Common Ingredients of Successful Visits

A self-evaluation exercise for EVCs EVC training group 2010 (based on original by Paul Airey & Bill Taylor)

The Exercise

• Create small discussion groups (2-3)• Focus on one of the 23 aspects e.g. #3 ‘Aims and

outcomes’• Run through the indicator questions / statements for

the chosen aspect to clarify understanding• Score own establishment using the score-sheet

handout provided • Repeat for other aspects..

How to use the scoring system

1 Very poor requires attention in many areas

2 Unsatisfactory requires attention in some areas

3 Satisfactory meets required standards but room for improvement

4 Good exceeds required standards in several areas

5 Excellent a model of good practice

1. The right EVC?Establishments that support successful visits have a trained, experienced and influential EVC.

Areas for discussion to help score: Is the EVC an experienced visit leader?Does the EVC have sufficient status in the organisation to influence colleagues?Is there an apprentice EVC?Do colleagues know who the EVC is?

2. Establishment visit policyEstablishments that support successful visits have an establishment policy which makes clear links to the employer guidance and clarifies internal procedures.Areas for discussion to help score: Is there a policy?Is it based on a whole-staff philosophy?As a minimum, is it just a statement that the establishment adheres to the employer policy?

3. Aims and outcomes

Successful visits have clear aims and targeted outcomes Areas for discussion to help score: Staff, young people and parents have a clear understanding of the learning outcomes and benefits involved?There is a clear link between the aims of the visit and young peoples’ needs?

4. Roles and responsibilities are clearly defined

Successful visits are staffed by leaders who are clear about their specific roles and responsibilities. Young people are also aware of their responsibilities.

Areas for discussion to help score: All staff involved in the planning process? Do volunteer helpers get a specific briefing? Do they understand their role?

5. There is a risk management system which covers all off site activities

Successful visits have sensible and proportionate risk management, understood by both staff and young people.

Areas for discussion to help score: There are records of risk management processes for all visits?Bureaucracy is minimised?Process makes full use of IT support?How do young people contribute to risk management?

6. All visits are subject to formalised approval

Successful visits have been formally approved to ensure that they have been planned in accordance with establishment policy and employer guidance.

Areas for discussion to help score: All off site activities take place with the knowledge of the head/manager and EVC?There is a system for seeking approval or for notifying others if necessary e.g. – governors, local authority?

7. All visit planning is subject to EVC scrutiny

Successful visits have been overseen by the EVC and an opportunity created for imparting further advice and guidance.

Areas for discussion to help score: Full use is made of the experience of the EVC?Further advice is taken from the Visits and OE Adviser where appropriate?

8. There are arrangements for sample monitoring

Establishments that support successful visits have a system for monitoring quality, safety and good practice on a sample basis.

Areas for discussion to help score:The need to ensure that there is a match between theory and practice is properly understood and quality assured?Best practice is shared between visit leaders?

9. Reviewing and recording procedures are in place for all visits .

Establishments that support successful visits have a system for recording and reviewing all accidents, incidents and near misses, with any learning outcomes shared.

Areas for discussion to help score: Near misses are recorded and discussed? An open culture is encouraged to ensure similar incidents are unlikely to occur on future visits of a similar nature?Accidents that happen to other establishments are discussed to ensure similar incidents are avoided?

10. There is a planned progression of experiences

Establishments that support successful visits have a planned progression of outdoor learning and visits for all age groups.

Areas for discussion to help score:Is there a master plan that maps out a coherent progression of experiences for young people?Is it possible to audit/track the progression of experiences through a particular young person?

11. Induction and staff development procedures for visits are in place

Establishments that support successful visits have clear induction procedures for all new staff and have CPD in place to support all leaders.

Areas for discussion to help score:Is there a formal induction procedure that covers visits for new colleagues?Is there an apprenticeship system?Can leaders access formal leader training?

12. Employer’s guidance and establishment policy is readily available

Establishments that support successful visits ensure that establishment policy and employer guidance can be easily accessed by all those who have a role to play regarding visits.

Areas for discussion to help score:Is the establishment policy available?Is employer guidance available? Do you know if it is the latest version? Do you have these resources IT based for ease of access and use?

13. Parental consent/information procedures are in place for all visits

Establishments that support successful visits ensure that where required, there is full consent from those in parental authority, and such consent is based on a full understanding of the range of activities to be undertaken. Areas for discussion to help score:Is bureaucracy minimised, using “blanket” consents where appropriate?Is there a formal meeting where parents can be informed and ask questions?

14. Medical details are shared Successful visits have a system of collecting and sharing relevant medical information and other needs of both staff and young people.

Areas for discussion to help score:Do staff (as well as young people) provide medical and next of kin details?Does the leader carry these at all times?Can these also be accessed at base?Where appropriate, are these shared with providers?

15. Visits are led by competent staff

Successful visits are led by competent staff who are appropriately accredited.

Areas for discussion to help score:Have staff undergone any formal training?Have staff undergone formal induction?Do staff hold relevant accreditations?Are these recorded on a database?How does the EVC assess competence to lead a visit?

16. Lead in timeSuccessful visits have had a lead in time proportionate to the complexity of the visit.

Areas for discussion to help score:Is there a finance system in place that can break down expensive visit costs into manageable amounts?Where the visit is complex, is the OE Adviser involved from the outset?Does the lead in time meet the employers requirements regarding notification and or approval?

17. A record is kept of staff qualifications/accreditations

Establishments that support successful visits have an establishment policy that requires that proper records are kept of all staff training and qualifications/accreditations gained.

Areas for discussion to help score:There are records of all formal staff training?Original copies of qualifications have been seen?Qualifications are re-validated as necessary?

18. Assurances are sought from independent / 3rd party providers

Successful visits have obtained appropriate assurances from any third party provider.

Areas for discussion to help score:Provider checks in line with employer requirements?Full use is made any national schemes that verify appropriate provider assurances without requiring disproportionate paperwork?

19. Emergency proceduresEstablishments that support successful visits ensure that emergency procedures are in place to cover the range of activities undertaken and the times at which they take place.

Areas for discussion to help score:There is a 24/7 base contact including weekends and holidays? Nominated emergency contact is able to access all relevant details of any given ongoing visit?The emergency arrangement reflect the complexity of the visit?

20. Insurance Successful visits ensure that insurance cover is in place at an appropriate level and that the limitations and extent of cover is understood by all parties.

Areas for discussion to help score:Does this cover emergencies requiring parental travel abroad?Does this cover any higher perceived risk activities?Is extra cover necessary, or is the visit already covered by an existing employer policy?

21. Child protection

Successful visits ensure that there are suitable child protection arrangements for vetting staff and volunteers.

Areas for discussion to help score:CRB checks in place for any leaders with significant unsupervised access to young people? Is there some measure of vetting for all volunteer helpers?

22. Transport arrangements Successful visits ensure that transport arrangements meet employer requirements.

Areas for discussion to help score:Employer requirements for driving minibuses are understood?Requirements for the use of seat belts and booster seats are understood?

Requirements for the use of private cars is understood?

23. Policy review Establishments that support successful visits ensure that policy and practice is monitored and reviewed on a regular basis.

Areas for discussion to help score:Is the policy reviewed on an regular basis?Is the policy reviewed after an incident, accident or near miss?Is policy updated to meet evolving expectations set by employers and national guidance?