Section 1 – General Field Trip Information

a) Legal Information

This policy is in accordance with all Czech hygiene rules pertaining to school trips (Nr. 148/2004 Sb.) the documentation of injuries occurring during school hours/functions (Nr. 64/2005 Sb.), the ISB School Rules, the Parent-student Handbook and other school policy documents.

b) Health and Safety

Field Trips must be appropriate to the skill level and development of the students involved and must be properly supervised at all times. Potential health and safety hazards must be identified and addressed in the planning for the trip. The Teacher in charge, supervisors, and volunteers must instruct students in the appropriate safety procedures before participating in a Field Trip.

Trip Leaders/organisers are responsible for ensuring that all staff members are aware of the following information. All accompanying adults have a Duty of Care to all trip participants.

All trip staff must be aware of and follow the school’s safeguarding policy, and that any concerns must be reported immediately following the school's procedures.

General Safety Precautions

No student should ever be on their own during a field trip; they should remain part of a group.
Sleeping*

Boys and girls sleep in separate rooms.

In some situations (for example, some camping trips), the whole group may be sleeping in close proximity. In such cases, there must be at least two teachers present.
Teachers also sleep separately.
In some situations (bedwetting, illness, homesickness, etc.), it may be necessary for a student to sleep in close proximity to a teacher (illness, anxiety, etc.). In such situations,

Two teachers must be present,
The door to the room must be left open,
If possible, the parents of the student should be contacted for permission; if the time of night does not permit, then the parents should be notified in the morning

No student should ever sleep alone.
Random room checks during the night must be carried out

During the night, staff should check for noise coming from all the rooms, cabins or otherwise ensure that students are sleeping

*for Duke of Edinburgh trips, any deviation from this policy will be discussed with families prior to the trip to receive their consent. SLT must approve of deviations.

Missing Students

If a student goes missing - during the day or at night - the following measures should be taken (in order):

Call the student (if possible)
Ask students if they know the location of the missing student
Search all likely locations within a reasonable radius
Last resort: Call the police and SLT (who will contact parents)

Night

Call the student (if possible)
Search the other student rooms and ask the other students
Search all likely locations within a reasonable area (the hotel)
Last resort: Call the police and SLT (who will contact parents)

First Aid

The group leader/health lead must ensure that adequate first aid arrangements are

made and that the location and the nature of the activity are taken into

account. A first aid box/bag must be taken on all trips and activities and this

should be stocked/supplied with proper emergency first aid materials and distributed by the school nurse (who should be alerted at least 2 days prior to the trip). At least one member of staff on the trip should be first aid trained.

Medicines and Medication

On school trips the trip leader will assume responsibility for prescribed medication and first aid and inform all other staff members about the medical needs of students on the trip. A medical risk assessment of all pupils will always be undertaken prior to any trip and all consent sought (see Drugs and substance abuse policy). Parents must inform the school of medicines, medication and any health issue relating to their son/daughter before going on the trip/activity. Medication should be clearly labelled for each student.This should be handed to the group leader and kept in a separate bag intended for student medication.

Alcohol, tobacco and drugs

Students and staff are not allowed to consume alcohol or drugs on school trips. Staff are not permitted to smoke/vape in front of the students. For protocols on the consequences for students using drugs, alcohol, tobacco, e-cigarettes, please see the ISB Behaviour Policy. Any incidents of abuse of drugs and alcohol should be communicated to the division principal immediately. If teachers have suspicions that a student is in possession of any substances they should not, they should contact the appropriate member of the SLT for guidance.

Emergency Procedures

Students should be given appropriate information and guidance prior to the visit taking place by the group leader so that they understand the standard of behaviour that is expected of them and why rules must be followed. Lack of control and discipline can be a major cause of accidents. A clearly defined safety code for the journey, including rules of conduct and behaviour standards and routine and emergency safety procedures, should therefore be laid down in advance and made known to all pupils, staff, helpers and parents by the group leader.

Guidance notes for immediate action after an incident*

A serious accident or incident is defined as but not limited to:

● Head injuries

● Burns

● Circumstances whereby a group member might be at serious risk or taken ill

● Any situation in which the press or media may become involved

● An accident leading to a fatality, serious or multiple fractures or other serious physical injuries

*when there is doubt about whether an incident is serious, teachers are required to assume it is and contact emergency services (below)

Staff should ensure they:

a) Have emergency numbers stored in all mobile phone

155 for medical services (possible English dispatcher)
112 for General emergency services (guaranteed English dispatcher)

b) Have the Head of School, Principal and Trip Coordinator mobile phone number stored in their phones

c) Make sure all staff members know the emergency procedures

Communication Protocol

If an incident occurs the trip leader or another designated member of staff should contact the Division Principal (if unavailable, the Head of School) and provide full information including the name of students/staff involved, details of the incident, and actions that were taken. They will communicate this via email/phone number/etc. During this conversation, it will be decided by the staff involved in the incident and the senior leadership team member who will contact the parents of the students involved.

General Advice

a) Do not let anybody (staff/students, even those not involved) telephone or email home until the facts have been established and it has been cleared and verified by the Trip Coordinator and the Principal/Head of School.

b) Do not speak to the press or the media (enquiries should be referred to the local emergency services). When applicable, the School will release an official statement as soon as possible.

c) Do not admit liability to anybody at any point, even after the case is resolved.

d) Do not allow anyone, apart from emergency services, to see any group member without an independent witness being present.

e) Make a written account of events as soon as possible and file with the trip leader, who will then file the written account of events with the appropriate person at the end of the trip.

f) When a serious incident occurs, staff should assume pre-designated roles. One person will remain with the student(s) involved while the others ensure that the rest of the students are safe while following proper procedures.

c) Trip Types

Day Trips

Day trips are defined as excursions which take place off ISB premises for a portion of the school day and span no longer than 12 hours in duration. They must be approved prior to being announced by the division principal.

The trip announcement should be sent out no later than 2 weeks prior to the date on which the trip will take place along with all important information regarding what the students should bring. The school must receive permission from the parents by e-mail that the students will participate no later than the day of departure. The school secretary will assist in this process. Students must also have all required items that were stated in the trip announcement.

It is preferable that 2 staff members should always accompany students on a trip. However, if the trip is executed by a third party, then 1 staff member could be sufficient.

Overnight Trips

Overnight trips are defined as excursions which take place off ISB premises for at least a 24 hour period and will require that accommodation and perhaps transportation be secured. A specific permission form needs to be received for overnight trips. Parents indicate whether students are participating via google form.

To participate on an overnight field trip, the school must receive the following documentation for each student:

the Parent Declaration which states that the student has permission to participate on the trip
AND that the student does not have any infectious diseases, this document must be signed on the day of departure

To participate on international trips, students must provide the following documentation:

a valid passport
appropriate travel insurance
if applicable, an appropriate tourist visa

Section 2 – Planning and Conducting Field Trips

IMPORTANT: Hana Polanska needs to be informed as soon as a field trip is being planned. She can then be sure that the accounting of the trip will be done according to the expected procedures.

a) Overnight Field Trips

There is one staff member who is responsible for the planning of the trip. The staff member responsible for planning and directing the field trip is appointed by the Division Principal. The responsibilities assumed at the various stages of the trip are described below. They must be carried out within a reasonable time frame to allow for all necessary measures to be taken.

Proposal

if the trip is one of the yearly trips made by ISB students, then the staff member responsible for the trip will be determined at the beginning of the school year
if the trip is not one of the yearly day or overnight trips made by the school, a proposal must be submitted to the division principal via e-mail

this proposal must include the destination(s), duration, approximate cost, participating grades, number of required staff members and purpose of the trip (curricular tie-in, travel, leisure, etc.), a tentative itinerary and the minimum number of registered students required for the trip to take place

once approved, a leader for the trip will be appointed by the Division Principal, who will assume the responsibilities described below

Registration

the trip must be announced; ideally, the announcement should be made at least 1 month in advance

if necessary, a meeting for parents might be necessary in order to inform them of the details of the trip and provide an opportunity to ask questions before they register
When announcing overnight trips, parents must be made aware of the minimum number of students that must register in order for the trip to happen

Once enough students have registered, the trip is entered in the appropriate school calendars.

the staff member responsible for the trip must oversee the following planning process:

a Permission form must be drafted, submitted to the division principal for review and issued to parents which clearly states the date(s), destination(s), cost and purpose of the trip; only students whose parents indicate their participation will be counted on.

Prior to the trip, students should sign a promissory note indicating that they will demonstrate the proper behaviour for the duration of the trip and that they have been informed of all safety rules
for overnight trips, the parents will also sign that they intend to be available in the event that an emergency pick-up of the child is required (in the case of international trips, they will be available to coordinate an early return)
the permission form will also indicate whether the trip is to be paid for from the Incidental Fees Deposit provided to the School

once students are registered

lunches for students who have catered lunches they must either cancel their lunch or order a packed lunch 2 days in advance, a list of participating students should be given to the secretary

Organization

once sufficient students have registered for the trip, the following measures must be taken by the trip leader:

a suitable number of staff members (1 teacher per 10 students plus one - a group of 20 or more students would require 3 teachers) must be identified to provide sufficient support; their participation must be approved by the division principal

parents may participate on day trips only at the discretion of the trip leader

support staff members must then be made aware of their responsibilities for the duration of the trip; this can range from merely accompanying the group to helping in the planning process

a budget for the trip must be prepared breaking down the transportation, accommodation, meal and other relevant costs - it is required that the school collect an additional 15% of the cost of the trip for each student for emergency fees. (Overpayments in excess of 500CZK should be returned to families.)

once completed, it must be determined whether the trip will be paid for using the Incidental Fees Deposit, in cash or via bank transfer (either as a lump sum or in installments)

Any transportation required should be arranged - the school secretary can assist with this
The workflow for budgeting and accounting the trips will be as follows:

2) sharing the price calc. with Reception. Receptionist will invoice parents + overview of the budgeted items is needed in order to ensure that we have then all documentation necessary.

3) Reception office will also need student lists (participants), in order to invoice families

4) Please make sure that ALL relevant receipts are collected during the trip. Lost/not provided receipts or bills can not compensated to the teachers.

submit Official Itinerary to the division principal and send it to parents

this must include departure and arrival times

for overnight trips within CZ, the local hygiene authorities will be contacted by the school to alert them of the trip (only for trips with 30 or more registered students)

The school will also contact a physician within the area of the trip to ensure that he/she will be on-call for the duration of the trip

Trip leaders can send information directly to parents provide that it has been approved by the division principal. If using e-mail, recipients must be on a blind carbon copy (BCC) list.

If the trip is meant for all students in a specific year group to participate and is the academic programme the teaching team has prepared, no additional programme needs to be provided by the school. If the trip is optional (for example, an athletic event), the school will provide an on-site/in Brno programme for students not participating.

Roles

During the Trip, it is important that the following roles be assumed by staff members:

General

All staff members are expected to actively contribute to the success and safety of the trip by participating in the responsibilities outlined below. While specific Leads are assigned to oversee and coordinate particular areas, every staff member shares the collective responsibility for upholding school expectations and ensuring student welfare.

Key Principles:

Lead staff members will delegate tasks as appropriate, but all staff are expected to take initiative and respond to situations as they arise.
All staff must enforce trip rules, address student behaviour, and respond to emergencies, regardless of their designated role.

Examples:

If a supporting staff member witnesses a student misbehaving, it is their responsibility to address the behaviour directly.
If the Treasurer is supervising students and an injury occurs, they are expected to provide initial support to the injured student—such as offering first aid or ensuring the student is safely attended to—and then inform the Health Lead as soon as possible.

This shared responsibility ensures a safe, consistent, and supportive environment for all students throughout the trip.

Lead teacher

The Lead Teacher is responsible for the overall organisation, supervision, and conduct of the trip. This includes (unless otherwise delegated):

Managing the trip budget and expenses.
Collecting and tracking student payments and contributions.
Coordinating planning and pre-trip meetings.
Ensuring all necessary risk assessments, consent forms, and documentation are completed and approved.
Liaising with school leadership and trip providers.
Leading staff briefings and allocating roles and responsibilities (including when teachers get extended breaks).
Being the main point of contact during the trip for staff, students, parents, and the school.
Providing a financial report post-trip, if required.
Communicating any dietary, sleeping, health issues (listed in the permission form) to the accommodations contact
Communicating with SLT regarding consequences for major behaviour incidents (checking to see if a student is sent home - repeated Orange or Red)

Health lead and Well-Being(s)

The Health Lead is responsible for overseeing student health and medical needs. Duties include:

Double-check with the well-being coordinator about any psychological or social issues that pertain to participating students (also can be available in the trip permission for data)
Carrying and administering any required medications.
Gathering from the admissions officer and holding all student medical information and emergency health contacts.
Responding to any health issues or first aid needs.
Liaising with emergency services or healthcare providers if necessary.

Treasurer(s)

The Treasurer manages all financial aspects of the trip. Responsibilities include:

Ensuring receipts are kept and financial procedures are followed during the trip.
Keeping any cash needed for expenses and making it available at the right time.

Supporting staff

Supporting staff assist with the general supervision, wellbeing, and safety of students throughout the trip. Their responsibilities include:

Supervising groups of students as assigned.
Supporting lead roles with tasks such as attendance checks, enforcing curfews, and ensuring punctuality.
Assisting during activities, meals, and transitions between venues.
Manages student behaviour, enforces the code of conduct, and deals with any discipline issues.
Supports students with emotional needs and ensures inclusion.

Preparation of Required Resources and Documentation

The trip leader must ensure that the following items accompany the group on the day of departure:

cash from the safe specifically collected for the trip (to be signed for)

at least 1 mobile phone
at least one camera to ensure that there are photos from the trip
small first aid kit
the documentation folder
first aid kit including a log book for documenting injuries and the dispensation of pharmaceuticals
School travel bank card (when appropriate)

During the Trip

After the Trip

the trip folder must be handed in to division principal; it will be kept on file for 6 months afterwards
the trip leader must submit to the division principal(s) a brief report summarizing the trip
final budgeting must be done to ensure that all costs are covered

if parents are entitled to a refund, this will be announced by the trip leader

Relevant Documents

Permission Form
Health Declaration
Parent Declaration
Injury Log (in first aid kit)
Tentative Itinerary for Field Trips
List of Participating Students and Teachers List (sample)

(MAKE SURE SPELLING IS CORRECT) (including name, travel doc. #, nationality) on school letterhead

3 lists

1 all of them
1 of non-EU (make sure they can travel within the EU)
1 of EU

teachers appear on all lists

Travel documents

All travel documents need to be checked to ensure smooth travel (within EU/Schengen or to/from Schengen) (early enough to be able to do something about it)

Travel documents should be submitted to school 3 days prior to departure

They are only given to students when they need to go through airport security

Parents must ensure passports and I.D. cards are valid. The passport or ID card used for booking tickets MUST be taken and not substituted for other valid cards (n.b. Holders of dual passports).

b) Day Trips

Any ISB teacher (including the part-time teachers and subject specialists) can plan and direct day field trips.

Proposal

a proposal must be submitted by a teacher to the division principal via e-mail

this proposal must include the destination(s), duration, approximate cost, participating grades, number of required staff members and purpose of the trip (curricular tie-in, travel, leisure, etc.)

once approved, the teacher will assume the responsibilities described below

Organization

Trips should be planned (booked/arranged) as soon as teachers realise that they want to take advantage of an opportunity (as soon as possible as venues can be overbooked!)
Ideally, trips are announced to families 1 weeks in advance
Send the approved email to Hana and Misa, CC in the cover coordinator.
Speak to Hana and Misa in person after sending, to ensure they have all necessary information before contacting the venue
Once Hana and Misa have confirmed the booking they will inform you with all the details, costs, possible transportation ideas.
Add the event in the appropriate school calendars and on the same day send a formal field trip letter to the division coordinator and then sent on to the secretary for translation
Hana and Misa send the translated version back to the teachers for them to send home to parents.

the e-mail needs to include the following:

destination and purpose of the trip (curricular or fun),
the date, departure and arrival times,
cost (indicating whether the trip is to be paid from the Incidental Fees Deposit provided to the School),
transportation arrangements (specifying the need for tickets for public transportation),
type of meal (indicating whether the school lunches should be cancelled and a pack lunch or money is needed),
specific items needed for the trip (type of clothing, pocket money..)
for secondary or high school, asking the parents to include in their reply whether or not their child has permission to go home from the site of the trip

parents must give permission for their students to participate via google form
a suitable number of staff members must be identified to provide sufficient support; their participation must be approved by the division principal

parents may participate on day trips only at the discretion of the teacher
support staff members must be made aware of their responsibilities for the duration of the trip; this can range from merely accompanying the group to helping in the planning process
subject specialist must be informed by the teacher about the trip via the google calendar by the class teacher

unless otherwise stated, all costs of the trip must be covered by the parents/legal guardians

Preparation of Required Resources and Documentation

The teacher must ensure that the following items accompany the group on the day trip:

cash from the Secretary specifically collected for the trip (to be signed for)
public transportation tickets (if required) are sold at the reception, however the secretary needs to be informed in advance that tickets are needed for a trip
at least 1 mobile phone
at least one camera to ensure that there are photos from the trip
small first aid kit

During the Trip

teachers are responsible for the supervision and safety of students during a Field Trip
an accurate attendance count must be taken at all points of departure and students regularly accounted for
all participating staff must ensure itinerary is followed
to keep expenses more or less in line with the budget, keeping all receipts
monitor support staff
consumption of alcohol, tobacco and other intoxicants is strictly prohibited (staff and students)
ensure students are polite, respectful and positive representatives of ISB
all participating staff members and students must conduct themselves in precisely the same manner required of them at school, including wearing their ISB lanyard

After the Trip

final budgeting must be done to ensure that all costs are covered (if applicable)

if parents are entitled of a refund, this will be announced by the Secretary

Trips Documentation Overview Table

For Overnight Trips in CZ

(all documentation to be kept in a Trip Folder)

Permission slips
Health Declaration signed by a physician and dated no longer than 1 year after the signing date (some may be on file already)
relevant medical information about individual students (eg. allergies) and medicals needed to treat potentially health problems
emergency contact information
original passports (for trips abroad)
Parent Declaration signed the day of departure
all fees

Updated: 21.11.2023 - Dylan