Educational Visit - checklist To be read with DCC Outdoor Education, Visits and Off-Site Activities Health & Safety Policy - Devon County Council

Transcription

1 Educational Visit - checklist To be read with DCC Outdoor Education, Visits and Off-Site Activities Health & Safety Policy - Devon County Council Adopted by Governors Sue Haywood Date Review Date (Every other year) Autumn 2014 Policy to be distributed to:- (ie. staff departments, etc.) Policy/Procedure checked by/date All Staff Debbie Stokes Jan 2013 Pathfield School is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment

2 Educational visits off-site including Residential visits Planning checklist for visits and off-site activity. Ensure timeline is sufficient for approval for trip to be taken to Governors meeting committee or full governors. This checklist provides a summary of the main points which should be considered by the party leader when planning an off-site visit. The checklist may be used as an aide- memoire by the party leader and will be part of the formal record for the Head teacher and Governing Body to decide whether to give approval for a visit. The checklist is designed to help the Head teacher, EVC and the party leader ensure: The health safety and well being of young people and staff including volunteers Young people gain the maximum educational benefit from the visit or activity Effective management, planning, organisation and leadership Compliance with policies and statutory requirements APPROVAL IN PRINCIPLE CHECKLIST (See Appendix 1) Prior to the actual date of the trip Approval in Principle should be sought from the Governors. The party leader should prepare the following for consideration by the Head teacher and Governing Body 1. Party leader 2. Pupils involved 3. Purpose 4. Location Is there a clearly defined party leader, sufficiently experienced and competent to assess the risks and manage the proposed visit or activity? Which group of pupils are to be invited to participate in the proposed visit or activity? Is there a clearly identified purpose for the whole programme and any of its constituent parts, appropriate to the age and ability of the group? Is the proposed location of the visit suitable for the activity being done and appropriate for the group?

3 TIMELINE The party leader is to establish what type of trip, which pupils will participate and where trip is to take place including approximate costing. A preliminary visit should take place at the centre/site. The party leader then is to seek approval in principle from Head teacher and Governing Body. Use the checklist for Approval in Principle. Approval in Principle is given. A risk assessment should be drawn up using information gathered at the preliminary visit. Detailed budget should be prepared. Commence communication with the parents. Letters should be sent detailing the trip, activities, accommodation and costs. Dates for parent meetings with party leader and Governor should be set. Final numbers of pupils should be agreed and costing should be finalised. Consent letters from parents should be received. Submit paperwork to Governors for approval for trip to take place at curriculum Governors meeting, which should be preferably a month before the trip takes place. Briefing for staff and pupils. Note: Ideally, the party leader should ensure enough time is allowed to put into place all the required paperwork to be presented to the Curriculum Governors meeting, at least one month before the trip takes place. Whilst the above timeline is considered best practice, there are times when the School is given opportunities at short notice to attend specific events, i.e. Calvert Trust, Foxes Academy, etc. Where a previous visit has taken place, risk assessments are up to date and the headteacher is assured that all checks are adequate, therefore the timeline may be shortened and the Governors can allow the trip to proceed. TRIP TAKES PLACE Within 2 weeks of the trip, evaluation of trip and sharing of outcomes. Financial paperwork should be completed. After all approvals have been received, the form is to be returned to responsible staff member in case of any additional comments relating to pupils of trip that may have been added. Once these changes have been actioned please return to School Trips Co-ordinator.

4 Appendix 1 APPROVAL IN PRINCIPLE CHECKLIST The party leader should prepare the following for consideration by the Head teacher and Governing Body 1. Party leader Is there a clearly defined party leader, sufficiently experienced and competent to assess the risks and manage the proposed visit or activity? Approximate cost of trip. 2. Pupils involved Which group of pupils are to be invited to participate in the proposed visit or activity? How many staff are required? 3. Purpose Is there a clearly identified purpose for the whole programme and any of its constituent parts, appropriate to the age and ability of the group? 4. Location Is the proposed location of the visit suitable for the activity being done and appropriate for the group?

5 CHECKLIST FOR VISITS AND OFF-SITE ACTIVITIES Once approval has been given by the Head teacher and Governing Body the following checklist should be used: 1. Risk assessment Has the party leader assesses the risks involved in all aspects of the visit or activity and recorded significant findings, or made reference to previous record with amendments as necessary? Attached copy of risk assessment Are the staff involved in the visit sufficiently able and experienced to re-assess on an on-going basis throughout the programme? Initials of party leader 2. Preliminary Visit Has the party leader made a preliminary visit to the site or centre to be visited to check arrangements? Date of prelim visit Who visited? Have the following been investigated: Initials Travel time and appropriate stopping places if necessary Access to buildings Facilities and hoisting equipment available Leisure facilities Programmes of work available Toilets and space for hoisting Costs Accommodation References from previous users

6 Sleeping accommodation Security of site/rooms/facilities Nearest hospital 3. Staff Are members of staff including any volunteers suitably competent experienced, qualified and able to supervise the young people they are responsible for in that environment? Attach a list of the members of staff who are accompanying and their responsibilities. Do members of staff have sufficient knowledge of the young people for who they are responsible for. Has CIC/CP information been passed to the party leader and other members of staff where appropriate? Initials of party leader and Social Worker Have all members of staff or volunteers been CRB checked? Referred to Bursar 4. Staff to young people ratio Will the group have acceptable staff to young people ratio necessary for the activities proposed? Does staffing include male and female supervision where necessary? 5. Parental and guardian consent Have parents and guardians given their informed consent for the visit as a whole and for any activities which are planned? Has a SOE3 been completed for each pupil? Has consent been received from social worker for looked after children?

7 6. The programme 7. Organisation 8. Transport Are the people prepared for and capable of taking part in the proposed activities? Is the programme suitable for all of the participants? Is there an alternative programme (a plan B) in the event of poor weather, or any other necessary change and have the risks related to Plan B been considered? Are staff aware of the medical needs of all the young people? Has the school nurse been informed of all young people attending the trip and has the nurse provided medical instructions for the young people? Have blister packs of medication been provided for young people? Have suitable and sufficient arrangements been made for First Aid, medical emergencies, and all staff aware of procedures and the nearest hospital? Has the minibus/transport been booked? Are there suitable and sufficiently qualified drivers planned for the journey? Is there a contingency plan in the event of delay or early return? 9. Finance and Insurance Is there adequate and suitable insurance cover? Check with Bursar Has a budget been drafted and approved for the trip? 10. Briefing for young people Will the young people be briefed on the activities they will do during the visit? Briefing to include Appropriate clothing Rendezvous procedures Action in emergencies Agreed codes of conduct and behaviour Significant hazards Relevance to prior and future learning

8 11. Briefing for staff Will the party leader also brief adults and voluntary helpers? Briefing to include Anticipation of the hazards and nature of the programme Defining roles and responsibilities of staff Standards of behaviour expected from young people Standards of behaviour expected from staff and volunteers Regular head counts Emergency procedures 12. Briefing for parents To include Activity programme Accommodation Communication whilst on trip Contingency arrangements Emergency plans and who to contact if concerned 13. Emergency procedures Has a named emergency contact been indentified at home or at school in the event of an emergency who has a contact list of the group members including staff and a programme of the group s activities? For out of work hours, two emergency contacts should be identified. Are the staff sufficiently aware of emergency and accident procedures and do they have access to relevant emergency and home contact numbers? 14. Preparation and communication 15. Follow up Have other staff and colleagues whose work may be affected been notified of planned arrangements? Have arrangements been considered for appropriate follow up work and evaluation after the visit.

9 Has a report been provided for the Head teacher or other colleagues where appropriate to share outcomes arising from the visit and learn from problems or incidents? Have financial records been completed and receipts passed to relevant people?