FM SHE 030
July 2014
Version 3.0
Document review due: July 2016
Please Note :This is a controlled document, please ensure you are using the most recent version.

1. Introduction
An increasing number of school pupils visit the University’s campuses every year as part of an organised school trip.
The University h as a statutory ‘duty of care’ under the Health and Safety at Work etc.
Act 1974 to protect, so far as reasonably practicable, the health, safety and welfare of its staff, students and others, such as teachers and pupils on school trips, while they are on our premises or affected by our activities.
As the visit will likely include young persons, defined by the Health & Safety
Executive (HSE) as “anyone under 18 years of age” or children below the minimum school leaving age (<16), the University has an enhanced duty of care towards them.
2. Scope
The following document sets out University procedural guidance for the management of health and safety during visits by schools to UCLan. It is intended to assist you in complying with relevant University procedures, the law and offers practical advice to help ensure the health, safety and welfare of all concerned.
3. Liaison with the school
To ensure the visit runs as smoothly and safely as possible careful liaison with the school will be essential. Schools may require specific information from the University prior to the visit for example copies of University’s risk assessments for the activities, tasks, etc related to the visit, evidence of Public Liability Insurance (available on the
Purchasing Office’s website or they may require a pre-visit to assist them in completing their risk assessment.
As a matter of course the Safety, Health & Environment ( SHE ) Section advises that you provide the school in advance of the visit with information such as contact details, drop off/collection points, essential health and safety information such as how to summon first aid assistance, fire safety arrangements, how to report an accident or incident, procedure for lost pupils, etc. The SHE Section can provide information leaflets with relevant safety information upon request (contact ext: 2047).
The University should also seek information from the school on whether there are any particular issues concerning the visiting pupils or supervisors which may require specific control measures to be introduced. For instance pupils with disabilities who would require a drop-off/collection point close to the area of activity or those with a serious medical condition which could be worsened by a particular activity or by exposure to a particular substance (e.g. a severe allergy to latex or nuts).
Such issues would require to be specifically addressed within the risk assessment.
4. Risk Assessment
While the school has a duty to conduct their own suitable and sufficient risk assessment of the visit, the Management of Health and Safety at Work Regulations
1999 also requires the University to risk assess any significant hazards and associated risks (if applicable) that may be posed by the visit, including:
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 ensuring the risk assessment takes into account children’s/young persons psychological or physical immaturity, inexperience, and lack of awareness of existing or potential risks, and;
 introducing control measures to eliminate or minimise the risks, so far as is reasonably practicable
The risk assessment should also take into account any information supplied by the school relating to any of its pupils or supervisors medical conditions, physical or learning disabilities that may potentially affect their safety or that of others whilst on campus.
A generic risk assessment for school visits can be found in appendix 1, please note that this only covers common issues and does not address the specific activities the pupils will be doing on campus. These will need to be risk assessed and added to the generic assessment.
5. Supervision of children
The primary responsibility for supervision of school children on campus lies with the school and it should be ensured that the school will provide an adequate number of supervisors for its pupils. The Department of Education recommended supervision ratios for children and young persons are:

1 adult for every 6 pupils in school years 1 to 3 (under 8 yrs - under 5 ’s reception classes should have a higher ratio);

1 adult for every 10-15 pupils in school years 4 to 6 (age 8 -11 yrs);

1 adult for every 15-20 pupils in school year 7 (age 12 -18 yrs) onwards.
The University considers that for pupils under 16 years of age, supervision by school teachers/representatives should, so far as reasonably practicable, be constant.
For pupils less than 18 years of age a school representative should at a minimum be available at designated meeting points. The requirement for specific supervision e.g. for pupils with disabilities must be considered at the risk assessment stage.
6. Information provision to visiting supervisors/teachers
Upon arrival at the University a check should be made to ensure essential health and safety information has been passed on to visit supervisors by their school, including any changes to the activities or schedule, how to summon First Aid assistance, fire safety arrangements, how to report an accident or incident, procedure for lost pupils, etc (a checklist for such information can be found in appendix 2)..
SHE Section
July 2014
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Safety, Health and Environment Section
TEMPLATE RISK ASSESSMENT
Risk Assessment For
School / Service:
Assessment Undertaken By
Name:
Assessment Reviewed
Name:
Location of Activity
Activity:
: Date:
Signed by Dean of School, Director of Service or nominee :
Date:
REF: Date:
Note this risk assessment only covers generic visit issues risks and controls associated with specific activities must be included where appropriate and not all of the hazards or controls listed below will be relevant to your event - delete as appropriate
List significant hazards here:
List groups of people who are at risk:
List existing controls, or refer to safety procedures etc.
For risks, which are not adequately controlled, list the action needed.
Pupils and teachers alighting from coaches, minibuses, etc and accessing .......... Building.
Road traffic accident
General, slip, trips, falls
& personal injury
Poor lighting
Trailing cables
Discarded litter
Obstructions in walkways
Poor housekeeping
Floor socket boxes
Pupils, teachers,
UCLan staff
Pupils, teachers,
UCLan staff
Safety and coach/minibus drop information to be given to all groups;
Coaches / mini buses to drop off at designated points then move to designated car parks;
Pupils must be adequately supervised by school teachers at all times, according to school guidelines;
General ‘good housekeeping’ procedures
Walkways to be kept clear.
All non-essential cables/equipment to be removed. All other cables to be taped down/covered. Socket covers kept closed.
General inspections by Building Manager.
Fault / maintenance reporting procedures.
The service road between
Greenbank and Harrington
Buildings should not be used for access due to only partial footpath and reversing vehicles
Suitable footwear to be worn
Remaining level of risk: high, med or low
Low
Low
First aid, accident reporting procedures.

Pupils getting lost on
Campus
Trips / falls on lecture theatre stairs
Trapping fingers / hit by lecture theatre doors
Fire
Flammable materials
Arson
Electrical fault
Pupils, teachers,
UCLan staff
Pupils, teachers,
UCLan staff
Stair guarding injury
Falls
– personal
Pupils
Pupils, teachers,
UCLan staff
Pupils, teachers,
UCLan staff
A school member of staff(s) must be present with the group in accordance with DoE ratios. A minimum of two adults is mandatory, one of whom must be a full time teacher.
Careful supervision by school teachers with regular head counts by teacher;
All teachers issued with a lost persons procedure and their pupils made aware of it in the welcome introduction. Procedure lists what to do should they get lost and our contact numbers.
Safety info to be given to all groups;
All staff will be issued with contact numbers for
Security and other staff.
University emergency security procedures.
Main theatre lighting to be used during arrival / leaving;
School staff to advise pupils to be careful on steps before arrival and as they make their way to seats and during leaving.
Doors to be held open as visitors enter/leave theatre by supervisory staff.
No smoking in buildings, fire alarm system, fire marshals, careful supervision by school teachers of pupils. Safety info to be given to all groups.
Staff trained on how to leave a building safely with external visitors.
University fire procedure, fire marshals, careful supervision of pupils
Student Ambassadors briefed on Fire Evacuation
Procedure
Safety information to be given and explained to school staff & pupils
Careful supervision by school teachers of pupils..
Route planned in advance. Warn all group of hazards.
First aid, accident reporting procedures.
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Low
Low
Low
Low
Low

Hot surfaces in refectories
Burns
Child safeguarding
Issues
Risk of abuse or false allegations
Electricity
Electrical shock, burns
Toilet visits
Pupils becoming lost
Manual Handling:
Loading/unloading vehicles, moving/using equipment
Injury due to poor lifting techniques.
Pupils, teachers,
UCLan staff
Warn all groups of potential hazards; First aid, accident reporting procedures.
Pupils, teachers,
UCLan staff
Pupils, teachers,
UCLan staff
Pupils
Pupils, teachers,
UCLan staff
Children to be supervised at all times by school teacher/s;
School safeguarding procedures:
Best practice in child protection to be followed at all times;
Staff/students should not work on a 1-2-1 basis unless specifically assessed.
Advice from SHE Adviser/Section.
All UCLan electrical equipment PAT tested and regularly inspected for faults, faulty equipment to be removed from use immediately.
All equipment brought into the University should have a current PAT certificate.
First aid, accident reporting procedures.
Careful supervision by school teachers of pupils.
All non-essential equipment to be removed.
School staff/UCLan staff & students to supervise pupils at all times.
Draft University child protection procedures
DBS checks where necessary
Maintain good posture when lifting or lowering equipment;
Avoid twisting or bending to reduce the chance of back injury;
Wear protective gloves to reduce the risk of damage to hands;
Do not single-handedly attempt to lift anything that is
“too heavy”;
Be aware of awkward shaped loads and unevenly balanced loads.
Manual handling training
Low
Low
Low
Low
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Food Safety - provision by UCLan catering
Food hygiene incidents, food contamination, allergies ;
Violence/Aggression
Unwanted visitors
Verbal and/or physical assault, loss / damage of equipment
General Public Safety
Injury due to overcrowding, lack of information provision, stewarding, security, etc.
Pupils, teachers,
UCLan staff
University HACCP, risk assessment & food safety management procedures.
Pupils, teachers,
UCLan staff
Unwanted visitors to be notified to : Security (24hour security lodge) 01772 892068. Emai l: sservice1@uclan.ac.uk
Out-of-hours building access procedure.
University staff / student discipline procedures.
Staff/Student Counselling
Health & Safety Procedural Guidance for the
Management of Staff or Student Organised
Events on the Preston Campus
Suitability of venue to be evaluated prior to selection, taking into account numbers to be accommodated and the adequacy of fire safety arrangements.
Room capacities to be adhered to.
Staff to be briefed in their role in an emergency.
Housekeeping announcement at beginning of event;
Stewarding of members of the public;
Out-of-hours access notified to Security – permission from Dean required;
First aid, accident reporting procedures.
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Specific risks related to the visit / activities
You should try and identify additional significant hazards related to the school visit. These may be related to your choice of venue, or the activities being undertaken as part of the visit.
You must then identify existing control measures already in place to ensure the hazards do not harm anyone and then
You must then identify whether additional control measures are required to ensure the hazards do not harm anyone.
Finally decided what level of risk these hazards now pose.
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Appendix 2. Information Provision Checklist
Information Provided
UCLan contact/s
UCLan Emergency number 333
Collection / drop-off points
Schedule / itinerary for visit
Requirement for supervision
Any significant risks associated with the visit
First aid arrangements
Fire safety and evacuation arrangements
Location of toilet and welfare facilities
Accident, incident, near-miss reporting
Lost pupils procedure
UCLan Visit Risk assessment (if requested)
Copy of UCLan Public Liability insurance (if requested)
Copy of UCLan SHE policy statement (if requested)
Yes No Comments
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