MANCHESTER HEALTH ACADEMY

Transcription

1 MANCHESTER HEALTH ACADEMY Off-Site Activities and Educational Visits POLICY 2016 Off Site Activities and Educational Visits Policy Page 1

2 Version..: Month/year approved Off-Site Activities and Educational Visits POLICY Approval History Approved By: Date of Approval Version Approved Comments Revision History Revision Date Previous Revision Date Rev Summary of Changes Changes Marked Owner/Editor 2016 Off Site Activities and Educational Visits Policy Page 2

3 Off-Site Activities and Educational Visits POLICY Contents 1. Purpose 2. Scope 3. Responsibility 4. Our approach Appendix A Trips and Event Form Appendix B - MHA Trips and Visits Guidance Information Appendix C - FINANCE PROCEDURES FOR TRIPS/VISITS Appendix D - Trips and Visits Pupils Out Of School Form Appendix E - Generic Risk Assessment Form for School Use Appendix F - MCC Risk Assessment EV2 Form Appendix G - Trips and Visits checklist Appendix H - MCC Service Level Agreement Appendix I - MCC Educational Visits Policy 2012 Appendix J - Emergency Procedures Appendix K - Handbook for Group Leaders 2016 Off Site Activities and Educational Visits Policy Page 3

4 Purpose The Academy provides many opportunities to enrich the curriculum for students through offsite activities and educational visits. These include; work experience, visits abroad, work in the community, outdoor and adventurous activities and day trips. The value of off-site activities and educational visits is well recognised by the Governing body and fully supported within the Academy. Safety is recognised as crucial and careful planning and adherence to statutory procedures is required. Off-site activities and educational visits must be well managed and responsibilities recognised. This document outlines the specific policies and procedures for the Academy. It supplements and follows the guidance, regulations and advice contained within the following significant publications: Manchester City Council Schools Guidance The Health and Safety Executive, in conjunction with the DfE Health and Safety : Responsibilities and Powers statutory document (2001) The DfE reviewed their 1998 document Health and Safety of Pupils on Educational Visits and produced their supplementary guidance in August 2002: Part 1 Standards for LAs in Overseeing Educational Visits Part 2 Standards for Adventure Part 3 A Handbook for Group Leaders. Scope This policy covers all aspects of Off-site Activities and Educational Visits and Manchester Health Academy works in partnership with Manchester City Council to ensure an external organisation approves each visit, when appropriate. The policy will be reviewed every two years by the Senior Leadership Team. Responsibility The Governing Body will: ensure that arrangements are in place and the City Council regulations and guidance are being translated into working systems ensure that the Governing Body has its own systems in place to support this process: a named governor rather than a group; a signatory for the approval system; dedicated discussion and review time at meetings have the ability to act on behalf of the parents to ascertain if the specific event arrangements and risk assessments are in place and appropriate Off Site Activities and Educational Visits Policy Page 4

5 All off-site activities and educational visits that are residential, hazardous or overseas will need the approval of the Governing Body and the Application for the Approval of Residential, Hazardous And Overseas Educational Visits by Academy Director, Governing Body and Manchester City Council form signed by a nominated governor (see Appendix A - Trips and Events Form.) 2016 Off Site Activities and Educational Visits Policy Page 5

6 The Academy Principal will: ensure that the management of visits and ventures meets the regulations and guidance offered by the City Council, DfE and others, as well as conforming to the academy s own health and safety policy ensure that the Governing Body are kept appropriately informed and accreditation or verification of providers has been checked ensure that arrangements are in place for the educational objectives of a visit to be inclusive and that issues identified in exploratory visits have been satisfactorily resolved within the risk assessment. All off-site activities and educational visits will need the approval of the Academy Principal and either the Application For The Approval Of Residential, Hazardous And Overseas Educational Visits by; Academy Principal or Vice Principal, Governing Body and Manchester City Council form, see Appendix A Trips and Events Form and Appendix F - EV2 Form The Educational Visits Co-ordinator (EVC) will: liaise with the MCC Health And Safety Adviser where appropriate be involved in educational visit management in order to ensure that the City Council s guidance and regulations are followed and to confirm that adequate risk assessments have been carried out to be able to confirm that the leadership of the visit is appropriate and to check staff qualifications, this to include accompanying staff and volunteers to organise the Inset training of leaders and volunteers, and organise thorough induction of staff and volunteers new to the visit ensure that procedures for Disclosure and Barring Services (DBS) are in place as necessary to ensure that liaison with parents and obtaining consent are effective ensure that the establishment has robust emergency procedures in place and knows how to liaise with the City Council team should an emergency occur ensure that the establishment complies with the MHA s requirements for reporting incidents and accidents (including near misses ) support the Principal in the management of and evaluation of educational visits: use and apply suitable record keeping practices for both children and young people and leaders off-site learn from previous experience, recording successful practice and contacts, and be able to use them and move on, in particular where staff personnel change 2016 Off Site Activities and Educational Visits Policy Page 6

7 monitor and review what is going on, establishing a clear picture of current practice. Be able to both report on successes and set targets for improvement. Be ready to intervene where practice is incorrect or unsatisfactory and report annually to the governing body. The Group Leader will: be approved to carry out the visit and suitably competent and knowledgeable about the Academy s policies and procedures plan and prepare for the visit and assess the risks with the EVC define the roles and responsibilities of other staff and pupils and ensure effective supervision of what they do obtain the Academy Principal s approval for the visit have enough information on the pupils taking part in order to risk assess their suitability for the visit or specific activity consider stopping the visit if the risk to the health and safety of the pupils is unacceptable and have in place procedures for such an eventuality ensure the leaders have details and documented on the Appendix F - EV2 Form, for two emergency contacts of senior Academy staff ensure the leaders and others have details of the pupil s special educational or medical needs which will be necessary for them to carry out their tasks effectively Parents must: provide the EVC with emergency contact number(s) sign the consent form give the EVC information about their child s emotional, physiological and physical health which might be relevant to the visit agree the arrangements for sending a pupil home early and who will meet the cost Staff must: Act in accordance with the MHA Health and Safety policy Complete all documentation associated with any trip or visit, giving details of the trip to the EVC and two emergency contact numbers, where appropriate 2016 Off Site Activities and Educational Visits Policy Page 7

8 Act in logo parentis and in accordance with MHA s staff handbook to the highest possible standards The pupils/students must: not take any unnecessary risks follow the instructions of the leader and other supervisors including those at the venue of the visit dress and behave appropriately and responsibly if abroad, be sensitive to local codes and customs look out for anything that might hurt or threaten himself or herself or anyone in the group and inform the group leader or supervisor Our Approach Manchester Health Academy will ensure that staff follow the correct procedures enabling good practice. To comply with the necessary regulations it is expected that: All group leaders will familiarise themselves with the published guidance and attend training when appropriate which is available through the MCC Health and Safety Adviser. The EVC should be involved in discussing plans for any off-site activity at an early stage. All offsite visits need to be planned including local and routine visits e.g. to businesses or for games matches. No non-returnable financial commitment should be agreed until all relevant approvals have been gained. The approved centre list should be consulted and if the provider for a hazardous activity is not listed, the Outdoor Education Adviser should be contacted. Parental consent needs to be obtained and copies of the medical/dietary requirements and emergency contacts details should be taken on the visit by the group leader. A copy will need to be held by the emergency contact person for residential visits. See Appendix D Trips and Visits Pupils Out of School Form.. An internal approval form (trips form) will need to be completed when the visit is nonresidential, non-hazardous and in the UK and checked by the EVC - Appendix A. An Application for the Approval of Residential, Hazardous and Overseas Educational Visits by the Academy Principal, Governing Body and the City Council form will need to be completed when the visit is residential, and/or hazardous and/or overseas. It will need to be checked by the EVC, signed by the Academy Principal and a representative of the Governing Body and then sent in to the MCC Health and Safety Adviser at least four weeks before the visit. See Appendix F. Off-site Visit Risk Assessment forms should be completed for all aspects of the visit e.g. the journey, activities and down time if a residential. (See Appendices E and F Ev2 and MCC Generic RA) 2016 Off Site Activities and Educational Visits Policy Page 8

9 External providers may have their own risk assessments that will need to be seen by the group leader and if necessary the group leader can refer to Academy s example risk assessments. A pre-visit is essential to support the risk assessment process and should be carried out whenever possible. If volunteers are being used for the visit, they will need to be fully briefed and a DBS check must be carried out if they are used regularly and if the visit is residential. Parents will be informed of the type of transport used. When private cars are used, various checks will need to be carried out and guidance provided to volunteer drivers. When coaches and minibuses are used the leaders should ensure the pupils are wearing seat belts. A current MHA internal mini-bus criterion must be satisfied to enable staff to drive the school minibus. If the visit is mainly within academy hours or for the curriculum, a voluntary contribution may be requested. Other visits may be charged for. School Journey Insurance may need to be arranged depending on the nature of the visit e.g. if deposits are paid, the pupils are taking belongings and the visit is abroad. Parents should be informed of the insurance arrangements. The supervision ratios need to meet the requirements summarised in the table below though these are minimum ratios and the group leader must consider the pupils involved, the type of activities, the site and the experience and competency of the supervising adults (see table below). Activity Qualifications / Staffing Ratios (Minimum) Notes Local visits in the local area, close to support at the base An experienced group leader Other qualified leader(s) (numbers as required) 1 adult for every pupils in academy year 7 onwards A minimum of one qualified leader is needed for every group or class. They can then be supported by other qualified leaders or responsible adults. Other responsible adult(s) in support Leaders should reflect the gender of the group. A minimum of two leaders required, unless in exceptional circumstances 2016 Off Site Activities and Educational Visits Policy Page 9

10 Day visits more than 60 miles or one hour from base An experienced group leader Other qualified leader(s) (numbers as required) 1 adult for every pupils in the Academy (year 7 onwards) As above Other responsible adult(s) in support A minimum of two leaders required Residential visit, UK or abroad, and visits abroad An experienced group leader Other qualified leader(s) (numbers as required) 1 adult for every 10 pupils in the Academy (year 7 onwards) As above, however it is recommended that the ratio of qualified leader to responsible adult support is low, at 1:1 or 1:2. Leaders should reflect the gender of the group. Other responsible adult(s) in support A minimum of two leaders required These ratios do not include the centre/ residential base staff Table: Supervision ratios and qualifications guidance for non-hazardous ventures The leaders need to know that in an emergency they should: Ensure the pupils are safe Contact their emergency contact person and give them the details Follow the procedures to be followed in the event of a serious accident/incident or fatality. (See Appendix J) On off-site visits there must be a trained first-aider where no first aiders are provided at the place of visit and a first-aid kit carried. All the planning of the visit must be supported by the use of the checklist. (See Appendices A and B) When students are attending external training providers/off-site organisations, the following must be in place: A partnership agreement between Manchester Health Academy and the external training providers/off-site organisations following the appropriate MHA financial procedures. A risk assessment for the students journeys to and from the provider/off-site organisation 2016 Off Site Activities and Educational Visits Policy Page 10

11 Sleeping arrangements Wherever possible, there should be separate male and female sleeping/bathroom facilities for children and staff. If this is not possible, a rota system must be implemented. Wherever possible, staff should supervise the children at night (and remain in gender specific rooms). A rota should be devised to enable the maximum supervision possible. The on call person should not retire until the children have been settled for one hour. Individual/group needs must be taken into consideration at night e.g. a child may prefer not to sleep in a dormitory setting. Are there any child protection issues? Sleeping arrangements must reflect the fact that staff have considered the individual needs of and associated risks to children on the activity. Sleeping arrangements must be detailed in the plan and approved by the Centre Manager. Security arrangements must be implemented at night. Wherever possible, a child should be prevented from absconding. Staff should not consume alcohol when accompanying students on a school trip Off Site Activities and Educational Visits Policy Page 11

12 Off-Site Activities and Educational Visits POLICY Appendix A Trips and Event Form 2016 Off Site Activities and Educational Visits Policy Page 12

13 Appendix A Trips and Events Form Visits Procedure Safeguarding for young people and staff, whilst on a School trip or visit, is of paramount importance. It is essential to put in place robust and rigorous Risk Assessments which minimise the potential of accidents and misadventure. This protects the School, the Principal, the Trip Leader, Teaching Staff and Students. Brief Overview 1. Submit Off-site Visits Form to EVC for category 1 & 2 trips a minimum of 2 weeks (when and where appropriate) prior to the date of the proposed trip, so that it may be checked for viability and against diary entries. If it is a category 3 or 4 trip make an appointment to see the Principal. Paperwork needs to be submitted at least 2 months in advance for category 3; 3 months for a UK residential and 6 months in advance for an overseas visit (when and where appropriate) 2. The trip is approved, or not, by the Principal & EVC, the form is signed and returned to the applicant. Should the trip be approved the date is then put into the school calendar via Vice Principal and MIS Manager. Reasons for any refusal will be communicated. 3. The Trip Leader completes the MCC Generic Risk Assessment for category trips 1 & 2 and the MCC Generic Risk Assessment, together with a EV2 form for trips 3 & 4 and returns this to Educational Visits Co-Ordinator (EVC) at least one week (when and where appropriate) prior to the date of the trip for category 1 and category 2 trips. The Risk Assessment is verified by EVC and then by Principal. Form D (parental approval) for all students should be attached to the completed Risk Assessment. Should any amendments be required the form will be returned and should be re-submitted within 24 hours (when and where appropriate) 4. All documents should be fully re-submitted to the standard 48 hours (when and where appropriate) in advance of the trip or the trip cannot go ahead. (There will be no exceptions.) Coaches, bookings and venues will be cancelled centrally by Strategic Director of Finance and Corporate Services should this deadline not be met. 5. Short notice sports fixtures, which work to external requirements, will be considered on an individual basis. Staff should make an urgent appointment to discuss this with the Principal or a Vice Principal in his absence. 6. All in-school events which involve out of hours use of buildings, require Risk Assessments e.g. Parents Evening, Concerts etc. 7. A minimum of two staff (one of whom must be a teacher) are required to accompany each trip, these staff must be appropriately gender balanced. The Risk Assessment should be shared with all staff and students on the visit. There must be two members of staff as a minimum on any single vehicle transporting students. 8. A programme of Professional Development will be put in place for all trip organisers. This will be mandatory for category 3 & 4 trip organisers Please see EVC 9. All forms are available from the shared drive. 10. Any concerns, issues / advice required please consult Principal, EVC or Vice Principal at the earliest opportunity to avoid any snags in the timeline which could result in request refusal Off Site Activities and Educational Visits Policy Page 13

14 Trips, visits and contextualised learning are crucial to a broad and engaging curriculum. They also provide social opportunities for students and can be vital to their emotional development. However they must adhere to strict guidelines to ensure safety for all participants and minimise risk. As an academy and as individuals it is essential 2016 Off Site Activities and Educational Visits Policy Page 14

15 that liabilities are managed to the highest possible standards. Categories detailed below Category of Visits Types of Activities Group 1 MCC Generic Risk Assessment Form Day visits in local areas timetabled visits e.g. swimming pools, local parks visits to local establishments e.g. combined work and sports local surveys Group 2 - MCC Generic Risk Assessment Form Day visits in Greater Manchester from the establishment journeys distinguished by an added difficulty an emergency would make e.g. visits to theatres / concerts and to museums Group 3 - MCC Generic Risk Assessment Form & MCC EV2 Form Group 4 - MCC Generic Risk Assessment Form & MCC EV2 Form All visits / journeys involving potentially hazardous / adventurous activities/outside Greater Manchester visits for field studies involving water or within close proximity to open water visits involving adventurous activity e.g. canoeing, climbing, skiing visits to theme / adventure parks e.g. Gulliver s world, Alton Towers visits to farms, zoo or safari parks Residential visits within and outside the UK visits to residential centres e.g. Kingswood visits abroad: historical study / language / sports activities visits entirely organised by the establishment e.g. using youth hostel / hotel as a base for activities visits involving exchanges 2016 Off Site Activities and Educational Visits Policy Page 15

16 This form should be completed for all trips Proposed Trip: FORM A Venue: Times: Category of trip (please indicate) Proposed Date: Proposed names of staff attending: Curriculum Area/Tutor Group: Cover required: Cost implications: How much: From Budget: Line manager: Education merit approval: signature Date: Trip Leader: Signed: Date: Approved (please indicate): Yes No 1. Form to DMM for diary approval: DMM signature Date: 2. Principal initial approval of trip: DO signature Date: 3. Put on school calendar: KW signature Date: If not approved, please give reason: 2016 Off Site Activities and Educational Visits Policy Page 16

17 Off-site Visits Application for Provisional Approval FORM B 1. Name of School 2. Visit Reference Number: Office use only (Please quote in all future correspondence) 3. Dates of Visit: 3.1 Departure: Day: Month: Year: Return: (if residential) Day: Month: Year: Departure Time: am pm 3.4 Latest Return Time: am pm 4. Visit Leader: 4.1 Please indicate leader status: 4.2 Deputy Leader: 5. Purpose of Visit: Teacher Trained visit Leader 6. Category of Visit: Group 2 Group 3# (see below/visits PROCEDURE JAN 15MHA) Group 4# (see below/visits PROCEDURE JAN 15MHA) # This form must be sent to the LA for a Group 3 visit at the planning stage and at the very least 2 months in advance. For a Group 4 residential activity at least 6 months in advance if abroad and 3 months if within the UK. 7. Venue of the Visit: 7.1 Address: 7.2 Additional Sheets attached: 8. Activities to be undertaken: Postcode Telephone (e.g. Map - Please quote Visit Leader and Date on any attachments) 9. Means of Transport: Coach* Plane* On Foot 9.1 *Name of Transport Company Minibus* Ferry* Staff Car Train Taxi* Parents Car Telephone 2016 Off Site Activities and Educational Visits Policy Page 17

18 10. Number of Pupils on the Visit: Year Group Male Female Intended Staff to Pupil Ratio 7,8,9 10,11 12,13 Other 11. Number of Staff on the visit: Teachers / Trained Visit Leader Male Female Other Employed Staff Other ults 12. Are you working in partnership with a provider: Yes Local Authority (complete section 12.1) Yes - Private (complete sections 12.1 and 12.2) No external provider being used 12.1 Name of Provider: 12.2 Address: (If different from section 7) Postcode Telephone Number AALS Licence Ref No. (if applicable) 13. Insurance Arrangements Name of company: Address: Signatures Visit Leader: Education Visit Co-ordinator (for Group 2 visits only) Principal (for Group 3 & 4 visits only) I am satisfied that this visit meets the needs of this group and that the staff are competent to undertake this visit. Date: Date: Date: To be completed by the Local Authority Officer for Group 3 and 4 Visits EV2 Approval The Local Authority gives provisional approval for this visit: Yes No Further action required for provisional approval: Date of Provisional Approval: Signed: Off Site Visits Monitoring Form 2016 Off Site Activities and Educational Visits Policy Page 18

19 FORM C Name of School Visit reference No: Please complete the relevant Sections: Purpose of Visit: Date of Visit: / / (dd/mm/yyyy) Section A For ALL Visits: 1 The guidance provided in sections the Off Site Visits Guidelines has been followed: 2 The visit is fully inclusive to all young people: 3 All staff are fully aware of their roles and responsibilities on this visit: 4 All staff are fully conversant with the visit Emergency Procedures and a summary of these will be carried on the visit: 5 A full risk assessment has been undertaken for all aspects of the visit and all staff involved are aware of its content: 6 Parents have been informed of this visit and given consent in principle(group 1 Visit) or Specifically (Groups 2 4 Visit) 7 Parents have been requested to disclose medical information relating to the pupils that could aid in their care whilst engaging in the visit and the details of which have been considered in the risk management of the visits and will be available to key staff prior to departure: 8 The Staff to Pupil ratio meets with current guidance: 9 The Visit Leader has briefed all staff and Volunteers involved fully as to their respective roles and is confident in their competence to conduct them: 10 Appropriate First Aid provision is available during the visit: 11 Please tick one of the following two options: (i) A preliminary visit has been made to the venue: (ii) The Visit Leader feels that a preliminary visit is not necessary as it would not improve their ability to offer the participants protection from undue risk: 12 If travelling by coach pupils will wear seat belts at all times when the coach is in motion. 13 Where External Providers services have been engaged they have completed an External Providers questionnaire or are named on the LA list of pre checked external providers 14 Where appropriate the staff have access to local weather forecast information and are able to take action on it accordingly: 15 Where specialist equipment (e.g. Waterproofs or Boots) are required to safe guard participants the Visit Leader has ensured it is available and meets with any relevant standards: 2016 Off Site Activities and Educational Visits Policy Page 19

20 Section B Group 3 and 4 Visits 16 If any part of the visit involves participants being at or near water the advice contained in Group Safety at the Water Margins has been made available to supervising staff prior to the visit and any appropriate action taken in managing these risks: 17 The Governing Body are fully informed of the aims and objectives of this visit and the activities involved: 18 Parents have been made aware of the insurance arrangements provided to meet the needs of the visit: Section C For Group 4 Visits: 19 Parents have signed a medical consent form for each young person on the visit: 20 All Staff and Volunteers supervising on the residential have been vetted through the CRB: 21 Appropriate measures have been taken to ensure the suitability of the accommodation: Visit Leader Signature: Educational Visit Coordinator Signature (for Group 1 & 2 visits only) Principal (for Group 3 & 4 visits only) Date: Date: Date: 2016 Off Site Activities and Educational Visits Policy Page 20

21 OFF-SITE VISITS PARENTAL APPROVAL PRO-FORMA FORM D This Form is to be returned by (date): School: Course or Activity: Date of Course/Activity: Surname: Forename(s): Date of Birth: Student Details Medical Information Does your son/daughter suffer from any illness or physical disability? If so please describe: Please indicate Yes / No If medical treatment is required, please describe: To the best of your knowledge has she/he been in contact with any contagious or infectious disease during the past four weeks: If so, please give brief details: Is he/she allergic to any medication? If so, please give brief details: Has your son/daughter received a tetanus injection in the last 5 years? Please indicate any special dietary requirements due to medical, religious or moral reasons. Yes / No Yes / No Yes / No 2016 Off Site Activities and Educational Visits Policy Page 21

22 Parental Declaration I give permission for my daughter/son (insert name) to take part in the above activity as described, including all organised activities I undertake to inform the visit organiser or the Headteacher as soon as possible of any relevant change in medical circumstances occurring before the journey. I hereby authorised any accompanying member of staff of the school to give consent to such medical treatment as is considered necessary for my child by a qualified medical practitioner during the visit. I understand the extent and limitations of the insurance cover provided. Name: Address: Contact Information Home Telephone No. Work Telephone No. Mobile Telephone No. Name: Address: Emergency contact address if different from that above Tel No. Mob No. Name of Family Doctor Telephone Nos. Address: Signed Parent/Guardian 2016 Off Site Activities and Educational Visits Policy Page 22

23 Off-Site Activities and Educational Visits POLICY Appendix B MHA Trips and Visits Guidance Information 2016 Off Site Activities and Educational Visits Policy Page 23

24 MHA Trips and Visits Guidance Information 2016 Off Site Activities and Educational Visits Policy Page 24

25 PLANNING A VISIT- quick checklist This page charts the likely stages of planning a visit: Outline proposal to EVC/Principal, seeking approval in principle. Submit form A and B. Proposals should include: Visit s objectives Likely date, duration, venue Pupil group, staffing Resources, estimates of the cost Which budget will the trip come from? (Proposals for longer visits may need to be made before the start of the relevant academic year. Planning- Read through FORM F Guidance Information below Contact venue. Is it suitable for the group? What are the transport options? Who would lead the group and who would help to supervise it? Who would pay for the visit? Risk assessment, exploratory visit. Submit completed forms C,D, to Vice Principal/ Principal & Risk Assessment/EV2 to EVC Group 1: Day visit Group 2: Day visit Parental approval specifically obtain for activities. Consent forms to be returned to student desk /medical information to be retained by staff Verbal consent to be conveyed to student desk/reception Brief students and staff Go on visit, monitoring the risks at all times- take RA with you Group 3 / 4 Visits Adventurous / Hazardous Activities residential home / abroad Submit forms to Local Authority Obtain approval for the visit and parental consent for visit. Final preparation. Information to and from parents. Briefing meeting for students / parents. Consent forms to student desk/medical information to be retained by staff Evaluate Go on visit, monitoring the risks at all times. Take RA with you. Brief all staff Off Site Activities and Educational Visits Policy Page 25

26 Form F Supplementary/Guidance Information If the following information is not included in the accompanying RA or is not provided in the detail specified within this document then it must be added below where applicable. Use this document as a guide to check that all bases have been covered. Preparation before the visit: please state the tasks carried out in preparation for the visit including: o What letters are to be sent out? o What meetings are to be held? o What information will be communicated to parents and learners? o What are the expectations of the learners on the trip? o Who will be the school contact while the trip is away? o What budget is the trip coming from? Group: please provide details of who is going on the trip o Number/age o Staffing ratios o SEN requirements o Medical information for named students Activity arrangement: please provide a break down, by day, of the activities occurring during the day this should include: Details of tasks specific to staff such as head counts, briefings etc. Expected departure and arrival times Details of how general tasks will be managed e.g. travel, movement of pupils, meals Details of specific activities provided by a provider. The RA associated with these activities must accompany the trip RA. How groups will be staffed/supervised within the various activities You should consider if the activities are suitable for the age group and size, whether the students will work in small groups or as a whole group, who will supervise what and will venue staff be involved in the supervision. Staff competency/training: please state the competency and required training needed by each member of staff attending the trip Transport: the following information must be provided: o Details of what transport is to be used o List of all instructions required to keep learners and staff safe whilst travelling on the various forms of transport o List of all appropriate checks with regard to transport and its provider e.g insurance documents o Names and contact details of all transport providers o What supervision will be given on each form of transport o How comfort breaks will be handled You should consider whether the transport provider has been used before and in the case of coaches/minibuses are they fitted with have seat belts. Equipment: please state what the equipment including clothing is required. You should include the following: o What checks need to be done to the equipment ahead of the trip? o Does any of the equipment require servicing? o Who will be responsible for looking after and checking the equipment during the trip? 2016 Off Site Activities and Educational Visits Policy Page 26

27 o o o Do you need one or more school mobile phones if so what are the numbers. Do you have chargers? Are the phones active for the location you are visiting? Do you have adaptors for the country being visited? How many first aid kits are you taking and have they all been checked for correct and in date contents? What type of clothing is required for the trip? is any of it specialist in nature? Weather: if the trip could be affected by weather please state the alternative plan that would be implemented. For example: o on a camping trip if the weather caused and activity to t be cancelled what would take its place? o if abroad and flights could be affected by e.g. snow/fog delays how would a short and a long term delay be managed? Environment/venue: what type of environment is the trip taking place in. You should consider: o Does it have appropriate facilities e.g. toilets? o Are there specific hazards associated with the environment eg. Traffic? o Is it necessary to pre-visit the venue to assess it for risks/hazards? o What H & S /fire procedures are already in place in the environment/venue? Accident/emergency/delay: please state in a step by step, what the procedure is for dealing with each possible individual accident or emergency. o Include who is responsible for each step o Where authorities or bodies need to be contacted give the relevant contact details o State what the first aid/emergency procedures at the location/venue you are visiting are o Emergencies to consider include sick or injured student or member of staff, lost child, lost or stolen, money, possessions and documentation You also need to consider what would need to happen if a trip were to be either cancelled or delayed, how and who you would need to contact. In the case of delay consider whether additional accommodation would be required, are there alternative routes home, how will any unplanned expenditure be covered etc. Documentation: please state the following o What documentation you will be taking on the trip? o Who is responsible for holding this information? o How the ownership of the documents will be communicated to all staff? o Who holds copies of this information within school? Additional information: please include below any relevant additional information o o Please ensure that all consent forms are returned to student desk to ensure that all relevant medical information is recorded and maintained on the spreadsheet maintained by student desk The trip leader should ensure that all relevant medical information is with them at all times throughout the course of the trip 2016 Off Site Activities and Educational Visits Policy Page 27

28 Off-Site Activities and Educational Visits POLICY Appendix C Finance Procedures for Trips/Visits 2016 Off Site Activities and Educational Visits Policy Page 28

29 FINANCE PROCEDURES FOR TRIPS/VISITS Payment If a trip requires payment an order requisition form should be completed by the trip organiser and passed to the Finance Officer. The form should detail venue name, date, amount and when payment needs to be made, e.g. on the day, before or after. Contributions from pupils Responsibility of Lead Teacher/Trip Organiser The lead teacher must prepare a record which details a list of students intending to go on the trip and the amount due. This record should be sent to Student Desk to ensure they collect the right money. Responsibility of Student Desk Student Desk will be responsible for the collection of ALL monies for trips. A receipt book will be allocated to each trip and a receipt must be issued for each payment. Student Desk will prepare and maintain a spread sheet which should detail: Name of Student Tutor/Year Group Amount Paid Receipt Number Date Passed to Finance This sheet, along with all monies collected, should be passed to Finance on a daily basis to ensure the monies are stored in a safe. A payment card can be issued if the payment can be made in instalments. A payment card is classed as a receipt of payment so a separate receipt is not necessary. If a payment card has been issued then no payment can be accepted without it. Due to the safe security of money on the Academy site no other person, other than Student Desk, should take receipt of any money. Float If a float is required for the trip the Finance Officer should be notified in advance, so preparations can be made. All receipts and change should be passed back to the Finance Officer as soon as possible after the trip as taken place Off Site Activities and Educational Visits Policy Page 29

30 Off-Site Activities and Educational Visits POLICY Appendix D Trips and Visits Pupils Out of School Form 2016 Off Site Activities and Educational Visits Policy Page 30

31 TRIPS AND VISITS PUPILS OUT OF SCHOOL FORM DATE OF TRIP AND DESTINATION: PLEASE COMPLETE AND SUBMIT WITH RISK ASSESSMENT FORM TIME OF TRIP: RETURN TIME: STAFF GOING OUT ON TRIP: CONTACT NAME/MOBILE NUMBER: STUDENT MEDICAL/SEN NEEDS CONTROL MEASURES 2016 Off Site Activities and Educational Visits Policy Page 31

32 Off-Site Activities and Educational Visits POLICY Appendix E Generic Risk Assessment Form for School Use 2016 Off Site Activities and Educational Visits Policy Page 32

33 APPROVED BY EDUCATIONAL VISITS CO-ORDINATOR NAME: Signature: Date: Generic Risk Assessment for School Use Title of Trip/Visit: Education Department 1. All Educational Visits Hazard Special needs of specific pupils medical, behavioural, educational Indirect/remote supervision (includes field work, souvenir shopping, theme parks, historic sites etc.) Leader s own children Persons at Risk Pupils Staff Pupils Pupils Other children Staff Control Measures Comments Action Tick if in Place 1. Obtain Information from parents 2. Take advice from SENCO if appropriate 3. Make necessary arrangements for individual pupils including individual risk assessment and additional staffing as necessary 1. Check location as suitable for this mode of supervision 2. Ensure pupils sufficiently briefed and competent (any individual pupils for whom indirect supervision not suitable must be directly supervised) (If staff (teachers or volunteers) families join group, pupil supervision most not be compromised) 1. Staff children are similar age to group and supervised with pupils or separate supervision arranged. Use recommended parental consent form Included in information to parents Consider before staffing agreed When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 33

34 1. All Educational Visits Generic Risk Assessment for School Use Education Department Hazard Exposure to weather cold, heat, strong wind, over exposure to sun, ice, snow Persons at Risk Pupils Staff Control Measures Comments Action Tick if in Place 1. Consider possible weather conditions and plan appropriate programme, clothing and equipment 2. Plan for pupils who may not bring suitable clothing check before departure and/or bring spares 3. Daily weather forecast obtained and plans adjusted accordingly Provide clear information re suitable clothing and equipment to pupils and parents Pupil lost or separated from group, inadequate supervision Illness or injury Pupils Pupils Staff 4. Ensure supervising staff are competent and understand their roles 5. Supervisory ratios are in line with LEA policy 6. Plan and use suitable group control measures (e.g. buddy system, large groups split into small groups each with named leader, coloured caps etc.) 7. Discuss itinerary and arrangements with pupils 8. Briefing to all on what to do if separate at arrival/departure points and when separating/reforming groups 1. At least one leader with each group first aid trained 2. Leaders know how to call the emergency services 3. Pupils ad parents reeve a reminder to bring individual medication which is securely kept 4. First aid and travel sickness equipment carried 5. Mobile phones carried if available 6. Emergency contacts arranged with school/headteacher and parents Plan supervision before visit and brief staff Check first aid certificates are current Check medication brought by pupils Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 34

35 Generic Risk Assessment for School Use Education Department 2. Local Visit on Foot Traffic Hazard Slips trips and falls Abuse by public Pupil lost or separated from group Persons at Risk Pupils Staff Pupils Staff Pupils Staff Pupils Control Measures Comments Action Tick if in Place 1. Avoid busy roads if possible 2. Supervision on pavements, roads and especially crossing of any fast roads at pre planned points 3. Pupils briefed re hazards and behaviour required 4. Group to walk on pavements 1. Pre-inspection of route 2. Consideration of wet and icy conditions 3. Appropriate footwear worn 1. Pupils to remain in small groups at all times 2. Competent supervision 1. Pupils to remain in small groups at all times 2. Supervision planned especially at key points 3. Frequent head counts 4. Emergency procedures for emergency e.g. lost pupil Planning of visit and preinspection of troute When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 35

36 3. Educational visit involving transport Coach Travel Generic Risk Assessment for School Use Education Department Hazard Traffic Accident Service station and other breaks in journey o Traffic o Being left behind or separated from group o Abuse by public o Slips trips and falls o Travel Sickness Persons at Risk Pupils Staff Pupils Control Measures Comments Action Tick if in Place 1. Ensure coach used meets LEA recommendations hire from accredited coach company 2. Coach to have seat belts fitted (1 per child) and staf to ensure that they are used 3. Appropriate level of supervision 4. Suitable embarkation points used (e.g. coach park, onto wide pavement) 5. Close supervision and head counts during any breaks in journey and getting on and off coach 1. Brief pupils re purpose and timings of stops 2. Pupils advised how and where to contact staff 3. Pupils instructed to remain in groups of twos or threes buddy system each responsible for a named other) 4. Reminders re moving traffic 5. Carful headcounts before departure 6. Pupils medical information available and parental consent for administration of medication Plan supervision before visit and brief staff and pupils When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 36

37 4. Educational visit involving transport Public Transport Generic Risk Assessment for School Use Education Department Hazard Buses, trams, trains, underground o Vehicle involved in traffic accident o Busy roads and traffic o Being left behind or separate from group o Slips trips and falls o Travel sickness Persons at Risk Pupils Staff Control Measures Comments Action Tick if in Place 1. Journey is planned and assessed key risk points identified 2. Careful supervision particularly in crowded areas and entry, exit and change points 3. Frequent head counts 4. Large groups divided into smaller groups each with leader(s) 5. Pupils know their group and leader 6. Emergency plan in place 7. Pupils briefed where they are going and what to do if separate from group 8. Reminders re moving traffic 9. Pupils medical information available and parental consent for administration of medication Planning Ferry crossing o As above plus drowning Pupils Staff 1. Close supervision on vehicle deck 2. Rules established and pupils briefed especially re open deck area (not permitted if dark or if sea rough) 3. Remain in twos or threes (buddy system - each responsible for named other) 4. Meeting point agreed throughout crossing and on docking (numbered stairway to coach deck) 5. Careful head count before disembarkation 6. Planned procedure for missing pupils e.g. member of staff to leave as foot passenger. Arrange procedures with staff and pupils Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 37

38 4. Educational visit involving transport Public Transport Generic Risk Assessment for School Use Education Department Hazard Air Travel o As above plus airport terminal Persons at Risk Pupils Staff Control Measures Comments Action Tick if in Place 1. Pre booking of seats to ensure group seated together When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 38

39 Generic Risk Assessment for School Use 5. Educational visit involving transport Minibus or Private Vehicles Education Department Minibus Hazard Traffic accident Travel sickness Private Vehicles Traffic accident Child abuse Travel Sickness Persons at Risk Pupils Staff Pupils Staff Control Measures Comments Action Tick if in Place 1. Ensure minibus driver has appropriate licence 2. Driver to be minimum age 21 with full driving licence held for at least 3 years 3. Driver makes appropriate checks before setting off 4. Driver ensures seatbelts are used 5. Luggage on roof securely fastened and does not exceed 100kg 6. Appropriate level of supervision 7. Suitable embarkation points used (e.g. coach park, onto wide pavement) 8. Close supe4rvision and head counts during an breaks in journey and getting on and off minibus 1. Driver confirms car is insured to carry pupils and has current MOT 2. Seatbelts worn at all times 3. Permission obtained from parents 4. CRB checks if appropriate When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 39

40 6. Residential Visit Accommodation Generic Risk Assessment for School Use Education Department Hazard Fire Child protection Domestic hazards Persons at Risk Pupils Staff Pupils Staff Pupils Staff Control Measures Comments Action Tick if in Place 1. Check accommodation meets national standards i.e. meets the fire officer s recommendations/or has a fire certificate 2. Visit site visual inspection of fire escapes, fire alarms, equipment, meeting point and procedures 1. School has exclusive use of sleeping accommodation 2. Staff accommodation adjacent and same floor as pupils 3. External doors and windows secure against intrusion 4. If pupil room have keys, staff have access to a master key 5. Pupils can easily contact staff throughout the night 6. Pupils are checked into rooms at lights out 1. Accommodation has tourist board rating/other external validation of standards 2. Visual inspection of balconies, stairways, electrical fittings, hazards n grounds or immediate surroundings 3. On arrival, staff and pupils to report any faulty items found in rooms Pre-visit check and/or check of information or assurance form reputable tour operator Check on arrival. Take up any issues, such as locked fire doors, with manager. Inform group re fire procedures on arrival Pre visit check and/or check of information/assurance from reputable tour operator Pre visit check and/or check of information/assurance from reputable tour operator Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 40

41 6. Residential Visit Accommodation Generic Risk Assessment for School Use Education Department Hygiene Hazard Persons at Risk Pupils Staff Control Measures Comments Action Tick if in Place 1. Tourist board rating/environmental health endorsement or similar 2. Visual inspection of washing facilities, lighting, heating, ventilation, catering Pre visit check and/or check of information/assurance from reputable tour operator Use LEA recommended Nigh time tendencies Pupils 1. Information gained from parents re pupils illnesses, sleepwalking etc. 2. Suitable supervision arranged to meet needs of pupils parental consent form Special Needs Pupils 1. Accommodation meets any special needs of anyone in the group Pre visit check as Staff necessary When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 41

42 7. Exchange Visits with a School Abroad Hazard Inappropriate programme arranged by foreign school high risk activities or insufficient supervision High risk activities during home stays Persons at Risk Pupils Staff Pupils Generic Risk Assessment for School Use Education Department Control Measures Comments Action Tick if in Place 1. Good understanding between both schools on standards required 2. Agree details programme from host school prior to departure 3. If programme involves swimming, adventure activities etc. check programme with LEA 4. Ensure supervision arrangements comply with those of school 1. Good understanding between schools re standards required 2. Pupils well matched with hosts 3. Parents and host family encouraged to make contact 4. Foreign school inform host families re their duty of care to under age guests 5. Briefings to pupils and parents re pupils responsibility to take sensible decisions 6. Agree rules re higher risk activities including evening free time, alcohol, relationships, swimming, cycling etc. 7. Pupils have telephone contact number (mobile no?) for accompanying teachers at all times Child abuse Pupils 1. Host school has adequate vetting procedure for host families (ask if CRB check is available) 2. Pupils have telephone contact with accompanying teachers at all times Early face to face planning with host school essential Check information host schools provides to their parents Information to pupils and parents parents informed and agree to participation in higher risk activities such as cycling, riding, mountaineering etc. if these are arranged by host family Remind parents that children are not in direct supervision of teachers Check adequate procedures followed; make level of checks clear to parents Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 42

43 7. Exchange Visits with a School Abroad Generic Risk Assessment for School Use Education Department Hazard Persons at Risk Control Measures Comments Action Tick if in Place Road traffic accident Pupils Staff 1. Train everyone re right hand traffic 2. Explain host country s traffic systems, pedestrian crossings etc. Plan training When all of the above conditions are in place the activity is considered low risk. If not in place then a further assessment must be carried out to determine the level of risk. This is a generic risk assessment for school use which identifies the common hazards and risk associated with this type of activity. Before undertaking the activity, Group Leaders must also make an assessment of any special risks which are specific to their particular visit, venue or pupils. Assessment Carried Out By: Signed: Date: 2016 Off Site Activities and Educational Visits Policy Page 43

44 Off-Site Activities and Educational Visits POLICY Appendix F MCC Risk Assessment EV2 Form 2016 Off Site Activities and Educational Visits Policy Page 44

45 DETAILED PLANNING APPROVAL FORM EV2 (Information in addition to EV1, including any changes to the original outline plan) Establishment / Service Name:- Visit Itinerary Places to be visited: Date of Departure:- Date of Return:- Time of Departure:- Time of Return:- Group Information YOUNG PERSONS Age Range Number of Young Persons Number of Girls Number of Boys ADULT STAFF SUPERVISION Number of Staff Number of Male Staff Number of Female Staff Number of Other Adults Number of Other Male Adults Number of Other Female Adults Names, relevant experience, qualifications, specific responsibilities of staff with the group Group Leader: Off Site Activities and Educational Visits Policy Page 45

46 Names, relevant experience, qualifications, specific responsibilities of other adults within the group Names of pupils with special educational or medical needs Travel Insurance Arrangements for all members of group, including voluntary helpers (attach a copy of quote cover provided) Insurance Cover Policy Number Transport Arrangements Mode of Transport to be used on each leg of the visit Organising Agent Company Name: Address: Telephone Number: Are they on the Local Authority s (LA) Select List of Approved Providers? YES NO 2016 Off Site Activities and Educational Visits Policy Page 46

47 Residential Accommodation For each accommodation to be used during the visit Accommodation Name: Address: Telephone Number: Dates Resident (from-to) Are they on the Local Authority s (LA) Select List of Approved Providers? YES NO Details of the programme of activities (include associated planning, organisation and staffing) Existing knowledge or experience of places to be visited and whether an exploratory visit is intended Two Emergency contacts at school / within the service: Name: Home Telephone Number: Mobile Number: Name: Home Telephone Number: Mobile Number: 2016 Off Site Activities and Educational Visits Policy Page 47

48 Attached are copies of the risk assessments for the planned visit. I will obtain adequate travel insurance to cover all members of the Group. I will obtain parental consent and medical forms indicating that all parents have received the letter and given their approval for their child to participate. Group Leader Name: Signature: Date:. Approval The Planning and Risk Management for this Visit has been Approved in accordance with the School/Service s Educational Visits Policy and Guidance. Print Name: EVC: Signature: Date: Headteacher/Head of Service: Signature: Date: Nominated Governor Signature: Date: 2016 Off Site Activities and Educational Visits Policy Page 48

49 Off-Site Activities and Educational Visits POLICY Appendix G Trips and Visits checklist 2016 Off Site Activities and Educational Visits Policy Page 49

50 TRIPS AND VISITS - CHECKLIST Trips and Visits forms can be found on the shared drive. The following documents can be found in T:\Academy - Trips, Visits and Risk Assessments MHA Trips and Visits Guidance Information MHA Trips and Events Form (Forms A, B and C) MCC Educational Visits Policy MCC Educational Visits Guidance Generic Risk Assessment for School Use Trips and Visits Pupils out of School Form EV2 Form Please follow the following procedures: Please submit MHA Trips and Events form to Educational Visits Co-ordinator (EVC), Dominic Maguire, who will refer the forms to the Principal for initial approval of the trip. Please ensure that full details are completed on the form, including dates, times, staff, cover requirements (to be checked by Kay Worsley) The form must be signed and approved by your Line Manager, and all sections of the form completed (A, B and C) You will also need to raise a Purchase Order to be passed to Finance to cover any expenditure. The Risk Assessment Form should also be completed, together with the Trips and Visits Pupils out of School Form. The Pupils out of School Form should list students going on the trip, together with any medical or special needs and control measures. NB: An EV2 form should also be completed for all residential visits and trips outside Manchester, or any trips involving hazardous activities. Tanny Coyle will send the form to Health and Safety at MCC who will advise whether the trip is adequately planned and organised. Once the visit has been approved you will be informed by Tanny Coyle, who will chase up any outstanding items/information. EVC Dominic Maguire will check the forms and give final approval once he is satisfied that they are all in order. Once the trip has been approved please confirm with Pauline Gill or Tanny that consent has been obtained for all students on the trip. If verbal consent is given at late notice please make a note of the person spoken to, the time and date of the conversation and confirm the postcode of the person spoken to verify. The Trip Leader should keep a copy of the Parental Consent Forms and all medical requirements/special needs/control measures NB: Many of you may have Trips and Visits forms saved in your own folders so please ensure that you save and use the new forms in future Off Site Activities and Educational Visits Policy Page 50

51 Off-Site Activities and Educational Visits POLICY Appendix H MCC Service Level Agreement Off Site Activities and Educational Visits Policy Page 51

52 2016 Off Site Activities and Educational Visits Policy Page 52

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59 Off-Site Activities and Educational Visits POLICY Appendix I MCC Educational Visits Policy Off Site Activities and Educational Visits Policy Page 59

60 EDUCATIONAL VISIT POLICY Revised: Off Site Activities and Educational Visits Policy Page 60