Roselyn House School - Educational Visits Policy

ROSELYN HOUSE SCHOOL AND THE RHISE SERVICE

EDUCATIONAL VISITS POLICY

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.

LEGAL FRAMEWORK

This policy is based upon guidance from:

Health and Safety of Students on Educational visits (HASPEV) together with the

3 Part Supplement to Health and Safety of Students on Educational Visits: DfES publications.

Lancashire School Safety Manual.
RIDDOR 95: A Guide to the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995: HSE Books (L73).
Health & Safety: Responsibilities & Powers: DfES publications.
Lancashire County Council’s Health and Safety Policies.

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.

MISSION STATEMENT

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.

INTRODUCTION

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.

APPROVAL AND REGULATION OF VISITS

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 A

Educational low risk off-sites visits, up to one-day duration.

TYPE B

Educational off-sites visits involving a planned activity on water, or in which the presence of water is identified as a hazard on the risk assessment.
Visits involving adventurous activities.
Visits to farms and theme parks.
Visits including overnight stay or residential accommodation.
Visits outside the UK, including Foreign Exchange visits.

(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.

PUBLIC LIABILITY INSURANCE

KS Education Limited has has £5m cover with Markel.

SUPERVISION

3.1 DUTIES AND RESPONSIBILITES

3.1.1 Responsibilities Applicable to all Staff involved in Educational Visits

NOTE:

All staff have a duty of care for the welfare and safety of all children/young people taking part in the educational visits.
Every person has a duty to stop or curtail any activity when it is considered that unsafe practice has been observed.
Every person attending the visit must follow Roselyn House School and The The RHISE Services’s Behaviour Policy and Behaviour Support and Physical Intervention Policy.
Every adult accompanying the visit must have a role.

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:

Conduct themselves in a manner compatible with their own safety and with the safety and well-being of the students;
Inform the Visit Leader if they are unsure of their ability to perform any supervisory function requested of them;
Recognise the limits of their responsibilities and act within these at all times;
Report to the Visit Leader any concerns they may have concerning student behaviour or well-being during the visit.

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:

The nomination of the Headteacher or senior member of the teaching staff to undertake the duties listed in Section 3.1.3;
The adoption of school procedures for the management of Educational Visits, consistent with the legal guidelines;
A requirement that all Educational Visits have specific stated objectives which are appropriate for the participating students;
The adoption of procedures for responding to an emergency, consistent with requirements.

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:

Ensure that the planning of visits complies with Policy and Guidelines on Educational Visits;
Ensure that the visit or activity specific risk assessments are undertaken and that the Visit Leader is involved in that process. It is particularly important that within the Risk Assessment the school identifies children with special educational and medical needs. The Risk Assessment should confirm whether it is necessary to ask if the Centre can meet these needs. If there is any swimming during the activity, this must be addressed in the Risk Assessment; The out of school sheet completed on the day of the visit will also list any specific needs or risk associated with individual students;
Ensure that the visit is planned in such a way as to provide adequate supervision at all times. In the case of a residential visit, this will mean that cover is provided 24/7;
Approve the appointment of Visit Leaders, deputy leader, assistant staff and voluntary helpers;
Verify the competence and suitability of the Visit Leader and assistant staff/volunteers, taking account of the planned arrangements for the visit and the number and nature of the students involved (see Section 3.2). The personal qualities of the individuals concerned are equally as important as any formal qualifications.
Ensure that appropriate CRB checks are undertaken;
Ensure that the Visit Leader is allowed sufficient time to organise the visit properly;
Organise the transport (as appropriate) and ensure that risk assessments also take account of traffic hazards where the visit involves crossing roads;
Organise and monitor the training/induction of Visit Leaders and assistant staff/voluntary helpers as appropriate;
Organise emergency planning for Educational Visits and ensure the Base Contact arrangements are made. NB the Base Contact must not be part of the Educational visit/activity;
Ensure that a senior member of staff on the visit is nominated to co-ordinate any child protection duties;
Monitor visits, including accident and near miss reporting, and review school procedures;
Ensure appropriate liaison with placing authorities and Duke of Edinburgh Scheme.

3.1.4 Responsibilities of ALL Staff who lead or instruct their own groups in

Adventurous Activities

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:

Ensure the overall maintenance of good order and discipline during the visit;
Ensure that adequate arrangements are planned and implemented for the safety and well-being of all participants, staff and students, whilst on the visit. In respect of residential visits, adequate supervision must be provided 24/7;
Ensure that all members of staff are fully briefed as to their roles and responsibilities;
Ensure that group leaders are appointed with proper regard to their experience and competence to undertake the tasks assigned to them.
Undertake the completion of the Educational Visits Planning check List and Approval Form and Risk Assessment as necessary with the assistance of the EVC
It is particularly important that within the Risk Assessment the school identifies children with special educational and medical needs. The Risk Assessment should confirm whether it is necessary to ask if the Centre can meet these needs. If there is any swimming during the activity, this must be addressed in the Risk Assessment.
Complete an out of school/ transport sheet to show the risk/ medical needs associated with each individual child and be aware of individual student’s risk/ medical needs through the ‘student passport.’

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:

Maintaining good order and discipline;
Ensuring the safety and well-being of the students in their care;
Informing the Visit Leader of any accident involving the students in their care, which has implications for students’ health and safety, general welfare or the good order of the visit as a whole.

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:

Maintain regulations and procedures governing Educational Visits;
Provide guidance for organisers of Educational Visits;
Monitor and keep under review this Policy and Guidelines;
Monitor Type A and B Educational Visits on a sample basis;
Reserve the right to visit the Centre/Providers in the interests of quality assurance and provision;
Provide training opportunities for visit organisers and activity leaders.
Work with peninsula Business Services Limited on developing Health and Safety practices and further Risk assessment training.

3.1.9 Responsibilities of KS Education Limited (Technical Advice)

To ensure that systematic monitoring is undertaken from the database information;
To check on the effectiveness of administrative systems e.g. notification processes, parental/carer consent and medical information, emergency procedures and base contact(s);
To observe a sample of activities undertaken;
To encourage and motivate individuals and offer advice, to practitioners, participants and the policy makers, if appropriate. To promote standards of safety and good practice;

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.

3.2 RATIOS

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:

Gender, age and ability of group;
Students/young people with special educational or medical needs;
Nature of activities;
Experience of adults in off-site supervision;

NOTE: If adults are less experienced in the activity, then more of them may be required to ensure adequate supervision.

Duration and nature of the journey;
Type of any accommodation;
Competence of staff, both general and on specific activities;
Requirements of the organisation/location to be visited;
Competence and behaviour of students/young people;
First aid cover.

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:

1 adult for every 6 students/young people in school years 1 to 3 (under 5s in reception/foundation classes should have a higher ratio);
1 adult for every 10 students/young people in school years 4 to 6;
1 adult for the first 10 students/young people and then one additional adult for every 20 students/young people or part thereof, for students/young people in school year 7 and above.

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.

IMPORTANT NOTES:

A minimum of two competent staff from Roselyn House School and The RHISE Centre should accompany any visit/activity;
For residential and any visits abroad, it is strongly recommended that the ratio should not exceed 1:10. When visits are to remote areas or involve hazardous activities, the risks may be greater and supervision levels should be set accordingly. The same consideration should be given to visits abroad;
For residential and any visit abroad, it is strongly recommended that for mixed groups there are staff from each sex. In circumstances where this is not possible, it should be explicit in the risk assessment of how the issue will be addressed and parents/carers should be informed of the measures taken. Some non-residential visits with mixed groups may require member of staff from each sex and the school will need to decide where this is appropriate and inform parents/carers accordingly.

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.

3.2.2 Exceptions

When a visit is between the school and another educational establishment for the purpose of receiving education at the second establishment (e.g. integration visit from a special school) then a student can be accompanied by any member of staff approved by the Headteacher/ Deputy Headteacher.
This Policy should be read in conjunction with Roselyn House School and The RHISE Service’s Transport Policy.

Attached:

Sample Educational Visits Planning Checklist and Approval Form

Risk Assessment

Out of School/ Transport Form

Reviewed June 2022

ROSELYN HOUSE SCHOOL

PLANNING CHECKLIST AND APPROVAL FORM

This pack has been designed to cover all types of trips. If your trip is an overnight trip or you are taking Voluntary Helpers, you should complete the Educational Visits Form.

THIS FORM MUST BE SUBMITTED, AT LEAST FIVE SCHOOL DAYS BEFORE DEPARTURE, TOGETHER WITH ALL RELEVANT INFORMATION TO RACHEL SMITH. PLEASE DO NOT HESITATE TO ASK IF YOU HAVE ANY CONCERNS. A MEMBER OF THE SLT MUST AUTHORISE THE TRIP BEFORE DEPARTURE.


Brief details of proposed trip: (activity/dates/times)




*Activity:*

*Date(s):*	/ /	to	/ /

*Time(s):*	: am/pm	to	: am/pm

Year Group(s) involved:				Number of students:

Group Leader:
Other Staff attending:

PROPOSED STUDENTS (to be completed for approval):

STUDENTS (Please Insert Full Name)	Year Group	Attending (TO BE COMPLETED ON THE DAY)

ADDITIONAL STUDENTS (TO BE COMPLETED ON THE DAY)

STUDENTS (Please Insert Full Name)

Year Group

Attending

(TO BE COMPLETED ON THE DAY)

YOUNG PEOPLE AND STAFFING RATIO: (TO BE COMPLETED ON THE DAY)

Year Group(s)

Involved:

Number of Boys:

Number of Girls:

Total Number of Students:

Total Number of Responsible Adults:

Staffing/Student Ratio:

Ratio: Individual assessment according to group and activities, with a minimum of 1:4 for trips. For mixed groups male and female staff. Sufficient experience and expertise within the staff. Supervisory adults can attend but the group leader and teacher will have ultimate responsibility. For remote Supervision: ensure parents are fully aware of any periods of remote supervision and safety measures in place.

STEP 1: APPROVAL & EDUCATION PURPOSE

WHAT IS THE EDUCATIONAL PURPOSE OF YOUR TRIP/VISIT: which is/are appropriate to the age and ability of the group(s)

STEP 2: STAFFING

Group Leader:		Deputy:
Names of all other staff/adults going:
Amendments to staff going (TO BE COMPLETED ON THE DAY):
Confirm staffing is adequate to meet the needs of individuals with medical/behavioural/special needs and that staff have appropriate experience, skills and qualifications:				YES/NO
Confirm staffing includes male and female supervision, when appropriate:				YES/NO
Confirm staffing is sufficient to cover emergency situations: (normally a minimum of one teacher and at least one other responsible adult)				YES/NO
Emergency contacts for all staff involved:
Staff Member	Name of Emergency Contact		Telephone Number(s)







Relevant experience, qualifications and specific responsibilities of each member of staff and accompanying adults (e.g. first aid, Team Teach, etc)

STEP 3: PLACES, DATES AND CONTACTS

Full address and contact details of location *Consider the surrounding area (any hazards?). Ensure the location of the visit is suitable for the activity and manageable for the group and staff.*
Trip Mobile Phone:		Provide details of trip mobile phone or other contact numbers and who will hold them
Date(s) of Visit:	From:		To:		Departure Time:	Est. Time of Return:
Meeting Place for Departure:				Students Returned to:
CONTACT NUMBERS: Have you ensured all appropriate people have details of emergency contact number that you will be taking on the trip (i.e. Admin Office, SMT)							YES/NO

STEP 4: ACTIVITIES AND ITINERARY

List full itinerary for trip:
Activity: Details of any hazardous activity and the associated planning, organisation, responsibilities and staffing
Has the weather been considered?	YES/NO
Please confirm if any specialist clothing/equipment is to be provided (include details of insurance cover of any hired items). Consider weather conditions (e.g. hot & sunny – sun creams/hats/t-shirts or cold/wet – warm dry clothing, raincoat, boots). Please detail here	YES/NO
Please confirm any equipment provided by the school is safe and suitable and that you will undertake an inspection of all equipment to be used prior to departure.	YES/NO
Please confirm you will remind students that clothing/equipment they provide must allow for a range of weather conditions.	YES/NO

STEP 5: YOUNG PEOPLE AND STAFFING RATIO

Are the group members age, competence, fitness and temperament suitable for the activity?	YES/NO
Are any children taking part in the activity related to anyone acting in a supervisory role?	YES/NO
Please confirm you have an appointed First Aider on the trip and confirm their name	YES/NO
STUDENTS WITH SPECIAL/MEDICAL/BEHAVIOURAL NEEDS Have you clearly identified these students?	YES/NO
Have you fully assessed their special needs and identified any necessary special provision required?	YES/NO
Have you ensured all responsible adults are aware of these measures and are happy to implement them?	YES/NO
Have you discussed any concerns with students, staff and parents?	YES/NO
Have you set out your expectations for student behaviour (your Code of Conduct)?	YES/NO
Please confirm you will take Student Passports on activity which detail emergency contacts	YES/NO
Please confirm you will undertake head counts before departure, at regular intervals and before return	YES/NO
If you have Sub-Groups please ensure adults know which students they are responsible for and hold relevant Student Passports and ensure students know who they are accountable to.	YES/NO
Please confirm you have pre-designated meeting points and times throughout the activity and all involved are aware of these points.	YES/NO
Please confirm toilet facilities are available and provided at regular intervals. Consideration must be given to appropriate supervision.	YES/NO

STEP 6: TRANSPORT (Consider transport issues according to number of students, supervision ratios, journey, special needs)

HOW WILL YOU TRAVEL?	TICK TO INDICATE [ ü ]	STATE DRIVER’S NAME	COMPANY DETAILS	VEHICLE REGISTRATION	ADEQUATE INSURANCE?
ON FOOT		ENSURE YOU CAREFULLY CONSIDER (AND RECORD) THE ROUTE AND ANY ASSOCIATED HAZARDS AND LEVEL OF RISK e.g. ROADS, WEATHER, ISOLOATION, COMMUNICATION, SUPERVISION, USE RECOGNISED CROSSINGS, ETC.
SCHOOL VEHICLE			KS Education Limited		School Insurance
PRIVATE CARS			Owner:		Ensure insurance covers transporting students
NOTE: For parents/staff transporting in their own vehicles a declaration must be completed. Whole school/trips & visits/private vehicle declaration.
Please confirm the outline of your proposed route by attaching a route planner: You must consider the safety of your route and identified any potential hazards. If you have to change your route, please advise Admin Office immediately.						YES/NO
Do you have any planned refreshment stops: Provide details if applicable.						YES/NO
Has adequate supervision been arranged?						YES/NO
Have you read Roselyn House School Transport Risk Assessment?						YES/NO

STEP 7: STAFF AND STUDENT BRIEFINGS

Please confirm details of STUDENT BRIEFING: How/when (and what information) will all accompanying students be briefed with?

Attach details as appropriate. The briefing may include appropriate clothing, remote supervision procedures, lost procedures, safety risks, groupings, a system for recall and action in emergencies, agreed code of behaviour, hazards, etc.

ADULT BRIEFING: How/when (and what information) will all accompanying adults be briefed with?

Attach details as appropriate. The briefing may include hazards, programme, defining roles and responsibilities, supervision rotas/duties, behaviour, head counts, communication, names and contact details for sub groups, emergency procedures Ø issue panic cards with emergency summary, etc.

Have you discussed and agreed policies as appropriate e.g. student mobiles phones, smoking, etc and advised all concerned?

YES/NO

STEP 8: FINANCE & INSURANCE

CASH required for activity: please confirm details (i.e. admission, car parking, refreshments, etc)

Students

Staff

Others

TOTAL

State Arrangements for Collection and Keeping of Cash:

INSURANCE: ALL authorised off-site education activities, which are organised by the school involving travel outside the designated school boundaries, are automatically covered by School Insurance. This cover applies to all students, teachers and authorised accompanying adults in the event of injury or loss. Full details and a copy policy are available from the Headteacher.

STEP 9: CONSIDER, PRACTICE AND REVIEW

IS YOUR RISK ASSESSMENT NOW COMPLETE?

YES/NO

HAVE YOU ASSESSED THE RISKS INVOLVED IN ALL ASPECTS OF THE VISIT AND RECORDED, SHARED AND ATTACHED THE SIGNIFICANT FINDINGS? e.g. have you fully assessed (and recorded) the risks associated with staffing/supervision, travel, students involved, activities, etc......Seek advice from colleagues if required.

YES/NO

STEP 10: ADDITIONAL INFORMATION AND EVALUATION

Has everyone that needs to know about the trip been advised (Chef, Transport, etc)	YES/NO
Are Students permitted to take mobile phones and are they aware of your policy in regard to use of mobile phones whilst on activity? Please confirm here what your policy is on the use of mobile phones.	YES/NO
Have you clearly advised students on your policies on the use of alcohol, drugs and smoking? Please confirm here what your policy is	YES/NO
Group Leader to ensure school register is updated before departure and that the Admin Office are aware of all Students participating in activity.	YES/NO

‘FIVE STEPS’ TO RISK ASSESSMENT

There is a legal requirement to ensure a risk assessment is carried out before an educational trip takes place. However, while these should be comprehensive they need not be complex. The aim is to ensure pupils are not exposed to an unacceptable level of risk. The Group Leader should complete the ‘Approval Form’ and carry out a fuller risk assessment if required.

This form in intended as a guide only – please do not hesitate to contact a member of the SMT for guidance if required

RISK ASSESSMENT EDUCATIONAL VISIT TO:

STEP 1:

Identified Potential Hazards: (things that can cause harm)

Don’t be over complicated, concentrate on significant hazards that could result in serious harm e.g. walking along roads, mountain climbing, skiing, transport, (e.g. ferry crossings), remote supervision, adventure activities, etc).

Remember it is important to consider the group of students involved – do they have any Special (medical/learning/emotional or behavioural) Needs?

STEP 2:

Decide who might be harmed and how: students, non-teaching staff, voluntary helpers, teachers, group leader, members of the public (please indicate below)

EVALUATE THE OVERALL RISK BEFORE SAFETY MEASURES: LOW / MEDIUM / HIGH

The likelihood someone will be harmed by the hazard.

STEP 3:

What safety measures/precautions will be put into place to reduce risks to an acceptable level? Can you get rid of the risk altogether? If not, how will you control it?

e.g. Ensure sufficient supervision, clear guidance to students, exploratory visit, appropriately qualified staff, group members age and suitability for the activity (consider the special educational or medical needs of students), the quality and suitability of equipment, weather conditions and timings, etc.

EVALUATE THE OVERALL RISK AFTER SAFETY MEASURES: LOW / MEDIUM / HIGH

STEP 4:

Ensure you record (written record) your findings and advise all appropriate people.

Ensure your risk assessment is suitable and sufficient (not perfect!).

STEP 5:

Review your assessment and revise it if necessary.

Ask if you have any concerns.

CONTINGENCY PLANS: Consider how you will cope with unexpected hazards i.e. dealing with an accident or other emergencies. Continual monitoring and reviewing of hazards throughout the visit. Adapting plans and reassessing risks as necessary. Ensure adequate effective communication with all. Do not accept below standard accommodation or transport. Keep options open to cancel or re-arrange activities if necessary (weather changes, etc). In an emergency refer to the standard “Emergency Procedures of Group Leaders”. What will you do if a pupil (or adult) becomes unwell or unwilling to continue? Ensure staffing is adequate so that an appropriate adult can be released to care for the individual concerned, without compromising the supervision of the rest of the group. Additional Comments:






Signed by Group Leader: __________________________________________________	Date: ______/______/______

1 copy of RA to be retained in Admin Office whilst the trip is in progress and 1 copy to be taken on the trip by the Group Leader.

The Group Leader is responsible for evaluating the trip

Please note it is the Group Leader’s responsibility to ensure that correct RA are in place for each and every trip and their safe storage thereafter.

EMERGENCY PROCEDURES FOR GROUP LEADERS

ASSESS THE SITUATION

Stay calm, Take charge.

MAKE SAFE

GET HELP – CONTACT EMERGENCY SERVICES

ü	Care for and establish the name(s) of the injured/at risk and account for everyone in the group.

ü	Advise other group adults of the incident and ensure adequate supervision for the rest of the group.

ü	Ensure an adult group member stays with the casualty

ü	OPEN COMMUNICATION LINES BETWEEN INCIDENT AND SCHOOL: Contact school and provide full details of the incident and establish dedicated phone lines/email.

ü	KEEP A RECORD OF EVENTS Collect in statements.

ü	CONTACT PARENTS The school will be able to assist with this if appropriate.

ü	DO NOT RELEASE NAMES OF PEOPLE INVOLVED Except to staff and individual parents.

ü	DO NOT SPEAK TO THE MEDIA A member of the Leadership Group will oversee this.

ü	ENSURE ACCIDENT IS CORRECTLY REPORTED

ü	FOLLOW SCHOOL SAFEGUARDING PROCEDURES

ü	DO NOT DISCUSS LEGAL LIABILITY

EMERGENCY CONTACT DETAILS:

Ensure you have your out of hours emergency ‘point of contact’ if appropriate.

ROSELYN HOUSE SCHOOL: 01772 435948

Group Leader’s Signature:

Date:

/ /

SLT Signature:

Date:

/ /

Headteacher/Deputy Headteacher’s Signature:

Date:

/ /

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