Educational Visits Policy
Educational Visits Policy At The Downs Primary School and Nursery visits outside of the school environment are regarded as valuable and educationally enriching for the children and adults involved. For all staff, children and helpers to remain safe and secure during such activities, the following policy must be followed. The school buy into the Essex SLA and adopt the national guidance provided by OEAP. Role of the Educational Visits Coordinator To help fulfil its health and safety obligations for visits, an EVC must be appointed for The Downs Primary School and Nursery. The EVC must attend training to remain up-to-date with legislation and guidance. Functions of the EVC are to: Ensure that an appropriate school policy is in place for visits. Keep records of educational visits and to make these available to the where requested, as part of the ESSEX COUNTY COUNCIL s statutory monitoring role as employer. Ensure that DfES guidance, ESSEX COUNTY COUNCIL guidance, school policy and other relevant documentation is readily available for access by staff. Liaise with the ESSEX COUNTY COUNCIL to ensure that educational visits meet the ESSEX COUNTY COUNCIL s requirements including those of risk assessment. Assign competent people to leads or supervise visits. Assess the competence of leaders and other adults proposed for a visit. Organise the training of leaders and other adults going on a visit. This will commonly involve training such as first aid, hazard awareness, etc. Ensure group leader has obtained consent of parents and provided full details of the visit beforehand so that parents are fully informed including the educational aims of the visit and a clear outline of all activities the pupils will be taking part in. Advise on emergency arrangements. Keep records of individual visits (including event specific risk assessment forms and educational visits approval forms). Promote and publicise any relevant training organised by the ESSEX COUNTY COUNCIL. Review systems and monitor practice.
Procedures that need to be carried out when organising an educational visit All visits must be approved well in advance by the EVC. At the time of booking the visit The EVC and Sandie McClelland must be informed individually of the dates and classes involved. At least 2 weeks before the visit Pre-visits by the visit leaders should be undertaken to identify any significant hazards and to ensure educational aims are planned for. Where year groups visit the same site every year pre-visits need only to be undertaken every other year if the visit leader remains in the year group. Written details of the visit need to be sent out to parent/ carers. At least a week before the visit The Educational Visit Approval form must be completed (including all adult helpers) and a copy handed to the EVC at least one week before the visit is scheduled to take place. Once approved, a copy of the Educational Visits Approval form will be kept by the EVC and the Receptionist and the original returned to the visit leader. The Event Specific Risk Assessment form must be completed and a copy handed to the EVC at least one week before the visit is scheduled to take place. Once approved, a copy of the Event Specific Risk Assessment form will be kept by the EVC and the original returned to the visit leader. Ensure that all relevant personnel are notified of the visit so necessary arrangements can be made e.g. outreach teachers, counsellor, school kitchen etc. The EVC retains the right to postpone or cancel the trip/visit if this form is not submitted in time. A couple of days before the visit Ensure that all pupils are reminded to wear school uniform (exceptions: farm visits and forest visits) and advise pupils of any waterproof clothing, boots or other equipment that may be required. Where pupils are expected to wear school uniform staff should dress appropriately (No denim jeans). On the day of the visit All staff helpers (teaching and non-teaching) should be provided with a completed copy of the Event Specific Risk Assessment form to read. Any parent helpers should be provided with a completed copy of the Event Specific Risk Assessment form to read. Once they have read the information they should sign the teachers original copy certifying that they have read and understood the risks identified and the control measures that have been put into place and that they understand their responsibility as a group supervisor in controlling these risks.
Ensure that parent helpers also read any relevant generic risk assessments, i.e. coach travel, public transport etc. All staff should be provided with a register of pupils involved in the visit. All visit leaders should take the critical incident action plan with them on the visit. On-going risk assessment to be performed throughout the visit, with particular reference to changes in weather conditions. Appropriate arrangements should be made for the dismissal of pupils at the end of the visit. All pupils should return to the school and then be dismissed from there (No child should be collected from the coach). Immediately following the visit If there were any on-going risk assessment concerns during the trip/visit then these must be recorded on the reverse of the Event Specific Risk Assessment form which was submitted beforehand. This should outline any unforeseen risk and the associated control measures put into place to minimise the risk. Record the outcomes of the trip/visit at the bottom of the Educational Visit Approval form to indicate whether or not the trip met the educational aims/needs of the pupils and whether or not there is anything to bear in mind when planning the same trip in future years. Visit leaders should review the trip, noting the following: - Any particular problems with transport (e.g. coach arriving late, no seat belts, etc) - Any particular problems with the venue (e.g. nowhere to shelter during rain) - Educational benefits of the visit - Comments from parents - Any recommendations for future visits. Prior to each school trip the teacher in charge will refer back to the reviews and take account of comments. Educational Aims of Visits All visits must have clearly defined educational aims, which are outlined in the letter to parents and written on the Educational Visit Approval form. Competence of Visit Leaders The EVC must assess the competence of a member of staff wishing to lead a visit. The following will be considered with this assessment: What are the leader s reasons for undertaking this visit? Has the leader a teaching or similar qualification and are they an employee of the LA?
Has the leader a real sense of responsibility, extending beyond the teaching of subjects to be able to effectively ensure pupil s well being? Does the leader possess the necessary organising ability? Is the leader competent in risk assessment procedures? What experience does the leader have of the pupils he/she intends to lead? What experience does the leader having in leading activities? What experience does the leader have with the environment involved? The EVC reserves the right to appoint an alternative leader if the planned leader is assessed as being incompetent to lead a visit. Risk Assessment Risk assessment is nothing more than a careful examination of what could cause harm to people, together with the identification of control measures in order to reduce the risks to level deemed to be acceptable. There are three levels of risk assessment that need to be considered for all visits: a) Generic b) Event Specific c) On-going a) Generic Generic risk assessments are completed for all visits that take place at The Downs Primary School and Nursery and are contained in the Educational Visits file. These include guidance that remains constant regardless of the nature of the visit and those who attend (for example transport risks for coach/ car/ public transport/ walking). Generic risk assessments must be shared with those who are involved with the visit during the completion of the other documentation. b) Event Specific These risk assessments consider any significant hazards or risks relating to a visit not covered through the Generic assessment, taking into account the activities, the group of children, transport and Plan B. Any activities that may take place in the event of changed or changing conditions must also be risk assessed (Plan B). Significant implies those hazards that could result in serious harm or effect to people. The Event Specific Risk Assessment must be completed by all staff attending the visit and recorded on the ESRA form. Once completed it must be handed to the EVC for approval at least a week before the visit takes place. Visit leaders must also ensure that appropriate persons i.e. parent helpers are aware of the Generic Procedures listed in the appendices of Educational Visits Policy, but these do not need to be recorded on the Event Specific Risk Assessment form.
c) On-going When on a visit, risks should be monitored throughout and where appropriate activities should be modified or curtailed to suit any change in circumstances. On-going risk assessments should be recorded on the reverse of the Event Specific Risk Assessment form immediately following the visit to ensure that any unforeseen risks and associated control measures can be considered beforehand in future years. Staffing, Ratios and Supervision Appropriate supervision must take place at all times during visits. The Downs Primary School and Nursery policy outlines the following ratios: 1:3 for Nursery children 1:5 for Reception children 1:6 for Years 1-3 1:8 for Years 4-6 Swimming Ratio 1:15 When classes go to the swimming pool each class should ensure there are 2 adults per class to accompany. KS2 Carol Service Y3, Y4, Y5 and Y6 should ensure there are two adults per class and in addition one extra adult for the whole year group to act as a marshal when crossing roads alongside the class teachers. High School visits / Taster Days Ratio 1:15 KS2 classes visiting local High Schools by coach should ensure that there are 2 adults per class. (It is assumed that High School staff would assist supervising pupils on site). Public Transport (for example, London Underground) If using public transport ratios will need to be lower. Speak to the EVC beforehand for further guidance. Professional judgement must be used when deciding the appropriate level and suitability of staffing for a visit. The above ratios indicate the maximum number of pupils per adult but each visit should be assessed according to location, activities, the needs of the pupils, the experience and competence of staff and parent helpers, to help decide if more adults are needed.
Communicating with Parents Parents and those with parental responsibility should be made fully aware of the likely risks and their management, so that consent or refusal can be given on a fully informed basis. Information to parents needs to include full details of all activities to be undertaken and venues, together with supervision arrangements. Parents must also be informed of any activities that may take place in the event of changed or changing conditions, as parental consent must be obtained. Written permission must be obtained from all parents prior to the visit, including information regarding specific medical needs and contact telephone number(s). When requesting for adult volunteers to supervise a group on an educational visit, parents/carers must be made aware that the group for which they will be responsible for will not include their own child. If a parent/carer needs to attend due to a medical / EBD need, they will be solely responsible for their child and will not be responsible for a group. Insurance The school is insured through AIG. The Off-site visit insurance covers all participants, staff and supervisors, as well as loss and theft of personal property for items up to 2000. Transport For coach travel, only reputable coach companies approved by Essex County Council will be used. All seats must have safety harnesses or equivalent. The maximum seat capacity of the vehicle must not be exceeded. For public transport within the Greater London area, the EVC and/or the visit leader should contact Transport for London for advice. In addition to this advice, children must remain seated where possible and must stay within sight of their group leader. Where private (staff or parent) car is to be used to transport children, the Headteacher should approve this and Form EV6 (obtained from the EVC) should be completed and retained by school. Any parent or member of staff offering to transport pupils must agree to insurance, MOT and driving licence documentation being seen. Parental consent for those being transported should also obtained. Staff or parents transporting children by private car must ensure that they comply with the booster seat regulations. If a child meets the regulations required to use a booster seat, the school will provide a suitable booster seat.
Residential Visits The visit leader for a residential visit must consider the following: The leader must have floor plans of all rooms to be used. There must be both male and female teachers for the mixed group. There must be separate male and female sleeping and bathroom facilities for pupils and adults. The immediate accommodation area should be exclusively for the group s use. There is appropriate and safe heating and ventilation. The whole group must be aware of fire precautions, its regulations and routines. There must be security arrangements that stop unauthorised visitors. All staff at the site to be visited must have been checked as suitable to work with young people. There should be drying facilities. Doors should be able to be locked, but appropriate access should be available to teachers. There should be adequate space for storing clothing, luggage, equipment, etc and for the safe keeping of valuables. There should be adequate lighting. There should be provision for those pupils with SEN and those who fall sick. The fire alarm must be audible throughout the accommodation. There should be recreational accommodation and facilities for the group. There should be at least two supervisors on duty during the night. During a residential visit, staff supervising should be given down time periods where they will not be expected to directly supervise the pupils. During this time, staff are allowed to leave the site and/ or drink alcohol. During these periods of down time, other members of staff should be responsible for the supervision of the group. All residential visits will need to be approved by Essex County Council. The EVC will ensure that the relevant forms are completed and sent to Essex County Council, via the Evolve website, to gain approval. Water Margin Activities Water Margin activities refers to activities that take place near or in water, such as a walk along a riverbank or seashore, collecting samples from ponds and streams, or paddling or walking in gentle, shallow water. It does not refer to swimming or other activities that take place in water. Visit leaders who wish to engage in water margin activities should refer to the DfES and CCPR document titled Group Safety at Water Margins and follow the guidance listed there (Copy available in the Educational Visits file).
It is the recommendation of the school that pupils should not enter water, unless risk management of the activity has been undertaken by the EVC and Visit Leader. First Aid On visits a member of staff with a sound working knowledge of first aid should be available, i.e. a member of staff or adult helper who has a current qualification or who has had previous training with first aid or who has a broad understanding of how to respond appropriately in the event of sickness / injury. A first aid kit should always be taken on educational visits. Emergency Procedures In the case of an emergency during a visit, the following action must take place: In the event of a significant incident or accident that does not involve serious injury or fatality and/or is not likely to attract media attention, the visit leader should seek advice from the school emergency contact(s). This should normally be a member of staff on the Senior Management of the school and in the case of out of hours, the designated person should be contacted. Parents should only be contacted via the school. In the event of an incident that does involve serious injury or fatality and/or is likely to attract media attention, the visit leader should first contact the school. The school will then follow the Essex County Council emergency procedure. The Essex Educational Visits Team Critical Incident Action Plan, which is held in the main office, should be taken on all off-site visits. General Procedures for Visits The following procedures should be followed for all visits: Written permission must be obtained from all parents prior to the visit. Staffing ratios must be carefully planned in line with guidance in this policy. A suitable first aid kit must be taken. Written guidance on specific pupils with allergies, etc. must also be taken. A member of staff with a good working knowledge of first aid should be present. The pupils must be counted before setting off (on the coach if used) and counting must be ongoing at regular intervals throughout the trip. No transport must ever depart without two members of staff both independently counting and agreeing that all pupils are accounted for. Pupils must not be allowed to talk to any strangers, or must inform the nearest known adult as soon as possible if any stranger approaches them.
Toilet facilities must be provided at regular intervals. Meeting points must be pre-designated and times arranged when all the party should assemble. These must be strictly adhered to. On transport all seats must have safety harnesses or equivalent. The maximum seat capacity of the vehicle must not be exceeded. If public transport is used, children must remain seated where possible and must stay within sight of their group leader. A thorough risk assessment must be completed before the visit takes place, along with the educational visit approval form, naming those involved. The critical incident action plan must be taken on all visits. Any on-going risk assessments carried out during the visit must be recorded on the reverse of the Event Specific Risk Assessment form that was submitted beforehand. This should outline any unforeseen risk and the associated control measures put into place to minimise the risk. Record the outcomes of the trip/visit at the bottom of the Educational Visit Approval form to indicate whether or not the trip met the educational aims/needs of the pupils and whether or not there is anything to bear in mind when planning the same trip in future years. The visit leader(s) will instruct the pupils in the rules and regulations relating to the trip, and where necessary will also issue written guidance for pupils and their parents.
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date Coach Travel E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Children being involved in a road accident while travelling on coach Children being left at the location that has been visited Children being in proximity to moving traffic in coach park Control Measures (How to manage the risks) What procedures will we have? Children must wear seatbelts at all times. Children must remain seated whilst the coach is moving and only remove seatbelt when instructed by a member of staff. The teacher in charge of class must count children on the coach. Coach must not depart until two members of staff have independently counted all children and they have agreed that all pupils are accounted for. Disembark coach and assemble in safe area, separate into groups, adult pupil ratio appropriate for year group Proceed to destination using designated walkways where available. Who to inform Staff Parents Pupils
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date Private Car Travel E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Children being involved in a road accident while travelling in a private car (Member of staff or parent) Children being left at the location that has been visited Children being in proximity to moving traffic in car park Control Measures (How to manage the risks) What procedures will we have? Children must wear seatbelts at all times. Children must remain seated whilst the car is moving and only remove seatbelt when instructed by a member of staff. Booster seats must be used if the child meets regulations required to use a booster seat. Car must not depart until all children have been counted and all pupils are accounted for. Children to get out of the car when instructed by member of staff or parent helper and directed to a safe assembly point. Proceed to destination using designated walkways where available. Who to inform Staff Parents Pupils
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date Public Transport E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Children falling under a train / on tracks Children being left on a train Control Measures (How to manage the risks) What procedures will we have? Adult, pupil ratio according to school policy guidelines. Advise children to remain a safe distance from the edge of the platform whilst awaiting the trains. Children to always walk, not run, on and off trains and along the platform away from the trackside. One adult should be placed at the front of the group and one at the back of the group to ensure all children are together. Advise children that if they get left on the train they should to get off the train at the next station and remain on the platform. A member of staff (from the group) should travel on next train to collect child/ren and then return to previous station to meet up with the rest of the group. Other adult to remain with main group and wait on the platform or at an agreed meeting point in the station. Who to inform Staff Parents Pupils
If available request station staff to telephone the next station to secure the child/ren on the train until the member of staff arrives. Children being left at a station (platform) Children falling down escalators / stairs in the stations Bomb alert on the underground Accidents when using other means of transport e.g. bus Children being approached by a stranger One adult should be placed at the front of the group and one at the back of the group to ensure all children are together. Advise children to remain on the platform (away from the edge). Rest of the group get off the train at the next station and travel back to collect child/ren. Advise children to walk at all times on stairs and escalators and where possible hold a handrail. Follow instructions from police or London underground staff As soon as possible staff to contact main group leader, who in turn contacts the nominated coordinator at school. All group leaders to be issued with list of mobile numbers for other group leaders/school. One adult should be placed at the front of the group and one at the back of the group to ensure all children are together. Where possible children should sit when travelling on a bus or hold onto hand rails. Groups are not allowed to use any means of transport on the water. Advise children of the importance of remaining with group / class and not to talk to any strangers. If approached by a stranger, children must tell a member of staff or parent helper immediately.
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date Walking in the Local Area E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Trips, slips and falls Children being involved in a road accident Control Measures (How to manage the risks) What procedures will we have? Children to wear suitable footwear. Children to be advised by group leader of any significant hazards arising from access, steps etc. during the course of the walk (to be assessed by group leader.) Children to walk at all times when on the public highway. First aid kit carried by class teachers. Adult, pupil ratio according to school policy guidelines. Where possible cross at a zebra crossing, traffic lights, crossing island. Member of staff to stand in the middle of the road to supervise crossing. For children in the nursery, they must hold an adults hand at all times. Who to inform Staff Parents Pupils
Children being approached by a stranger Children being frightened by other peoples dogs Medical conditions allergies, asthma etc. Medical emergency Advise children of the importance of remaining with group / class and not to talk to any strangers. If approached by a stranger, children must tell a member of staff or parent helper immediately. Adult, pupil ratio according to school policy guidelines. Adult leading group to assess situation and take necessary actions (cross road or ask dog owner to cross over) Staff aware of any medical conditions of children in their group. Inhalers to be taken on trip and to be carried by group leader (Nursery Year 4) or by the child (Year 5 6) Any other medication to be carried by group leader. Contact emergency services as necessary. Contact school to advise them of the situation. School to contact parents / carers
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date Swimming E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Trips, slips and falls Children being approached by a stranger Slipping on wet / slippery floors at swimming pool Control Measures (How to manage the risks) What procedures will we have? Children to wear suitable footwear. Children to be advised by group leader of any significant hazards arising from access, steps etc. during the course of the walk (to be assessed by group leader.) Children to walk at all times. First aid kit carried by class teachers. Advise children of the importance of remaining with group / class and not to talk to any strangers. If approached by a stranger, children must tell a member of staff or parent helper immediately. Children briefed about hazard of wet / slippery floors. Children to walk at all times. Who to inform Staff Parents Pupils Children drowning Children taught by a qualified swimming instructor.
Qualified lifeguard employed by the swimming pool. Medical conditions allergies, asthma etc. Medical emergency Staff aware of any medical conditions of children in their group. Inhalers to be taken on trip and to be carried by the child (Year 5) Any other medication to be carried by group leader. Contact emergency services as necessary. Contact school to advise them of the situation. School to contact parents / carers
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date KS2 Carol Service E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Trips, slips and falls Children being involved in a road accident Children being approached by a stranger Control Measures (How to manage the risks) What procedures will we have? Children to wear suitable footwear. Children to be advised by group leader of any significant hazards arising from access, steps etc. during the course of the walk (to be assessed by group leader.) Children to walk at all times when on the public highway. Adult, pupil ratio according to school policy guidelines. Where possible cross at a zebra crossing, traffic lights, crossing island with assistance from police / community police officers on Water Lane and at Goodmayes Lane. Member of staff to stand in the middle of the road to supervise crossing. Advise children of the importance of remaining with group / class and not to talk to any strangers. Who to inform Staff Parents Pupils
If approached by a stranger, children must tell a member of staff or parent helper immediately. Children being frightened by other peoples dogs Medical conditions allergies, asthma etc. Medical emergency Adult, pupil ratio according to school policy guidelines. Adult leading group to assess situation and take necessary actions (e.g. ask dog owner to cross over) Staff aware of any medical conditions of children in their group. Inhalers to be taken on trip and to be carried by the child (Year 3 6) Any other medication to be carried by group leader. Contact emergency services as necessary. Contact school to advise them of the situation. School to contact parents / carers
The Downs Primary School and Nursery Generic Risk Assessment Generic Risk Assessment for: Risk assessment carried out by Date High School visits E Gelston October 2014 Significant Risks List significant hazards that may result in serious harm or effect to people. Consider venue, activity, pupils, transport and Plan B. Children being involved in a road accident while travelling on coach Children being left at the location that has been visited Fire or other evacuation situation Control Measures (How to manage the risks) What procedures will we have? Children must wear seatbelts at all times. Children must remain seated whilst the coach is moving and only remove seatbelt when instructed by a member of staff. The teacher in charge of class must count children on the coach. Coach must not depart until two members of staff have independently counted all children and they have agreed that all pupils are accounted for. Advise children of fire exits, procedures and assembly points when group arrives at High School. Follow instructions from staff at High School. If children not present at assembly point, member of staff to advise High School staff immediately. As soon as possible staff to contact main group leader, who in turn contacts the nominated Who to inform Staff Parents Pupils
coordinator at school. Medical conditions allergies, asthma etc. Medical emergency Staff aware of any medical conditions of children in their group. Inhalers to be taken on trip and to be carried by the child (Year 5 6) Any other medication to be carried by group leader. Contact emergency services as necessary. Contact school to advise them of the situation. School to contact parents / carers