Educational Trips and Visits Policy
Policy Responsibility: VP [Staff and School Development] Date Ratified: March 2025
Ratified by: Board of Governors Next Reviewed Date: March 2026
1. Introduction
1a. Rationale of Policy
In Methodist College, we recognise the value and considerable benefit that young people derive from taking part in educational visits which allow them to develop a wide range of valuable personal and social skills. They have opportunities to participate in activities and gain from experiences not available in the normal classroom setting.
Schools however have a legal requirement and a duty of care to ensure that all pupils receive the highest standards of safety on educational visits. The Health and Safety at Work (NI) Order 1978 has placed upon us a duty to ensure that we have adequate arrangements to protect the Health and Safety of all those participating on educational visits. This entails a process of risk assessment. The Children (NI) Order 1995 must be borne in mind when undertaking an educational visit especially where it includes a residential element.
This policy will be reviewed every year by the Board of Governors. The policy will be kept under review by senior members of staff who will keep Governors informed of any difficulties if they arise.
It is essential that any member of staff who wishes to organise an educational visit must ensure that all necessary documentation including risk assessment appropriate to the category of educational visits is completed and approved prior to the visit.
The roles and responsibilities of the Group Leader [GL] and assistants/volunteers must be clearly identified and understood, and a code of conduct agreed which provides an effective basis upon which to ensure the achievement of a safe and successful outcome.
Any member of staff organising a trip or visit must ensure that he/she/they are fully aware of the detailed procedures as outlined in the Risk Assessment procedure and the overall Educational Visits Policy.
1b. Purpose of Policy
This policy also serves as a guide for those organising school trips [residential and day trips].
The objectives of the policy are:
• To ensure that visits are well planned and significant risks are identified and managed.
• To have contingency plans in place for changes in circumstances during a visit that are reasonably foreseeable.
• That those in charge of visits have the necessary competence to manage situations appropriately.
• To ensure that the highest standards of care and attention are given to ensuring the safety and wellbeing of pupils and staff.
1c. Definition of School Trips
The term ‘Educational Visits’ refers to:
‘all academic, sporting, cultural, creative and personal development activities, which take place away from the young persons’ school, and make a significant contribution to learning and development of those participating.’
Trips and visits include the following (non-exhaustive list):
• day trips to; historic sites, museums, galleries, natural features, farms, drama productions, exhibitions, performances
• language exchanges abroad
• field trips, e.g. geography, history, art, history.
• residential trips
• choir concerts/sporting tours.
• sports teams and ski trips
• Duke of Edinburgh Award programme
1d. Categories of School Visits/Trips
Category 1
Visits which take place on a regular basis (non-hazardous) and occur largely within establishment hours e.g. sporting fixtures, swimming pool visits and outings.
Category 2
One-off day/evening excursions (non-hazardous) e.g. field study trips, theatre visits, business/ education visits and regional sporting fixtures.
Category 3
Residential visits of one or more nights within the UK or Ireland (non-hazardous) e.g. visits to residential centres, field centres and school exchanges.
Category 4
Residential visits outside the UK or Ireland (non-hazardous) e.g. international exchange visits, sporting events, cultural activities, and international community work.
Category 5
Hazardous Activities – residential and non-residential as exemplified below:
Angling
Bouldering/Gorge walking
Caving and potholing
Coasteering
Cycling/mountain biking
Dingy sailing
Fieldwork
Hill walking
Horse riding
Kayaking
Open canoeing
Orienteering
Rafting
Rock climbing/abseiling
Rowing
Skiing/Snowboarding
Stand-up paddle boarding
Sub-aqua
Surfing
Swimming in open water
Water-skiing
Windsurfing
1e. Purpose of School Trips
[Opportunity/Diversity/Excellence and CREST]
‘Opportunity,’ one of the key values of the College, can be found through exploring the world outside of the classroom. Learning outside the classroom environment is therefore an essential part of Methodist College life. Trips enhance the experience of learning for students, develop their understanding of the world around them and allow for a deeper understanding of the curriculum offered at Methodist College.
1f. Roles and Responsibilities
1f.i. Vice Principal [Staff and School Development]
The VP [Staff and School Development] will:
• Support the Principal and SLT in the approval of trips and visits.
• Support the Group Leader with the planning and organisation of trips and visits.
• Keep relevant records, including details of accidents and incidents.
• Provide training for new staff as part of their induction.
• Provide staff training at the start of each academic year.
1f. ii. Group Leader
The Group Leader [GL] will be responsible for:
• Obtaining permission for the trip and activities within.
• Planning the trip [all relevant information must be held securely in line with the school Data Protection Policy]
• Communicating effectively with all stakeholders [parents, pupils, external agencies and SLT].
• Organising a parent / carer meeting ahead of the trip.
• Running / reviewing the trip.
• The safety and wellbeing of pupils attending the trip or visit.
• Acting in “loco parentis” – meaning they have a duty under common law to take care of pupils in the same way that a prudent parent would do.
• Staff able to administer First Aid are identified.
• Trips will have a designated Assistant Group Leader [AGL].
1f.iii. Staff
The staff accompanying the GL on the trip will be responsible for:
• Following the direction and guidance of the GL and school policies.
• Ensuring the safety and wellbeing of pupils attending the trip or visit.
• Acting in “loco parentis” – meaning they have a duty under common law to take care of pupils in the same way that a prudent parent would do.
• Classroom Assistants may be needed to go on a trip if they are linked to a pupil but subject to staffing availability and through consultation with HOPC/LSC/GL and parents/carers.
1f. iv. Volunteers
It may be necessary to involve persons other than current staff members as volunteer supervisors, for example, retired staff or parents who could provide medical expertise. These adults can play a valuable part in ensuring the safety of group participants while on a visit. However, prior to any visit they should be clear about their role and responsibilities during the visit. Appropriate police checks should be carried out in line with the school’s Child Protection Policy.
Volunteer supervisors should:
• Have an enhanced check [AccessNI] completed before attending the trip with the College covering the associated costs.
• Not be left in sole charge of group members except where it has been previously agreed as part of the risk assessment.
• Follow the instructions of the GL and other accompanying staff and help with control and discipline.
1g. Selection of Accompanying Staff/Adults
For trips that do not require subject specialism or competence in a particular language, there should be the opportunity given to all staff to express their interest in attending. This could be done through email, staff briefing or a message in Methody Matters, asking staff if they would like to be considered for a trip. Staff will express an interest by emailing the VP [Staff and School Development] directly with SLT deciding on the final make up of staff for a given trip.
Factors such as related experience, expertise, pupil gender ratios, cover implications and school diary will be taken into account when selecting staff with random selection if needed.
For any school trip, family members [not part of the school] will not be permitted to travel unless exceptional circumstances allow in line with Child Protection procedures.
When related staff and pupils are part of a trip, the staff member must complete a Conflict of Interests form ahead of departure.
1h. Personal Liability
The school as employer of the GL will support them in the unlikely event of an accident occurring provided, they have exercised reasonable care and followed school guidelines
1i. Insurance
The GL should check with the Bursar when planning trips relating to hazardous / adventurous activities for the applicability of insurance and arrange for an extension where required. The GL should ensure that they have a copy of the school travel insurance with them on the trip. Travel involving staff using their own cars should be avoided for legal and safeguarding reasons.
2. Planning
2a. Planning requirements
Category 1
If you have responsibility for a sports team, you will need to contact parents/carers at the start of each academic year to confirm signed documentation [MS Forms] of:
1. Code of Conduct [Team specific]
2. Medical Information/consent
This will need updated as pupils are added to teams throughout the year.
Category 2
If you are planning a Day Trip, you need:
1. Request to organise a Visit or Field Trip
2. Information/Consent/Medical
3. Code of Conduct
4. Risk Assessment
Category 3/4
If you are planning a Residential, you need:
1. Request to organise a Visit or Trip
2. Information/Consent/Medical/Passport
3. Code of Conduct
4. Risk Assessment
Category 5
MCB Proposal [Day]
MCB Consent [MS Forms - Day]
MCB Code of Conduct [Day]
MCB Risk Assessment [Day]
MCB Proposal [Residential]
MCB Consent [MS Forms – Residential]
MCB Code of Conduct [Residential]
MCB Risk Assessment [Residential]
Any hazardous activities must be included in MCB [Proposal documents] and reflected in MCB [COC/RA].
2b. Submitting Initial Proposal
An initial proposal for either a residential or day visit must be made well in advance, via pro-forma proposal document, to VP [Staff and School Development].
This proposal should include:
• Nature of trip/visit
• Dates
• Year group(s)
• Pupil numbers
• Staffing
• Approximate costing
• Itinerary outline
2c. Key Considerations
2c.i. Staff/Pupil ratio
It is important to have a high enough ratio of adult supervisors to pupils for any visit. The factors to take into consideration include:
• Age and ability of group.
• Pupils with special educational or medical needs.
• Nature of activities.
• Experience of adults in off-site supervision.
• Duration and nature of the journey.
• Type of any accommodation.
• Competence of staff, both on general and on specific activities [e.g.: skiing].
• Requirements of the organisation/location to be visited.
• Competence and behaviour of pupils.
• First aid capabilities/cover.
Staffing ratios for visits are difficult to prescribe as they will vary according to the activity, age, group, location, and the efficient use of resources. A general guide for visits is included below: Age
POSTPRIMARY
Key Stages 3 and 4
Forms 1-5
• GL should assess the risks and consider an appropriate safe supervision level for their group. Where needed, speak to VP [Staff and School Development] and they will be able to advise you in your specific circumstances.
• GL is included within calculated staff to pupil ratio. There should be enough staff to cope effectively with an emergency
2c. ii. Risk Assessment
Staff will use the EA template for all visits and trips.
GLs will have access to examples of MCB risk assessments and how this relates to the visit trip or activity they are planning. The risk assessment should cover at least the following:
• identifying potential hazards of the location being visited
• listing the groups of people that are at risk from significant hazards.
• listing control measures that are in place.
• allowance for hazards which may not yet be fully understood due to lack of information.
• monitoring hazards during the visit
• identifying particular students that may require extra consideration when assessing risk and an individual risk assessment
The GL should ask for copies of risk assessments at the planning stage from professionally operated licensed activity centres and tour operators. These will form part of the overall school risk assessment.
Risk assessments from previous visits can be used as a starting point for a revised assessment, but they must never be adopted without checking for changes which may have occurred.
A formal assessment of the risks that might be met on a visit should have the aim of preventing the risks or reducing them. Pupils must not be placed in situations which expose them to an unacceptable level of risk. Safety must always be the prime consideration. If the risks cannot be contained, then the visit must not take place.
The risk assessment should be based on the following considerations:
• what are the hazards?
• who might be affected by them?
• what safety measures need to be in place to reduce risks to an acceptable level?
• can the GL put the safety measures in place?
• what steps will be taken in an emergency?
The person carrying out the risk assessment should record it and give copies to all teachers/supervisors at the pre-trip meeting.
The VP [Staff and School Development] should also be given a copy so that approval, as necessary, can be given with a clear understanding that effective planning has taken place.
Risk assessments for individual students may also be required in consultation with Pastoral Staff.
Emergency contacts for the Principal, VP [Staff and School Development] and Bursar must be in possession of the GL and referenced in the risk assessment.
2c.iii. EA [Manual for Principals and Governors]
2c. iv Student Selection
Students may be selected by interview or random selection where there is over-subscription. The method of selection should be communicated to parents in the initial communication. A waiting list of ordered pupils will be accessed in the event of pupils already accepted then withdrawing. Once a proposed list of students is created, this will be looked at by the Head of Pastoral Care and the relevant Deputy Head of Pastoral Care and guidance will be passed on in terms of specific needs including the need for individual pupil risk assessments. This may also require a Classroom Assistant to travel with a student. The purpose of this is to identify what additional measures may have to be put in place for those with specific needs. After conducting a behavioural risk assessment, the school has the right to refuse any pupil from participating in the visit, whose involvement may be a danger to him/herself or to the group.
The Principal reserves the right to decide if a pupil should be allowed to travel if they have a poor disciplinary record [at the Principal’s discretion] or have behaved inappropriately on a previous trip.
GL should be aware of any passport issues when flying out from Dublin Airport [EU].
Parents have the responsibility for accessing the necessary visa(s), having checked with authorities in the country/countries of travel/destination.
2d. Checklist
Checklist [Category 2 – Day Trip]
Proposal to VP [Staff and School Development] outlining trip/visit on pro-forma
GL/AGL provided with Educational Trips and Visits Policy
GL to meet with VP [Staff and School Development] – key points of policy discussed
GL sends out key information/consent to parents
Initial pupil lists reviewed by SLT/HOPC/DHPC/LSC with actions identified
SLT confirm pupils and staffing [sign off]
GL collates all pupil data [consent/contacts/medical/dietary via MS Forms]
Detailed itinerary produced by GL [single day]
Detailed risk assessment produced by GL and VP [Staff and School Development]
Code of Conduct signed by students and parents/carers
GL provides VP [Staff and School Development] with [paper/electronic] information
SLT sign-off trip [1 week ahead of departure date]
Pupil names forwarded to Rolls and Records to highlight those out of class and those not going
Complete evaluation
Checklist [Categories 3 and 4 – Residential]
Proposal to VP [Staff and School Development] outlining trip/visit on pro-forma
GL/AGL provided with Educational Trips and Visits Policy
GL to meet with VP [Staff and School Development] – key points of policy discussed
GL to meet with Bursar to confirm initial costings for the trip/payment plans (10% add on)
GL sends out initial offer to parents including key information/costs
Initial pupil lists reviewed by SLT/HOPC/DHPC/LSC with actions identified
SLT confirm pupils and staffing [sign off]
GL collates all pupil data [consent/contacts/medical/dietary/passport via MS Forms]
Detailed itinerary produced by GL [in conjunction with tour operator where appliable]
Detailed risk assessment produced by GL and VP [Staff and School Development]
GL reviews payments and informs any parents who are behind schedule
GL organises the Parent Information Evening [approx. 2 months before trip]
Code of Conduct signed by students and parents/carers at Information Evening
GL provides VP [Staff and School Development] with travel pack [paper/electronic]
SLT sign-off trip [2 weeks ahead of departure date].
Pupil names forwarded to Rolls and Records to highlight those out of class and those not going
JLE/VP to meet with all staff 1 week before departure [standards/RA]
Evaluation/Finance meetings within 2 weeks of return
2e. Finance
GL must meet all obligations in terms of:
• Meeting with Bursar to set out plans/costings.
• Where applicable, set up payment plan with Lynne Nesbitt.
• Initial check of non-payment of school fees.
• Information then sent out to contacts of confirmed list of pupils.
• Monitoring payments.
• Final payments confirmed with reminder to those still outstanding.
• Pupils will only travel if full payment has been received.
• Deposits are non-refundable.
2f. Working with External Agencies
Using
a tour operator
Before using a tour operator group, leaders should ensure it is reputable. Ascertaining this should form part of the risk assessment. The Civil Aviation Authority licenses travel organisers and tour operators selling air seats or packages with an air transport element (Air Travel Organisers Licence or ATOL). The licence is a legal requirement and provides security against a licence holder going out of business.
A travel agent does not need to be an ATOL holder if acting only as an agent of an ATOL holder. But if so the Group leader (GL) must check whether or not the whole package being supplied is covered by the ATOL. If it is not, the organiser must show evidence of other forms of security to provide for the refund of advance payments and the costs of repatriation in the event of insolvency.
2g. Exchange Visits
Exchange
visits
The success of an exchange visit largely depends on good relationships and communications with the partner school. Individual school exchanges differ from other visits abroad in that pupils will spend most of their time with host families and are, therefore, not always under the direct supervision of school staff. Host families will not be subject to English law.
Pupils must be aware of the ground rules agreed between the GL and the host family. Many of the considerations which apply to residential and day trips also apply here. In addition, the following should be ensured by the GL:
• a good personal knowledge of the host school and counterpart;
• satisfactory ‘pairing’ arrangements. The partner school should tell the host families of any special, medical, or dietary needs of their guests, age, and gender;
• parents, pupils, and the host school should be clear about the arrangements for collecting and distribution of pupils to families, and for transporting pupils throughout the visit;
• the VP [Staff and School Development] should retain a list of all the children involved and their family names and addresses;
• parents should be made aware that their children living with host families will not always be under direct teacher-supervision.
Vetting of host families
Exchange or home stay visits can be arranged through agencies, in which the agency should have some responsibility for vetting the host families. GL making their own arrangements need to be clear about procedures in the relevant country for vetting the suitability of host families including criminal background checks insofar as these are available.
If the host school or the PSNI does not have appropriate measures in place for conducting checks to ensure the health, safety and welfare of exchange or home stay pupils, the Group leader (GL) should seek further assurances and/or reconsider whether the visit should take place. The VP [Staff and School Development] should be consulted throughout this process.
3a. General Guidance on Delegation of Duties
Primary responsibility for the safe conduct of the visit rests with the GL. They have sole responsibility for amending the itinerary in the event of unforeseen circumstance (weather etc.). They will liaise with the school in the event of difficulties and always act within the interests of the safety of the pupils in their care. They may delegate part or all of the responsibility for the following to one or more of the accompanying staff:
• Carrying out a head count on getting on and off each form of transport, entering or leaving a museum, restaurant, activity centre, hotel etc.
• Checking that all pupils wear their seat belts.
• Checking the fire exits and escape routes at each hotel or hostel Ensuring that every pupil walks through the emergency escape route at each hotel.
• Ensuring that sleeping accommodation is suitable and located together (preferably not on the ground floor).
• Setting times for pupils to be in their rooms at night. Conducting checks (using the other staff).
• Rooms checked at night until all pupils are settled for a reasonable period of time.
• Setting agreed times and locations for checking pupils when they work or are allowed out unsupervised in small groups.
• Pupils must be aware that any issues with keys / key card(s) must be reported to GL/AGL who will then liaise with reception. Pupils must not try and access rooms from any other part of the building.
• Enforcing expected standards of behaviour.
• Mobile phones are permitted on school trips but the use of mobile phones should not disrupt the pupils’ educational experience. Staff may consider limiting mobile phone use at selected times [mealtimes]. The use of mobile phones should adhere to Safeguarding procedures in terms of taking and sharing of images and posting on social media.
• Recording all accidents and incidents.
The above list is not exhaustive. Anything else which is discussed and agreed with the VP [Staff and School Development] can be delegated to another member of staff on the trip.
3b. Illness or Minor Accidents
If a pupil has a minor accident or becomes ill, the GL, or another member of staff, will take him/her to the local hospital or clinic If the trip is outside the UK, he/she will notify the insurers on their helpline to arrange (where possible) for the medical bill to be sent directly to the insurance company for settlement. If the accident is more serious (such as a broken leg when skiing), the school’s medical insurers may arrange for the pupil, accompanied by a member of staff to be repatriated to the UK. The GL will phone the pupil’s parents if their child has suffered an accident or injury that is serious enough to require medical treatment – as opposed to minor cuts and bruises. Any serious injuries should be reported at the first possible opportunity to the VP [Staff and School Development].
3c. Emergency Procedures
In the event of a serious accident resulting in the death or injury of one or more of the pupils and staff, the GL’s first priority is to summon the emergency services and to arrange for medical attention for the injured party. One of the accompanying members of staff should accompany the injured pupil(s) to hospital.
After ensuring that the rest of the group are safe and looked after, the GL will:
1. inform the Principal or on-call member of the SLT.
2. where the full facts have not yet emerged, they should say so and ensure that follow-up communications with the Principal are maintained.
3. agree next steps with the Principal or on-call member of SLT.
4. arrange for the school’s insurers to be contacted as quickly as possible, together with the British Consul, if the accident happened overseas
5. a full record should be kept of the incident, the injuries and of the actions taken.
6. where appropriate, follow the School Critical Incident Policy.
7. where possible, communication with the media should be left to the Principal.
3d. Remote Supervision
The aim of visits for older pupils may be to encourage independence and investigative skills, and some of the time on visits such as trips abroad and fieldwork may be unsupervised. The GL should establish during the planning stage of the visit whether the pupils are competent in remote supervision and should ensure parents have agreed this part of the visit through the Code of Conduct. The GL remains responsible for pupils even when not in direct contact with them.
During any time that remote supervision takes place the GL must ensure that pupils are aware of the ground rules and are adequately equipped to be on their own in a group. The size of each group should also be considered. As a minimum, pupils should have the following:
• telephone numbers and emergency contacts if lost.
• access to payment methods
• a knowledge of out of bounds areas or activities
• clearly identified meeting point
It is important that pupils are told not to go off on their own, are given clear instructions about permitted remote supervised activities and understand and accept the ground rules.
3e. Transport
The level of supervision necessary should be considered as part of the risk assessment for the journey. The GL is responsible for the party at all times including maintaining good discipline.
The driver should not normally be responsible for supervision. Driver supervision may be sufficient if a small number of older children are being taken on a short journey. The GL should also be aware of alternative routes or means of travel in the event of delay or cancellation.
Factors that the GL should consider when planning supervision on transport include:
• level of supervision that will be necessary on double decker buses/coaches - one supervisor on each deck should be appropriate in normal circumstances.
• safety when crossing roads as part of the journey - the GL should ensure that pupils know how to observe the safety rules set out in the Highway Code and the Green Cross Code. Pedestrian crossings and traffic lights or footbridges should be used to cross roads, whenever possible
• safety on buses, trains, ferries and - the GL should make clear to pupils how much or little freedom they have to ‘roam.’ Misbehaviour is a main cause of accidents to children on such means of transport. Appropriate supervision and discipline should be maintained at all times. Pupils should also be made aware of what to do in an emergency and where emergency procedures are displayed.
• booking transport - the GL should arrange for seats to be reserved well in advance to ensure that the party can travel together.
• safety of pupils whilst waiting at pick-up and drop-off points and when getting on or off transport, particularly when using UK vehicles abroad. Pupils should be made aware of safety rules and expected standards of behaviour.
• safety while on stops or rests during the journey – GL should plan with the driver sufficient stops as suitable areas to ensure the safety of all group members including the driver. Drivers of buses and coaches must comply with legislation covering maximum periods of driving and minimum rest periods.
• head counts, by the GL or another delegated teacher or supervisor, should always be carried out when the group is getting off or onto transport.
• consider whether a visible and easily recognisable article of clothing should be worn in common by pupils.
• group members should be made aware that travel sickness tablets should only be administered to a pupil with previous authorisation from the parents.
Hiring coaches and buses
The GL is responsible for ensuring that coaches and buses are hired from a reputable company. Professional operators of buses and coaches are legally required to be licensed. Schools using operators to transport pupils should ensure that the operators have the appropriate public service vehicle (PSV) operators’ licence. When booking transport, the GL should ensure that seat belts are available for pupils.
Private cars
Staff should not use their own cars to transport students from a legal and safeguarding perspective.
4. Returning to School
4a. Returning to School
Upon return to school, the GL should ensure;
• Estates Manager is informed of any return to school time outside normal school hours.
• The Vice Principal [Staff and School Development] is informed of the safe return of the group.
• Pupils are released to parents/carers.
4b. Managing a Delayed Return to School
If the return from a visit is delayed, the GL will phone the school office, or the VP [Staff and School Development] (out of school hours), who will inform the site staff. The GL should ask students to inform parents and where this is not possible for some students, should do so on their behalf using the school mobile.
5. General
5a. Data Security
A range of information is required for the purpose of organising and reviewing an educational visit. This information is covered by the provisions of the Data Protection Act, 1998. Amendments may be required to satisfy the general data protection regulations 2018 (GDPR). A signature on such a form is deemed to be an authorisation to allow the school to process and retain the information for the purpose(s) stated. Once the trip is completed, any records held for students and/or their parents/carers/guardians should be destroyed. This must be done via shredding. For ease, you can pass all paper documentation to the VP [Staff and School Development] who will dispose of this paperwork for you.
5b. First-Aid Kits
First-Aid kits should contain sufficient suitable First-Aid material appropriate to the visit environment.
5c. Documentation
MCB Proposal [Day/Residential]
MCB Consent [MS Forms – Day/Residential]
MCB GL Checklist [Day/Residential]
MCB Code of Conduct [Day/Residential]
MCB Risk Assessment [Day/Residential]
MCB Accident Report Form [Pupil]
MCB Incident Report Form
MCB Post-Trip Review [Day/Residential]
5d. Supervision Guidelines
Parents/Volunteers
Where there is more than one teacher/supervisor a group leader should be appointed who has authority over the whole group If more than one school is involved, an overall group leader should be identified, usually the person with the most experience in leading such visits.
Where a high adult: pupil ratio is required, it is not always feasible to use school staff alone. Parents/volunteers may be used to supplement the supervision ratio They should be carefully selected and ideally, they should be well known to the school and the pupil group Anyone who has not had a criminal conviction check should never be left in sole charge of pupils.
Vetting suitability
The group leader needs to be clear about procedures for vetting volunteers who wish to be supervisors or drivers, for residential visits The suitability of potential supervisors should be assessed by the group leader and the head teacher at an early stage of the planning process. Where there is any doubt about suitability further investigations should be made and if any doubt remains the adult should not be allowed to help supervise the visit Similar considerations should be made for adults who have no supervisory role but who wish to take part in the visit.
For the protection of both adults and pupils, all adult supervisors should ensure that they are not alone with a pupil wherever possible.
Supervisors’ responsibilities
All adult supervisors, including teachers and parent/volunteer helpers, must, understand their roles and responsibilities at all times. It may be helpful to put this in writing. In particular, all supervisors should be aware of any pupils who may require closer supervision, such as those with special needs or those likely to cause trouble Teachers retain responsibility for the group at all times.
Head counts
Whatever the length and nature of the visit, regular head counting of pupils should take place, particularly before leaving any venue. All supervisors should carry a list of all pupils and adults involved in the visit at all times The group leader should establish rendezvous points and tell pupils what to do if they become separated from the group.
Participation
Pupils whose behaviour is such that the group leader is concerned for their safety, or for that of others, should be withdrawn from the activity On residential visits the group leader should consider whether such pupils should be sent home early Parents and pupils should be told in advance of the visit about the procedures for dealing with misbehaviour, how a pupil will be returned home safely and who will meet the cost. Parents of pupils who have outstanding fees will be informed by the Senior Teacher responsible for Finance that their child’s place on the trip may be forfeited if payment of outstanding fees is not forwarded by an agreed date.
Information to Pupils
For residential visits, all group members should carry the address and telephone number of the GL and accommodation in case an individual becomes separated This applies to exchange visits when pupils will also need to know about any ground rules agreed between the group leader and host family.
Pupils with special educational and medical needs
Every effort should be made to include pupils with special educational or medical needs in school visits, whilst maintaining the safety of everyone in the group Special attention should be given to appropriate supervision ratios and additional safety measures may need to be addressed at the planning stage.
Pupils with medical needs
Additional safety measures to those already in place in the school may be necessary to support pupils with medical needs during visits Arrangements for taking medication and ensuring sufficient supplies for residential visits may be required.
Medical consent
This should form part of the parental consent form. Parents should be asked to agree to the pupil’s receiving emergency treatment, including anaesthetic or blood transfusion, as considered necessary by the medical authorities If parents do not agree to this, the Principal may decide to withdraw the child from the visit - given the additional responsibility this would entail for the group leader.
Doctors can be expected to carry out necessary emergency treatment without parental consent but it is possible that a surgeon in another country might be reluctant to operate on a pupil unless assured that the group leader had parental authorisation to agree to such treatment.
Licences and permits
Drivers of a vehicle must ensure that they have the correct entitlement on their licence.
The school minibus driver must:
• not drive when taking medication or undergoing treatment that might affect their ability or judgement;
• know what to do in an emergency;
• know how to use firefighting and first-aid equipment;
• avoid driving for extended periods and ensure that rests are taken when needed; clarify and comply with transport regulations and the requirements of the vehicle’s insurance cover;
• take into consideration the effects of teaching and the working day.
General Insurance
The group leader must ensure, well before the group departs, that adequate insurance arrangements are in place.
Insurance cover for visits
Insurance policies are legal documents They will impose conditions, limit the cover, and exclude certain people or activities Insurance companies/travel firms can advise on particular types of insurance. However, the following are examples of cover which may be appropriate to many types of school visits:
• employer’s liability;
• public liability;
• personal accident cover for teachers, other adults, and pupils;
• costs of medical treatment;
• specialised risk activities (often excluded from standard policies) and the costs of evacuation for medical reasons when abroad;
• damage to or loss of hired equipment (check the wording of the hire agreement);
• programmed and non-programmed activities;
• transport and accommodation expenses in case of emergency;
• compensation against cancellation or delay;
• compensation for loss of baggage and personal effects including money;
• legal assistance in the recovery of claims; and
• failure or bankruptcy of the centre or travel company.
Additional arrangements may be necessary to obtain insurance cover for activities abroad and activities of a potentially hazardous nature The group leader should scrutinise carefully the list of exclusions in the policy If there is any doubt about the cover the insurer should be asked for clarification.
The group leader should ascertain the details of the insurance held by the tour operator.
Additional cover may be necessary for participants with medical conditions. The group leader should check this with the insurance company before departure.
Cancellations
Some parents may cancel their child’s place in the visit. The group leader should forward any cancellations to the insurer/operator as soon as possible, in writing, if a replacement is not available. Delay in notification may incur cancellation charges.
Transport
When hiring coaches etc the group leader should check that the company used has appropriate insurance.
Use of school/private vehicles: the group leader should check that the insurance policy for the school minibus is appropriate to the journey. Taking the school minibus abroad may require extra insurance. The group leader should check that the teacher driving the school minibus abroad is appropriately insured and that their driving licence is valid for the countries to be visited or passed through en route. Teachers, other adults, or pupils using their own cars to carry pupils on school visits should ensure that their vehicle is properly licensed and that the insurance covers its use on school business.
Remote supervision during adventurous activities
Some adventurous activities - such as those under the Duke of Edinburgh Awards - require pupils to work in small groups without direct supervision. Particular attention needs to be given to the information provided to pupils before supervision can be withdrawn. The training given to pupils must be sound and thorough and should be assessed separately. The instructor should have the appropriate qualifications or experience to provide training in the activity. The group leader should be satisfied that the pupils have acquired the necessary skills and have the necessary experience, confidence, physical ability, and judgement to be left without direct supervision.
The withdrawal of direct supervision should be a gradual four stage process:
• accompanying the group;
• shadowing the group;
• checking regularly at agreed locations;
• checking occasionally at agreed locations.
Pupils should be familiar with all equipment used or taken without direct supervision and, in addition to training, an initial element of adult supervision in the use of equipment may be required. The condition and suitability of any equipment, particularly safety equipment, taken or used during these activities should be assessed separately.
Coastal visits
Group leaders and other teachers should be aware that many of the incidents affecting pupils have occurred by or in the sea. The group leader should bear the following points in mind when assessing the risks of a coastal activity:
• tides, rip tides and sandbanks are potential hazards; timings and exit routes should be checked;
• ensure group members are aware of warning signs and flags;
• establish a base on the beach to which members of the group may return if separated;
• look out for hazards such as glass, barbed wire, and sewage outflows etc;
• some of a group’s time on a beach may be recreational. Group leaders should consider which areas of the terrain and sea are out of bounds;
• cliff tops can be highly dangerous for school groups even during daylight. The group should keep to the path at all times. Group leaders should consider whether it is safe or legal for pupils to ride mountain bikes on coastal paths.
• the local coastguard, harbour master, lifeguard or tourist information office can provide information and advice on the nature and location of hazards.
Emergency Procedures
Teachers in charge of pupils during a visit have a duty of care to make sure that the pupils are safe and healthy They also have a common law duty to act as a reasonably prudent parent would. Teachers should not hesitate to act in an emergency and to take life-saving action in an extreme situation. Emergency procedures are an essential part of planning a school visit.
If an accident happens, the priorities are to:
• assess the situation;
• safeguard the uninjured members of the group;
• attend to the casualty;
• inform the emergency services and everyone who needs to know of the incident.
Who will take charge in an emergency?
The group leader would usually take charge in an emergency and would need to ensure that emergency procedures are in place and that back up cover is arranged. The group leader should liaise with the representative of the tour operator if one is being used.
Pre-arranged school home contact. The school contact’s main responsibility is to link the group with the school, the parents and to provide assistance as necessary The named person should have all the necessary information about the visit.
Emergency procedures framework. All those involved in the school trip, including supervisors, pupils, and their parents, should be informed of who will take charge in an emergency, the named back up cover and what they are expected to do in an emergency.
Emergency procedures framework during the visit
If an emergency occurs on a school visit the main factors to consider include:
• establish the nature and extent of the emergency as quickly as possible;
• ensure that all the group are safe and looked after;
• establish the names of any casualties and get immediate medical attention for them;
• ensure that all group members who need to know are aware of the incident and that all group members are following the emergency procedures;
• ensure that a teacher accompanies casualties to hospital and that the rest of the group are adequately supervised at all times and kept together;
• notify the police if necessary;
• notify the British Embassy/Consulate if an emergency occurs abroad;
• inform the school contact. The school contact number should be accessible at all times during the visit;
• details of the incident to pass on to the school should include nature, date, and time of incident; location of incident; names of casualties and details of their injuries; names of others involved so that parents can be reassured; action taken so far; action yet to be taken (and by whom);
• notify insurers, especially if medical assistance is required (this may be done by the school contact);
• notify the provider/tour operator (this may be done by the school contact);
• ascertain telephone numbers for future calls Mobile phones, though useful, are subject to technical difficulties, and should not replace usual communication procedures;
• write down accurately and as soon as possible all relevant facts and witness details and preserve any vital evidence;
• keep a written account of all events, times, and contacts after the incident;
• complete an accident report form as soon as possible;
• no-one in the group should speak to the media. Names of those involved in the incident should not be given to the media as this could cause distress to their families. Media enquiries should be referred to a designated media contact.
• no-one in the group should discuss legal liability with other parties.
Emergency procedures framework for school base
Prior to the visit, the name and school and home telephone numbers of a school contact should be identified. It is advisable to arrange a second school contact as a reserve. Principal and GL should bear in mind that the contact lines may become busy in the event of an incident and that alternative numbers to ring would be useful.
The main factors for the school contact to consider include:
• ensuring that the group leader is in control of the emergency and establishing if any assistance is required from the school base;
• contacting parents. Details of parents’ contact numbers need to be available at all times while the group is on the visit. The school contact should act as a link between the group and parents. Parents should be kept as well informed as possible at all stages of the emergency;
• liaison with media contact If a serious incident occurs, the school contact should liaise with the designated media contact as soon as possible;
• the reporting of the incident using appropriate forms, if necessary.
Media contact
The media contact should liaise with the school contact, the group leader and, where appropriate, the emergency services. In the event of an emergency all media enquiries should be referred to the media contact. The name of any casualty should not be given to the media.
After a serious incident
It is not always possible to assess whether group members not injured or directly involved in the incident have been traumatised or whether other pupils or staff in the school have been affected. In some cases, reactions do not surface immediately
Pupil fatality
Should death occur whilst on a school trip the following procedures are suggested.
1. Designated teacher is to take control.
2. Pupils should not be left alone.
3. Principal must be informed as soon as possible.
4. News travels fast - pupils should not be allowed to contact home until the Principal has been informed and given the opportunity to speak to the parent(s) of the pupil(s) concerned.
5. Arrangements should be made to allow pupils to phone home - telephone tree possible once the Principal has spoken to the parents of the deceased.
6. The party should return home as soon as possible.
7. Pupils to be kept informed about what is happening.
8. The school party should avoid contact with the media. Pupils must clearly understand that they are not to speak to reporters etc.
Pupil illness
In the event of a pupil becoming ill and unable to take part in the activities associated with the trip the following is suggested:
1. Principal informed immediately.
2. News travels fast - pupils must not phone home until the Principal has spoken to the parent(s) of the pupil(s) concerned.
3. The Principal shall liaise with the parent(s) and decide the course of action to be followed regarding the specific pupil(s) continuation or otherwise in the visit.
4. Whether or not the trip should continue will depend on several factors including:
i. nature of illness
ii. pupil staff ratios - supervision important
iii. length of visit remaining.
5. The ultimate decision regarding the continuation of the visit rests with the Principal.
Staff fatality/illness
Should the situation arise where a teacher dies on a school trip then the fatality procedure mentioned above is followed.
In the event of staff illness with the result that a teacher is unable to take an active part in the visit the following is suggested:
1. Principal to be informed at once.
2. Pupils should be kept up to date on events.
3. Whether or not the trip continues will depend on several factors including:
i) the nature of the illness
ii) pupil staff ratios
iii) the activity associated with the school trip - supervision important iv) the possibility of an additional member of staff joining the group
v) length of the visit remaining.
4. The ultimate decision regarding the continuation of the visit rests with the Principal.
