GUIDANCE FOR EDUCATIONAL ESTABLISHMENTS

Transcription

1 GUIDANCE FOR EDUCATIONAL ESTABLISHMENTS UNDERTAKING OUT OF CLASSROOM LEARNING Page 1 of 34

2 Contents 1. Introduction 2. The Isle of Wight Policy and Guidance 3. The scheme of delegation for the approval of visits 4. Risk assessment and Management 5. Emergency Procedures 6. Contacts 7. Training Appendix 1 Forms Appendix 2 Checklists Appendix 3 Guidance in completing risk assessments Appendix 4 Travel and Package Tour Regulations Appendix 5 Overseas Expeditions Appendix 6 Contact details for Foreign & Commonwealth Embassies Appendix 7 Visit categories Appendix 8 Residential considerations and trips abroad Appendix 9 Guidance on Environments and Activities Appendix 10 Years 10+ and Colleges Appendix 11 Looked after children Page 2 of 34

3 Foreword We believe that every young person should experience the world beyond the classroom as an essential part of their learning and personal development, whatever their age, ability or circumstance. The Isle of Wight LA supports and subscribes to the Learning Outside the Classroom Manifesto. Learning outside the classroom (LOC) provides a powerful route to the Every Child Matters outcomes, in particular enjoying and achieving, staying safe and being healthy. Much learning outside the classroom will take place as part of programmes that support personalised learning and compliment the start strategy for young people set out in Youth Matters. Isle of Wight schools and youth groups continue to undertake activities offsite, at a rate of over 900 per year and involving more than 18,000 student visits. The extent of these visits range the globe and many areas, towns and cities the length and breadth of the UK as well as on the Isle of Wight. The range of activity is also as broad including adventurous activities in the mountains or on water, to urban and local surveys, field studies and historical visits. By supporting the (LOC) Manifesto the Isle of Wight Council acknowledge the value of such experience and the contribution they make to the curriculum whether in or out of school time. As a signatory to the Manifesto, the Isle of Wight Council will take the following action: 1. We will provide all young people with a wide range of experiences outside the classroom, including extended school activities and one or more residential trips. 2. We will make a strong case for learning outside the classroom, so there is widespread appreciation of the unique contribution these experiences make to young people s lives. 3. We will offer learning experiences of agreed high quality. 4. We will improve training and professional development opportunities for schools and the wider workforce. 5. We will better enable educational establishments and other key organisations to manage visits safely and efficiently. 6. We will provide easy access to information, knowledge, expertise, guidance and resources. 7. We will identify ways of engaging parents, carers and the wider community in learning outside the classroom. The Council recognises the personal contribution and responsibilities of staff, which is incurred on any offsite activity or visit and this is greatly valued. The LA wishes to support and encourage its staff to continue to provide offsite activities by the provision of appropriate in-service training and advice. This edition of Leadership Offsite has been prepared to include the most recent guidance from the Department for Children, Schools and Families, to provide the appropriate support for schools and youth groups to carry out their delegated responsibilities for any venture offsite and to help improve the educational value of the visit and the safety of the activity. It should be acknowledge the LA has a responsibility to ensure that any offsite activity where risk is an inherent factor, is appropriately prepared, planned and equipped so that staff can carry out their delegated duties. It is important that such visits are led by suitably qualified and experienced numbers of staff and as such all staff involved in activities offsite should have every access to and are familiar with this document. Strategic Director for Childrens Services March 2009 Page 3 of 34

4 1. INTRODUCTION 1.1. UNDERSTANDING THE RISKS Offsite activities require a higher level of management, skills and experience than that generally required for those on-site The law has often described the responsibility as equivalent to the standard expected of a reasonable and careful parent. Educational visits however, often involve young people in substantially greater numbers than parents normally deal with. A higher level of organisation and preparation will be expected of such groups compared to a family group visiting the same venue. Certainly the public has higher expectations of accountability from teachers, youth workers, social care workers and those working with young people The selection of staff to accompany an educational visit is one of the most important factors that secure safety. Educational visits are exciting, new and different normal boundaries and procedures can and will be tested. Higher levels of planning and management strategies are needed to get the most from these opportunities. Staff need to be able to develop individual and group responsibilities rather than impose a series of constraints. They are often expected to carry these greater responsibilities for 24 hours per day Most often the risks on educational visits are not those that seem self evident such as rock climbing. Here the environment imposes its own awareness of the need for safety. Rather it is because young people are away from home with their friends that the everyday situation creates the potential for risk e.g. getting from the service station coach park to the toilet or running up and down the stairs in a hotel There are a great number of staff with valuable experience in planning for and managing young people on educational visits. A formal system of staff development is the most effective way to ensure that such experience is widely spread and available to employees who not only manage educational visits but also those who may be in supporting roles The LA have a duty to ensure employees leading educational visits are competent to do so and therefore do provide specialist training. (See appendix 13) 1.2. APPLICATION OF THE POLICY This document is intended only for guidance to educational establishments falling under the responsibilities of the Isle of Wight Council. It applies therefore to the following: LA schools, Youth and Community Centres, residential centres, activity centres and social care units Any units wholly or partially the responsibility of the LA Any activity initiated by, or where the participants are recruited through any of the above establishments Any activity organised or led by employees of the LA whether full or part time employed or volunteers acting on behalf of the LA All educational establishments (including independent schools) operating under the LA licence as Operating Authority for the Duke of Edinburgh Award Scheme The guidance should be applied to any activity outside of the normal educational environment. For example a mathematics class might usually be situated in a classroom but national evidence shows us that occasional excursions beyond the classroom are often beneficial. These activities include: All offsite curriculum activities All offsite extra curriculum activities organised by the establishment or where participants are recruited by the school Any adventurous activities and any other situations involving offsite activities for which the establishment has a legal duty of care. Page 4 of 34

5 1.3. GLOSSARY The following is a list of commonly used terms within this publication Activity Adult CHYPS DofE EVC Establishment Governors Group Leader Home Based Contact LA OEA Parent Risk Assessment Risk Management Visit Any specific element of the planned program for a visit Persons over 18 years of age and participating in a supervisory capacity Children and Young Persons Service Duke of Edinburgh Award Educational Visits Coordinator Educational establishment Members of the schools governing body An employee given responsibility by Head teacher, EVC or Manager to lead a trip. A person given responsibility for retaining information about a visits after normal working hours. Local Authority. An inclusive term for CHYPS Outdoor Education Advisor A person who has custodial responsibility for a child. Includes guardian and carers. A process to used to determine hazard, risk and appropriate controls to mitigate harm. Management processes which consider and control risk and which apply to both safety or financial elements of a business. Any venture outside of the normal school teaching environment NEW FOR 2009 This year sees some important changes to visit procedures that will affect your establishment, and the guidance in this document refers to these. Levels of delegated responsibility to establishment managers and governing bodies will change slightly, though overall responsibilities for health and safety remain with the LA. Classification of visits has changed to A, B and C which are the nationally recognised identifiers of risk. These do away with categories Off Island, Adventurous and Residential. A new electronic, on-line, system of visit approval is to be introduced which will replace the paper EV1 application for LA approval. Guidance to employees who drive for their workplace has changed and in particular rules on who may drive minibuses. Page 5 of 34

6 2. The Isle of Wight Policy and Guidance The LA has had a written policy for Educational Visits since 1993 and it has had several revisions. The Department for Education and Skills (DfES), now the Department for Children Schools and Families (DCSF), published its own guidance in 1998 entitled 'Health and Safety of Pupils on Educational Visits' (HASPEV). It then published supplementary guidance in support of HASPEV in July These latest documents have been fully incorporated in this revision of the Isle of Wight policy and guidance. Copies of these have been distributed to all establishments; they can also be downloaded from the DCSF website - The key responsibility is to take all reasonable steps to ensure that young people have a safe, appropriate and worthwhile experience. There is a line of accountability, which includes the EVC, Head teachers, LA officers, and other officers responsible for offsite activities, Strategic Director of Children and Young Persons Service (CHYPS), Chief Executive Officer. The accountability systems should principally support, and not encumber, the staff who are planning and conducting the activities. These systems must also recognise the need to provide an audit trail for those who are accountable for any stages of approving the visit. All visits organised and advertised in educational establishments are governed by the conditions and procedures in this policy. When an external agency is being used to provide part or all of the organisation of the visit, a written contract should be held by the establishment so that it retains financial control of the contract. Part 1 of the supplementary guidance, 'Standards for LA s in Overseeing Educational Visits', gives a clear outline of the ways to develop consistency of good practice in planning educational visits. Page 6 of 34

7 2.1. THE STATUTORY FRAMEWORK 'Health and Safety: Responsibilities and Powers' was issued by the DfES to all schools in December 2001, and can be downloaded from the DCFS website - The document sets out the responsibilities, under health and safety legislation, that employers and employees must meet and makes specific reference to educational visits. All visits organised and advertised by the LA establishments are covered by these responsibilities, including any visits organised substantially by third party providers. The key points are: As the employer, the LA has responsibility for health and safety in all its CHYPS establishments. It has the power to ensure that its health and safety policy is carried out both in all establishments and on all offsite visits. The LA must provide health and safety guidelines to those services where it is the employer. It must ensure that staff are trained in their health and safety responsibilities as employees and that those who are delegated health and safety tasks (such as risk assessment) are competent to carry them out. If an LA risk assessment shows that training is needed, the LA must make sure this takes place. The LA can direct services to release staff for health and safety training. Although, in practice, the employer may delegate specific health and safety tasks to individuals, it retains the ultimate responsibility no matter who carried out the tasks. In relation to educational visits the LA must: Provide a policy and guidance for those establishments where it is the employer. Ensure that staff are trained in their responsibilities for the safe planning and conduct of educational visits. Ensure that those who are delegated in assessing risks are competent to carry them out. Monitor compliance with the policy. Maintain an audit trail, making clear who is undertaking which task and confirming that these tasks are carried out. Although there is a clear system for appropriate delegation of responsibilities, the LA retains the right to approve or withhold approval for any visit Employees have responsibilities too. The Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 apply to them as well as to employers. Employees must: Take reasonable care of their own and others' health and safety. Co-operate with their employers. Carry out activities in accordance with training and instructions. Page 7 of 34

8 Inform the employer of any serious risks Changes to the Disability Discrimination Act (1995) and the Disabilities Discrimination Act (2001) place new duties on educational establishments not to discriminate against young people for reasons relating to their disabilities. Disabled young people must not be treated less favourably than non-disabled young people. Reasonable adjustments must be made to policies and practices to ensure that disabled young people are not substantially disadvantaged in comparison with young people who are not disabled. Educational establishments should ensure that their 'inclusion' policies address the needs of young disabled people wishing to participate in activities, including educational visits. In certain circumstances, however, where there is a charge for participation for an activity or event, the establishment may be justified in making an additional charge in respect of disabled young people on health and safety grounds. The individual circumstances of each young person must be considered and any charges made must be reasonable. Legal Services must be contacted when considering making a charge in these circumstances. The establishment will need to ensure that all reasonably practicable efforts have been made during the course of a risk assessment to include disabled young people in educational visits. This will usually entail discussion with the young people, parents, group leaders and other supervisors, the manager of venues to be visited, etc Charging for school visits: The LA Charging Policy can be found in the Schools Handbook at: When arranging your own package including accommodation, travel and activities, reference should be made to the Package Travel, Package Holiday and Package Tours Regulations These Regulations apply to all package holidays in this country and in EC countries and set minimum standards for the way consumers are treated by organisers. After consultation with the Legal Services Manager and the Council Trading Officer, the following conclusions have been reached: A school trip is not "sold or offered for sale" (except when it is an "optional extra") and the Regulations therefore do not apply. An "optional extra" (which would probably include most Youth Service trips) is caught by the Regulations if it includes both transport and overnight accommodation. If a trip is provided by an outside agent or the PTA, that person will have to comply with the Regulations. The Council cannot use the occasional "exemption". Individual schools, however, can do so if organising the trip outside of school funds or PTA monies. "Occasional" could include one package trip per annum for each age group in the school. The Department of Trade and Industry has emphasised that church and youth groups organising the occasional package trip - up to three a year - are exempt. Youth exchanges and town twinning trips fall outside the law. Page 8 of 34

9 Where the trip organised falls outside these categories it is a "package" if at least two of the components are offered at an inclusive price and when the service covers a period more than twenty four hours or includes overnight accommodation: Transport. Accommodation THE ROLE OF THE LA Other tourist services that account for a significant proportion of the package. For further details, please refer to Appendix 4 - Package, Travel, Package Holidays, Package Tours Regulation The LA will designate key people who can support and advise teachers, youth workers, social care workers and other staff in their planning. Contact details are given in paragraph 1.3. To undertake its responsibilities for the health and safety of young people and employees on educational visits the LA has: Defined four types of educational visit - local, mainland, abroad and residential that may by further defined through involving adventurous or hazardous activities. A clear system of delegating tasks for approving the planning and risk management of these different types of visits. A procedure to ensure that notification of approval takes place at early and appropriate stages in the planning cycle. A training programme for staff in the management of educational visits. A system of maintaining and monitoring training records and extra qualifications held by staff. Arrangements to monitor the procedures for offsite visits. Emergency procedures in place, including 24 hour access, to support the LA in cases of extreme difficulty or grave emergency. Page 9 of 34

10 2.3. THE ROLE OF LA OFFICERS RESPONSIBLE FOR OFFSITE VISITS These officers will undertake the following: Monitoring the educational visits carried out by the LAs educational establishments. Reviewing policies and procedures in the light of lessons learned and sharing good practice more widely. Monitoring the work of educational visit co-ordinators (see below) to help identify training needs and appropriate levels of delegation. Determining which visits will require LA approval and which may be approved by the establishment. Assessment of visits, and giving approval if satisfied, where the task of approval has not been assigned to the establishment. Providing advice on visits generally and on adventure activities, expeditions and overseas visits specifically. Providing establishments with the LAs statement of policy and guidance. Ensuring that educational visit co-ordinators, group leaders and other staff and adults involved in educational visits are assessed as competent in their specific tasks. Ensuring that training is available for those who need that competence. Making sure that arrangements are in place to obtain the necessary List 99/Criminal Records Bureau disclosures, as appropriate. Making sure that arrangements are in place for informed parental consent. The officers might seek and obtain the advice of other people, in whatever sector, who are competent in assessing the risks of a particular activity or type of visit. Page 10 of 34

11 2.4. THE ROLE OF THE EDUCATIONAL VISITS COORDINATOR Each establishment should have an educational visits co-ordinator (EVC). The EVC will be involved in the planning and management of educational visits including adventurous/hazardous activities led by establishment staff. The EVC will: Be aware of relevant regulations and guidelines including Health and Safety responsibilities, Leadership Offsite, the DfES HASPEV Guidance and its supplements. These must be available and accessible to anyone involved in educational visits and it is recommended that the HASPEV supplement 3 'A Handbook for Group Leaders' is copied for all staff organising visits. Take account of the above in drawing up and keeping under review the policy and procedures and educational visits. Ensure that the educational objectives for visits are clearly defined and commensurate with the age, maturity and capability of the young people. (The objectives will be inclusive, stated in the pre-visit documentation, and made known to all relevant parties, including the staff and accompanying adults, parents and young people). Be satisfied that all aspects of any visit, will be dealt with in accordance with this policy and guidance. Ensure than an assessment of the safety management systems of external providers has been undertaken prior to booking, e.g. AALA licences. Ensure risk assessments are undertaken and reviewed and revised, when necessary. Ensure that visits are evaluated to inform the planning and operation of future visits. Be satisfied that the arrangements for supervision are appropriate, agreed and known by all concerned. (Staff involved will be required to have a clear understanding of the different strategies required for direct supervision and when the circumstances are right, for indirect or more remote supervision). Secure the allocation of sufficient resources to meet identified training needs. Receive notification of accidents and incidents, and report them to the LA Officers where required. A clear reporting system for accidents and incidents should be in place and staff must be made aware of the procedures. Ensure all involved in visits are made aware of and understand the LA s emergency procedures (Section 5). Ensure that written contracts are made with the educational establishment and any tour operator on behalf of the young people involved in the visit. Have experience in leading and managing a range of educational visits and must have attended the LA EVC training. Have sufficient credibility to be able to advise, support and direct colleagues. Page 11 of 34

12 The EVC will be involved in supporting the planning and management of education visits led by all staff. They will support group leaders by ensuring that the policy is followed. In particular the EVC will: Collate a forward plan of educational visits, with agreed rationale. Approve local visits (this may be in conjunction with the headteacher). Ensure that LA and establishment policy and guidance is followed for all offsite visits. Be satisfied with the competence of the group leader to lead and manage the young people in the proposed setting (consideration will be given to the following - experience, qualification, organisational skills, personal qualities, fitness, medical condition, knowledge of the group and environment, prior experience of leading or assisting in leading the activity). Work with the group leader to ensure that the objectives of the educational visit are achievable. Confirm that consideration has been given to the group concerned and the location (group/site risk assessment). Be satisfied that staff roles and responsibilities (including those of accompanying adults) are commensurate with their experience and competence to undertake them. Ensure all staff are aware of their continuous pastoral care responsibilities (even when using a technical leader with their group) and are familiar with child protection policy. Ensure that parental consent is obtained, or where relevant, a contract is agreed with young people prior to educational visits (forms EV3 and EV4 in Appendix 1). Ensure that emergency procedures are in place for each visit and that the group leader and home base contact know the action to be followed should an emergency occur. Establish suitable record keeping practices for use during educational visits e.g. medical matters and accidents. Be aware of the contractual arrangements to be put in place with third party providers and the central role of the establishment in making external contracts. (Appropriate consideration must be given to best value, financial management, choice of contractors, and contractual relationships). Page 12 of 34

13 2.5. THE ROLE OF THE GROUP LEADER A group leader must be appointed for each planned visit. Group leaders are responsible for the safe planning and organisation of visits and should refer to 'A Handbook for Group Leaders' for guidance. They should: Have the experience, training and qualifications to manage the group and lead the team of accompanying staff. Be conversant with good practice in planned activities including those he/she will not be instructing. Prepare and brief the young people, their parents and accompanying staff and adults. Undertake appropriate risk assessments and complete LA/establishment proformas as necessary for the authorisation of EVC/LA Officer. Have a regard for the health and safety of the group (staff/adults and young people) at all times. In the event of an incident or accident inform the HBC as soon as possible. Determine the level of first aid that may be required and to nominate as appropriate a member of staff to have that responsibility (see HASPEV paragraphs 64-68). Access the initial and on-going suitability of the group in relation to the planned activities. Ensure that the visit operates in accordance with Leadership Offsite. Actively involve young people in the risk assessment process, to a level appropriate to their understanding, including the planning, organisation and conduct of visits. (They should be given responsibility consistent with their age, maturity and capability) THE ROLE OF OTHER STAFF AND ACCOMPANYING ADULTS Staff and adults accompanying any visit should be clear about their roles and responsibilities. They must be familiar with the risk assessments and do their best to ensure the health and safety of everyone in the group and follow the instructions of the Group Leader. Adults should be guided in their role by the Group Leader and must not be left in sole charge of young people except where it has been previously agreed as part of the risk assessment. Only establishment staff should be given pastoral responsibilities. Instructors or other working staff for contracted organisations can support teachers, youth workers, social care workers and adults in their pastoral duties but cannot assume a full pastoral role. Page 13 of 34

14 2.7. TYPES OF VISIT For the purpose of this policy the following types of visit are defined: Local: All activities that are Island based and not residential, adventurous or hazardous e.g. visits to Carisbrooke Castle, LA Bowl, Branstone Farm (for further information see Appendix). Mainland (within the UK): These are off-island visits and do not require an overnight stay. Residential: Trips or activities which entail one or more nights away from home. (for further information see Appendix). Abroad: Trips to outside of the UK Overseas Expeditions: These typically take place in remote areas of the world and/or in developing countries (for further information see Appendix). Page 14 of 34

15 VISITS INVOLVING ADVENTUROUS AND HAZARDOUS ACTIVITIES (INCLUDING STUDY VISITS) The activities listed below must be declared on the Application for Approval and Support Form. This will require a great degree of planning and reference should be made to 'Standards for Adventure' HASPEV supplement and appropriate Governing Body Guidance. Those activities marked with an * are included in the scope of The Adventure Activities Licensing Regulations Climbing: Watersports: Rock climbing* 1 - Abseiling* 1 - Ice climbing* - Gorge walking* - Ghyll scrambling* - Sea level traversing* Canoeing* - Kayaking* - Dragon boating - Wave skiing White-water rafting* - Improvised rafting* - Sailing* - Sailboarding* Windsurfing* -Water-skiing - Powered safety/rescue craft Snorkel and aqua lung activities - Open water swimming -Fishing Duke of Edinburgh's Award: Bronze, Silver and Gold training, practice and qualifying expeditions 2 Trekking: Mountaineering* 3 - Hillwalking* 3- Fell running* 3 - Orienteering* 3 Pony trekking* 3 - Cycling* 3 - Skiing (including dry slope) 4 Caving: Caving* 5 - Pot-holing* 5 - Mine exploration* 5 Others: Study visits involving: Camping - Air activities (excluding commercial flights) Rifle shooting* 6 Archery - All forms of motor sport High level rope courses -Ice-skating -Skate boarding - Paint balling* DofE Award activities where a young person meets 1:1 with an assessor Swimming in the sea or other natural water Initiative exercises involving skills inherent in any of the above activities Farms (except Branstone Farm) Moorland (open, uncultivated land at any height above sea level) or mountain above 600m and from which it would take more than 30minutes travelling time to walk back to an accessible road or refuge. Rivers, Lakes, Coastal work (coast lines, cliffs and cliff pathways) 1 This does not include climbing or abseiling on artificial climbing walls/towers. 2 Activities at Gold Level could be within scope, and advice should be sought from your Local Award Officer. 3 These activities come within scope if they take place above 600 metres or are more than 30 minutes travelling time to walk to on accessible road or refuge. 4 Skiing on piste or on dry slopes are not within scope. 5 These activities are not included if they are part of show cave or tourist mine which are open to the public. 6 EVC s should be certain of the educational benefits for their pupils of these activities. The list above is not definitive or exhaustive. Advice should be sought from the appropriate LA Officer if there is uncertainty over whether a particular activity should be considered 'adventurous' for the purpose of approval. NB. When using an external provider for the activities that come within the scope of the Adventurous Activities Licensing Regulations 1996 check that a current license is held. (Further information can be found at Page 15 of 34

16 2.8. CRIMINAL RECORDS DISCLOSURE The criminal records of all those employed to work in educational establishments are required to be checked. The checks are necessary to prevent unsuitable people from any involvement with young people. CRB checks will be required for other adults working with under 18s in the following situations: One to one Residential visits Unsupervised access. Other adults supporting establishment staff should undergo a List 99 check. For further information about this process check with Human Resources (see Appendix). All staff of external providers of activities who are likely to have access to young people as part of their normal duties will need to be CRB checked. The group leader should obtain assurances that this has happened INSURANCE The Council's Public Liability (Third Party) Policy protects the Council (eg. Governors, Employees and approved volunteers) against claims alleging injury to persons and/or loss or damage to property arising from the Council's negligence. This means that the Council (or those acting for it) must have done something wrong and/or failed to take adequate steps to prevent that which could have been reasonably foreseen, and it is for the aggrieved person(s) to establish negligence, naming any person(s) or body/bodies they regard as having some responsibility for the injury or loss. Such potential liability exists in each and every activity engaged in on the Council's behalf, and in this respect out of school but school based activities within or outside the United Kingdom are no different, insurance wise, from any other educational activity. What difference does exist is simply between activities; it is more likely that injury or loss will occur outside the classroom than inside, and more again on a winter sports excursion than running round an athletics track. Nevertheless, every activity has a degree of risk and it is the responsibility of all concerned to use their expertise, training and experience to take whatever steps are necessary to ensure that the activities are undertaken in a safe and responsible manner. Where young people are involved this means providing adequate supervision, with adequate meaning sufficient in numbers and expertise. If this cannot be provided then the activity must not take place, desirable as it may be Insurance Relating to Out of School Activities All Island schools voluntarily insure pupils and staff against incidents arising outside of school which is all-embracing, i.e. once pupils are officially offsite and engaged in any school based activity the cover is in place. No administration of any description, regarding insurance, is required other than the notification of claims, should an incident occur. However, whilst insurance protection is provided, it is part of a package and not intended to be separated from the concept of Offsite Activities Management. Information and practical guidance is also available on and all staff responsible for any out of school activity must make themselves familiar with the content. Page 16 of 34

17 Page 17 of Personal Accident Insurance Other than for the offsite activities, to which every school subscribes as outlined above, personal accident insurance can be provided on an ad hoc basis as determined by each school, and those interested should enquire accordingly. The offsite cover can be extended to include onsite activities and many schools have taken up this option, but others have their own arrangements and some schools do not arrange any specific PA cover for their pupils. Note that the offsite cover referred to above automatically includes staff and other "leaders" whereas the onsite extension, where chosen, relates to pupils only Green Card Insurance (Taking Vehicles Abroad) The once essential Green Card is now largely redundant as a result of EU provisions and other arrangements between various EU and non-eu Members. Travel throughout continental Europe is becoming increasingly "Green Card free" but there are exceptions (even within the EEC at present) and the requirements are not static. Organisers taking vehicles out of the country are advised to check the up-to-date situation with the Risk Management and Insurance Office or with their insurance broker or company a few weeks before travelling Motor Vehicle Insurance - Policy Excess Under the terms of the Council's Motor Vehicle Insurance all Council vehicles and those hired but insured by the Council are subject to a 250 departmental excess for own damage - this is part of the normal insurance arrangements for those school minibuses which are included on the Council's vehicle fleet list. The following does not therefore apply to such vehicles. Schools and groups hiring from commercial hirers for occasional use where the Council's Motor Vehicle Insurance is to apply will be subject to the 250 departmental excess should an incident occur for which full recovery is not obtainable from another party. To overcome this potential outlay for ad hoc users, a non-refundable payment of 30 per vehicle may be made to the Risk Management and Insurance Office at County Hall (cheques made payable to the Isle of Wight Council) prior to the hire commencing and giving full details- name of hirer/deliverer, dates of hire, destination, name of driver(s), registration number etc Private Car(s) Anyone entitled to claim a mileage allowance, whether or not they do so, must have business use in their name (not simply the policy holder) if driving someone else's vehicle. Staff and parents using private cars to carry pupils are required to seek confirmation from their own motor insurers that they are fully covered to do so. Each establishment should have a policy regarding young people transporting other young people. Any volunteer drivers must complete form EV Responsibility It is essential that adequate insurance cover is in place. Groups working under the Isle of Wight Duke of Edinburgh's Award Operating Authority but do not hold the Council's insurance should check with their own liability insurance providers that their level of cover is no less that that provided by the core insurance package and should provide evidence that this is the case. The responsibility for ensuring that appropriate levels of cover are in place rest, with the group leader and EVC. Advice can be sought from the Council's Risk Management and Insurance Office (See Appendix) which can also arrange any additional cover you may require. EVC s and

18 group leaders should be aware that the Council's insurance covers the majority of activities likely to be undertaken. External providers may offer their own insurance - check with the Risk Management and Insurance Office to see if this is necessary. Although the Trustees of the Duke of Edinburgh's Award have taken out a limited policy to cover injury to participants and helpers, any Unit offering the Scheme through the Isle of Wight as the Operating Authority must ensure that additional cover is taken out to meet the normal minimum Council standard TRANSPORT Minibus drivers must have class D or D1 stated on their driving licence. Staff wishing to drive a minibus and/or people carrier must hold a valid Council Vehicle Driving Authorisation and the Council Minibus Drivers Permit. Staff transporting young people in their own cars must hold insurance that includes 'for business use and that of your employer'. This is anyone entitled to travel expenses even if these are not claimed. When considering transporting a young person while 'lone working', staff must undertake a risk assessment. The outcome may determine that the level of risk precludes transportation unaccompanied. A management strategy might include the young person sitting in the rear of the car. Where adults and volunteers transport young people in their cars, appropriate checks should be made to ensure:- Their suitability to supervise young people and, That their vehicle is roadworthy, taxed, MOT'd and insured and that they hold a current valid driving licence. A model form for volunteer drivers is included in Appendix 6. Transport arrangements must comply with the Council's "Regulations for the Use of Vehicles". For general guidance on transport planning see HASPEV Section 6 and Mini Bus Safety Code of Practice see the ROSPA website at Page 18 of 34

19 3. The Scheme of Delegation for the Approval of Visits The approval process should begin at the point a visit is first proposed. This section sets out the responsibilities for approval as it applies to different types of visit. This is in line with national expectations as described in the DfES supplementary guidance Part 1 - Standards for LAs (paragraphs 12-16). EVCs are required to notify the appropriate LA Officers of their plans for all visits (except nonadventurous local visits) as far in advance as possible using Form EV1 (Appendix 1). The flow chart on page 21 gives a clear overview of the required process. As soon as a visit is proposed approval must be sought from the EVC prior to any planning. When approving visits the EVC must consider: the age, ability, gender, experience and maturity of the young people involved: The nature of the planned activities, in particular the extent of any adventurous/hazardous activities. The competence and experience of the group leader and number of additional staff required to provide the appropriate level of supervision. Prior to making any financial commitments the EVC should seek the advice of the OEA if the visit is: With a new provider. To a country not previously visited. An overseas expedition. A complex venture. The Proposal and Initial Approval Form (EV9) could be used for this purpose. It is the responsibility of the Headteacher to approve non-adventurous and non-residential (Class A) visits. For those that are hazardous, adventurous or residential (Class B & C), approval must be obtained from the appropriate OEA. The Application for Approval and Support Form (EV1) should be sent to the OEA at least ten days prior to the visit. It is recognised, however, that occasionally the opportunity for a visit may arise at short notice, especially in relation to mainland sports fixtures. In such cases it is essential that initial contact is made by telephone to ensure that the OEA is available to receive the form. Whilst every endeavour will be made on these occasions to process the Approval Form unless contact is made in advance it cannot be guaranteed that the OEA will be available to give final approval SUPERVISION RATIOS The EVC (with the headteacher) is responsible for deciding the appropriate staffing and ratios for local visits. The LA does not give guidance for staffing ratios - the DfES gives a general guide in paragraph 70 of HASPEV. The reason for this is that the risk assessment carried out by the group leader will help determine the level of supervision required. Page 19 of 34

20 3.2. CLASS A VISITS These are generally low risk day trips where most supervisory staff working with children should be competent. Any adult can be approved by the establishment as a member of staff, subject to the appropriate checks. The process of making judgements about the appropriateness of staff for a local visit must take into account the age, maturity and number of the group and the experience and knowledge of the adults. General guidance can be found in HASPEV, Paragraphs Supervision of some activities will be supported by unqualified staff and volunteers. It is essential to remember that they all have a 'duty of care' for the young people in their charge. However, the higher duty of care is held by teachers, youth workers, social care workers and other staff, and as such they will always hold the ultimate responsibility for tasks delegated to others CLASS B & C VISITS Class B visits are currently recognised as medium risk where competent supervision is necessary. Supervision during activity may sometimes be by qualified instructors and not necessarily staff members, though staff members should be on hand supervising those not undertaking the activity. Class C visits are high risk and therefore a high level of competence is expected usually via a person holding a National Governing Body (NGB) qualification for example a sailing instructor. Section 2.8 contains a list of activities deemed to be adventurous or hazardous. Most of these activities will require a higher supervision ratio. If an establishment is using a commercial provider, it is the responsibility of the group leader to request information about the level of staff qualifications the provider sets in order that they may run an activity, and to obtain the AALA licence number if appropriate. This will be passed on to the OEA via the EVC. Staff employed by any commercial provider must not be taken into account in calculating the group's staffing ratio. When using a commercial provider the group leader must pay heed to the smaller group sizes required for some of the planned activities. The staffing and planning must take into account how staff will be able to support the supervision of young people in smaller groups at different activities MAINLAND FIXTURES (Class A) Most sporting fixtures will present no higher risk of injury than in school matches and may therefore be classified A, or low risk. Due to the last minute nature, and number of fixtures, please use forms EV10(i) and EV10(ii) in Appendix 1 alternatively use on-line approval FAMILY MEMBERS A number of residential activities, particularly DofE expedition work, could not function easily without the leader's spouse accompanying the visit to provide appropriate adult gender balance. Many tour operators offer heavily discounted rates for the group leader's immediate family, including children. It must be clear, as part of the risk assessment, that the inclusion of family members could not give rise to a dilution of attention at critical moments. The inclusion of children of accompanying staff as part of the group requires particular attention; where the young people are significantly older, the planned activities may present a risk to younger children. Page 20 of 34

21 It is imperative for those involved in approval to know the total composition of the group travelling with the visit PLANNING VISITS Planning visits form an important role in the development of educational visits. They ensure that there is good prior knowledge of the places to be visited and that site-specific risk assessments are appropriately completed. The EVC/Headteacher must approve planning visits in advance. (See 'Group and Site-specific Risk Assessments' in Section 4 and HASPEV paragraphs for further guidance). Page 21 of 34

22 Support and Approval for Educational Visits: Outline Proposals: Objectives / activities / Staffing/providers For overseas expeditions and complex ventures please refer to Appendix 5 Initial approval by EVC/Headteacher Determine Class (See on-line guide) CLASS A Low Risk Class B Medium Risk CLASS C High Risk EVC/Headteacher Approval only Before booking any adventurous activity guidance should be sought from the OEA with regard to expertise / qualification of instructors (including school staff) and /or Centre to be used. Centre/Instructor not known (to be approved) Centre/Instructor known and approved Send provider Questionnaire EV5 to check facilities / licence if appropriate DO NOT PROCEED if appropriate licence is not in place OK Complete and return Approval Form (see EVC) for Headteacher s signature. This will then be sent to the OEA with appropriate documentation. Must be sent at least 10 working days prior to trip Initial Approval: Some fundamental judgements have to be made by the Headteacher/Youth Worker in Charge, other CHYPS manager, to ensure that the proposed plans have addressed the key issues for educational visits and that the ethos and practice of the School/Youth Service is reflected. [HASPEV Paragraphs 19-23] Page 22 of 34

23 4. Risk Assessment and Management Risk assessment for educational visits is simply the careful examination of what could cause harm during the visit and judging whether enough precautions have been taken or whether more should be done. The aim is to minimise the chances of anyone getting hurt (physically or emotionally) or becoming ill. Management of risk is the procedure that results from a risk assessment. There are various people who must be made aware of the risks and how they are to be managed. It is essential all involved in the visit - young people, staff, instructors and parents - are fully aware of the risks and how they are to be managed. To assist in risk management and aid communication, staff should carry a mobile phone which operates in the area of the visit. It is, however, recognised that in some remote parts of the UK and abroad there is no satellite coverage, these instances should be reflected in the risk assessment. Further guidance on risk assessments can be found in Appendix 3, this also includes the risk assessment pro-forma, and in Standards for LAs. 4.1 RISK ASSESSMENT Risk assessment is principally about professional judgement, which is the ability to make sensible decisions based on experience and training. For more significant hazards, the law requires that assessments must be recorded and reviewed. A written record must show that:- A proper check has been made. All significant hazards have been dealt with, taking account of all the people who will be involved. The precautions are reasonable and the remaining risk is low. Staffing ratios should be appropriate to the age, ability, maturity, size of the group and the activity undertaken. The LA does not give guidance for staffing ratios - the DfES gives a general guide in paragraph 70 of HASPEV. Generic Risk Assessments: These assessments will apply to an activity wherever and whenever it takes place. It would be overburdening to require written risk assessments each time a minibus is used to transport a group. The generic risk assessment would need to be adapted to form a procedure that takes account of the different ages, abilities, maturity and behaviour of the group. The LA proposes to establish a bank of generic written risk assessments on Eduwight which group leaders should review in relation to each visit. It is hoped that experiences will be shared so that new risk assessments can be added and existing ones updated. Group and Site-specific Risk Assessments: A visit to the planned venue may reveal other aspects that are a potential cause of harm or injury to the group. There is no real substitute for assessing the on-site risks than by the person who knows the composition and nature of the group. Page 23 of 34

24 Schools and youth groups should have very clear procedures regarding the consumption of alcohol, use of tobacco and sexual behaviour, and take account of the culture of others. Although 'first hand' information can be gained from other people who have visited a site, this is a 'second best' option. The greater the potential risks of the location and the activity, then the weaker this option becomes. For self catering visits, see page 12. On-going Risk Assessments: These judgements are made during the visit, and adjustments should be made because of the unexpected circumstances, such as changes in the weather, or to 'fine tune' or improve the current plan. Allocating young people and staff to rooms at the point of arrival and identifying staff supervision rotas on a residential visit should not form part of the ongoing risk assessment, but rather be part of the group and site-specific assessments completed well before departure. 4.2 RISK MANAGEMENT This is a crucial outcome of risk assessment - the procedure that needs to be known to minimise the risk. It is important to identify who needs to know how the risk is to be managed for it to be fully effective. Parents - need to agree to their sons/daughters taking part in the programme. They must be told of all the activities in which they will be involved, how significant aspects of safety will be managed and the levels of acceptable risk that their sons/daughters will be expected to manage themselves. HASPEV Para Medical Consent - This should form part of the parental consent form. Parents should be asked to agree to the pupil's receiving emergency treatments, including anaesthetic or blood transfusion, as considered necessary by the medical authorities. If parents do not agree on this, head teachers may decide to withdraw the child from the visit - given the additional responsibility this would entail for the group leader. EVCs may wish to seek further advice from the relevant LA Officer. The staff team - need to know their specific roles, duties and responsibilities in general and for specific groups at given times. They need to know when and to whom responsibility is passed for specific activities where higher levels of technical expertise are required. The participants - need to be involved as appropriate in the risk assessment process so that they can take responsibility for their own safety and welfare, and that of others. [Standards for LAs - Annexe A] The LA - needs to know that risks have been assessed and the leaders have the training, qualifications and experience to manage them completely. 4.3 PLANNING EDUCATIONAL VISITS [HASPEV, Page 12] It is the responsibility of the group leader to ensure that a visit is well managed. The better the planning - the more effective and enjoyable the visit. A checklist that you may wish to use in your planning can be found in Appendix 2. The following section provides a system that will help the group leader to plan visits and ensure that:- All significant risks are considered, assessed and managed. Page 24 of 34