Beckbury CoE Primary School is committed to safeguarding and promoting the welfare of children and expects all staff and volunteers to share this commitment. EDUCATIONAL VISITS POLICY Introduction School visits, which provide valuable opportunities for learning through first-hand experience, are an integral part of the curriculum at St Peter s but the safety of children is always our first priority. The safety of all children and adults participating in any planned educational visit or journey is of paramount importance. It is the duty of all staff leading all educational visits to risk assess any planned visit thoroughly and to consult with the Education Visit Co-ordinator (EVC Miss Docherty) If in any doubt about the safety of any member of the party the visit should not go ahead. All risk assessments must be given to the EVC and retained for future reference. A Risk Assessment document is a legal requirement and subject to audit. All staff planning visits should read and follow the detailed guidance in the Shropshire LA file Regulations and Guidelines for Educational Visits and Journeys. Planning a Visit The following questions must be addressed: What are the educational benefits likely to arise from the visit? What does the place to be visited have to offer? Is there sufficient time for planning? Is the travelling distance suitable? Is enough known about the location? Types of Visits There are 4 types which each have different requirements which must be met by visit organiser: Those activities which are considered an integral part of the school routine. Permission for these is obtained when the child starts school. Swimming lessons: Parental consent is required before the first session; this will cover all subsequent sessions. Educational Day Visits: The school proforma including a risk assessment must be completed for each of these. Residential Visits: These visits require careful planning, the process of risk assessment should be undertaken by the Visit Organiser according to the "Regulations and Guidelines for Educational Visits and Journeys" using the school proformas.
The Organiser of the Visit will: Liaise with the EVC throughout the process; Ensure the Checklist for Planning an Educational Visit is followed (Appendix 1); Fill in a detailed Risk Assessment (Appendix 2 & 3); Discuss the risk assessment with the EVC who will make a decision as to whether the visit can go ahead; Send a letter to parents outlining the event and requesting parental consent; (Appendix 4) Choose adult supervision with care: The capabilities, experience, talents and qualifications of all accompanying adults should be given appropriate consideration; Every person accompanying children on a school visit must have an enhanced DBS from Shropshire LA; A Paediatric First Aider must accompany every visit. Carry a Emergency procedure card (Appendix 5); Collate the children s emergency numbers and medical records (Appendix 6); Brief all adults, before the visits r/e their roles and responsibilities and what to do in case of a critical incident; On return complete a Report and Evaluation sheet (Appendix 7) and fill in any additional accident / incident forms as appropriate. Levels of Supervision Teachers and other adult supervisors need to undertake greater care than that expected of the most careful parent. Levels of supervision are decided upon for each visit, taking into consideration the relevant variables (e.g. age, experience, children, nature of activity, location, physical hazards). As a guide: Nursery children should be supervised at a level of 1:4 Reception children should have a minimum adult to pupil ratio of 1:6 KS1 adult : pupil ratio a minimum of 1:6 Lower KS2 adult : pupil ratio -a minimum of 1:8 Upper KS2 adult : pupil ratio - a minimum of 1:10 Visit organisers should take individual children s circumstances into account and adjust the supervision as necessary to ensure the safety of children at all times. A qualified teacher must accompany children on all visits. It is not appropriate for AOTTs (Adults Other than Teachers) to be responsible for leading visits in school time. For sporting fixtures out of school a qualified teacher will accompany the group whenever possible. On the rare occasions when a qualified teacher is not available, parents will be informed that they must accompany their child and take full responsibility for them. Failure to make adequate provision could place visit organisers at professional risk. Sports Fixtures The arrangements of all sports fixtures must be planned and organised accordingly. If teachers, parents or other vehicles are used for transporting the pupils the school is responsible for ensuring tax, MOT, Class 1 insurance, etc are all in place. Appropriate child
restraints must be used in line with Government legislation. All parents transporting children, on behalf of the school, must have an enhanced DBS check. Residential Visits: Overnight stays of any kind involve additional levels of care and the minimum ratio of teachers/adult supervisors is 1:8, which may include qualified centre staff where appropriate. At least one teacher and one adult supervisor are assigned to each group, with both sexes represented in the case of mixed parties if at all possible. A summary sheet of information about children and adults participating in a residential visit is completed along with emergency contact information and a copy given to the home/school based contact. Visit organisers need to be fully aware of procedures in case of serious incidents and ensure that LA emergency contact numbers are taken with the paper work and consent forms on the visit. The visit organiser will ensure that parents have the school mobile phone number for emergency contact should the need arise during or after the visit. On return an evaluation of the visit will be carried out and given to the EVC to be kept in the Visits and Visitors File for future reference. Farm Visits Farms can be dangerous places so taking children to a farm should be carefully planned. The risks to be assessed should include those arising from misuse of farm machinery and the hazards associated with E Coli 0157 and other infections. Those who are pregnant are at particular risk. Check that the farm maintains good washing facilities, clean grounds and public areas. Never let children: Place their faces against the animals or put their hands in their own mouths after feeding the animals Eat until they have washed their hands Sample any animal foodstuffs Drink from taps Ride on tractors or other machines Play in the farm area Inclusion The visit organiser will make every effort to ensure that all children are included on visits, including those with special educational needs, disabilities or other special conditions or circumstances. This may require additional adult support, increased staff to pupil ratio, adult training for specific medical conditions etc. The visit organiser will take all reasonable steps to ensure inclusion for all Equipment The following items should be taken on all visits: First Aid Equipment One emergency asthma inhaler and paperwork relating to each child in the group with asthma. (Children should also carry their own inhaler unless too young to do so.) Prescribed medication Sick bucket
Mobile phones Contact list for emergencies for all children and adults in the party Transport Local coach companies are used to transport children, the best tender is accepted. In the event of an accident: Attempt to park in a safe place Keep the passengers in the vehicle unless they are at risk by doing so. On a motorway children should be taken away from the road. Note the precise location. Assess the situation and report the details to school as soon as possible. An adult must stay with the children at all times. Delays If delayed contact the school at the earliest possible opportunity and proceed at a safe speed. Injuries Assess the injured without injury to yourself. Only attempt First Aid if qualified. Reassure and protect the casualty from further harm. Send for help: dial 999 and give the following information: The location, details of casualties age / condition, phone number. Critical Incident Plan Trip organiser to inform the Lead teacher and EVC - Miss Docherty Miss Docherty to inform Executive headteacher Mrs. C Gaskin Mrs. C Gaskin to inform Chair of Governors Mrs O Sullivan to inform parents of child/ren involved in the accident Trip organiser to know that no parents are to be contacted from the accident scene Executive Head teacher/evc to keep in contact with trip organiser What Insurance Cover is provided by the LA - Third Party Policy? Shropshire Council insures against its own legal liability for injury, damage or loss that might arise as a result of negligence. The policy carried is known as a "third party liability policy". The policy covers teachers, teaching assistants and children. Voluntary helpers are covered by the third party policy for activities both in and out of school as long as they work under the supervision of or within limits set by full time qualified staff. Beckbury CoE Primary School has also bought into the Shropshire Council Annual Travel Insurance Scheme, which provides Off-Site Insurance.
Appendix 1 PLANNING CHECKLIST Name of Visit: Dates: Task 1 Read Shropshire LA s Guidelines for Educational Visits and Journeys. Done 2 For complex visits, ski trips, expeditions and visits to areas of potential unrest discuss ideas with OEA before making financial commitments. 3 Prepare an outline plan (liaise with School s EVC about the proposed visit and obtain the Headteacher s provisional approval). 4 Make a preliminary visit 5 Complete the risk assessment 6 Check credentials of providers 7 Check insurance cover 8 Obtain approval from OEA and notify LA where needed 9 Plan travel arrangements. (Check for additional requirements for visits abroad) 10 Financial planning (including charge for visit and contingency fund) 11 Make staffing arrangements 12 Make first aid arrangements 13 Make emergency arrangements and contingency plans 14 Identify steps taken to include pupils with disabilities 15 Pass detailed plans, including documented risk assessment(s) to EVC for any comments and approval. 16 Present detailed plans including documented risk assessment(s) to Headteacher and / or Governing Body where appropriate for final approval. 17 Approval received 18 Establish vaccination requirements (visits abroad) 19 Communicate with parents (a parents meeting is advised for residential visits and visits involving high risk areas or activities) and obtain consent. 20 Establish health and disability needs of participants 21 Arrange group passports and visas (visits abroad) 22 Prepare pupils (including identification arrangements) 23 Accident reporting 24 Evaluation sheet (if incident/near accident/ send to Dave Thorley Completed by: Date
16C: RISK ASSESSMENT OF VISIT School: Party Leader: Date: What are the hazards? Review date: Who might be harmed and how? What are we already doing? Risk ratin g* L,M or H What further action is necessary? By whom? By when? Done Appendix 2 Signature of staff on visit/have been involved:
SEVERITY Appendix 3 Risk rating system* SEVERITY: PROBABILITY: outcome example outcome MINOR Bruising, minor cuts, mild irritation to skin or eyes Unlikely (eg no previous history) SERIOUS MAJOR Loss of consciousness, burns, broken bones, injury or condition resulting in 3 or more days absence Permanent disability, major notifiable injury or disease Possible (eg similar incidents have happened in the past) Probable (eg same situations have happened in the past) FATAL DEATH Highly probable (eg has occurred recently here or in another organisation) Use the matrix below to assess the level of risk: FATAL Medium Medium HIGH HIGH MAJOR Low Medium Medium HIGH SERIOUS Low Low Medium Medium MINOR Low Low Low Medium Unlikely Possible Probable Highly probable PROBABILITY
Appendix 4 Appendix 4 PARENTAL CONSENT FORM FOR A SCHOOL VISIT Name of School/Youth Group: 1. Details of Visit to: From: Date/Time: To: Date/Time: I agree to (name of child) taking part in this visit and have read the information sheet. I agree to their participation in the activities described. I acknowledge the need for them to behave responsibly. 2. Medical Information about your child: a. Is your child affected by any illnesses or disabilities relevant to this visit? YES/NO If YES details: b. Is your child currently taking any medication? YES/NO If YES details: c. Is your child currently receiving medical treatment? YES/ NO If YES details: d. What type of pain relief medication may your child be given if necessary? e. Is your child allergic to anything? YES/NO If YES, details (severity, treatment etc): f. Please outline any special dietary or other requirements of your child:
g. Date of last anti-tetanus injection? I will inform the Party Leader/Headteacher as soon as possible of any changes in my son/daughter s medical or other circumstances between now and the commencement of the journey. For activities that include swimming: Is your child: Able to swim 50m? YES/NO Water confident in a swimming pool? YES/NO Confident in the sea or open water? YES/NO Safety conscious in water? YES/NO 3. Declaration I agree to my son/daughter receiving medication as I have instructed. I authorise the leaders and first aiders on this visit to give permission for my child to receive any emergency dental, medical or surgical treatment, including the administration of anaesthetic as considered necessary by the medical authorities present if this should occur at a time when my consent to the particular treatment cannot otherwise reasonably be obtained. Note: If there are some medical treatments you will not consent to please ensure that you tell the party leader about these and attach details to this form. I understand the extent and limitations of the insurance cover provided. Signed: Date: Full name (capitals): Contact telephone numbers: Mobile: Work: Home: Home address: Alternative emergency contact: Name: Telephone number: Address: GP s / Consultants name: Telephone number: Address
Appendix 5 Appendix 5 Emergency Procedures Card In the event of an accident: 1. Establish your own safety 2. Ensure the safety of the group 3. Give immediate help to any casualties 4. Get help Aim to: 1. Preserve life 2. Prevent the condition worsening 3. Promote recovery First aid check: 1. Breathing clear the airway artificial ventilation 2. Beating check circulation external chest compressions 3. Bleeding look and feel pressure and elevation 4. Breaks look and feel for irregularities support Note: Do not move a casualty if you suspect serious neck or back injury unless their life is threatened Essentials: 1. Monitor record all events and details establish witness contact details 2. Treat for shock reassurance and keep them warm 3. Remember the rest of the group safety, comfort and shock 4. Do not split the group unless it is the only way to get help leave no one on their own 5. Control indiscriminate use of mobile phones by the rest of the groups 6. Ensure that a leader accompanies any casualties to hospital Action: 1. Get qualified help as soon as possible note your location accurately 2. Contact school you may be in shock and need support 3. News travels fast school will need you to ring and give accurate information 4. Do not admit anything 5. Do not sign anything 6. Do not talk to the press 7. Direct contact with parents should be through our school senior management team only
Incident recording: Make an accurate record of all details as soon as possible do not leave this until later when your memory of details may be confused. Record details of: 1. Time, date and nature of the incident 2. Accurate incident location 3. Names of casualties 4. Details of injuries 5. Names of others involved but not injured 6. Locations of all involved when moved from the site 7. Names and contact details of witnesses 8. Action taken 9. Action still to be taken 10. An agreed forward plan Notification: 1. Notify the police if necessary 2. Notify the British Embassy/ Consulate if abroad 3. Parents should be notified at the earliest opportunity preferably by senior management team 4. Notify insurers 5. Notify the tour operator / provider 6. Media enquiries to be referred to senior management team 7. Do not discuss legal liability with others 8. Complete accident forms remember RIDDOR Regulations 1995 Contact details Beckbury CoE Primary School 01952 750287 Lead teacher Miss Docherty (school time) - 01952 750287 Lead teacher Miss Docherty (out of hours) 07527993760 Executive head Mrs C Gaskin - 07810634097 Worfield CoE Primary School (to contact executive team) 01746 716606 St Marys CoE Primary School (to contact executive team) - 01746 763455
Appendix 6 EMERGENCY CONTACT INFORMATION To be completed before the visit. Copies to be held by the party leader and school home base contact along with the emergency contact list for everyone in the party. 1. School/Youth Group: 2. Name of party leader: 3. Party leader Phone Nos: 4. Visit departure date: 5. Return information: Date: Time: Location: 6. Party: Total Number: Adults: Party Members: 7. Emergency contact information: a. During school hours: Headteacher: Tel: Deputy/other: Tel: b. Out of school hours: Headteacher: Tel: Deputy/other: Tel: c. Travel Company: Name/Address: Tel: email: Company Travel Rep: Name: Tel: email: Insurance / Emergency Assistance: Tel: email: Hotel: Address: Tel: e-mail: Hotel contact (e.g. Rep/Manager): d. Other emergency numbers: (e.g. telephone tree)
Appendix 7 EVALUATION OF VISIT To include also record of incidents / near misses and accidents. To be completed by the Party Leader on return from the visit for future reference and a copy sent to the Outdoor Education Adviser, The Shirehall, Abbey Foregate, Shrewsbury, SY2 6ND School / Youth Group: Party Leader: Date of Visit: Purpose of Visit and activities undertaken: Venue / Location: Commercial Provider: 2. a) Pre-Visit/information and support from provider b) Travel arrangements Rating out of 10 Comment c) Content of programme provided d) Quality of instruction e) Equipment provided f) Sustainability of environment g) Accommodation
h) Food i) Courier / Representative j) Value for money 3. Record of Incident: 4. Other comments and evaluation including close calls and near misses not involving injury or damage: 5. All accidents should be recorded on the appropriate report form and submitted as required to the appropriate Health & Safety department at Shropshire or Telford & Wrekin. Please attach a copy of this form and send to the Outdoor Education Adviser, within 5 working days of returning from the visit. Name of Headteacher / Line Manager: Signed: Date: Name of EVC: Signed: Date: Name of Party Leader: Signed: Date: ECTION 17: