Policy on Health and Safety of Pupils on Educational Visits

This policy is written with regard to the DCSF guidance document; Health and Safety of Pupils on Educational Visits (HASPEV)

Rishworth School recognises the value of the very many school visits that take place both during the academic year and during school holidays. These vary from routine sporting fixtures to residential field trips and major overseas trips.

The Educational Visits Coordinator for Rishworth School is the Deputy Headmaster who can give advice on the planning of educational visits and risk assessments.  The Deputy Headmaster must give final approval before the educational visit takes place.

The following appendices should be used by group leaders in conjunction with this policy to aid planning:

    a) Guidelines for School Visits (Appendix A)
    b) Risk Assessments for Educational Visits (Appendix B)
    c) Rishworth School Educational Visits Planning, Application and Approval Form (Appendix C)
    d) Rishworth School Consent Form for Educational Visit, Field Trip or Out of School Activity (Appendix D)

For every educational visit, a group leader will be appointed and the composition of accompanying staff group planned to ensure an appropriate level of supervision and expertise. The group leader will be responsible for all aspects of the educational visit, although the group leader may delegate tasks to other members of staff or volunteers accompanying the trip. 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. 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.  The group leader will draft the guidelines and code of conduct for the pupils taking part in the visit are clear and ensure that it is explained to pupils.  The group leader will organise the group effectively, preparing pupils including those with special and medical needs

The group leader must ensure that:

• appropriate 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
• appropriate risk assessments have been carried out
• the expectations of acceptable pupils’ behaviour are understood by pupils and staff,
• 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
• 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)

1. the address and phone number of the visit’s venue and have a contact name;
2. a copy of the agreed emergency procedures;
3. the names of all the adults and pupils travelling in the group
4. the contact details of parents and the teachers’ and other supervisors’ next of kin;
5. risk assessment documents
6. a contingency plan for any delays including a late return home.

Planning

• Outline approval by the Headmaster should be requested before any other planning takes place.
• Dates, times, costings and staffing arrangements of the proposed trip should be checked with the Deputy Headmaster (Educational Visits Coordinator).
• Transport and other arrangements should then be made and confirmed in writing.
• A full risk assessment for the whole visit, including each significant activity, must be made and appropriate planning undertaken as a result of this. The risk assessment must include first aid arrangements and vetting checks (for example CRB checks for volunteers on overnight stays).  An exploratory visit should, as appropriate, be considered and carried out prior to the event, the better to assess risks. 
• The document: Rishworth School Educational Visits Planning, Application and Approval Form (Appendix C) must be completed and approval given by the Headmaster or Deputy Headmaster prior to the visit.

Contact with Parents/Guardians

For some visits, one or more parents’ meetings may be held as the planning of the trip progresses.  Regardless of whether a parents’ meeting is held, parents should be sent details of the proposed trip, which should include the following;

• dates, times and the proposed itinerary
• transport arrangements
• preparing pupils, including those with particular learning needs and medical needs
• cost and payment arrangements, including the payment of refundable or non-refundable deposits and details of extra costs, guidance on pocket money etc.
• details of staffing: supervision including ratios and vetting checks (for example CRB checks for volunteers on overnight stays) 
• insurance
• details of the code of conduct for pupils going on the trip.
• details of any equipment, clothing etc., pupils need to take.
• emergency procedures including contact details and permission for emergency medical treatment if the parents/guardians cannot be contacted

Parents will be asked to sign a consent form (Appendix D: Rishworth School Consent Form for Educational Visit, Field Trip or Out of School Activity). The Housemaster of Calder and the Housemistress of Wheelwright may sign the consent form for boarders in their house.  Pupils will not be permitted to take part in the school trip if a consent form is not completed.  For any trip involving an overnight stay this should involve consent for a member of staff to act in loco parentis in terms of agreeing to medical treatment in an emergency. Parents should be asked to provide emergency contact numbers and a medical report detailing any known medical conditions or allergies their children have. Once these are known, if the party leader has any doubts as to whether or not a given pupil should attend (s)he should discuss this with the Deputy Headmaster.  The lists of sporting fixtures are to be found on the School Calendar.   Sporting fixtures listed on the School Calendar (except those involving an overnight stay) do not require a consent form.

Further Arrangements

• Whenever possible, school trips should be shown on the School Calendar.
• A responsible person must be appointed to act as a school contact and a relevant telephone number circulated to parents. The Headmaster, the Deputy Headmaster and the office must know the identity and details of this contact. 
• A full list of members of the party along with the detailed arrangements, to include consent forms and risk assessments, must be provided for the Deputy Headmaster and a copy of this kept in the School Educational Visits File in the School Office.  (See Appendices B and C)
• Parents should be provided with details of the trip including the estimated return time and emergency procedures for informing them of late or early arrivals.
• When pupils are missing lessons then a list of those going should be posted on the common room notice board.

During the School Visit

Detailed advice is set out in the Guidelines for School Visits (Appendix A). It is essential that all pupils be supervised with the degree of care that would be expected from a responsible parent in similar circumstances. The organiser should be prepared to modify plans in the light of circumstances and in the interests of the party’s welfare.

Emergency Procedures

It is the responsibility of the party leader to see that all staff accompanying the visit have copies of relevant documentation on pupils’ medical conditions and emergency contact numbers. The party leader should ensure that all the staff are aware of the emergency procedures.

After the Visit

A statement of account should be agreed with the Assistant Bursar. Depending on the nature of the trip, a brief written report on the trip should be provided for the Headmaster and appropriate School publications.  The Deputy Headmaster can give advice on whether a report should be written.

P. Seery

Reviewed:          Michaelmas Term 2009
Next review by:  Michaelmas Term 2011