Milton Keynes Education Trust

Transcription

1 Milton Keynes Education Trust Educational Visits Trust Policy June 2015 Date approved by Board of Directors July 2013 Committee oversight Learning, Teaching & Student Welfare Review date July 2017 Responsible officer Chief Executive

2 Document Control Sheet Title MKET H&S Policy Educational Visits Revision Version 1.1 Status Final Control Date 2 July 2013 Revision Status Date Author Comments 1.0 Initial draft 1 June 2013 David Harper 1.1 Final version 2 July 2013 David Harper Following consultation with all MKET schools. 1.2 Approved version 12 July 2013 Michelle Currie Minor amendments made. 1.3 Approved version 9 Oct 2015 Anthony Smith Minor amendments to risk assessment section made

3 Health & Safety Policy Educational Visits Introduction The Board of MKET, whilst holding the ultimate responsibility for Health and Safety in all schools that belong to the Trust, expect and require that each institution develops and maintains its own specific policy for the Health and Safety of students/pupils, staff and others taking part in Educational Trips and Visits. These policies will also outline the rationale for the experiences offered. These policies should be viewed as being under the umbrella of this over-arching trust document. Types of visit There are three levels of Educational Visit: Level 1: These are visits which last up to one day and: Do not involve an overnight stay Do not involve adventurous activities Are within the UK These visits should be approved at head teacher level and the Chair/Vice Chair of the Local Governing Body should be informed. Level 2: These are visits which include one or more of the following: An overnight residential experience A visit abroad (including day trips) These visits should be approved at head teacher level and by the Chair or Vice Chair of the Local Governing Body. Level 3: These are visits that involve hazardous activities and/or more than a one night residential stay. These visits must be approved by the appropriate delegated colleague (MKET OAA Manager) and the Chief Executive informed of the plans. Approval and Risk Assessments The individual school policy will set out the normal range of visits that the school offers. It will also set out how Risk Assessments are arrived at and the Charging and Remission Policy and practice. Risk Assessments may be specific or generic and may be provided by the organisation who are being used to offer the trip/activities. A comprehensive risk assessment is carried out by the group leader before the proposed visit. It will assess the risks which might be encountered on the visit, and will indicate measures to manage, prevent or reduce them. The principle will be that risk is not removed from life therefore it cannot be expected that it be removed from school but it should have been assessed and control measures put in place. The risk assessment should be based on the following considerations: What are the hazards and who might be affected by them? What safety measures are needed to reduce risks to an acceptable level? Can the group leader put the safety measures in place or are these provided? What steps will be taken in an emergency? (Wherever possible staff/adults will carry mobile telephones.) MKET Educational Visits July

4 Staff planning an off-site activity should, if at all possible, make a preliminary visit to the venue, in order to carry out or obtain an on-site risk assessment. It is important to take into account the probable weather conditions at the time of year proposed for the trip, and the party leader should take careful account of the facilities available, with due regard to the proposed size of the group. They should also assess the siteʼs suitability with regard to the age and any particular needs of the children. They will also consider the venueʼs own approach to security and to health and safety. All visits will be approved using the MKET form attached to this policy. Each school will have an appropriately trained educational visits co-ordinator who will be responsible for the operation on the policy in their school. MKET will appoint an employee to approve any visits that are residential for more than one night and/or involve hazardous activities. (i.e. Level 3 visits.) Effective supervision on visits Staffing arrangements for off-site visits must be sufficient to facilitate safe and effective supervision of children and young people. Effective supervision should be determined by risk assessment which includes proper consideration of: The age and sex (including the developmental age) of the children and young people to be supervised The ability of the children and young people, including their behavioural, medical, emotional and educational needs The nature and location of the activity (including the type of activity, duration, skill levels involved, as well as the time of year and prevailing environmental conditions) Staff competence An activity should normally have sufficient adults taking part to provide the minimum ratio needed. Most trips will require a minimum of two adults. As a guide the Board would expect: Early Years 1:5 Key Stage One 1:8 Key Stage Two 1:15 Secondary 1:20* * The DofE award scheme will not necessarily follow these guidelines. The ratio may be increased if it is felt that the activity and/or pupils require it. There should be at least one male and female adult for mixed groups and an appropriate number of group supervisors on night standby duty. An adult preferably a member of staff - should always be nominated party leader for any visit out of school with a nominated deputy where appropriate. All adults having a direct supervisory role for children should have been cleared through the police screening procedure except when accompanying adults are always under direct surveillance of staff. Where residential visits occur, all accompanying adults must have appropriate Disclosure and Barring Service checks. Under normal circumstances accommodation will be on a single sex basis. MKET Educational Visits July

5 Information to Parents and Guardians All parents/guardians will have been required to complete the generic permission form and will be informed in advance of arrangements for visits and journeys. For residential and/or hazardous activities specific consent will be obtained. First Aid A first aid pack will be taken on all journeys and an appropriate level of First Aid cover provided. Motor Vehicles / Transport If coaches are hired the seating must be on a 1 : 1 basis and safety belts should be worn. If cars are used the driver will be expected to ensure that the vehicle is roadworthy and appropriately insured. If a mini-bus is used then the driver will have been appropriately trained/qualified and will not be expected to supervise and drive simultaneously. If other forms of transport are used then again it should be from a reputable company. Pupil, Staff and Volunteer Helpers Code of Conduct for Visits Pupils/Students are expected to behave appropriately and parents will be required to collect them from the venue in case of any problems. For residential visits the standards and expectations required of the party will be made clear and pupils/students may be required to sign a behaviour contract. Students will not be allowed to consume alcohol, to smoke or take drugs other than medicine. For adults the following guidelines will apply: Adults are expected to comply with the schools code of dress. Appropriate clothing for the time of year will be advised. No drugs (except prescription) are allowed on any visits. Adults are expected to act in loco parentis Adults are expected to use language that is appropriate for the age of the child All staff members are expected to set the highest standards in every respect Consumption of alcohol should be allowed but must be reasonable and not impair judgement and ability to act in loco parentis. If staff are required to drive then no alcohol consumption is allowed. The party leader will not drink alcohol and will be responsible for ensuring that there is always at least one other adult who has not had any alcohol on duty at all times. Party Leaders will ensure that all volunteer helpers are aware of the above code of conduct and ensure the following: All volunteers are briefed prior to the visit on organisational issues, as well as learning intentions: Volunteers are aware of their responsibilities in managing a small group of children; Volunteers will be given a written list of children in their group, including behaviour or medical concerns; The need to be fully aware of the whereabouts of each child under their care; The need for a class teacher or teaching assistant or a checked volunteer to accompany primary aged children to the toilet; Volunteers are aware and know the first aider available on every school trip in case of any medical need or emergency; If a child presents with challenging behaviour adults always refer the child immediately to the class teacher/trip leader; MKET Educational Visits July

6 As we are a non-smoking Trust, at no time during the journey, or the visit, will adults be permitted to smoke in view of the students/young people. Approval form is attached to this policy and forms part of it. The relevant pages should be returned to the party leader when the form has been approved at the appropriate level. The checklists should also be returned with any additions felt to be needed. In outline the approval process is: Is the visit a day one and not involving hazardous or adventurous activities*? ê Yes = then Headteacher/Vice Principal approval and inform Chair of LGB. No = go onto next level. ê Does the visit have a one night stay and/or be outside of the UK but not involve hazardous or adventurous activities*? ê Yes = Headteacher/Vice Principal approval and signed approval of Chair of LGB. No, more than this = go onto next level. ê Does the visit involve more than one night away and/or hazardous or adventurous activities*? ê Then approval is needed from Headteacher/Vice Principal, the Chair of LGB and the MKET OAA Manager. *If uncertain whether an activity comes into this category then the advice of MKET OAA Manager can be sought. MKET Educational Visits July

7 Milton Keynes Education Trust Educational Visits & Journeys Approval Form School School Year Year group(s) Destination Repeat visit? Y / N Block booking? Y / N Departure date Return date Time Time Departure point School / Other Destination Address Telephone number (landline) Organisation/Company Name and address Contact name & number Party leader Deputy leader Size & composition of party (including leaders) Male Female Totals Pupils / Students Staff Other helpers * *In case of hazardous and/or overnight visits will require DBS (Disclosure & Barring Service) clearance. This gives an adult to student/pupil ratio of Are hazardous activities involved in the visit? Y / N MKET Educational Visits July

8 (If yes please attach a list) Are these activities supervised by: Qualified MKET staff Qualified Instructors If so, will MKET staff be present? Is the visit covered by MKET insurance policy? Y / N Y / N Y / N Y / N Alternative? Details of transport companies used: Home Contact Details of member of MKET staff who holds all information about the visit. Name Anthony Smith Daytime contact no ex 302 Evening contact no Home Address 32 Ramsay Close, Bradwell MK13 9HN Names of other accompanying adults and any role: Name Role (including First Aid) MKET Staff? MKET Educational Visits July

9 Names of any party members (staff, pupil or student) with specific needs: Name Need Details of parental consent attached? Do MKET staff need specific qualifications to lead any of the activities? Existing knowledge of places to be visited Has a preliminary visit been made? Please give any relevant details: Y/N (also attach any information sent) Y/N (also attach any information sent) Y/N Learning/developmental objectives of the visit: Have Risk Assessments been completed? Have you read the associated risk assessments provided by the school? Have you needed to make any amendments to the risk assessments provided by the school? Will you place the risk assessments appropriate to this trip/visit in the pack of materials for each teacher accompanying the trip/visit? Is this visit/activity part of the D of E award scheme? Y/N Y/N Y/N Y/N Y/N MKET Educational Visits July

10 Approval: Visit to: Year group (s): Approval requested by Signed: Party Leader (Print name) Date: Signed: School Educational Visits co-ordinator (Print name) Date: Signed: Headteacher/Principal approval LGB Chair/Vice informed by or signed (see MKET policy) (Print name) Date: Signed: (Print name) Date: For hazardous activity/overnight visits: I confirm that approval has been given on behalf of MKET for this visit: Signed: (Print name) Role: Date: Copy of this page plus the relevant checklist to be returned to Part Leader for file. MKET Educational Visits July

11 1. Registration: Risk Assessment Checklist Day visits Registers to be taken at the start and end of the trip. Registers to be taken at beginning of journey and the end of each activity. Office to have an accurate list of those students on the trip Staff should be allocated a group of students that they are responsible for. 2. Travel by Coach: Company: All passengers should wear seatbelts at all times Passengers should not shout etc. to distract the driver Passengers should not sit more than 2 to a seat Passengers should be made aware of the exits Students should not write signs and display out of windows Passengers should not drink from cans etc Litter should be put into bins provided so that it does roll and obstruct the drivers peddles. Students should not stand up while the coach is moving to open air vents Students should face the front at all times Bags should be stored safely and not block exists and aisles In the case of an accident Trip Leader should follow emergency procedure 3. Walking: Distance: Students must stay as a group with the member of staff responsible for them Whenever possible a member of staff should lead the way and another should stay at the back. Pedestrian and zebra crossings should be used where possible Staff should control movement across roads. Clear guidance about the Green Cross Code should be issued. 4. Venue: Place to be visited: Public building Private building Has it been risked assessed Has it got public liability insurance Has it got fire systems in place Clear guidance to be given on what to do in the event of the fire alarm going off where is the assembly point. Has an exploratory visit been undertaken? 5. Level of supervision (venue/activities) Know who their supervisor is at any given time and how to contact him or her. Have been given clear, understandable and appropriate instructions Have a meeting place to return to, or an instruction to remain where they are, if separated Understand and accept the expected standards of behaviour MKET Educational Visits July

12 6. Activities undertaken: Are staff fully aware of the technical difficulties of the activity? Can the competence of staff and/or instructors be assured through National Governing Body qualifications Is the standard and condition of safety equipment and equipment used acceptable? Has the correct insurance been taken out? Is the time of year and weather been considered? Other issues to be considered by the Party leader: MKET Educational Visits July

13 Risk assessment checklist Residential Visits Discuss proposed activity with the (EVO) Anthony Smith or relevant SMT member. If in principle approval is given, all relevant sections of the Visits & Journeys policy and Staff Handbook to be read. Provisional bookings can be made and pre-course liaison/preliminary visits can occur. At least 8 weeks before: the School s Approval form should be completed, as well as any risk assessments draft copy of the letter to parents and provisional costings checked. These should then be submitted for approval. If approved, Form 1 Sch is returned to the activity organiser At least 8 Weeks before: Trips and Visits Costings should be agreed and admin staff informed. The parent letter should include written consent for participation in activities (if needed) and details of the code of conduct. Once approved, the letter will be typed and copied by the office. At least 7 weeks before: Letter informing parents of the planned activity and a student contact / medical information sheet is issued to students. Voluntary contributions and student contact / medical information sheet should be handed in to Student Services. Once the activity is financially viable firm bookings can be placed and deposits sent off. At least 7 2 weeks before: final preparations made. This may include issuing additional information to parents via letters or a parents evening depending on the activity; police checks made on other adults accompanying students; briefing of staff / other adults etc Staff also need to complete a contact / medical sheet Ensure that all supervising staff and adults have been informed of their role and responsibilities to the group. A member of staff must be appointed to be in charge of first aid and have recognised medical qualifications. If the visit involves students missing break / lunch, arrangements should be made for those students who would normally have free meals to have a packed lunch. For residential trips abroad passports need to be checked, for Europe an EHIC CARD form is also required A week in advance of the visit, a list of all the students going should be posted on the staff notice board. CONFIRM BOOKINGS 2 days before departure: all emergency contact details and an attendance list must be left at the Office. A second copy must be carried by the party leader. Under no circumstances may a student who has not returned the parental consent form be included in the visit. On the day: a register must be taken and passed onto the relevant colleague at school. Collect a first aid pack, all staff should be aware of its contents and how they should use it. All receipts associated with the visit should be retained and passed to the Finance staff. As VAT can be reclaimed, please ensure that VAT receipts are obtained. Complete an evaluation of the visit and report to SMT MKET Educational Visits July

14 Other issues to be considered by the Party leader: MKET Educational Visits July