Health & Safety for
Off Site Activities
Guidelines for the planning and organisation of off site activities for Islington schools
Revised Autumn 2005.
Contents
Page
Introduction 3
Procedures for organising an off site activity 4
Model policy for school 5
Chapter 1 Legal responsibilities 11
Chapter 2 Definition of an educational visit, school 12
trip, school journey, off-site activity
Chapter 3 Responsibility for off site activities 13
Chapter 4 Agreement, approval and notification of off site 15
activities
Chapter 5 Risk Assessment 17
Chapter 6 First Aid and Medicines 19
Chapter 7 Insurance 20
Chapter 8 Supervision 21
Chapter 9 Communication with parents/carers 26
Chapter 10 Ethnic Minority Pupils 27
Chapter 11 Finance 29
Chapter 12 Transport 31
Chapter 13 Commercial providers 33
Chapter 14 Activities abroad 34
Chapter 15 Farm visits 38
Chapter 16 Adventure Activities and Outdoor Environments 40
Chapter 17 Emergency procedures 43
Chapter 18 Glenridding Beck 47
Chapter 19 Appendices 51
Chapter 20 EV Forms 106
Chapter 21 Generic Risk Assessments 127
Introduction
‘There has always been a need for common sense, anticipation, following advice and the protection of children from their own innate sense of adventure or obliviousness to dangers. These will go on being the hallmark of a professional approach to arranging and supervising visits.
Life is not risk free, but if teachers plan carefully, manage realistically and are cautious with other people’s children, we should be able to continue to take youngsters “into the wild”.’
(Michael Lloyd, NAHT Now magazine, October 2003)
Educational activities that take place off site are of immense benefit to pupils offering them first hand experiences of different environments and cultures that are not available in the classroom and supplement their learning. These activities can help develop a pupil’s investigative skills, independence and self-esteem. CEA@Islington actively supports the use of such activities in pupils’ learning throughout their education.
This document is provided to assist primary, secondary and special schools and pupil referral units in the London Borough of Islington with the planning, preparation and delivery of off-site activities. However, all concerned in the organisation of these activities need to appreciate that no guidelines could cover every possible set of circumstances. The supervision by adults of such activities requires the implementation of a constant assessment of the level of risk involved at all times along with the application of common sense and sound judgement. References to ‘headteacher’ apply to the Head of the Establishment while ‘teacher’ applies to a member of staff with responsibility. ‘Pupils’ can be taken to apply to any young person involved in an off-site activity.
This guidance has made extensive use of the DfES document:
· ‘Health and Safety of Pupils on Educational Visits’ (HASPE) - (DfES 1998)
and the more recent supplementary advice from the DfES:
· ‘Health and Safety Responsibilities and Powers’ (DfES 0803/2001)
· ‘Standards for LEA’s in Overseeing Educational Visits’ (DfES 0564/2002)
‘Standards for Adventure’ (DfES 0565/2002)
· ‘A Handbook for Group Leaders’ (DfES 0566/2002)
·
These documents do not lay down any new mandatory requirements. They are intended to enable schools and CEA@Islington to access good practice drawing on the advice already received and what works well in practice. In addressing their existing legal responsibilities, schools within CEA@Islington are invited to consider this guidance but are free to modify it in the light of their own needs and circumstances.
Procedures for organising an off site activity
- Determine the aims of the activity
l
- Initial plans e.g. venue, costs, supervision, programme outline
(Use of previous evaluation form, risk assessment file)
l
- Pre visit by group leader and others if possible
l
- Leader to consult EVC to discuss viability
(EVC to assess the competency of adults leading the activity)
l
- EVC approval given - risk assess the activity and related issues
(Record Risk Assessments and submit to GB/EVA if necessary at point 7)
l
- Seek approval of Headteacher
(Submit papers to HT)
l
- Seek approval of Governing Body and CEA@ Islington, if necessary (Community and Voluntary Controlled Schools) for visits abroad, residential, adventure activities
(Submit papers to GB/EVA
e.g. risk assessments, forms EV 3,5 and 9)
l
- Communication with parents/carers, gathering parental consent form, arranging parent meeting if necessary
l
- Finance collection if necessary - procedures
l
- Detailed planning – supervision, parental consent, transport, insurance
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- Pupil preparation – outline programme, behaviour expectations
l
- Adult preparation – responsibilities, programme schedule, resources/equipment, emergency plan
l
- Successful activity
l
14. Evaluation of activity
October 2005.
School
Policy for the Planning and Organisation of Off-site Activities
1. Introduction
Pupils can derive a great deal of educational benefit from taking part in off-site activities. In doing so, they have the opportunity to undergo experiences not available in the classroom or on the school premises. Such activities help to develop a pupil’s investigative skills and longer activities/visits in particular encourage greater independence.
(For Community Schools)
Islington Council, as the employer of staff at ……………………….. School and all other Community and Voluntary Controlled Schools, has the responsibility for the health and safety of pupils and staff and the actions of all employees while in the course of their employment. CEA@Islington provides advice to the schools on behalf of Islington Council.
(For Voluntary Aided Schools)
The Governing Body of ………………………………. Primary School, as the employer, has the responsibility for the health and safety of pupils and staff in ………………….. Primary School and the actions of all employees while in the course of their employment.
All school employees have a responsibility;
· to take reasonable care of their own and others’ health and safety
· to co-operate with their employers
· to carry out activities in accordance with training and instructions
· to inform the employer of any serious risk.
This policy is designed to help staff to ensure that pupils stay safe and healthy on all off-site activities. It is that it is read in conjunction with the CEA@Islington document “Health and Safety for Off Site Activities”. This document has been produced to offer schools and governing bodies advice and support in the planning and organising of these activities.
2. Definition
This policy refers to:
“ An educational, cultural or sporting activity that requires the pupils to leave the school premises having been authorised to do so by the headteacher and/or the governing body.”
This includes occasions when pupils are involved in such activities as:
· Residential visits that require an overnight stay
· Adventurous activities
· Day visits to such establishments as museums, galleries, paces of historical interest
· Visits abroad
· Sporting activities
· Swimming sessions
· Visits to the local library
· Visits to the local shops
· Musical activities
· Traffic counts outside the school.
3. Aims
All off-site activities should have clear curricular or developmental relevance. A statement to this effect should be prepared to support the activity.
4. Equal opportunities
All activities should be made available to all children irrespective of needs, ethnicity, gender or religion.
5. Approval of off-site activities
All off-site activities should be approved by the headteacher using the appropriate form.
Approval for visits involving residence, adventure activities, or visits abroad should be submitted to the Governing Body and CEA@Islington at least six weeks prior to the date of departure using the appropriate EV form.
Approval for activities involving non-routine activities of less than a day should be submitted to the Educational Visits Co-ordinator (EVC) initially and then, subsequently, to the headteacher.
The headteacher will request approval from the governing body for all visits abroad, those involving residency or those involving adventurous activities. Other off site activities will be reported to the governing body in the headteacher’s report.
6. Responsibility for organisation of off-site activities.
The school has appointed an Educational Visits Co-ordinator (EVC) whose role is to be involved in the planning and management of these activities. The school’s EVC is ……………………………….
7. Risk Assessment
The school will develop a risk assessment file to include assessment of activities connected with off site activities. These generic risk assessments will be carried out using the CEA@Islington Generic Risk Assessment forms and the specific assessments will be completed by the group leader before each activity.
8. Communications with parents/carers
· Parents/carers should be aware of every occasion that their child is taken off the school premises during the school day or on a school authorised activity out of school hours.
· Parents/carers are entitled to be as fully informed as possible about the aims and planning arrangements of the proposed off-site activity.
· A letter should be sent to families at least two weeks before the proposed non routine activity and a signed consent received at the school two days before the activity. The letter should be approved by the EVC before circulation. Form EV 7 from the
CEA@ Islington guidance should be included within the letter.
· The above letter should be sent to families of all children in Year 3 and below no matter how short the off-site activity.
· A meeting for parents/carers should be held for all off-site activities involving residency. This meeting should be held well in advance of the departure date and should include all relevant details pertaining to the activity.
· Consent for non-routine activities such as class visits to places of interest, sports competitions, musical performances, should be gained by letter using form EV 7 (standard letter to parents/carers). In these cases, information regarding itinerary, schedules, expectations of the pupils on the activity should be sent to parents/carers at least two weeks prior to the activity.
· Consent for routine activities such as swimming, split site movement, sports lessons, should be gained at the beginning of each term/year using form EV7 (standard letter to parents/carers).
· Emergency telephone contacts should be obtained for all pupils participating in the above activities along with a parental consent form EV 7.
· Communications should be made in languages other than English for those who require this facility.
9. Finance
· The group leader should be aware of the school’s Charging Policy for School Activities
· The financial implications of the activity should be discussed with the EVC and charges/voluntary contributions agreed.
· The collection of finances should be in line with the guidance from the LBI Finance Handbook using the School Journey Account.
· The EVC and group leader should discuss security arrangements for money, credit cards during the activity and agree procedures for their safekeeping.
10. Insurance
· No activity should commence unless there is adequate insurance cover in place.
· The Group Leader should ensure that parents/carers are informed of all insurance arrangements.
· The Group Leader should inform the Risk and Insurance Team of the intention to leave the premises for an activity.
· Parents/carers should be informed of their ability to increase the level of cover should they so wish.
11. Code of conduct
· A code of conduct should be drawn up for pupils and adults. Pupils could be involved in setting up their own. Subjects for inclusion could include behaviour, dress, boundaries, sanctions, etc.
12. Managing the activity – adults
· Teachers should be aware of the “duty of care” which is placed upon them. The overall responsibility rests with the headteacher as overall manager of the school. The school’s Supervision Policy and Child Protection Policy will be implemented during all off site activities.
· The EVC will assess the competence of the adults accompanying the activity. He/she will maintain a record of adults’ training, experience and qualifications.
· The appointed Group Leader should manage the whole activity. The role of the Group Leader will be as follows:
- complete preparations for activity using CEA@Islington
- guidance.
- complete all relevant paper work before and after the activity as
required.
- demonstrate a knowledge of the venue of the visit/activity by making a preliminary visit
- clarify the roles of all adults involved in the activity, providing them with a list of pupils in their care along with their personal details in case of emergency.
- ensure all adults accompanying the activity understand their ‘duty of care’.
- ensure that all risk assessments have been completed
- ensure that on going risk assessment are carried for the duration of the activity and amend organisation if necessary.
- ensure that regular counts take place during the activity
- ensure that all pupils are aware of the purpose of the activity
- ensure that all pupils involved in the activity understand the expectations of their behaviour during the activity.
- provide the EVC or appointed school contact with a list of pupils being off site.
- be aware of the school’s emergency procedures – ‘School Contingency Plan’.
13. Managing the activity – supervision
· The minimum adult : pupil ratio should be 1:15 for all visits. However a higher ratio is necessary when:
public transport is used 1 : 12 minimum
visits involve children in Nursery classes 1 : 2 minimum
visits involve children in Reception classes 1 : 4 minimum
visits involve children in Years 1 – 3 1 : 6 minimum pupils are involved in adventurous activities 1 : 10 minimum
visits are residential 1 : 12 minimum
visits abroad 1 : 10 minimum
· Each off-site activity should be risk assessed to ascertain the level of adult supervision required. It is desirable that an adult of each gender should accompany mixed groups of pupils if possible.
· Residential activities for mixed groups require that adults of each gender accompany the group.
· If the activity requires remote supervision, parents/carers must be informed.
· Newly Qualified teachers should be accompanied by an experienced member of the teaching staff on their first visits.
· Supervising adults should always include someone who has a knowledge of basic First Aid.
· Supervising adults should know of any special medical details relevant to a pupil.
· An adult who has not been CRB checked should never be left alone with less than four children during an activity.