Outdoor Visits Policy
POLICY FOR OUTDOOR VISITS
N.B. This policy is in addition to Hampshire County Council Regulations and Guidance notes
contained in Education Dept Off-Site Activities and Safety in Hazardous Pursuits
Rationale
At Newtown Primary, we believe that outdoor visits are an essential part of the school curriculum. This policy gives clear guidance on how to plan and run an outdoor visit to ensure smooth running and safety for all participants including adults and staff. More detailed information is available in the publications listed above.
Aims
Outdoor visits will
- Provide a valuable learning extension to work undertaken in class.
- Provide experiences that pupils may not always encounter.
- Be carried out with the highest regard to Health and Safety procedures.
Process
The school has a number of well-developed trips that have been part of the curriculum for some years. Year planning teams will be responsible for reviewing these visits on a yearly basis. A clear planning process has been developed and should be followed in this order.
1. Year Teams should submit all Off-Site Activities - Approval/Booking form to the Headteacher at least 2 weeks prior to visit. The Headteacher will return the form to the Year Teams so that bookings for coaches can be confirmed. (SEE APPENDIX ONE)
2. A letter should be sent to parents following the form of the letter in (APPENDIX TWO). N.B. Governors have agreed that the school will subsidise any visit that will cost more than £5.00 (excluding residential visits). However, all contributions made by parents are voluntary by law and school will subsidise those children whose parents do not contribute. This letter to parents should be accompanied by the 'Synopsis of certificate held by Hampshire County Council for School Journey Scheme. (APPENDIX THREE) N.B. This is now to go out at start of school year with the local visit letter.
3. If a visit is to be made for the first time, or a member of staff is new to that Year Team, it is essential that those teachers taking a party/class should make a pre-visit preferably together to highlight any potential hazards. If the visit has been carried out before, Year Teams will need to use their professional judgement to decide whether a pre-visit will be needed. When making a pre-visit, a risk assessment should be carried out using the notes 'Risk Assessment' provided. The Risk Assessment Proforma should be used.(See APPENDIX FOUR)
4. Pupils should be grouped both for travel on the coach (if applicable) and for the trip. * (SEE APPENDIX FIVE AND SIX) Reference should also be made to the Governors Transport Statement regarding coach travel and the use of buses. All pupils should wear a seat belt which should be checked prior to departure and no child should sit in the middle of the back row or the front seats
5. Parent Helpers should be contacted using the pro-forma (APPENDIX SEVEN).
6. The 'Off-Site Activities Checklist should be read through at least two days prior to trip. (APPENDIX EIGHT)
7. Local visits i.e. neighbouring streets, the church, Gosport Library etc are covered by the letter sent to parents in (APPENDIX NINE).
8. In the event of an incident of a serious nature, please use notes contained in (APPENDIX TEN).
Notes
*The ratio for Pupil Numbers as contained in the 1997 Hampshire Notes and Guidance is as follows:
Under 5 6 children to 1 adult should not be exceeded
Under 8 8 minors to 1 adult
8 under 18 20 minors to 1 adult
A ratio of 1 to 10 is recommended for trips made by Newtown Primary School involving pupils of 8 and over where possible.
*Teachers will need to make careful judgement about the involvement of all pupils on any trips. It is normally expected that all pupils should be given every opportunity to take part. Special arrangements including pairings, groupings and involvement of parents/other adults have proved successful.
However, if there remain clear Health and Safety issues then other arrangements for that pupil may be made. The class teacher should arrange alternative work and arrange for them to spend time in another class for the duration of the visit.
Governors Transport Statement
Buses may be used for local visits, i.e. those within the Fareham/Gosport area or alternatively within the Portsmouth area if the ferry has been caught from Gosport.
Coaches should be used for all longer journeys and those involving motorways.
Only coaches equipped with seatbelts should be used and staff should check that all pupils are correctly belted in.
Introduced January 2003
Revised FEB 2006
To be reviewed by Governors: FEB 2006
Newtown C.E. (Voluntary Controlled) Primary School
OFF-SITE ACTIVITIES - Approval/Booking form
Class teachers to complete section 1 and 2. A copy of this form will be passed to them after approval has been given and arrangements have been finalised.
1.
Proposed visit to: ............................... Day ............................
Date ............................
Is it a hazardous pursuit? Yes/No
Date of Pre-Visit ............................
Purpose of visit/topic being covered: ............................
Number of pupils: ............................
Classes involved............................
Visit has been booked/provisionally booked [ ] Office to book/confirm [ ]
2.
If in school time, will any pupils be left behind? Yes/No (if yes give reasons)
Name of staff accompanying pupils ............................
............................
............................
Number of other adults accompanying:
Mode of transport:
Time of departure:
Recommended dress:
Reason if not school uniform:
Packed lunches to be eaten: at school [ ] on trip [ ] Not applicable [ ]
Number of children with Free School Meals ............................
3. Costings: £
Coach company booked:
size/no. booked:
Entry charge (children)
Entry charge (adults)
Other
Total Pupil voluntary contribution: £
Approved ............................ Headteacher Date ..............................
REMINDER: The office will need a list of children and adults on visit on the day -Off-Site Activities Group Leaders Form (if more than one coach is used, please give groups for each coach). The Office will provide each teacher with a list of known medical conditions for pupils participating in visit.
Newtown C.E. (Voluntary Controlled) Primary School
Date
Dear Parent
In connection with their Topic Work on ............................ This term, the children of ............................will be going on a visit to ............................ Details are as follows: -
Venue (include full address and phone number):
Date:
Lunch:
Time of departure:
Time of return:
Insurance: Hampshire County Council approved - details available if requested from school office
Transport: (include name of coach company)
Supervision:
Spending Money (if applicable):
To meet the cost of the coach and entrance fee a voluntary contribution of £ for each child would be appreciated. I hope you will feel able to assist in this way in order to ensure the range of opportunity continues to be provided and that you will be able to send the money to school as soon as possible.
In the interest of your son/daughter, it is important that you should sign the attached agreement form and declare any known medical conditions from which he/she may be suffering, with an indication of any medication being received. Please ensure that if your child suffers from asthma that he/she has an inhaler in school that can be taken on the visit. School will not take responsibility if this is not supplied. However, we will take a spare inhaler in case of emergency.
School uniform must be worn. This is a safety issue as it is easy to identify children with the red school sweatshirt in amongst a crowd. Your child will be given a badge with contact numbers of the school mobile and school in case of emergency.
Should your son/daughter be prone to travel sickness, please administer any tablets prior to your child coming to school as we are not permitted to administer medicines.
The trip has been organised following Hampshire County Council Off-Site Activity Guidelines.
Yours sincerely
Matthew Prince
Headteacher
Agreement to be signed by Parent
I agree to my son/daughter taking part in the activities as detailed in your letter dated ............................My son/daughter is in good health and I consider him/her capable of taking part in the activities detailed.
In an event of illness or accident, I consent to any necessary medical treatment which might include the use of anaesthetics.
Signed ............................ (Person with Parental Responsibility) Date ............................
Please complete and return to the class teacher together with any relevant information concerning your son/daughter's health.
Please declare any known medical condition and any medication which he/she is receiving below, including Asthma and use of inhaler.
Please note any new/particular contact telephone numbers for the day of the visit. Please note that it is the responsibility of the parent to ensure that our records are up to date. Thank you.
Name ............................ Class ............................
If required, I am able to assist on the trip to ............................on ............................(your child's teacher will contact you to confirm)
Contact Tel. No. ............................ Name ............................
Alexander Forbes Risk Services UK Ltd
Templars House, Templars Way
Chandler's Ford, Eastleigh
Hampshire SO53 3XA
Tel: 023 80262020
Fax: 023 80271231
Synopsis of certificate held by
Hampshire County Council for
School Journey Scheme
Baggage (single article limit Over 18 years of age £1,500
on baggage £500) Under 18 years of age £1,000
A £40 excess applies to each and every claim
Money/travel tickets
Journeys Per person £150
Per party £1,000
A £40 excess applies to each and every claim
Larger sums of money will need to be insured separately by arrangement.
Cancellation/Curtailment of Journey
Abandonment of journey resultant Per person £1,000
from death, injury or illness of
any insured person or near relative
Strike or delay of travel facilities Per party £10,000
beyond the control of the insured
Medical & Additional Expenses Per person £2,500,000
(excluding rescue and repatriation)
Rescue & Repatriation Per person Unlimited
Personal Accident Under 18 years of age - death £5,000
Under 18 total disablement £5,000
Adult £10,000
Public Liability Per incident £5,000,000
(Royal & Sun Alliance policy no SL-RKJ269989 and AIG Europe policy no
(434207420 includes member-to-member and leader-to-member liability)
Medical Emergency Claims - 24 Hours Service - Europ Assistance
Telephone Number 0870 6070684
All Other Claims (other than Public Liability Claims - Royal &
Public Liability Claims): Sun Alliance (SL-RJ269989)
ACE Service Centre Alexander Forbes Risk Services UK
Ashdown House, 125 High Street Limited
Crawley Templars House, Templars Way
West Sussex RH10 1BR Chandler's Ford, Eastleigh
Tel: (01293) 726000 Hampshire SO53 3XA
Fax: (01293) 726271 Tel: 023 80262020
Fax: 023 80271231
Quote: Hampshire County Council School Journey Scheme
Policy Number 51UK452201
Booklets/Synopsis of insurance certificate 21st May 2003 (PH)
Newtown C.E. (Voluntary Controlled) Primary School
Risk Assessment
- Arrangements for pre-visit
- Area to be visited including potential hazards
- Group - How many children/how many adults
- Staffing - Paid members of staff
- Travel and transport
- First aid
- Clothing and equipment
- Emergency procedures
- Identification of EBD pupils who may need additional support
Newtown C.E. (Voluntary Controlled) Primary School
Mobile: 07960370661
Tel. No. 023 92584048
OFF-SITE ACTIVITIES
Visit to: Date:
Leave School: Leave Venue:
GroupLeader:
Group Leader: Group Leader:
GroupLeader:
Group Leader: Group Leader:
GroupLeader:
Group Leader: Group Leader:
PLEASE ATTACH A LIST OF ALL PUPILS IN GROUP WHO HAVE KNOWN MEDICAL CONDITIONS (SUPPLIED BY OFFICE)
PLEASE REMEMBER FIRST AID KIT (S) & ANY MEDICATION THAT MAY BE NEEDED DURING DAY (I.E. INHALERS)
Groups For Travelling On More Than One Coach
COACH A COACH B
Adult Names
Pupil Names
Adult Names
Pupil Names
Newtown C.E. (Voluntary Controlled) Primary School
Dear Adult Helpers
Thank you very much for giving up your time to accompany us on our 'off-site activity'. Here are a few points to help you with our organisation and the safety of the children.
PLEASE REMEMBER THAT YOU ARE OF PARAMOUNT IMPORTANCE IN MAINTAINING SAFETY.
- If the children have been split into groups, your own child may not necessarily be in your group for educational and safety reasons.
- When walking with a line (crocodile) of children please walk on the road side and position yourself at regular intervals along the line.
- When your group is not in line please do a 'head-count' at regular intervals.
- When travelling on a coach please position yourself with your group and check that they wear their seat-belts.
- Ensure that adults are evenly spaced out.
- Please try to remember the names of the children in your group.
- The school phone and mobile number is on the group list - we hope you won?t need to use it!
SCHOOL 023 92584048
SCHOOL MOBILE 07960370661
- Please note that school has a non-smoking policy. Your co-operation with this is much appreciated.
Thank you once again for your kind support, which is very much appreciated and helps to make such visits possible.
Matthew Prince
Headteacher
Newtown C.E. (Voluntary Controlled) Primary School
Mobile: 07960370661
Tel. No. 023 92584048
OFF-SITE ACTIVITIES ? CHECK LIST PRIOR TO VISIT
1. Do all children have inhalers who need them?
2. Do you have first aid kit(s)/sick buckets/ paper towels for journey?
3. Free school meal packed lunches collected from kitchen? Do all children have a packed lunch?
4. Mobile phone collected from Head?s office? Has it been charged?
5. School camera being taken?
6. List of children attending trip sent to office and given to all group leaders?
7. List of pupils travelling on different coaches if applicable?
8. Parent helpers instructed as to their responsibilities?
9. Have you collected school cheque if appropriate?
10. Have you collected the two throw ropes from Head?s office?
11. Have you got spare water?
12. Have you given your children the expectations of behaviour?
13. Have you collected badges for children?
14. Do you have adequate money in case of emergency (This can be claimed back if used)
Newtown C.E. (Voluntary Controlled) Primary School
September 2004
Dear Parents
There are a number of local visits that we plan to make in the coming year (e.g. neighbouring streets, the church, the shopping precinct etc.). Rather than send a letter out each time to ask for your consent, it would help us considerably if we did this once a year, at the beginning of this term. This consent would then cover all these local visits for the coming year. This would not include visits further afield when we ask for a voluntary contribution and we will of course send reminders of all visits out of school. I would be grateful then if you could complete the slip below giving your permission for us to take your child off the school premises for such visits.
Please also find attached a copy of the synopsis of the Insurance Certificate held by Hampshire County Council which is relevant for all trips made out of school for the coming academic year. Please store safely for future reference.
Yours sincerely
M. PRINCE
Headteacher
Newtown C.E. (Voluntary Controlled) Primary School
PARENTAL AGREEMENT FORM
I give my consent for my child to take part in visits to the local area during the year September 2004/2005.
CHILD?S NAME ............................ CLASS ............................
In the event of illness or an accident I consent to any necessary medical treatment which might include the use of anaesthetics.
Signed ............................Person with Parental Responsibility ............................ Date
Please PRINT parent name _________________________________________
Address and Telephone Number ............................
Please complete and return to the Class Teacher together with any relevant information concerning your child's health.
Procedures for Incidents of a Serious and Very Serious Nature
These notes have been developed to support teachers when they are in charge of groups engaged on all non-routine, hazardous or residential visits and visits which extend beyond school hours. The notes are also relevant for any such incident which takes place on all 'normal' school visits. All teachers must make themselves aware of these guidelines and should carry a copy of them when embarking on non-routine visits.
- Communication Chain
NEVER TALK TO PRESS, RADIO OR T.V. REPORTERS; REFER THEM TOT HE COUNTY PRESS OFFICE.
In the event of such an incident, the Party Leader should contact the:
1. Local site leader/warden/agency (if applicable)
2. The medical agencies (ambulance etc)
3. Police where appropriate
4. The Headteacher/Deputy
5. The Education Office (If Head/Deputy not available)
Once the school has been contacted, the Headteacher/School Office will contact:
1. The Area School Improvement Manager or his/her representative
2. County Press Office
3. Parents
- Information
Key persons should:
Maintain a written record/preserve evidence
Use communication chain
Pass actual information, not speculation or rumour
Agree statements, avoid leakages, admissions, accusations or admissions of liability
Advise parents of emergency procedures (normally not to collect children from the incident site)
Safety and Welfare
After the incident the welfare of the whole group must be seen as a high priority for the leader.
Keep the group together until return to school, unless otherwise instructed by the chain.
Be caring, compassionate, helpful to all children and adults but retain professional control of the situation.
Useful Telephone Numbers
School 023 92584048
School Mobile 07960 370661
Headteacher 01489 885465 (home)
07905 613202 (mobile)
Deputy Head 023 92355431 (home)
Chair of Governors Ms Jane Wallington 023 92588147 (home)
County Press Office
Keith Kerslake (Head of Communications) 01962 847317 (office)
01420 560171 (home)
07970 864817 (mobile)
Caroline Foley 01962 845702 (office)
023 92483449 (home)
Damon Embling 01962 847368 (office)
07986 220625 (mobile)
Kate Ball 01962 845626 (office)
01962 714915 (home)
Area School Improvement
Manager - Mr Richard Mitchell 023 92498200
023 92441471 (Direct Line)
Hampshire County 01962 846547
Director of Education 01962 846543
or/Representative 023 92265113 (Out of Hours) 'This is the Hampshire Education Department requesting the emergency co-ordination service.'