POLICY FOR SCHOOL TRIPS AND EXPEDITIONS
There must always be a sound educational objective for a visit, e.g. to support an aspect of the curriculum; to provide an educationally enriching experience for the girls.
1.
Before a visit is mentioned to the girls or advertised to parents, dates and estimated costings must be checked with the Director of Studies & Administration (or Head of Junior School, for
2.
The Director of Studies & Administration (or Head of Junior School, for
3.
Age groups of girls and numbers of accompanying staff must be decided. A reserve list, including a reserve member of staff, may be useful for foreign visits.
4.
An exploratory visit must be made if the visit is overseas, either by a member of staff (usually the group leader) or by the tour operator (where applicable).
An exploratory visit is also advisable for visits in the
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Confirmation that the venue is suitable to meet the aims and objectives of the visit;
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Confirmation that the venue can cater for the needs of the group;
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An assessment of potential areas and levels of risk;
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Familiarity with the local area.
5.
If an exploratory visit is not possible, the group leader will obtain specific information in writing from the proposed venue.
6.
In planning a visit, the group leader must make every effort to ensure that the visit is available and accessible to all who wish to participate, irrespective of factors such as special educational or medical needs, ethnic origins, religion, etc.
RISK ASSESSMENT
7.
A comprehensive risk assessment must be conducted by the group leader.
The group leader may wish to involve other members of staff (and pupils) in the process of risk assessment and avoidance.
The risk assessment must give consideration to any potential hazards, who might be affected by them, the safety measures that are required to reduce the risks to an acceptable level, how these safety measures might be put in place and the steps that will be taken in the event of an emergency.
The risk assessment must include an assessment of the risks which might arise in the course of transport.
8.
A risk assessment form must be completed and given to the Director of Studies & Administration (or Head of Junior School, for
9.
The responsibility of the group leader and deputy leader, both approved by the Director of Studies & Administration (or Head of Junior School, for Junior School visits), must extend from the initial planning through the visit to the necessary follow-up work (including the evaluation of the visit)
SUPERVISION
10.
Staff-pupil ratios must be fixed according:
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to the ages of the girls;
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the competence and behaviour of the girls;
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the nature of the activities;
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girls with any special educational needs;
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duration and nature of the journey;
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the type of accommodation;
·
experience and competence of the staff, in general and on specific activities.
11.
As a general guideline for low risk activities, groups of girls in Years 1-3 should be accompanied by at least one member of staff/responsible adult per six pupils approximately.
(Reception pupils should have a higher ratio, to be determined at the discretion of the Head of Junior School.)
There should be at least one member of staff/responsible adult for every twelve pupils approximately in Years 4-6. For Year 7 and above, the ratio should be at least one member of staff to 17 girls approximately and for foreign visits the ratio should be 1:10 approximately or as agreed with the Director of Studies & Administration (or Head of Junior School, for Junior School visits).
There should always be sufficient supervision to cope effectively in an emergency,
Supervision ratios should be increased when visiting remote areas or engaging in hazardous activities.
12.
Where parents or volunteers are used to support teachers and supplement the supervision ratio, they should ideally be well known to the School and the pupil group.
Where volunteers have regular contact with children they must have a valid CRB disclosure and must understand their roles and responsibilities at all times.
13.
The Deputy Head (Pastoral), Director of Studies & Administration (or Head of Junior School, for Junior School visits) or group leader has a right to refuse to take any girl on behavioural grounds, or on medical grounds in the absence of appropriate supporting evidence. Before confirming places it is advisable to consult the relevant Section Head and the School Nurse about the pupils who are intending to participate.
14.
Worldwide travel insurance, including winter sports, is provided by the school. Details may be obtained from the Bursary.
15.
The group leader must notify parents, in writing, of the details of the proposed visit, i.e. the visit’s objective(s), approximate cost, date, times of departure and return, travel arrangements and mode(s) of transport, objectives, details of activities planned, insurance arrangements, equipment and/or clothing to be taken, whether money should be taken, etc.
For visits which parents are paying for, the letter should also outline the school’s policy on the return of deposits: Deposits are non-refundable (except in cases where another girl comes forward to fill the place, when the deposit will be refunded less any administrative costs associated with changing names on flights, etc).
16.
Consent forms must be sent home to be signed by parents/guardians for each trip in Y7 –11. (When girls enter the Sixth Form they and their parents sign consent form which covers all short visits during their time in the Sixth Form.) In addition code of conduct forms must be completed by all girls, including the Sixth form, for residential trips.
17.
The group leader must ensure that all pupils who will be participating in the visit are aware of the objectives of the visit, any relevant background information, what rules and precautions are in place and why, what standards of behaviour and social conduct are expected, what to do in case of emergency or if separated from the group, rendezvous procedures, who is responsible for the group, etc.
18.
A first aid kit must accompany every journey and should be obtained from the School Nurse. One person should be appointed to be in charge of the first aid arrangements.
A note book must be kept with it to record any medication given or accidents/illness reported. A record must be kept of any special diet or health problems.
19.
At least one mobile telephone and charger must be taken on all educational visits.
A mobile telephone and charger is available from the Bursary.
20.
Well in advance of the trip, the group leader must discuss the need for an emergency fund, the arrangements for currency, travellers’ cheques etc. with the Bursary.
21.
Before departure the group leader must complete and sign a checklist together with an accurate list of participating staff and girls. This must be filed in the School Office (and also the Bursary if visits occur out of school hours).
PROCEDURE DURING A VISIT
1.
For visits which take place within the normal school day, e.g. to museums, school uniform must be worn. (Exceptions are made for Biology/Geography field trips and other special circumstances).
2.
On departure, girls must be reminded of correct behaviour during the journey, i.e. seat belts must be worn, litter to be placed in litter bags, orderly walking if on foot, preferably in twos (staff to be at the front and back of the procession).
3.
The group leader must ensure that all adults accompanying the visit should carry a list of all pupils and adults involved at all times.
This list should include details of any special needs, medical needs and relevant emergency medical procedures relating to any of the pupils.
4.
All members of staff/responsible adults accompanying the visit must be given a copy of the School Crisis Policy by the group leader.
5.
Meeting times must be clearly stated and adhered to. The group leader must establish rendezvous points and tell pupils what to do if they become separated from the group.
6.
Girls must not wander unsupervised in groups of fewer than three and geographical area must be specified.
7.
Girls must not make unnecessary noise in public places and must behave courteously at all times.
8.
Girls must know where a member of staff can be found at all times.
9.
Head counts must be taken regularly.
(Dividing a large party into groups with a member of staff in charge makes life easier for head-counts and any changes of plan.)
10.
Any pupils whose behaviour is such that the group leader is concerned for their safety, or that of other, should be withdrawn from the activity and kept under direct supervision.
11.
Any information or receipts relating to possible insurance claims must be carefully recorded and retained.
SPECIFIC PROCEDURES FOR RESIDENTIAL VISITS
1.
Residential visits must not be advertised to pupils or parents ahead of the agreed date, except with express permission from the Director of Studies & Administration.
2.
For residential visits there must be a reliable school contact, usually a member of staff. She/he must be given a list of participants with emergency contact telephone numbers in this country, together with the address and telephone number of contact point abroad. The Director of Studies & Administration (or Head of Junior School, for
3.
Before residential visits, a meeting for parents/guardians must be called to explain arrangements including insurance, clothes, money to be taken (including pocket money), details of accommodation and supervisory/security arrangements, insurance, and code of conduct.
4.
Code of conduct forms must be completed by all girls, including the Sixth Form, for residential visits.
5.
Pupils must be made aware of items which it is not appropriate to bring back from a residential visit.
6.
The group leader (or tour operator) should visit the proposed accommodation in advance to ensure that it is suitable.
The manager of the accommodation must be asked for assurances that the staff, including temporary workers, are suitable for working with young people.
The group leader (or tour operator) must consider whether there are suitable security arrangements and fire precautions and procedures, and that no other aspects of health and safety give cause for concern.
The group leader (or tour operator) must consider whether the accommodation will be suitable in meeting any special needs, medical needs, cultural or religious need of the members of the group.
7.
In the accommodation, pupils’ immediate accommodation must be exclusively for their own use, and supervising adults should have rooms on the same floor immediately adjacent to the pupils’ accommodation.
There should be a supervising adult present on that floor whenever there are pupils there.
8.
Before departure the group leader must complete and sign a checklist for residential visits together with an accurate list of participating staff and girls. This must be filed in the School Office and also at the Bursary, and a copy must also be given to the Director of Studies & Administration (or Head of Junior School, for
9.
All pupils must carry the address and telephone number of the accommodation and the telephone number for contacting the group leader in event of emergency with them at all times.
10.
Girls must never go out alone. A signing out book must be provided for girls leaving the group accommodation at times when there is no organised activity.
11.
Fire arrangements must be checked in hotels/hostels and the girls be made aware of them.
12.
In the accommodation, windows must be closed as necessary to prevent intrusion.
In the absence of 24-hour staffing of reception, external door must be secured against intrusion.
Internal doors must be locked, but supervising staff must have reasonable access at all times and immediate access, as necessary, to a master key.
13.
It is good practice to have briefings each night to take stock and assess circumstances for the next day, and to spend time at the start of the next morning explaining arrangements to the pupils.
It is advisable to check the local weather forecast regularly and to seek local knowledge of potential hazards and problems, and it is vital that the group leader is willing to be flexible and adopt alternative plans if circumstances dictate.
14.
Subject to local rules, no alcohol may be bought or consumed without permission and there must be no smoking.
15.
Parents should be given a telephone number which can be used in the event of an emergency or late arrival home.
16.
All members of staff accompanying the visit must be provided with telephone numbers for contacting each pupil’s parents in the event of an emergency or serious problem.
17.
The group leader must take an emergency number for contacting a senior member of staff (normally the Director of Studies & Administration, for
18.
The group leader must take details of insurance, which can be obtained from the Bursary.
19.
The group leader must be aware of the location of the nearest hospital/ medical facilities.
20.
Ideally, the staffing ratio should be such that if a member of staff is ill or injured while on the trip, there will still be adequate supervision.
In cases where only one member of staff accompanies the visit (or the staffing ratio is particularly low) it is the group leader’s responsibility as part of the planning process to ensure that another member of staff is on standby in case of accident or illness to staff accompanying the visit.
21.
Where a pupil is involved in serious misbehaviour, the group leader should consider whether she should be sent home early in consultation with the Director of Studies & Administration (or Head of Junior School, for
22.
Hotel/hostel rooms should be checked by girls and finally by staff for forgotten property before departure.
23.
Where parents of pupils at North London Collegiate School host students in their home (for example, hosting students from an overseas school as part of an exchange visit), the School will facilitate the administrative procedures necessary for the completion of Criminal Records Bureau checks in order to comply with statutory obligations.
SPECIFIC PROCEDURES FOR OVERSEAS VISITS
(See also Specific Procedures for Residential Visits)
1.
Passports (individual or group) and visas (if necessary) must be obtained in good time. All passports must be valid for entry to the country to be visited.
Particular regard should be given to the arrangements for any pupils who are not
2.
It is advisable to make a list of passport numbers before departure in case of subsequent loss.
3.
Where appropriate, an EHIC entitling members of the party to free medical treatment in EU countries should be obtained in advance from a Post Office by individual girls. (Further information can be found at www.dh.gov.uk/travellers.) For the duration of the visit these must be held in the keeping of the group leader who should be familiar with the procedure for reclaiming treatment costs.
4.
The group leader must find out whether vaccination is necessary, and ensure that all members of the group have received it in good time.
The group leader must also check whether the country to be visited requires proof of vaccination.
5.
The group leader must check relevant foreign legislation which might affect the visit, particularly with regard to health and safety – e.g. fire regulations.
6.
All accompanying staff must be in agreement beforehand concerning the level of discipline and supervision to be maintained during the trip.
7.
The group leader must ensure that pupils are aware of and sensitive to any relevant local codes and customs.
8.
The group leader must ensure that pupils are aware of what to do in the event of an emergency when they are overseas.
9.
The group leader must instruct all group members to ensure that they carry an appropriate amount of foreign currency with them at all times.
10.
The group leader must be aware of the location and telephone number of the nearest British Embassy or Consulate.
11.
Girls staying in families on exchange visits must be instructed to obey their hosts at all times on all ordinary and reasonable matters. They must always have the telephone number of their group leader in case of emergency and understand that they must tell their leader of any difficulties or disputes.
12.
On exchange visits, parents should be provided with details of the host families – for example, whether or not they have hosted any of the school’s pupils before.
SPECIFIC PROCEDURES FOR REMOTE SUPERVISION OF PUPILS
1.
Remote supervision occurs when, as part of planned activities, a group of pupils works away from a supervising adult but is subject to stated controls (e.g. during certain Duke of Edinburgh’s Award expeditions).
2.
When remote supervision occurs, the supervising adult is present though not necessarily near in sight, but his or her whereabouts should be known by students.
3.
When remote supervision takes place, the group leader must ensure that pupils are adequately equipped to be on their own.
Pupils must have an appropriate amount of money, maps and plans and any other information for them to act effectively.
They must be aware of the location of telephones and have appropriate coins.
4.
When supervision is remote:
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groups must be sufficiently trained and assessed as competent for the level of activity to be undertaken, including first aid and emergency procedures. Remote supervision will normally be the final stage of a phased programme of developing skills;
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pupils must be familiar with the environment or similar environments and have details of the rendezvous points and the times of rendezvous;
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pupil must have money;
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pupils must know how to summon help if necessary and must have telephone numbers and emergency contacts if lost;
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clear and understandable boundaries must be set for the group by the group leader;
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there must be clear lines of communication between the group and the supervising adult, and the supervising adult and the school. Do not rely exclusively on mobile phones;
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a supervising adult must monitor the group’s progress at appropriate intervals;
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a supervising adult must be in the expedition or activity area and able to reach the group reasonably promptly should the group need support in an emergency;
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there must be a recognisable point at which the activity is completed;
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the group leader must ensure that there are clear arrangements for the abandonment of the activity where it cannot be safely completed.
5.
Where remote supervision occurs within the context of adventure visits, the group leader must be aware of current guidelines from the DCSF in this regard, as set out in publications such as Health and Safety of Pupils on Educational Visits (copies of which can be obtained from the Director of Studies & Administration, for Senior School visits / Head of Junior School, for Junior School visits).
SPECIFIC PROCEDURES FOR ADVENTURE VISITS AND FOR COASTAL VISITS
1.
Specific steps need to be taken to safeguard the health and safety of pupils on adventure visits.
Group leaders must be aware of current guidelines from the DCSF in this regard, as set out in publications such as Standards for Adventure and Health and Safety of Pupils on Educational Visits (copies of which can be obtained from the Director of Studies & Administration, for Senior School visits / Head of Junior School, for Junior School visits), and must discuss these guidelines and how they will be implemented with the Director of Studies & Administration (or Head of Junior School, for Junior School visits) as part of the planning of the visit.
2.
Specific steps need to be taken to safeguard the health and safety of pupils on coastal visits.
Group leaders must be aware of current guidelines from the DCFS in this regard, as set out in publications such as A Handbook for Group Leaders, Group Safety at Water Margins and Health and Safety of Pupils on Educational Visits (copies of which can be obtained from the Director of Studies & Administration, for Senior School visits / Head of Junior School, for Junior School visits), and must discuss these guidelines and how they will be implemented with the Director of Studies & Administration (or Head of Junior School, for Junior School visits) as part of the planning of the visit. Specific steps need to be taken to safeguard the health and safety of pupils on coastal visits.
POLICY FOR GIRLS RETURNING FROM SCHOOL TRIPS IN THE
SCHOOL
1.
If a trip plans to return to school at a time which makes it impossible to return home from school by coach, the parents will be notified when the arrangements for the trip are sent out and collection arrangements must be specified on the permission slip.
2.
At the discretion of the teacher girls may join or leave the trip at the venue with a parent or guardian at a specified previously arranged place and time. The parent must confirm their arrangements in writing and agree that if they are delayed the trip will continue or the girl will have to return to school with the rest of the group. A parent leader on the trip may not be able to take a girl away from the group if they are an accompanying adult.
3.
Coaches are not allowed to drop pupils off on the route back to school.
4.
An accurate register of names of girls on coaches must be kept.