SCHOOL OUTINGS, ADVENTUROUS OUTINGS ......Worldwide travel insurance is paid for by the School. A copy of the annual policy is available from the School Manager. There are exclusions

SCHOOL OUTINGS, ADVENTUROUS OUTINGS, RESIDENTIAL TRIPS AND SPORTING EVENTS POLICY

This policy applies to the Senior School and is published to parents.

1. Definitions

1. An ‘Outing’ is a day Trip which does not involve adventurous or hazardous activities, e.g. theatre trips, conferences, etc. Holiday School activities are included in this category.

2. An ‘Adventurous Outing’ is a day Trip which involves any type of hazardous activity such as field work, all outdoor pursuit activities, Wet‘n’Wild, Xscape, Hadrian’s Wall, 1st & 2nd Year Independent Learning Trips etc. Holiday school activities are also included in this category.

3. School ‘Residential Trips’ are school journeys and activities, including sports fixtures which involve an overnight stay.

4. A ‘Sporting Event’ is a sporting event / lesson when a journey is involved, which takes place either at Green Lane or Aislaby, or at another site and may or may not involve an opposing team. It does not include any sporting event / lesson where a journey is not involved.

In this policy, the term “Trip” is used to encompass all four of these types of event or outing.

5. Generic Consent Forms refer to consent obtained from parents for their son / daughter to attend core trips and outings (See Appendix I and separate Forms Pack information for “one-off consent on enrolment). Adventurous outings or trips involving an overnight stay or additional costs will require the completion of an additional Consent Form by parents. Under GDPR, parents are advised that they can withdraw consent at any time but that would then have implications for their child’s continued involvement with the trip.

2. Legal Implications The legal implications are well known but are worthy of clear statement:

● The Leader in charge of the trip is “in loco parentis”;

● The Headmaster and Senior Management Team (SMT) have a responsibility for ensuring appropriate leadership, proper planning and organisation;

● All staff have a duty under the Health and Safety at Work Act 1974 to take reasonable care of their own and others safety; to co-operate with their employers over safety matters; to carry out activities in accordance with training and instructions; and to inform the employer of any serious risks;

● Any providers that offer an activity involving caving, climbing, trekking, skiing or water sports must hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

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Role of the Governors and SMT : Under the Health and Safety Policy, Governors are responsible for the ensuring, so far as is reasonably practicable, the health, safety and welfare of all its employees and pupils. Within the general policy and in the discharge of its duty, The Board of Governors, in consultation with the Headmaster, will :-

a) ensure that there is an effective and enforceable policy for the provision of health and safety on school

trips; and

b) periodically assess the effectiveness of this policy and make any necessary changes.

The Governors’ Compliance Committee will assess the policy regularly. The Main Board will receive details of forthcoming trips before they are committed to the calendar and will have the opportunity to reject/request further details of any trips they deem unsuitable due to choice of destination, duration, pupils’ ages or, timing. The Main Board delegates the approval of all paperwork for school trips to the Headmaster and Senior Management Team.

The Headmaster delegates responsibility for the day-to-day management all trips to the :

● Educational Visits Co-ordinator (EVC)* for the overview of all Trips who will liaise closely with the : ● Deputy Headmaster for all Senior School Trips ● Head of the Preparatory School for all Preparatory School Trips (see Prep School Policy).

Whilst there is now no requirement to have an EVC, Yarm School sees this as a role that is still essential to the effective, safe planning and delivery of the range of activities that fall under the definitions of this policy.

3. The Need for Guidelines and Regulations This policy has regard to DfE Advice on Legal Duties and Powers for LEAs, Headteachers, Staff and Governing Bodies, HSE School Trips and Outdoor Learning Activities(2011), OEAPEG Guidance and ISI Requirements for Educational Visits (2012), which supersedes the DCSF “Health and Safety of Pupils on Educational Visits” Guidance published by the DfEE in 1998. Also, KCSIE (September, 2018) and the Data Protection Act (2018) and GDPR. Within the School, regulations clearly define the behaviour required of pupils. It is the responsibility of the School to see that on Trips, when pupils are away from the controlled environment of the School, great care and control are exercised. If an accident should happen, a Court may enquire whether negligence can be proven. It is, therefore, essential that these guidelines be adhered to. Separate procedures apply for Outings (Section 7), Adventurous Outings (Section 8) and Residential Trips (Section 9). Guidance on application of these procedures to Sporting Events is also provided (Section 10).

If in any doubt at all, consult the Educational Visits Coordinator / Deputy Headmaster, as appropriate.

The Leader is expected to create a File for each Outing, Adventurous Outing and Residential Trip. This should provide a valuable reference for the Leader and helpers. It can be passed on to future Leaders and copies of relevant pages should be provided for all staff accompanying the trip. Sample ‘contents’ lists for the Files are attached (Appendices K, L & M). The File prepared by the Leader will need to contain all the internal forms and details set out in the policy (see Appendices K, L & M). This File should be populated with two copies of all necessary supporting documentation, as required under the following guidance for each type of Trip, including the completed Risk Assessments. It should be returned to the EVC by the specified deadline. Once authorised and approved, the File containing one set of paperwork will be returned to the Leader for use on the Trip, the other set will be retained in School and filed for the requisite length of time (DPA = 6 years).

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4. Approved Leaders Leaders should be qualified and experienced in relation to the Trip they intend to lead. A list of the Leaders within the School, appropriate for each Trip, will be held by the EVC. All members of staff wishing to gain relevant experience to become a Leader must accompany appropriate trips and obtain the qualifications (if required) for the adventurous activities before being able to lead an adventurous trip whether in the UK or abroad.

5. Approved Providers This covers companies and organisations which provide either travel arrangements (such as NST), entire trips (such as Far Frontiers), venues (such as Outward Bound) and transport (such as Coatham Coaches). The EVC will hold a list of providers who are pre-approved for Trips and the Leader will have to provide appropriate justification to the EVC if a new provider is to be used. Only approved providers can be used. All Leaders MUST report to the EVC at the completion of a Trip if the provider fell short in any way of the standard expected, and in any event the Leader MUST complete a Return from Trip Form (Appendix S) for submission to the EVC for all adventurous, residential and overseas trips within 7 days of the Trip returning. The approved providers will have to provide their risk assessments, industry standard awards, references, public and, if appropriate, products liability insurance and confirmation of staff vetting procedures and qualifications. They will remain on the approved list only for as long as they continue to adhere to the standards set by the School which will have been communicated to them in writing by the EVC. Their paperwork will have to be continually updated and they may be subject to spot checks. Any Leader wishing to include a provider on the approved list should discuss the requirements with the EVC. The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

6. Adults accompanying trips If the Leader wishes to take an adult who is not a member of staff, this must be discussed well in advance with the Deputy Headmaster and before the adult concerned is asked. The adult in question may be a parent who wishes to accompany a trip or you may wish to engage the services of an external tutor such as an Outdoor Education Instructor. In these circumstances it is very likely that full vetting checks will need to be carried out on these adults. Instructors who are engaged regularly by the school are encouraged to subscribe to the DBS updates service. Do not include them in the ratio of adults:children. Volunteers, such as parents, may accompany an Outing on one occasion without the need for any formal checks, provided they do not have any unsupervised contact with the pupils. If the adult is intending to volunteer regularly or there could be unsupervised contact with the pupils during the Outing or the trip involves an overnight stay, you MUST contact the School Manager at least 8 weeks in advance of the trip to allow sufficient time for the vetting checks to be completed. The School Manager will inform you whether or not the checks are completed and satisfactory. If the adult does not undertake the check or the results of the checks are unsatisfactory, the adult MUST NOT accompany the trip.

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7. Insurance Worldwide travel insurance is paid for by the School. A copy of the annual policy is available from the School Manager. There are exclusions. Some hazardous activities (eg white water rafting) may be insured for an additional premium and will need to be identified to the School Manager. She will check with the insurers whether they will insure the activity and, if so, will provide the premium details to the Leader– see 9(f). Loss of, or accidental damage to personal possessions which are taken on school trips is not covered by the school insurance. The school’s position is that domestic insurance policies should be used to cover this scenario. If thefts occur, whether at home or abroad, report must be made to the local police and confirmation obtained that this has been done by means of a Crime Number. Claimants should be aware that, even in this scenario, the school policy is not ‘all risks’ and there is a single item and an overall limit to any claims made. There is a ‘de minimis’ threshold for processing claims, depending on the value of the item being claimed. The school reserves the right to refuse to process a claim, where the value of the item is such that, having deducted the excess, it does not make operational sense to proceed (i.e. the sum of money to be reimbursed would be less than the administrative cost to the school of processing the claim). The School’s insurance may cover existing medical conditions (of pupils and staff) but only if the person is not travelling against medical advice; and a further medical assessment may be required before travelling – always check with the School Manager concerning individual cases. In the event that person needed to claim on the insurance for a medical problem whilst on the Trip, the insurers would require proof that the person had not been travelling against medical advice. The proof would be a note from the person’s GP/Consultant dated just before Departure that they are fit to travel on this particular Trip (including participation in any physical activities). In the event that a reoccurrence of the medical problem, or a new medical problem arises after the letter and prior to Departure, the person will need to obtain a new letter from their GP/Consultant. Without any such letter the person travelling may be required to pay for their own medical treatment and repatriation, the costs of family travelling to be with them and the costs of additional staff required to deal with the emergency, which could run into tens of thousands of pounds. This needs to be made clear to parents, and staff also need to be aware that the School will not reimburse them such costs. The School’s insurance does not cover the cost of continuing any medication or treatment already in progress. Pupils and staff undergoing medication or treatment at the time of Departure would need to ensure they had sufficient supplies with them (a translation of their treatment and medication may be useful if travelling to a country where English is not widely spoken). The First Aid trained staff MUST be made aware of any medical conditions and medication of pupils or staff. For more information on insurance for overseas residential trips, see paragraph 10(f). The following pages detail the policy and guidance for the different categories of Trip:

Outings Pages 5 to 7 Sporting Events Page 18 Adventurous Outings Pages 8 to 11 Appendices Page 29 Residential Trips Pages 12 to 19

8. OUTINGS 8(a) Planning Details of a request to organise a proposed Outing should be submitted to the EVC who will then forward the form to the Deputy Headmaster for his approval. This request needs to be submitted and approved during the previous term, when the calendar for the term of the proposed Outing is being prepared, or earlier. This should be done by completing and submitting the Outing Request Form (Appendix A). Once the Outing is approved in principle the form will be signed and sent to the school office to be included in the calendar. The form will then be returned to the Trip Leader.

This form should be submitted giving the following information:

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i purpose/objective of the Outing; ii destination(s); iii date; iv proposed times of departure and return; v mode of travel; vi costs, including cost per pupil if parents are to be charged; vii likely size of party; viii names of Leader and other accompanying members of staff. If the Leader wishes to take an adult that is

not a member of staff, this must be discussed well in advance with the Deputy Headmaster and before

the adult concerned is asked. Do not include them in the ratio of adults:children. If the checks are not

completed satisfactorily, they MUST NOT accompany the trip. See Section 6

ix details of any ‘free time’ during which the Leader intends to permit Senior School pupils the right to roam unsupervised (see Appendix N);

x any special hazards or risks which will require assessment. xi details of the venue.

If the proposal for the Outing emerges after the term calendar has been produced, it is still essential to obtain the prior permission of the Deputy Headmaster and the EVC using the above procedure. Once the Outing has been approved in principle, the Leader should continue planning and preparation using the Outing Checklist. The Trip Leader should be satisfied (where appropriate) that any venue has current and sufficient Public Liability Insurance. Guidance is set out below for completing the Outing Checklist which must be returned to the EVC for approval (with the completed risk assessment – see below) well in advance of the Outing and at least one week before the departure date. The EVC, once he has approved the Checklist, will pass the form to the Deputy Headmaster for his approval. The Checklist will then be returned to the Leader. 8(b) Preparation - Outings Where practicable, staff should have prior experience of the type of Outing to be arranged and where possible should undertake a preliminary visit. If the Leader does not have prior experience of the type of Outing to be undertaken they should consult the EVC, who may propose they speak to other members of staff familiar with such Outings. The provider/venue (other than hotels/B&Bs/Hostels) will have to provide, to be attached to the Checklist (using the standard form at Appendix E) confirmation of the following

● They have up to date risk assessments for the activities; ● That all their staff who will come into contact with the pupils have been properly vetted in line with

DfE guidance and have at least undergone Enhanced DBS checks (with a Barred List check), the results of which are clear;

● Their up to date Public Liability Insurance Certificate which must be for at least £2m. ● That they have amongst their members of staff, First Aid trained staff with up to date First Aid

Certificates and that they will be available on the day of the Trip. ● If the venue will be providing instruction to the pupils, that the staff involved have the appropriate,

up to date, relevant qualifications. 8(c) Risk Assessments The Leader is responsible for undertaking all risk assessments for each Outing. The nature of the risks will vary considerably according to the details of the Outing.

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Risk assessments must then be conducted and submitted to the EVC for approval with the Checklist (see 7(a) above) well in advance of the Outing and at least one week before the departure date. The EVC will discuss with the Leader any issues arising from the Risk Assessment which must be satisfied before the Risk Assessment is approved. The EVC, once he has approved the Risk Assessment will then pass the form to the Deputy Headmaster for his approval. The Risk Assessment will then be returned to the Leader. If the Risk Assessment is not approved the Outing cannot proceed. The template for Risk Assessments is attached as Appendix T. Guidance and sample Risk Assessments are available from the EVC, including generic risk assessments. Also, check whether the proposed venue has risk assessments available that you could use. Where service providers are used (Outward Bound, National Trust, Military Units etc) they will have their own Risk Assessments which Trip Leaders should familiarise themselves with but do not need to be submitted with other paperwork. N.B. Some trips carry ‘no significant risk’ and this should be acknowledged providing that the ‘caring parent’ test is applied. 8(d) Leadership and Staff Ratios - Outings The party MUST be in the charge of a member of school staff. There should normally be at least two adults. At least 50% of the minimum number of adults required to accompany the visit (see ratios below) should be staff. Before they can accompany the trip, details of any non-existing staff helpers must be provided to the School Manager to carry out the mandatory checks through the Disclosure and Barring Service and the taking up of references. These adults should be informed by the Leader that they will be required to undertake an Enhanced Level DBS check and provide details of at least two referees. Their details must be passed to the School Manager at least eight weeks in advance of the Outing. The Leader should plan the ratios such that the requirement for these adults to accompany the Trip is not essential as the checks do take some time to complete and may not be ready in time. The School Manager will confirm to the Leader when the checks have been satisfactorily completed. If the results of the checks are incomplete or unsatisfactory, the adult will not be able to accompany the Trip. The roles and responsibilities of all other staff and non-teaching adults accompanying the Outing must be made clear to them. If there are any girls amongst the group then it is desirable, but not essential, for a female member of staff to accompany the group. If in doubt, this should be discussed with the EVC. The minimum ratio of adults to pupils must be as follows: Early School 1 : 8 (1 : 6 for some activities) Preparatory School 1 : 12 (1 : 10 for some activities) Senior School 1 : 20 8(e) Information to Parents and Parental Consent Forms - Outings A general consent form has been prepared so that a separate letter with permission slip is not required for trips and visits which are undertaken during normal school hours. This is signed by parents prior to the start of each academic year. A letter is still required to inform parents of the details of the excursion. Unless covered by the general consent form as outlined above, a letter must be sent to parents giving them all the information listed in 7a) above and also specifying the place of departure and return and the conditions of booking if there is a cost to the parent. A reply slip which confirms that the parent is in receipt of this information and gives permission for their son/daughter to participate on the Outing, particularly if a payment is required should be collected. A sample Parental Information Letter is attached in Appendix H. 8(f) Two Weeks Before Departure The First Aid bag should be ordered from the H&FA Co-ordinator. These First Aid bags should be carried at all times.

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8(g) One Week Before Departure By this stage the Outing Checklist (Appendix B) and Risk Assessment, should already have been submitted to, and approved by, the EVC and Deputy Headmaster. Travel arrangements should be confirmed. The School Manager should be consulted regarding the completion of the DBS checks and references for any adults that are not members of staff accompanying the Outing. Adults who may have unsupervised access to pupils during the Outing will NOT be able to accompany the Outing if these checks have not been completed satisfactorily. The Leader must ensure they have an approved Outing Check List and Risk Assessment and discuss with the EVC if this approval is still awaited. 8(h) 48 Hours before Departure The Confirmation of Details of an Approved Trip Form (Appendix G) must be completed with a copy given to the School Office Manager who will distribute to the following as appropriate:

● Headmaster ● Deputy Headmaster ● Head of Department ● Educational Visits Co-ordinator (JJL) ● S E N C O (SS) ● Staff Room Notice Board ● The Emergency Contact at School

8(i) Emergency Procedures As in School Residential Trips – see section 10.

9. ADVENTUROUS OUTINGS 9(a) Planning All new adventurous activities require approval of the SMT in advance of any further preparation for the outing. The Board of Governors are informed of proposals at a Board Meeting. The Deputy Headmaster will liaise with the EVC and seek the approval of the SMT as necessary. If the outing is approved, the Deputy Headmaster and EVC will sign the Adventurous Outing Request form and return it to the member of staff in charge. Any providers that offer an activity involving caving, climbing, trekking, skiing or water sports must hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales). Details of a request to organise a proposed Adventurous Outing should be submitted to the Deputy Headmaster using the Adventurous Outing Request Form (Appendix B). This should be done as soon as possible and certainly before the calendar card for the term affected is being prepared. He will then organise the approval of the SMT and forward the form to the EVC for his approval. If the Trip is approved in principle, the form will be signed and sent to the school office to be included in the calendar. The form will then be returned to the Trip Leader. This form should be submitted giving the following information: i purpose/objective of the Adventurous Outing; ii destination(s); iii date;

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iv proposed times of departure and return; v mode of travel; vi costs, including cost per pupil if parents are to be charged; vii likely size of party; viii names of Leader and other accompanying members of staff. If the Leader wishes to take an adult that is

not a member of staff, this must be discussed well in advance with the Deputy Headmaster and before

the adult concerned is asked. Do not include them in the ratio of adults:children. If they do not

undertake the check they MUST NOT accompany the trip. See Section 6

ix details of any ‘free time’ during which the Leader intends to permit Senior School pupils to roam unsupervised (see Appendix N);

x any special hazards or risks which will require assessment. xi details of the venue If the proposal for the Adventurous Outing emerges after the term calendar has been produced, it is still essential to obtain prior permission of the Deputy Headmaster using the above procedure. Once the Adventurous Outing has been approved in principle, the Leader should continue planning and preparation using the File and the Adventurous Outing Checklist (Appendix E). The Trip Leader should be satisfied (where appropriate) that any venue has current and sufficient Public Liability Insurance. Guidance is set out below for completing the Checklist, which must be returned to the EVC for approval (with the completed risk assessment – see below) well in advance of the Adventurous Outing and at least two weeks before the departure date. The EVC, once he has approved the Checklist, will pass the form to the Deputy Headmaster for his approval. The Checklist will then be returned to the Leader. 9(b) Preparation Staff must have prior experience of the type of Adventurous Outing to be arranged and where practicable should undertake a preliminary visit. If the Leader does not have prior experience of the type of Adventurous Outing to be undertaken they MUST consult the EVC before planning the outing. The Leader should be known; he/she should have a clearly designated deputy. All staff supervising a party should meet to discuss the details of organisation and there should be a clear and detailed written programme with appropriate alternatives where weather dependency is crucial. Responsibility assigned to staff by the Leader should be clearly known to all and documented. At least one named member of staff MUST have a first aid qualification or knowledge of basic first aid. If the Adventurous Outing is to an approved venue which will be responsible for the supervision of the pupils and the provision of First Aid, written confirmation from them that their staff have the appropriate medical training and up to date First Aid Certificates will be sufficient for the purposes of ensuring there is First Aid cover for the activities at the venue. An emergency medical pack (available from the H&FA Co-ordinator) should be obtained and carried at all times. The Leader must also be aware of the telephone number(s) and location(s) of nearby hospitals and emergency services. The Leader must carry a mobile phone and the School must be aware of the telephone number (Appendix G). The Leader must also explain how to be contacted/make contact if there is no mobile telephone reception available. The adventure provider/venue (other than hotels/B&Bs/Hostels) will have to provide, to be attached to the Checklist (using the standard form at Appendix E) confirmation of the following:

● They have up to date risk assessments for the activities;

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● That all their staff who will come into contact with the pupils have been properly vetted in line with DfE guidance and have at least undergone Enhanced DBS checks (with a Barred List check), the results of which are clear;

● Their up to date Public Liability Insurance Certificate which must be for at least £2m. ● That they have amongst their members of staff, First Aid trained staff with up to date First Aid

Certificates and that they will be available on the day of the Trip. ● If the venue will be providing instruction to the pupils, that the staff involved have the appropriate,

up to date, relevant qualifications. ● Whether they are licensed by the Adventure Activities Licensing Authority (UK only), and if so, what

their registration number is – this should then be checked with the AALA. Any providers that offer an activity involving caving, climbing, trekking, skiing or water sports must hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

The EVC may require more detail for the risk assessments and will notify the Leader if this is the case. Where we directly hire the services of the supervisors/instructors, a copy of the qualifications and public liability insurance of any such supervisors/instructors used must be given to the EVC & School Manager and confirmed as appropriate by the Leader. They must also undertake the required vetting checks. Full details MUST be given to the School Manager at least 8 weeks in advance to allow the checks to take place and the School Manager will confirm to the Leader whether the checks have been completed satisfactorily. If they have not, the supervisor/instructor cannot accompany the trip. 9(c) Risk Assessments Examples of activities that come under this heading include: camping, walking in remote areas/cliff pathways, mountain walking, rock climbing, winter climbing, skiing (snow and dry slope), caving, pot-holing, sailing, water-skiing, canoeing, rowing, abseiling, orienteering, horse-riding, rifle shooting, activity centres, swimming and practical field trips. Whilst this list is by no means exhaustive, party Leaders should, if in any doubt about the nature of any particular activity, consult the EVC and the Deputy Headmaster. Leaders of Adventurous Outings must have written confirmation from the organising body or activity centre that supervisors of activities have any necessary qualifications and experience. Sound judgement and experience are the most important leadership qualities required, as these normally ensure the knowledge and skill in selecting and using equipment and in coping with natural elements. For staff undertaking responsibility for such activities as listed above, participation in the coaching and certification schemes of the national governing bodies of the various outdoor pursuits, where these are directed to Leadership Training, is encouraged. The Member of Staff in charge of Outdoor Pursuits holds publications which list the safe practices for the activities listed. The Leader is responsible for undertaking all risk assessments for each Adventurous Outing. The nature of the risks will vary considerably according to the details of the Adventurous Outing, some of which e.g. visits to open farms, climbing, caving, theme parks, Wet ‘n’ Wild, require special precautions. Risk assessments must be conducted and submitted for approval with the Checklist (see 8a above) well in advance of the Adventurous Outing and at least two weeks before the departure date. The template for Risk Assessments can be found attached as Appendix Q. Guidance and sample Risk Assessments produced by the EVC are available. 9(d) Leadership and Staff Ratios The party MUST be in the charge of a member of school staff. There should normally be at least two adults. At least 50% of the minimum number of adults required to accompany the visit (see ratios below) should be staff.

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Before they can accompany the trip, details of any non-staff helpers must be provided to the School Manager to carry out the mandatory checks through the Disclosure and Barring Service and the taking up of references. These adults should be informed by the Leader that they will be required to undertake an Enhanced Level DBS check and provide details of at least two referees. Their details must be passed to the School Manager at least eight weeks in advance of the outing. The Leader should plan the ratios such that the requirement for these adults to accompany the trip is not essential as the checks do take some time to complete and may not be ready in time. The roles and responsibilities of all other staff and non-teaching adults accompanying the outing must be made clear to them. If the group is of mixed gender, then it is desirable, but not essential, for a male and female member of staff to accompany the group. If in doubt, this should be discussed with the EVC. The minimum ratio of adults to pupils must be as follows: Early School 1 : 8 (1 : 6 for some activities) Preparatory School 1 : 12 (1 : 10 for some activities) Senior School 1 : 20 9(e) Information to Parents and Parental Consent Forms A letter must be sent to parents giving them all the information listed in (8a) above and also specifying the time and place of departure and return, and the conditions of booking if there is a cost to the Parent. Parents must also be sent and required to return a Parental Consent Form which confirms that the parent is in receipt of this information and gives permission for their son/daughter to participate on the outing. A sample Parental Information Letter and Consent Form is attached in Appendix I. These parental consent forms must be held by the Leader of the group until the Adventurous Outing has taken place. If a form is not provided, signed by the Parent/Guardian, the pupil cannot take part in the Outing. 9(f) Two Weeks Before Departure By this stage, the Adventurous Outing Checklist (Appendix E), and Risk Assessment, should already have been submitted to, and approved by, the EVC and Deputy Headmaster. Travel arrangements should be confirmed and the First Aid bag(s) ordered from the H&FA Co-ordinator. These First Aid bags must be carried at all times. The School Manager should be consulted regarding the completion of the DBS and other vetting checks for any adults that are not members of staff accompanying the Trip. Adults whose checks are incomplete or unsatisfactory, will NOT be able to accompany the Trip. 9(g) One week before Departure The Leader must ensure they have an approved Adventurous Outing Check List and Risk Assessment on their File and discuss with the EVC if this approval is still awaited. 9(h) 48 Hours before Departure The Confirmation of Details of an Approved Trip Form (Appendix G) must be completed with a copy given to the School Office Manager who will distribute to the following as appropriate:

● Headmaster ● Deputy Headmaster ● Head of Department ● Educational Visits Co-ordinator (JJL)

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● S E N C O (SS) ● Staff Room Notice Board ● The Emergency Contact at School

9(i) Emergency Procedures As in School Residential Trips – see Section 10.

10. RESIDENTIAL TRIPS 10(a) Planning The Package Travel Regulations 1992 make any school organising two or more elements of a trip (such as flights and accommodation) responsible and, therefore, liable for all elements of the trip whether or not the fault lies with the School. Any residential overseas trips MUST be booked in conjunction with appropriate travel agents to ensure cover is available under ABTA and ATOL. Compared to simpler day Outings, a Residential Trip (which encompasses UK residential trips, sporting residential trips, overseas trips and any residential adventurous trips whether UK or overseas based), generally requires longer time for planning, preparation and approval. All new Residential Trips require the permission of the Headmaster. Furthermore all overseas trips and those with any new adventurous activities require approval of the SMT, and the Board of Governors to be informed at a Board Meeting, in advance of any further preparation for the trip. Note, therefore, that staff wishing to organise Residential Trips should submit their application, normally 18 months before the Residential Trip is to take place. The Deputy Headmaster will liaise with the EVC and seek the approval of the SMT as necessary. If the outing is approved, the Deputy Headmaster and EVC will sign the Residential/Overseas Trip form and return it to the Trip Leader. In proposing a Residential Trip, party leaders should put forward a proposal to the Deputy Headmaster which includes: i purpose/aim/objective of the Trip; ii destination(s); iii accommodation; iv details of the venue; iv Travel agent details and a copy of their public liability insurance and ABTA/ATOL registration (if this is

detailed in the travel brochure, a copy of this page would suffice); v dates and proposed times of departure and return; vi details of any low cost airlines being used; vii mode of travel; viii costs, including cost per pupil if parents are to be charged; ix likely size of party; x names of Leader and other accompanying members of staff, including staff on standby in the event of

illness of any travelling member of staff. (If the Leader wishes to take an adult that is not a member of staff, this must be discussed well in advance with the Deputy Headmaster and before the adult concerned is asked);

xi qualifications and experience of the Leader and other accompanying members of staff;

xii details of any ‘free time’ during which the Leader intends to permit Senior School pupils to roam unsupervised (see Appendix N);

xiii any special insurance arrangements; xiv any special medical arrangements; xv any special hazards or risks which will require assessment;

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xvi whether any adults who are non-members of staff will be accompanying the trip and if so, who they are. These adults must not be used when calculating the necessary ratios;

xvi whether any children, who are not pupils, will be accompanying the Residential Trip and if so, who they are;

xvii The Foreign and Commonwealth Office should be consulted regarding their advice on travel to the country concerned - www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country. A copy of their current advice should be attached to the proposal form.

The party leader should submit their proposal using the Trips Request (Appendix A), with further details attached as necessary. The first letter to parents introducing the Residential Trip should be attached to the Request Form for approval. A precedent letter is attached at Appendix V. Parents should be made aware that once they have paid their deposit there will be financial implications for them if they decide to cancel, which is likely to involve paying the full balance. Once the Residential Trip has been approved in principle, the Leader should continue planning and preparation using the Residential Trips Checklist. The Trip Leader should be satisfied (where appropriate) that any venue has current Public Liability Insurance. Guidance is set out below for completing the Checklist, which must be returned, to the EVC for approval well in advance of the Trip and at least two weeks before the departure date The Deputy Headmaster, will then return it to the Leader, once he has also approved the Checklist. 10(b) Preparation

i Where practicable, staff should have prior experience of the type of visit to be arranged and have undertaken a preliminary visit. If the Leader does not have prior experience of the type of Residential Trip to be undertaken they should consult the EVC.

ii The Leader should be known; he/she should have a clearly designated deputy. iii All staff supervising a party should meet to discuss the details of organisation and there should be a clear

and detailed written programme with appropriate alternatives where weather is an influencing factor. iv Responsibility assigned to staff by the Leader should be clearly known to

all and documented. v Financial details and financial responsibilities must be clearly stated in advance. Residential trips, tours

and expeditions shall be planned on the basis that they are self-funding and this must include the cost of staff participation. All financial arrangements should comply with the School’s normal financial procedures, overseen by the Finance Manager. No monies are to be held in private accounts.

vi First Aid: at least one named member of staff should have a first aid qualification or knowledge of basic

first aid. If the Residential Trip is to an approved venue which will be responsible for the supervision of the pupils and the provision of First Aid, written confirmation from them that their staff have the appropriate medical training and up to date First Aid Certificates will be sufficient for the purposes of ensuring there is First Aid cover for the activities at the venue.

An emergency medical pack (available from the H&FA Co-ordinator) should be obtained and carried at all times. The Leader must also be aware of the telephone number(s) and location(s) of nearby hospitals and emergency services. The Leader must carry a mobile phone and the School must be aware of the telephone number (Appendix G). The Leader must also explain how to be contacted/make contact if there is no mobile telephone reception available.

The EVC may require more detail for the risk assessments and will notify the Leader if this is the case at the beginning of the planning process.

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http://www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country

vii The travel company/adventure provider/venue (other than hotels/B&Bs/Hostels) will have to provide, to be attached to the Residential Trips Checklist (using the standard form at Appendix F) written confirmation of the following:

● They have up to date risk assessments for the activities, including any travel they are responsible for; ● That all their staff who will come into contact with the pupils have been properly vetted in line with

DfE KESIE guidance and have at least undergone Enhanced DBS checks (with a Barred List check) the results of which are clear, or have undergone checks in accordance with the requirements of the country in which they are based;

● Their Public Liability Insurance Certificate which must be for at least £2m is up to date. ● In the case of travel companies, confirmation of their ABTA and ATOL registration and their travel

insurance if the School’s travel insurance is not being used. A copy of the travel insurance will need to be provided to the EVC and the School Manager.

● If they are providing first aid facilities, that they have amongst their members of staff, First Aid trained staff with up to date First Aid Certificates and that they will be available on the Trip.

● If they will be providing instruction to the pupils, that the staff involved have the appropriate, up to date, relevant qualifications.

● Whether they are licensed by the Adventure Activities Licensing Authority (UK only), and if so, what their registration number is – this should then be checked with the AALA. The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

viii The booking conditions and insurance conditions MUST be communicated to parents in writing to ensure

they are fully aware of the implications of any illness, cancellation, change of flight times, etc. The cancellation requirements of the travel company should be set out in full and copies of the insurance policy sent with the communication to the parents.

ix All adults accompanying the Trip must undergo Enhanced DBS and other vetting checks. Details MUST be

given to the School Manager at least 8 weeks in advance of the Trip to allow time for completion of such checks. Any adults whose checks are outstanding or unsatisfactory will be unable to accompany the Trip.

10(c) Risk Assessments – Residential Trips The Leader is responsible for providing all risk assessments for each Residential Trip. The nature of the risks will vary considerably according to the details of the Residential Trips, some of which require special precautions. The Leader of all Residential Trips should consider all risk assessments to be dynamic and subject to change in the light of circumstances. Risk assessments must then be conducted and submitted for approval with the Checklist at least two weeks before departure. Risk Assessments from the travel company/adventure provider/venue (other than hotels, B&Bs, hostels) must be provided at the same time, or earlier if available. Up to date Public Liability Insurance Certificates and written confirmation of the vetting of staff must also be provided from these companies at the same time (see 5b. vii above). The template for Risk Assessments can be found attached as Appendix T. Guidance and sample Risk Assessments produced by the EVC are available. 10(d) Leadership and Staff Ratios – Residential Trips An experienced member of staff must be in charge, not a probationer. For all Residential Trips there should normally be a minimum of 2 adult Leaders, other than for exchange arrangements. At least 50% of the minimum number of adults required to accompany the visit (see ratios below) should be staff. Before they can accompany the trip, details of any non-staff helpers must be provided to the School Manager to carry out the mandatory checks through the Disclosure and Barring Service and the taking up of references. These

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adults should be informed by the Leader that they will be required to undertake an Enhanced Level DBS and other vetting checks. Their details must be passed to the School Manager at least eight weeks in advance of the Trip. The Leader should plan the ratios such that the requirement for these adults to accompany the Trip is not essential as the checks do take some time to complete and may not be ready in time. Any adults whose checks are incomplete or unsatisfactory will be not be able to accompany the Trip. The roles and responsibilities of all other staff and non-teaching adults accompanying the trip must be made clear to them. Mixed parties must normally be accompanied by at least one male and one female teacher. Where this is not possible it must be discussed and approved by EVC and Deputy Headmaster in advance. Ideally the Leader will have a first aid qualification; if this is not the case then one member of staff amongst the party MUST have a first aid qualification (see 9(b)(vi) above). Leaders of hazardous activities (see 9(j) below) must have appropriate qualifications. If the travel company/venue are providing first aid facilities, written confirmation from them that they have amongst their members of staff, First Aid trained staff with up to date First Aid Certificates and that they will be available on the Trip will be sufficient to confirm the First Aid details for the venue. Details of first aid provision will still need to be noted for any other times during the Trip. The minimum ratio of adults to pupils must be as follows: i Abroad : Preparatory School 1 : 8. Senior School 1 : 10 ii Other Residential Trips : Preparatory School 1 : 10 Senior School 1 : 15 10(e) Information to Parents and Parental Consent and Indemnity Form – Residential Trips All letters regarding the Trip to be sent to parents must be approved by the Deputy Headmaster. Parents must receive clear written information regarding all aspects of the Trip. They need to be informed of certain details before they book the Trip (see 9 (a) (ii – v, vii – x, xii, xiii, xv) above). They then need to be given full details of the Trip, once they are available, which will include, inter alia, flight details, costs, a copy of the insurance policy, cancellation details, etc. If any changes occur during the process, parents must be informed immediately in writing, and any issues resolved prior to the Trip. The Parental Consent and Indemnity Form (see Appendix J) must be held by the group Leader until after the Residential Trip has taken place. If a form is not provided, signed by the Parent/Guardian, the pupil cannot take part in the Residential Trip.

The information to parents should set out the following: i nature of activity and accommodation; ii where and when it is to occur; iii equipment, kit required; iv type of travel; v cost (including whether or not any deposit will be returnable); vi any special high risk activity to be offered during the Trip; vii details of the insurance and medical cover for the trip (if abroad) – see detailed section on insurance

above and below regarding the exclusions to the insurance cover and send parents a copy of the insurance policy. They should be informed they must arrange their own insurance if the policy is insufficient for their needs. If they arrange their own policy, a copy MUST be provided to the Leader before the Trip;

viii details of any ‘free time’ during which the Leader intends to permit Senior School pupils to roam unsupervised (see Appendix N);

ix the Parental Consent and Indemnity Form must be attached.

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x A reminder that if the pupil’s participation on the Residential Trip is cancelled or curtailed for any reason which is not insured, the parent will be responsible for payment of the Residential Trip costs in full.

xi a copy of the terms and conditions of travel from the travel company detailing the cancellation provisions xii Details of whether the Residential Trip is covered by ABTA/ATOL and the implications if it is not. xiii The need for passports to have at least six months remaining (many countries require this before they will

allow entry). xiv Any visa, passport and EHIC requirements.

In addition, Parents’ written consent and indemnity must be obtained by completing the Parental Consent and Indemnity Form Appendix J. 10(f) Insurance – Residential Trips For all overseas trips it is imperative that party Leaders ensure that there is adequate insurance cover and medical cover appropriate to their expedition. Where travel is taking place within the EU, an up to date EHIC card MUST be obtained for each member of the party. Advice can be sought from the School Manager. Loss of, or accidental damage to personal possessions which are taken on school trips is not covered by the school insurance. The school’s position is that domestic insurance policies should be used to cover this scenario. If thefts occur, whether at home or abroad, report must be made to the local police and confirmation obtained that this has been done by means of a Crime Number. Where medical expenses are incurred, all accounts must be retained. Any potential claims, including medical expenses, MUST be reported to the School Manager immediately and at the latest within 7 days of return from the Trip. Failure to do so may invalidate the insurance claim. The Leader will be required to assist the School Manager in the process of lodging and completing the insurance claim. Worldwide travel insurance is paid for by the School. A copy of the annual policy is available from the School Manager and should be taken on the Trip with details of the emergency contact telephone number. Ideally, you will select a tour operator which is fully ABTA and ATOL-bonded, and this should be part of your initial considerations when scoping your trip and seeking authorisation for it. This means that you will be fully covered in the event of ‘end supplier failure’ i.e. when the tour operator goes bankrupt and your party is stranded overseas. Please note that there are critical exclusions to the school’s travel policy, including ‘end supplier failure’. Our insurance policy also does not cover the failure of a low cost airline, which can be very expensive for passengers. There is a separate insurance available which must be purchased when using low cost flights. Details can be found at www.protectmyholiday.com. Not all low cost airlines are covered with this insurance but if cover is available it must be used. Alternatively, ‘Insure and Go’ may be useful in providing a policy which covers the critical exclusions. If you are unable to obtain full cover, parents MUST be made aware of the potential cost implications for them: other flights may need to be paid for which will far exceed the original costs and if the Trip needs to be cancelled none of the costs will be recoverable. However, often Trips are only viable because of the lower costs of such airlines. If a different insurance is being used, these matters must be thoroughly investigated by the Leader and appropriate action taken. A copy of any different insurance must be given to the School Manager at least eight weeks before the Trip. All new Residential Trip itineraries must be given to the School Manager as soon as it is available and at least eight weeks in advance of Departure. Ideally the itinerary should be sent to the insurers prior to the Trip being booked in case there are issues which cannot be resolved. The School Manager will request confirmation from the School’s insurance brokers that the insurers have approved the itinerary and will report to the Leader any additional premiums required, or issues which the insurers have raised. The School’s insurance may cover existing medical conditions (of pupils and staff) but only if the person is not travelling against medical advice; and a further medical assessment may be required before travelling – always check with the School Manager regarding individual cases. In the event that person needed to claim on the

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insurance for a medical problem, the insurers would require proof that the person had not been travelling against medical advice. The proof would be a note from the person’s GP/Consultant dated just before Departure that they are fit to travel to the specified country. In the event that a reoccurrence of the medical problem, or a new medical problem arises after the letter and prior to Departure, the person will need to obtain a new letter from their GP/Consultant. Without any such letter the person travelling may be required to pay for their own medical treatment and repatriation, the costs of family travelling to be with them and the costs of additional staff required to deal with the emergency, which could run into tens of thousands of pounds. This needs to be made clear to parents, and staff also need to be aware that the School will not reimburse them such costs. The School’s insurance does not cover the cost of continuing any medication or treatment already in progress. Pupils and staff undergoing medication or treatment at the time of Departure would need to ensure they had sufficient supplies with them (a translation of their treatment and medication may be useful if travelling to a country where English is not widely spoken). The First Aid trained staff MUST be made aware of any medical conditions and medication of pupils or staff. 10(g) Two Weeks Before Departure – Residential Trips By this stage the Residential Trip Checklist (Appendix D) and Risk Assessments, should already have been submitted to, and approved by, the EVC and Deputy Headmaster in both cases. The School Manager should be consulted regarding the progress of the completion of the DBS and other vetting checks for any non-members of staff accompanying the Residential Trip. These adults will NOT be able to accompany the Residential Trip if these checks have not been satisfactorily completed Valid Passports and EHICs for all pupils should be collected and stored securely and all VISA applications (where necessary) completed. A photocopy of the page bearing the holder’s photograph and ID details MUST be taken from each passport of those travelling in the party. Two sets of copies should be taken and submitted with the File so that one copy will be in the File during the Trip and the other can remain in School in the event of the loss of a passport and the need to organise the issue of a temporary passport. The Foreign and Commonwealth Office should be consulted regarding their advice on travel to the country concerned - www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country. Any problems should be reported to the Head of the Preparatory School/Deputy Head (Senior School) and the EVC immediately. Travel arrangements should be confirmed and sufficient first aid bags ordered from the H&FA Co-ordinator. 10(h) One week before Departure – Residential Trips The Leader must ensure they have an approved Residential Trip Check List and Risk Assessment on their file and discuss with the EVC if this approval is still awaited. Travel arrangements should be re-confirmed. The School Manager should be consulted regarding the progress of the completion of the DBS and other vetting checks for any non-members of staff accompanying the Residential Trip. These adults will NOT be able to accompany the Residential Trip if these checks have not been satisfactorily completed. The Foreign and Commonwealth Office should be consulted regarding their advice on travel to the country concerned - www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country/. Any problems should be reported to the Head of the Preparatory School/Deputy Head (Senior School) and the EVC immediately.

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http://www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country

http://www.fco.gov.uk/en/travelling-and-living-overseas/travel-advice-by-country/

10(i) 48 Hours Before Departure The Confirmation of Details of an Approved Trips Form (Appendix G) must be completed with a copy given to the School Office Manager who will distribute to the following as appropriate:

● Headmaster ● Deputy Headmaster ● Head of Department ● Educational Visits Co-ordinator (JJL) ● S E N C O (SS) ● Staff Room Notice Board ● The Emergency Contact at School

A copy of the File will remain in the School Office and this will include copies of signed Parental Consent and Indemnity Forms (Appendix J). 10(j) Hazardous Activities Examples of activities that come under this heading include: camping, walking in remote areas/cliff pathways, mountain walking, rock climbing, winter climbing, skiing (snow and dry slope), caving, pot-holing, sailing, water-skiing, canoeing, rowing, abseiling, orienteering, horse-riding, rifle shooting, activity centres, swimming and practical field trips. Whilst this list is by no means exhaustive, party Leaders should if, in any doubt about the nature of any particular activity, consult the EVC.

● Leaders of Residential Trips must confirm with the organising body or activity centre that supervisors or instructors of activities have any necessary qualifications and experience. Where we directly hire the services of the supervisors / instructors, a copy of the qualifications and public liability insurance of any used must be given to the EVC/School Manager and confirmed as appropriate by the Leader.

● Sound judgement and experience are the most important leadership qualities required, as these normally

ensure the knowledge and skill in selecting and using equipment and in coping with natural elements.

● For staff undertaking responsibility for such activities as listed above, participation in the coaching and certification schemes of the national governing bodies of the various outdoor pursuits, where these are directed to Leadership Training, is encouraged. The member of staff in charge of Outdoor Pursuits holds publications which list the safe practices for the activities listed.

● The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing

or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

10(k) Emergency Procedures

i. Many emergencies will require ‘on the spot’ response by the Leader and staff should take the action required and then inform the parents as soon as possible. It is advisable to appoint an ‘anchor’ person at School who will act in emergency with the local transmission of messages and who will be available throughout the period of the expedition for this purpose.

ii. A grave emergency may require further consultation for which the Leader should know the School and home telephone numbers of the Headmaster and Deputy Headmaster. If the Health and Safety Executive (HSE) are required to be informed this will be done by the Headmaster in conjunction with the School’s Health and Safety Adviser.

iii. In situations of grave emergency the Leader should not allow any member of the party to have access to a telephone until advised by the Headmaster Deputy Headmaster that it is in order to do so.

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iv. The Leader of any party should, in situations of grave emergency, make no comment to the media until authorised to do so by one of those mentioned in ‘ii’ above.

v. The Leader must ensure that all serious accidents are reported to the (HSE) in accordance with the RIDDOR regulations. This is done by the School’s Health and Safety Adviser and an Accident Report Form must be completed in full by the Leader and any other staff involved as soon as practicable after the incident and faxed to the School.

vi. No-one must admit legal liability to an accident or other occurrence, as this might invalidate the insurance cover. The Headmaster/Deputy Headmaster will contact the insurers where this is required.

vii. Where practicable a log should be kept to record the sequence of events.

viii. Witness statements should be taken and evidence kept safe.

10(l) Mountain/Hill Walking Since this is one of the activities most frequently undertaken by members of the School, some detailed points should be observed by Leaders as listed below. Not all of the following points are applicable to Duke of Edinburgh Award activities, for which the School has separate guidelines. Leaders must hold the appropriate qualification to plan and conduct the trip. The Leader must hold, or ensure a member of staff accompanying the group holds, a first aid qualification. The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

i All members of the party should be properly equipped with footwear and clothing appropriate to the walk. No-one should be allowed to go on the walk if not properly equipped. Group size may need to be reduced from the ratios given in ‘d’ above. Leaders must decide on the appropriate ratio dependent upon the nature of the walk, weather, age of pupils, experience etc., and in making their decisions should take note of recommendations of mountain leadership bodies.

ii On each walk there should be a minimum of two adults who must position themselves so they can best oversee and supervise the group.

iii The party should not be allowed to spread out; all members should walk together as a close group such that in the circumstances of, for example, rapid change in the weather or the descent of cloud, all can be gathered immediately between the two supervisors.

iv Leaders must carry: a map; & compass; e first aid equipment; b whistle; f thermos flask; c torch; g (School) mobile / sat phone d survival bag/blanket;.

v Written details of the route must be left in the vehicle with an expected time of arrival. vi The choice of route must be within the capability of the party. vii Staff must have knowledge of the local paths and rights of way so as not to cause problems for local

farmers. For mountain expeditions a complete route plan showing escape routes should be prepared. viii Leaders must ensure that the party follows the country code. ix The Leader should use his/her judgement on the constitution of walking groups.

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11. SPORTING FIXTURES AND EVENTS Sporting Events will fall into two categories:

1. Events which are part of the School Curriculum, take place during the school day or weekend and take place either on the School’s playing fields at Green Lane or Aislaby or require a short journey to a local school/sports facility (including swimming lessons). These events can follow the shortened procedure outlined below although Games Department Staff need to be aware they are still “Trips” and require risk assessment. The administration may be simplified, however, in view of the fact that many of the sports fixtures form part of the School curriculum and are approved and published in advance in the School calendar, which is issued to parents. A separate parental consent form is not required. The generic consent already obtained by the school from parents is sufficient for these activities.

2. For overnight and residential trips, no simplification of procedures is permissible. If an overnight stay is

required the event must be treated as a Residential Trip. This includes, but is not limited to Tours, Training Camps and Fixtures that are such a distance from the school that they require and overnight stay.

It is essential that the School Office is aware of the sporting event because invariably parents call to ask when and where the event is taking place and to enquire about finish/collection times. Therefore, for all fixtures, home or away, an accurate team sheet giving these details should be submitted to the School Office Manager and must be posted on the team noticeboards and in the Staff Room by using Appendix G. The Games Department may use generic risk assessments for each event as kept on file by the Director of Sport and in liaison with the EVC.

POLICY CREATION SCP 2000 Updated Jun 2004 Updated Aug 2010 Updated July 2014 Reviewed Feb 2005 Updated Nov 2010 Updated July 2015 Updated Aug 2006 Updated July 2011 Updated July 2016 Updated July 2009 Updated July 2012 Reviewed July 2017 Updated July 2018 Updated June 2019 Date of next review : July 2020 by : DGW

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APPENDICIES

Appendix 1 Copy of Generic Consent Form Information on enrolment

Appendix A Trip Request Form

Appendix B Outing Checklist

Appendix C Adventurous Outing Checklist

Appendix D Residential Trip Checklist

Appendix E Confirmation of Details of an Approved Trip

Appendix F Sample Parental Information and Consent Acknowledgement Letter for Outings

Appendix G Adventurous / Residential Trip : Parental Consent and Indemnity Form

Appendix H Sample Contents List for Outing File

Appendix I Sample Contents List for Adventurous Outing File

Appendix J Sample Contents List for Residential Trip File

Appendix K Additional Information and Guidance for Leaders

Appendix L Pupils’ Emergency Details Form

Appendix M Aide Memoire for Outings

Appendix N Aide Memoire for Adventurous Outings

Appendix O Aide Memoire for Residential Trips

Appendix P Return from Trip form

Appendix Q Risk Assessment Template

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TRIPS AND EXCURSIONS CONSENT FORM

Changes to DfE guidance mean that written consent from parents is no longer required for pupils to take part in the majority of off-site activities organised by a school (with the exception of nursery age children), as most of these activities take place during school hours and are a normal part of a child’s education. To cover such activities, we now ask all parents to sign the attached Consent Form when their son or daughter enrols at the school.

Written consent is requested on a one-off basis for activities that need a higher level of risk management or those that take place lasting more than one day. In line with the GDPR (2018), parents are advised that they can withdraw consent at any time but that would then have implications for their child’s continued involvement with the trip.

The following wording is included :

I/We agree, by signing this Consent Form, to our child being taken on such trips and visits, including matches, tournaments, some adventurous activities and on other such excursions, lasting no more than one day, that from time to time are required in the course of their education. This includes visits during weekends, holidays or outside normal school hours.

In the event of the outing lasting more than one day or incurring an additional charge, I/We note that separate consent will be required.’

Parents are notified in advance through the published school calendar, newsletters and website of the planned trips and visits together with dates of home and away sports fixtures which are due to take place over the coming academic year. Your son / daughter may confirm their involvement in a particular trip or fixture with you themselves or in some cases additional information may be brought home to you by them in the form of a note or letter or sent to you in an email.

Since pupils may be taken off-site for routine activities in the locality, without further notice, you should ensure that you keep the School Office informed of any changes in emergency contact information or relevant medical concerns or medication that must be taken off-site with your child.

For trips involving an overnight stay or an additional cost, the School will provide you with information about each specific trip or activity before it takes place, and specific parental permission together with up-to-date medical and emergency contact information will still be sought.

The attached sheet summarises the details of the parental consent and indemnity that applies in such cases. You will be asked to confirm that that you understand and agree to all of the conditions of the trip sent with the form. Also to note that medical or dietary information or other relevant information, such as, for example, a fear of heights or an inability to swim which may need to be considered for an activity trip will remain confidential and can be discussed with the member of staff acting as trip leader but that all adults accompanying the trip will need to know this information, as will any instructors or supervisors leading your child in activities at the venue.

Please keep this sheet for your records, together with the attached example of an adventurous or residential trip indemnity form. However, the general consent form needs to be completed, signed and returned to Mrs Herbert, together with the other elements of the Forms Pack.

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YARM SCHOOL ADVENTUROUS / RESIDENTIAL TRIP

PARENTAL CONSENT AND INDEMNITY FORM

Your child has applied for a place on a School adventurous activity trip / residential trip/expedition and we hope that this proves to be very enjoyable and rewarding. The vast majority of residential trips from Yarm School run extremely smoothly without problems or accidents. It is, however, necessary for parents to sign the following undertaking which deals with specific problems and difficulties which could arise while your child is in the charge of the member of staff organising the activity. Please read the document very carefully and fill in the details at the end of the document before signing and returning it to the organising member of staff.

1 I accept that in order to secure places on the trip and to take advantage of the best prices available for travel, the School has to pay some months in advance of the event. In the case of unexpected illness or circumstances which prevent my son or daughter going on the trip, I understand that the School will do its best to find another pupil who is able to take their place. However, if it proves impossible to recover all or part of the costs involved then I accept that the school will need to charge me for the costs which have been incurred on behalf of my child. I understand not all circumstances are insurable. In the event of a cancellation for whatever reason, I agree to forfeit the booking deposit up to the time of the final payment and the full cost of the holiday thereafter or such other payment required under the booking terms and conditions.

2 All members of the party are expected to behave in an appropriate and considerate manner and to obey instructions given

to them by any person in authority at all times.

3 Should my child’s conduct whilst on a residential trip warrant, in the opinion of the staff in charge, my child being sent home, I agree to reimburse the staff/School for the extra travelling expenses of my child, together with any necessary costs incurred by an accompanying member of staff.

4 I accept that any future serious misbehaviour (deemed to be such by the Headmaster), whether in School, on a School

related activity or out of School, will result in my child being excluded from the party. In that event, unless a replacement can be found, I agree to forfeit the booking deposit up to the time of the final payment and the full cost of the holiday thereafter or such other payment required under the booking terms and conditions.

5 I agree to indemnify the staff/School against costs and expenses reasonably incurred and/or other sums disbursed on

behalf of my child during or as a result of the trip.

6 I hereby consent to any member of staff arranging for any emergency dental, medical or surgical treatment, first aid, anaesthetic, blood transfusion or the administration of treatment for ailments during the trip considered necessary by the medical authorities present. I understand that, in the event of a serious accident or medical emergency, every reasonable effort will be made to contact me. In addition, efforts to obtain my consent will be made, provided that medical opinion does not consider the time delay inadvisable.

7 I agree that I shall give overleaf, for the Party Leader’s (and all other staff taking part) information, full details of any

special dietary requirements (for either health or religious reasons) and particulars of any relevant medical conditions, together with details of any treatment required (e.g. medication).

8 I understand that the School’s insurance covers existing medical conditions but only if the person is not travelling against

medical advice. In the event that person needed to claim on the insurance for a medical problem whilst abroad, the insurers would require proof that the person had not been travelling against medical advice. The proof would be a note from the person’s GP/Consultant dated only a few weeks in advance of the Departure that they are fit to travel to the specified country. In the event that a reoccurrence of the medical problem, or a new medical problem arises after the letter and prior to Departure, the person will need to obtain a new letter from their GP/Consultant. Without any such letter the person travelling may be required to pay for their own medical treatment and repatriation, the costs of family travelling to be with them and the costs of additional staff required to deal with the emergency, which could run into tens of thousands of pounds.

9 I understand that the School’s insurance does not cover the cost of continuing any medication or treatment already in

progress. I will ensure that my son/daughter if undergoing medication or treatment at the time of Departure will have sufficient supplies with them (a translation of their treatment and medication may be useful if travelling to a country where English is not widely spoken).

10 I understand that my child will need to have a passport with an expiry date of at least six months after the date of return,

an up to date EHIC Card (they have expiry dates) and a visa may be required.

11 I understand the extent and limitations of the insurance cover provided

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TRIPS AND EXCURSIONS CONSENT FORM

Pupil’s Full Name : …………………………………………………………….....

Date of Birth : ………………………… Year group : ...................................

I/We agree, by signing this Consent Form, to our child being taken on such trips and visits, including matches, tournaments, some adventurous activities and on other such excursions, lasting no more than one day, that from time to time are required in the course of their education. This includes visits during weekends, holidays or outside normal school hours.

In the event of an outing lasting more than one day or incurring an additional charge, I/We note that separate consent will be required.’

Parental Signature : ……………………………………. Date : …………………

Please complete and return to Mrs Jane Herbert, Headmaster’s PA.

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APPENDIX A 2019-20

YARM SCHOOL TRIP REQUEST

This pro-forma must be used in conjunction with the Yarm School ‘School Sporting Events, Outings, Adventurous Outings, Residential Trips Policy and Sporting Events Policy & Procedures’. To be submitted to the Educational Visits Coordinator (EVC) a term before the proposed Trip, in time for inclusion in the Term Calendar or 18 months in advance in the case of residential / overseas trips. TYPE OF TRIP : OUTING / ADVENTUROUS OUTING / RESIDENTIAL TRIP / SPORTING EVENT Name & Purpose of Trip : Destination : [If overseas residential] Tour operator: Is the tour operator ABTA and ATOL-bonded?: YES / NO* * Please consult School Manager [see para 10(f)] Teacher in Charge : Department :

Names of other Staff/Adults : (include any parents/volunteers & staff on standby for illness)

Outward Date :

Return Date :

Time Out :

Time of Return :

Mode of Transport :

Transport Company :

Sample Itinerary attached YES / NO Estimated Number of Pupils : Will pupils have unsupervised free time during the Trip ?

YES / NO

Age of Pupils (School Year Groups)

Estimated total cost : Budget code : £ Costs per pupil if parents are to

be charged

Any special hazards or risks? If so, what are they?

YES / NO

Are any children travelling who are not pupils at the time of the journey? If so, who are they?

Are self-employed external providers of activities being used, e.g. Outward Bound instructors?

I can confirm I have liaised with the School Manager over the adults involved in the trip, and have agreed appropriate safeguarding arrangements. Yes / No

Approved by : Educational Visits Co-ordinator ………………..……..……. ………………….

Signature Date

Head of the Preparatory School* Deputy Headmaster Senior School* ……………...………..……. ………………….

Signature Date * Please delete as appropriate Once signed and returned, the organisation of this trip may continue in accordance with the procedures outlined in the policy for : Outings Adventurous Outings Residential Trips Sporting Events

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APPENDIX B 2019-20 YARM SCHOOL OUTING CHECKLIST

This form, signed by the Group Leader, should be completed in full and returned to the EVC, for approval, with all the necessary supporting paperwork, at least two weeks before the planned departure date for the outing.

Name of Outing : Date of Outing: Outing Leader: Year Group(s):

Has an exploratory visit been carried out? YES / NO

If not, what information has been obtained regarding the suitability of the venue and the facilities offered: Has parental consent been obtained in respect of all pupils attending? YES / NO If not, who has yet to respond ?

Has a letter been sent to parents containing all relevant details? If yes, then attach a copy of the letter. YES / NO If no, then attach a draft of the letter to be sent with details of the date it will be sent out

If the Outing is chargeable, have cheques been collected or list of charges sent to the Fees Administrator? YES / NO

Numbers attending [Pupils]: Boys Girls

Names of adults attending: Staff: Other:

Where any adults are not members of staff, have their vetting checks been completed satisfactorily? YES / NO* If No, please see the School Manager immediately Details of any high risk/hazardous activities to be carried out and how staffed/supervised: Confirmation from the School Manager that safeguarding arrangements for any self-employed external providers of activities (e.g. outward bound instructors) have been agreed YES / NO / N/A

Confirmation from Venue that they have current Public Liability Insurance. Venue to provide risk assessments, confirmation of staff vetting in line with KCSIE, staff qualifications and First Aid staff if they are supervising/instructing activities YES / NO

Have pupils been briefed on School rules which must be observed? YES / NO If no, when will this happen ? Have accompanying staff/adults been briefed on appropriate rules, expected pupil behaviour etc? YES / NO If no, when will this happen ?

Transport arrangements and telephone numbers:

Risk Assessments – Have they been carried out? YES / NO* *If no, this form cannot be submitted and the Outing will be cancelled First Aid Bags – Have sufficient bags been ordered using the First Aid Request Form? YES / NO This must be submitted at least two weeks before the planned date for the Outing.

● RISK ASSESSMENTS MUST BE ATTACHED TO THIS FORM : Completed by Group Leader: Signature : _______________________ Date : _________ Approved by : Educational Visits Co-ordinator: Signature : _______________________ Date : _________ Deputy Headmaster (Senior School): Signature : _______________________ Date : _________

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APPENDIX C 2019-20

YARM SCHOOL ADVENTUROUS OUTING CHECK LIST This form, signed by the Group Leader, should be completed in full and returned to the EVC, with all the necessary supporting paperwork for approval at least two weeks before the planned departure date for the outing. Name of Outing : Date of Outing: Outing Leader: Year Group(s): Has an exploratory visit been carried out? YES / NO If not, what information has been obtained regarding the suitability of the venue and the facilities offered? Has parental consent been obtained in respect of all pupils attending? If no, who has yet to respond? YES / NO Has the medical information on the parental consent forms been collated and distributed to accompanying staff? YES / NO Please provide details of any pupils and staff with serious or existing medical problems or other special needs: Have they all provided up to date letters confirming fitness to travel? YES / NO If not, have they been given the letter outlining the consequences? YES / NO Numbers attending (Pupils): Boys: Girls: Names of adults attending: Staff: Other: Where any adults are not members of staff, have their checks been completed ? YES / NO / NA *If no, who are they ? Please see the School Manager immediately. Details of Insurance Cover (School Policy or external, including Policy No.): Are “high risk” activities included? YES / NO (If so, detail below) Details of any hazardous activities to be carried out and how staffed/supervised: Confirmation from the School Manager that the insurers are aware of the activities and will cover them YES / NO Has a detailed itinerary been drawn up and venues booked? YES / NO Has a detailed budget been written? YES / NO Accommodation to be used – address, telephone number and contact name at the centre:

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If the venue is also providing supervision/activities : written confirmation of their current public liability insurance for at least £2m, their staff vetting procedures including enhanced DBS checks/equivalent ( with a barred list check), their Licence Number under the AAL Regulations 2004, their staff qualifications and their risk assessments must be attached to this checklist. Confirmation from the School Manager that the insurers are aware of the itinerary including the activities involved and that they will cover all aspects of the trip. YES / NO Confirmation from the School Manager that safeguarding arrangements for any self-employed external providers of activities (e.g. outward bound instructors) have been agreed

YES / NO / N/A Have you held a briefing meeting with parents? If so, when? YES / NO If no, when will this take place? Have you held a briefing meeting with pupils? If so, when? YES / NO If no, when will this take place? Have accompanying staff/adults been briefed on appropriate rules/expected pupil behaviour etc? YES / NO If no, when will this take place? Have the pupils received written instructions regarding the equipment required and the procedures in the event of an emergency? A copy of the issued or a draft should be attached YES / NO If no, when will this take place ? Transport arrangements & telephone numbers: (School minibus, name of transport company) Name, address and telephone number of the Yarm School based emergency contact: First Aid Bags – Have sufficient bags been ordered using the First Aid Request Form? YES / NO This must be submitted at least two weeks before the planned date for the Outing. RISK ASSESSMENTS AND OTHER ASSOCIATED PAPERWORK ARE ATTACHED TO THIS FORM YES / NO THE FOLLOWING MUST BE ATTACHED TO THIS FORM :

● A FULL AND DETAILED ITINERARY FOR THE TRIP ● RISK ASSESSMENTS unless already submitted to RVO for outdoor education activities ● RISK ASSESSMENTS FROM THE VENUE(S) SUPERVISING / PROVIDING ANY ACTIVITIES ● VENUE’S CURRENT PUBLIC LIABILITY INSURANCE CERTIFICATE ● VENUE’S WRITTEN CONFIRMATION OF FIRST AID TRAINED STAFF, STAFF VETTING AND CURRENT QUALIFICATIONS

FOR INSTRUCTORS ● CONFIRMATION THAT THE PROVIDER HOLDS A VALID LICENCE AS REQUIRED BY ADVENTURE ACTIVITIES

LICENSING REGULATIONS IF ACTIVITIES INVOLVE CAVING, CLIMBING, TREKKING, SKIING OR WATERSPORTS Completed by Group Leader: Signature : _______________________ Date : _________ Approved by : Educational Visits Co-ordinator: Signature : _______________________ Date : _________ Deputy Headmaster (Senior School): Signature : _______________________ Date : _________

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APPENDIX D 2019-20

YARM SCHOOL RESIDENTIAL TRIP CHECK LIST This form, signed by the Group Leader, should be completed in full and returned to the EVC, with all the necessary supporting paperwork for approval at least two weeks before the planned departure date for the Trip. Name of Trip : Date of Trip : Trip Leader : Year Group(s): Has an exploratory visit been carried out? YES / NO If not, what information has been obtained regarding the suitability of the venue and the facilities offered? Has parental consent been obtained in respect of all pupils attending? YES / NO If no, who has yet to respond? Has the medical information on the parental consent forms been collated and distributed to accompanying staff? YES / NO Please provide details of any pupils and staff with serious or existing medical problems or other special needs: Have they all provided up to date letters confirming fitness to travel? YES / NO If not, have they been given the letter outlining the consequences? YES / NO Numbers attending (Pupils): Boys: Girls: Names of adults attending: Staff: Other: Where any adults are not members of staff, have their checks been completed ? YES / NO / NA If no, who are they ? Details of Insurance Cover (School Policy or external, including Policy No.): Are “high risk” activities included? YES / NO Details of any hazardous activities to be carried out and how staffed / supervised: Has a detailed itinerary been drawn up and venues booked? YES / NO Has a detailed budget been written? YES / NO Accommodation to be used – address, telephone number and contact name at the centre: If the venue is also providing supervision/activities : written confirmation of their current public liability insurance for at least £2m, their staff vetting procedures including enhanced DBS checks/equivalent (with a barred list check), their Licence Number under the AAL Regulations 2004, their staff qualifications and their risk assessments must be attached to this checklist. Confirmation from the School Manager that the insurers are aware of the itinerary including the activities involved and that they will cover all aspects of the trip. YES / NO

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Have you held a briefing meeting with parents? If so, when? YES / NO If no, when will this take place? Have you held a briefing meeting with pupils? If so, when? YES / NO If no, when will this take place? Have accompanying staff/adults been briefed on appropriate rules/expected pupil behaviour etc? YES / NO If no, when will this take place? Confirmation from the School Manager that safeguarding arrangements for any self-employed external providers of activities (e.g. outward bound instructors) have been agreed

YES / NO Have the pupils received written instructions regarding the equipment required and the procedures in the event of an emergency? A copy of the issued or a draft should be attached YES / NO If no, when will this take place ? Transport arrangements & telephone numbers: (School minibus, name of transport company, flight details etc) Name, address and telephone number of theYarm School based emergency contact: First Aid Bags – Have sufficient bags been ordered using the First Aid Request Form? YES / NO This must be submitted at least two weeks before the planned date for the Outing. RISK ASSESSMENTS AND OTHER ASSOCIATED PAPERWORK ARE ATTACHED TO THIS FORM YES / NO THE FOLLOWING MUST BE ATTACHED TO THIS FORM :

● A FULL AND DETAILED ITINERARY FOR THE TRIP ● RISK ASSESSMENTS ● RISK ASSESSMENTS FROM THE VENUE(S) SUPERVISING / PROVIDING ANY ACTIVITIES ● VENUE’S CURRENT PUBLIC LIABILITY INSURANCE CERTIFICATE ● VENUE’S WRITTEN CONFIRMATION OF FIRST AID TRAINED STAFF, STAFF VETTING AND CURRENT QUALIFICATIONS

FOR INSTRUCTORS ● CONFIRMATION THAT THE PROVIDER HOLDS A VALID LICENCE AS REQUIRED BY ADVENTURE ACTIVITIES

LICENSING REGULATIONS IF ACTIVITIES INVOLVE CAVING, CLIMBING, TREKKING, SKIING OR WATERSPORTS

Completed by Group Leader: Signature : _______________________ Date : _________ Approved by : Educational Visits Co-ordinator: Signature : _______________________ Date : _________ Deputy Headmaster (Senior School): Signature : _______________________ Date : _________

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APPENDIX E 2019-20

YARM SCHOOL CONFIRMATION OF DETAILS OF AN APPROVED TRIP To be completed and distributed (as indicated below) 48 hours before departure. Name of Trip : Member of Staff i/c :

Destination : Other accompanying Staff :

Contact details for venue :

Mobile number for staff: Contact details if out of range:

Date : Time leaving school :

Date : Time returning to school :

Flights : Out : Airline, Airport, Flight No. Take off time: Return : Airline, Airport, Flight No. Landing time:

Minibus / Coach : Out : School or Company, departure and arrival times Return : School or Company, departure and arrival times :

Train : Out : Stations, departure and arrival times: Return : Stations, departure and arrival times:

Ferry : Out : Ferry Company, departure and arrival Times and ports: Return : Ferry Company, departure and arrival times and ports:

PUPILS INVOLVED (listed alphabetically, with initials, year and house) NB Pupils on outings/trips must personally excuse themselves to their teachers. Surname Initial Year / Tutor Surname Initial Year / Tutor NOTE: A copy of this form to be sent 48 hours in advance to the School Office and for distribution to : - Headmaster (Senior School only) Entered in Prep. Diary / SCR planner - Deputy Headmaster (Senior School) Minibus/coach booked via GM - Head of Department (Senior School) Cover requested - Educational Visits Co-ordinator (JJL) Parental Consent forms received - S E N C O (SS) Lunches cancelled - School Office Packed lunches ordered - Staff Room Notice Board Late Return (security informed) -The Emergency Contact at School Checklist & Risk Assessments approved Signature of Leader ……………………………Date……………………………………….

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APPENDIX F 2019-20 YARM SCHOOL OUTING

PARENTAL INFORMATION LETTER AND CONSENT ACKNOWLEDGEMENT

Dear Parent, Date I am arranging an Outing to _________________________ on ____________________. The party will consist of around _________ pupils and _________members of staff. Pupils should meet at the ____________________ at _____________________. We will travel by _________________________. Pupils may be collected from _______________________ at around ____________________. The cost of the outing is £___________ which will be charged to your ‘Extras’ account. [Omit this sentence if there is to be no charge to parents] If you are willing for your son/daughter to take part please complete the consent form below and return it to me by __________________________________. I should be happy to provide further details if requested. Yours sincerely PARENTAL ACKNOWLEDGEMENT Pupil’s name ____________________________________________ ______________ I agree to the above named pupil taking part in the outing to __________________________ on _________________________. I agree to the sum of £_________ being charged to my ‘Extras’ account. I understand that once I return this form, this amount will still be payable if my son/daughter does not take part in the Outing. I hereby consent to any member of staff arranging for any emergency dental, medical or surgical treatment, first aid, anaesthetic, blood transfusion or the administration of treatment for ailments during the trip considered necessary by the medical authorities present. I understand that, in the event of a serious accident or medical emergency, every reasonable effort will be made to contact me. In addition, efforts to obtain my consent will be made, provided that medical opinion does not consider the time delay inadvisable. Please give below details of medication, health, travel or other factors of which the staff, who will be acting ‘in loco parentis’, should be aware. __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ Signature of parent/guardian _________________________________ Date_____________ Please return to __________________________________ by ________________________

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YARM SCHOOL ADVENTUROUS / RESIDENTIAL TRIP APP G

PARENTAL CONSENT AND INDEMNITY FORM Your child has applied for a place on a School adventurous activity trip / residential trip/expedition and we hope that this proves to be very enjoyable and rewarding. The vast majority of residential trips from Yarm School run extremely smoothly without problems or accidents. It is, however, necessary for parents to sign the following undertaking which deals with specific problems and difficulties which could arise while your child is in the charge of the member of staff organising the activity. Please read the document very carefully and fill in the details at the end of the document before signing and returning it to the organising member of staff. I accept that in order to secure places on the trip and to take advantage of the best prices available for travel, the School has to pay some months in advance of the event. In the case of unexpected illness or circumstances which prevent my son or daughter going on the trip, I understand that the School will do its best to find another pupil who is able to take their place. However, if it proves impossible to recover all or part of the costs involved then I accept that the school will need to charge me for the costs which have been incurred on behalf of my child. I understand not all circumstances are insurable. In the event of a cancellation for whatever reason, I agree to forfeit the booking deposit up to the time of the final payment or the full cost of the holiday thereafter or such other payment required under the booking terms/conditions All members of the party are expected to behave in an appropriate and considerate manner and to obey instructions given to them by any person in authority at all times. Should my child’s conduct whilst on a residential trip warrant, in the opinion of the staff in charge, my child being sent home, I agree to reimburse the staff/School for the extra travelling expenses of my child, together with any necessary costs incurred by an accompanying member of staff. I accept that any future serious misbehaviour (deemed to be such by the Headmaster),whether in School, on a School related activity or out of School, will result in my child being excluded from the party. In that event, unless a replacement can be found, I agree to forfeit the booking deposit up to the time of the final payment and the full cost of the holiday thereafter or such other payment required under the booking terms and conditions. I agree to indemnify the School against costs and expenses reasonably incurred and/or other sums disbursed on behalf of my child during or as a result of the trip. I agree to pay any insurance excess incurred as a result of my child taking part in the trip which if unpaid will be a debt owing to the School and also to comply with any insurance company request in the event of an insurance claim being necessary whether as a result of illness/accident/damage/injury to others. In the event that a claim is unsuccessful as a result of my-non-compliance I understand the School may pursue me for the full amount of the insurance claim. I hereby consent to any member of staff arranging for any emergency dental, medical or surgical treatment, first aid, anaesthetic, blood transfusion or the administration of treatment for ailments during the trip considered necessary by the medical authorities present. I understand that, in the event of a serious accident or medical emergency, every reasonable effort will be made to contact me. In addition, efforts to obtain my consent will be made, provided that medical opinion does not consider the time delay inadvisable. I agree that I shall give overleaf, for the Party Leader’s (and all other staff taking part) information, full details of any special dietary requirements (for either health or religious reasons) and particulars of any relevant medical conditions, together with details of any treatment required (e.g. medication). I understand that the School’s insurance covers existing medical conditions but only if the person is not travelling against medical advice. In the event that person needed to claim on the insurance for a medical problem whilst abroad, the insurers would require proof that the person had not been travelling against medical advice. The proof would be a note from the person’s GP/Consultant dated only a few weeks in advance of the Departure that they are fit to travel to the specified country. In the event that a reoccurrence of the medical problem, or a new medical problem arises after the letter and prior to Departure, the person will need to obtain a new letter from their GP/Consultant. Without any such letter the person travelling may be required to pay for their own medical treatment and repatriation, the costs of family travelling to be with them and the costs of additional staff required to deal with the emergency, which could run into tens of thousands of pounds. I understand that the School’s insurance does not cover the cost of continuing any medication or treatment already in progress. I will ensure that my son/daughter if undergoing medication or treatment they will have sufficient supplies with them (a translation of their treatment/medication may be useful if travelling to a country where English is not widely spoken). I understand that my child will need to have a passport with an expiry date of at least six months after the date of return, an up to date EHIC Card (they have expiry dates) and a visa may be required. I understand the extent and limitations of the insurance cover provided.

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YARM SCHOOL

PARENTAL CONSENT AND INDEMNITY FORM Pupil’s Name ________________________________________________________ (IN FULL AS IT APPEARS ON THEIR PASSPORT) Tutor Group ________________________ House ____________________ Details/Name of Trip ______________________________ Name of Group Leader ___________________ Date(s) of Trip ________________ Home Tel. No. _______________________________________________________ Day Emergency Contact No. _____________________________________________ Out of Hours Emergency Contact Nos. _____________________________________ Medical/Dietary Information Home Doctor’s Name, Address & Tel. No. _________________________________________________

____________________________________________________________________________________

____________________________________________________________________________________

Please indicate below any medical/dietary conditions, e.g. asthma, allergies, special diets, relevant medical information such as fear of heights which need to be considered during the activity trip. This information is confidential and you may wish to discuss it in confidence with a member of staff. Please note all adults accompanying the trip will need to know this information as will any instructors/supervisors at the venue. _____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

My child is / is not protected against Tetanus (delete as appropriate) My child can / cannot be given paracetamol (delete as appropriate)

Any Medication: Medicine: _______________________________ Dosage: ___________________

I consent to my child taking part in the above named trip. I confirm that I understand and agree to all of the conditions of the trip sent with this form. Signed: _________________________ (Parent/Guardian) Date: ________________

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APPENDIX H

SAMPLE CONTENTS LIST FOR OUTING FILE Copies of the relevant pages should be given to all adults accompanying the outing/trip. 1. Aide Memoire

2. List of members of party

3. Contact Numbers:

- School – Senior 01642-786023 or Prep. 01642-781447 - Point of Contact out of School Hours

- Local Doctor - Local A&E - Accommodation and address and name of contact member of staff - Transport (coach) - Others

4. Parents’ Contact Numbers and Doctors’ details - see sheet

5. Pupils’ consent and medical information forms

6. Emergency Procedures

7. Transport Details

8. Itinerary

9. Proposed Routes, Timings and Names of those in each party if subdivided

10. Risk Assessments

11. Staff Qualifications and Responsibilities

12. School Outings, Adventurous Outings & Residential Trips Policy and Procedure

(including appendices)

13. Copies of completed appendices

14. First Aid at Work assessment sheet

15. EPI Pen, Asthma sheets from Health Care policy

16. Insurance policy and emergency contact numbers (if taking place out of School Hours)

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APPENDIX I

SAMPLE CONTENTS LIST FOR ADVENTUROUS OUTING FILE

Copies of the relevant pages should be given to all adults accompanying the outing/trip. 1. Aide Memoire


3. Contact Numbers:

- School – Senior 01642-786023 or Prep. 01642-781447 - Point of Contact out of School Hours - Local Doctor - Local A&E - Accommodation and address and name of contact member of staff - Transport (coach) - Others





8. Itinerary




12. School Outings, Adventurous Outings & Residential Trips Policy and Procedure (including

appendices)


14. Insurance policy and emergency contact numbers -if taking place out of School Hours



35

APPENDIX J

SAMPLE CONTENTS LIST FOR RESIDENTIAL TRIP FILE Copies of the relevant pages should be given to all adults accompanying the outing/trip. 1. Aide Memoire


3. Contact Numbers:

- School – Senior 01642-786023 or Prep. 01642-781447 - Point of Contact out of School Hours - Local Doctor - Local A&E - Accommodation and address and name of contact member of staff - Transport (coach) - Travel company - airline/ferry company/train company - Others



6. EHIC Cards (for trips abroad only) – check expiry dates

7. Accommodation details and pupil groupings



10. Itinerary




14. School Sporting Events, Outings, Adventurous Outings and Residential Trips Policy and Procedure

(including appendices)


16. Insurance policy and emergency contact numbers

17. Pupils’ passport numbers – check expiry is at least six months after return date

18. Pupils’ visa numbers

19. Contact details for local British Embassy



22. Copy passports and visas for all passengers

23. Pupils emergency details form

24. Copy of the booking conditions for the travel and accommodation sections of the Trip

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APPENDIX K

YARM SCHOOL

OUTINGS, ADVENTUROUS OUTINGS & RESIDENTIAL TRIPS

ADDITIONAL INFORMATION AND GUIDANCE FOR LEADERS Introduction School excursions form a valuable and necessary part of the School’s educational process and it is hard to see how a teacher can be playing a full and proper part in the life of the School if they never get involved in some capacity. The teacher in charge (and by delegation, also any assisting teacher) is professionally responsible for the conduct, welfare and safety of the pupils taking part in an excursion in exactly the same degree as would be the case were the pupils in School. In addition it is to be assumed that all ordinary School rules apply as normal on School excursions unless there is specific exception made below or unless the teacher in charge of the excursion properly authorises an exception or relaxation in consultation with the Headmaster. In particular teachers must see to it that pupils know with absolute clarity where they may and may not go, what activities are allowed and not allowed, and what times and schedules they must obey. In addition to the above, when relevant to a given excursion, all teachers are required to comply with and to enforce the following guidelines : Using Public Transport The group is to be kept together as far as the seating arrangements allow. Pupils must sit in allocated seats and adhere to any relevant safety regulations that apply during transit. Staff must supervise the group at all times during the journey. Pupils must not leave the group without permission and must report back exactly as and when required. The group must not be rowdy and must show due consideration to all other members of the public. They must not be allowed to “take over” (i.e. unpleasantly dominate) the bus or carriage etc, to the discomfort of passengers. They must be responsible for their own possessions, including their own litter and they must respect the fabric of the vehicle. Tickets must be paid for at the proper rate according to the age of the pupils. Teachers must be prepared to impose additional rules as necessary. For example, Teachers must be particularly sensitive to the needs of younger pupils. Warnings such as “stand well back” (as a train comes into the platform) and “don’t lean on the doors” (with respect to carriage doors) may well be necessary. ‘Free Time’ in Towns and Cities Pupils from the Early School and Prep. School must never be left unsupervised, for reasons of safety. For Senior School pupils, the teacher must take the trouble to research the area and define ‘limits’ as required. Many large towns and cities have dubious – even dangerous – neighbourhoods. Take stock of hazards. Traffic, hostile or touchy locals, climate, food, hygiene are among the aspects to consider. You name it – it is the teacher’s job to spot the dangers and warn the pupils and make necessary rules. See that appropriate instructions are given. Much of the value and worthwhile experience to be gained from School excursions depends on the pupils being allowed to tour and explore places for themselves in small groups. It is virtually impossible to give more

37

than general guidance on this point as everything depends in the end on the common sense and sense of professional responsibility of the teachers concerned. The following points are among those that should be held in mind but the list is not exhaustive. Further advice and guidance can be obtained from senior colleagues. ● Specify minimum and maximum group size to be allowed. A pupil should not be allowed to go about

on their own. ● Specify where pupils may go and what they may do. ● Specify what time the pupils are to return and how they are to report. Short spells are generally best.

Half an hour to one hour is perhaps ideal. Two hours can be quite a long time. For pupils to be allowed to be unsupervised all afternoon or all day needs very careful prior consideration.

● Remember the need for emergency provision. Pupils should be told what to do in case of emergency and where to go if they run into difficulty. A teacher should let pupils know where they can be contacted.

● Obviously when pupils are allowed out and about direct supervision is impossible. Nonetheless the teachers can be, and should be, out and about too. Spot checks can be made. Given in the right ‘tone’, the pupils will realise the teachers’ instructions ‘are for real’.

Staying in Accommodation Bounds Pupils from the Early School and Preparatory School must never be allowed ‘off limits’. No Senior School pupils should be allowed ‘off limits’ without specific permission. Reporting back procedures must be thorough. Assemblies (i.e. meetings) should be held, at which all pupils are required to attend (a formal roll call will be required if the group is large) and at which rules are spelt out and programmes announced. Daily itineraries should be published to give pupils a framework to adopt. Room Allocation and Responsibilities The leader must organise a room plan and will have the final word on who goes where. A damage check should be conducted before and after occupancy. Rooms must be kept tidy and pupils must return their rooms to pristine condition on check-out. Good behaviour and consideration towards other hostel and hotel guests must be insisted upon. Times, Bedtimes and Lights Out These must be laid down and made very clear. Early School and Preparatory School pupils must never be unaccompanied. For Senior School pupils 10.30pm should be the normal latest return and this late hour should only apply to the most senior. Younger Senior School pupils should not be allowed out unaccompanied at night or after dark. Times for silence and lights out should be specified. The teachers on duty must check everyone is in bed, and that younger pupils are settled, before they retire. This rule is vital. Fixed meal times with the whole group coming together in a restaurant and then being re-released is often a ‘natural’ way of applying a tight control without the pupils feeling a sense of over-restriction. The main meal times should be regarded as mandatory assemblies. Pupil Appearance Again, the teacher’s requirements must be spelt out to the pupils. The teacher must ensure that pupils’ dress is appropriate to the occasion and surroundings. Local sensitivities (eg Churches in some foreign countries) must be taken into account. Personal Property and Money Even intelligent pupils can be extraordinarily dozy, naïve or irresponsible over money, documents, tickets and their own personal property. As a teacher responsible for a group you cannot escape responsibility by simply telling pupils to look after their own things or blaming them afterwards for being stupid if things get lost. It all depends on the age of the pupils, the size of the group and other variable circumstances but as a general rule

38

you should be prepared to accept a lot of responsibility yourself for valuables and possessions. This may involve collecting in all passports, tickets etc and keeping them in the hotel safe. It may require you to organise and run a banking facility Alcohol and Smoking Pupils may not consume alcohol (or buy or possess it) except under the following very closely defined circumstances: Early School and Preparatory School : Never Senior Years 1 to 4 : Never Senior 5th Year : Only if bought through the teacher in charge and consumed in their presence at a formal meal in a restaurant, after written consent from the parent has been granted. Senior Sixth Form : Only under strict limits and according to rules agreed between the Headmaster and the teacher-in-charge in advance for each excursion. The fact that some sixth formers may be aged 18 and therefore legally entitled to buy alcoholic drinks is irrelevant because as members of the School they are still subject to its rules. No pupils may smoke (or buy or possess tobacco) under any circumstances. Encountering Problems Problems do arise! However, the teacher’s established reputation and ability to control pupils will enable them to cope with most situations. It is sensible for the Teacher responsible for the trip to leave clear contact details with School and to have an agreed means of communicating with School / senior teacher. To minimise health problems, the organising teacher should make sure that all pupils have completed a basic medical form giving details of any allergies, medication or other factors that could be relevant in the case of an emergency. If travel requires the use of visas or passports, these should all be applied for and checked in advance to make sure that all are current and valid.

Pupil’s

Name

Home

Tel

Emergen

cy Tel No

Out of

Hours Tel

No

GP Name GP Tel No

Medical /

dietary

Info

Tetanus

protected

Can have

Paraceta

mol

Y/N

Notes

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APPENDIX M

Yarm School Aide Memoire for Outings

Are any adults accompanying the trip who are not members of staff? If so, they will need DBS checks and references which take

several weeks so these must be organised at least 8 weeks in advance

The term prior to the proposed Outing:

● Prepare details for submission of a request for the Outing using a Trip Request Form

● Submit the Trip Request Form to the Educational Visits Coordinator (EVC) who will then pass it on to the Deputy

Headmaster.

● If it is approved, the Trip Request Form will be returned, signed, via the School Office.

● Check the Outing is included in the Term Card

● Provide details of any adults, who are not members of staff, to CJE for DBS and other vetting checks (at least 8 weeks will

be needed for the checks to be completed) – if this is a one off trip they probably will not require a check unless they

intend to be in School regularly or they will have any unsupervised access to pupils or this trip involves an overnight stay.

Do not include them in the ratio of adults:children. If the vetting checks are incomplete or unsatisfactory, they MUST NOT accompany the Outing.

The term of the Outing:

● Obtain copy of venue’s public liability insurance certificate

● Write to parents using Parent Consent and Indemnity Form as a basis.

● Co It may be helpful to remember that if it is necessary to apply sanctions :- Pupils may be punished upon return to School. Senior School pupils (only) may be confined to the coach or hotel room as a punishment or may be forced to remain with the teacher when other pupils are allowed ‘free’ time. In extreme cases a pupil may be sent home early but if this drastic step is taken the teacher must ensure the pupil is either escorted or, for a Senior School pupil who is old enough, sent under foolproof arrangements to be met on arrival by their pre-notified parents. Deliberate flouting of the School rules and these guidelines, as laid down by the Teacher responsible for the excursion, will be a serious matter for the pupil(s) concerned. Teachers must never ‘cover up’ any such incidents and indeed failure to report and take action would place the teacher’s own position in jeopardy.

40

APPENDIX L PUPILS’ EMERGENCY DETAILS

● Collect signed Parental Consent and Indemnity forms and deposits

● Book transport and venue

● Pay deposits and balance to venue.

● Collect balance payments from parents (if required).

● Pay deposit, if required, to transport company

● Complete accounts for the Outing

At least two weeks before the Outing:

● Order First Aid bag(s)

● Confirm venue and transport bookings

● Check pupils’ medical details and any SEN requirements and prepare for any possible issues – include in risk assessment

● Organise contingency for a late return/delays during the Trip

● Complete Risk Assessment

At least one week before the Outing:

● Submit completed Checklist and Risk Assessments to the EVC who will then pass to the Deputy Headmaster. A copy will be

returned to the Leader and a copy will be retained in the School Office.

● Chase up any Parental Consent and Indemnity Forms still outstanding – copy to the Office.

At least 48 hours before the Outing:

● Complete and submit Confirmation of an Approved Trip Form to the Senior School Office

● Remind pupils to excuse themselves from lessons

● Check the weather forecast

● Ensure all staff accompanying the Outing are aware of their individual responsibilities.

● Ensure that the contact details and medical information are taken on the Outing.

● Check with CJE that the adults and instructors requiring vetting checks have had them completed. If the vetting checks are incomplete or unsatisfactory, they MUST NOT accompany the Outing.

● Ensure The Estates Foreman is aware of any early start or late return ● Remind pupils to bring their medication, if any

After the Outing:

● Report any serious issues to DGW and JJL immediately.

● Complete the Outing accounts and pay any outstanding balances, e.g. transport invoice.

41

APPENDIX N Aide Memoire for Adventurous Outings



The term prior to the proposed Adventurous Outing: ● Prepare details for submission of request for the Adventurous Outing using a Trip Request Form


Headmaster.

● If it is approved, the Trip Request Form will be returned, signed, via the School Office. ● Check Adventurous Outing is included in the Term Card ● If this is a new Adventurous Outing , it will require the prior approval of the SMT and Governing Body ● Provide details of any adults, who are not members of staff, to CJE for DBS and other vetting checks (at least 8 weeks will

be needed for the checks to be completed) – if this is a one off trip they probably will not require a check unless they

intend to be in School regularly or they will have any unsupervised access to pupils or this trip involves an overnight stay.

Do not include them in the ratio of adults:children. If the vetting checks are incomplete or unsatisfactory, they MUST NOT accompany the Trip.

The term of the Adventurous Outing:

● Obtain copy of venue’s public liability insurance certificate as well as written confirmation of First Aid, and staff vetting and qualifications details, if appropriate

● Write to parents using Parent Consent and Indemnity Form as a basis ● Collect signed Parental Consent and Indemnity forms and deposits ● Book transport and venue ● Pay deposits to venue ● Pay balance to venue ● Complete accounts for the Trip ● Provide details to CJE of any external instructors so they can undergo the vetting checks and provide their qualifications

and insurance details. If the vetting checks are incomplete or unsatisfactory, they MUST NOT accompany the Trip. ● Are the specific activities covered by the School’s insurance? ● Are any specific licences/qualifications required for the activities? If so, do we or the venue have them? A copy of the

written confirmation will be needed for the File. The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

At least three weeks before the Adventurous Outing:

● Complete Risk Assessment At least two weeks before the Adventurous Outing:

● Order First Aid bag(s) ● Confirm venue and transport bookings ● Check pupils’ medical details and any SEN requirements and prepare for any possible issues – include in risk assessment ● Submit completed Checklist and Risk Assessments to the EVC who will then pass to the Deputy Headmaster. A copy will be

returned to the Leader and a copy will be retained in the School Office.

● Check with CJE that the adults and instructors requiring vetting checks have had them completed. ● Organise contingency for a late return/delays during the Trip If the vetting checks are incomplete or unsatisfactory, they

MUST NOT accompany the Outing. At least one week before the Adventurous Outing:

● All staff on the Trip should be fully aware of their individual responsibilities and have a copy of the written programme.

At least 48 hours before the Adventurous Outing:

● Complete and submit Confirmation of an Approved Trip Form to the Senior School Office ● Remind pupils to excuse themselves from lessons ● Check the weather forecast ● Chase up any Parental Consent and Indemnity Forms still outstanding ● Ensure that the contact details and medical information are taken on the Adventurous Outing. ● Check with CJE that the adults and instructors requiring vetting checks have had them completed. If the vetting checks are

incomplete or unsatisfactory, they MUST NOT accompany the Outing. ● Arrange with your emergency contact details of how, and when, you will keep in contact and how you will report a safe

return ● Ensure The Estates Foreman is aware of any early start or late return ● Remind pupils to bring their medication, if any

After the Outing:

● Report any serious issues to DGW and JJL immediately. ● Complete Return from Trip Form ● Complete the Adventurous Outing accounts and pay any outstanding balances, e.g. transport invoice.

42

APPENDIX O

Aide Memoire for Residential Trips



At least a year prior to the proposed Residential Trip:

● Prepare details for submission of request for the Residential Trip using the Trip Request Form


Headmaster.

● If it is approved, the Trip Request Form will be returned, signed, via the School Office. ● It will require the prior approval of the SMT and the Governing Body will be informed of the nature of the trip

● Check Foreign and Commonwealth Office advice

Within 12 months of the Residential Trip :

● Check that the Residential Trip is included on the Approved Residential Trips list published by the Deputy Headmaster

● Undertake the preliminary trip to the resort/venue, etc and report to the EVC

Within 6 months of the Residential Trip:

● Obtain copy of venue’s public liability insurance certificate as well as written confirmation of First Aid, and staff vetting

and qualifications details, if appropriate

● Confirm the travel agent and airline are ABTA and ATOL bonded

● Is insurance available to cover a low cost airline ? See – www.protectmyholiday.com or Insure and Go

● Write to parents using Parent Consent and Indemnity Form as a basis

● Ensure parents are aware of cost implications if they cancel later

● Collect signed Parental Consent and Indemnity forms and deposits

● Book transport and venue

● Provide details of any adults, who are not members of staff, to CJE for DBS and other vetting checks (at least 8 weeks will

be needed for the checks to be completed) – do not include them in the ratio of adults:children. If the vetting checks are incomplete or unsatisfactory, they MUST NOT accompany the Outing.

● Pay deposits to venue

● Collect balance payments from parents

● Pay balance to venue

● prepare accounts for the Trip

● Provide details to CJE of any external instructors we are using so they can undergo the necessary vetting checks and

provide their qualifications and insurance details.

● Are the specific activities covered by the School’s insurance? ● Are any specific licences/qualifications required for the activities? If so, do we or the venue have them? A copy of the

written confirmation will be needed for the File. The school will ensure that any providers that offer an activity involving caving, climbing, trekking, skiing or water sports hold a valid licence as required by the Adventure Activities Licensing Regulations 2004 (for England, Scotland and Wales).

● Ensure parents are aware of passport, EHIC, visa and injection requirements including full names from the passport for the

ticket (travel will be impossible if the two do not match).

● Provide parents with written details of booking conditions and insurance and ensure they are aware of the need to

arrange additional insurance cover if they do not accept the limits on the School’s travel insurance.

● Ensure parents are aware of the need to provide paperwork if the pupil has an existing or new medical condition

● If a separate travel insurance is being used, ensure the details are as comprehensive as the School’s worldwide travel

insurance policy. Provide a copy to the School Manager and place a copy in the File. Copy the insurance to the parents

and ensure they are aware of the need to arrange additional insurance cover if they do not accept the limits on the travel

insurance already arranged.

The term before the Trip:

● Check the Trip is in the term card

● Hold the meeting with parents

43

http://www.protectmyholiday.com/

At least eight weeks before the Trip:

● A copy of the itinerary for an overseas trip to be given to the School Manager who will check with the School’s insurers

whether they approve the details and whether there are any additional premiums payable

● Provide full details of all adults who are not existing member of staff to the School Manager to begin DBS and other vetting

checks.

● Begin collecting passports and EHICs – are they all within date – remember most countries require the passport to have at

least six months remaining beyond the Trip dates. EHICs have expiry dates. Check the names on the tickets match the

names on the passports.

● Ensure a copy of the booking conditions for the travel and accommodation parts of the Trip are in the File

At least three weeks before the Trip:

● Complete Risk Assessment

At least two weeks before the Trip:

● Order First Aid bag(s)

● Confirm venue and transport bookings

● Check pupils’ medical details and any SEN requirements and prepare for any possible issues – include in risk assessment

● Submit completed File, in duplicate, to the EVC. Copies of ID page of passports to be provided so the Office can retain a

set and the other set remains in the File with the Leader.


● All staff accompanying the Trip should be fully aware of their individual responsibilities and have a copy of the written

programme

● Check FCO advice

● Remind pupils to bring any necessary medication

● Organise contingency for a late return/delays during the Trip

● Obtain a copy of the insurance policy and emergency telephone number and keep this in the File

● Obtain details of the local British Embassy

At least 48 hours before the Residential Trip:

● Complete and submit Confirmation of an Approved Trip Form to the Senior School Office

● Remind pupils to excuse themselves from lessons

● Check the weather forecast

● Chase up any Parental Consent and Indemnity Forms still outstanding

● Ensure that the contact details and medical information are taken on the Adventurous Outing


● Arrange with your emergency contact details of how, and when, you will keep in contact and how you will report a safe

return

● Ensure the Estates Foreman is aware of any early start or late return

After the Trip:

● Report any serious issues to the EVC immediately.

● Complete Return from Trip Form

● If there are any insurance issues, resolve these within at least seven days with CJE.

● Complete the Outing accounts and pay any outstanding balances, e.g. transport invoice

44

APPENDIX P

RETURN FROM TRIP FORM

Trip title:

Leader:

Have any issues been reported to SMT? Yes No N/A Are any still outstanding? If so, how are they to be resolved?

Are there any insurance claims to report? If so, have details been given to CJE? Yes No N/A

Would you recommend the transport arrangements again?

Would you recommend the venue again?

Are there any arrangements which need to be different for the next trip of this type? If so, please provide details : Signed ............................................................. Trip Leader

Date ..............................................................

This form should be completed and passed on to the EVC within two weeks of return.

45

APPENDIX Q – Sample only – please use/complete RA’s in Landscape format

Yarm School Trips Policy Risk Assessment

TRIP: TRIP DATE: LEADER:

Expand grid as necessary Risk assessment carried out by:

Ser

Hazard/

Activity

Who is

affected

Risk Level

(High,

Medium,

Low)

Controls

in Place

Residual

Risk Level

(High,

Medium,

Low)

Additiona

l Controls

Residual

Risk Level

(High,

Medium,

Low)

For EFYS Trips : Is ratio of staff:pupils appropriate? Yes/No ................................. Head.

Signatures :

Trip Leader : ............................................................ Date:...................................

Comment.......................................................................

Educational Visits Co-ordinator EVC : .......................... Date:...................................

Comment.......................................................................

Deputy Headmaster / Head of Prep: .......................... Date:...................................

Comment.....................................................................

46

Documents

SCHOOL OUTINGS, ADVENTUROUS OUTINGS ......Worldwide travel insurance is paid for by the School. A copy of the annual policy is available from the School Manager. There are exclusions