Educational Visits/Learning Outside the Classroom Policy
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Broomfields Junior School
www.broomfieldsjunior.co.uk
SAFEGUARDING 22 Y Y
GUIDANCE FOR WORKING OUTSIDE C THE CLASSROOM C I I L Together we learn, achieve and enjoy L O O P P
Broomfields Junior School Bridge Lane Appleton Warrington WA4 3AH
Telephone: 01925 265297 Facsimile: 01925 861734 Email: [email protected]
DOCUMENT STATUS Version Date Action 1 May 2012 New Policy 10 BROOMFIELDS JUNIOR SCHOOL Educational Visits/Learning Outside the Classroom Policy
Introduction Broomfields Junior School believes that safely managed, well planned educational visits with a clear purpose are an indispensable part of a broad and balanced curriculum for our pupils. They are an opportunity to extend the learning of all pupils, including an enrichment of their understanding of themselves, others and the world around them. They can be a catalyst for improved personal performance, promote a lifetime interest and in some cases lead to professional fulfillment. The teaching staff and governors are committed to providing Educational Visits and Learning Outside the Classroom activities that supplement and enhance the curriculum, providing experiences that may otherwise be impossible. Broomfields Junior School has fully adopted the Warrington Borough Council Guidance for Learning Outside the Classroom, including the use of Evolve. This guidance can be found through the internet by logging onto www.warringtonvisits.org.uk
This policy provides a clear and coherent structure for the planning and evaluation of our Educational Visits/Learning Outside the Classroom Activities, to ensure that any risks are managed and kept to a minimum, for the health, safety and welfare of all pupils at all times. We seek to make our visits available to all pupils, and wherever possible to make them accessible to those with disabilities.
Aims
The aims of this policy are to: Ensure that every pupil has the opportunity to benefit from educational visits/learning outside the classroom activities Ensure that all visits are safe, purposeful and appropriate to meet the educational needs of the pupils taking part Ensure assessments and procedures for managing risks are in place Identify appropriate functions, responsibilities, training, support and monitoring. Ensure that whenever appropriate, further advice is sought from the Local Authority and from other technically competent sources Inclusion Every effort will be made to ensure that educational visits and learning outside the classroom activities are available and accessible to all, as per Warrington Borough Council Guidance for Learning Outside the Classroom.
Planning Broomfields Junior School follow a robust process for planning educational visits/learning outside the classroom activities.
EVOLVE provides our means of recording planning during the planning phase, and enables the EVC and Headteacher to monitor, contribute and support the activity. The extent of planning required is related to the complexity of the visit, see:
Planning with EVOLVE diagram overleaf:
10 START Visit Flowchart Will an External Provider, Activity Centre or Tour Operator Note: This process is automatically be used? followed when using EVOLVE
NO YES
Does the provider hold an LOtC Quality Badge? NO www.lotcqualitybadge.org.uk
YES Email a ‘Provider Form’ to the provider. Retain completed unmodified form at your establishment - see Section 29
Will a member of your establishment’s staff be The member of staff must be specifically leading an adventurous activity as defined in YES approved by the Headteacher to lead the Section 21? activity.
NO
Will the visit be residential, overseas, or involve YES an adventurous activity as defined in Section 21?
NO
Has the Visit Leader been assessed as competent to lead the visit, and is he/she able to comply with the Visit Leader Checklist?
YES YES
Has the visit been approved by the EVC and Head of Establishment? If applicable, has Governing Body policy been complied with?
YES YES
Approval is delegated to the Head of Establishment The visit must also be approved by the LA This would normally be via EVOLVE, unless operating under standard operating policies or procedures for Submit visit to LA via EVOLVE simple, local low risk activities If approved by Head/Manager: If approved:
Establishment should monitor visits on a ‘sample’ basis THE VISIT MAY PROCEED
Assess risks on an on-going basis and implement appropriate Evaluate the visit via EVOLVE control measures 10 Visit Leader Checklist 1. I have been formally approved to carry out the visit 2. I am specifically competent and meet the requirements of employer guidance 3. I have undertaken Visit Leader training as recommended / required by my employer 4. I have planned and prepared for the visit, involving staff in the planning and risk management process to ensure wider understanding 5. I have kept my EVC informed at each stage of the planning process 6. I have undertaken a preliminary visit if appropriate or required by establishment policy 7. I have involved young people in these processes, wherever appropriate 8. I have defined the roles and responsibilities of other staff (and young people) to ensure effective supervision, and have appointed a deputy 9. I have shared details of 24/7 emergency contacts and emergency arrangements with key staff 10. I have obtained parental consent forms (where required), medical details and contact details and these have been copied and shared with relevant staff and providers 11. I have checked whether insurance arrangements are adequate 12. If accompanying leaders take a family member on a visit, there are adequate safeguards to ensure that this will not compromise group management 13. Child protection issues are addressed, including CRB/ ISA checks and processes where appropriate 14. I have disseminated relevant information to supporting staff 15. There is access to first aid at an appropriate level 16. Relevant information has been provided to parents and young people and previsit information meetings have been arranged where appropriate 17. All aspects of the visit (both during and after the event) are evaluated 18. Staff and other supervisors have been appropriately briefed on: a. the nature of the group, including age, health characteristics, capabilities, special educational needs, likely behaviour and any other information relevant to the planned activities b. the nature and location of the activity 19. The visit is effectively supervised - staffing ratios meet requirements of good practice 20. I understand that the overarching duty of care remains with establishment leaders, even when partial responsibility is shared with a provider 21. Staff and third party providers have access to emergency contact and emergency procedure details
Risks are expected to be reduced to an acceptable or tolerable level, and not necessarily eliminated. Planning should achieve a rational balance between potential adverse risks and the intended benefits and outcomes of the activity.
Due to the complex nature of off-site visits, conventional ‘risk assessment’ as a stand-alone tool is not particularly useful and can on occasion be misleading. It is of greater benefit to consider the overall ‘risk management’ of visits by taking all aspects of visit planning and management into account. This can be achieved effectively through a combination of the EVOLVE visit form itself, and where appropriate, any event specific notes or attachments.
Visit planning includes consideration of the question: ‘What are the really important things that we need to do to keep us safe?’ It should focus on those issues that are individual to the specific event, taking into account the needs of the group (including special and medical needs), the experience and competency of the staff team, and the leader in the context of the event. Significant issues must be recorded on EVOLVE, either notes or as an attachment, and shared with all parties.
This planning process by the leader may be compared to the expectation of a teacher to plan a lesson/session which is relevant to the needs of the group. 10 Planning that includes adventurous activity commonly involves delivery by an external provider and the provider will have responsibility for risk assessing and managing the activity. As such, the provider’s risk assessment is not the concern of the establishment leader, does not need to be requested from the provider, and does not need to be attached to EVOLVE.
Alternative arrangements (Plan B) should be included within the planning process where appropriate, for example, where weather conditions or water levels might be critical, or where an overcrowded venue might necessitate an alternative option.
It is good practice to involve participants in the planning and organisation of visits, as in doing so they will make more informed decisions, and will become more ‘risk aware’ and hence at less risk. They will also have greater ownership of the event.
Pupils should understand: • The aims and objectives of the visit/activity. • Background information about the place to be visited. • How to avoid specific dangers and why they should follow rules. • Why safety precautions are in place. • What standard of behaviour is expected from pupils. • Appropriate and inappropriate personal and social conduct. • Who is responsible for the group. • What to do if approached by anyone from outside the group. • Meeting procedures. • What to do if separated from the group.
Approval Educational visits/learning outside the classroom activities which are adventurous, residential or overseas must be approved by the Head Teacher and then approved by the Local Authority. The system for approval on these types of visits is via the electronic Evolve system. www.warringtonvisits.org.uk The LA requires 30 working days notice for all visits which are stated above.
All other visits are approved by the Head Teacher following submission by the visit leader through the Evolve system.
Parent/Carer Consent Section 35 of the Education Act 2004 states: ‘Where a visit is part of a planned curriculum in normal curriculum time, then parental consent is not necessary although it is recommended good practice to ensure that parents are informed’. With effect from September 2012, Broomfields Junior School will seek annual consent for regular routine activities using the DfE Consent form (Appendix 1)
For all other visits, consent will be obtained on an individual visit basis. Information provided to parents prior to granting consent will include full details of the activities and any other significant information.
Roles and Responsibilities The following roles have specific responsibilities for educational visits/learning outside the classroom activities – Visit Leader, EVC, Head Teacher, Parent/Carer, Governors. Our school has adopted the Warrington Borough Council Learning Outside the Classroom Guidance relating to specific roles and responsibilities. As a school we will ensure that all staff who have specific roles and responsibilities for educational visits are trained and have the experience that is required.
10 Visits and activities will be monitored by:
1. Ensuring that the documentation required has been produced to a satisfactory standard. 2. The EVC, Head teacher or a member of the Governing Body occasionally accompanying a group on their visit. 3. The school may also request the Education Visits Advisor (EVA) to undertake a monitoring visit of a planned trip. This will be used for the school’s own monitoring purposes.
10 Appendix 1
BROOMFIELDS JUNIOR SCHOOL CONSENT FORM FOR SCHOOL TRIPS AND OTHER OFF-SITE ACTIVITIES
Please sign and date the form below if you are happy for your child,
a) To take part in school trips and other activities that take place off school premises; and
b) To be given first aid or urgent medical treatment during any school trip or activity.
Please note the following important information before signing this form:
The trips and activities covered by this consent include; o all visits (including residential trips) which take place during the holidays or a weekend o adventure activities at any time o off-site sporting fixtures outside the school day, o all off-site activities for nursery schools. The school will send you information about each trip or activity before it takes place. You can, if you wish, tell the school that you do not want your child to take part in any particular school trip or activity.
Written parental consent will not be requested from you for the majority of off-site activities offered by the school – for example, year-group visits to local amenities – as such activities are part of the school’s curriculum and usually take place during the normal school day.
Please complete the medical information section below (if applicable) and sign and date this form if you agree to the above.
MEDICAL INFORMATION
Details of any medical condition that my child
Signed…………………………………………………………………………..
Date………………………………………………………………………………
10 EMERGENCY CARD (VISIT LEADER)
Emergency Card (Visit Leader) This ‘card’ must remain with the Visit Leader at all times on a visit
In the event of a significant incident or accident that does not involve serious injury or fatality, and/or is not likely to attract media attention, the Visit Leader should seek advice from their establishment emergency contact(s). This should normally include a member Senior Management of the establishment.
In the event of an incident that does involve serious injury or fatality, and/or is likely to attract media attention, the Visit Leader should adopt the following protocol: 1. Assess the situation; 2. Safeguard uninjured members of the group (including self); 3. Attend to any casualties; 4. Call emergency services, if appropriate. (999 or appropriate local number if abroad, Europe 112, North America 911) 5. Contact the LA Emergency Contact Number and request the help of the Emergency Response Team. Warrington Borough Council Emergency Contact Tel: 01925 444400 Ask for the Emergency Response Team Be prepared to give: Your name and Establishment/Group Phone number & back up phone numbers Exact Location Nature of Incident Number in the Group You will be called back within 30 minutes so try not to make outgoing calls until contact is made. You will be given advice and asked what the LA can do to support you. Then: Contact your establishment, EVC or Home Contact (see below) and seek further advice. If you are unable to do this, the LA will contact your establishment on your behalf. If practicable, delegate party leadership to the Deputy Leader, in order that you can be contactable at all times, and to enable you to coordinate all necessary actions; You will be provided with a dedicated number to refer all press, media, parental, or other enquiries to the LA and for continuing contact with the LA during the incident. Wherever possible, prevent group members from using telephones or mobiles, or going on-line until such time as this has been agreed by the LA; Do not allow any member of the group to discuss liability with any other party. When the incident is under control: Seek further and full details of the incident, how and why it happened so far as can be established at this stage; Maintain a detailed written log of all actions taken and conversations held, together with a timescale – It may be appropriate to ask someone else to do this; Contact the British Consulate / Embassy if abroad. Name Home Mobile Broomfields Junior School 01925 265297 07843671176 WBC Emergency Call Centre 01925 444400 (for initial contact during an emergency only)
Establishment ‘Home’ Contact
Head of Establishment / Keith Greenwood 01928 731254 07843671176
Deputy Head / Rachel Morris 07525722782 10 10 EMERGENCY CARD (HOME CONTACTS)
Emergency Card (Home Contacts) For visits that take place outside normal establishment hours. This ‘card’ or equivalent must remain with the establishment emergency contact(s) at all times, if access to EVOLVE is not possible.
The establishment’s Emergency Home Contact(s) should have all visit information, including itinerary, venue details, names, medical information and emergency contact details for all participants including staff.
In the event of being contacted by the Visit Leader (or other member of staff involved in a visit), you should: Confirm the phone number at which the caller can be contacted back on; Note their location; Determine the nature of the emergency; Determine the type of help required.
If the incident does not involve serious injury or fatality, and/or is not likely to attract media attention: Provide the required assistance if possible; Seek further advice or pass on details to other establishment contacts who may be able to assist. If the incident does involve serious injury or fatality, and/or is likely to attract media attention: Inform the Visit Leader that someone will phone him/her back within 30 minutes; It is the responsibility of the Visit Leader to contact the LA. However circumstances may prevent this. If you are not 100% positive that the LA has been contacted, please contact Warrington Borough Council on 01925 444400 and state that you require immediate assistance from the Emergency Response Team. Give brief details of the incident. Your details will be taken and you will be phoned back within 30 minutes; You should also contact the Head of Establishment (if this is not you); A Response Team will be brought into action to support the party, the establishment, and the parents. Teams of senior officers are briefed for this role and will provide continuous support from the moment the emergency occurs. The team would operate from the Emergency Control Centre and the Head of Establishment or a senior member of staff may be asked to join the team immediately; The Head of Establishment should consider the appropriate time to contact the parents of the participants involved on the visit. Advice and support should be sought from the LA in dealing with this. The Response Team will form a continuous link with the affected group, and depending on the level of emergency will send a senior officer to the incident location. The Response Team will direct all actions; provide links with the media, rescue agencies, tour operators, insurance companies, etc. As appropriate the Response Team would arrange for the return of the party or arrange other transport where required; You will be provided with a dedicated number to refer all press, media, parental, or other enquiries to the LA and for continuing contact with the LA during the incident. The LA will give accurate and periodic information through press releases, will arrange interviews, and will attempt to reduce media pressure from the incident, establishment, and parents. If appropriate, support and counselling will be arranged for families, participants and staff.
Name Home Mobile Head of Establishment: Keith Greenwood 01928 731254 07843671176 Deputy Head of Establishment: Rachel Morris 07525722782 WBC Emergency Call Centre 01925 444400 - (for initial contact during an emergency only)
Chair of Governing Body: Peter Gleave 01925 266182 07753624395 Other/EVC 10 10