Priestthorpe Primary School

Educational VisitsAnd

Activities

March 2013

Agreed by Governors: 30.4.13

Review Date: April 2015

RationaleVisits are planned to enable pupils to further develop national curriculum opportunities offered in school. Such visits will also give children opportunities to socialise with others, and to practise behaving appropriately in differing situations. It follows that the type of visit will depend on the aspect of the curriculum being studied, the ages of the children, the purpose of visit / time allocation / financial implications.

The type of visits which would be acceptable are low level risk activities which support the national curriculum e.g. museums, library theatres, outdoor pursuits etc. Trips to water need more careful consideration. (See appendix 1) In addition, trips to farms also present additional risks as contact with animals can cause illness. It is essential that adults are vigilant in supervising children and ensure the hand washing instructions are followed at all times.

Guide-Lines

Planning1. Where applicable the teacher in charge should make a preliminary visit to the venue to assess

the opportunities and to inform any practical considerations.

2. Should it prove impracticable to reconnoitre all aspects of the visit written information about the venue would be an essential requirement. For all visits a letter will be sent to the activity provider to determine their suitability. (See appendix 3)

3. The teacher should assess the risks and record them on a risk assessment sheet. (See appendix 2) One important aspect of a preliminary visit would be to recognise potential hazards and to adapt planning accordingly.

ApprovalBefore progressing, the Headteacher must authorise all visits. The Headteacher will require the following information for all visits:-

o the nature, the length and purpose of the visit;o the number and ages of the pupils;o the number of supervisors ( including pupil/teacher ratio);o the name of the party leader;o the names of adults other then teachers asked to act as supervisors;o check with the Headteacher that you have filled in all appropriate forms from the appendix.

(See appendix 5)o The Head will advise governors on an annual basis of the procedures in place for educational

visits to ensure the agreed processes are in place.

LettersLetters must be sent to inform parents about trips. When trips are planned to take the children outside of the local area, parents must be informed and permission sought at least three weeks before the visit takes place. In the case of local visits, the letters should be sent at least a week before the date of the visit. A letter for trips requiring no transport or in the immediate locality of the school can be sent up to 1 day before. (See appendix 9)

They must state:-

the place to be visited, full address and telephone number; the purpose of the visit – board aims and details of activity; dinner arrangements if applicable;

suitable clothing if applicable; approximate time of departure and return; information about spending money; sundry requirements – camera etc.; consent of emergency treatment name of leader and accompanying staff/adults with status e.g. parent (residential trips only); reassurance re staff qualified for specialist activities; charges/voluntary cost/methods of payment and cancellation.

A voluntary contribution towards the cost of the trip can be requested. Where transport is used parental consent is required and the consent slips must be kept until the trip has taken place. Parental consent for trips within the immediate locality of the school will be sought on an annual basis or when a child commences school.

Parents need to receive detailed information about residential visits. A meeting should be arranged for parents to discuss the details of the annual residential. Appendix 6 outlines the charging policy.

Money received must be sent to the office on a daily basis. Money received for residential trips will be receipted to the individual pupils. All monies will be kept under lock and key until they are banked.

Any petty cash or cheques required for the day must be negotiated with the office before the start date of the trip.

Supervision

Standard of care:The Headteacher is responsible for ensuring that adequate arrangements are made for the supervision of the pupils by suitably qualified and experienced adults, taking into account the number of members in the group, their sex, age, ability and special education and physical needs, as well as the nature of the activity to be undertaken.

Teachers and responsible adults must be expected to act as careful parent in similar circumstances. This responsibility is not lessened because the duty is undertaken voluntarily.

Levels of supervisionThe party leader should always be a teacher on the school staff. For some activities, e.g. swimming, field trips it is essential that the leader has appropriate experience and expertise.Levels of supervision should allow for adults other than teachers being involved. The Headteacher, party leader and Governors need to be satisfied about the appropriateness of the supervisors, including adults other than teachers, with respect to the particular visit being undertaken.

Pupil/Teacher ratiosThe Headteacher will decide this in consultation with the party leader taking into account:-

length of journey; nature of visit; age and understanding of pupils; sex of party; special needs.

Wherever possible a mixed party should be accompanied by adults of both sexes.

Suggested Ratios for Low Level Activities1:2 Nursery1:5 Reception1:8 To 81:10 To 11

When visiting the school field, it is acceptable for the ratio to be reduced to 1:10 for children in Key Stage 1 and Key stage 2.

When using coaches, children should sit one to a seat and they must be secured by a seat belt. In some cases an explanatory letter will have to be sent to Parents stating that in order for the children to travel safely an additional coach will be required, and the trip will therefore cost more.

Mini-busesIf mini-buses are required seat belts must be fitted and used.

Staff’s own carsAny members of staff wishing to use their own car during school hours and for school businesses e.g. a course, must have occasional business dispensation from their insurance company. This costs nothing, but the insurance needs this including on the policy. Adults using their own vehicle for transporting children should ensure that the vehicle is roadworthy, appropriately insured and that the maximum capacity is not exceeded.In certain situations e.g. out of school activities, staff may agree to transport pupils. Wherever possible it is advisable that transport is undertaken other than in private vehicles, with at least one adult additional to the driver acting as an escort. Staff members are advised never to transport individual children. Parents will be informed and asked to contact school if they have an objection.It is a legal requirement that all passengers should wear seat belts and it is the responsibility of the staff member to ensure that this requirement is met. When transporting younger children, staff should adhere to current legislation and use car booster seats. Booster seats are available in school and can be used at any time.Staff members will not offer lifts to children outside their normal working duties unless this has been brought to the attention of the head and parents have agreed.

First AidEvery trip will need assessing to decide the justifiable risks involved. From this, the level of supervision and the first aid requirements will be decided. The minimum requirements will be a first aid box made up specifically for trip usage. A member of staff must be designated as First Aider for the visit. All staff attending trip must receive a list of medical/physical conditions relating to the pupils ( see appendix 7 ). A list of emergency numbers must be taken on residential visits and also when Year 5 participate in swimming lessons. An accident notebook and bumped head stickers/letters should be included in each first-aid pack, to be completed re – time and nature of accident.

Fatal or Serious InjuryAction to be taken by party/activity leader in the event of a fatality or serious injury:-

Assess the situation. Protect the party from further injury or danger. Call the emergency services (999 or other as appropriate). Render First Aid. Follow the Bradford Council Fatality/Serious Injury Incident Procedure. (Yellow Pocket Card to be

in leader’s possession

MedicinesFor day trips routine anti-biotic type medicines will not be taken. KS1 - the group leaders should carry children’s inhalersKS2 - children should keep their own inhalers. Special consideration must be given to the provision required by diabetics/epileptics.On residentials a Parents pro-forma must be completed (annex D) and medicines given to teacher in charge.

Lunch OptionsChildren who normally receive a free school meal are entitled to a free sandwich option. As part of the letter about the trip, parents should be asked to indicate their requirements. The leader of the visit should ensure children with allergies receive a lunch which does not contain any food types which may cause a negative reaction.

Exclusions

The Headteacher reserves the right to exclude a pupil from a visit should the child’s behaviour be proven to put themselves or others at risk.

Checklist for Visits

Ask permission of the Headteacher and consult re:- the date of the visit- costings

Book the transport/venue. Make a preliminary visit if necessary. Send a letter home for permission. Organise responsible adults as helpers. Establish the relevant First Aid requirements. If requested, confirm in writing, arrangements agreed with the coach company etc. Complete Visits form for Headteacher – Appendix 5. Complete Risk Assessment sheets – Appendix 2. Consult the school kitchen regarding lunch requirements on the day of the visit, e.g. packed

lunches / less dinners that day.

The week of the visit

Confirm details of travel arrangements with the operator. Brief adults on:

- their roles of responsibility- relevant information; in a pack if appropriate- list of children in their group- any medical requirements.

Notify the office of finances required the day before the visit. Check that you have completed the Risk Assessment and have given it to the Headteacher. Complete Emergency Contact sheet – Appendix 7 and copy for First Aider. Collect First aid/sick bucket. Collect together all educational materials as appropriate. Talk with the children about possible hazards and expectations of good behaviour.

On the Day

Registration as normal, send register to School Office. Remember all tickets and monies needed during the day. Talk with the children about possible hazards and expectations of good behaviour. Ensure all adults have a copy of the risk assessment and discuss possible risks. Inform the Headteacher/Office of departure. Keep taking head counts! On the day remind the children of the behaviour expected of them. Inform Office of personal mobile number and leave it on. Take first aid and emergency contact lists for Leader and First Aider. Take Fatality/Serious Injury Incident Procedure cards. Ensure children have medication with them e.g. inhalers.

After the Visit

Staff must make sure that all pupils are returned safely to a carer at the end of the visit. All resources to be returned to the appropriate place following the visit.

K Spragg

March 2013

Agreed by Governors………………………………………………………………

RESIDENTIAL VISITS

Residential visits are a valuable experience for children both to enhance the delivery of the national curriculum, and as a means of encouraging the children’s development both physically and socially. It also heightens their awareness of the environment.

The activities which are suitable for Primary School children are those which are classed as low risk activities.

Activities which are not considered to be low level risk should not be included in any visit. These include rock and snow climbing, hill and mountain climbing, caving and canoeing.

All information/instructions for day trips are relevant to a residential trip, but further precautions and levels of organisation are also necessary.

Group Organiser must

1. Group Organiser must have permission or be nominated by the head with regard to having the appropriate organisational and supervisory qualities. It is desirable for them to have experience of assisting or managing groups in an outdoor or residential context.

2. The Group Organiser ensures that appropriate first aid cover and kits are available.

3. The Group Organiser must complete written risk assessments for all main activities undertaken.

4. The Group Organiser must make advance contact with the activity provider to discuss and ensure that

a) the programme is well organisedb) the activities are appropriately to the age abilities of participants and the aims of the

programmec) ground rules and safety standards are established.

5. The Group Organiser must make a visit to the activity provider to familiarise themselves with the facilities etc.

6. The Group Organiser must send the letter in Appendix 4 to the activity provider, in order to make sure the provider is suitable.

7. The Group Organiser must make sure that they have appropriate insurance cover.

8. The Group Organiser must make sure that council safety standards for transport are met.

9. The Group Organiser must make sure that an appropriate ratio of leaders to participants is arranged throughout the visit.

10.The Group Organiser must ensure that safety standards for facilities are appropriate (including ensuring that children and staff are notified of fire and emergency evacuation procedures on reaching their place of stay).

11.The Group Organiser must ensure that accident and emergency procedures are in place and that staff and participants are adequately informed.

12.Where assistants/volunteers are involved a clear understanding of duties and chain of authority must exist e.g. deputy leader, designated first aider.

13.The Group Organiser must collect medical/dietary and emergency contact numbers and ensure permission for emergency treatment is given by parents.

14.The Group Organiser must withdraw participants from any activity which appears to be unsafe, and report the incident in writing to the Activity provider and their own headteacher.

15.The Group Organiser must make sure that participants are fully aware of their own responsibilities to safety.

16.The Group Organiser must make sure that after the excursion the pupils are returned to a ‘safe’ place and met by a parent or carer.

17.The Group Organiser must organise a briefing meeting close to day of departure with all staff concerned.

18.The Group Organiser must collect and disseminate appropriate information to children and carers.

19.The Group Organiser must complete visit form for Governing Body.

Plan of Arrangements for Visit

1. Discuss with head feasibility/possible dates and venues for a residential trip.

2. Contact venuea) to assess its suitabilityb) ascertain possible dates.

3. Plan possible trips/activities while away.4. Send out a preliminary letter to parents, outlining visit, possible venue, activities and cost

asking for a non-returnable deposit and parental permission for child to join trip.

5. Once trip appears to be viable – make appropriate bookings with coaches, residential, other venues to be visited – formulating a timetable for the days of the visit.

6. Organise a meeting of parents and children to disseminate information about the trip.This should include:1. Reasons for going.2. Facilities at centre including food etc.3. Other visits/activities to be undertaken.4. Insurance.5. Finance.6. Staff attending.7. Expectations of children.8. First Aid.9. Pocket money/sundries.10.Kit required/other clothes needed.11.Dates/times of trip and return times.12.Daily routine.

Parents must be given a kit list, a copy of the children’s code of behaviour and a medical form, emergency treatment slip, (see Appendix 8) and emergency contact numbers which must be filled and returned.

Dietary needs and medical conditions/medication must be collated onto one sheet along with emergency contact numbers and a copy given to all staff and activity provider. (See Appendix 7)

Parents not attending the meeting must be given these forms along with a letter outlining the basic facts about the trip.

A further letter must be sent out nearer the time of the visit reminding parents of important details, giving them the activity centre no. for emergencies and giving opportunity to order sandwiches if free meals are required.

Group leaders and helpers should have:1. Dormitory list.2. Group list.3. Copy of medical, dietary and emergency numbers.4. Risk assessments.5. Emergency procedure cards.6. Children’s code of behaviour.7. Timetable of trip. 8. Mobile phone.Other requirements:

First Aider needs

1. Suitable first aid pack ( at least one on the trip)2. List of medical dietary/emergency numbers.3. Box with medication in – labelled ( for am and pm).

4. Accident/ Sickness Record Book.

Other possible equipment:

1. Box of games for evenings.2. Paper, pencils, rubbers, sharpeners, crayons, work sheets, clipboards and clips.3. Small games equipment – balls, ropes, football.4. Spare clothes/cagoules/tracksuit bottoms/sweatshirts.

Appendix 1

Visits to water

A high level of vigilance and supervision is needed when close to any stretch of water, even small ponds and shallow water. It is advised that prior inspection of the site be carried out (checking position of lifebuoys, location of telephones or viability of mobile phones, etc), or alternatively the local British Waterways office may offer advice on suitable locations for the planned activity.

For pond dipping and other waterside activities chose a section of waterway with shelving banks and shallow water.

Children should wear appropriate waterproof footwear near the muddy water’s edge.

Water in canals, rivers and reservoirs is untreated and sensible precautions should be taken when visiting these locations:

Avoid full immersion in the water; Cover all cuts and scratches with waterproof plaster before contact with the water; Wash all exposed skin after contact with the water and before eating; Do not drink the water.

Should these precautions not be observed and children become ill within two weeks, medical advice must be sought and the doctor told that contact has been made with untreated water.

It is against the law, and unwise, to swim in many canals and rivers.

After long periods of hot weather, blue green algae can present a threat. It appears a s a paint-like scum on the surface of the water and can cause irritation to the skin and eyes. If swallowed it can cause vomiting, diarrhoea, fever or pains in muscles and joints.

Weil’s Disease is a serious but rare bacterial infection carried in rat urine which contaminates rivers and especially canals. The most common early signs include high temperature, and influenza symptoms appear within two weeks of visiting untreated water.

In addition coastal areas present their own inherent hazards. When planning activities at the seaside the following points need to be considered:

Tides, swell, wind, currents and sandbanks may present difficulties. Exit routes must be checked well in advance and at all times during the visit.

Swimming should only take place as part of a carefully supervised activity conducted by suitable qualified leaders. Those swimming should remain in sight of supervisory staff.

Beaches present their own problems, particularly when large numbers of the general public are present. Establish a base to which members of the group must return if separated from the rest. Look out for warning notices and flags.

Be aware of the possible presence of dangerous debris such as glass, syringes, sewage, barbed wire or marker flares. Consideration should be given to the wearing of suitable protective footwear.

Digging in the sand, particularly in cliffs and dunes could case cave-ins.

Climbing on rocky beaches and cliffs should be discouraged. Do not work or base groups under such cliffs where the rock is loose and crumbly, nor allow pupils to knock down or throw stones.

Weed covered rocks may make surfaces very slippery.

On cliff tops remain on the path. A responsible adult should be at the front and another at the rear of each group. Cliff tops are exposed areas and may experience rapid changes in weather conditions. Clothing, route choice and group management should reflect this.

Be prepared to seek advice from the Coastguard Lifeguards, the District Council, or the Met. Office. Only undertake those activities and projects which leaders have the necessary experience and competence to undertake.

PLEASE COMPLETE AND RETURN

I give permission for my son/daughter …………………………………………

Class ………………………………..

to participate in the trip to …………………………….. on …………………….

I am/am not willing to make the voluntary contribution of ………………….

My child is entitled to free school meals, can I please order a free packed lunch.

I am able to join Year …. On ………………… as a parent helper Yes/No.

Do you give consent for the Party Leader to authorise medical treatment should it be deemed necessary and provided that the delay required to obtain your signature might be considered, in the opinion of the doctor or surgeon, likely to endanger your child’s health and safety. In the event of an emergency, every effort will be made to contact you.

Emergency contact numbers

Home:

Work:

Mobile No:

Signed ……………………………………………….

Risk Assessment Sheet for Low Level Activities

Activity: Location: Group: Leader: Staff: Date:

Seasonal Conditions: Clothing: Equipment:

Hazard: What could go wrong?

Who To? Control: What canBe done about it?

System: How we willMake sure control happens

Check List: (Tick off as packedInhalers/Personal medication Medical summary of group/Emergency Support No.Activity Centre No.First Aid KitsRoute Card/Maps/Worksheet Mobile PhoneSpare ClothingSigning out

PRIESTTHORPE PRIMARY SCHOOLMornington Road, Bingley. BD16 4JSTel: 01274 564879 Fax: 01274 774577

To whom it may concern

I am planning on bringing a party of ……………………. children, aged …………From Priestthorpe Primary School to your centre on …………………………………I would be grateful if you could confirm the following:

whether your centre is recognised or accredited by any national governing body or other relevant organisation

could you provide on request your policy for staff recruitment, training and assessment

that your staff have been checked for relevant criminal history and involvement in civil actions for damage or negligence

that your staff competencies are confirmed by possession of national governing body qualifications

could you provide on request your chain of management responsibility for each activity

could you provide on request written local operating procedures for each programme or activity offered

that risk assessments for each activity and location have been carried out and are available

that all groups are accompanied by, or have access to, at least one responsible person with a current nationally recognised First Aid qualification

that all equipment reaches appropriate safety standards and is regularly checked and logged

that there are written accident and emergency procedures, including procedures for contacting next of kin

that you are covered by public liability, product and third party insurance or recognised, adequate alternate provision for which certificates are available for inspection

that permanent accommodation complies with the DfEE guidance and that fire checks have been carried out

that staff and children will be informed on arrival of emergency and fire procedures.

Signed

Please address your reply to: Position:

Yes No

APPENDIX 5

Name of class(es) …………………………………………………………………………………

School journey to …………………………………………………………………………………

Purpose …………………………………………………………………………………………….

Date: …………………………………………………………………………………………………

No. of children: ………………………………… No. of adults ………………………………

Pupil/teacher ratio …………………………………………………………………………………

Teacher in charge …………………………………………………………………………………

Deputy leader in charge …………………………………………………………………………

Designated First Aider ……………………………………………………………………………

Other helpers/names and status ………………………………………………………………

…………………………………………………………………………………………………………

Times of depart and return ………………………………………………………………………

Name of coach firm and Tel. No. ……………………………………………………………….

Has written confirmation of the coach been received? ………………….(Please attach)

How much (if any) petty cash is required? …………………………………………………...

Lunch arrangements………………………………………………………………………………

Kitchen informed: YES/NO……………………………………………………………………….

Cost per pupil: ……………………………………………………………………………………..

Has parental approval been obtained? YES/NO……………………………………………

Is insurance required: YES/NO ………………… Insurance applied for: YES/NO ………

First Aid arrangements/Medical Sheet ……………………………………………………….

Has any child a special medical condition? …………………………………………………

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

Any special clothing required? …………………………………………………………………

…………………………………………………………………………………………………………

Outline of Timetable of Visit: ……………………………………………………………………

…………………………………………………………………………………………………………

APPENDIX 6

Charging Policy/School Visits

In January 1989 all schools received a D.E.S. circular (2/89) “Charges for school activities”. The paper stated that charging is only permitted for certain strictly defined school activities, mainly those which are optional and which take place out of school hours.

Briefly what the act says:-

Charging is forbidden for school-time activities but the school can legally invite Parents and others to make a voluntary contribution towards school funds or in support of a specific project e.g. a visit. Where a project or trip is dependant upon voluntary contributions for its survival, this will be explained to Parents at the early planning stage, although it will also be made clear that if the activity does go ahead no pupil will be left out because heir Parents have not contributed to the cost.

Proposed Policy on Charging

1. Parents will receive on initial letter giving details of the date, destination, duration and likely costs involved in any particular visit which is to take place mainly or wholly in school hours. The letter will point out that Parents are invited to make a specific voluntary contribution to school funds, but that if insufficient contributions are received the school will have the right to cancel the visit.

A copy of the schools Charging Policy is attached to this document.

Appendix 7

Emergency Contact/Medical Details

Date Class

Name Emergency Contact No.

Medical Condition

Medication Diet

APPENDIX 8CONFIDENTIAL INFORMATION – RESIDENTIAL TRIPS

Please fill in the information below as accurately as possible as it may be needed in an emergency for use by doctors, hospitals or the Matron.

Name ……………………………………………………………………………………………

Date of Birth …………………………………………………………………………………..

Address ………………………………………………………………………………………..

Name of Parent/Guardian ……………………………… Home Tel No ………….…….

Name and address of family doctor ……………………………………………………….

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

Any problems (e.g. sleep walking etc.)….…………………………………………………

Please give details of any recent injury or illness (requiring medication) suffered

by your son/daughter in the last four weeks …………………………………………….

Any medicines to be taken (with instructions please!) ………………………………

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

Please give details of any relevant disability or ongoing medical conditions e.g.

asthma, diabetes, bed wetting ……………………………………………………………

Telephone number in case of emergency:

Day …………………………….. Mobile (if applicable) ………………………………….

Evening/Night ……………………………

(Please indicate whose number this is e.g. home, gran etc.) ………………………..

Any special dietary requirements ………………………………………………………….Do you give consent for the Party Leader to authorise medical treatment should it be deemed necessary and provided that the delay required to obtain your signature might be considered, in the opinion of the doctor or surgeon, likely to endanger your child’s health and safety. In the event of an emergency every effort will be made to contact you.

Yes No

Signed ……………………………………….. Date ……………………………………… Appendix 9

PRIESTTHORPE PRIMARY SCHOOL

Dear Parents and Guardians

We are organising a trip to ………………………. On ……………………….. to support and enhance our work on …………………………………………. We will be leaving school at …………… and returning at ………………………. We will be travelling by coach, which will be hired from ………………………………………………………………

Your child will be …………………………………….. (activities)

They will need to wear ……………………………… (clothing/footwear)

A packed lunch and drink in an unbreakable container will be required. Children entitled to a free school meal can be provided with a packed lunch from the school kitchen. Our school cook can provide a packed lunch.

In order to make this visit possible we would be grateful if you could make a voluntary contribution of …………. This is to cover the cost of the venue, the coach and insurance. Payment must be made by ……….. You may send the money in instalments if it makes payment easier. If we do not receive suffieient contributions we will be unable to go ahead with the visit.

As always on a trip we do need parent helpers. If you can come for the day and work with a group of children please sign the relevant part of the slip.

In case of emergency, it is necessary for the Group Leader to have your consent to authorise medical treatment. This would only be used if it was deemed necessary and provided that the delay needed to obtain your signature might be considered in the opinion of a doctor or surgeon, likely to endanger the child’s health and safety. Obviously, in the event of an emergency every effort would be made to contact you first.

Please complete the form below, giving permission for your child to take part in the visit, giving your consent for the Group Leader to authorise emergency treatment, and details of emergency contact numbers.

Yours sincerely

……………………..