Guidelines for School Visits

a) Outline Proposal

An outline proposal, in writing, submitted to the Headmaster should include

objectives of the visit
venue and proposed dates
pupil group and staffing
resources and costs

b) Planning

Once approval is obtained then transport and other arrangements can be made. If a tour company is being used then it is essential that it is ABTA bonded. For trips involving local coach operators, the bookings are best arranged by the Bursar’s secretary.
A comprehensive risk assessment must be made for the whole visit, including each significant activity; the Bursar and Deputy Headmaster are available to give guidance. If convenient and practical, an exploratory visit will help in this assessment.
A group leader will be appointed and the composition of accompanying staff planned to ensure an appropriate level of supervision and expertise. The group leader will be responsible for all aspects of the educational visit, including pupils’ behaviour. The staff to pupil ratio should not only reflect the nature of the trip but also the gender balance and ages of those pupils going. As an example a general guide for a visit to a local museum would be one adult for every 15 to 20 or so pupils aged eleven and above; but for other activities one adult for about 10 or so pupils may be more appropriate. The Deputy Headmaster can advise on appropriate staff-pupil ratios. If non-teaching staff are to be included in these calculations then this must be authorised by the Headmaster.
An Education Visits Planning, Application and Approval Form (Appendix C) is available in the public area of the School’s ICT network in the folder: Educational Visits. The Deputy Headmaster must be give final approval before the educational visit takes place.

c) Making Arrangements

In order to ensure that all the necessary arrangements are in hand, group leaders should use the following checklist, which, it should be understood, cannot be comprehensive given the diversity of trips organised. (Not all these points apply to day trips or to trips held during the school holidays.)

aims and objectives of the visit
deputy leader appointed (except where only one member of staff accompanying the pupils is deemed necessary)
draft the guidelines and code of conduct for the pupils taking part in the visit
provisional itinerary drafted
copies of detailed risk assessment circulated to all staff going on the visit
adequate first aid provision arranged
costing and what is included and excluded
arrangements for collection and accounting of money
confirmation of dates and times for School calendar
transport, accommodation and places of interest booked
confirmation of safety standards of any transport and equipment used
passports checked
i.d. cards and visas arranged
spare photographs filed for emergency use
liaise with Boarding Housestaff if boarders are involved
insurance details clarified and circulated to parents if relevant
European Health Insurance Card (EHIC) completed if required
emergency contacts arranged
complete details form for each pupil leaving a copy with the School contact

The group leader should regularly make the Deputy Headmaster aware of the progress being made in planning for the visit. In particular the Deputy Headmaster must be satisfied that:

the risk assessment has been completed and that appropriate health and safety measures are in place
adequate child protection procedures are in place. The risk assessment must include a statement that appropriate vetting checks (for example CRB checks for volunteers on overnight stays) have been carried out
all necessary actions have been completed before the visit begins
training needs have been assessed and met and the needs of staff and pupils considered
the group leader will organise the group effectively
at least one member of staff is suitably competent to instruct the activity
non-teaching supervisors on the visit are appropriate people to supervise children
ratio of supervisors to pupils is appropriate
parents have signed the consent forms
arrangements have been made for the medical and educational needs of the pupils
adequate first-aid provision will be available
there is adequate and relevant insurance cover and that the insurance cover arrangements have been approved by the Bursar
the travel arrangements and timings are known
a school contact has been organised and all the accompanying staff have details
all those who need to, have names and contact details of everyone in the group, as well as full details of the arrangements
all the staff on the visit, the school contact, Headmaster and Deputy Headmaster have a copy of the following: (see Appendix C)
the address and phone number of the visit’s venue and have a contact name;
a copy of the agreed emergency procedures;
the names of all the adults and pupils travelling in the group
the contact details of parents and the teachers’ and other supervisors’ next of kin;
risk assessment documents
a contingency plan for any delays including a late return home.

d) Contact with Parents

Parents should be sent written information about the proposed trip. For some trips which requiring planning over several months, it may be appropriate to contact parents more than once as detailed information on some of the bullet points below may not be available early in the planning stages. Parents should be provided with the following details:

dates, times and proposed itinerary. This should include precise departure and return arrangements (as soon as these are finalised) and provision for notifying parents of any deviation to scheduled return times. Details of Flight numbers, Channel crossing numbers, travel company etc. should be provided when available.
details of planned activities and how the assessed risks will be managed.
cost, including details of extras, guidance on pocket money etc. If pupils are to look after their own pocket money then advice should be given about any necessary arrangements for currency exchange. Parents should be advised not to provide pupils with large amounts of pocket money since this can create security and insurance problems.
details of group size, staffing and level of supervision including ratios and vetting checks (for example CRB checks for volunteers on overnight stays) Agreement of parents is needed if there are going to be times when remote supervision appertains.
the person to contact about concerns over pupils’ medical conditions. Parents need emergency contact telephone numbers of staff on the trip and the responsible adult who is acting as emergency contact at home.
details of accommodation with security and supervisory arrangements on site.
Where relevant, information about insurance. For overseas trips, the School holds a travel insurance policy which covers pupils and staff for accidents and loss of belongings. For full details of this policy, see the Bursar. This is not usually necessary for term-time day trips. A European Health Insurance Card (EHIC) should be completed for trips to EU countries. Whilst it is necessary to ensure that insurance for foreign trips contains medical cover, public liability etc. it should be pointed out to parents that most policies carry an excess and that in any case losses through theft can be recovered only if they are reported to the local police and appropriate documentation completed at the time. Parents and pupils should be made aware that no insurer could be expected to indemnify parents against pupils simply leaving something behind. Parents may be advised to check household insurance for cover of items such as contact lenses, dental appliances etc.
payment arrangements including dates of instalments and terms of cancellation. Payments should always go the Assistant Bursar’s office.
the code of conduct for pupils a copy of which parents should sign and return.
a consent form. For any trip involving an overnight stay this should include consent for a member of staff to act in loco parentis in terms of agreeing to medical treatment in an emergency. Parents should also provide emergency contact numbers and a medical report detailing any known medical conditions or allergies their children have.
guidance about the type of clothing needed.preparing pupils, including those with particular learning needs and medical needs

It may be appropriate for one or more parents’ meetings to be held as the planning of the trip develops in order to explain the above points.

e) Risk Assessments

Risk assessments must be written for every educational visit (see Rishworth School General Risk Assessment Form. This can be found in the public area of the School’s ICT network in the folder: Educational Visits). Some activities may require an additional risk assessment. The Bursar and the Deputy Headmaster can give advice on risk assessments. Additional guidance is listed in the publications shown in section (o) below and in the document: Risk Assessments for Educational Visits (This can also be found in the public area of the School’s ICT network in the folder: Educational Visits)

f) During the Visit

It is essential that all pupils on the trip be supervised with the degree of care that might be expected from a responsible parent in similar circumstances. All staff must understand their roles and responsibilities at all times. Regular roll-calls or head-counts of pupils should take place, particularly before leaving any venue.
The general code of conduct for the trip should include:

the importance of good conduct and courtesy at all times to all,
if older pupils are to be allowed to consume alcohol then written permission should be obtained from parents and clear guidelines established
unnecessary valuables should not be taken on a school trip,
reminders about litter,
reminders about road safety,
information and cautions about the countryside and wildlife,
any other specific health and safety problems pertaining to the areas being visited,
forbidding the purchase of knives, lighters and other dangerous items,
rules about remote supervision arrangements, pupils leaving and returning to the base/hotel,
conduct expected during mixed-gender trips, in particular pupils not being permitted to visit the rooms of pupils of the opposite gender,
any other matters relevant to the given circumstances.

g) Minibus Travel

The instructions for use of the School minibus must be followed when using it or other self-drive vehicles.

h) Coach Travel

The coach driver may go through the emergency procedures before departure, but the party leader may also do this. The party leader’s briefing should include:

instructions that the pupils must remain seated with the seat belts fastened,
the location of the emergency exits and the need to keep access to them clear,
the safe stowage of luggage,
the arrangements for collection of litter and the proper disposal of chewing-gum,
the use of personal radios so as not to intrude on others,
the importance of care at service stations and attention to traffic,
that the coach hot drinks machine produces scalding hot water,
a warning that nothing should be done to distract the driver.

i) Travel by Ferry, Rail or Plane

Before boarding a ferry or train the pupils should be divided into groups with a responsible adult in charge of each one. They should be given clear instructions about where on the ferry or train they are permitted to go. On ships, it is inadvisable to allow younger pupils on the open deck without the presence of a member of staff. Pupils should be warned about the danger of slippery decks and told not to run. Meeting points and times should be arranged and pupils told where staff are to be found. Pupils should be given instructions on where to go e.g. a well-defined meeting-point, if they become separated from staff. Air travel is relatively easy for a school group but as for all forms of travel it is important that the party does not disturb other passengers. Pupils should be clear about meeting places after customs or immigration. On long haul flights ensure that pupils do not become dehydrated. It is advisable for the party leader to be known by the cabin staff so that they are aware to whom any problems should be referred.

j) At the Hotel or Hostel

The pupils should be briefed as soon as possible after arrival. This should include:

rules on hygiene and safety (drinking water, use of balconies etc.),
emergency procedures in case of fire,
care of personal belongings,
rooms, keys, access etc.,
medical matters and first aid,
list of sleeping arrangements including where staff rooms are for emergency contact,
warnings about hotel furnishings and property,
reminder about courtesy to other guests and hotel staff,
any complaints that the pupils have should be directed to the school staff,
eating arrangements,
meeting and roll call times,
‘out of bounds’ rules.

k) Emergency Procedures

It is the responsibility of the party leader to ensure that all staff accompanying the visit have copies of the relevant documentation on each of the pupils including emergency contact numbers. This information must have been copied in full to the Deputy Headmaster, home contact and the School Office prior to departure. All staff should be aware of the following:

all incidents including reported sickness must be recorded in an Incident Book, and matron informed on the party’s return to School
a member of staff should be present if a pupil is seen by a third party (doctor, dentist, police officer etc.) and notes should be taken if appropriate,
serious incidents should be reported to the parents and to the Headmaster as soon as practicable,
injured or sick pupils must not be left behind without the presence of a member of staff. On overseas trips it may be necessary for a member of staff to remain behind with the pupil until the pupil’s parent or guardian arrives
permission for emergency medical treatment if the parents cannot be contacted (as in the Consent Form for Educational Visits (appendix D).

l) Mobile Telephones

It is important to remember that in all incidents (and even when there has been no incident at all) pupils can contact their parents using a mobile telephone before the School has had an opportunity to do so. Although this direct contact can be extremely useful, when the party has experienced a difficulty it can be damaging to effective communications with parents and can give quite unnecessary cause for concern when inaccurate information is given. It is vital that the party leaders do their utmost to pre-empt misunderstandings being generated by the pupils’ use of telephones. Clear explanations, reassurances and description of the measures being taken with periodic up-dates of the situation and decisions made will help messages being given to parents to be accurate. Indeed, it may be best for the staff to take charge from the outset by instructing all pupils to communicate to parents via mobile phone, a given message, pre-agreed between the members of staff and (if possible) the School. It is sensible for the staff accompanying visits to have mobile telephones themselves. Two school mobile telephones are available from the Bursar’s secretary for use on educational visits.

m) Serious Incidents

In the case of a serious incident on a School trip every effort should be made to contact the Headmaster or Deputy Headmaster whose contact numbers will be available through the School office. A responsible person (normally the group leader) should take charge until the Headmaster or Deputy Headmaster can be reached,

n) After the Visit

All the financial details should be finalised as soon as possible with the Assistant Bursar. A brief written report on the visit should be provided for the Headmaster and appropriate School publications.

o) Further Guidance

Further guidance on planning educational visits can be found in the public area of the School’s ICT network in the folder: Educational Visits. The folder includes the following documents:

DCSF Guidance - Health and Safety of Pupils on School Visits (HASPEV): a good practice guide
Five Steps to Risk Assessment

Standards for LEAs in Overseeing Educational Visits (although this document is written specifically for maintained schools and so some procedures described therein may not be applicable to Rishworth School, it does provide some very useful guidance).

In addition to the above, the folder contains sample risk assessment documents used by staff on previous educational visits.

Finally

Given the many press stories about school visits it may be surprising that any teachers are still prepared to run them. Clearly, given the many thousands of schoolchildren who travel in school groups, it is probably a reflection of teachers’ high standards that there are not more problems than there are. It is equally probable that the level of supervision on a school trip is often greater than that exercised by the careful parent on a family holiday. However, a history of safe school trips led by a particular member of staff is not necessarily insurance against disaster on the next one. Accidents do happen; pupils do fall ill; pupils do misbehave. If the correct procedures are followed such incidents need not ruin the trip. The important thing here is that the staff know how to respond without panic. It is recommended therefore that those who have not run school trips before not only read the School’s policy and guidelines, but also meet to discuss them with an experienced party leader.

Running school visits can be one of the most satisfying roles a teacher can play. Young self-conscious pupils may emerge with social skills they never knew they had. All pupils benefit from broader horizons and the experience of being part of a group.

P Seery

Reviewed: Michaelmas Term 2011
Next review by: Michaelmas Term 2013