Guidelines for Educational Visits - eduFOCUS

1 Guidelines for Educational Visits Midlothian Council Education and Children s Services Division April 2010 POLICY Guidelines Health and Safety: (2nd Revision) Foreword, Director of Education and Children s Services Educational Visits are a key element of the richness and quality of education provision which we seek to achieve in Midlothian. Such Visits help to extend the experiences of our young people, help to develop greater independence and, in many cases, encourage the development of investigative skills. Most Visits organised by schools take place without any incident. However, a number of recent incidents involving school parties in other parts of the have brought the safety of young people involved in out of school Visits sharply into scrutiny.

2 These policy Guidelines have been issued to assist Midlothian schools in planning and managing out of school Visits to ensure, as far as possible, the safety of all children and young people taking part. The Guidelines supersede previous memoranda adopted from the former Lothian Regional Council and draw on good practice recommended in various national circulars on Safety in Outdoor Education. As such, they contain a number of important amendments to the Council s existing arrangements eg in terms of supervision ratios, emergency procedures, which Heads of Establishment should ensure are brought to the attention of all staff involved in out of school Visits .

3 Although the guidance is primarily intended for use in schools, it applies equally to Visits arranged by the Community Education Service. These Guidelines are not intended to discourage schools from making Visits by identifying hazards; rather, they set out clear guidance and procedures by which Head Teachers, party leaders and other organisers can ensure sound safety management systems are in place when taking pupils out of school. I have asked that the implementation of the Guidelines be monitored carefully over the next 12 months, taking account of any difficulties which may arise. Meantime, schools should direct any queries arising from the Guidelines to Outdoor Education Organiser, Penicuik Town Hall (Tel: 01968 664043).

4 Donald MacKay Director, Education and Children s Services MIDLOTHIAN COUNCIL EDUCATION AND CHILDREN S SERVICES WHAT TO DO A SIMPLE GUIDE for Educational Visits Does planned trip include: an overnight stay? outdoor activities or use of remote locations? a visit to another country? Where PC forms indicate a child/young person in need of medication, group leaders should ensure that the appropriate medicine is taken with the child/young person or group leader. Initial Approval from Head of Establishment or Line Manager Risk Assessment recorded YES NO Submit a completed EV1 notification form to Principal Teacher of Outdoor Learning, Penicuik Town Hall at least 28 days before the trip.

5 CATEGORY 3 AND 4 Visits CATEGORY 2 Visits [Category 1 Visits do not require PC forms] Hand out PI and PC forms to all participants. Ensure PC forms are returned having been completed by parent/carer. Leave an accurate register containing details of the trip and all participants with Emergency Base Contact. PC forms should be carried by the group leader for the duration of the visit. Before an overnight trip or a visit out-with normal hours ensure that additional copies of PC forms and an itinerary (including contact telephone numbers where appropriate) are left with Emergency Base Contact (normally a senior member of staff) AND work base for 24 hour reference.

6 Hand out PI and PC forms to all participants. Ensure PC forms are returned having been completed by parent/carer. Leave an accurate register containing details of the trip and all participants with Emergency Base Contact. PC forms should be carried by the group leader for the duration of the visit. If visit is out-with normal hours copies of PC forms and all visit details should be left with Emergency Base Contact. TABLE OF CONTENTS Chapter 1 Introduction Page 1 MUST DO Summary 1 Definitions and Categories of Visits 1 Categories of Visits 2 Chapter 2 Principles of Safety Management Page 3 Duty of Care 3 Well Defined Objectives 3 Risk Assessment 3 Adequate Supervision 3 Training of Staff 3 Clearly Defined Roles 4 Good Communication 4 Planning and Preparation 4 Monitoring 4 Evaluation 4 Chapter 3 Planning Visits Page 5 Authorisation 5 Step 1 Initial Approval: Head of Establishment 5 Step 2 Detailed Planning and Risk Assessment: Group Leader 5 Step 3 Authorisation.

7 Head of Establishment 5 Step 4 Go Ahead and Implementation: Group Leader 6 Risk Assessment 6 Forms of Risk Assessment 6 Repeated Events 7 Residual Risk 7 Exploratory Visits 7 Informing Parents and Parental Consent 7 First Aid Provision 8 Insurance 8 Financial Planning 9 European Package Travel Directive (currently under review) 9 External Providers/Contractors 9 Public Liability Insurance 10 Disclosure Checks (child protection) 10 Category 3 and 4 Visits : Special Considerations 10 Swimming In The Sea Or Other Natural Waters 11 Farm Visits 11 Visits Involving Adventurous or Outdoor Activities 12 Remote Locations 12 External Providers of Adventurous or Outdoor Activities 12 In-house Provision 12 Adventure or Outdoor Activity Equipment 13 Residential Stays and Overseas Trips 13 Visits Involving Overnight Stays 13 Visits Outside the UK 14 If Booking Through a Travel Agent or Tour Operator 15 If Organising Your Own Visit 15 Transport 15 Where Transport is Provided by the Establishment 15 The Maximum Speed of a Council Minibus 16

8 Breakdowns: Emergency Assistance 17 Overseas Travel 17 Driver s checklist 17 Where Transport is Contracted to a coach Hire Company 17 Supervision of Passengers 18 Use of Mobile Phones 18 Must Do Summary 18 Chapter 4 Management of Visits Page 19 Accountability With The Council s Services 19 Roles and Responsibilities at Establishment Level 19 Delegated Member of Staff 20 Group Leader 20 Leaders 21 Base Contact Person 21 Youngsters/Young People 22 Parents/Carers 22 Changes of Plan (Plan B and Plan C) 22 Competence of Staff 23 Supervision 23 Gender Balance 23 Supervision Ratios 23 Technical Qualifications 24 Larger Parties 24 Buddy Systems 24 Group Management 24 Levels of Supervision 25 Remote Supervision 25 Additional Support Needs 25 Staff Fatigue 26 Child Protection 26 Must Do Summary 26 Chapter 5 Response To Emergencies Page 27 External Providers 27 Planning for Emergency Situations 27 Emergency Action Card 27 If Base Contact Cannot be Contacted 28 Preparation of Plans Establishment and Area 28 When a Group is Overdue the Scheduled Return Time

9 28 Table of Action and Response for Overdue Group 28 Emergency Response Flow Chart 29 Investigation of Incidents 30 Investigation Does Not Automatically Imply Incompetence or Negligence 30 Near Misses 30 Must Do Summary 31 GLOSSARY 32 LIST OF APPENDICES Appendix 1 Blank Educational Visit Risk Assessment Form Appendix 2 Sample Risk Assessment Appendix 3 Generic checklist for Planning Visits Appendix 4 checklist for Group Leaders of Category 2 Visits Appendix 5 checklist for Group Leaders of Category 3 & 4 Visits Appendix 6 Flowchart of Visits Approval Appendix 7 Initial Approval Form Appendix 8 Application for approval for Category 3 or 4 Educational Visits (EV1 Form) Appendix 9 Parental Agreement for Educational Visits (PC Form) Appendix 10 Information for Parents/Carers Appendix 11 Parental Information for Educational visit (PI Form)

10 Appendix 12 Request for School to Administer Medication Appendix 13 Request for Medication to be Self Administered Appendix 14 Non-prescribed Medication Appendix 15 Record of Prescribed Medication Administered Appendix 16 Record of Non-prescribed Medication Administered Appendix 17a Financial Records Exemplar Appendix 17b Accounting Records Appendix 18 External Providers/Contractors checklist Appendix 19 Qualifications Matrix Appendix 20 Personal Protective Equipment at Work Regulations 1992 Appendix 21 European Health Insurance Card (EHIC) Appendix 22 Minibus checklist for Overseas Visits Appendix 23 Minibus Good Practice Guide Appendix 24 Information for Base Contact Person Appendix 25 Emergency Action Card Group Leader Appendix 26 Useful Contacts Appendix 27 Further Guidance Policy Guidelines Health and Safety April 2010 Page 1 Chapter 1: INTRODUCTION This document should be seen as an important source of information and made readily available to all those involved in the management, planning and supervision of Educational Visits under the auspices of Midlothian Council s Education and Children s Services Division.