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WHISTON WORRYGOOSE JUNIOR AND INFANT SCHOOL

Part of White Woods Academy Trust

EDUCATIONAL VISITS

 POLICY

Approved by Governors: September 2018

Review Date: September 2020

Statement of intent

Whiston Worrygoose J and I takes the health and wellbeing of our staff and students very seriously. We take reasonable steps as stated in the Health and Safety at Work Act 1974.

This policy has been designed in line with the DfE and Health and Safety Executive (HSE) guidance and details our responsibilities for pupils while out on educational visits and school trips.


  1. Definitions

  1. ‘In loco parentis’ means that the group leader of any school trip or educational visit has a duty of care over the pupils in place of a parent/carer.
  2. ‘School trip’ means any educational visit, foreign exchange trip, away-day or residential holiday organised by name of school which takes students off-site.
  3. ‘Residential’ means any school trip which includes an overnight stay.
  4. ‘Activities of an adventurous nature’ include, but are not limited to:

2

  1. Key roles and responsibilities

  1. The governing body has overall responsibility for the implementation of the Educational Visits and School Trips Policy of Whsiton Woryygoose
  2. The governing body has overall responsibility for ensuring that the Educational Visits and School Trips Policy, as written, does not discriminate on any grounds, including, but not limited to: ethnicity/national origin, culture, religion, gender, disability or sexual orientation.
  3. Governors should satisfy themselves that the risk assessment has been carried out, that appropriate measures are in place and training needs have been met. Ensure that the visit has a specific and stated objective. Ensure the visit has plans which comply with regulations and guidelines Ensure that the leader reports back after the visit Ensure they are informed about less routine visits well in advance Assess proposals for overnight visits

The headteacher will be responsible for the day-to-day implementation and management of the Educational Visits and School Trips Policy.

  1. The educational visits coordinator  should ensure visits comply with LEA guidelines/ Ensure all necessary actions have been completed before the visit begins. Ensure the risk assessment has been completed and appropriate safety measures are in place
  2.  The School Business Manager will offer support ensuring adequate supervision ratios are available.
  3. Staff will be responsible for following the Educational Visits and School Trips Policy, and for ensuring pupils do so too. They will also be responsible for ensuring the policy is implemented fairly and consistently.
  4. The designated leader in charge of the trip is ‘in loco parentis’ and has a duty of care to all members of the party. They MUST complete the Evolve form and this must be done at least 2 weeks in advance or 4 weeks for a residential. Consider stopping the visit if the risk to the health or safety of the pupils is unacceptable and have in place procedures for such an eventuality
  5. The Designated Leader must also ensure arrangements have been made for the medical needs and special educational needs of all the pupils. Ensure first aid provision will be available. Ensure the mode of transport is appropriate
  6. The Designated Leader must ensure there is a contingency plan in place for any delays ( Access and availability to use the texting service to parents)Ensure group supervisors have a copy of the risk assessment and emergency procedures. Ensure the pupils details are taken and that all group leaders are aware of any special needs of any of the pupils.
  7. The Designated Leader must complete the panning checklists in Appendix 3.
  8. Pupils are responsible for following instructions from teachers while on educational visits and school trips.
  9. Volunteers must not be left in sole charge of pupils for any period of time. Follow the instructions of the group leader and teacher supervisors and help with control and discipline. Speak to a member of school staff if concerned about the health of safety of pupils at any time during the visit. The group leader will meet with adult volunteers before a residential to outline roles and responsibilities. It must always be remembered that teachers have ultimate responsibility for the safety of pupils and therefore set the rules.

  1. Pupils are responsible for behaving in a manner which matches the ethos of Whiston Worrygoose and for following the behaviour rules set out in the school’s Behaviour Policy as they relate to the Educational Visits and School Trips Policy.
  1. Training of staff

  1. Teachers and support staff will receive training on the Educational Visits and School Trips Policy as part of their new starter induction.
  2. Teachers and support staff will receive regular and ongoing training as part of their continued professional development.
  1. Risk assessment process

  1. Our risk assessment process is designed to manage real risks when planning trips, while ensuring that learning opportunities are experienced to the full.
  2. The process is as follows:
  1. A risk assessment form is available in the appendices and must be completed by the Designated leader in charge. This includes a Travel tso assessment in addition to any other risk assessments necessary
  1. Safe use of seatbelts

  1. The driver must have a current driving license, be aged 25 years or over, and hold a full licence in Group A or PCV.
  2. The bus will carry strictly one person per seat and seat belts must be worn at all times.
  3. Fines incurred will be paid by whoever was driving the minibus at the time the offence was committed.
  4. The following staff members hold the required licence and have completed specific training which allows them to drive the school:

  1. Parental consent

  1. Parental consent is not generally required for off-site activities that take place during school hours.
  2. Written consent is required for:
  1. If preferable, parents may complete a ‘one-off’ consent form at the start of any academic year which gives consent for their child to be involved in any and all activities, both on and off-site, that take place at any time, including the school holidays.
  2. Parents will be informed of activities by letter and will have the opportunity to withdraw their child from taking part.
  1. Staffing ratios

  1. There will be sufficient staff to cope in an emergency. Our minimum staff to pupil ratios are as follows:

Other residential: 1-10

  1. Insurance and licensing

  1. When planning activities of an adventurous nature in the UK, the educational visits coordinator will check that the provider of the activity holds a current licence.
  2. Insurance will be organised for every trip, no matter how short, to ensure adequate protection and medical cover.
  3. Parents will be informed of the limits of any insurance cover.
  4. For European trips, a valid European Health Insurance Card (EHIC) will be obtained for every participant.
  5. Where a crime is committed against a member of the party, it will be reported to local police as soon as possible.
  6. Medical expenses will be recorded and stored in the school office.
  1. If things go wrong

  1. In the case of accidents and injuries while on a school trip in the UK, the school’s accident reporting process will begin as detailed in the Health and Safety Policy.
  2. In the case of accidents and injuries while on a school trip abroad:
  3. Organisers will cooperate fully with the emergency services at the location and understand that any injury or death of a member of staff or child outside of Great Britain may be subject to the law of the land where the accident occurred.
  4. The first point of contact with the UK should be the headteacher who will contact the family of the injured person.
  5. Pupils will be asked not to contact friends or parents in the UK until the family of the injured person can be contacted.
  6. The British Embassy/Consulate will be informed.
  7. The insurer will be notified.
  8. Written records of the incident will be kept.
  9. Media enquiries must be referred to the headteacher or, if they are not available, the deputy head or clerk to the governors.
  1. SEN and disabilities

  1. Where possible, activities and visits will be adapted to enable pupils with SEN and/or disabilities to take part.
  2. Where this is not possible, an alternative activity of equal educational value will be arranged for the pupil/s.
  1. Finance

  1. The school’s financial procedures must be followed when arranging trips.
  2. Under no circumstances should school trip money be processed through personal accounts.
  1. Foreign trips

  1. Validity of passports and visa requirements will be dealt with within 3 months of the initial request to avoid problems when the trip is due to take place.

  1. Planning school trips

  1. Prior to planning a school trip, the following guidance should be read by organisers:
  1. Policy review

  1. This policy is reviewed every two years by the headteacher.
  2. The scheduled review date for this policy is September 2020.


Appendix 1 –Consent form for all educational visits and school trips

Please sign and date the form below if you are happy to give consent for your child,

______________________________

  1. To take part in school trips and other activities that take place off school premises; and
  2. To be given first aid or urgent medical treatment during any school trip or activity if necessary.

Please note the following important information before signing this form:

  • The trips and activities covered by this consent include:
  • All visits, including residential trips, which take place during the holidays or over a weekend.
  • Adventure activities at any time.
  • Off-site sporting fixtures outside the school day.
  • All off-site activities for nursery schools.
  • The school will send you information about each trip or activity before it takes place.  
  • You can, if you wish, tell the school that you do not want your child to take part in any particular school trip or activity.  

Written parental consent will not be requested from you for the majority of off-site activities offered by the school – for example, year-group visits to local amenities – as such activities are part of the school’s curriculum and usually take place during the normal school day.

Please complete the medical information section below (if applicable) and sign and date this form.  

Medical information 

Details of any medical condition that my child ______________________________ suffers from and any medication my child should take during off-site visits: …………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………..………….        ….……………...

Signed……………………………………       Date………………………………………


Appendix 2 – Consent form for specific educational visits and school trips

Educational visits consent form

Pupil details

Visit details

Name:

Destination:

Form:

Date:        

Date of birth:

Time:        

Home telephone number:

I acknowledge the need for my child to behave responsibly  

Please detail below if your child suffers, even mildly, from any medical condition such as epilepsy, asthma, diabetes, heart condition, allergies, bed wetting, or physical weakness. Also, if your child has suffered from any contagious or infectious diseases during the past three months, please detail these.  All information will be treated in confidence.

When did your child last have a tetanus injection?

If your child is taking medication, please give details, including whether it can be self-administered.

Is your child allergic to any medication?  YES/NO.  If yes, please specify:

Please give details of any special dietary requirements and the type of pain/flu relief medication your child may be given if necessary:

Family doctor:

Telephone number:

Address:

I am happy to let my son/daughter make their own way home        

I will collect my son/daughter at 4.30 pm from ____________________                

I

 give permission for my child to participate in the above school visit, and I have read all the information given.  I further consent to my child being given any urgent medication or surgical treatment which may be considered necessary by the medical authorities during the school visit. I understand that my child is covered by the school’s liability insurance, and that I am able to take out my own additional insurance if I wish.  I will inform the school of any change in the circumstances outlined above.

Signed: ____________________________ Date: __________________________________

Parent name in BLOCK capitals:

_____________________________________________

Address: _____________________________________

_____________________________________________

_____________________________________________

Telephone number: ______________________________

Please give an alternative contact name and telephone number in case we cannot reach you in an emergency:

Name: __________________________

Telephone number: _________________ Relationship to pupil: ________________


Apendix 3

PLANNING CHECKLIST FOR EDUCATIONAL VISITS

Date of visit ___________ Reason/type of visit _____________________________

Venue ___________________ Group leader ______________Year group___________

ITEM

CHECKED

INFORMATION/NOTES

Addresses/who/how many

TICK

Agreed with Head

Accompanying staff

Any necessary training

Visited previously

Transport organised

Copy of letter to teacher to

check before it goes out

Risk assessment

Information needed by provider/sent off

Accompanying parents

Equipment/Work sheets

First Aid

Time of departure

Time of return

Individual Needs

Toilet arrangements

Lunch arrangements

Returned consent letters

Inform any staff who will be affected

For example if trip affects music/dance/PE timetables/Borrowing members of staff/ music lessons

Notes

DAY OF VISIT: CHECKLIST

Date:______________________Year group____________________

Venue______________________________________________________________

ITEM

CHECKED

Register of children and adults sent to office

Equipment

Lunches

Drinks

2 copies of class/Group lists – including contact and medical details

First aid kit

Sick bags/buckets/paper towels

Inhalers/medicines

Cheques/money for venue

Cheques/money for transport if applicable

Mobile phone – have you given number to office

Notes

Signed _____________________________________Date ____________________

Whiston Worrygoose Junior & Infant School

Trips and Visits – Initial Booking Form

Teacher/s in charge: ……………………………….…...Date to office………………………………………

Yr group/class: …..… Pupil nos.: ………………FSM nos…………………………………………………..

Destination: ……………………………………………Possible Dates: ….…………………………………...

Agreed with Head Teacher………………………………………………………………………………………..

Mode of travel: ……………………………………………………………………………………………..…….

Check with diary for any clash with other trips or events (Do Not book any trips in Y6 SATS week or Phonics Screening week): ……………………………………………………

Cost to children for travel: …………………………………..

Cost to children for venue :…………………………………..

Overall cost to children………………………………………

Subsidy from school [?]: ………………………………….…

Initial letter checked by teacher………………………………..

Initial letter sent (date): ………………………… Reply /Permission slip received: …………………..…..

Contact list [plus medical information] provided by office…………………………………………………..

Any further details/notes