EDUCATIONAL VISITS POLICY
The curriculum can be significantly enhanced and enlivened by a
carefully chosen programme of trips, visits and workshops.
In every case, when a trip is planned, a School Visit Form should be completed
and submitted to the Head before a booking is made and before the parents or
class are informed. Before parents are informed of the price of
the trip the costings must be approved by the bursar or the Head. The Head will pass a copy of the form
to the Director of Music who will ensure that peripatetic music teachers are
informed so they can rearrange lessons for pupils on the trip.
The Educational Visits Co-ordinator (EVC) who can advise on risk
assessment requirements, should be approached for a risk assessment form and a
copy of this, when completed, should be returned to the EVC. The file with risk
assessments is kept in the school office and should be referred to if a
previously visited venue is the destination. The risk assessment should cover
all aspects of the trip, including all stages of the journey there and back.
Mention must be made of identified risks, to whom they apply and the measures
which will be taken to control them.
Coaches must be booked through
the office. Except in cases of
unavailability or special requirements, West's Coaches should be approached
first as they are aware of our requirements for drivers to have been CRB
checked and for all seats to be forward facing and fitted with seat belts. If a
member of staff is taking a small number of pupils in the school car he/she is
responsible for all aspects of the trip. Nobody may take pupils in the school
car without having completed a driver’s form (obtainable from the intranet and
the Bursar), had sufficient practice in the vehicle and received approval to
drive from the Bursar.
No child may take part in a trip off school premises without the
written permission of his/her parents. Regular games sessions etc. in school
time are covered by the agreement signed by parents on joining. In case of EYFS
pupils (Nursery & LK) every outing offsite, even on foot, must have written
permission which must also include an emergency contact number.
Parents should also be asked to provide any medicines, etc. (e.g.
inhalers), which might be needed during the trip and written instructions for
using them. In the case of EYFS pupils being on a trip there must be at least
one accompanying adult with a valid, recognised paediatric first aid
qualification.
At all times an appropriate pupil: adult ratio must be maintained. This
will vary according to the nature of the trip and the age of the pupils. If in
doubt check with the Head. Pupils must be prepared by being made aware of the
required standards of behaviour,
A mobile telephone should always be taken on school trips in case of
emergency and the office informed of the number. A travel first aid kit,
obtainable from the School Nurse, should also be taken. Possible late return
because of traffic conditions etc. should be phoned in to the office so that
parents can be notified.
Unless inappropriate, (e.g. pond dipping or residential trips), full
school uniform should be worn by pupils when out on a day trip or visit. If a
trip requires different clothing or equipment the organiser is responsible for
notifying parents in good time.
Specific health guidance (e.g. the possibility of contracting Weil's
disease from inland waters) should be sought from the authorities before the
trip takes place and appropriate precautions, such as the provision of rubber
gloves if advised, should be taken.
The party leader organising a trip and the Educational Visits
Co-ordinator have responsibility for taking all reasonable measures to ensure
the safety of the pupils and of keeping the parents fully informed. Every trip must have one member of staff
designated as party leader who will hold overall responsibility for the
organisation of the trip and decision making while it is in progress.
RESIDENTIAL TRIPS (applies
only to
The same requirements apply for residential trips as for day outings. There
are additional requirements. Obviously residential trips require longer term
planning and if the destination s a new one then a research visit should be
organised so that planning can be comprehensive and based on knowledge. The
written parental permission must be done on the school’s indemnity form, which
includes permission for emergency medical treatment if contact is not possible,
and the school will not take pupils whose parents/guardians have not completed
and returned this. Most “professional” centres (PGL, Equity venues etc.) have
risk assessments in place for activities and staying on their premises. These
may be accepted as suitable, although the trip organiser must do the risk assessment for the travel aspect of the
trip. Any activities pursued which are not organised by the “professional”
company organising the venue and for any pupils whose health concerns or
behavioural difficulties might have a bearing on the pupil’s or others’ safety.
Illness or injury on a trip must be dealt with exactly as it would be in this
country. Medical assistance must be sought if there is any suspicion that the
illness or injury is anything other than very minor. Any illness which persists
without improvement beyond a few hours must be referred to a qualified person
and the parents notified that this has been done via the contact number
provided for every residential trip. All trips abroad will require pupils to
have a European medical card and travel insurance which covers medical
expenses. Any medicines administered or other treatment given on the trip is
logged.
ALL TRIPS
On any trip offsite a log must be kept of injuries and illnesses which
must include name of pupil or staff injured or ill, date, time, nature of
complaint, action taken if any (including administering medicines etc.) and the
name of the person taking the action.