Reviewed: Nov 2017 Review Date: Nov 2019 Woodlands Schools Educational Visits, Trips & Activities Policy This Policy also includes the Early Years Foundation Stage and Little Acorns Excellence for all through learning, opportunity and achievement
Table of Contents EDUCATIONAL VISITS, TRIP & ACTIVITIES POLICY... 3 INTRODUCTION... 3 ORGANISATION... 3 CHARGING FOR SCHOOL ACTIVITIES... 3 CURRICULUM LINKS... 3 RESIDENTIAL ACTIVITIES... 4 SCHOOL MINIBUS... 4 TYPES OF VISIT... 4 RESPONSIBILITIES FOR VISITS... 5 GROUP LEADER... 5 TEACHERS ACCOMPANYING VISIT... 5 PUPILS... 5 EYFS... 5 PARENTS... 5 SUPERVISION... 6 SUPERVISORY RATIOS... 6 VOLUNTEERS... 6 PREPARATION OF PUPILS... 7 PARTICIPATION... 7 INFORMING PUPILS... 7 TRANSPORT AND PUPILS... 7 STAFF DO NOT USE THEIR OWN VEHICLES TO TRANSPORT CHILDREN.... 8 FIRST AID AND PUPILS WITH MEDICAL NEEDS... 8 PARENTS... 9 GENERAL... 9 INFORMATION... 9 PARENTAL CONSENT... 9 CONTACT WITH PARENTS DURING VISITS... 9 CONTRACTUAL AND FINANCIAL ARRANGEMENTS... 10 INSURANCE... 11 GENERAL... 11 EMERGENCY PROCEDURES... 12 GENERAL... 12 TAKING CHARGE OF AN EMERGENCY... 12 TELEPHONE NUMBERS... 12 ACTIONS IN THE EVENT OF AN EMERGENCY ON A SCHOOL TRIP... 13 GUIDANCE ON EMERGENCY PROCEDURES... 13 APPENDIX 1 PROPOSED EDUCATIONAL VISIT, TRIP OR ACTIVITY... 16 APPENDIX 2 PARENTAL CONSENT FORM FOR RESIDENTIAL TRIPS - FORMS A & B... 30 APPENDIX 3 PARENT AND EMERGENCY CONTACT DETAILS... 36 APPENDIX 4 CODE OF CONDUCT... 38 PUPILS... 38 STAFF... 38
Educational Visits, Trip & Activities Policy Introduction Woodlands Schools prides itself on offering to all its pupils a broad and balanced curriculum that promotes their spiritual, moral, cultural, mental and physical development, and prepares them for the opportunities and experiences of adult life. Our Safeguarding Policy and Emergency Plan should be read in conjunction with this Policy. The schools seeks to enrich the curriculum for the children by offering a range of educational visits, both day and longer residential trips, and by inviting other experts into the schools to provide opportunities that add to what they learn in the classroom. Parents should normally be informed in writing of any proposed off-site visit unless it is a regular part of the School s curriculum about which parents have already been informed such as sport, drama, music, etc. Organisation Within each class s programme of work the teachers plan educational visits and activities that support the children s learning. Details of these visits and activities are given to parents at the beginning of each school term in our School Calendar. Other activities are planned as the school year progresses and information is given to parents of these in due course. Visits and activities usually take place within the school day, and the Head Teacher approves all such visits in advance. The school has specific documented guidelines for all trips, and references current DfE and HSE guidelines. All appropriate paperwork including a risk assessment must be carried out by the trip leader and completed and signed off by the Head Teacher before the trip can commence. A copy of the required documents is attached in Appendix 1. All parents have to give written permission for their child to take part in any activity that takes children off the school site. Charging for School Activities Most educational activities and trips are charged for and a price is determined by the Company s Bursar using the price information gathered by the trip organiser. All charges are invoiced directly to the parents on the termly request for payment, one term in arrears. The Head Teacher is responsible for ensuring that extra trips and activities are kept within a reasonable annual cost to parents. Curriculum Links All educational visits and activities support and enrich the work that is done in school. There are also a number of people who visit the school to support our work. Some visits relate directly to areas of learning for individual classes, whilst others relate to all the children. Due regard is always paid to our Safer Recruitment Policy when inviting in guest speakers.
Residential Activities Children have the opportunity to take part in residential visits both at home and abroad. These activities are usually in school time and linked to the National Curriculum, and are considered an optional extra for the children. A full charge is made for the trip and include board and lodging, insurance and specialist instruction for certain activities. Residential visits enable children to: take part in outdoor and adventure activities as part of their PE work; consider cultural differences between countries. All specialist activities are undertaken with qualified instructors. School Minibus Our minibus meets government guidelines and each seat has a belt. The school only hire those companies whose coaches have individual seat belts. The teachers instruct all children travelling by coach or minibus to wear a seat belt. Our minibuses are all insured. External Coach Companies Children are not permitted to sit on the front/back seats or opposite a stairwell on any coach. Types of Visit There are many different types of visit available to pupils including trips to local places of interest and others further afield as well as residential visits in this country and abroad. The Group Leader is responsible for determining what procedures need to be put into place according to guidance provided by the School. This takes account of the age of the pupils, the venue(s) being visited and the nature of the activities being undertaken. This is particularly important when adventurous activities form part of the trip or if the trip is abroad. Should parents have any concerns regarding any visit they should make contact immediately with the Group Leader in the first instance and thereafter to the Head Teacher of the appropriate school site. Any questions regarding the contractual position in respect of insurance should be addressed to Head Office.
Group Leader Responsibilities for Visits There must be one teacher appointed as Group Leader who will have overall responsibility for the supervision and conduct of the visit and have proper regard for the health and safety of the group. The Group Leader must be approved formally and appointed by the Head Teacher. It is the group leader s responsibility to carry out a full Risk Assessment and complete the appropriate Risk Assessment including the section on risk management. The Head Teacher should check and sign the Form. It is the responsibility of the group leader to seek reassurances that staff of another organisation on another site has had appropriate checks of suitability if they are responsible for the supervision of the school s pupils. They are also responsible for securing and checking the current company/site risk assessment. Teachers Accompanying Visit Teachers act on school visits as employees of the School whether or not the visit takes place in School or out of School hours. Pupils Group Leaders will make it clear to pupils that they must: follow School rules, and any other regulations appropriate to the visit not take unnecessary risks follow instructions of the Group Leader and other supervisors, including those at the venue of the visit, if appropriate dress appropriately and behave responsibly be sensitive to local codes and customs, particularly when traveling abroad be aware of anything that might endanger themselves or anyone else in the group and inform the Group Leader or supervisor accordingly. EYFS Every EYFS visit or trip where EYFS children are present, will have a fully qualified paediatrictrained member of staff in attendance Parents The Group Leader should ensure that parents are informed in writing of details of visits and will usually be invited to attend briefing sessions in the case of residential visits. Parents should support the School by preparing their child for the visit, particularly in re-enforcing the School s Code of Conduct. Parents will need to: agree arrangements for the return of a child to School or home if necessary provide the Group Leader with emergency contact telephone numbers complete and sign the parental consent form at Annex B in respect of residential visits and return it to the Group Leader make the Group Leader aware of any medical or other information that might be relevant to their child in the context of the visit.
Supervision Supervisory Ratios Group Leaders must assess the likely risks associated with individual visits and consider an appropriate safe supervision level for their particular group. There MUST be a minimum of one teacher in charge. A guide for non-residential visits is: 1 adult to every 3 children in the 3 months 23 months room in Little Acorns 1 adult to every 4 children in the 2-3 yr room in Little Acorns 1 adult to every 4 pupils in Kindergarten 1 adult to every 6 pupils in Reception, Year 1 and Year 2 1 adult to every 10 pupils in Years 3-6 where possible, representatives of each gender in mixed groups of all ages. Volunteers It may not be feasible to use School staff alone where a high adult/pupil ratio is required. In such circumstances, volunteers may be used to supplement the supervision ratio. They must be carefully selected and ideally known to the School and the pupils group. Woodlands Schools retain a bank of carefully selected Parent Helpers/Volunteers who each possess an Enhanced DBS Check and it is from this group that we select our Volunteers. All volunteers are given a copy of the Information for Volunteer Helpers Policy to read as this provides guidelines of procedures and also contains a Child Protection Volunteers Concerns Sheet.
Preparation of Pupils Participation Pupils whose behaviour is such that the Group Leader is concerned for their safety or for that of others, must be withdrawn from the particular activity or even withdrawn from participating in the visit. Furthermore, the Group Leader may have to consider whether such pupils should be returned to School early. Parents and pupils must be made fully aware before the visit of procedures for dealing with misbehaviour, that pupils may accordingly be returned to School and that parents will be expected to meet the full costs of any such return. Informing Pupils Pupils should be properly informed of all aspects of the visit, particularly key safety information. Pupils should understand: the aims and objectives of the visit background information about the venue of the visit relevant local culture and customs, particularly in respect of a visit abroad the avoidance of specific dangers safety precautions standards of behaviour and social conduct required from pupils on the visit the supervisory organisation, including the Group Leader actions if separated from group including rendezvous procedures emergency procedures. Group members will all be issued with a Woodlands wristband which states the contact details of the school. Transport and Pupils Pupils using transport on a visit must be made aware of the following: the need to arrive on time and wait for the transport in a safe place not to enter the transport until it has been fully inspected by the Group Leader or nominated supervisor, who should be a member of staff the need to wear seatbelts and remain seated at all times when the vehicle is in motion not to tamper with any of the vehicle s equipment or controls not to block aisles with baggage, or cause obstruction not to attempt to alight from moving transport, or at traffic lights or in congested traffic not to lean out of or throw things from the windows not to kneel or stand on seats not to impede the driver s vision or distract or disturb the driver stay clear of doors at all times if unwell, inform a teacher or supervisor
not to eat or drink whilst travelling. on hired coaches, children must not sit in the front or rear seats, or the seats opposite the stairwell Staff do not use their own vehicles to transport children unless the vehicle has been appropriately insured and with prior agreement from the Head Teacher. First Aid and Pupils with Medical Needs All teachers supervising visits must be made aware of individual pupil s medical needs and any potential emergency procedures. The Group Leader is required to make adequate and appropriate arrangements for those pupils with special medical needs, this may include a pupil being withdrawn from a visit. Fully equipped medical packs are carried by the staff; a qualified First Aider at Work always accompanies the trip. The school minibuses also carry medical kits and fire extinguishers.
General Parents Before residential visits, including visits abroad, and where pupils are to engage in adventure activities, parents will usually be invited and encouraged to attend a briefing meeting where details of the proposed visit will be provided. Information The following information on matters affecting Health and Safety will be given to parents: dates of visits and the visit s objectives times of departure and return. Parents must have agreed to meet their respective children on return locations of departure and return points modes of travel and names of any travel organisation size of group, level of supervision, timings and rules details of accommodation with appropriate security and supervisory arrangements details of provision for special medical needs, including procedures for pupils who become ill full details of the Group Leader and other supervisory staff standards of behaviour expected from pupils in respect of matters pertaining to the trip, including social behaviour and individual and group discipline. Such information will take the form of a published Code of Conduct for residential trips to which pupils will be expected to adhere details of planned activities and how any assessed risk will be managed details of what pupils may or may not take on the visit details of insurance cover clothing and equipment money Parental Consent Before pupils are accepted for a residential visit parents MUST complete in full a Parental Consent for a School Visit, which will be sent to parents. Contact with Parents during Visits Group Leaders will ensure that parents can contact them in the event of an emergency. They should also be in possession of a contact list of parent telephone number in the event of an incident during the visit. Parents will be informed of: the destination the emergency contacts and telephone numbers for residential trips Parents will provide their own contact telephone numbers for day and night use.
Contractual and Financial Arrangements The School reserves the right to cancel the trip, without penalty to the School, should there be an insufficient number of pupils to make the trip viable or if there are other special circumstances. Parents are responsible for any payment made before cancellation or legally due after cancellation. The itinerary of the trip stated by the organiser is as accurate as possible but the School accepts no responsibility for inaccuracies about which it was unaware. The School does not accept liability for cancellation of any visits, excursions or other services which are included in the total price of the trip. If such cancellation arises for reasons outside the control of the organiser, steps will be taken to arrange a suitable alternative activity. The School reserves the right to vary the price of the trip to allow for unforeseen variations in transport costs and the exchange rate. The times and method of payments will be clearly explained in the information provided and payment added to the school bill. It is the responsibility of the parents to ensure that, the pupil has the correct passport, visas and has complied with the health formalities before the start date of the trip. The School will not accept failure to comply with these requirements as a legitimate reason for cancellation and the School will be entitled to obtain and retain the full cost of the trip. Subject to any specific conditions made by the organiser, a pupil who is prevented from proceeding with a trip after making a booking may transfer his/her place on the trip to another eligible pupil provided that: a) The name of the transferee is provided b) The transferee conforms to the criteria for the trip as described in the information circulated by the organiser c) The reason for the transfer is accepted by the School d) Both the transferor and the transferee and their parents remain jointly and severally liable for additional costs arising from such a transfer. If any essential terms of the trip are altered significantly, the organiser undertakes to notify the pupil as soon as possible. Any intention to withdraw from the trip must be notified in writing to the organiser by the parent/carer within 14 days of receiving details of the changes to the trip. The organiser undertakes to ensure that there is suitable insurance cover against unavoidable cancellation and additional costs incurred due to delayed or missed departure. The parent/carer agrees to refund to the School any compensation obtained under the latter heading. If the trip does not take place due to unforeseen circumstances, the liability of the School will be limited to the cost of the trip.
Insurance General The Group Leader is responsible for ensuring that adequate insurance arrangements have been made Generally speaking, the School s Insurance Brokers will cover most eventualities provided: the visit is officially sanctioned by the School arrangements for the visit have been made in strict conjunction with the School s policies and procedures as set out in these regulations the Group Leader has informed the School s Bursar of the names of all pupils and accompanying adults before the visit takes place. Parents should bear in mind, however, that some visits arranged by outside agencies such as travel agents include insurance or offer insurance cover in the package. Insurance policies are legal documents and contain conditions of cover and often limitations as to cover and many exclude certain persons and/or activities. Parents must be aware of such conditions before the visit leaves School. The following cover should be considered for School visits: employer s liability public liability personal accident cover medical treatment, particularly abroad special and hazardous activities risk cover damage or loss of hired equipment transport emergencies compensation for cancellation or delay loss of baggage, effects and money legal assistance failure of travel company
Emergency Procedures General During an accident, priority is to: assess the situation safeguard uninjured members of the group attend to casualties inform the emergency services and anyone who needs to know about the emergency. Taking Charge of an Emergency The Group Leader would ordinarily take charge and would need to ensure emergency procedures are in place. He/she should liaise with representatives of the tour operator if one is being used. It is the responsibility of the School s pre-arranged contact to maintain a link between the group and the School and to provide assistance as necessary. All those involved in the visit, including supervisors, pupils and parents, should be made aware of who will take charge and what they are expected to do in an emergency. Telephone Numbers Schools main telephone numbers: Great Warley 01277 233288 Hutton Manor 01277 245585 Head Office 01277 245580 Little Acorns HM 01277 245375 Little Acorns GW 01277 240747
Actions in the Event of an Emergency on a School Trip Guidance on Emergency Procedures A copy of the following guidelines must be taken by all party leaders and their deputies. This plan is attached to all school visit Risk Assessment Forms. Establish nature and extent of the emergency Make sure that all other members of the party are accounted for and safe. If there are injuries, establish their extent and administer first aid (if you have been trained or feel capable - but be aware of consequences that might follow were you to give incorrect treatment). Establish names of the injured and call relevant emergency services Advise other party staff of the incident and that emergency procedures are in operation. Ensure that an adult from the party accompanies casualties to hospital or if on your own you go with the injured pupil(s); the Emergency Services will look after the rest of the party until another member of staff arrives. Ensure that the remainder of the party are adequately supervised throughout and arrange for their early return to base. Arrange for one adult to remain at the incident site to liaise with emergency services until the incident is over and all children are accounted for. Control access to telephones until contact is made with the Head, Deputy Head or Director in Charge of Safeguarding and until they have had time to contact those directly involved. Pass full details of the incident (name, nature, date and time of incident, location of incident, details of injuries, names and telephone numbers of those involved, action taken so far). Telephone numbers for future communication; identify alternate telephone numbers in case telephone lines become jammed). The school will arrange to contact the parents of those involved. In serious incidents the parents of all party members should be informed. Media: A designated person should act as the point of contact with the media to whom all involved should direct questions. Under no circumstances should the name of any casualty be divulged to the media. The Party Leader should write down as soon as practicable all relevant details. A record should be made of any witnesses. Any associated equipment should be kept in its original condition. Legal liability should not be discussed or admitted. All accident forms should be completed and insurers and HSE or Local Authority inspectors should be contacted. Inform parents of any delays that will be necessitated.
Initial Incident Information Form Nature of the Incident Exact Location of the Incident Exact Time of the Incident Name, Telephone No and Location of the Person Calling to Report the Incident: Name: Tel No. Location.. Number of Casualties: Number of Fatalities (if any): Details of Injuries:...... Names and Telephone Nos. of those Involved: Please use a separate sheet if necessary Name Tel. No: Emergency Services Involved: Yes/No Police / Ambulance / Fire Cont./
Action Taken So Far:............ Any Media Response: Yes / No Name of Person Taking the Initial Call: Time Initial Call Received:
Appendix 1 Proposed Educational Visit, Trip or Activity Application for the Approval of Educational Visits by Head Teacher - Form 1 (not all sections will be relevant to every proposed visit) Year Group: Visit to: (Please include address and postcode)... Tel No. of Venue Date(s) of Visit: Trip Organiser: Departure Time No. of Days if residential Return Time The Group Leader should complete this form as soon as possible once the preparations are complete. The Group Leader should have already received approval of the proposed visit in principle and should have regularly updated the Head Teacher on the progress of the preparations. The Group Leader should obtain parental consent. When approval is given, one copy should be retained by the Head Teacher and another by the Group Leader. The Head Teacher should be informed of any subsequent changes in planning, organisation, staffing. If required, the Head should seek approval from the Board. 1. Purpose of visit and specific educational objectives: 2. Transport Arrangements: (include the name of the transport company and the telephone number) 3. Site Risk Assessment: Requested Received Checked
4. Organising company/agency (if any): (include license reference number if the body is registered with the Adventure Activities Licensing Authority) Name: Address: Telephone:: License No. (if registered): 5. Insurance arrangements for all members of the proposed party, including voluntary helpers: (include the name of the insurance company) Insurance Cover: Policy No: Address: 6. Accommodation to be used: (if applicable) Name: Address: Telephone: Head of Centre (if available) 7. Details of the programme of activities:
8. Details of any hazardous activity and the associated planning, organisation and staffing: 9. Names, relevant experience, qualifications and specific responsibilities of staff accompanying the party: 10. Names, relevant qualifications and specific responsibilities of other adults accompanying the party: 11. Name, address and telephone number of the contact person in the home area who holds all information about the visit or journey in case of emergency: Name: Address: Contact Numbers: 1. 2. 12. Existing knowledge of places to be visited and whether an exploratory visit is intended:
13. Size and composition of the group: Age Range: Number of Boys: Adults to pupil ratio: Number of Girls: Total Number 14. Names of pupils with special educational or medical needs: Signed: Date: Group Leader (full name:)
Woodlands Schools Steps To Follow When Assessing Risks Form 2 E X A M P L E 1. Place to be visited e.g. Paris Potential Hazards: eg Walking in city streets Travelling by ferry Loss of passport Unsuitable hotel 2. List groups of people who are especially at risk from the significant hazards you have identified: eg Pupils Students Group leader Non-teaching staff Teachers 3. List existing controls or note where the information may be found: eg ensure sufficient supervision clear guidance to pupils know details of consulate exploratory visit 4. How will you cope with the hazards which are not currently or fully controlled under (3)? List the hazards and the measures taken to control them. 6. Continual monitoring of hazards throughout visit: Adapt plans and then assess risks as necessary.
Woodlands Schools Steps To Follow When Assessing Risks Form 2 1. Place to be visited: Potential Hazards: 2. List groups of people who are especially at risk from the significant hazards you have identified: 3. List existing controls or note where the information may be found: 4. How will you cope with the hazards which are not currently or fully controlled under (3)? 6. Continual monitoring of hazards throughout visit:
Woodlands Schools Risk Assessment Action Plan Form 3 To be completed after completion of Form 2 Activity/Situation/Hazard Action Required Target Date Assessment and Action plan prepared by:. Date:... Next Assessment due:.
Woodlands Schools Accident Record Sheet Notes to the Team Leader Please complete the following slip to record any accident or complaint the child has suffered during this trip. Please ensure that the parent has a copy of this record and signs the slip below Name: Trip: Date: Date Details of Accident or Complaint Action taken Signed:. Date: (Group Leader) Note to Parent: Please note the details shown above Please keep your child under observation and if he/she continues to suffer from the complaint, or you notice anything unusual please seek medical help. Please sign and return the following slip to the office to confirm that you have noted these details. Thank you. Signed:.... Date: (Parent/Guardian)
Woodlands Schools Emergency Procedures General During an accident, priority is to: assess the situation safeguard uninjured members of the group attend to casualties information the emergency services and anyone who needs to know about the emergency Take first aid kit on every trip. Taking Charge in an Emergency The Group Leader would ordinarily take charge and would need to ensure emergency procedures are in place. He/she should liaise with representatives of the tour operator if one is being used. The School s pre-arranged School contact s, usually Matron, main responsibility is to maintain a link between the group and the School and to provide all assistance as necessary. All those involved in the visit, including supervisors, pupils and parents, should be made aware of just who will take charge and what they are expected to do in an emergency.
Woodlands Schools Names and Contact Information of Pupils on Trip/Visit Pupil Name Address Phone Number(s)
Actions in the Event of an Emergency on a School Trip Guidance on Emergency Procedures A copy of the following guidelines must be taken by all party leaders and their deputies. This plan is attached to all school visit Risk Assessment Forms. Establish nature and extent of the emergency Make sure that all other members of the party are accounted for and safe. If there are injuries, establish their extent and administer first aid (if you have been trained or feel capable - but be aware of consequences that might follow were you to give incorrect treatment). Establish names of the injured and call relevant emergency services Advise other party staff of the incident and that emergency procedures are in operation. Ensure that an adult from the party accompanies casualties to hospital or if on your own you go with the injured pupil(s); the Emergency Services will look after the rest of the party until another member of staff arrives. Ensure that the remainder of the party are adequately supervised throughout and arrange for their early return to base. Arrange for one adult to remain at the incident site to liaise with emergency services until the incident is over and all children are accounted for. Control access to telephones until contact is made with the Headmaster, Deputy Head or Bursar and until they have had time to contact those directly involved. Pass full details of the incident (name, nature, date and time of incident, location of incident, details of injuries, names and telephone numbers of those involved, action taken so far). Telephone numbers for future communication; identify alternate telephone numbers in case telephone lines become jammed). The school will arrange to contact the parents of those involved. In serious incidents the parents of all party members should be informed. Media: A designated person should act as the point of contact with the media to whom all involved should direct questions. Under no circumstances should the name of any casualty be divulged to the media. The Party Leader should write down as soon as practicable all relevant details. A record should be made of any witnesses. Any associated equipment should be kept in its original condition. Legal liability should not be discussed or admitted. All accident forms should be completed and insurers and HSE or Local Authority inspectors should be contacted. Inform parents of any delays that will be necessitated.
Initial Incident Information Form Nature of the Incident Exact Location of the Incident Exact Time of the Incident Name, Telephone No and Location of the Person Calling to Report the Incident: Name: Tel No. Location.. Number of Casualties: Number of Fatalities (if any): Details of Injuries:...... Names and Telephone Nos. of those Involved: Please use a separate sheet if necessary Name Tel. No: Emergency Services Involved: Yes/No Police / Ambulance / Fire
Action Taken So Far:............ Any Media Response: Yes / No Name of Person Taking the Initial Call: Time Initial Call Received:
Woodlands Schools Confirmation from Head Teacher for Visit To Go Ahead Form 4 To be completed by the Head Teacher To The Group Leader: I have studied this application and am satisfied with all aspects including the planning, organisation and staffing of this visit. Approval is given. Please ensure that the school office has all relevant information including a final list of group members, details on parental consent and a detailed itinerary at least seven days before the party is due to leave. Signed:... Head Teacher (print name) Date: A copy of the completed application form and details of any subsequent changes should be retained by the Head Teacher.
Appendix 2 Parental Consent Form for Residential Trips - FORMS A & B /Great Warley/Little Acorns Visit to: Date: Child s name Age Class Address Home Tel. No. Emergency Contact Tel. No. Family Doctor Address Tel. No. Medical Information about your child: 1. Any conditions requiring medical treatment, including medication? Yes / No If YES please complete FORM B attached. 2. Is your son/daughter allergic to any medication? Yes / No If YES, please specify.....
3. Date of last tetanus injection?....... 4. Please provide details of any special dietary requirements:..... 5. To the best of your knowledge, has your son/daughter been in contact with any contagious or infectious diseases or suffered from anything in the last four weeks that may be contagious or infectious? If YES, please give brief details:........ Please confirm that you give permission Group Leaders to administer Calpol or equivalent to your child should the need arise. Yes / No I will inform the Group Leaders, as soon as possible of any changes in the medical or other circumstances between now and the commencement of the journey. I hereby give consent that my child may take part in all activities undertaken as part of the above trip. I also agree to authorise members of staff during the course of the visit to approve such medical treatment for my child as considered necessary in an emergency on the advice of a qualified medical practitioner Parent Signature:.... Date:. Full Name:.. (Block Capitals please) Please now proceed to FORM B if you answered Yes to Question 1 and complete and return this also.
IMPORTANT NOTES: This form must be completed and returned to the office by DATE Any medication required by your child on this trip must be placed in a see through bag clearly marked with your child s name. The details of the doses to be given must be clearly written on a postcard and placed in the bag. Medication together with instructions will also be required by DATE
/Great Warley/Little Acorns Healthcare Plan FORM B Residential Visits and Out of School Activities for pupils with medical conditions Contact Details Name: Relationship to Pupil The School will not give your child medication unless you complete and sign this form. Please complete this form for medication that your child will need on the visit 7 days before the start of the visit. For more than two types of medication complete the following page. This form will be attached to the Healthcare Plan and taken on the visit. Phone (day) Name of School: Mobile: Date(s) of visit: Phone (evening): Visit Destination: Address: Group/Class Name of pupil: Date of Birth Postcode
Medical condition/illness Medication 1 Medication 2 Name/type of medication (as described on the container) Name/type of medication (as described on the container) Expiry Date: Expiry Date: Dose and method Dose and method When it is taken (time of day) When it is taken (time of day) Are there any contraindications (signs when this medication should not be given)? Are there any contraindications (signs when this medication should not be given)?
Are there any side effects that the school/setting needs to know about? Are there any side effects that the school/setting needs to know about? Self-administration: can the pupil administer the medication themselves? Self-administration: can the pupil administer the medication themselves? Yes No Yes with Supervision Yes No Yes with Supervision What to do in an emergency Medication Expiry Date Please provide any other information that the school needs to be aware of regarding your child s medical condition and recent health before the residential visit or out of school activity.
Is your child well enough to attend the visit? I understand that I must deliver the medication personally to: Agreed Member of Staff: Signature (s) (Parent) Print Name: Date:
Healthcare Plan Strategy and Schedule for Minimising Triggers for Medical Conditions at School Trigger Where trigger affects pupils When trigger affects pupils Action to Take Person responsible Date action to be taken If applicable, person responsible for ongoing action
Date Time Medicine & Dosage Signature of person administering medicine Policies\Educational\Educational Trips Policy
Appendix 3 Parent and Emergency Contact Details /Great Warley/Little Acorns TO BE COMPLETED AND RETURNED TO SCHOOL OFFICE BY DATE AT THE LATEST Parent and Emergency Contact Details for residential trip from DATE Child s Name:..... Class:.... Parent s Full Name....... Home Telephone No...... Mobile Nos..... Emergency Contact Names and Nos:..... 1. Name:..... Relationship: Number:.......... 2. Name:..... Relationship: Number:.......... 3. Name:..... Relationship: Number:.......... Policies\Educational\Educational Trips Policy
Emergency Contact Details for the Group Name of pupil Name of Parent/Carer Telephone Number (s) Policies\Educational\Educational Trips Policy
Appendix 4 Code of Conduct All these regulations are designed for the safety of pupils whilst abroad and for the trip to be enjoyable and successful for all. Pupils Pupils, regardless of age, are subject to the regulations whilst in the care of members of staff, who act in loco parentis for the duration of the visit. Acceptance of this Code implies that both parents and pupils understand it to be a basic condition of the contract of the trip. All the rules and regulations that follow are a requirement for the safety of those involved and the enjoyment of all participating. Behaviour must always reflect the high standards demanded at Woodlands Schools, and must always respect the rules and regulations laid down by the proprietors of accommodation used. Consideration of other guests is of paramount importance. Pupils must take personal responsibility for their possessions at all times. Pupils are required to attend breakfast and evening meals on time and to be present at all registration times. The laws, traditions and rules of foreign countries must be observed at all times. The member of staff in charge has the authority to remove a pupil s participation in any activity should there be unsatisfactory behaviour. Parents are required to accept responsibility for any damage or costs incurred by their child due to his/her conduct and actions, whether intentional or not. Any claims made by a third party against a pupil, or the School as a result of his/her actions, must be met by the pupil s parents. Staff Staff must maintain their position of responsibility, in loco parentis, at all times during any school trip or visit. This will include: the continual assessment of activities in terms of their suitability and safety on residential trips, on arrival, inform the HT ensure regular contact throughout the duration of the trip behaviour suitable to the role, i.e. dress code, no consumption of alcohol, smoking or drugs, discreet use of mobile phones if a personal call is necessary Policies\Educational\Educational Trips Policy