A critical incident on an educational visit is defined as an incident requiring the emergency services that affects participants on an off-site visit organised by a school or other LA service for young people or vulnerable adults. A Critical incident which goes beyond the coping mechanisms of the Visit Leadership Team and the Establishment

 

  1. Incident: a situation dealt with by the Visit Leader, who remains in control and can cope
  2. Emergency: an incident that overwhelms the coping strategies of the Visit Leader so that they refer to the Emergency Contact for help
  3. Critical Incident: an incident that meets the definition and is probably overwhelming the coping strategies of both the Visit Leader and the school’s Visit Emergency Plan.

Major Incident: declared as such by the UK Police or Foreign and Commonwealth Office etc

 

 

 

 

 

 

 

Emergency action flowchart for Visit Leaders

This flowchart must be carried by all visit leaders taking part in the visit

Trial your emergency procedures from time to time to check that they work.

Do not speak to the media – direct all media enquiries to Flintshire County Council

Corporate Communications Officer Office Hours 01352 702112/07000 770152 (24 hrs)

For further information on handling emergencies refer to LEA Managing School Emergencies Policy

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Inform your Base Emergency Contact as soon as possible
 

Is this a Critical Incident which requires the emergency services?

 

 

 

 

 

 

No

 

 

 

 

 

Call emergency services 999 or 112 and answer the operator’s questions about the incident

 

 

 

 

Call your school/establishment Base Emergency Contact school/establishment number (during school/establishment hours   01244 830569)

Base Emergency Contact’s number (out of school/establishment hours 07730427567).

Answer Base Emergency Contact’s questions about the incident (as set out on Form 5 and 6).

 

In the event of a Critical Incident or serious incident that can’t be dealt with by yourself and where your Base Emergency Contact is not contactable contact the LA: 01352 704190 or 07000 770152 (24 hrs)

 

 

 

 

 

 

 

 

 

Emergency action flowchart for the school’s / establishment’s Base Emergency Contact

 

This flowchart must be available to the school/establishment office and the nominated Base Emergency Contact for each visit

Record information on Form 6 Educational Visits: initial incident notes.

Do not speak to the media – direct all enquiries to LA press officer

01352 704190 or 07000 770152 (24 hrs)

Is the incident serious?   If unsure assume yes.

Serious = involving serious injury, missing persons requiring assistance at the location, or evacuation

 

 

 

 

 

 

 

YES

NO

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ASAP inform the LA that this is a Critical Incident:

01352 704190 or 07000 770152 (24 hrs)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Educational Visits: initial incident notes

NB This form can be used by the Base Emergency Contact (or LA call handler) to take rough notes during the period that they are handling an emergency call. The EVC must ultimately ensure that the LA incident/accident reporting procedures (CSU1) are completed as soon as possible after the incident.

 

Name and role of person making the emergency call_____________________

 

_______________________________________________________________

 

Contact number(s) for person making call_____________________________

 

Name and number of Base Emergency Contact (if different from above) ____

 

_______________________________________________________________

 

Name of group’s school/establishment________________________________

 

Number in group and age range_____________________________________

 

Name(s) of any lost or injured individuals(s)___________________________

 

_______________________________________________________________

_______________________________________________________________

 

Time and date of incident__________________________________________

 

Location of incident_______________________________________________

 

Activity taking place at the time_____________________________________

 

Vehicles involved (if applicable)______________________________________

 

Description of incident and action taken (continue on separate sheets as necessary)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Form completed by________________________Date____________________

 

Roles and responsibilities – Visit Leader

 

 

Educational visit leader – initial response  
Ascertain the whereabouts of all pupils and staff. Ensure the emergency services are aware of anyone who is unaccounted for.
Keep a log of important information, actions taken and decisions made.
Remember to retain any important items / documents. E.g.:

§  Contact details

§  Consent forms (including medical and next-of-kin details)

§  Maps

§  Tickets

§  Insurance policies

§  Proof of identity

§  Passports (if abroad).

Avoid making comments to the media
Do not discuss legal liability with others.
Act as the main contact for co-ordination of the response and work closely with the Headteacher / nominated emergency contract. Continue to liaise with the emergency services and other organisations.
If abroad, contact the Foreign & Commonwealth Office for support.
If abroad, check your insurance policy and seek insurance / legal advice before incurring any substantial expense (e.g. medical treatment).
Ask the Headteacher (or nominated emergency contact) to assist with developing a media statement, with support from other organisations as appropriate. Devise an ongoing strategy for dealing with media requests.
Ask pupils and staff to avoid speculation when talking to the media. Try to prevent the spread of misinformation (especially through the use of mobile phones).
Complete any necessary forms / paperwork.
Provide welfare arrangements and post incident support after the initial emergency response.

 

 

Roles and responsibilities – Base Contact

 

Co-ordination – initial response  
Establish a basic overview of the incident.
If the incident has occurred on an educational visit:

§  Liaise with the educational visit leader on a regular basis

§  Consider sending extra staff to support the educational visit leader

§  Discuss with the educational visit leader the arrangements for notifying parents / carers

§  Consider how parents / carers and pupils will be reunited.

Wherever possible, assign members of staff to relevant School Emergency Management Team roles:

§  Communications

§  Log-keeping

§  Media management

§  Resources

§  Welfare.

§  Business continuity

Work closely with other organisations (e.g. emergency services, local authority) as required. Provide accurate and factual information to those arriving on-scene.
Inform governors as appropriate
Decide the most appropriate method of contacting relatives of pupils / staff affected by the incident. If the matter is very serious (such as a fatality) liaise with the Police about informing next of kin.
Act as the main contact for co-ordination of the response. Continue to liaise with the emergency services and other organisations
In the event of a serious injury or fatality, report the incident to the Health and Safety Executive (HSE) as soon as possible.
Seek advice on legal and insurance issues, if appropriate

 

Media management – initial response Named person responsible
·         Do not speak to the media – direct all enquiries to LA press
Seek support from other organisations (e.g. emergency services, local authority) in responding to media requests.
Ensure media access to the site, staff and pupils is controlled. Do not let the media onto the school site or give them access to pupils unless there is a specific reason for doing so and permission / consents are in place. Ask for support from the Police if necessary.
Designate a specific area for the media away from the main entrance to the school, so they do not prevent or intimidate people entering and leaving the site.
Develop a brief media statement (designed to provide reassurance) on behalf of the school. Information given must be limited until the facts are clear and all parents / carers have been notified.
Arrange for an appropriate member of staff to act as a spokesperson (preferably this person will have received media training). If a suitable spokesperson is unavailable the Police or local authority may be able to undertake this role.
Be prepared to be interviewed by the media.
Advise staff on where to direct media enquiries. Ask staff, pupils and parents / carers to avoid speculation when talking to the media.
Try to prevent the spread of misinformation (especially through the use of mobile phones).