CA/14/2/21 EDUCATIONAL VISITS POLICY (PREVIOUSLY OFF-SITE AND RESIDENTIAL ACTIVITIES PROCEDURE) Approved by Governors 25 June 2014 Review Date Summer 2017
Preface to all policies and procedures. aims to be the first choice provider of outstanding learning for the community of Colchester and beyond. The Academy will provide exciting and challenging academic, vocational and social learning opportunities locally, nationally and internationally. The Academy will prepare students for a rapidly changing world and nurture a philosophy of lifelong learning that they will maintain into adulthood. All students and staff will be nurtured, motivated and encouraged to be the best they can be. s ethos is founded on a set of key principles which will inspire and be evident in all the Academy does. These principles are: Harnessing the specialisms of English and Health Sciences A culture of high aspirations, high achievement and success for all Respect for others and self, with all people feeling valued A secure and healthy environment which is at the heart of the community. 2
1. Introduction believes that educational visits (including off-site and residential activities) are an essential resource which can supplement and enrich the teaching of a broad and balanced curriculum. All educational visits must serve an educational purpose providing students with an opportunity to undergo experiences not available in their normal environment. This procedure is designed to help all personnel involved in the organisation and running of educational visits to plan and evaluate activities to ensure that any risks are managed and kept to a minimum for the health and safety of all participants/students. Any member of staff is required to read this policy before organising any educational visit to be made by Academy students. This policy should be read in conjunction with: OEAP (Outdoor Education Adviser s Panel) guidance the Academy s Child Protection and Safeguarding Policy the Academy s Behaviour for Learning, Rewards and Sanctions Policy. 2. Aims The following aims will be adhered to when arranging any educational visit/off-site activity:- To organise activities within the guidelines outlined in all documents relating to the Health and Safety of all participants/students; To ensure that the destination to be visited and the programme of events planned serve an educational purpose enhancing and enriching students learning experiences; To ensure that staff involved in supervision of the activity have the necessary experience and qualifications to discharge their duties effectively; To ensure that the transport and venues used are suitable for the activities involved, bearing in mind the age of the students; To conform to the Academy s guidelines in terms of staff/student ratio at all times. To promote the independence of students as learners and enable them to grow and develop in new learning environments. 3. Roles and Responsibilities Educational Visits Co-ordinator (EVC): Educational Visits Co-ordinators will have engaged with the one-day certified training (overseen and monitored by the OEAP). Check and approve all educational visits checklists and risk assessments. Provide in-school training/briefings for all staff organising educational visits. Ensure that the Academy s educational policies and procedures remain up to date reflecting current OEAP guidance. Visit Leader: 3
Visit Leader is responsible for ensuring that all aspects of this policy are followed when organising an educational visit. Visit Leader will attend relevant training/briefings and liaise with the EVC in order to ensure that the visit runs smoothly. Associate Principal: Ensure that all visits receive initial approval before any detailed arrangements are made. Ensure that all procedures in this policy are followed by appropriate staff. Ensure that staffing ratios and experience are appropriate for all educational visits, Governors: Ensure that the Academy s is reviewed at least every three years. Scrutinise the details of any residential, adventurous or overseas educational visits before granting approval. 3. Obtaining Authorisation/Approval There is a general need to consider the frequency and calendar of all educational visits, events and visitors and to identify target students. We need to ensure that all are viable and do not clash or overstretch parents / faculties / Academy budgets or put strain upon spaces and cover. If the activity causes stress on the systems then approval may be denied or rescinded. 1. An Educational Visit Proposal form (Appendix 1) must be completed providing brief information about the proposed visit. This must be submitted to the Associate Principal (ideally during the summer term of the academic year preceding that of the visit) who decides whether the visit will be agreed in principle. Any proposals for residential, adventurous or overseas visits will be submitted to the Governing Body 2. Following an educational visit being agreed in principle the visit leader must gain calendar and staffing approval from the Associate Principal. 3. Once agreement in principle has been given the visit leader will be issued with an Educational Visits pack by the main office. The Educational Visits Co-ordinator will ensure that the visit leader fully understands their responsibilities. 4. The visit leader will complete an online risk assessment. For any students with additional needs a specific risk assessment will need to be completed. This will be checked by the Educational Visits Coordinator (EVC) who will comment on the visit arrangements and provide authorisation provisional on the agreement of the Associate Principal (Governing Body for residential, adventurous or overseas visits). It is expected that as far as is possible proposals for educational visits will be submitted during the summer term of the academic year preceding that of the visit and if not possible at least six weeks in advance of the proposed visit (one full term in advance of residential, adventurous and overseas visits). 4. Post approval visit procedures 4
Prepare a letter to parents/carers which will include permission and personal details required such as contacts etc. This letter must be approved by the Associate Principal. Test the numbers interested BEFORE committing the faculty allocation to funding an educational visit. If the numbers make it viable, agree with SLT line manager the booking details. All monies will be collected via the Finance Office. Visit leaders and other staff must not collect monies. The letter to parents/carers must make it clear FROM THE OUTSET that no monies are refundable under any circumstances whatsoever. Only valid insurance claims will be considered. Parental consent (in writing) must be obtained for all students who will participate in the educational visit. Confirm staffing arrangements and complete absence request forms (submitted to the Associate Principal). Place any purchase orders with the Finance Office. Confirm transport, activity and accommodation bookings (all to be booked via Finance Office) and inform the Educational Visits Coordinator and SLT line manager. If necessary, arrange well in advance, parent/carer meetings and student briefings to discuss objectives, codes of conduct and schedules. Ensure that all staff and students involved in the visit are fully briefed. Additional preparation and paperwork for residential, adventurous and overseas educational visits must be discussed with the Associate Principal. Complete specific detailed risk assessments/procedures/expectations relevant to the educational visit and share/agree with staff on educational visit. Notification of visit and student/staff details to be emailed to all staff at least a week in advance. Inform Catering Manager of students requiring Free School Meals for visit and number of absent students due to visit. Copies of student details (as well as contact information for staff on the visit) and a covering summary sheet MUST be left with the main office for emergency contacts and the EVC before the day of the educational visit and amended on the day as necessary. Analyse student personal and medical details, highlighting issues to all staff on educational visit and collect relevant first aid kit. Details of students on the educational visit to be emailed to staff. On day of visit On the day of the educational visit a copy of students present and absent and a pre-prepared list of contacts and medical needs must be left with the main office. If this does not occur the educational visit may be cancelled and/or recalled. The faculty will be liable for any costs incurred. During the educational visit, risk assessment procedures must be followed at all times. All staff will be given a copy of the procedure to be followed in the event of a disaster on an educational visit (Appendix 3). Contact numbers must be checked before leaving to ensure that there is viable contact with the EVC or other named senior person at school. DO NOT RELY ON THE ACADEMY NUMBER SOLELY. 5
Visit leader to leave mobile number with the main office and the EVC. Before returning ensure everyone is present and when returned let the EVC/emergency contact know everything is OK and if possible inform the main office. On return to the Academy inform the EVC/emergency contact of safe return. 5. Procedures for Events and visitors Detailed information to be added to proposal form which should, as far as possible, be submitted during the summer term of the academic year preceding the activity. SLT line manager to agree to relevant format and organisational details. Calendar and staffing approval to be sought from the Associate Principal. (Absence request forms to be completed as appropriate). Main office to be made aware of implications and organisational details. Relevant risk assessments to be completed. Assembly of students to follow formal procedures. 6. Risk Assessment A comprehensive risk assessment (including specific risk assessments for students with additional needs) must be carried out before the proposed visit, adding detail to the generic documents. This must assess risk which might be encountered on the visit and should indicate measures to prevent or reduce them. The assessment must be based on the following considerations:- what are the hazards? who might be affected by them? what safety measures are needed to reduce the risks to an acceptable level? can the safety measures be put into place? what steps will be take in an emergency? A preliminary visits to the venue should be taken where possible, in order to carry out an on-site assessment. It is important to take into account the probable weather conditions at the time of the year and a careful account of the facilities available, with due regard to the proposed number of students participating in the activity. It is important to assess any health & safety or security issues and take measure to eliminate or reduce them 7. Emergency/Critical Incident Procedures All educational visit staff must carry a copy of the procedure to be followed in the event of a disaster on an educational visit (Appendix 3). On return to the Academy, the visit leader must comply with the Academy s normal accident reporting procedures. 8. Monitoring, Evaluation and Review 6
The Governing Body will review this policy at least every three years and assess its implementation and effectiveness. The policy will be promoted and implemented throughout the Academy. 7
APPENDIX 1 Educational Visits Proposal Faculty: Subject (if different): Visit Organiser: Proposed date (give month if not available): Year group: 7 8 9 10 11 Numbers expected: Did this visit run last year? Yes / No Proposed staff numbers: Teachers: (Mnemonics) Support Staff: (Mnemonics) Please outline details of visit (where, why, cost (indicate whether from parental contributions/faculty capitation or request for Academy subsidy) etc): Associate Principal Comments: Approved in Principle: Yes / No Signed: Date: Visits directly linked to the curriculum must be open to all students.
Hawthorn Avenue Colchester Essex CO4 3JL Tel: 01206 861217 Fax: 01206 865940 APPENDIX 2 Pre-approval for Visits Form Please complete this form for any visits or off-site activities and return this to the Academy main office at least two months before a one day trip and six months before a residential/overseas trip. Name of Visit Organiser Date submitting form Dates of visit Departure time: Return time: Visit to Year Group Faculty Is this trip a: Brief outline of visit: Objectives of visit: Local one day visit / Adventurous / Residential / Overseas visit *Delete as applicable Check HASPEV, Bulletin 121 & Code 28 Guidelines (website) Have at least 2 alternative dates been identified with reference to College Calendar? Has Calendar approval been given by GLC? Total number of students M/F ratio M F Number of adults / proposed names (normally 2 for first 20 students, 1 for each 20 after that, for 1 day visits. 2 for first 20 students, 1 for each 15 after that for overseas or residential visits. Transport cost Admission cost Other projected costs (e.g. insurance cover, photocopying, cover) - include rates Total cost Cost per student Any significant hazards/concerns Date Costs Visit Organiser signed Activities to be undertaken by the group Please return this form to the Academy main office at this stage. EVC Approval EVC Comments What type of approval does this visit require? SLT Approval (GLC) SLT Comments Principal s Comments Governor s Comments To go on Calendar Date Signed Local / County
Visit Organiser; please complete the online application at: https://evolve.edufocus.co.uk (found @ staffnet homepage) To be completed at least 1 month prior to the visit. EVC Password EVC Number Insurance Company Policy Number A copy of this form will go to FINANCE / MAIN ACADEMY OFFICE and returned to you for your records. Follow procedures as laid out by Essex County Council and DfE. Approved by EVC Signed: Date: EVC to pass form back to visit organiser. Final checklist to be completed by visit organiser. This must be completed prior to the visit leaving. I have checked National Guidance (OEAP) guidelines Parental Consent forms have been returned for all students Visit Organiser signed Date I have briefed parents, students and staff I have arranged 2 mobile phone contacts (1 must be member of SLT) and they are: SLT Contact Name: Number: Name: Number: I have collected the Academy mobile phone, first aid kit & Emergency Procedures Action Plans Emergency cards for students have been collected and will be distributed Meeting points/times arranged and staff students made aware of them Accident forms completed as appropriate Significant risks identified: Travelling Location Activities PLEASE RETURN COMPLETED FORM TO THE ACADEMY MAIN OFFICE 10
APPENDIX 3 Procedure to be followed in the Event of a Disaster on an Educational Visit (from Academy s Crisis and Disaster Management Policy Establish the nature and extent of the emergency (contact the emergency services). Make sure all other members of the party are accounted for and are safe. If there are injuries, establish their extent and administer appropriate first aid if you have been trained and feel capable. Have regard to your own safety. Advise other party staff of the incident and of the actions taken. Decide, if appropriate, particular responsibilities to be undertaken by each adult member of the group. If possible, ensure that an adult accompanies any casualties to hospital. Ensure that remaining students are adequately supervised and arrange for an early return to base. Arrange for one adult to remain at the site of the incident to liaise with the emergency services until the incident is over and all children are accounted for. Contact the Principal or a member of the SLT who will be on call. Control access to telephones until the senior member of staff has contacted parents/others directly involved. Give full details of the incident including: nature, date, location and time of incident. details of injuries etc. names and if possible home telephone numbers of those involved. action taken so far. telephone numbers for future communication. Do not discuss matters with the media. If a member of the SLT has been contacted he/she should contact the Principal and establish who will take charge of the situation and what immediate action will be taken. The Principal will advise the Chair of Governors (and the LA if appropriate). The party leader should, at the first opportunity, make notes on the incident, as should other people involved. A record should be kept of the names and addresses of any witnesses or people involved. Do not discuss legal liability. Ensure accident forms are completed as soon as possible. Inform parents of any delays that will be necessitated, or ask a member of the SLT to do this. 11