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The Priory CE VA Primary School

Policy Document

Safety during School Trips and Outdoor Education

Activities

Safety during School Trips and Outdoor Education Activities - Policy

This policy was compiled by:

Liz Kelly – Assistant Headteacher

Approval

Board of Governors

Chairman

Judy Jamieson

Headteacher

Anita Cubitt

Signature

Date of last review

Date of review

November 2016

Date of next review

2 years

Maintenance

FGB

“This policy has been reviewed in line with the 8 principles set out in the Single Equality Policy and an initial

screening Equality Impact Assessment has been carried out’.

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Safety during School Trips and Outdoor Education Activities

Purpose of the policy

The governors and staff of the Priory School agree that trips, visits and outdoor

education activities equip our pupils with real experiences in the wider world, provide

a great opportunity for pupils to face a range of challenges that can contribute

significantly to their personal development.

We live in a society which is becoming increasingly risk-averse and we are in danger

of suffocating our pupils in rules, regulations and cotton wool. Life is full of

challenges and we owe it to our pupils to prepare them with the skills to recognise

risks, assess them sensibly and to react positively. School trips can improve our

pupils’ interpersonal skills, leadership skills, team work, trust and respect. At The

Priory School we believe that such experiences can develop a child’s self-

confidence, self-esteem and levels of resilience. In turn, this can help to improve

performance and relationships back at school.

School trips contribute towards knowledge and skills in a variety of areas and also

contribute to life-long interests - activities and sports skills can help to address health

and obesity concerns for some.

The Priory School accept that trips, visits and outdoor activities (including

residentials) cannot be completely without risk but will take all reasonable

precautions to protect staff and pupil health, safety and welfare, and minimise the

risk of untoward or dangerous situations. The benefits to pupils are so great and the

risks containable that giving in to risk aversion would be to deny our pupils life-

changing, positive experiences and wonderful opportunities to learn.

The link below takes you directly to the HSE (Health and Safety Executive)

document which outlines the following:

http://www.hse.gov.uk/services/education/school-trips.pdf

The benefits of school trips to pupils and learning away from school

Key message: ‘Well-managed school trips and outdoor activities are great for

pupils. Pupils won’t learn about risk if they’re wrapped in cotton wool.’

What staff should expect from their school

Key message: ‘Teachers should expect their schools to have procedures that

encourage participation, are proportionate to the level of risk and avoid

bureaucracy.’

What the school, pupils and parents should expect from staff

Key message: ‘Those running school trips need to focus on the risks and the

benefits to people – not the paperwork.’

If things go wrong

Key message: ‘Accidents and mistakes may happen on school trips – but

fear of prosecution has been blown out of all proportion.’

Member of staff leading the trip should complete FORM 1 in the first instance

and return to the Headteacher before planning the trip.

The Priory School operate a ratio of 1:6 Foundation/KS1 and 1:8 KS2.

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As detailed in the Dorset County Council website the following FORMS are for

the following uses:

https://www.dorsetforyou.com/article/394840/Planning-forms-1-6-with-

guidance-notes

These forms are to help in organising an event. They can be adapted so long as they

provide the same level of information. Only forms 4 and 5 must be used in the

format provided.

Form 1 (word, 83kb) (opens in a new window) is a preliminary questionnaire that gives the event leader a chance to gain approval in principle from their establishment to proceed with planning

Form 2 (word, 90kb) (opens in a new window) is a checklist to guide the organisation of offsite events and adventurous activities - Form 2 Guidance notes

(pdf, 76kb) (opens in a new window) will assist with this

Form 3 (word, 91kb) (opens in a new window) is a pro forma parental consent form which shows the features recommended for inclusion

Form 4 (word, 96kb) (opens in a new window) enables an event organiser to make suitable and sufficient checks on a provider

Form 5 (word, 86kb) (opens in a new window) must be used to notify the local

authority of all visits abroad, residential trips and any adventurous activity at least one month before the event

Form 6 (word, 80kb) (opens in a new window) is a pro forma risk assessment form which shows the features recommended for inclusion

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FORM 1

OFFSITE EVENTS AND ADVENTUROUS ACTIVITIES – PRELIMINARY QUESTIONNAIRE

Proposed activity.

Venue/ location

Anticipated start and end dates.

Anticipated participant numbers.

Organisers name.

Organisers should consider the following Comments

What is the purpose of the visit / activity?

How is this the most efficient and cost

effective way to achieve the aims?

What are the competencies / qualifications

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required of the leaders?

Do the proposed leaders have the required

competencies?

Other comments or considerations:

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FORM 1

AGREEMENT TO PROCEEED WITH PLANNING

Form 1 submitted by.

Name.

Date.

Agreement to proceed.

Name.

Date.

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The Legislation

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/

335111/DfE_Health_and_Safety_Advice_06_02_14.pdf

The above are guidelines taken from Health and safety: advice on legal duties and

powers for local authorities, school leaders, school staff and governing bodies.

Particularly look at p4 Planning the Event (flowchart) and Appendices.

https://www.dorsetforyou.com/schoolsafety

Refer to Children’s Services Offsites Events and Adventurous Activities Visits

Policy – those working with children and young people where the local authority is

the employer, are required to adhere to the content of this policy.

Emergency procedures

The Dorset 24-hour emergency phone number is 07623 544346. This is for use in

serious emergencies only, where additional support is required from the county

council by Dorset County Council schools.

See below for Emergency Telephone Numbers which include; Local Authority,

School Office, Headteacher, Assistant Headteachers and Chair of Governors.

Name of Contact Emergency Telephone Number

Local Authority 07623 544346

01929 552265 (Paul Burrows)

School Office 01202 484105

Mrs Cubitt 07760 880178

Miss King 07342 884954

Mrs Kelly (AHT) 07342 884949

Mr Croutear (AHT) 07342 884951

Chair of Governor (Judy Jamieson) To be shared with Group Leader only

The guidance for emergency procedures includes an ‘immediate action checklist,’

for use by the Group Leader in the event of an emergency and for the use of

Headteacher and school governors. See FORM 7 attached.

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EMERGENCY ACTION CHECKLIST FORM 7

(This form is to be taken by the Group Leader for use in an emergency during the trip)

Step Action Completed by…

Comments…

1 Establish the nature and extent of the

emergency

2 Account for all members of the group and

ensure they are safe.

3 If there are injuries, immediately establish

their extent, so far as possible, and administer

appropriate first aid.

4 Establish the name(s) of the injured and call

whichever emergency services is required.

5 Advise other group staff of the incident and

ensure that the emergency procedures are in

operation.

6 Ensure that an adult from the group

accompanies casualties to hospital.

7 Ensure that the remainder of the group are

adequately supervised throughout the

emergency and arrange for their early return

to accommodation.

8 Arrange for one adult to remain at the incident

site to liaise with the emergency services until

the incident is over and all group members are

accounted for.

9 If necessary notify the police.

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10 Control access to telephones until contact is

made with the school (Headteacher,

preferably) or the previously agreed

emergency contact point or other designated

senior member of staff, and until s/he has had

time to contact relatives or others as

necessary. (The school contact number

should be accessible at all times during the

visit)!

Mrs Cubitt (until July 2017)

01202 484105 (school office)

07760 880178 (mobile) confidential

Miss King (from September 2017)

07342 884954 (school mobile)

If a Cover Headteacher is in place during the

visit then their numbers should be shared with

the group leader on departure from school.

Mrs Elizabeth Kelly (Assistant Headteacher)

07342 884949 (school mobile)

Mr Simon Croutear (Assistant Headteacher)

07342 884951 (school mobile)

Mrs Jamieson (Chair of Governors) number to

be shared with group leader before trip

commences.

Complete details below as soon as possible

11 Record any details of conversations with

people involved in the incident either as a

victim, witness or emergency assistance using

separate sheets for each statement.

12 All receipts for expenses incurred should be

retained for the insurers.

Names of those involved and details of any injuries

No. Name and

Date/Time of Incident

Details of injuries

1

2

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3

4

5

6

7

8

9

10

11

12

13

14

15

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16

17

Location of incident

Nature of incident (full description)

Action taken so far

Action yet to be taken (and by whom)

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PRINT NAME and SIGN DATE/TIME:

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FORM 2

CHECKLIST AND APPROVAL FORM FOR OFFSITE EVENTS AND ADVENTUROUS ACTIVITIES

Complete for all offsite events and adventurous activities

Name of Establishment

Name of Person

Planning the Event

Event / activity / venue

Date/s of event /

activity

This checklist provides a summary of the main points that require consideration when

planning an event. It can also be used as a formal record of approval. Supporting

documentation can be attached to this form or changes made to the format to allow

details to be recorded on the form.

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It is designed to help ensure;

The health, safety and welfare of all participants

That young people gain the maximum benefit from the event

Effective management, planning, organisation and leadership

Compliance with policies and statutory requirements

Organisers must refer to Form 2 guidance notes to assist their planning.

Establishments are encouraged to make use of the generic standards provided or to develop

their own standard operating procedures to reduce planning time and to ensure consistency

of standards.

All guidance documentation can be accessed at or from

www.dorsetforyou.com/schoolsafety

1. Programme / Timetable of the Event

To ensure the smooth running of the event a timetable is agreed and shared with all

participants.

2. Purpose

There is a clearly identified purpose for the whole event appropriate to the age and ability

of the group.

3. Advice

Where there is uncertainty about safe practice advice has been sought from someone with

appropriate expertise or technical competence.

4. Guidance Documents

Reference has been made to available guidance.

5. Preliminary Visit

The party leader has made a preliminary visit to the event site or has obtained sufficient

information through other means.

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6. External Providers

If the event involves activities delivered by a commercial, charitable or private organisation

there is confidence that required standards of safety and quality are met.

7. Supervision

There is an event leader plus a sufficient number of suitably competent other staff to

provide adequate supervision. Volunteers will be used on residential trips in extenuating

circumstances only.

8. First Aid

The level of first aid cover is appropriate for the venue and activity. A trained first aider to

accompany staff and pupils for offsite activities. A list of pupils needing medication is

included in the risk assessment and is the responsibility of the first aider to ensure items

needed are administered.

9. Inclusion

Arrangements have been made for the inclusion of those with medical, behavioural and/or

other needs, though on occasions where a child has displayed behaviours that are unsafe

for themselves or others consistently then they may be exempt from the trip or other

arrangements are made whereby they are included in part of the trip.

10. Communication with those with Parental Responsibility

Sufficient information has been provided to, and gained from, those with parental

responsibility.

11. Safeguarding

All aspects of the event are organised in accordance with establishment and statutory

safeguarding standards.

12. Transport and Travel

All aspects of the event are organised in accordance with establishment and statutory

standards.

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13. Accommodation

The event organiser has made a preliminary visit to the event site or has obtained sufficient

information through other means to give confidence that required standards of safety and

quality are met.

14. Risk Assessment

The event leader has identified the hazards, assessed the risks involved in all aspects of the

event and recorded the significant findings.

15. Plan ‘B’

There is an agreed and risk assessed alternative plan for use in the event of bad weather or

other necessary change.

16. The Group

Group members are adequately prepared for the event and clear about expected standards

of behaviour. Information about group members has been collected and a group list is taken

on the visit.

17. Emergency Action Plan

There is an agreed action plan for use in the case of an emergency

18. Insurance

Insurance cover is adequate and suitable, details are known to organisers and made

available to those with parental responsibility.

19. Finance

Financial planning is organised in accordance with organisational and statutory

requirements.

20. Follow up

Arrangements for follow up work and evaluation have been agreed.

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21. LA Notification

For all visits abroad, overnight stays and any adventurous activity the LA has been notified

through submission of Form 5 at least 1 month before departure.

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Organiser’s Declaration.

I, the event organiser, believe that the planning undertaken has identified significant risks,

and that the agreed operational standards reduce the chance of harm to an acceptable

level.

Organisers Name ………………………………………………………………….

Organisers Signature …………………………………………………………….

Date …………………………………

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Approval.

I am satisfied that the preparations undertaken for this event meet the required standards

set by both this organisation and the LA and that the leaders have the required personal and

professional competencies to implement the agreed safety management strategies.

Approvers Name: ………………………………………………………….

Approvers Signature: ……………………………………………………..

Position: ……………………………………………………….

Date: …………………………………………………………….

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FORM 3

Establishment Name:

PARENTAL CONSENT FORM (for pupils and young people under the age of 18)

The purpose of this form is to obtain your consent for your son/daughter to take part in the

proposed event

DATA PROTECTION

Dorset CC is a Data Controller for the purposes of the Data Protection Act 1998. This Act regulates

how we obtain, use and retain information about individuals.

The information you supply is being collected for the purpose of gaining your consent.

When you sign or complete this form you are providing your consent to Dorset CC holding your

personal information for this purpose. This information is used only for the purposes for which it is

given and is not passed on to a third party.

DETAILS OF PROPOSED EVENT

Event :

Any additional information:

ACKNOWLEDGEMENT OF RISK

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This event poses additional risks to those encountered during a normal day. We have

assessed those risks and believe that the planning undertaken and systems agreed to

control and manage the risks have reduced the chance of harm to an acceptable level.

To help with safety all participants are expected to behave in a responsible manner at all

times during the event. They must take direction from any leader and follow all instructions

or guidance given.

Details of planning and risk assessment are available on request.

PUPIL OR YOUNG PERSON’S DETAILS

Full name:

Home address:

MEDICAL / EMERGENCY CONTACT INFORMATION

In an emergency I can be

contacted:

If unavailable contact:

Email: Mobile:

Home Tel: Work Tel:

Email: Mobile:

Home Tel: Work Tel:

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Our family doctor is: Name:

Surgery:

Dr’s Tel No:

Young Person/Pupil’s Medical Information.

Please provide detail of all medical conditions and illnesses and any treatments required to

maintain health. This information helps us to keep your child safe.

Other information.

Please provide any other information that may affect the safety of your son/daughter or any

other persons and/or the organisation and success of the event.

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CONSENT DECLARATION

I, being the parent / guardian of the pupil/young person named at the head of this form, have

received full details of the event, am satisfied with the arrangements and give consent for

him / her to take part in the proposed event.

I give consent for him / her to receive emergency medical treatment, including anaesthetic,

as considered necessary by any medical doctor present, should the need arise. I have

provided detail of all medical conditions and illnesses and any treatments required to

maintain health.

Any other information that may affect the safety of my child or any other persons and/or the

organisation of the event has been provided to the organiser.

Print Name:

Signature & Date:

Relationship to child/young person:

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FORM 4

External Provider Check for use with organisations

that do not hold the Learning Outside the Classroom Quality Badge or are

part of Dorset CCs Outdoor Education Service

Name of provider organisation:

The provider named above is asked to give careful consideration to the statements below and sign in the space at the end of the form that the standard of service provided will meet the conditions listed. Please tick all specifications you meet. Indicate by a cross any you cannot meet. Write N/A against any specifications, which do not apply to your provision.

Section A should be completed by all. Section B (adventure activities) should also be completed if applicable.

Section A – ALL PROVIDERS

1. The provider has public liability insurance for a minimum of £5 million.

2. The provider complies with relevant health and safety regulations, including the Health and Safety at

Work Act 1974, and has a health and safety policy and recorded risk assessments which are available for inspection.

3. Accident and emergency procedures are maintained and are available for inspection.

4. The provider operates a policy for staff recruitment, induction and training which ensures that all staff with a

responsibility for participants are competent to undertake their duties.

5. The provider has a safeguarding policy covering staff recruitment, induction and training. To support this

policy reasonable checks, including CRB checks, are made for staff who will have access to young people for relevant criminal history and suitability for work with young people.

6. The centre has a Code of Conduct, which can be provided in advance of any booking and to which

visiting groups should adhere.

7. There is a clear definition of responsibilities between the provider’s and visiting staff regarding supervision and welfare of participants.

8 There are adequate and regular opportunities for liaison between visiting staff and the provider’s staff to

agree learning outcomes and to agree any necessary changes to the programme.

9. The provider will take all reasonable steps to allow inclusion and participation of any young people who

have special needs or have a disability, following a risk assessment process, in line with the Special Educational Needs and Disability Act 2001 and Disability Discrimination Act 2005.

10 The provider encourages responsible attitudes to the environment and/or promotes wider sustainability

issues as an integral part of the programme.

11. All minibuses operated by the provider are roadworthy, meet statutory requirements and are properly

maintained. Drivers hold a valid licence to drive them on behalf of the provider.

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12. A fire risk assessment has been completed and is regularly reviewed which meets the requirements of the Regulatory Reform (Fire Safety) Order 2005. Information on fire safety will be communicated as

required.

13. Security arrangements have been assessed and reasonable steps taken to prevent unauthorised

persons entering the accommodation. 14. Separate male and female sleeping accommodation and washing facilities are provided and staff

accommodation is suitably located to ensure adequate supervision.

SECTION B – PROVIDERS OF OUTDOOR AND ADVENTUROUS ACTIVITIES

15. The provider holds an AALA licence. If yes provide the licence number.

For AALA licensable activities the specifications in this section may be checked as part of an AALA inspection. However, providers registered with AALA are also asked to consider the statements below with respect to any activities or aspects of their provision not covered by the licence. 16. The ratios of staff to young people for the activities conform to those recommended by the appropriate National

Governing Body or, in the absence of this, the provider’s Code of Practice and are informed by a risk assessment.

18. The provider maintains a written code of practice for each activity which is consistent with relevant National

Governing Body guidelines or, in their absence, recognised national standards.

19. Staff competencies are confirmed by the appropriate National Governing Body qualification for the activity to be undertaken, or staff have their competencies confirmed by an appropriately experienced and qualified technical adviser. 20 The provider has made an assessment of 1

st aid needs for its employees and visitors and will provide

adequate facilities and 1st aid personnel who will hold a valid certificate of competence in 1

st aid

21. All equipment used for activities is suited to the task and adequately maintained and monitored in accordance with current good practice. ----------------------------------------------------------------------------------------------------------------------------------------------

If any of the above specifications cannot be met or are not applicable, please give details:

Details of any other accreditation with national governing bodies, tourist boards etc.

Signed: Date: Name: Position in organisation: Tel: Fax: Email:

Thank you for completing this form. Please return it to:

This is a standardised form adopted by the South-West Outdoor Education Advisers’ Panel for use by local authorities and schools.

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FORM 5

L.A. Notification Form

This form must be e mailed to p.burrows@dorsetcc.gov.uk at least one month before any

event that involves;

an overnight stay

travel outside the United Kingdom or

any activities of an adventurous nature

On receipt the LA, to enable it to assess proposals and to monitor practice, reserves the right

to request sight of all written evidence of planning, meet with organisers and approvers and

conduct visits to event venues to observe practice.

Name of Establishment

Name.

Tel.

Office Email.

Event leader /organiser

Name.

Email.

Event approver

Name

Email.

Establishment head

Name

Email

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Event description

Dates

Start date.

End date.

Event venue detail

Address

Tel. no.

External organisations involved in delivery

Name

Address

Tel no

Email

Accommodation detail for residential visits.

Name

Address

Tel. no.

Base contact details for establishment 24hr

emergency contacts for duration of event

1. Name

Tel No

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2. Name

Tel. No

Contact details for event leader whilst away

from organisation base

Mobile

Local Authority 24 hr emergency contact

07623 544346

We, the event leader/organiser, event approver and establishment head (named above)

are submitting this form as notification of the above event and confirm that all

organisation has been undertaken in compliance with both establishment and DCC

requirements.

We have assessed the risks associated with the event and believe that the planning

undertaken and systems agreed to control and manage the risks have reduced the chance

of harm to an acceptable level

A list of designated and trained first aiders employed by The Priory CE VA

Primary School can be found below. It is essential that at least one first aider

is present on all school trips; outdoor education activities, day trips and all

residential trips.

Name of Teaching Assistant Course Name Date of Renewal

Jo Hendy Paediatric First Aid November 2019

Julie Homan Paediatric First Aid (course March 2017) March 2020

Mark Holloway Emergency First Aid for Schools May 2019

Samantha Rhodes Level 2 Award Emergency First Aid at Work April 2017

Karen Crabb Level 2 Award Emergency First Aid at Work September 2017

Linda Poulter Level 2 Award Emergency First Aid at Work September 2017

Jane Hurley Level 2 Award Emergency First Aid at Work September 2017

Louisa McCall Level 2 Award Emergency First Aid at Work September 2017

Sarah Turner Level 2 Award Emergency First Aid at Work September 2017