Educational Visits and Journeys

EDUCATIONAL VISITS AND JOURNEYS GUIDANCE FOR SCHOOLS

Introduction

Where the local authority is the employer (community, voluntary controlled, community special schools
and maintained nursery schools), it may give a direction concerning the health and safety of persons
(including pupils) on the school's premises or taking part in any school activities elsewhere. Under
section 29(5) of the Education Act 2002, governing bodies of such schools must comply with any such
direction from the local authority.

This section gives brief guidance on the different roles and responsibilities, approval procedures,
accountability structure and planning a visit.

Our detailed guidance may be found at the back of this Guidance Note in Appendices. The Appendices
contain various forms which MUST be used to obtain authorisation and approval for visits. Forms are
also available from the Corporate Health and Safety Team. For general information on Educational
Visits Health and Safety these can be found on the Department of Education website. The Health and
Safety Executive (HSE) is also a good source of information.

Roles and Accountability

Head Teacher (HT)

Heads bear ultimate responsibility for all educational visits in conjunction with the chair of governors.
He or she shall

Give approval for local and day visits;

Ensure that all staff, pupils and volunteers are appropriately trained, experienced and briefed;
Ensure that the visit is appropriate for the suggested group of pupils and has an educational value.

Board of Governors

Applications for both one-day overseas and residential visits must be signed by the chair of governors
of voluntary aided schools. The board of governors will then jointly share responsibility with the head
teacher. In schools which are not voluntary aid
involvement, although the board of governors will always jointly share responsibility with the Head
Teacher.

Educational Visits Co-ordinator (EVC)

This role is mandatory in all schools. See Appendices of this Guidance Note for full role details.

Acts as the contact point for the school on any educational visit issue;

Ensures all paperwork is completed prior to and after visit;

Ensures Corporate Health and Safety Team have the relevant paperwork which needs to be
signed off in advance of residential/overseas visits (Corporate Health and Safety MUST be
notified at least 6 weeks in advance).
 Educational Visits and Journeys
Group Leader

The group leader shall

Take overall responsibility for planning and organising the visit. See the Appendices of this
Guidance Note for full role and responsibility details.

Take overall charge of staff, volunteers and pupils during the visit, and organise a risk assessment
review after the visit;

Contact the school in the event of any emergency or problem during a visit to obtain further advice;

Administrative Officer

It is not appropriate for an administrative officer to be an EVC, but he or she may organise the following
items, if so delegated by the HT or EVC -

Obtain venue risk assessments;

Obtain insurance;
Book travel tickets;
Collect parental consent forms and payments;
Issue school mobile phones;
Arrange packed lunches if required.

School Visit Categories

Category 1

Visits within the school day or extended day not involving travel outside Greater London and not
involving adventures/activities. Category 1 visits need to be approved by the governing body and/or
Head Teacher or by the EVC on behalf of the Head Teacher.

Category 2

Visits, which involve a day or extended day visit outside Greater London and not including
adventures/activities and/or sea or air travel.

Category 3

Residential visits, overseas visits and visits involving adventurous activities. Please see Appendices for
approval procedure for Category 3 visits as it has a number of steps that need to be undertaken
including approval from the Local Authority. The Corporate Health and Safety MUST be notified at
least 6 weeks in advance.

Planning Visits

A well planned visit is extremely important to ensure that all parties are confident that every aspect of
the trip has been thought through and risk assessed. It also gives the Group Leader peace of mind that
all risks and contingency plans have been taken into consideration. For full details on planning, risk
assessing, transport and travelling arrangements, insurance, communication and emergency
procedures and all essential paperwork can be found in Appendices of this Guidance Note.

NB: All completed paperwork needs to be sent to the Corporate Health and Safety Team at least
6 weeks prior to visits.
 Educational Visits:- Appendices

School Visits and Journeys: Guidance to Schools

1. INTRODUCTION
1.1 Rationale for Visits

2. ACCOUNTABILITY STRUCTURE
2.1 Legal framework
2.2 Levels of responsibility
2.3 Approvals procedure

3. PLANNING VISITS
3.1 Aims
3.2 Supervision
3.3 Insurance
3.4 Transport and Travelling
3.5 Finance
3.6 Communications
3.7 Emergency Procedures
3.8 Risk Assessment

4. GUIDANCE FOR SPECIFIC ENVIRONMENTS

4.1 General out of school / off site
4.2 Coast
4.3 Rivers and Water
4.4 Farms
4.5 Contracted providers
4.6 Residential visits
4.7 Visits abroad
4.8 Adventurous activities

5. Educational Visits: Application for Approval Pack

1
 Educational Visits: - Appendices
1. Introduction
1
1.1 Rationale for Visits

School visits and journeys form an important part of school life. They provide opportunities for personal
development which may not be available within school.
This Guidance Note is intended to help in the safe planning and execution of out of school activities and not to put
undue constraints on these activities.

Copies of this document should be made available to all members of staff and other adult helpers who are
engaged in planning, preparing or participating in out of school activities.

Further copies can be obtained by contacting the Principal Health and Safety Advisor responsible for ascertaining
in Haringey Council This document is concerned with all occasions when pupils leave
school premises on a visit or journey planned by the school as an integral part of the curriculum or as an extra
curricular activity. This may be within or without the normal school hours. The visit or journey will probably be
accompanied by teachers but on some occasions head teachers may decide that pupils can work out of school
without direct supervision. This document does not cover work experience, this is dealt with in separate guidance
available from Department of Education (see their website).

Recommendations for amendments should be sent to the Council Principal Health and Safety Advisor.

School visits, activities and journeys should be available to all who wish to participate irrespective of gender,
religion, ethnicity, medical need or physical ability. All young people should be encouraged to take part in as wide
a range of activities as possible.
 Educational Visits: - Appendices
2. Accountability Structure
2
2.1 Legal Framework

The Health and Safety at Work Act 1974 rests the responsibility for health and safety with the employer who is
also responsible, so far as is reasonably practicable, for the health, safety and welfare of anyone else on the
premises.

For the purposes of the Act, premises means anywhere that an employee is carrying out their duties. This
responsibility does therefore extend to out of school activities.

In the case of Community, Community Special and Voluntary Controlled schools, the LEA is the employer. The
governing body is the employer of staff in Foundation, Foundation Special and Voluntary Aided schools.

The 1974 Act and the Management of Health and Safety at Work Regulations 1992 and 1999 place further
responsibilities on employers including:

Providing procedures for reporting accidents and incidents;

Producing and implementing risk assessments;
Developing methods of controlling risks including training of staff;
Monitoring procedures and practice.

This legislation also requires employees to:

Co-operate with employers over safety matters;

Take reasonable care of their own and others health, safety and welfare;
Carry out activities in accordance with training;
Inform their line employer of any serious risks of which they are aware.

These duties apply to school visits.

All staff in charge of pupils have a duty to act as any reasonably prudent parent would in similar circumstances.
The standard of decision making expected of adults in charge of pupils is related to their knowledge, experience
and training.

When pupils are in the care of teachers or other professional staff the duty of care expectations take account of
their training and understanding of young people.
 Educational Visits: - Appendices
2.2 Levels of Responsibility

The LEA, Governing Body, Educational Visits Co-ordinator (EVC), group leader, accompanying staff and pupils all
have a responsibility for safety during educational visits. Roles will overlap and will therefore benefit from close
liaison. A checklist of essential actions is included at the end of this document.

2.2.1. The LEA

The LEA should:

Monitor safety policies and procedures and evaluate educational visits;

Provide guidance for governors, headteachers and teachers. This guidance should be regularly reviewed
in the light of evaluations completed;

Ensure that training of EVCs and group leaders and other school staff are met and that these staff are
competent to undertake their specific roles during educational visits;

Maintain a procedure for assessing proposals in order to approve visits or, where necessary, prevent
them from taking place. This procedure will involve training EVCs to approve certain visits without
contacting the LEA;

Be a source of advice, particularly for adventurous activities and overseas visits. This advice will include
help with assessing risk and implementing control measures particularly in relation to generic risk
assessments;

Ensure that arrangements are in place to obtain CRB disclosures;

Maintain insurance cover (for more details see section 3.3 below);

Provide an emergency contact for use in the event of a serious incident during an educational visit.

2.2.2. The Governing Body

Where the governing body is the employer they have all the responsibilities outlined above for the LEA.

Governing bodies of all types of school should:

Be informed about proposed visits at an early stage in the planning procedure;

Ensure that the visit has a stated educational purpose;

Make sure that plans comply with regulations and guidance.

 Educational Visits: - Appendices
2.2.3. The Headteacher

Headteachers should ensure that:

Approval procedures have been followed. The Head may decide that approval at school level can be
given by the EVC;

The group leader and additional staff are trained and sufficiently experienced and competent to manage
the visit. In making this judgement consideration should be given to:

o Number and age of pupils (see 3.2 below);

o Special educational and medical needs;

o Child protection;

o Knowledge of specialist activities (see 4.8 below);

o 24 hour supervision on residential visits;

o First aid cover;

o Ability to carry out on-going risk assessments (see 3.8 below);

o Authority to make decisions in emergencies.

The Governing body are informed of arrangements in a timely manner;

Lines of communication have been established, including between the school and the visit while it is
taking place and between parents and the group leader/school for emergencies and progress reports;

Emergency procedures have been written down with copies at school and with school contacts and all
staff on the visit (see 3.7);

Evaluation of the visit takes place and that this is used to inform future plans;

Appropriate insurance arrangements are in place;

Ensure arrangements are in place for pupils not taking part in the visit.
 Educational Visits: - Appendices
2.2.4. Educational Visits Coordinator

The Educational Visits Coordinator should:

Agree proposals with Headteacher ensuring that the LEA requirements for approval and the regulations
and guidance for educational visits are followed;

Have authority to approve or disapprove some visits;

Ensure that sufficient appropriate and competent staff are available. One teacher should be designated as
the Group Leader and take overall responsibility for the conduct of the visit. The EVC may need to assess
the competence of staff. In doing this they may obtain advice from the LEA and / or verify awards by
reference to National Governing Bodies (NGB), (See 4.8);

Organise induction, training or briefing for specific visits;

Work with the group leader to develop an emergency procedures plan. This should be done after
considering what additional help may be available during the visit from national emergency services or
others. The plan should include a school contact (24hrs.for residential visits) and parental contact details.
Written procedures for use in the event of a serious incident or accident should also be drawn up.

All the visit staff and the school contact should have copies of this plan;

Ensure that thorough risk assessments have been carried out and written down. This includes generic risk
assessments for certain environments and activities and site specific or visit specific risk assessments.
(See 3.8) In some cases it may be necessary to undertake a preparatory visit in order to carry out a risk
assessment;

Keep records of visits including evaluations, accident reports and monitor procedures and practice.
Inform Headteacher of the conclusions of evaluations;

Make sure that CRB checks have taken place.

 Educational Visits: - Appendices
2.2.5. Group Leaders

Group leaders should:

Obtain approval for the visit through the EVC and if necessary the LEA and follow regulations and
guidance (see Educational Visits:- Application for Approval Pack , at end of document);

Brief other visit staff and allocate tasks to ensure adequate staff supervision, including first aid cover, is
available at all times;

Ensure that the proposed visit is suitable for all the pupils involved and that all staff have details of special
educational or medical needs of pupils;

Have in place arrangements that will enable the visit to be stopped if considered necessary for the health,
safety or welfare of pupils or staff;

Inform parents of the details of the visit. This should include the environments and activities (particularly
outdoor adventurous activities) which are planned as well as the itinerary and costs. This may be done by
holding a meeting for parents or could be done by letter. Parents can be asked to give consent for routine
visits which take place during the school day in one letter covering a period of time rather than individual
visits;

Ascertain costs and inform parents how these costs will be covered; (see 3.5)

Obtain parental consent (see Educational Visits:- Application for Approval Pack , at end of document)
after informing parents so that consent / refusal can be given on the basis of an understanding of what the
visit entails;

Check insurance requirements;

Prepare lists of pupils for school, school contact and staff on the visit. In almost all cases the staff on the
visit should be able to get in touch with the school or the school contact throughout the duration of the
visit;

Inform the pupils of what is expected of them during the visit. Make sure that they understand what they
should wear and what to bring with them. For visits outside the school day details of travel plans and
times should be given in writing to pupils as well as parents.
 Educational Visits: - Appendices
2.2.6. Other Visit Staff

One member of staff should be designated as a deputy group leader who would be able to take over the
role of the group leader should that person be incapacitated during the visit.

All staff should do their best to ensure the safety of everyone in the group (pupils and adults). Concerns
should be referred to the group leader as soon as possible. If necessary staff should consider stopping
the activity or visit if they think that the risk to the health, safety or welfare of pupils in their charge is
unacceptable.

Non-teacher adults should not be in sole charge of pupils unless this has been previously agreed as part
of the risk assessment and parents have been informed.

Teachers and other adults on the visit should be clear about their roles and responsibilities and should
follow the instructions of the group leader and assist with the supervision and discipline of pupils.

2.2.7. Pupils

The group leader should make it clear to pupils that they must:

Follow the instructions of the group leader, other teachers and adults charged with their supervision;

Avoid unnecessary risks;

Dress and behave responsibly;

Take account of local customs and how to behave;

Take appropriate levels of responsibility for their own safety and that of others.

Pupils whose behaviour is considered to be a danger to themselves or others can be excluded from the visit but
all that is reasonably practicable should be done to manage their behaviour so that they can attend. If possible the
educational aims of the visit should be addressed in different ways for these pupils.

2.2.8. Parents

Parents have an important role in deciding if a visit is suitable for their child. In order to make their decision they
should be given sufficient information in writing and invited to briefing meetings. Special arrangements and
translations may be necessary to enable parents for whom English is an additional language to make an informed
decision.

If parents give their consent they must:

Sign the consent form;

Provide emergency contact details;

Give the group leader information

which may be relevant to the visit.

The support of parents should be sought in preparing pupils for visits and in particular reinforcing the code of
conduct.

If there is a need to send pupils home early for any reason it is helpful if this has been considered before the visit.
Parents could be asked to agree the arrangements for early return and the circumstances in which they may be
asked to meet the costs.

2.2.9. Joint Visits

There are often good educational reasons for pupils from a number of schools sharing the experience of visits.
When there are pupils from more than one school involved in a visit the EVC from each school involved is
responsible for ensuring that the educational need, and the health, safety and welfare needs, of the pupils from
their schools are met.
 Educational Visits: - Appendices
Good practice would be for these to be a group leader from each school and for these people to share
information and the workload in relation to:

Obtaining approval. This will involve Governors and headteachers of all the schools involved;

Completion if risk assessment;

Exploratory visits;

Incorporating the needs of all pupils;

Briefing other visit staff. This will almost certainly involve a meeting to discuss the issues;

Management of the visit and supervision of pupils.

2.3. Approvals Procedure

For the purposes of approval three categories of visit have been identified:

2.3.1. Category 1
Visits within the school day or extended school day not involving travel outside Greater London and not involving
adventurous activities.

This category is intended to cover swimming and sports fixtures and regular or routine visits to local
establishments and facilities.

Approval procedure for Category 1

Approval by the Governing Body This could be blanket approval based on procedures agreed between
the Headteacher and the Governing Body and should be recorded.

Approval of the Headteacher or EVC Ap

or by the EVC on behalf of the Headteacher and recorded.

2.3.2. Category 2
Visits outside of London which do not fall into the above category and do not involve an overnight stay, travel by
sea or air or adventurous activities.

Approval procedure for Category 2

Part One

Approval by Governing Body Completed form should be signed by Chair of Governors

Approval by Head Teacher or EVC Completed form should be signed by Head Teacher or by the EVC on
behalf of the Head Teacher.

2.3.3. Category 3
Residential visits, overseas visits and visits involving adventurous activities.

Approval procedure for Category 3

Completion of form - Part One and Part Two

Approval by Governing Body Completed form should be signed by Chair of Governors.

Approval by Headteacher or EVC Completed form should be signed by headteacher or by the EVC on
behalf of the Headteacher.
 Educational Visits: - Appendices
Approval by Director of Education Completed form should be signed by the Senior Health and Safety
Officer responsible for school visits on behalf of the Director of Education. Completed approval forms
should reach the Senior Health and Safety Officer at least six weeks before the start of the proposed trip.

2.3.4. Role of the Governing Body

The Governing Body should come to an agreement about what sort of visits they should be informed about and
the time required between being informed and the visit taking place. They should always assess proposals for
residential visits, visits involving travel by sea or air and visits involving adventurous activities.

Their role is to ensure that policies, procedures and practices are followed, in relation to health and safety on
school visits. This will include the requirement for approval. They should ensure that appropriate advice is
available to the Headteacher from the LEA and the Department of Education.

Governors should ensure that each visit has clear educational objectives which are appropriate to the pupils
involved and that all reasonable and practicable measures have been taken to include all pupils in the target
group.

For non-routine visits form should be completed in good time so that governors,
headteachers, EVCs and the Senior Health and Safety Officer have time to assess the proposals. Four weeks
before the visit is the minimum time for the form to be received by the last person whose signature is required.
Financial or other commitments should not be confirmed before approval is obtained. With this in mind much
earlier application may be necessary for some visits. For complex overseas expeditions a lead in time of 18-24
months is not unusual.

Form HSV1 is included at the end of this document. This form, together with supporting information including risk
assessments for the visit, should be submitted for all Category 2 and 3 visits.
 Educational Visits: - Appendices
3. Planning Visits
3.1. Aims
Planning of visits should start with a clear identification of the educational objectives. Once identified these
objectives set the agenda for detailed planning.

As well as addressing specific curriculum requirements, educational visits can help young people to:
Take responsibility for their own safety and that of others;
Appreciate and understand different environments and cultures;
Develop self-esteem and take responsibility for their actions;
Cooperate and respect the needs of others;
Understand the need for codes of conduct;
Develop new skills, competences, values and attitudes;
Build up a positive attitude to health, fitness and well being.

3.2. Supervision
There are many variables which govern appropriate staffing ratios. In deciding the level of supervision, the
headteacher will need to take into account the age, experience and maturity of the pupils as well as the
capabilities and experience of the teachers and accompanying adults.

One teacher taking part in the visit should be designated as the group leader. For visits involving an overnight stay
a deputy leader should also be appointed who could take charge if necessary.

Staffing ratios for specific visits will depend on risk assessments.

However, a general guide to minimum adult to pupil ratios it outlined below:

3.2.1. Category One and Two Visits

1 adult for 6 pupils for pupils in Years 1 3.
1 adult for 15 for pupils for pupils in Years 4 6.
1 adult for 20 pupils for pupils in Year 7 onwards.

3.2.2. Category Three Visits

1 adult for 4 pupils for pupils in Years 1 3.
1 adult for 10 pupils for pupils in Years 4 6.
1 adult for 10 pupils for pupils in Year7 onwards.

A minimum of two members of staff must accompany the party on Category Three visits.

There are separate leader to pupil ratio guidelines for adventure activities, which must be taken into account when
planning Category Three visits. Staffing ratios for pupils younger than Year 1 should be higher than 1:6.

It must be stressed that these are minimum ratios and EVCs will need to ensure that visits a re adequately
staffed depending on the abilities of the party members. All visits require staff with appropriate skills and pupils
with special needs may require carers with special skills.

Mixed groups of pupils on residential visits usually require the presence of a male and a female adult. Where this
is not the case, the approval of the headteacher, governors and parents/carers should be obtained.

Leaders of adventurous activities must have first aid certificates.

All other groups should normally include at least one adult qualified in first aid or have easy access to first aid
assistance.
 Educational Visits: - Appendices
3.2.3. Remote supervision
One of the aims of educational visits for older pupils may be to develop the ability to work independently. It may
be appropriate for pupils to leave the school premises without direct supervision. This could include mature
students visiting the local library or students at a special school going to the local shop as part of their
independence training.

country areas.

It is not intended that these guidelines will prevent these activities from taking place. The risk assessment, taking
into account students training and maturity, will determine how closely they need to be supervised. The EVC and
the group leader will need to establish whether the pupils and staff are competent in remote supervision. Parents
should be informed and agree to pupils being supervised in this way if it is being considered.

sufficient
teachers and accompanying adults to secure the health and safety of pupils during visits. Participant safety
should not be compromised. If suitably experienced group leaders, teachers and accompanying adults are not
available the visit should not take place.

Headteachers, or the EVC on behalf of the headteacher, should decide if it is appropriate for group leaders,
teachers or accompanying adults to include their own children on visits. If this is permitted these children must be
taken into account in staffing ratios.

Participation in adventurous activities and the ability to cope with emergencies must be taken into account when
carrying out risk assessments and determining levels of supervision. (See sections 3.7 and 4.8 for more details).

EVCs and group leaders will need to organise training of staff taking part in specific trips and those who are
preparing to lead or assist in leading regular visits.

3.2.4. Adult Volunteers

Volunteers can sometimes enable a visit to go ahead which could not otherwise be adequately supervised.

Headteachers, EVCs and all adults involved in the visit should be clear about their roles.

Volunteers should be carefully selected and wherever possible well known to the other adults and pupils on the
visit.

Anyone who has not had a criminal conviction check should never be left in sole charge of pupils.

However, this does not mean that every volunteer who helps to supervise an educational visit will have to
obtain a disclosure.

o Parents and others who from time to time help teachers to supervise local visits need not
necessarily be CRB-checked (although they should be verified as competent in their allotted tasks
and trained and briefed as necessary).
o Parents and others should however never be left alone to supervise children.

Volunteers helping teachers to supervise a residential visit should be checked.

3.2.5. Supervision during visits

Each adult should be aware at all times of which children they are supervising or helping to supervise. The
following points may help adults entrusted with supervision:

Each adult should carry a list of pupils and staff taking part in the visit;

Count heads regularly and particularly before moving on to a new location;

Pupils can be identified if wearing uniforms, caps, T-shirts or badges with name of school (not name of
pupil);

Establish a rendezvous point if appropriate.

 Educational Visits: - Appendices
3.3. Insurance
Current insurance arrangements for School Visits and Journeys are detailed below.

An annual policy is available to all Schools and

Insurance Section.

Guidelines are given below. The following paragraphs outline the various areas of insurance that are involved in
school visits and journeys.

3.3.1. Third Party

Cover is provided to protect the LEA, schools, employees and governors against claims made by a third party
where negligence can be proved.

3.3.2. Insurance for pupils

Pupils are not covered by personal accident insurance and it is, therefore, essential that insurance is taken out for
(or any other

ual School Journey

Insurance.

For a journey to an EU country, an E111 form covering each party member should be completed and carried. (See
section 4.7) This means that should an incident or illness occur any medical expenses will either not be charged or
will be refundable on return to this country.

3.3.3. When to take out insurance

The decision as to when insurance cover should be taken out for day trips rests with the headteacher. Account
should be taken of destination, type of place to be visited, distance travelled and the ages of the children, as well
as the amount and type of equipment and personal belongings.

Insurance cover should always be initiated for journeys abroad, visits which involve an overnight stay,
adventurous activities and visits in Category 2 and 3 (See section 2.3).

Parents/carers should be notified that personal insurance for pupils has been initiated.

Some school journeys of less than a day may require insurance especially where there may be a potential danger
for example, a class of young children undertaking environmental study at a river bank, a geographical study at
gravel pits, or a class of older pupils making a study of the local area without direct supervision.

Advice may be obtained from the Insurance Section if teachers are undecided or unsure. It must be stressed that

Some centres such as riding or sailing centres may already operate insurance cover for users but this should
always be checked with the Insurance Section as it may be inadequate.

Council premises such as swimming pools and sports centres only operate a third party public liability insurance
cover as described above.

3.3.4. Pendarren House Outdoor Education Centre

Schools are required to take out insurance for all pupils for every trip to Pendarren. This Insurance premium
covers personal accident and personal effects.

Parents/carer
attendance on the course.

Trips to Pendarren are covered under the Annual School Journey Insurance Policy.
 Educational Visits: - Appendices
3.3.5. Factory and sites visits
If a visit has been planned to a site such as a factory, the teacher may be asked to sign an indemnity. A copy
should always be submitted to the Insurance Section and the indemnity should not be signed until that Section
has given approval.

3.3.6. Motor vehicles

If teachers use their own vehicle for a school journey they must consult their own insurers to check that their
policy includes such use. A policy may also be invalid should a teacher accept payment for usage. If a self-drive
vehicle is hired a statement of the insurance cover must be submitted to the Insurance Section seven days before
the hire commences.

It is advisable that every teacher checks their motor vehicle insurance with their insurance company if they
transport pupils, parents/carers and even other members of staff. This could be classed as official business not
just social or domestic use, and may render the insurance invalid. With many insurance companies there is no
additional cost to add official business of this nature to the policy. It is recommended, however, that enquiries are
made to individual companies and that the reply is confirmed in writing.
 Educational Visits: - Appendices
3.4. Transport and Travelling

3.4.1. General
There are many factors concerning health, safety and welfare of pupils and staff during travel which need careful
consideration as part of the planning of school visits. As well as the safety and suitability of the vehicles great care
is needed when preparing to board and disembark from minibuses, boats, planes and all other forms of transport.
Whatever the mode of transport the following factors should be considered.
The level of supervision should be considered as part of the risk assessment. A driver should not normally
have any responsibility for supervision except possibly when small numbers of mature pupils are taken on
short journeys.
Booking seats well in advance so that groups can remain together.
Briefing pupils on code of conduct.
Briefing visit staff on supervision arrangements making it clear who is responsible for each pupil.
Travel sickness medication should only be given when the consent of parents has been obtained.
Ensure that wheelchair users and pupils with special medical needs can be accommodated safely.
Head counts when embarking and disembarking.
Arrangements in case of changes of plans. The group should remain under the direct supervision of the
group leader or teachers wherever possible.
Appropriate insurance.
Group members are aware of emergency procedures / exits / rendezvous points. Depending on the
maturity of the pupils the position of fire-fighting and first aid equipment may also be part of the briefing.
Planning safe movement on foot between other forms of transport, particularly near roads.
Pedestrian crossings, preferably controlled by lights, should be used and footbridges or underpasses
should be considered if available.

3.4.2. Travel by road

3.4.2.1. Hired buses and coaches
Professional operators of buses and coaches must have a Public licence.
Group leaders should ensure that only reputable operators are used.
Coaches must be fitted with seatbelts by law but it is not the responsibility of the driver to ensure that
they are worn unless the seats are in line with or in front of the driver. Visit staff should actively encourage
pupils to keep their seatbelts fastened throughout the journey.
Buses in public service are not required by law to have seat belts. If seat belts are not fitted the vehicle
should be considered unsuitable for school visits involving long journeys (outside London).
Drivers must comply with legislation covering maximum periods of driving and minimum periods of rest.

3.4.2.2. School minibuses

Must be fitted with forward facing seats and a seat belt for each passenger.
Maintenance, usage and servicing should be recorded.
The head teacher or chair of governors is ultimately responsible for maintenance but the driver is
responsible during the visit.
The operator of the minibus has a legal and moral responsibility to ensure that the vehicle is roadworthy.

testing.
Safety related items should be checked regularly (every 13 weeks depending on amount of use) by a
competent person.
Safety checks and all use of the minibus should be logged.
 Educational Visits: - Appendices
3.4.3. Drivers
All drivers of minibuses should:
Receive appropriate training and validation;
Have their validation to drive recorded;
Obtain approval for each use of the minibus;
Ensure that safety checks are carried out before each use;
Report faults immediately;
Not drive if unfit or taking medication which may effect their ability or judgement;
Be aware of the emergency plan;
Take responsibility for ensuring that all pupils in their care wear seatbelts and that all adults travelling in
minibuses with pupils wear seatbelts;
Take care to restrict their driving and other requirements of the working day to avoid driving when
fatigued;
Have sufficient stops during long journeys for passengers and driver(s).

3.4.4. Licences and permits

The headteacher must ensure that:
Drivers hold the appropriate license. People who first obtained there driving license after 1996 must take
an additional theory and practical test to drive a vehicle with more than 8 seats. Drivers under the age of
21 cannot drive minibuses;
The school is licensed to operate minibuses. A PSV operators licence is required, or a permit issued under
Section 19 of the Transport Act 1985. Contact DTLR or local Traffic commissioner.

3.4.5. Teacher/ Parents Cars

If teachers or parents use their cars for transporting pupils the head teacher must be satisfied that:
Specific, detailed and well informed parental consent in writing has been obtained;
Adults will not be put in a situation where they are alone with a pupil;
Appropriate licenses are held;
Vehicles are roadworthy;
Suitable and sufficient insurance is in place;
Adequate supervision is in place. The responsibility for ensuring seat belts are worn falls to the driver in
this situation;
Volunteers have been carefully vetted.

3.4.6. Ferries and boats

The group leader should set boundaries on large ferries and organise regular regrouping.

Pupils should be instructed to remain in groups and briefed on what to do if something unexpected occurs.
 Educational Visits: - Appendices
3.4.7. Travel by Planes

In airports identify a suitable base and meeting place which pupils can find. Do not leave baggage unattended.
Ensure that the group understand:

The procedures for boarding an aircraft;

That they should never carry anything on behalf of others;

What they are not allowed to take on a plane;

What they must not carry as hand luggage;

The need to cooperate with security measures.

3.4.8. Long journeys

Long journeys, particularly those involving overnight stops need to be carefully planned so that risk management,
standards of supervision and arrangements for the welfare of pupils meet the same standards as the remainder of
the visit. In particular, minibus drivers should comply with the regulations for Passenger Carrying Vehicle (PCV)
drivers.

These regulations allow a maximum continuous period of driving of 4.5 hours, followed by a rest of at least 45
minutes. Up to three 15 minute rests in the same period of driving is also acceptable. The maximum number of
driving hours during one day is nine. Group leaders should bear in mind that these are maximum limits and are
intended for professional drivers. Length of time spend driving should be reduced depending on factors which
may affect the ability to concentrate and stay alert.

For further information about minibus regulations contact the Department of Transport.
 Educational Visits: - Appendices
3.5. Finance
The group leader should ensure that parents receive written information about the costs of visits.

A clear distinction should be made between charges and requests for voluntary contributions. Sufficient time
should be given to allow parents to prepare financially for the visit.

Accounting arrangements should separate visit receipts from other school funds.

Charging should comply with the following broad principles.

No charge should be made for activities which form part of the normal curriculum.
Charges should be the minimum consistent with providing equality of access to activities and may never
exceed the actual additional costs of providing the visit.
Charges shall be determined on the basis of the cost to each individual pupil participating in the visit.
All charges should be subject to the remissions policy set out below. A charge may be made in the
following circumstances.

For the cost of board and lodging for residential trips whether within or outside school hours
The cost of additional activities undertaken outside of school hours subject to such activities:
o Not forming part of the basic curriculum entitlement of the pupil;
o Not being required as part of the syllabus for a prescribed public examination;
o Not provided specifically to fulfil statutory duties under the national curriculum;
o Not provided specifically to fulfil statutory duties relating to religious education.

Voluntary contributions may be sought from parents / carers subject to:

Parents / carers being informed that there is no obligation to contribute;
Parents / carers being informed that registered pupils will not be treated differently according to whether
their parents / carers have made a contribution;
No contribution being requested in advance of a pupil being admitted to the school.
 Educational Visits: - Appendices
3.6. Communication
3.6.1. Information to pupils

The group leader will decide how information is given to pupils but must ensure that key safety information is
understood.

Pupils who are involved in the planning of visits and understand the reasons for decisions will gain more from the
experience and will be at less risk.

Pupils will experience many emotions while preparing for visits, including excitement and possible apprehension,
and will have expectations based on the information they are given. The educational objectives should be central
to the planning but clear guidelines on standards of behaviour and the expectations of teachers must be included.

Briefings about requirement for particular sessions within a visit will need to be given at an appropriate time. This
may include clothing and equipment to be taken, specific information about behaviour and who is in charge of the
group or sub-group.
Plans may change, particularly during a long or complex visit, and it is important that pupils and other group
members are informed when the new arrangements have been assessed.

If pupils have time when they are not directly supervised clear boundaries should be set which may include:
Physical boundaries of where to roam;
Time to return;
Route to follow;
Size of group;
Areas to avoid;
Behaviour and dress code (taking account of local sensitivities).

On residential visits, if there is a risk that members of the group become separated, they should all carry written
details of the address and telephone number of the accommodation.

3.6.2. Information to and from parents

Parents should always be informed in writing about off-site visits. For regular and routine visits taking place during
and immediately after school this can be done annually. Parental consent can be obtained and information given
about the nature of these off-site visits (sports fixtures, visits to other educational establishments and libraries,
etc.). These may take place on regular days of the week or times and dates may need to be given to parents when
available.

Specific consent should be obtained for non routine visits outside the school day, adventurous activities, visits
abroad, residential visits and occasions when the visit is not directly supervised by teachers.

An individual consent form should be obtained for each pupil in the group (See Educational Visits: - Application
for Approval Pack, at the end of this document): the pack includes information about pupils that group leaders
may need to obtain before the visit and contact details for parents during the visit.

If parents withhold their consent then the pupil should not be taken on the visit but alternative arrangements for
delivering the educational objectives of the visit should be made if possible.

In the case of consent being given with conditions, headteachers will need to decide whether or not the pupil can
go on the visit.

If pupils return home early from visits there will be additional costs incurred. Headteachers may wish to agree with
parents the circumstances under which they would be expected to meet these costs.

Consent Forms should ask parents to give their approval to emergency medical treatment, including anaesthetic
and blood transfusions. If parents do not agree, the headteacher and group leader may decide to withdraw the
pupils from the visit. It is sensible to carry translations of this parental approval in countries where it may be
required.
 Educational Visits: - Appendices
Specific consent should be obtained for transporting pupils in vehicles belonging to teachers, non-teacher adults
or other pupils. Parents should be informed of the details of such journeys.

If it is possible that pictures of pupils taken during the visit may be used on promotional materials the consent
form is an opportunity to obtain agreement for this from parents.

For visits in Category 3 (including overnight stays, overseas travel or adventure activities) it is recommended that
parents are encouraged to attend a briefing meeting as well as receiving written details about the proposed visit.

Alternative arrangements should be made for parents who have difficulty with communication in English.

Parents / carers should be informed that teachers and other adult supervisors will act in loco parentis and
exercise the same care as would a prudent parent.

3.6.3. Information to be left at school

Full details of the visit should be retained at school while the visit is in progress. This should include:
The itinerary and programme for the visit;
Contact telephone numbers for group leader;
Contact telephone number for venue (centre, school, gallery, theatre);
Contact names, addresses and telephone numbers of the parents / carers;
Parental Consent Forms;
Insurance documents;
Copy of any contract with providers;
Risk assessments;
Emergency procedures.

For visits to Pendarren House Outdoor Education Centre all of this information will be retained at the Centre. The
head teacher can contact the Centre at any time during the visit. Headteachers should ensure that there is a
school contact who is available throughout the visit. In emergency parents can contact the centre directly during
the visit.

3.6.4. Communications during the visit

The head teacher should normally be able to contact the group leader (or deputy leader), possibly through a third
party, at any time during the visit.

The group leader should normally be able to contact the school at any time during the visit. They should also keep
a list of contact telephone numbers for parents of pupils, and next of kin of adults, who are on the visit.

During expeditions to remote areas this may not be possible in which case communications will form part of the
risk assessment and appropriate arrangements should be made.

Parents should be able to contact their child in the event of an emergency at home. This would normally be done
through the school. Parents should therefore be given a contact number to ring for information about the visit or in
the event of late return.

Arrangements for pupils to speak individually to their parents during the visit will need to be agreed between
parents, pupils and the group leader before the visit takes place. In the case of residential visits group leaders
should arrival and may wish to issue progress reports in
the same way.
 Educational Visits: - Appendices
3.7. Emergency Procedures

3.7.1. General

Despite good planning and organisation there may be accidents and emergencies which will require an on the
spot response by the leaders. An accident or emergency is difficult to define but it could range from temporarily
lost children, minor injuries or food poisoning, to more serious injury or fatality. A framework for immediate action,
lines of communication and responsibility, and procedures for managing the incident over the following hours and
days is outlined below.

3.7.2. Immediate action

If an incident or accident occurs the priorities are to:

Assess the situation;
Safeguard all members of the group;
Attend to casualties;
Inform the emergency services.

An adult from the party should accompany any casualties to hospital.

3.7.3. Lines of communication and responsibility

The group leader or the person in charge of the sub-group would normally take charge of the immediate action. In
doing so they would draw on the expertise of others in the group who may have more experience and training. If
the group leader is not with the group having the incident he/she should be informed as soon as possible.

The group leader will then take responsibility for informing the head teacher, EVC or school contact as soon as
possible.

They should give as much information as possible including:

Location of the incident;
Description of what happened;
Time of the incident;
Number of casualties and the nature of their injuries;
Names of individuals injured;
Total number in the party or sub-group at the incident;
Names of other members of the party;
Action taken so far;
Action planned and who will take responsibility for this action;
Telephone numbers for future communication. For serious incidents where the media may be involved, try
-
jammed.

The headteacher will contact the Director of or other nominated officer and
give details of the incident. The head teacher should arrange to contact parents / carers of those involved. For a
serious incident the headteacher should contact parents / carers of all party members in order to give reassurance.

the LEA and parents.

The Director of may identify further actions or help required which could
include financial assistance for dealing with the incident. Alternative and additional telephone lines may need to be
identified at an early stage.
 Educational Visits: - Appendices
3.7.4. Managing the incident

It is not for the group leader or other members of the party to discuss matters with the media, procedures for this
are given below. Under no circumstances should the name of any casualty be divulged to the media.

If it is necessary to talk to the media, the Director of will do this initially via
the Press Office.

A designated person should then act as the ongoing point of contact with the media to whom all involved should
direct questions and requests.

The following procedures may help in managing the incident.

Not all of the actions will be necessary in every case.

Provide support for the remainder of the party and supervise their return to base.
Arrange for one adult to remain at the incident site to liaise with emergency services until the incident is
over and all the pupils are accounted for.
Advise other party staff of the incident and that the emergency procedures are in operation.
The group leader and the leader of the sub-group should write down all relevant details while they are still
fresh in the memory. Other party members may also be asked to write reports. A record should be kept of
names and addresses of any witnesses.
Do not disturb the scene of the incident until any investigation has been completed. Arrange for safe
keeping of equipment which is involved in the incident.
Restrict access to the telephone until the headteacher has been able to inform those directly involved.
Legal liability should not be discussed or admitted.
Refer requests from the media to the designated person as identified above. Ensure that all members of
the party follow this procedure.
Contact insurers if appropriate.
Complete all accident forms following the Haringey Council procedures.
Consider professional counselling support for pupils, parents and staff if appropriate.

Mobile telephones carried by the accompanying staff could save valuable time in the event of an emergency.
Imprudent use of mobile telephones by pupils or staff could inadvertently cause additional distress if used before
accurate information is available or before those directly involved have been contacted by the headteacher.
 Educational Visits: - Appendices
3.8. Risk Assessment

A risk assessment is a careful consideration of what could cause people to be injured or to become ill and
whether or not sufficient precautions are in place. The person who carries out a risk assessment should be trained
in the process of assessing risk and be familiar with the activity being assessed. It is a legal requirement to
complete a risk assessment and to manage the risks identified. Special educational needs and medical needs
should be explicitly addressed. It is useful to think of the process of risk assessment in five stages:
1. Identify potential significant hazards. A hazard is anything which has the potential to cause harm. For
example: crossing busy roads, slippery rocks, fast flowing water or long exposure to strong sunlight.
2. Identify the people who are at risk. For example: pupils with learning difficulties, staff, all pupils and non-
teaching staff.
3. Record the existing measures which control the risks. For example: clear guidance given to pupils, staff
have completed an exploratory visit, buoyancy aids provided. The existing measures may be contained in
a policy document or guidance provided by an expert body in which case it is acceptable to refer to the
policy or the section of a guidance document.
4. Decide how to control the hazards that are not sufficiently controlled under 3. List the hazard and the
additional control measures. For example: long exposure to strong sunlight group members to wear
long sleeved shirts and sun hats, sun barrier cream to be used on all exposed skin.
5. Ensure that you continually monitor the hazards during the visit.

Risk assessment for educational visits can be usefully considered as having three levels:

1. Generic activity risk assessments, which are likely to apply to the activity wherever and whenever it takes
place.

2. Visit / site specific risk assessments, which will differ from place to place and group to group.

3. Ongoing risk assessments, which are discussions between group members and judgements made by
staff during a visit to take account of changes in plans or circumstances.

3.8.1. Generic activity risk assessments

Usually prepared by the LEA and available to schools considering including particular activities in their educational
visits.
They might include assessments of risk for activities such as walking at water margins, travel by road, canoeing
or caving. They will be reviewed in the light of guidance provided by National Governing Bodies of Sport and other
agencies.

3.8.2. Visit / site specific risk assessments

These are usually completed by a teacher trained in assessing risk such as the EVC or group leader. They take
account of each venue and are adapted for each group. They may be reviewed but unaltered for repeat visits.
However, ongoing risk assessments of earlier visits may lead to changes in the control measures considered
necessary.
Visit / site specific risk assessments would consider factors specific to the group such as medical needs of
individuals or behaviour of pupils, or factors specific to the venue such as multi-storey hotels or tidal areas.

A Risk Assessment Form for site / visit specific risk assessments is provided in the Educational Visits:-
Application for Approval Pack (See at end of this document).

3.8.3. Ongoing risk assessments

This is a reassessment of the risks while the visit is taking place which takes account of knowledge acquired. It is
not a reassessment of the entire activity but is informed by the generic and visit / site specific risk assessments.
These assessments need not be recorded until after the visit when they should be reviewed to inform future
planning.

Examples of when a reassessment may be necessary could include illness of staff, changing weather conditions,
accommodation double booked.
 Educational Visits: - Appendices
Risk assessments do not need to be lengthy documents.
Their value is in the thought which goes into their preparation and the linking of hazards to appropriate control
measures.
Involving young people in preparing risk assessments can help them towards taking responsibility for their own
safety.

Copies of completed risk assessments are required for each adult supervisor, the headteacher and governors. If
LEA approval for the visit is required a copy will be required with the approval form to demonstrate that effective
planning has taken place.

Detailed guidance on risk assessment can be obtained from the Health and Safety Executive website.
 Educational Visits: - Appendices
4. Guidance for Specific Environments
4
4.1. General out of school /offsite activities

Whatever the nature and extent of the visit careful planning is important. Planning should start with the
educational objectives and will focus on how these can be achieved without pupils or staff coming to harm. Head
teachers must be satisfied that the person planning the visit is competent to do so and has the necessary
experience.

Following the principles of good practice below will help with the management of risk.
Ensure that all party members are clear about the identified purpose and that it is appropriate to the age
and ability of pupils.
Complete risk assessments which consider the health, safety and welfare of all party members.
Operate within guidance and seek additional advice from the LEA Principal Health and Safety Advisor,
National Governing Bodies and other recognised organisations.
Obtain approval (See section 2.3 previously) and ensure that pupils, parents, headteacher and LEA are
informed of proposed activities and changes in plans.
Ensure appropriate supervision at all times for all pupils and with regard to pupils with special educational
or medical needs.
Obtain approval of parents / carers before administering medication.
Carry out an exploratory visit to the area or venue or gather adequate information in other ways.
Check that staff have sufficient appropriate experience. Judgement, vigilance and leadership are
important attributes.
Poor discipline has been the cause of many accidents. Codes of conduct need to be clearly established
and understood.
Give clear instructions about clothing and equipment to be used.
Carry a list of group members and ensure that you have access to contact telephone numbers and
consent forms.
Keep records of accidents and incidents to inform future planning.
 Educational Visits: - Appendices
4.2. Coast

Coastal areas offer many opportunities for study and activity. Even when specific outdoor activities and swimming
are not planned there are many dangers on the coast and many incidents affecting school pupils have occurred
by the sea.

A high level of vigilance and close supervision is required near any stretch of water and particularly in tidal areas.
When assessing the risks of a visit to the coast bear the following points in mind.
Sea levels usually rise most quickly half way between the times of low and high water. Currents will also
normally be strongest at these times but local conditions can have a strong influence. Check exit routes
and allow plenty of time to leave the tidal area.
Sandbanks and mudflats are particularly hazardous as channels can fill up unnoticed making retreat
difficult.
Even when the sea is relatively calm, the swells can be irregular and rocks which are uncovered for long
periods can suddenly be swamped. This is likely to be even more pronounced when the sea is rough.
Busy beaches present their own problems. Establish a base, preferably in an area which can be easily
identified, and set clear boundaries.
Swimming should only take place as part of a structured supervised session, preferably in recognised
bathing areas which have official surveillance in the form of qualified lifeguard cover. Remember that the
sea is often very inviting and clear rules must be established.
Look out for warning flags and notices and encourage pupils to pay regard to them.
There may be dangerous jetsam, particularly along the high water line, such as glass, fishing tackle or
syringes. Sewage outfalls are not uncommon.
Weed covered rocks may be very slippery.
Quite apart from environmental considerations, disturbance of sand dunes could cause dangerous
slumping to occur.
Coastal cliffs can often be loose and friable. Do not allow groups to work below such areas.

Only undertake activities for which you have appropriate experience and competence. In particular,
climbing (roped or unroped) should only be tackled after observing all the guidance for this activity. (see 5)
Cliff top paths are often exposed and also suffer frequent erosion. Unless the route is well known to the
leader and considered safe, there should always be a responsible adult at the front of the group.
 Educational Visits: - Appendices
4.3. Rivers and Water

Field studies often necessitate working near, sometimes in water. Walks may follow rivers or canals or pass
beside lakes and pools. Swimming may be one of the activities which schools would like to include in their
educational visits.

Drowning is a major cause of accidental death but remember that this is only one of the hazards. The following
general guidelines should be followed when groups are near to water hazards, irrespective of the depth of the
water.
Ensure that pupils are aware of the objectives of the session.
Supervisors should be aware of pupils swimming ability.
Misbehaviour could cause accidental immersion.
Sudden immersion in cold, or even relatively warm, water can cause shock which could be dangerous.
Group leaders should be aware that many young people who have drowned were strong swimmers.
Risk assessments should consider biohazards such as blue/green algae and Weils disease.

If swimming is allowed:
It should only take place as part of a structured, supervised activity after a complete risk assessment has
taken place; (See previous section 3.8);
A designated adult should hold a relevant life saving award. On some sections of beach and occasionally
on inland water, the beach or facility operator will provide lifeguard cover and appropriate qualifications
would include The National Beach Life Guard Award or the Surf Life Saving Award.;
Clear boundaries should be set;
Ensure that swimmers understand the signals of distress and recall;
Swimmers should not have eaten a meal for at least half an hour before taking to the water;
Be aware of the dangers of paddling on slippery surfaces or with bare feet;
Obtain local advice from lifeguard, coastguard, tourist information or harbour office.

The Department of Education, Group Safety at Water Margins document contains useful information (see their
website).
 Educational Visits: - Appendices
4.4. Farms

Farm visits are highly beneficial to a wide range of pupils. Younger pupils start to appreciate the origins of much
of their food and older pupils learn to understand rural economics and how it influences the landscape. Visits can
sometimes be arranged to private working farms or it may be that a farm in an educational establishment or a
commercial open farm is chosen. This guidance is written particularly for farms but much of the guidance will also
apply to zoos and wildlife parks.

The hazards are mainly associated with hygiene and young children in particular may have difficulty in keeping
their hands away from their mouths after touching animals or soiled surfaces. To reduce the risk there are a
number of actions which can be taken by the farmer and other actions for the supervisors and pupils. Private
farms may not be expected to provide for the visitor to the same extent as educational farms or commercial open
farms. This should be taken into account in choosing the right establishment to suit the educational aims of the
visit. A preparatory visit is recommended to establish the extent to which the following precautions are taken by
the farm.
General cleanliness in the areas which the pupils will visit.
Evidence of hard surfaces (yards, walls) being kept clean.
Sick animals kept away from visitors.
Toilets and washing facilities for visitors.
Area set aside for eating refreshments.
Ensure that pupils are not encouraged to taste raw milk or animal feeds.

The group leader and other adults should:

Brief the pupils before the visit about good hygiene practices and repeat this immediately on arrival at the
farm. In particular:
o Keep hands away from mouths;
o Keep faces away from animals;
o Wash hand thoroughly before eating;
o Do not drink from farm taps;
o Do not taste animal foodstuffs or milk.
Ensure that pupils or staff with minor cuts cover them with a waterproof plaster.
Supervise pupils carefully.

There are other hazards for pupils on farms and group leaders and staff should be aware of:
Dangers of machinery, vehicles and tools;
Presence of toxic chemicals and spraying machinery;
Risk to pupils with asthma in grain stores and at harvesting time.
 Educational Visits: - Appendices
4.5. Contracted Providers

Schools may wish to make use of facilities and services managed outside the control of Haringey Council. These
facilities and services will range from pony trekking centres and individual specialist staff to large commercial
activity centres and tour operators.

It is not feasible for Haringey Education Services to approve every commercial, charitable or private facility or
service on a regular basis so the following guidelines should be followed as appropriate.

4.5.1. Recognition and accreditation of outdoor activity providers

The Activity Centres (Young requires that anyone who provides, in return for payment,
specified adventure activities to young people under 18, must have a licence. The four activities which fall within
the scope of the scheme are:
Caving, which also includes mines;
Climbing, which includes activities such as gorge walking and scrambling;
Trekking, which means walking, pony trekking, mountain biking and off piste skiing in remote open
country;
Water sports which covers most unpowered craft on specified waters.

The Adventure Activities Licensing Authority (24 Lambourne Crescent, Llanishen, Cardiff CF4 5ZJ Tel: 02920
755715 Fax: 02920 755757) will keep a publicly accessible register of licence holders. Centres which provide
none of the specified activities will not be registered and schools will need to contact these organisations with
their concerns.

In seeking assurances directly from centres, schools should expect that commercial centre managers will respond
to their enquiries in the way that presents their centre in the best possible light. Schools are strongly advised to
take expert advice on the validity of the responses received, or contact the Senior Health and Safety Officer.

Information should be obtained from unlicensed centres about activity management including staffing, equipment,
health, safety, emergencies and insurance.
 Educational Visits: - Appendices
4.5.2. Activity management and staffing

Procedures for the management and staffing of adventure activities have the most direct bearing on safety.
Assurances should be sought that:

The centre operates a policy for staff recruitment, training and assessment which ensures that all staff
with a responsibility for the safety and welfare of participants are competent to undertake these duties.
Staff competence includes personal qualities and communication skills, as well as appropriate technical
skills, experience and qualifications;

All reasonable steps are taken to check all staff for relevant criminal history;

The centre maintains a clearly defined authority and chain of responsibility for each programme or activity,
and has in place a well understood system of reporting and accountability, which are set out in writing;

The centre clearly identifies in the chain of management responsibility the key person or persons
responsible for the supervision of staff leading activities. That staff identified as having any level of
management responsibility for a particular programme possess the competencies, qualifications and
experience required for the discharge of this responsibility;

The centre maintains written local operating procedures for each programme or activity offered. That
these should be appropriate to the site or range of sites used and the level at which activities are
undertaken. That operating procedures define the competencies, qualifications and experience required
of staff undertaking different levels of responsibility within the programme. That operating procedures
conform to NGB guidelines where these are relevant to the safe conduct of the activity at the level being
undertaken;

Centre staff competencies are confirmed by possession of NGB qualification, where appropriate or are
assessed to the satisfaction of a person appropriately qualified with the NGB to undertake this role;

4.5.3. Equipment

Assurances should be sought that:

The centre guarantees that sufficient equipment is used in all activities and that it is safe, appropriate,
correctly sized and fit for the purpose intended;

The centre guarantees that the use and condition of equipment is subjected to frequent checks and the
results recorded in an equipment log;

Equipment is checked to ensure that it is safe prior to each use.

4.5.4. Health, Safety and Emergency Policy

Organisers of visits should obtain confirmation that:

The centre maintains written accident and emergency procedures, including fire safety procedures. All
staff are practiced and competent in accident/emergency procedures.

4.5.5. Insurance

Confirmation should also be obtained that providers have public liability, product and third party insurance cover
or adequate alternative provision. Details of copies of current certificates should be requested.
 Educational Visits: - Appendices
4.6. Residential Visits

Not all establishments will provide residential accommodation, and on many occasions activities will include
overnighting in outdoor areas, mountain huts, bunk houses, under canvas, bivouacs etc. However where
permanent accommodation is provided at a centre, or where providers use other organisations / establishments
on a sub-contract basis to provide residential accommodation, group leaders from the school should ensure that:
There is adequate provision for the storage of clothes, rucksacks and other outdoor equipment;
There are adequate numbers of showers, toilets and washbasins. These should be separate male and
female facilities;
Centres have adequate heating;
Sleeping areas have at least one external window providing adequate ventilation;
There are separate male and female sleeping areas for mixed groups;
All bedroom and bathroom windows have opaque blinds, curtains or the equivalent;
All areas are adequately lit;
The centre has provision for luggage storage;
There is provision for drying clothes;
There is adequate provision for safekeeping of valuables;
There is adequate provision for sick/infirm participants;
Fire regulations are fully observed and a fire safety policy is in place.
There are appropriate security arrangements.
 Educational Visits: - Appendices
4.7. Visits Abroad
Overseas visits often provide valuable and rewarding experiences but it is important that careful preparation takes
place. Planning for visits abroad may need to start 18-24 months before the visit.

Headteachers may choose to use a tour operator or to organise the package without the help of an outside body.
Choose a tour operator with experience in group travel and a member of one of the bonding bodies approved by
the Department of Trade and Industry. If the school provides a package the Package Travel, Package Holidays
and Package Tours Regulation 1992 (The Package Travel Regulations) may apply. Whichever route is chosen
there is no substitute for careful investigation of all arrangements and thorough planning on the part of the group
leader.

Most of the information in this booklet is relevant to overseas visits but there are additional factors that need to be
considered.
Complete and carry Form E111 for visits to or through member countries of the European Union (Available
from Post Offices or Freephone 0800 555777).
Check medical and vaccination requirements for the country to be visited.
Check passport and visa requirements and ensure that all party members comply.
Organisers may wish to check the travel advice, relating to personal safety, which is given by the Travel
Advice Unit of the Foreign and Commonwealth Office. The address of the nearest British Consular Office
to the area being visited can be obtained at the same time.
Consider language capability of the party as part of the risk assessment.
Photocopies of passports and other essential documentation may be useful
Parents should have the means to contact the group leader in an emergency. This may be via a third party
but all reasonable efforts should be made to ensure that language does not make this unduly difficult.
Agree codes of conduct with young people. This should take account of local customs and cultural issues
which should form the basis of a discussion with all party members.
Pupils should be briefed about local hazards and emergency procedures including the use of telephones.

There are specific regulations and other considerations concerning vehicles and driving overseas which should be
borne in mind.
Familiarity of drivers with road conditions in area to be visited.
Driving Licences requirements.
Tachograph regulations.
Additional documentation required for minibuses taken abroad
Group members may be unfamiliar with traffic travelling on the right-hand side of the road. In particular
passenger doors on UK coaches and minibuses will
The following documents give further details: Taking a
Tachograph Rules for Road Passenger Vehicles in the UK and Europe; both available from the
Department of Transport.
 Educational Visits: - Appendices
4.8. Adventurous Activities

Adventurous activities include the following:

Camping
Mountain Walking
Walking in remote areas including coasts
Rock climbing
Winter climbing
Skiing on snow and artificial slopes
Caving, pot-holing and mine exploration
Pony trekking and horse riding
Sailing whether on boards, dinghies, yachts or land yachts
Water skiing
Canoeing and kayaking
Rowing
Swimming or diving in sea, rivers and lakes
Angling
Orienteering
Airborne activities (excluding commercial transport)

This list is by no means exhaustive and if group leaders are in any doubt about the nature of any activity they
should consult the Senior Health and Safety Officer. These activities must be treated as adventurous activities
whatever the purpose of the visit. For example, field studies which involve mountain walking should be treated as
an adventure activity. Risk assessments should identify hazards in the areas to be visited.

In certain circumstances adventure activities can only be offered by a provider licensed by the Adventure
Activities Licensing Authority (see section 4.5 above). Not all activities require a licence and providers may hold a
licence for a limited range of activities but it is illegal to provide specified activities to young people (under 18
years of age) without a licence (see 4.5 for specified activities).

A provider may be an individual or it may be a large multiactivity centre. Group leaders should check whether or
not a provider requires a licence and whether or not a licence is actually held for the proposed activities. Contact
the Adventure Activities Licensing Authority.

for pupils at all times during adventure activities,

even when the group is under instruction by a member of the
safe running of an activity. Clear handover and handback procedures should be in place. Everyone, including the
pupils, must have an understanding of the roles and responsibilities

If a teacher is to organise and instruct pupils on adventure activities they may not need a licence but the Director
of must be satisfied that the procedures outlined in this document have
been carried out, and in particular that:
A risk assessment has been completed;
The group leaders and other members of staff are competent to perform their roles. Qualifications can be
confirmed by contacting National Governing Bodies in activity areas where they exist;
There is adequate first aid expertise within the group;

Emergency procedures specific to the activity and the venue have been planned ;
Suitable quantities of appropriate equipment is available;
All pupils are suited to the activity and properly prepared and equipped.

The LEA can provide advice and guidance on specific activities. These are prepared separately so that they can
be kept up to date (Contact the Council Principal Health and Safety Advisor).
 Educational Visits: - Appendices

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 Educational Visits and Journeys: Planner
Educational Visit Planner
Step TICK
Time scale Stages Details
1. Organise 1. Prepare a clear rational for the trip: learning
As early as outcomes, subject areas.
possible 2. Agree dates and accommodations.
At least 20 weeks 3. Research cost.
before departure
recommended for 4. Research transport possibilities.
Foreign visits
5. Identify a possible student capacity.
2. Planning 1. Identify a Group Leader.
As early as 2. As an initial visit been carried out: if not, plan to do so
possible
3. Identify deputy leader and staffing: consider
competencies and availability.
4. Identify student list: consider SEN, dietary and care
At least plans when relevant.
18 to 16 weeks
before departure 5. Consider First Aid: depending on medical of
recommended students, type of trip and contingencies.
for Foreign visits
6. Complete HSV1 for all trips (it is good practice):
Haringey Council Educational Visit Application Form
for Approval.
7. Specify Itinerary and External Provider if any: verify
competence and accreditations.
8. Specify Insurance: Number and name.
9. Meet with EVC to discuss and gain permission to
proceed.
3. 1. Preliminary Visit (if initial visit was never carried out).
As early as
possible Implementation
2. Risk Assessments (Haringey Council General Risk
Assessment Pro-forma and Haringey Council
Specific risk assessment(s) for activities-residential).
3. Emergency procedures for the duration of the trip:
Foreign visits what are the custom for emergency
contact/support.
No later
than 4. Transport Finalised (Ensure Haringey Forms
Transport forms are used for coach and volunteers).
8 to 10 weeks
before departure 5. Finalise Staffing (CRB and ratio) and Insurance cover.
6. Send to External provider of service, the document

a. Request their up-to-date risk assessment.

b. Keep their response in records.
7. Inform Parents: First explanatory letter, prepare
briefing and consent forms collation.
8. Confirm Booking with accommodation and Travel
Company, external provider.
9. Parents meeting for residential: aim and benefit,
dates, code of conducts, steps 1, 2 and 3 as well as
medical, dietary, religious needs and consent.
10. Student briefing(s) including code of conduct,
meeting points, clothing, meals, mobile phones,
emergency procedure in foreign country, passports,
reminder of medical and consent, etc.
 Educational Visits and Journeys: Planner
Step TICK
Time scale Stages Details
4. 1. Ensure HSV1 (Application for Approval of an
Application for Educational Visit) is:-
Day Visits Approval
a. Signed by Group Leader;
By
b. Head Teacher; and
At Least Head Teacher
Chair of
c. Chair of Governing Body.
6 weeks Governing Body
before Good Practice: Inform
One application for approval HSV1 per trip (even
departure the Council H&S Team. for consecutive visits going to same destination
and with same group leader).

2. Ensure HSV1 is completed and signed/Dated (as

Application for
above); and
Approval
3. Send HSV1 to Haringey Council Health and Safety
Team, Fabrice Terrochaire - email or post to
Haringey Council CYPS and Schools Health and
Safety, 38 Station Road, Wood Green N22 6BF .
By 4. The application for council approval HSV1 must
Residential
Activities Head Teacher
be accompanied by the following:-
Foreign a. Risk Assessments:-
and Chair of
Pendarren Governing Body i. General Risk Assessment ticked and
signed/dated
Haringey
Council Health ii. Specific Risk Assessments when
and Safety Team activities/sports carried out -
(on behalf of signed/dated.
Director).
b. Haringey Transport Form (If appropriate);
c. Safe working practices being implemented to
As early as manage SEN and other medicals (explanation
possible of related medical restrictions we are
speaking about); Provide care plans when
relevant;
No later
d. Student list
than
6 weeks e. Student Briefing
before f. Parents/Carers Briefing
departure
g. One Parental/Carer Consent Form adapted to
the specific trip: provide one template and
one completed and dully signed/dated
consent form.
You can also include a statement (a paragraph) assuring
the council that all consent form will indeed be collated
by the group leader before departure.
h. Emergency procedure to be applied during
the visit (especially if foreign visit and
residential) including contingencies.
5. If signature not obtained yet or delayed, send the
HSV1 as a temporary measure until obtaining
signatures; then resend the finalised application
form.
 Educational Visits: Application for Approval Pack
Form HSV1
APPLICATION FOR APPROVAL OF AN EDUCATIONAL VISIT

- Parts 1 and 2 must be completed for all visits

- Part 3 must also be completed for Category 3 residential visits, overseas visits
and visits involving adventurous activities, as well as visit to Pendarren
(Director’s requirements since June 2012).

The group leader should submit this form, when completed, to the Head or EVC at least six weeks
before the proposed visit. For most visits approval in principle will already be in place and the Head will
be kept updated about the progress of preparations. The group leader should obtain the consent of
parents.

When approval is given, one copy of the form should be retained by the Head or EVC and another by
the group leader. The Head or EVC should be informed of any subsequent changes in planning,
organisation or staffing. If required, the Head should seek approval from the school governors or the
Director of Children’s Services.

PART 1 – THE VISIT

School/group:

Group leader:

1.1 The purpose of the visit and specific educational objectives:

1.2 Places to be visited:

1.3 Dates and times:

Date of departure: Time:

Date of return: Time:

 Educational Visits: Application for Approval Pack
1.4 Transport arrangements: include the name of the transport company. In the
case of mini buses include the registration number of the vehicle and the
names of all drivers.

1.5 Proposed cost and financial arrangements:

1.6 Insurance arrangements for all members of the proposed party, including
voluntary helpers:

Insurance company: Policy no:

Address: Type of policy:

1.7 Facility to be visited:

Name:

Address:

Telephone no:

Name of facility contact person:

1.8 Details of the programme of activities:

 Educational Visits: Application for Approval Pack
1.9 Risk Assessments:

Have risk assessments been completed for all aspects of the visit? Yes / No

Please attach copies of risk assessments.

PART 2 – THE PARTY

2.1 Size and composition of group:

Age range:

Number of boys: Number of girls:

Adult to pupil ratio: Leader/participant ratio:

Names of students with special educational or medical/dietary needs:

2.2 Accompanying school staff (Please indicate people having responsibility for
First Aid and first aid qualifications):

Name: Experience, qualifications: Responsibilities during visit,

 Educational Visits: Application for Approval Pack
2.3 Accompanying other adult supervisors:

Name: Experience, qualifications: Responsibilities during visit:

2.4 Details of contact person in the home area. This person should hold all the
information about the visit or journey in case of emergency:

Name: Available 24 hours?: Yes / No

Address:

Telephone no: Fax no: Mobile no:

2.5 Existing knowledge of places to be visited. Is an exploratory visit is intended?

Accompanying staff knowledge of venue:

Has an exploratory visit taken place? Yes / No

If no, why not?:

Extent of knowledge of venue:

PART 3 - TO BE COMPLETED FOR CATEGORY 3 VISITS - RESIDENTIAL VISITS,

OVERSEAS VISITS AND VISITS INVOLVING ADVENTUROUS ACTIVITIES, AS WELL
AS PENDARREN.

3.1 Accommodation to be used:

Name:

Address:

Telephone no: Fax no:

Name of Accommodation Manager:

 Educational Visits: Application for Approval Pack

3.2 Organising Company / Agency. Include Tour Operators, Travel Companies

and providers of adventurous activities. If more than one, use additional
sheet:

Name: AALA Licence No:

(If applicable)
Address:

Telephone no: Fax no:

What will this company provide?

Enclose copy of contract if applicable.

3.3 Details of activities:

Description of activities:

Who has completed risk assessments?

Enclose copies of risk assessments.

PART 4 – REQUEST FOR APPROVAL

Group Leader’s request approval for this visit on the basis of the information given.

Signed by Group Leader:

Signature: Position:

Full name (print): Date:

 Educational Visits: Application for Approval Pack
PART 5 – APPROVAL

I have studied this application and am satisfied with all aspects of the visit, including its
planning, organisation and staffing. Approval is given.
a) Please ensure that I have all relevant information, including a final list of
group members, details of parental consent and a detailed itinerary, at least
seven days before the party is due to leave.

b) Your report and your evaluation of the visit, especially details of any
incidents, should be with me as soon as possible but no later than 14 days
after the party returns.

Signed by Headteacher, or EVC on behalf of Headteacher:

Signature: Date:

Print name: Head / EVC

Signed by Chair of Governing Body:

Signature: Date:

Print name:

For Category 3 visits - residential visits, overseas visits and visits involving
adventurous activities (as well as Pendarren):

Signed by Council Occupational Health, Safety and Wellbeing Manager on behalf of

the Director of Children’s Services:

Signature: Date:

Print name:

A copy of the application form and details of any subsequent changes should be
retained by the head teacher.

The form must be sent to the Council Principal Health, Safety Advisor (for Category
3 visits) for LEA’s approval. (38 Station Road Wood Green N22 6BF or fabrice.terrochaire@haringey.gov.uk)
 Educational Visits: Application for Approval Pack
Parental Consent for Educational Visit
1. Name of School

2. Details of visit
Departs from On (date) at (time)

Meeting student at

Returns to On at

Collecting student from

3. Details of pupil
Name Date of birth Boy / Girl

Passport Number (when relevant)

4. Medical Information
a. Any conditions requiring medical treatment including medication
Please give brief details. Include asthma, diabetes, heart trouble, travel sickness, epilepsy, migraine or
other information which may help those who will be caring for your child.

b. Details of any medication known to be required during the visit

Medicine

Dosage Frequency

c. Details of any allergies

To medicines

To foodstuffs

Others

d. Medication not prescribed by a doctor

Please list any medication which you might give your child for relief of pain / flu symptoms ONLY IF
YOU CONSENT to those who are caring for your child to give similar treatment.
 Educational Visits: Application for Approval Pack
e. Infectious or contagious diseases
Has your child been in contact with or suffered from any infectious or contagious diseases in the last
four weeks? If so, please give details.

f. Other relevant information

Please give details of recent illnesses or injuries which you consider relevant or information which
could be useful to those caring for your child.

g. Doctors contact details

This is only for emergency and your family doctor will not normally be contacted without your
knowledge.

5. Special dietary requirements

Please give brief details of dietary requirements such as vegetarian, vegan, foods not eaten or allergies.

6. Swimming ability
To be completed if the visit includes activities in or near to water that could be hazardous
Tick Please Yes No
Is you child able to swim 50 metres?
Is your child confident in a swimming pool?
Is your child confident in the sea or open water?
Is your child safety conscious in water?

7. Other information
Please give any other information which you think might be helpful to those who will be caring for your child.
 Educational Visits: Application for Approval Pack
8. Declaration

I would like…………………………………..……… (Name of pupil) to take part in this visit.

I agree to him/her receiving medication as detailed in Section 4 of this form and to

any emergency dental, medical or surgical treatment, including anaesthetic or blood
transfusions, as considered necessary by the medical authorities present.

I understand and agree with the departure and return arrangements.

Parents/carers are advised that some activities may contain an element of risk.
Pupils will be supervised by staff with appropriate qualifications and experience but
parents/carers are asked to remind their children of the importance of following the
instructions of staff at all times.

I undertake to pay the charges applicable to his/her participation in this visit.

Signed……………………………………………. Date………………………………………

Print name: …………………………………………………… Parent/Carer)

Parent(s)/Carer(s) contact details during the visit

Daytime telephone
number:
Evening telephone
number:

Address:

Thank you.
 Educational Visits: Application for Approval Pack

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 Educational Visits: Application for Approval Pack

ENQUIRY TO PROPOSED PROVIDER OF SERVICES, ACTIVITIES OR

ACCOMMODATION

PART ONE - TO BE COMPLETED BY THE GROUP LEADER

School name

Address and phone number

Name of Group Leader

Venue address

Date of visit

Provider’s name and

address

PART TWO – TO BE COMPLETED BY PROVIDER

The following questions are directed to service, activity or accommodation providers. Please
give careful consideration and then indicate your answers by signing in the appropriate
space. Please delete any questions that do not apply.

Accreditation Yes / No
Do you hold a licence issued by the Adventure Activities Licensing
Authority that covers any of the proposed activities during the time
of the proposed visit?

Which activities are covered by the licence?

Please list any other relevant accreditation

 Educational Visits: Application for Approval Pack
Safety and Activity management Yes / No
Have risk assessments for the entire provision been recorded and are they
available for inspection?

Do you maintain a clearly defined, well understood and recorded chain of

responsibility for each activity?

Is there a system in place for reporting and reviewing accidents and

incidents?

Do you maintain written local operating procedures for all activities

undertaken and are they available for inspection?

Do you have written accident and emergency procedures?

Are all staff practiced and competent in these procedures?

Do you ensure that there is an opportunity for frequent liaison between

your staff and the group leader to review the programme and make
changes if necessary?

Do you have alternative appropriate programme options in the event of

bad weather, staff illness or other unforeseen circumstances?

Do you have a published health and safety policy?

Do you have a current public liability insurance certificate which is

available for inspection?

Staffing Yes / No
Do you operate a policy for staff recruitment, training and assessment
which ensures that all staff with a responsibility for the safety and welfare
of participants are competent to undertake the duties to which they are
assigned?
Staff competencies include personal qualities such as communication and
leadership skills, as well as appropriate technical abilities.

Do the staff members hold appropriate National Governing Body (NGB)

awards, if available, or will they be approved by the holder of an
appropriate award?

Are lists of staff qualifications available for inspection?

Where there is no appropriate NGB award, do you follow a Code of

Practice, including training and assessment procedures, which is available
for inspection?

Do ratios of staff to students comply with NGB guidance?

Do staff members have the appropriate training and experience to work

with pupils of the proposed age and ability?

Will appropriate numbers of qualified first aiders be available at all times?

Have all reasonable steps have been taken to check staff for relevant
criminal history?
Equipment Yes / No
 Educational Visits: Application for Approval Pack
Is the equipment/s which will be used for all the proposed activities both
suitable and sufficient?

Is the equipment subjected to frequent checks and are the results

recorded?

Is the equipment checked to ensure that it is safe before each use?

Are all vehicles and trailers used for transporting pupils and equipment
serviced and maintained in accordance with existing regulations?

Accommodation Yes / No
Are fire regulations fully observed and a fire safety policy in place?

Is the accommodation suitable for disabled party members?

Does the accommodation have adequate heating?

Are there sufficient washbasins, showers, toilets and an adequate supply

of hot and cold water for the entire group?

Are separate male and female showers, toilets and sleeping areas
available for mixed groups?

Are separate showers, toilets and bedrooms provided for accompanying

staff members?

Is there adequate ventilation in sleeping areas?

Is there provision for the safekeeping of valuables?

Is there a separate room available for members of the group who become
ill?

PART THREE – DETAILS OF THE PERSON COMPLETING THIS FORM

Please use block capitals to complete this section

Name: Position:

Signature ......................... Date ....................

Thank you for completing this questionnaire.

Please return the completed form to the Group Leader at the school address in PART ONE to whom any
questions should be addressed.
 Educational Visits: Application for Approval Pack

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 Educational Visits: Application for Approval Pack

Educational Visits/ Activities

RISK ASSESSMENT FORM

Generic

Please complete all sections that may apply to your visit/activity

COMPLETION OF SECTION 1 IS COMPULSORY FOR ALL VISITS ACTIVITIES

 Educational Visits: Application for Approval Pack
SECTION 1: Completion is compulsory
DESTINATION: ………………………………ACTIVITY: ……………………DATE OF VISIT: …..
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
All visits/ Injury, fatality, Pupils and All travel arrangements to be established before trip takes
activities person left staff, place
behind/separated volunteers, Reputable tour operators/travel companies are used
from group. Illness parents Appropriate and sufficient insurance is obtained to
of pupil or member safeguard all possible risks
of staff Suitable ratio in line with LEA policy for staff/pupils
Clear briefing to pupils and staff about any significant risks,
roles and responsibilities
Headcount at appropriate times
Discuss itinerary and arrangements with pupils
Departure and return times made known to pupils, staff and
parents
Contingency plan in place in the event of lateness or
incident
Mobile phones carried if available
Sufficient toilet breaks built into journey times
Accompanying staff to have first aid experience
First aid kits to be carried or access to first aid
arrangements made known to all staff and pupils
Group leader and/or deputy knows how to call emergency
services/British Consulate/Embassy, both at home and
abroad
Pupils/parents reminded to bring individual medication and
this is kept securely
Information on pupil medical need is known in advance
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Special As above SEN students The needs of all pupils with SEN considered to ensure that
Educational needs are able to be met whilst on a trip or visit
Needs
 Educational Visits: Application for Approval Pack
SECTION 2: Complete sections as necessary

Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
On foot As above As above Journey is planned to avoid fast roads where possible
Close supervision front and back on pavements, roads,
lanes and crossing points
Pupils to be briefed re.hazards and behaviour required
High visibility clothing use
Consider most suitable side of road, facing oncoming traffic
Leaders have torches for use in dark

Use of As above As above Identify high risk points including getting on and off
public transport
transport Have a specific plan for these include briefing staff and
pupils and headcounts
Larger parties split into manageable groups (unless remote
supervision has been agreed). Each part with adequate
staffing to ensure all pupils get on and off transport safely.
For crowded transport situations such as London
Underground this can require very high ratios
All staff and pupils know destination and route and know
what to do if separated from the main group
(Unless remote supervision agreed) staff are with pupils in
each carriage, deck of the bus, etc
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Use of Injury, fatality As above Times of trains to be checked before leaving for the station
private to ensure that there are no delays or trains have been
vehicle/ cancelled
coaches Pupils sit in seats provided wherever possible or to hold
onto the appropriate hand holds for stability
Pupils are encouraged to stand well clear of the platform
edge and are closely supervised by staff whilst on the
platform
Use of Injury, fatality As above
private Driver confirms that vehicle is insured to carry pupils and
vehicle/ staff
coaches Seatbelts are worn at all times
Permission is obtained from parents
Vehicle is roadworthy
Child protection issues are addressed
Pupils to remain seated at all times the vehicle is in motion
All baggage to be stored in overhead lockers or under seats
Aisles to be kept clear
Mini buses Injury, fatality As above Minibus is appropriately maintained and checked prior to
the journey
Minibus driver(s) is competent such a vehicle and has
passed the DCC test
Driver checks that seatbelts are worn
Vehicle loading is appropriate and aisles are not blocked
Driver follows DCC recommended practice
Suitable embarking points are used
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Mini buses Close supervision and headcounts and breaks in journey
(Continuing) and getting on and off minibus
Avoid driving when tired
Sufficient stops planned for longer journeys
Walking Injury, separation As above Suitable road crossing points are used to cross the road
about from All members of party keep valuables out of sight, phones
towns/ group/abduction locked in bags etc
cities Children are supervised closely and regular meeting points
are arranged to check on numbers to ensure all the party
can be accounted for
Uniform or similar coloured clothing to be worn
School name badges to be worn – but not names of
children
Pupils to be encouraged not to run but to walk at all times
Everybody is encouraged to wear sensible shoes if lots of
walking is involved
Route to be mapped out prior to visit taking place and map
taken for any required deviation

Visits to Injury, fatality, As above Risk assessment for the activities must be obtained before
public/ separation from these are agreed
private group, abduction On accessing public or private buildings (e.g. theatres,
buildings museums etc) all members of the party are made aware of
(theatres, the fire procedures when they first enter the building and
museums groups either have a guide or experienced member of staff
etc) to support them
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Exposure to Fatality, heat As above Consider possible weather conditions and plan appropriate
weather injuries, cold programme, clothing and equipment (warm and waterproof
conditions injuries, over- clothing and, in summer, sun protection)
exposure to sun Plan for pupils who may or do not bring suitable kit. Check
before departure and/or bring spares
Daily weather forecast obtained and plans adjusted
accordingly

Exposure to Injury, fatality As above Avoid high risk situations

animals, Take necessary avoidance action if encountered
insects and Ensure those with known allergies carry medication
poisonous Ensure that pupils follow hygiene procedures after contact
plants with animals, insects or plants

Return from Non/late collection The return is pre-planned and parents are informed where
visits by parents/anxiety to collect pupils from or, if pre-arranged with parents, older
particularly pupils will walk home
after school Suitable arrangements are made for pupils whose parents
hours fail to collect them

Emergencies As above The school has an emergency plan for dealing with an
incident on an educational visit
Contact details of parents, group leaders, schools and, if
appropriate, head teacher/school contacts after hours
numbers are held by group leader and school contact
Leader/head/school contact have instructions as to what to
do in an emergency
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Field studies Injury, fatality, As above Ensure that adventure/activity centres are approved and
centre/adventu separation from have appropriate risk assessments (i.e. Ensure form
re activity group, HSV3/03 has been completed)
centre visits abduction
Field Injury/fatality As above Ensure students are informed of appropriate clothing and
trips/activities footwear for the trip/activity and ground conditions
trips organised Ensure students have been briefed on appropriate
by school behaviour near water hazards
Ensure students are properly supervised near water
hazards i.e. River walking, pond dipping, swimming, coastal
activities
Ensure students remain in appropriate group sizes at all
times

Service station Injury, fatality, As above Brief pupils re.purpose and time of stop
and other separation, Brief pupils on how and where to contact staff
breaks in abduction Brief pupils to remain in pairs or threes – buddy system –
journey each responsible for the other
Remind pupils about moving traffic and other hazards
Careful headcount before departure

Ferry crossing Injury, fatality As above Close supervision on vehicle deck

separation Rules established and pupils briefed especially re. open
deck areas (not permitted in the dark or in rough seas), wet
surfaces and ship’s movement
Explain the ferry emergency procedures (term muster
station etc to group)
Muster stations made known to pupils on boarding
Remain in pairs and threes – buddy system – each
responsible for named other
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Ferry crossing Injury, fatality As above Establish a specific seating area/meeting point and have a
(continuing) separation member of staff there throughout the crossing
Plan arrangements for docking, reminding group of
numbered
Stairways to coach deck
Students made aware of possible problems using stairways
from large numbers of passengers and luggage
Careful headcount before departure
Planned procedure for missing pupils e.g. Member of staff
to leave as foot passenger

Use of Drowning, injury As above Leader must check vehicle licence

passenger Leader should risk assess journey with reference to
ferry crossings size/age of pupils
Consider areas where small children could fall (overboard
or down stairways) and arrange supervision
Consider if/where personal buoyancy should be worn
With groups of small children leader must pre-check craft
has sufficient personal buoyancy of appropriate sizes

Leader’s own Possible As above If staff or volunteers’ families join group pupil supervision
children conflicting must not be compromised
priorities Staff children are similar to age to group and supervised
with pupils or separate supervision must be arranged
Ensure that adequate insurance cover is obtained for these
persons
 Educational Visits: Application for Approval Pack
Hazard Level of Risk Who might be Is the risk adequately controlled Tick Supporting
harmed Information
Exchange or Unfamiliarity to As above Reassurance to be obtained prior to the trip commencing that all
twinning visits persons or arrangements have been put in place and any checks, including
location. criminal checks, have been undertaken where reasonably
Language practicable
barriers
Familiarisation of the host premises and location to be encouraged
by the host family

Signed: …………………………………………………………………….. Date: ………………………

(Group Leader)

This risk assessment has been discussed and all risk control measures confirmed

Signed: …………………………………………………………………….. Date: ………………………

(School Visits Co-ordinator)
 Educational Visits: Application for Approval Pack

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 Educational Visits: Application for Approval Pack
DETAILS OF TRANSPORT: For Hired Transports
:
Trip Destination:
Class (name):
Date(s):

Name of Coach/Minibus Company:

Registered Company Address:

Are you CHAS accredited: Yes / No (delete as required)
Transport: Coach / Minibus (delete as required)

Vehicle Reg. No:

Vehicle Insurance Policy: Name:

Number:
Insurance Validation date
From: To:

Vehicle Recovery Cover: Yes / No (delete as required)

Vehicle designed with seat belts in working Yes / No (delete as required)
order for all seats:
We state that the vehicle(s) used is/are Yes / No (delete as required)
regularly maintained to always be
roadworthy:-
We state that our drivers are competent and Yes / No (delete as required)
that we check if they have any criminal
records, their qualifications and ability to How regularly:
drive (fatigue, stress, alcohol, etc) on regular
basis:
Driver(s) for this contract: Name(s):

Licence Number and Type(s):

Mobile No:

Name of the person of Coach/Minibus Company completing the form:

.......................................................................................................................................
Signed: .................................................... Coach Company Date: ............................
Signed: .................................................... Trip Leader Date: ............................
Signed: .................................................... EVC Date: ............................
 Educational Visits: Application for Approval Pack
Validation for Voluntary Vehicle Use
For the use of staff, parents and other volunteers’ private vehicles

SCHOOL:-

Name of Driver Make and Model of Vehicle Registration Number

I, the driver of the above vehicle(s), confirm that:

I have a valid full driving licence suitable for the type of vehicle
The vehicle(s) has a valid MOT (if required, i.e. the vehicle is over three years old)
The vehicle(s) is serviced correctly and is roadworthy to the best of my knowledge
I have current motor vehicle insurance covering the vehicle(s) and myself
The vehicle(s) is fitted with front and rear seatbelts that I will ensure any children I transport will
wear.
When transporting children under the age of 12, or under 135cm, I will ensure that the necessary
child seat or booster is used

I understand that I am not covered under the above school’s insurance for the use of my vehicle(s).

Under the terms of the Data Protection Act 1998 we must inform you of the following:

By signing this form you are giving your explicit consent to Haringey Council to process your data.
The processing involved will be for the purpose of monitoring health and safety in Haringey Council
in accordance with relevant legislation. This may involve the sharing of information you provide with
local regulatory bodies.

I consent to Haringey Council processing the information detailed in this form.

I understand that this will be used by the Council in pursuance of its purposes and my consent is
conditional upon the Council complying with their obligations under the Data Protection Act 1998.

Signed: ............................................................ Date: ..........................................................

Print Name (in capitals) ........................................................................................................

 Educational Visits: Application for Approval Pack
Information for retention at school

Information for this form should be recorded so that it can be completed with accurate details of all
those who actually take part in the visit. The EVC should ensure that this information is available at all
time during the visit. A copy should also be taken on the visit by the group leader.

The completed form should be kept together with:

Completed risk assessments for the visit;

Completed emergency procedures form;

Parental consent forms for all pupils. These forms will include contact names and telephone
numbers of parents/carers, and relevant medical information;

Staff detail forms for all adults containing contact names and addresses and next of kin, and
relevant medical information.

1. Group (e.g. Year No and Curriculum)

2. Name of group leader

Name
Tel. home Tel. mobile
3. Travel information

Departure date Time From: (location)

Return date Time To: (location)

4. Number in party

Total including all adults: Male pupils: Female Pupils: Adults:

5. Contact information for remaining school staff. One member of staff is sufficient provided
that they can be contacted throughout the visit.
Tel. Daytime Tel. Evening / night Mobile
Head teacher

EVC

Other nominated
staff member
Name:
 Educational Visits: Application for Approval Pack
6. Travel company contact details

Name

Address

Representative /
contact
Tel. Fax. Mobile

7. Accommodation

Name

Address

Representative / contact
name
Tel. Fax. Mobile

8. Insurance / Emergency Assistance

Name

Tel. Fax.

9. Other emergency numbers, e.g. Vehicle breakdown

10. Names of group members

Adults, including group leader

Surname Forename Date of birth

 Educational Visits: Application for Approval Pack
Pupils

Surname Forename Date of birth

 Educational Visits: Application for Approval Pack

Page left blank intentionally

 Educational Visits: Application for Approval Pack
Educational Visit Evaluation Form

Group leaders are asked to complete this form following an educational visit which:

Involved an activity, service or accommodation provider external to Haringey;

Was particularly successful in achieving the objectives; or

Raised significant concerns about quality or safety.

School

Group leader

Number in group Boys: Girls: Teachers:-

Other school staff:-
Volunteers:-
Date(s) of visit

Purpose(s) of visit

Venue

Provider
 Educational Visits: Application for Approval Pack

Please comment on the following features. Delete any which did not apply to your visit .

Rating: 1 - Excellent 2 - Good 3 - Satisfactory 4 - Unsatisfactory 5 - Poor

Criteria: Rating Comments:

1 to 5
-visit
organisation

2 Travel arrangements

3 Content of educational
programme provided

4 Instruction

5 Equipment

6 Suitability of venues used

7 Accommodation

8 Food

9 Evening activities

10 Liaison with provider during the

visit

11 Other comments and evaluation,

including close calls not involving
injury or damage

Group
...........................................................................................................

Signed:
...........................................................................................................

Designation:
...........................................................................................................

Date:
...........................................................................................................
 Educational Visits: Application for Approval Pack

Educational Visits Planning checklist for pupils

Who is the group leader?

Where am I going to visit?

What will I be doing during the visit?

How can I contact my group leader?

How do I use the telephone if I need to?

What will be done to keep me safe and secure during the visit?

What should I do if I get lost or into difficulties when not with the group leader?

What is written in the code of conduct for the visit?

What do I do to keep my money and valuables safe?

Educational Visits: Application for Approval Pack
 Educational Visits: Application for Approval Pack

FOR RESIDENTIAL AND EXCHANGE VISITS

What is the name of the person in charge of where I will be staying, or the
name of the host family?

What is the address and telephone number of the place where I will be staying?

Are there any special rules for the place where I am staying?

Where will I be sleeping?

Where should I wash / shower and get changed?

What should I do if I am worried or unhappy about anything when staying away

from home?
 Educational Visits: Application for Approval Pack

Educational Visits Planning Checklist for Group Leaders

Tick
when done

Health and -

Maintain a tidy file containing notes of meetings and copies of letters and
information sent to parents. (Others may need to access and use the file if
you are not available.)

Discuss the outline proposal with the head teacher. The outline should
include aims, dates, transport, costs and insurance.

Identify teachers, staff and volunteers willing to participate in the visit,

following CYPS guidance on supervision. Arrange a meeting to establish
and agree roles and responsibilities.

Check that all visit staff and volunteers have appropriate qualifications and
experience. In the case of volunteers, CRB checks should be done, if the
persons are to have unsupervised access to children.

If school minibus is to be used make sure that you have sufficient qualified
and experienced drivers. Drivers should not be included in the First Aid
provision.

Make provisional arrangements with providers of services, activities or

accommodation. Establish costs.

Work out a budget for the visit, including a contingency for unforeseen
costs.

Complete Form HSV1 to seek approval for the visit.

When approval is obtained write to parents / carers with information about

the visit including:
o The aims and educational benefit of the visit;
o The proposed itinerary;
o Departure and return times;
o Costs and financial arrangements;
o Insurance arrangements;
o Clothing and equipment required;
o An assessment of all safety issues;
o Emergency arrangements.

Obtain the consent of parents;

Arrange a preliminary visit to the venue where possible. Do not rely on out-
of-date information.
 Educational Visits: Application for Approval Pack

Tick
when done

Arrange insurance (See Section 3.3 of the Educational Visit Appendices in

included, pay the insurance before paying any money to providers.

Confirm bookings with service, activity and accommodation providers.

Make arrangements for the collection and counting and receipting of

money. Ensure that pupils receive appropriate financial support.

Carry out risk assessments or check risk assessments that have already
been carried out for all parts of the visit.

Arrange a briefing meeting with pupils, parents or carers, visit staff and
volunteers to discuss itinerary, code of conduct, emergency arrangements
and answer questions. Record agreed arrangements in writing. Distribute a
programme identifying who is responsible for each group at each stage of
the visit.

Arrange for the head teacher, EVC or other member(s) of staff approved by

will need a full list of pupils and emergency contact details for parents or
carers. 24-hour contact must be available.

Hold a meeting with visit staff and volunteers to confirm arrangements for
supervision. Each adult should have a precise list of all the pupils. In the
event of pupils failing to attend for departure, all lists must be amended.

Keep additional copies of this guidance note, as they may have to be

referred to while the visit takes place.
 Educational Visits: Application for Approval Pack

Educational Visits Planning checklist for headteachers

Tick
when done

Have the approval procedures been followed?

Are the ratios of staff to pupils suitable and sufficient for the all the
pupils taking part in the visit?

Does the group leader have the necessary skills and knowledge of the
venue?

Are all the visit staff suitably experienced and trained?

Is appropriate insurance in place for all participants and all activities?

Will I be able to contact the venue / group leader during the visit?

Will the group leader be able to get in touch with a school contact 24
hours a day throughout the visit?

Are copies of the following documents available to the school contact:

o parental consent Forms including medical information and
contact details for parents / carers;
o contact details of next of kin for staff and other adults;
o the visit itinerary including address of base;
o insurance policy;
o contract(s) with external providers;
o risk assessments for all aspects of the visit and the journey;
o emergency procedures.

Are there sufficient funds available to pay for the visit and deal with
emergencies?

Have suitable arrangements been made for pupils who are not going on
the visit?

64
 Educational Visits: Application for Approval Pack

Emergency Plan
66
Immediate Action

Establish the nature and extent of the emergency

Account for the entire party and protect them from
immediate danger
Call emergency services and render first aid

At the incident Contact School

Give emergency service details of the Give school contact as much information
Incident, including as possible, to include:

Time of incident; Time of incident;

Details of injuries; Names of injured or missing;
Number of injured; Details of injuries;
Names of injured or missing; Action taken
Action taken; Action to be taken.
Contact number for group leader.
Establish lines of communication
Restrict access by pupils to telephones.
between Incident - group leader - school
- LEA Emergency Planning Officer.
Remove remainder of party to safety and
give reassurance and support.
School contact should inform
Ensure that a teacher accompanies
headteacher EVC, LEA Emergency
pupils to hospital.
Planning Officer.
One adult should remain at incident to
Headteacher should contact parents of
liaise with emergency services.
those involved giving a full factual
account of incident.
Advise other groups of the incident and
ask them to return to base.
For serious incidents, all the parents
should be contacted in order to give
Refer press to LEA Emergency Planning
reassurance.
Officer.
DO NOT MAKE STATEMENTS TO THE
Media should be referred to the Press
PRESS
Office.
Legal liability should not be discussed.
Legal liability should not be discussed.
Complete accident forms.
Notify insurers which may include
emergency assistance.
Write report of events, times and
contacts while still fresh in the memory.