ROSELYN HOUSE SCHOOL AND THE RHISE SERVICE
EDUCATIONAL VISITS POLICY
Due to the current Covid 19 Pandemic, restriction are in place in respect of Educational Visits following Government Guidance. This Policy should be read in conjunction with Roselyn House School and The RHISE Service’s Whole School Working Arrangements during Covid 19 Pandemic. This Risk Assessment is regularly reviewed in line with Government Guidance.
This policy is based upon guidance from:
3 Part Supplement to Health and Safety of Students on Educational Visits: DfES publications.
The policy should be read in conjunction with other school policies.
This policy follows guidance from Lancashire County Council’s model policy for Educational Visits.
Moving forwards together to a positive future.
The responsible people for the implementation of the policy are the Headteacher and Deputy Headteacher. The School Business Manager will also be involved in implementing this policy. The policy will be reviewed annually by the Headteacher and Deputy Headteacher in consultation with the staff.
ALL STAFF INVOLVED IN EDUCATIONAL VISITS ARE DIRECTED TO IMPLEMENT THE ARRANGEMENTS IN THIS DOCUMENT, AND TO COMPLY WITH THE POLICY.
Education visits are planned educational experiences designed to enrich and enhance the taught curriculum. In addition to this they may help in developing confidence, self-esteem and life skills for many of Roselyn House School and The RHISE Service’s students.
All activities involving young people out of doors are associated with the possibility of misadventure. Safety for Educational Visits and for outdoor adventurous activities is critically dependent on the quality of leadership and although this Policy aims to minimise the potential for misadventure, it must be recognised that the elimination of risk cannot be totally guaranteed. Occasionally circumstances that could not have been foreseen by even the most experienced leader may be encountered. For this reason it is important, for example, that a visit that has been run successfully many times does not engender complacency, and planning should be undertaken in the same way as for a visit being run for the first time.
All Educational visits require the prior consent and approval of the Headteacher (Sharon Damerall), Deputy Headteacher (Kirsty Willacy) or School Business Manager (Rachel Smith). At present the role of the Educational Visits Co-ordinator (EVC) will be shared by the Directors of KS Education Limited with support from the School Business Manager when appropriate.
Visits are categorised as Type A or Type B visits. These are decided as follows:
(Type B visits may include Outdoor Education, Physical Education and Duke of Edinburgh visits/ Activities)
CONTINGENCY PLANS (APPLIES TO TYPE A AND B VISITS)
An alternative programme must be planned in the event of unforeseen circumstances. This should be risk assessed alongside the main activity. If the alternative is that the visit is cancelled and the party returns to base, then this should be stated.
PARENTAL/CARER CONSENT FOR ALL EDUCATIONAL VISITS
It is a requirement that a signed parental consent/medical information form is obtained from the parents/ carers of all young people participating in all educational visits/ adventurous activities. Consent for Outdoor Education, PE and regular off site activities are often sought on a student’s admission to school and reviewed annually. Additional activities/ off site visits will require consent handed out to the student and to be returned completed by a parent/ carer. This necessitates the exclusion from such activities of students/young people for whom the school have not obtained, for whatever reason, the consent for any necessary medical treatment. Staff responsible for supervision of the activity/visit should make themselves aware of the nearest accident and emergency hospital. The responsibility for implementing the emergency procedures is that of the Visit Leader. Staff should take with them copies of the risk assessment and student passport containing all relevant information in case of emergency.
KS Education Limited has has £5m cover with Markel.
3.1 DUTIES AND RESPONSIBILITES
3.1.1 Responsibilities Applicable to all Staff involved in Educational Visits
All staff members should be aware of the expectations placed upon them and should appreciate the nature of their relationship to the students and other staff. They should fully understand and be comfortable with their role before undertaking the visit. All staff must:
Greater levels of responsibility will normally be assigned to the Visit Leader and a higher standard of care is expected of them.
3.1.2 Responsibilities of KS Education Limited
As part of their responsibility for the general conduct of the school, KS Education Limited must adopt a policy for the effective and safe management of Educational Visits. This policy should include:
Advice will be taken from placing authorities with regard their Educational Visits Policy and Procedures.
3.1.3 Responsibilities of the Headteacher/ Deputy Headteacher or EVC
The Headteacher/ Deputy Headteacher as EVC are responsible for ensuring that all school’s activities are properly planned and appropriately supervised and that Roselyn House School’s policy is implemented and monitored.
To ensure that staff with responsibility for educational visits have the correct risk assessment proformas and complete an educational visits planning check list and approval form prior to the visit taking place.
The Directors of KS Education Limited will take the joint EVCs and shall:
3.1.4 Responsibilities of ALL Staff who lead or instruct their own groups in
External instructors will be used to lead adventurous activities where the member of staff leading the group does not have his/ her approved qualification in the area of the specific activity.
3.1.5 Responsibilities of the Visit Leader
The Visit Leader must recognise that whilst leading the visit he/she is in effect representing Roselyn House School and The RHISE Service and therefore KS Education Limited. The Visit Leader must:
The Visit Leader is also responsible for ensuring that participants conduct themselves with due respect of the environment and the local community. Visit Leaders should be familiar and act in accordance with all relevant regulations and guidance contained in this document. Visit Leaders must inform the Headteacher or Deputy Headteacher (or then senior staff) if at any point during the planning of the visit concerns arise which lead them to feel unsure of their competence to lead the visit safely.
The risk assessment process must be seen as ‘on-going’ and ‘dynamic’. In other words, professional judgments and decisions regarding safety will need to be made during the activity. If the control measures aren’t sufficient the activity must not proceed.
The Visit Leader will have a clearly defined and agreed ‘Visit Closed Policy’ with the Base Contact, (additionally a ‘Failed to Return Policy’ is required for Duke of Edinburgh Award groups only). The Visit Leader must clearly communicate any delays or incidents that may cause late arrivals at destinations or return journeys to base to ease parental/carer concern.
3.1.6 Responsibilities of Nominated Group Leaders
Group leaders, have a common law duty of care towards the students in their charge. Group leaders must recognise their responsibilities in:
3.1.7 Responsibilities of the ‘Base Contact’
The Base Contact should make arrangements to be accessible throughout the duration of the visit and be very clear on communication links with the Visit Leader. If mobile telephones are to be used, please ensure that there is a good reception and where possible, give landline telephone numbers.
The Base Contact should have full copies of Educational Visits Planning and Check List and approval; along with risk assessments and specific route maps/ details and the telephone numbers of two designated senior members of staff. In addition he/ she should have major emergency contact numbers, parent/ carer’s contact details and LEA to hand.
The Base Contact must not be part of the Educational visit/activity. The Base Contact should have a clearly defined and agreed ‘Visit Closed Policy’ with the Visit Leader. For Duke of Edinburgh Award groups, a ‘Failed to Return Policy’ is required.
3.1.8 Responsibilities of KS Education Limited
KS Education Limited has a duty under Health and Safety legislation to safeguard its employees in the course of their employment and to ensure the safety of others who may be affected by the actions of the employees. This implies a responsibility for the safety and well-being of all staff and students participating in Educational Visits. To ensure that these responsibilities are met, KS Education Limited will:
3.1.9 Responsibilities of KS Education Limited (Technical Advice)
NOTE; KS Education Limited has the authority and should accept the responsibility to stop or curtail any activity where it is considered that unsafe practice has been observed.
The staffing required to run the visit safely needs to be identified through the risk assessment rather than by a simple numerical calculation of ratios. It is important to have a high enough ratio of adult supervisors to students for any visit. The factors to take into consideration include:
NOTE: If adults are less experienced in the activity, then more of them may be required to ensure adequate supervision.
Staffing ratios for visits are difficult to prescribe as they will vary according to the activity, age, group, location and the efficient use of resources, as defined by the risk assessment.
The following are regarded as the minimum ratio acceptable on any visit:
At Roselyn House School and The RHISE Centre, due to the nature of the students then the ratio will be at least 2 adults to 8 students/young people.
3.2.1 Other Persons (including Children)
It is known that, in some cases, arrangements are made for a member of staff or a volunteer to take with them other persons, including child/ren, who would not otherwise be one of the group taking part in the visit/activity. This situation would usually arise where an adult brings along his or her own child/ren, and possibly a friend. Roselyn House School and The RHISE Service does not endorse this practice, and KS Education Limited will not allow this to happen.
Volunteers may attend the trip/ activity but will be subject to DBS clearance and expected to have their own insurance arrangements.
Sample Educational Visits Planning Checklist and Approval Form
Out of School/ Transport Form
Reviewed June 2021
The school health team will continue to operate throughout the covid-19 pandemic.
Should you need to access the school health team then please telephone
0300 247 0040 or email firstname.lastname@example.org.
The confidential chat health text service is available to students Mondays to
Friday between the hours of 9-5. The text number is 07507330510