Learning Outside the Classroom: Educational Visits and Off-Site Activities Policy

Legal Status:

The school complies with the Regulatory Requirements, Part 3, Paragraph 12 of the Education (Independent School Standards (England) Regulations 2010.

• Health and Safety Department of Education (DfE) advice on legal duties and powers for local authorities, head teachers, staff and governing bodies (DfE July 2011)
• Health and Safety Executive (HSE) School trips and outdoor learning activities - tackling the health and safety myths (HSE July 2011)

This policy replaces the guidance given in health and safety: Responsibilities and Powers (2001) and Health and Safety of Pupils on educational Visits (HASPEV 1998).

Applies to:

• The whole College

Related documents:

• Action to be taken by the Group Leader in the event of a serious accident.
• Learning Outside the Classroom Manual.
• Behaviour Management on Outdoor and Off-site Activities.
• Behaviour Discipline and Sanctions Policy.
• Equal Opportunities.
• Critical Incident/Crisis Management.
• Health and Safety policies.
• The Staff Manual.
• Other related policies.

Available from:

• The college office

Monitoring and Review

To be constantly monitored and reviewed by no later than two-years from the date shown below or earlier if required by DfE requirements

Signed: Date: July 14th 2011

Proprietor and Principal

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Learning Outside the Classroom Educational Visits and Off-Site Activities Policy

At Albion College we offer our pupils a broad and balanced curriculum that promotes their spiritual, moral, cultural, intellectual and physical development, and prepares them for the opportunities and experiences of adult life. We seek to deliver an appropriate curriculum to all pupils, regardless of social background, race, gender or differences in ability. All pupils are entitled to the development of knowledge, understanding, skills and attitudes. To enrich the curriculum for our pupils, we also offer a range of educational visits and other activities that add to what they learn in college.

All visits have clear, relevant and achievable aims and objectives, supporting our practices and policies, and allowing our pupils and staff to interact less formally than usual, thus improving pupil/staff relationships. In order to promote safe practice, the college monitors, and where necessary challenges, the educational objectives that have been stated for a visit. Before the college decides to arrange an educational visit, we consider educational objectives and how they are to be achieved.

The purpose of this policy is to ensure that trips are planned in an organised and responsible fashion, and that the health, safety, and welfare of pupils and staff are maintained. The college has developed an “Educational Visits and Learning Outside the Classroom Manual”. We ensure that our college fulfils its responsibilities for visits, including pupils’ behaviour:

• plans visits to include risk assessments and first aid;
• ensures appropriate supervision including ratios and vetting checks;
• prepares pupils for visits including those with special and medical needs;
• communicates with parents;
• plans transport;
• has insurance in place;
• makes appropriate arrangements for the range and types of visit;
• has emergency procedures, including contact details and permission for emergency medical treatment if a parent cannot be contacted.

The College ensures that it follows both the Department for Education (DfE) and Health and Safety at Work guidance and regulations (including those issued by the Local Authority (LA) and the Principal) concerning activities that take place off school premises. The School has appointed an Educational Visits Coordinator (EVC).

Equal Opportunities and Inclusion

We are an inclusive college. The challenge is to make activities available and accessible to all who wish to participate or are required to take part. This is to be achieved whilst maintaining the safety of all those concerned, the integrity of the activity and the ability to manage the visit or venture. The College recognises that there are significant factors to be managed that may override other considerations. Our risk assessments are within the context of the school’s equality and diversity policy

Special Educational Needs, Disability and Learning Outside the Classroom

HASPEV (paragraphs 107-108) gives guidance concerning pupils with special educational needs. Where pupils are identified as having particular special needs this is reflected in a higher staffing ratio, which is never less than that which applies in Albion College and in most cases is higher. Our three-year Accessibility Plan takes into consideration:

• the environment;
• the curriculum;
• the provision of information.

We do not discriminate against a disabled pupil either intentionally or unintentionally where such discrimination can be prevented by taking “reasonable measures”. All our pupils are included in all off-campus visits. Where their inclusion appears to require special adjustments, a risk assessment is undertaken. This is in two parts: firstly in terms of a whole visit or activity and then secondly in relation to the inclusion of the individual pupil. The risk assessment includes details of any special aids and equipment that the pupil may need and, in particular, details of any such items to be brought from home or obtained prior to the visit. This will usually entail discussion with the pupil, parents/guardians, group leader and other supervisors, the manager of the venue to be visited, the tour operator and so on. Where a pupil has a statement of special educational needs that requires support in Albion College for access to the curriculum, this is taken into account.

Where appropriate, the College ensures:

• one-to-one supervision whilst being appropriate in the classroom or during less complex activities outside the classroom, may not be enough during activities that are more complex;
• two-to-one supervision may be advisable when, for example, a participant has a history of wandering or otherwise leaving the area of supervision;
• the adult assigned to the supervision or care of one particular participant should not be included in the ratio for the group as a whole.

The decision on the ratio and additional requirements to meet the needs of the pupil, will involve discussion with others including the pupil, parents/guardians, group leader, other supervisors, the manager of the venue to be visited and the tour operator.

Responsibilities and the Health and Safety at Work Legislation

Legislation is enforced by the Health and Safety Executive, which has set out to clarify the position in its Health and Safety: Responsibilities and Powers (2001) document. Overall responsibility is with the Proprietor to ensure the health and safety of:

• teachers, non-teaching staff and other leaders;
• children and young people, both in their establishments and when undertaking off-site visits and ventures;
• visitors to the educational establishments and volunteers involved in approved activity.

Recognising the benefit of learning away from the College

‘Well-managed school trips and outdoor activities are great for children. Children won’t learn about risk if they’re wrapped up in cotton wool.’

In striking the right balance between protecting pupils from risk and allowing them to learn from educational visits we:

• provide learning opportunities for all our pupils;
• focus on real risks when planning educational visits and manage these risks during the off-site activities;
• ensure those running the activity understand their roles, are supported and are competent to lead or take part in them.

What our staff should expect from our school

‘Teachers should expect their schools to have procedures that encourage participation, are proportionate to the level of risk and avoid bureaucracy.’

Our college ensures that the precautions proposed are proportionate to the risks involved, and that our paperwork is easy to use. We also take account of assessments and procedures of any other organisations involved, and ensure that communications with others are clear. Our arrangements also ensure that;

• risk assessment focuses attentions on real risks – not risks that are trivial and fanciful;
• proportionate systems are in place – so that trips presenting lower-risk activities are quick and easy to organise, and higher-risk activities (Such as those involving climbing, caving or water-based activities) are properly planned and assessed;
• those planning the trips are properly supported – so that staff can readily check if they have taken sufficient precautions or whether they should do more;
• Staff are given the training the need to keep themselves and children safe and manage the risks effectively.

What our college, pupils and parents should expect from the staff

‘Those running school trips need to focus on the risks and the benefits to people – not the paperwork.’

Our staff running school trips should clearly communicate information about the planned activities to colleagues and pupils (and parents where appropriate).

This should explain what the precautions are and why they are necessary. Those running school trips act responsibly by:

• putting sensible precautions in place, and making sure these work in practice;
• knowing when and how to apply contingency plans where they are necessary;
• heeding advice and warnings from others, for example those with local knowledge or specialist expertise (especially in respect of higher-risk activities).

What does assessing managing risks mean?

Health and safety law often refers to risk assessment and risk management. These are terms used to describe the process of thinking about the risks of any activities and taking steps to counter them. A written assessment is not required for every activity. Our teachers should assume they only need to carry out a written risk assessment in exceptional circumstances. Where a risk assessment is carried out, the Proprietor must record the significant findings of the assessment.

Some activities, especially those happening away from school such as mountaineering, canoeing sailing, involve higher levels of risk. In these cases an assessment of significant risks should be carried out. Our Headmaster ensures that the person assessing the risks understands the risks and is familiar with the activity that is planned. However, a risk assessment is certainly not needed every time our school takes pupils to a local venue such as a swimming pool, parks or museums.

Our college will always take a commonsense and proportionate approach, remembering that in schools the purpose of risk assessment and management is to help children to undertake activities safely, not to prevent activities from taking place. We cannot remove risk altogether and we do not require needless or unhelpful paperwork.

Tackling myths about legal action

We understand that some schools and teachers worry about being prosecuted if an accident occurs. The HSE policy statement School trips and outdoor learning activities: Tackling the health and safety myths explains that HSE’s main interest is in real risks arising from serious breaches of the law, such as a trip leader taking pupils canoeing but not ensuring they were all wearing buoyancy equipment.

The Statement makes clear that HSE wants to encourage all schools and local authorities to remove wasteful bureaucracy – so that they focus only on real risks and not on paperwork. It also explains what HSE takes into account when deciding whether to prosecute following an accident. This might include the severity of the injury, how far good practice was followed, the seriousness of the breach of the law and whether it is in the public interest to prosecute. More details can be found at http://www.hse.gov.uk/enforce/enforcepolicy.htm. Criminal cases relating to accidents in schools are very rare. Sometimes civil proceedings in negligence can be taken against an employer or an individual member of staff. However, legal action for negligence against schools is only likely to be successful if:

• the school has not taken care of a child in a way that a prudent parent would have done;
• as a result, the child has been injured; and
• the injury was a foreseeable consequence.

Risk Assessments

Risk assessment and risk management are legal requirements. For educational visits, they involve the careful examination of what could cause harm during the visit and whether enough precautions have been taken or whether more should be done. The aim is to make sure no one gets hurt or becomes ill. The control measures should be understood by those involved. Risk assessments should explicitly cover how special educational needs and medical needs are to be addressed. The programme of a visit should include details of contingency measures. The Group leader in consultation with the Education Visits Coordinator (EVC) assesses potential risks of a proposed visit, and concludes the necessary safety measures that need to be put in place to minimise these risks. Risk assessment/s will be drawn up before the activity, if relevant adapted from a generic model, agreed with the EVC and signed off by the Principal of Albion College and copies given to all staff involved.

Risk assessment for educational visits can be usefully considered as having three levels:

• generic activity risk assessments, which are likely to apply to the activity wherever and whenever it takes place;

• visit/site specific risk assessments which will differ from place to place and group to group; and

• on-going risk assessments that take account of, for example, illness of staff or pupils, changes of weather, availability of preferred activity.

The risk assessment should take into account the type of visit, location, means of transport, number of pupils, staff ratios required, competence and first aid experience of participating staff, required level of first aid equipment, age of pupils, possible weather conditions, participation of pupils with particular medical requirements, emergency procedures in the case of a pupil requiring medical treatment, insurance for the visit, appropriateness, insurance cover of any external providers and operators involved in transport – ensuring that all transport providers have the required Public Service Vehicle operators' license. For all trips a pre-visit will be undertaken to enable the party leader to identify any potential hazards. Issues identified by exploratory visits must be satisfactorily resolved within the risk assessment.

Staff/pupil ratios

The ratio of pupils to adults varies according to the age of the pupils, the nature of the activity and the special educational needs. The college will err on the side of caution on this matter. There are no circumstances under which the staffing ratios are less generous than those to be found in Albion College. Where a young person has a special educational need, we accept that it may be necessary to have a one–to-one staffing ratio. There will be times when the following staffing ratio is appropriate, accepting that this will be modified especially where activities are subject to the Adventurous Activities Licensing Authority (AALA):

• Years 10 to 13 - 1 adult for every 8 pupils

The above are examples only and group leaders should assess the risks and consider an appropriate safe supervision level for their particular group.

Duties and Responsibilities of the Proprietor (Employer)

Under the Health and Safety at Work etc Act 1974, the employer in a school must take reasonable steps to ensure that staff and pupils are not exposed to risks to their health and safety. This applies to activities on or off college premises.

Regulations made under the Health and Safety at Work etc Act 1974 set out in more detail what actions employers are required to take. For example, the Management of Health and Safety at Work Regulations 1999 require employers to:

• assess the risks to staff and others affected by school activities in order to identify the health and safety measures that are necessary and, in certain circumstances, keep a record of the significant findings of that assessment;
• introduce measures to manage those risks (risk management);
• tell their employees about the risks and measures to be taken to manage the risks;
• ensure that adequate training is given to employees on health and safety matters.

Our College sets out health and safety arrangements in a written health and safety policy.

The Proprietor must be made aware of all off-campus visits. It is for the Proprietor to arrange for the most appropriate method of the communication for this. It is the responsibility of the Proprietor to ensure that:

• the off-campus activity or visit is appropriate and relevant;
• the establishment can be run efficiently in the absence of staff engaged in the activity or visit.

Responsibilities of the Principal

This is the key role for ensuring that the management of visits and ventures meets the regulations and guidance offered by the LA, DfE and others, as well as conforming to Albion College Health and Safety policy. This management process is in conjunction with the expectations and standards that are to be achieved by making the most of the positive learning opportunities presented. Our delegation of responsibilities is done with a clear rationale, derived from a good knowledge of the people concerned; the visits and activities; the aims and objectives; and the risk assessments they require. We delegate some tasks to the Educational Visits Coordinator (EVC).

Duty as an employee

The law requires employees to:

• take reasonable care of their own health and safety and that of others who may be affected by what they do at work;
• co-operate with their employers on health and safety matters;
• do their work in accordance with training and instructions;
• inform the employer of any work situation representing a serious and immediate danger, so that remedial action can be taken.

In addition, all staff in our college have a common law duty to act as any prudent parent would do when in charge of pupils. Employees should follow any health and safety procedures put in place by their employer. However if they feel that the procedure is inappropriate (e.g. it is too bureaucratic) they should discuss this with their employer and request that it is reviewed. Usually the Principal will work with the employer to ensure that the procedures at the school are proportionate, effective and appropriate.

Our Teachers on school-led visits act as employees of the Proprietor, whether the visit takes place within normal working hours or outside those hours, by agreement with the Proprietor. Our Teachers will do their best to ensure the health and safety of everyone in the group and act as any prudent and reasonable parent would do in the same circumstances. They will:

• follow the instructions of the Group Leader and help with control and discipline;
• consider stopping the visit or the activity, notifying the Group Leader, if they
• think the risk to the health or safety of the pupils in their charge is unacceptable;
• be aware of potential conflicts of interest if their own children are members of the group and discuss beforehand with the Group Leader.

Training

Our Proprietor ensures that staff are given the health and safety training they need for their job. This certainly doesn’t mean that all employees have to attend a training course. It may simply mean providing them with basic instructions or information about health and safety in the college. Staff who do work which involves a greater element of risk, such as using woodworking machines, will need more training. There is more information available at http://www.hse.gov.uk/simple-health-safety/provide.htm

The Educational Visits Coordinator (EVC)

Although not a requirement, our college continues to have a member of staff specifically trained in the conduct of off-site visits. This takes the form of EVC training. Our EVC is experienced in leading and managing a range of educational visits and is of sufficient status to be able to influence change and others, being actively supported by the Senior Leadership Team. Responsibility within our college for the approval of visits, however, remains with the Principal.

The college EVC will ensure that all necessary actions have been completed before the visit begins. This includes that a pre-trip visit has taken place, risk assessments and appropriate safety measures are in place, suitably competent instruction is available for the activity, the ratio of supervisors to children is appropriate and that arrangements have been made for the medical needs and special educational needs the children. It is good practice for our member of staff leading a group to visit the site beforehand to gain first-hand knowledge of the area and route. This knowledge will then inform the risk assessment and pre-planning.

The EVC’s key functions include:

• producing an annual plan of educational visits with an agreed rationale for the ‘when and how they occur’ as well as the implication for the curriculum and management of the school diary;
• being involved in educational visit management in order to ensure that the guidance and regulations are followed;
• working with Group Leaders to ensure that the aims of the educational visit are achievable and in line with those of the establishment.

The EVC is:

• to confirm that the leadership of the visit is appropriate and to check staff qualifications, this to include accompanying staff and volunteers;
• to confirm that adequate risk assessments have been carried out;
• to recommend and organise the training of Group Leaders and help organise the induction of staff new to the venture and volunteers;
• to ensure that the establishment’s management of behaviour and other relevant policies are able to be transferred off site successfully and are consistently used;
• to ensure that liaison with parents and obtaining consent are effective.

The Group Leader

The group leader, who is the person with overall responsibility for the administration, programme, supervision and conduct of the venture, is an important part of the health and safety and good practice support system, and should both understand their own responsibilities and those of the other people in the process who contribute to their support success and confidence.

The group leader should demonstrate the ability to undertake a comprehensive review of the needs of the venture and in particular be able to risk assess the locations, groups travelling and leader competencies, in order to put good risk management procedures in place, that they can monitor and use. Relevant experience is essential along with accepting the need to:

• agree specific roles, responsibilities and communications systems;
• agree incident and emergency procedures, the who, where and what of such situations;
• agree what will happen if the practicalities of the day require a major adaption of the programme (on-going risk assessment)
• have high expectations of what the pupils, young people and the venture can achieve.

Parents

The Group Leader will ensure that parents are given sufficient information in writing and are invited to any briefing sessions, so that they are able to make an informed decision on whether their child should go on the visit. This should include proposals for alternative activities in case, for example, adverse weather conditions prevent the intended activity taking place. Reasonable adjustments will be made for disabled children.

The Group Leader will also tell parents how they can help prepare their child for the visit by, for example:

• reinforcing the visit's code of conduct;
• understanding the clothing and footwear that will be required and ensuring that this is provided;
• parents will be informed of the arrangements for sending a pupil home early and will normally be required to meet the costs of such arrangements;

Parental consent to offsite activities

Written consent from parents is not required for pupils to take part in the majority of off-site activities organised by our college. However, parents should be told where their child will be at all times and of any extra safety measures required.

Written consent is usually only requested for activities that need a higher level of risk management or those that take place outside school hours. We have adapted the DfE “one-off” consent form which we ask parents to sign when a child enrols at our college. This will cover a child’s participation in any of these types of activities throughout their time at the college. These include adventure activities, off-site sporting fixtures outside the collegeday, residential visits and all off-site activities for nursery schools which take place at any time (including during holidays or at the weekend). The form is available at:

http://www.education.gov.uk/schools/adminandfinance/healthandsafety

Our parents are told in advance of each activity and must be given the opportunity to withdraw their child from any particular school trip or activity covered by the form. Parents contribute to the success of the visit by;

• understanding the objectives of the visit;
• giving written consent to transport arrangements;
• giving written consent to all emergency and other medical or dental treatment necessary for the safety and well-being of the child;
• giving clear information where relevant on their child's ability or inability to swim;
• providing clear information on their child's health and any special needs;
• giving permission for medical attention or medication if required;
• ensuring that there are clear contact arrangements.

Our College has a written policy setting out the behaviour expected of parents on the premises and the procedures that will happen when the college wishes to restrict a parent’s access to scollege premises. A parent who has been banned from entering collegepremises is trespassing if he or she does so without permission.

Expertise required

Pastoral

This includes being:

• competent and confident in managing behaviour in outdoor contexts, and be able to follow and contribute to the supervision and inclusion strategies used;
• able to agree ratios and size of groups, and establish systems for head counts and reporting in;
• able to induct all leaders into these processes;
• group the pupils and young people appropriately, based on good experience of their behaviour and attitude, as well as any other relevant information;
• able to offer realistic inclusion strategies, within the guidance offered, whilst not compromising health, safety or the integrity of the activity;
• conversant with child protection issues (completed level two training).

Technical

This includes:

• ensuring that suitably competent and qualified persons teach/instruct/lead the young people in the activities chosen;
• Emergency procedures accompanying these guidelines must be read before an outing and taken with you for reference;
• ensuring that appropriate first-aid provision is available.

Management

This includes:

• understanding and being able to put the college’s arrangements and procedures into place;
• showing evidence of their ability to manage the leaders, pupils and young people in similar contexts;
• understanding the importance of good planning and good communication between all parties;
• setting realistic aims and supporting them with strategies that work, using the best practice in their own or similar establishments ;
• ensuring that all appropriate group records and procedures are in place and that all leaders and base contacts have all the information they require;
• being able to observe what is going on and base decisions on the evidence of their own eyes, as well as pre-determined planning - this is for all aspects, from changes in the weather or physical conditions, through to group motivation or behaviour and leader issues ;
• being able to understand and manage incident and emergency procedures.

Volunteers and other responsible adults

Parents may be used as a supplement to the staff but will not be taken into account in the calculation of the minimum number of staff required to supervise the group as set out above. Parents or other responsible adults will only be allowed to accompany a day or residential educational visit if CRB checks have been made. Parents, other voluntary staff or helpers including non-teaching staff must be fully aware of the visit risk assessment, itinerary, special instructions, emergency procedures and any other relevant information, along with their role, duties and responsibilities.

Non-College employed adults acting, as supervisors must:

• follow the instructions of the group leader and employed staff and help with control and discipline;
• speak to the group leader or employed staff if concerned about the health or safety of young people at any time during the visit;
• never be in sole charge of the young persons or remote from the support of the leaders or other appropriate members of staff.

Pupils and Young People

An essential aspect of college policy is that all groups are made as aware of and active in the process of managing the visit or venture as they can be. Procedures, group and supervision strategies must be explained and understood. Individual and group responsibilities need to be clear, as well as the rewards and sanctions to ensure that they are met. A code of conduct, negotiated and agreed in an acceptable way, is a key component of educational visits e.g. communication, behaviour, dress, group supervision and 'down time'. It may be necessary to have individual behaviour contracts with some young people, signed by themselves and their parents/guardians. Everyone should be as risk aware as is realistic.

Pupils Accompanying Staff

All staff must be aware of the problems that can arise when their own children accompany a particular visit or activity. In these situations a conflict of role may occur. Where staff do take their own children on a visit or activity the member of staff should not be included in the staffing ratios unless they are supervising at all times a group which does not include their own child.

Information collected and distributed prior to trips and visits

Parents/Guardians will be fully informed in writing about the trip or visit well in advance. Where appropriate (particularly in the case of any trip to last longer than one day) parents/guardians and pupils will be invited to the college to discuss details with the trip organisers. Care will be taken to ensure that those accompanying the trip are fully informed about the special or medical needs of any pupils participating. Consent forms for emergency medical treatment and emergency contact numbers will be provided. Parents/guardians will always be given the code of conduct and details relating to standards of behaviour expected from pupils during the visit. Parents/guardians should also be advised that the College reserves the right to exclude a pupil from a visit on behavioural grounds. Trip organisers will ensure that all pupils involved in the excursion have been properly prepared and briefed.

Consent/Indemnity Forms

A pupil may not be allowed to participate in a school visit unless an appropriate consent/indemnity form has been signed by her parent/guardian and returned to college. This consent form should be used to ensure that relevant and up-to-date medical information is provided where appropriate. This form also gives permission for emergency medical treatment if the parents/guardians cannot be contacted. The form of consent/indemnity will be required for all trips/visits involving an overnight stay.

Insurance

The employer has, as required by law, appropriate insurance in place. This is expanded to cover international expeditions. Under the school's insurance, cover is as follows: Employer's liability covers the legal liability to all employees, the indemnity £20 million for each occurrence. Public liability covers claims for injury to pupils and third parties, including those on school organised trips to a limit of £20 million in any one accident or incident. This covers liability if using private vehicles on behalf of the school. Cover is worldwide. Pupils’ personal accident scheme covers all pupils automatically, worldwide, with a set scale of benefits.

Transport

We only hire taxis, minibuses and coaches which are approved by the local authority, where drivers are CRB checked and each seat has either a seatbelt or a booster seat as is applicable. In advance of the trip pupils will be given clear safety instructions based on the risks associated with the particular type of travel. Pupils must sit only two to a double seat. Seat belts must be worn and where appropriate booster car seats should be used. All drivers of the college mini-bus must have undertaken an appropriate training course. In cases of long journeys, pupils will be given the opportunity to exercise after reasonable intervals. First-aid material must be carried and be readily available throughout the visit.

Drivers

Those authorised to drive any pupils in the party should normally:

• be at least of the minimum age required by the local authority and its outdoor education adviser in relation to each vehicle ( and under 71); and
• have a minimum of two years’ driving experience; and
• have acquired some experience in handling the size or type of vehicle that will be used and is MIDAS trained; and
• hold a current driving licence valid in the country of use; and
• never have been disqualified.

The Principal and each driver must be personally satisfied that:

• the driver is covered by insurance in respect of liability to passengers and others; and
• the driver has made all necessary disclosures of material facts to the insurers, for example any particular problems relating to health; and
• the vehicle is roadworthy; and
• the driver has not consumed alcoholic liquor within twelve hours before or while in charge of the vehicle;
• the driver carries evidence of insurance.

Safety on School Visits – Criteria for Selecting Tour Operators

Our EVC requires a copy of the tour operator’s safety management system. The safety management system must define how the tour operator manages safety for the component parts of the visit and show how they are diligent in checking the safety of hotels and transport. The tour operator must provide details of independent checks made by appropriate external organisations on their safety management system along with certificates of bonding the company to registered bodies, list of staff in charge of our pupils showing qualifications and competences, motor insurance, legal and public liability insurance. All documents are to be made available to the College and for parents/guardians in the college office, if they wish. It is our policy at Albion College to travel only with a company or use an activity centre that has an external verified management system.

Adventurous Activities

Where adventurous activities are involved it is important that those leading and instructing the activities are appropriately qualified and competent. Such activities will usually be undertaken at a licensed and approved centre. Parents/guardians will be informed in writing of any adventurous activities that may be undertaken such as caving, abseiling, high ropes, climbing, water sports or pony trekking.

First Aid

All employees will as a minimum hold the ‘Appointed Person’ 1- day course of emergency first aid. Ideally a ‘Full First Aider’ who holds the full (3-day) course with a training establishment approved by the Health and Safety Executive will be in attendance.

Critical Incident/Emergency Procedures

The Group Leader and other members of staff have a duty of care to ensure that all pupils are safe and healthy. They also have a common law duty to act as a reasonably prudent parent would. In an emergency there should be no hesitation to act and to take life-saving action if necessary. All necessary steps should be taken in advance of any visit to assess all risks and take necessary precautions. The detailed actions to be taken by the group leader in the event of a serious accident/incident form an appendix to this policy.

Day Trips

A copy of the risk assessment, including pupil details and group leader contact details will be held in the College Office which will act as a contact point. The trip leader will have a mobile phone.

Residential and Trips Abroad

Every group will have a named contact in the UK, and this will normally be the Principal or the Vice Principal of the College or the Director of Studies of the College with the Administrator as reserve, with whom they will have exchanged telephone numbers and all relevant information about the trip. The College Office should also have a number where the party can be reached while away from home.

Complaints

Where complaints are received these should follow the college’s compliant procedure. Where complaints are made by the College concerning provision made on behalf of the College these should be in writing from the Principal of the College and if relevant, on the advice of the EVC to the supplier of the service. All complaints are best dealt with as and when they arise.

Accounting for Individual Pupils

The Group Leader will ensure that each pupil who is not under visual supervision is accounted for. This means the Group Leader will know the identity, whereabouts and expected time and place of return of the pupil.

Mobile Phones/Pupils' Property

Mobile phones can be very useful in emergencies. However, there are reasons why their use by pupils should be restricted on educational visits, for example:

• mobile phones can act as distractions, preventing pupils from making full use of the educational opportunities offered by the visit;
• marrying such phones can expose pupils to the risk of mugging and street violence;
• loss or theft of phones can involve Group Leaders in time consuming reporting procedures;
• homesickness may be made worse by frequent use of mobile phones.

For each visit, the Group Leader will formulate a clear policy on the use of mobile phones which will be circulated to parents and pupils well in advance of the visit. Such a policy may vary depending on the type of visit, from a total ban on pupils’ phones to a system of phones being left with adults during the day, to be used for a restricted time in the evening. The Group Leader and at least one other adult supervisor will carry a fully charged mobile phone at all times and will ensure that an emergency contact at the college has the relevant numbers. Similar rules will apply to all items of personal property including for example, cameras. Parents are requested not to send pupils on visits carrying expensive equipment that may attract thieves or be lost or broken. In any event, pupils will be responsible for all items of personal property taken on the visit.

Child Protection

Albion College Child Protection Policy and Procedures (available on the website and on request from the school office) will apply during educational visits. The Group Leader will carry out the duties of the Designated Person or will name an appropriate adult supervisor to do so. Any incident amounting to an allegation or suspicion of abuse which occurs whilst on the educational visit will be dealt with appropriately at the time and will be reported to the Headmaster immediately on return.

Responsibilities of Pupils

The Group Leader will make it clear to pupils that they must:

• not take unnecessary risks;
• follow the instructions of the Group Leader and other supervisors including those at the venue of the visit;
• dress and behave sensibly and responsibly, using safety equipment as instructed;
• be sensitive to local codes and customs;
• look out for anything that might hurt or threaten themselves or anyone in the group and tell the Group Leader or supervisor about it.

Any pupils whose behaviour may be considered to be a danger to themselves or to the group may be stopped from going on the visit. Reasonable adjustments will be made for disabled children.

Illness When Abroad

The European Health Insurance Card (EHIC) can be obtained free of charge. This can be applied for on-line, by phone or by post. See www.ehic.org.uk. This card allows reduced price or free medical treatment whilst visiting a European Union (EU) country, Iceland, Liechtenstein, Norway or Switzerland.

Evaluation

Upon return to Albion College a review and evaluation should be carried out as soon as possible. A copy of the completed form should be given to the Principal within one week of your return to College. Leaders should also ensure that upon completion of a visit or activity a complete file of names, addresses, insurance arrangements, contacts, procedures, etc. is kept for at least three years. This information would be required in the event of any future claim arising from any incident that may occur on the visit.

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