FERSANDS FAMILY CENTRE

Cruikshank Botanic Garden: Visits Handbook

The Cruikshank Botanical Gardens is situated in Old Aberdeen on the King's College campus of the University of Aberdeen and is a partnership between the University and the Cruickshank Charitable Trust. The Garden exists to promote an appreciation of the beauty, diversity and importance of plants, and an understanding of their role in the natural world. It is a beautiful and peaceful 11 acre garden with shrub borders, a rock and water garden, sunken garden, rose garden, herbaceous border and an arboretum. It houses a nationally important collection of over 2500 labelled plants.

CRUIKSHANK BOTANIC GARDENGrid Reference:NJ93 764 08 596

Owner/manager: University of Aberdeen and the Cruikshank Garden Trust (CGT)

Contact details of owner/site managers

Mark Paterson - Curator
The Cruickshank Botanic Garden
University of Aberdeen
Cruickshank Building
St Machar Drive
Aberdeen AB24 3UU / Phone: 01224 273 638
Mobile: 07917 086 337
Email:
Website:

FERSANDS FAMILY CENTRE

Cruikshank Botanic Garden: Visits Handbook

CONTENTS

  1. Getting there and back
  2. Before going to the Botanics
  3. At the Botanics
  4. Litter
  5. Scottish Outdoor Access Code
  6. Emergency Procedures– add Council Policy as a QR Code.
  7. Notes for Helpers

Appendix 1: Site information checklist

Appendix 2: Site appraisal of Cruikshank Botanic Gardens

Appendix 3: Aberdeen City V1 Form

Appendix 4: Daily site check form

Appendix 5: Equipment List

Appendix 6: Daily off-site register

Appendix 7: Visit leader’s checklist

Appendix 9: Aberdeen City Emergency and Incidents Guidance

Setting up the Wee Green Spaces off-site visits
Preparation is required that is slightly more than a one-off visits because routines need to be established and everyone needs to know why regular visits to one or two known places benefits the children in their care. Make sure you have completed:
  • Appendix 1: Site information checklist (this is so that the owner/manager of the site knows about your visits).
  • Appendix 2: Site appraisal form (this shows you have visited the site and thought about its suitability for the children in your class or group).
  • Appendix 3: Aberdeen City V1 form. There are tips on what you need to ensure you have in place and permissions sought.
  • Risk benefit assessments are in place – this will need adjusting on an ongoing basis.
  • You have informed parents/carers and they have completed the annual block consent form. This needs to be accompanied by the V8 Form about the terms and conditions. You will need to include a statement about use of handwipes and the availability of soap and running water.
  • You have authorisation from your Head of Establishment (sign V1 form and risk benefit assessments).

Overview

The aim of this handbook is to provide staff, volunteers and others with information about theongoing visits to the Cruikshank Botanical Gardens.

1. Getting there and back

The staff, children and volunteer helpers walk to the Botanics. The morning nursery arrive at the Family Centre as usual and walk down to the Botanics. They are collected by their parents and carers from the Botanics. The afternoon nursery arrive at the Botanics and after their session walk back to the Family Centre to be collected from there.

The pick up and drop off point at the Botanics is the Zoology Building but parents are encouraged to walk through the Gardens and up to the Aboretum.

Route

From the Family Centre walk down and along Sandilands Drive. At the roundabout, turn left down the A978 – St Machar Drive. At the next roundabout, turn left along Tillydrone Road. The road is crossed and the Botanics are accessed via the Zoology Building up the huge concrete steps. The exact route taken may vary depending on local traffic and weather conditions. The most common route is marked on the map above and should be considered the norm. It is approximately 0.8 miles.

Safety Briefing

Have a quick recap of expectations when walking to or from the Botanics. For example children should be asked what they need to remember when walking beside the road and crossing. This should be done as and when the need arises rather than a talk at the start which is then forgotten.

Crossing the roads

  • Cross in small groups, not in single file. No-one should stop the traffic.
  • Cross where it is safe to do so. Use designated crossing sites such as pelican crossings.
  • Involve the children in looking, listening and deciding when it is safe to cross.

2. BEFORE GOING TO THE BOTANICS

The Visit Leader

This staff member ensures the planning and preparations have been undertaken to make each visit run smoothly and has overall responsibility on the visit. See appendix 2, 3 and 7 – adapt and use the checklists.

Clothing and footwear

Given the cool climate and fickle weather, children and adults must have suitable clothing and footwear:

  • Waterproof and windproof jackets and trousers, or similar
  • Layers of clothing which include base layers and warm mid-layers
  • Warm socks, hat, scarf and gloves in winter
  • Sunhat on hot days
  • Footwear: wellies (with warm thick socks in colder months) or other sturdy footwear. You will also need to decide when and if children may go barefoot
  • Sunscreen should be considered even on cloudy days as the weather can change.

Cancelling the Visit

If a visit is to be cancelled owing to weather conditions or other circumstances, then parents and carers must be informed as soon as possible.

Think about your decision here – you may go with local school closures or the issuing of a severe weather warning. Use your judgement. In time, you’ll know when it is okay or not okay to visit. The Botanics itself are sheltered.

Do not be afraid to turn back or cut a visit short if weather turns inclement during the visit.

3. AT THE BOTANICS

Site Visit

The main area within the Botanics used by FFC is the Aboretum. The gate should always be shut. The Visit Leader or another designated adult should enter first and do a quick check – mainly to see if deer are present. If this is the situation, then choose an alternative part of the Botanics to visit and let the staff know.

Introduction and safety briefing

At the entrance to the Botanics, ensure parents and children know the basic rules and expactations about the visit:

  • Do not cause damage to the plants and wildlife.
  • Walking on the grass is fine. Going into the beds is not allowed.
  • Remember to keep the Aboretum gate shut at all times.
  • Do a quick sweep of the tree climbing area for needles and other hazards
  • Complete Site Checklist – Appendix 4 EVERY week.
  • List other things

Shelter

Children and adults can help put up the tipi. Encourage the children to work with the adults and get them involved in the layout, hammering in the pegs, etc.

The bothy bag is useful as a temporary shelterin cold or inclement days.

Boundaries

The Aboretum is enclosed by the walls and fences. One adult helper (and interested children) should do a boundary walk if the children wish to explore more freely to check that no informal exits have appeared.

Marie & Paula – you will need to experiment and work out a system which allows children freedom to explore but with appropriate supervision.

Snacks and drinks

Snack is prepared in line with food hygiene guidelines available at the centre. Where necessary, appropriate adjustments are made for being outside. Refer to the Food Hygiene risk assessment. Staff should have extra snack and flasks of warm drinks in case children are hungry or need a warm drink. A bottle of drinking water is also available.

Hand hygiene

It is important that hygiene outdoors is given the same attention as indoors. Health Protection Scotland (HPS) advise that children wash their hands with soap and running water:

  • After using the toilet / changing a nappy
  • Before and after eating, drinking or preparing food
  • After sneezing, nose blowing or coughing
  • If hands are soiled/dirty

Handwipes and gel in the kit. Running water and soap are available in the Zoology Building public toilets and can be used.

Toileting arrangements

There is a toilet just inside the Zoology Building. Only Fersand’s nurserystaff are to assist children with toileting, unless their parent is present.

With toilet – it might be worth thinking about offering a toilet stop before entering the Aboretum, after the walk

You may wish to bring an extra tarp to set up in a corner so that children who just need a quick pee can do so into the ground with privacy. Think about adult helpers – it’s unlikely they will need the toilet, but do have a back up plan just in case. I think this needs to be agreed with the Botanics staff.

Weather

Children’s wellbeing is the priority at all times and they are closely observed. Cut short a session if the weather is inclement and children are not coping.

Tree climbing

There is a designated climbing tree which is beside the gathering area in the Aboretum.

Collection and use of natural materials

Children can collect and use fallen sticks, cones, leaves, etc. but should leave the plants and trees intact.

Dogs

Dogs will appear from time to time with their owners and should be on a lead. Remind children not to pet a dog unless it is clearly safe to do so. Help children learn to turn their backs on a dog which is out of control. The party should leave the Aboretum if an aggressive dog arrives that gives cause for concern.

The Dog Warden’s phone number is 01224 523737. The team deal with concerns about dog fouling as well as other aspects of dog ownership (probably more relevant for walking to and from the Botanics)

Fire

No fires are allowed in the Botanic Garden.

The Ponds

The ponds are located between the Zoology Building and the Arboretum. They are shallow and a valuable wildlife feature. Thus children should not enter. Check in advance with Botanics staff about pond dipping – not sure whether this would be allowed or perhaps it is if a member of staff is present. .

4. LITTER

Be careful when finding litter. There may be sharp objects, syringes, broken glass, etc. Any dangerous litter needs to be left alone but reported to the Visit leader who must report on to the Botanics. It needs to be marked off so children know not to pick it up.

5. SCOTTISH OUTDOOR ACCESS CODE[1]

The Scottish Outdoor Access Code is an important piece of Scottish legislation which affects everyone as it is about our rights and responsibilities when outdoors. The Code is based upon three key principles and these apply to both the public and to land managers:

  • Respect the interests of other people. Acting with courtesy, consideration and awareness is very important. If you are exercising access rights, make sure that you respect the privacy, safety and livelihoods of those living or working in the outdoors, and the needs of other people enjoying the outdoors.
  • Care for the environment. If you are exercising access rights, look after the places you visit and enjoy, and leave the land as you find it. Help maintain the natural and cultural features which make the outdoors attractive to visit and enjoy.
  • Take responsibility for your own actions. If you are exercising access rights, remember that the outdoors cannot be made risk-free and act with care at all times for your own safety and that of others.

Remember that everyone only has access rights if they exercise them responsibly!

Embedding the principles into the Botanics visits

1)We take responsibility for our actions

  • We aware of natural hazards, such as high winds, floods, harmful plants, etc. We teach children to recognise these and behave appropriately.
  • We recognise that the Botanics is a public area and a working environment for gardeners and university groups. We keep out of the way of people working and/or change our plans if necessary

2)We respect people’s privacy and peace of mind

  • We use the network of paths – don’t take short cuts through bushes. We let other users pass us by
  • We ensure our activities do not take over the entire Botanics to the extent that other others feel unwelcome

3)Help land managers and others to work safely and effectively:

  • We let the Botanics staff knowknow if anything is amiss when we are at the Botanics.
  • We leave all gates as we find them

4)Care for your environment

  • We avoid intentionally or recklessly disturbing or destroying plants, birds and other animal or geological features. When looking for minibeasts we return the logs, etc. back to their original position and put any minibeasts back where we find them.
  • We have a leave no trace approach and take all our litter away. Our toileting procedures do not damage the environment.

6. EMERGENCY PROCEDURES

In the event of an emergency, it is necessary to have a plan of action. Please see Appendix 9 for Aberdeen City Council advice and guidance which must be followed.

Minor incident

Children and adultsimmediately gatheraround the visit leader when called (NB this is something to practice regularly)Have a song ready to sing or simple game, if needed to distract and reassure children. If incident is managed group can return to normal activities in due course.

More severe incident

It may be necessary to leave the Aboretum. If there is time, then try not to rush. Gather belongings and move group back to Zoology Building in the first instance.Contact Fersands Family Centre to inform the centre of the changes to plan. Be careful what is said over the phone in front of children.

A serious incident

If an incident happens which requires immediate evacuation, then:

  • Make sure all children are present and leave immediately.
  • Leave belongings .
  • Phone the emergency services for assistance if needed.
  • Phone Fersands Family Centre as soon as possible, in a way which does not raise alarm to inform centre of situation.
  • Seek shelter in the Zoology Building.

7: The Cruikshank Botanic Gardens - Notes for helpers

You may want this in photo form and more simple in due course.

  • Remember the fun you used to have when you were a child – that is the experience we want children to have!
  • It’s about each child being at one with their environment in his or her own way – please do not intrude or make assumptions if they are on their own – that’s their choice.
  • Support them to take risks where they want to – within safe limits!
  • Leave them to pursue their own ideas rather than direct their play.
  • Enjoy the peace and tranquillity yourself – take time to look, listen and rest!

BASIC RULES

  • Tree climbing only happens at the climbing tree.
  • Walking on the grass is okay. Going into the soil beds is not allowed.
  • We do not cause damage to the plants, wildlife and structures.
  • Help us ensure children stay within the agreed boundaries.
  • Try not to use the word “DON’T” more than you have – only in emergencies!
  • The children all go to the toilet before we leave Nursery but if any child needs to go when we are out, a staff member will take them.

Do you need a statement about smoking? What about using mobile phones/cameras?

Look out for:

  • Deer in the Aboretum. Do not disturb and let the nursery staff know.
  • Litter – any picking up is appreciated but avoid hazardous litter and let the nursery staff know about it.
  • Children wandering to the Aboretum Gate. It should be kept shut at all times.

Thank you so much for helping

APPENDIX 1: SITE INFORMATION CHECKLIST

Name of Greenspace: CRUIKSHANK BOTANIC GARDENSGrid Reference:

Owner/manager: Aberdeen City Council

Mark Paterson - Curator
The Cruickshank Botanic Garden
University of Aberdeen
Cruickshank Building
St Machar Drive
Aberdeen AB24 3UU / Phone: 01224 273 638
Mobile: 07917 086 337
Email:
Website:

SITE MANAGEMENT

CONSIDERATION / Yes/No
Do you have permission to use the beach from the owner/manager? / Y
Does the owner have insurance for enabling this to happen? / Y
Do you have a written agreement in place which clarifies remits and responsibilities? (Please attach and keep safe) / NA as clarified through discussions
*Have you permission to:
Establish and maintain a toilet system, if no public facilities exist nearby
Lighting a controlled camp fire (Even a disposable barbecue is a fire) / Check about children peeing behind a tarp
No
Are there any “no go” areas e.g. because of safety, wildlife protection, private property, high risk of environmental impact? / No
Any specific requests re behaviour of the group or management of the woods? For example, if you wanted to plant trees, create paths, etc. would this be possible? / Enjoy the Botanics. Cause no harm to plants. animals
Is there any site management work needed before your nursery/school can use the site? When will this happen? / No 
How robust is the site? Consider how often you will be using the site, the numbers of children and seasonality. You may need options of different areas to use in rotation. / It is sufficiently robust given the small size of the group

ACTION REQUIRED (State by whom and expected date of completion)

NONE other than to maintain communications with owners and managers of site.21/2/14

Appendix 2: SITE APPRAISAL

Suitability of the Cruikshank Botanic Gardens for use by Fersands Family Centre Nursery

Date completed: 21st February 2014