GIBSIDE SCHOOL
SCHOOL JOURNEYS &
EDUCATIONAL VISITS
POLICY
Jo Harwood-EVC
Jane Higgin
Leader
Date Approved by governors June 2010
Date of next Review
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June 2013
GIBSIDE SCHOOL
JOURNEYS & EDUCATIONAL VISITS POLICY
Educational visits provide a valuable opportunity for pupils to encounter experiences which
are not available to them in the classroom. They help our pupils to develop their
communication, initiative, resourcefulness and independence. At Gibside, educational visits
are an essential part of the curriculum. They provide meaningful relevant experiences
which enable pupils to develop a better understanding of abstract concepts in several
subjects e.g. history, geography, science, R.E. All educational visits are planned as part of
the curriculum and, as such, should be included in teachers’ medium and/or short term
planning.
School journeys and visits take place on a regular basis at Gibside. Some of these visits
involve walking in the local community and others involve the use of the school’s minibus.
Some visits are local, within the borough of Gateshead and the city of Newcastle; others
can be defined as ‘regional’ for the purposes of this policy i.e. out of the borough but less
than 25 miles; and others are defined as longer journeys i.e. 25 miles or over. Gibside
School also organises residential educational visits.
For local and regional visits the school asks parents to sign a consent form annually. For all
local visits which are full day visits, for longer visits (over 25 miles in distance) and where
a voluntary contribution is sought from parents, a consent form (Visits Information Form)
must be signed by parents in advance (appendix 1) and a copy of this must be given to
the head/deputy head. Group leaders need to complete a Minibus Information Form for
every visit undertaken as well as the Visits Information Form detailed above when visits
are planned outside the Gateshead / Newcastle area. Hi Viz jackets available if required.
For each visit out of school the group leader must take copies of pupil information
forms which provide medical information and emergency contacts.
Planning a Journey
All journeys should be well planned in advance and the LA’s ‘Guidance for the planning,
management and leadership of Educational Visits and Learning Outside the Classroom’
should be noted (copy in head’s room & on resources). For all journeys/visits a group
leader will be identified, who will undertake all strategic decisions.
All groups of pupils must always be accompanied by an appropriate and safe level of
supervision. This may vary according to the nature of the visit and the activities
undertaken but, for a full class of pupils, the number of accompanying adults will never be
less than the full class team. Levels of supervision will always be informed by the needs of
each pupil and in some cases, the normal class adult/pupil ration will need to be increased
for visits out of school. (The Deputy or Assistant Head will help plan additional staffing if
requested). It is the group leader’s responsibility to ensure that there is an adequate and
safe level of adult supervision for the visit. No pupil should ever be left unattended.
Enhanced CRB approved volunteers may be used to enhance the usual staffing levels.
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When a visit is being planned, the site for the visit should be carefully considered and if a
new venue then a site visit should be carried out in advance. Official sites e.g. swimming
pools, museums, theatres, will have their own safety guidance, which must be observed.
Visits to other sites e.g. the countryside, parks, churches, shopping centres will require
the group leader to take appropriate safety measures. Farm visits are covered by special
requirements (see Health & Safety Policy).
A generic or specific risk assessment should be carried out for each new location/visit
which then needs to be discussed in advance by the staff team responsible for
accompanying the group. This risk assessment can then be stored in the file in reception
to support other staff in planning a visit to the same venue & saved on resources (see ‘Risk
Assessments’ below).
If alternative transport, other than a school minibus, is being used this must be hired
from a registered operator operating under licence. For most purposes the driver will be a
member of Gibside staff who has volunteered to undertake the Gateshead Council Driving
Test and is therefore approved by Gateshead Council.
In exceptional circumstances staff volunteers may be requested to transport pupils in
their own cars. Providing they have relevant insurance, an escort and have completed the
appropriate form for approval by the head teacher (see office document pack) this could
go ahead. Parent permission must also be sought before pupils are transported by staff in
her/his own car.
The school’s designated Educational Visits Co-ordinator is the headteacher working
alongside Jo Harwood, who can advise on procedures. In most circumstances the group
leader will be a qualified teacher, however a Level 3 Teaching Assistant who has consulted
with the head teacher and has the skills, experience and knowledge of the pupils may be
requested by a member of the leadership team to take responsibility for a planned
curriculum outing within the Gateshead Borough. This may take place when it is deemed
detrimental to the pupils to cancel such an outing (walking or using minibus)
Residential Visits
Where an overnight stay is planned, the appropriate documentation must be completed in
full by the group leader and approved by the head well in advance of the visit via the
Evolve on line system. All necessary documentation for planning residential visits including
risk assessment forms, information sheets and consent forms for parents are available
online from Evolve and Gibside’s own documentation from the office. Approval must be
sought from the governors, through the termly governors meeting, at least a term in
advance of the residential visit.
Accommodation must be agreed in advance and be appropriate to the needs and safety of
pupils. Accommodation must comply with health & safety regulations and approved
operators should always be used. A site visit must be done by the group leader in advance
of the visit as part of the risk assessment process.
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A briefing meeting should be held with parents in advance of the visit to ensure they are
fully aware of the activities and itinerary to be undertaken and to discuss particular pupil
needs. The group leader must hold at least one team meeting before the visit, with staff
and any volunteers who are to accompany pupils. Information discussed should include
itinerary, pupil needs, risk assessments, staff duty rotas and responsibilities, procedures
in the event of an emergency.
The documentation pack covers all stages in the planning of residential visits.
After a residential visit has taken place, the group leader should provide a brief,
written report to be presented to the next termly governing body meeting. This
report should include a summary of activities, financial costs, any health & safety or
medical incidents and any issues for future visits.
Risk Assessments
A risk assessment is nothing more than a careful examination of an activity in order to
identify what could cause harm to the people who are involved, estimating the likelihood of
the harm occurring and identifying appropriate precautions to be taken to prevent it.
Risk assessments must be carried out for all school journeys/educational visits and they
can be grouped into 3 main types for school purposes: A.
B.
C.
Specific risk assessment
Generic risk assessment
Dynamic/ongoing risk assessment
A. A specific risk assessment covers a specific activity or special event or where no
generic risk assessment is available. A specific risk assessment must be carried out
for all residential visits. If they are to be used on a residential visit to be
repeated, then the specific risk assessments must be reviewed and amended to
reflect the individual pupil needs of the group involved.
B. In order to simplify the process as much as possible, Generic risk assessments are
used to cover walking visits, half day & full day visits to destinations which are
regularly used by staff in the course of delivering the curriculum.
Generic risk assessments are held in a file in reception and group leaders must use
these for all appropriate visits. The group leader must consider the group of pupils
and the particular activity and must add/amend to the risk assessment as
necessary. The group leader must ensure that all adults accompanying pupils on the
visit are familiar with the risk assessment. If a risk assessment has not been done
for a particular visit, then it must be completed in advance by the group leader and
added to the generic risk assessment file.
C. Dynamic or ongoing risk assessments consist of judgements and decisions made as
situations arise e.g. during an emergency or where circumstances change and a
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decision is taken to follow an alternative plan. Dynamic risk assessments should be
informed by existing risk assessments and are not a substitute for the need to
carry out a generic or specific risk assessment before the event.
D. Individual risk assessments may required where there are concerns around the
behaviour/needs of an individual child which result in either extra staffing or
safety procedures to be put in place- e.g. wrist strap . Individual risk assessments
should be discussed with parents.
When assessing the risks in relation to a school visit the following factors are important:
o
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o
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are the activities straightforward or are there any special hazards
the age, competence, fitness and temperament of the group members
any special educational or medical needs of pupils
supervision ratios and the competence experience and qualifications of supervisory
staff
the location, routes and modes of transport
emergency procedures
All risk assessments should be reviewed at least annually
Levels of Risk
As a guide to levels of risk, the LEA has differentiated visits into 3 categories : 1, 2 & 3
Category 1
These comprise activities that present no significant risks.
Examples -
Walking in parks or on non-remote country paths
Playing in designated play areas in parks
Field studies in environments presenting no technical hazards
Walking to local library, church, temple, mosque etc.
Visits to swimming pools
Farm visits
Category 2
These comprise some higher risk or higher profile activities.
Safe supervision requires that the leader should as a minimum, here undergone an
additional familiarisation process or induction specific to the activity and/or location.
An NGB award such as Basic Expedition Leadership Award (BELA) or the Activity
Leadership NVQ may be relevant as a measure of competencies for group leaders leading
certain activities in Category 2. He or she will be approved as appropriately competent by
the LEA or EVC following LEA guidance.
Examples -
Visits involving an overnight stay
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Visits abroad
Cycling on roads or non-remote off road terrain
Low-level initiative challenge
Walking in non-remote countryside
Visits involving outdoor & adventurous activities in AALA registered centres.
Category 3
This is the most demanding category. It includes all those activities that if not school led,
would be in scope of the Adventurous Activities Licensing regulations 1996.
It includes adventurous activities using licensed providers e.g. caving, rock climbing,
trekking, skiing-off piste, water sports, sailing, canoeing, kayaking, rafting, windsurfing
(rowing is exempt).
Examples -
In or near water
In winter conditions
On or near cliffs or steep terrain
Walking in wild, remote country
Outdoor activities involving or being carried out by the armed services.
Approval of Visits
All visits out of school are curriculum linked and are therefore included in teachers’
medium or short-term plans.
Copies of information to parents for local/regional visits should be passed to the
head/deputy head for information. All longer journeys (25 miles or over) require consent
in advance of the headteacher and then parent / carers.
All residential visits, all journeys involving travel by air or sea and any to which particular
risks are attached, and all category 3 visits will normally require the approval of the
Governing Body and the LA Outdoor Education Advisor. Approval by the governing body
may be given by the chairperson on behalf of the governing body; or approval may be given
by governors at a termly governing body meeting.
Group leaders should note that the governing body will not authorise any involvement of
pupils in high risk activities e.g. pleasure rides at fun fairs, boat trips at sea etc. that are
not clearly indicated prior to the visit, appropriately risk assessed and approved in writing
by the Head or Chair of Governors or authorised in governing body minutes.
Category 1 visits require approval at school level only. All category 2 visits require
notification to the LA (Outdoor Education Advisor).
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Financial Matters
The group leader is responsible for costing the visit and for overseeing all dealings with
money in conjunction with the school admin officer. Money paid in advance will be banked
through school fund by the S.A.O.
It is essential for staff to obtain receipts for all payments made on the visit.
The group leader should provide a clear breakdown of costs and receipts to the S.A.O.
after the visit.
Procedures in the event of an Emergency
Despite all careful planning and preparation accidents and emergency situations can arise.
Group leaders should be prepared for emergencies and have rehearsed the communication
arrangements before the party leaves. In an emergency, the first consideration must be
the health & safety of the group.
Do’s and Don’ts for Group Leaders:
Do’s
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try to handle the situations calmly. Others will look to you for leadership and be
reassured.
establish the nature and extend of the emergency
if there are injuries, follow the recommended first aid procedures and contact the
emergency services. All leaders should carry a mobile phone (a school mobile phone
is available)
ensure the appropriate emergency service is called (the police will take any
statements – these may be required for any insurance claims)
If any casualties require a visit to hospital ensure that they are accompanied by
one of the staff.
arrange for the remainder of the group to be returned to base.
Restrict access to telephones until you have made contact with your emergency
contact at home and until he/she has had time to contact parents directly. The
first emergency contact is the Headteacher. Contact numbers for school and
home will be provided. If the Head cannot be contacted the Deputy
Headteacher or Chair of Governors should be contacted.
Provide your emergency contact with the following information:
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your name
nature, date and local time of incident
details of those involved
action taken so far
telephone numbers for future communication if different to school mobile
write down all relevant details as soon as possible whilst fresh in the memory. Keep
a record of the names and addresses of any witnesses
upon return complete a Gateshead Council Accident Report Form.
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Do Not
speak to the press. This will be done by the LEA
do not admit legal liability (this may prejudice insurance cover)
Inclusion & Equality
All Educational Visits at Gibside should be available to all children regardless of
background or abilities & meet the requirements of the Disabilities Discrimination Act
1995 and the Special Educational Needs and Disabilities Act 2001.
Safeguarding
The planning and preparation of Educational Visits must include measures to safeguard
children and accompanying adults from harm. Those responsible for planning educational
visits can ensure these safeguarding measures are fulfilled by following the guidance in
this policy & the LA ‘Guidance for the planning, management and leadership of Educational
Visits and Learning Outside the Classroom’
This policy should be read in conjunction with the following:
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DFES guidance on Health & Safety of pupils on Educational Visits
LA’s ‘Guidance for the planning, management and leadership of Educational Visits and
Learning Outside the Classroom’
LA Educational Visits and Learning Outside the Classroom Policy
LA & School Health & Safety policies.
The Disabilities Discrimination Act 1995
Special Educational Needs and Disabilities Act 2001.
Gibside Guidelines for use of minibus
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GIBSIDE SCHOOL
Visits Information Form
& Parent / Carer Consent Form for an Educational Visit
Appendix 1
Date & time of visit ………………………………………………………………………………………… Class …………………………
Number of children taking part in visit ………………. Staff accompanying children …………………..
………………………………………………………………………………………………………………………………………………………………………
Place to be visited …………………………………………………………………………………………………………………………………..
Reason for visit ……………………………………………………………………………………………………………………………………….
Description of activities to be undertaken ……………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………………………………
Other information for Parents/Carers (including lunch requirements, clothing etc.)
……………………………………………………………………………………………………………………………………………………………………..
………………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………………………………
Voluntary contribution from parents ……………………………….………………………………………………………………
Current Risk Assessment in Place

yes dated ……………………………………………………..
Staff Signature …………………………………………………………………
Date …………………………………………………….
 ………………………………………………………………………………………………………………………………………………………………..
GIBSIDE SCHOOL
Consent form to be signed by parent/carer & returned to school a.s.a.p.
I have read the information sheet giving details of the educational visit on ……………………………
for class …………………………………. . I agree to my child …………………………………………………………….(name)
taking part in this visit and taking part in the activities described.
I enclose a voluntary contribution of ……………………………………………………….
Signed …………………………………………………………………………………………
Parent/Carer
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Date ……………………………………………
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