Educational visits and Journeys
Policy and Procedures
Educational Visits and Journeys
Foreword
The guidance on safe practice for schools undertaking educational visits and journeys has
been revised and updated for 2002/3.
There is no doubt that school children and young people benefit from taking part in
educational visits and journeys. These experiences provide exciting and motivating
opportunities which are not available in the classroom. They develop people's skill, awareness
and understanding; longer visits also encourage greater independence.
During 2002, the County Council conducted an audit into the full range of its advice and
guidance on the subject. This new guidance reflects recommendations made as part of that
audit, and recent changes to legislation. It provides schools with clear statements of best
practice, and how it is to be delivered in Gloucester.
I hope that this revised guidance will help you to continue to provide high quality educational
visits in the assurance that you are following best practice.
Portfolio Holder
Education for Children and Young People
Page 1
Educational visits and Journeys
Policy and Procedures
Introduction
All teachers and supervisors, whether in full or part time employment, who are responsible for
looking after others have a duty of care in common law. If the persons in their care are under
the age of 18 they are said to be in loco parentis -and are expected to exercise the same
degree of care which a reasonable, prudent and careful parent would exercise. Because
teachers are trained, professional people, courts have tended to expect them to exercise a
higher standard of care than that which might be expected from an ordinary parent.
Whilst the principle of in loco parentis does not apply to students over 18, teachers are
expected to exercise a similar duty of care. This duty of care extends to all who assist in the
Authority's schools in a voluntary capacity, or the responsible body in the case of an
Independent or Foundation school. However, court may not always expect the same level of
competence from a voluntary helper as from those who are professionally employed.
All activities that take place off the school premises are included in this guidance because the
nature of the activity does not necessarily imply that there is a greater degree of safety for the
participants. The so-called hazardous activities (such as climbing, skiing, canoeing,) - because
they are carefully regulated and under the control of trained and experienced people
exercising close supervision -have a good safety record. Accidents are more likely to result
from situations involving road traffic, activities near water, or a general lack of supervision in
everyday situations.
Activities that take place on a routine or regular basis are just as likely to result in an accident
as occasional or “one-off” activities. Repetition of activities, whilst usually leading to
improved organization, can result in a false sense of security, complacency and a lack of
vigilance. The same high levels of supervision and vigilance are necessary in all activities
regardless of their nature, frequency or duration. Once the responsibilities of being in loco
parentis have been assumed they cannot be set aside until the children have been
returned to the care of their parents or guardians.
This edition supersedes all previous County policy documents, which are now withdrawn.
Please ensure that everyone concerned with the conduct of educational visits is fully aware of
the new policy document and that copies of particularly relevant sections are available for
easy reference. The colleague with designated responsibility for educational visits will be
especially well placed to see that information is disseminated to the right people at the right
time.
The cornerstone of the County policy is The Good Practice Guide ‘Health and Safety of
Pupils on Educational Visits HASPEV’ published by the DfES. HASPEV is further
supported by three supplements Standards for LEA’s in Overseeing Educational Visits,
Standards for Adventure and A Handbook for Group Leaders. These documents are
available on www.teachernet.gov.uk. You will find a copy of the DfES guidance immediately
following the introduction. It should be read very carefully in conjunction with the County
policies which complement it.
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Amendment1
All the supplementary advice, information and procedures specific to Gloucestershire are
presented in the same order as in the DfES document:
1)
Responsibilities For Visits
2)
Planning Visits
3)
Supervision
4)
Preparing Pupils
5)
Communicating With Parents
6)
Planning Transport
7)
Insurance
8)
Types Of Visit
9)
Visits Abroad
10)
Emergency Procedures
You will see that the ring binder is divided into these ten sections and that all the Countyspecific material is numbered appropriately. Any future revisions or additions will follow the
same numbering system, which should greatly simplify the task of updating the policy
document. For each section there is supplementary information on how that particular aspect
of educational visits is implemented in Gloucestershire, including copies of any local forms,
and insurance documents
The polices and procedures apply to all schools maintained by the County Council.
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IMPORTANT
This guidance must be followed. If any school experiences difficulty in meeting
the requirements, the Authority must be consulted well in advance of the
commencement of the Educational Visit or School Journey.
Risk Assessment
Risk assessment is an essential element of all educational visits and
journeys. All significant hazards should form part of a written risk
assessment and the importance of this cannot be over emphasised. It will be
necessary to consider all visits including shorter journeys and the use of
detached facilities such as playing fields. The knowledge and experience of
the members of staff who will be leading the school visits will be of equal
importance.
It is recommended that all risk assessments be re-evaluated when the
visit/journey has been completed, as this will allow additions or
amendments to be made in the light of experience. The revised risk
assessment will then provide more detailed information for subsequent
visits.
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Index To County Polices And Procedures
1.
Responsibilities for Visits
1.1
1.2
2
County policy grids
Copies of EV Form
Planning Visits
2.1
2.2
2.3
2.4
2.5
Planning Checklist
Visits Arranged Through Commercial, Charitable And Private Operators And
Visits To Out-Of-County Centres
Risk assessment
Generic Risk Assessments
Summary Of Good Practice On Educational Visits
3
Supervision
4
Preparing Pupils
4.1
5
Communicating With Parents
5.1
5.2
5.3
5.4
6
Policy on private transport
Policy on minibus use
Insurance
7.1
7.2
7.3
7.4
7.5
8
Checklist of information to parents
Charging for Visits
Parental consent form for regular activities
Parental consent form for one-off activities
Transport
6.1
6.2
7
Example Pupil Code of Conduct (Senior School)
Insurance Policy
Emergency Assistance
Information for Parents
What to do if you wish to make a claim
Insurance Claim Form
Guidelines for Outdoor & Adventure Activities
8.1
8.2
General Guidance on Outdoor Education
Risk Assessment of Adventurous Activities
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Amendment1
8.3
8.4
8.5
8.6
Risk Assessment of Adventurous Activities
Educational Aims and Learning Outcomes
Visits Arranged through External Providers. Including Model Contract Form
Advice on Specialist Activities
8.6.1
8.6.2
8.6.3
8.6.4
8.6.5
8.6.6
8.6.7
8.6.8
8.6.9
8.6.10
8.6.11
8.6.12
8.6.13
8.6.14
8.6.15
8.6.16
8.6.17
8.6.18
8.6.19
8.6.20
8.6.21
8.6.22
8.6.23
8.6.24
8.7
8.8
9
National Governing Bodies
Activities in Primary Schools
Visits Abroad
9.1
9.2
9.3
9.4
9.5
10
Airborne Activities
Mountain and Moor land Activities
Combined Water and Rock Activities
Duke of Edinburgh Award Scheme Expedition Work
Caving
Rock Climbing
Ropes Courses
Camping
Pony Trekking
Snow Sports Guidelines
General Advice on Water Activities
Canoeing
Sailing
Windsurfing
Rowing
Water Skiing
Snorkelling
Sub aqua
Surfing
Open Water / Sea Bathing
Rafting
Power Boating
Jet Skiing / Personal Water Craft
Water - related Environmental Conservation and Field Study Work
Health Advice for Trips Abroad
Notes on Immunisation for Children
Advice to Leaders Accompanying trips
Diarrhoea and Vomiting (Gastro-Enteritis)
The Package Tour Regulations
Emergency Procedures
10.1
10.2
10.3
Prior Preparations
Emergency Procedures
Removal Pack for Party Leaders
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Educational Visits and Journeys
Issue 3
Amendment Record Sheet
Amendment
No.
Date
Incorporated
Initials
1
25/01/04
RDJ
Amendment
No.
Page 7
Date
Incorporated
Initials