Educational Visits

Policy 2024/25

Issue 1

Policy details

• Date created - 14 January 2025
• Date reviewed - 16 January 2025
• Date approved - 16 January 2025
• Approved by - Headteacher
• Next review date - January 2028
• Policy owner - Rachael Brodrick

Content

1. Overview
2. Context
3. Application
4. Types of Visit & Approval
5. Timescales
6. Roles and responsibilities
7. Evaluation
8. Staff Competence
9. Emergency procedures
10. Educational Visits Checklist
11. Parental Consent
12. Inclusion
13. Lunches
14. First Aid
15. Charging/Funding for visits
16. Transport
17. Insurance
18. Appendix 1 - Staff Guidance
19. Appendix 2

Overview

Intent

At Co-op Academy Failsworth we see the benefits that learning outside of the classroom has on our students.  Educational visits are a key part of the environment for young people at Failsworth, providing rich opportunities to build trust and relationships as well as enhance their critical thinking skills and expand their world view.  Visits are designed to enhance the learning process for students across all year groups.

Implementation

Activities and educational visits outside the classroom are used as teaching and learning tools to enhance the delivery of elements of our Curriculum Statement of Intent.

Impact

Activities and educational visits outside the classroom have clear measurable aims which link to our Curriculum Statement of Intent.  The impact contributes to pupils’ attainment and progress.  Co-op Academy Failsworth’s approach to the evaluation of activities and visits is set out in this policy.

Context

We believe that educational visits are an integral part of the entitlement of every pupil to an effective and balanced curriculum.  Appropriately planned visits enhance learning and improve attainment and so form a key part of what makes Co-op Academy Failsworth a supportive and effective learning environment.  The benefits of pupils of taking part in visits and learning outside the classroom include, but are not limited to:

• Improvements in their ability to cope with change.
• Increased critical curiosity and resilience.
• Opportunities for meaning making, creativity, developing learning relationships and practising strategic awareness.
• Increased levels of trust and opportunities to examine the concept of trust (use in them, them in us, them in themselves and each other).
• Improved achievement and attainment across a range of curricular subjects.  Pupils are active participants not passive consumers and a wide range of learning styles can flourish.
• Enhanced opportunities for ‘real world’ ‘learning in context’ and the development of the social and emotional aspects of intelligence.
• Increased risk management skills through opportunities for involvement in practical risk-benefit decisions in a range of contexts, i.e. encouraging pupils to become more risk aware as opposed to risk averse.
• Greater sense of personal responsibility.
• Possibilities for genuine team working including enhanced communication skills.
• Improved awareness and knowledge and practices of sustainability.
• Physical skill acquisition and the development of a fit and health lifestyle.

Application

Any visit that leaves the school grounds is covered by this policy, whether as part of the curriculum, during school time, or outside the normal school day.  Please see appendix 1.

This Educational Visits Policy should be read in conjunction with:

1. The Co-op Academies Trust policy document ‘Educational Visits Statement’ (available to all staff via Evolve).
2. National Guidance www.oeapng.info

Co-op Academy Failsworth uses EVOLVE for off-site activities or on-site adventurous activities.

All staff are required to plan and execute visits in line with this policy, the Co-op Academies Trust policies and National Guidelines.  Staff are particularly directed to be familiar with the roles and responsibilities outlined within the guidance.

Types of Visit & Approval

There are three ‘types’ of visit.

1. Visits/activities within the school site that are part of the normal curriculum and take place during the normal school day.  Procedures for very local and ‘ad hoc’ activities, such as sports fixtures are described in this policy.
2. Other non-residential visits within the UK that do not involve an adventurous activity. These are entered on EVOLVE by the visit leader and submitted to the EVC for checking.  The EVC then submits the Head for approval.

3. Visits that are overseas, residential, or involve an adventurous activity.  These are entered on EVOLVE by the visit leader and submitted to the EVC for checking.  The EVC then submits to the Headteacher for authorisation.  The Headteacher then submits to the Trust for approval.

Timescales

Co-op Academy Failsworth uses the Evolve system to plan, manage and record educational visits.

Visit leaders should plan and prepare visits allowing time for internal and external vetting and approval as required.  Normally this will mean that visit plans should be submitted to the EVC by the following deadlines:

• 3 to 6 months before departure for overseas visits
• 4 weeks before departure for residentials
• 4 weeks before departure for adventure activities
• 2 weeks before departure for other types of visit
• 1 week before - Sports fixtures (see appendix 1)

If for any reason these deadlines cannot be met, clarification and approval should be sought from the EVC.

Roles and responsibilities

Visit leaders:

• Are responsible for the planning of their visits and for entering these on EVOLVE.
• Should obtain outline permission for a visit from the Headteacher or EVC prior to planning and before making any financial commitments.
• Have responsibility for ensuring that their visits will comply with all relevant guidance and requirements.

The Educational Visits Coordinator (EVC) - Rachael Brodrick-Walton

• Will support and challenge colleagues over visits and learning outside the classroom (LOtC) activities.
• Is the first point of contact for advice on visit related matters and will check final visit plans on EVOLVE before submitting them to the Headteacher.
• Sets up and manages the staff accounts on EVOLVE and uploads generic school documents.

The Headteacher

• Has responsibility for authorising all visits and for submitting all overseas, residential or adventurous activity visits to the Trust for approval via EVOLVE.

The Co-op Academy Trust

• Is responsible for the final approval (via EVOLVE) of all visits that are either overseas, residential and/or involve an adventurous activity.

• Adopt and periodically review this policy as required.
• Ensure there is a competent Educational Visit Coordinator (EVC) in place who meets the requirements outlined in ‘National Guidance’ and has completed the Trust EVC Training Programme and any updates as required.

Parents/Carers

• Must provide emergency contact details prior to the educational visit.
• Sign and return a consent form by the stated closing date with the understanding that failure to do so will mean their child(ren) will not be able to participate in the visit.
• Provide any relevant information known to them regarding the current health of their child.
• Disclose any specific details of concerns for their child that may be appropriate to the nature of the visit and any activities planned.

Students

• Must dress and behave sensibly and follow the instructions given to them by any accompanying adults.
• Must not take any unnecessary risks or place their fellow students at unnecessary risk.
• Report to any supervising adult any concerns they may have during the visit and, in particular, if and when they are asked to partake in any activities.

Evaluation

Visits should ideally be evaluated using EVOLVE with a particular focus on:

1. The impact on learning.  Evidence may be gathered through:

• Photographs/video
• Improvements in specific processes - measuring, data collection data recording, use of creative language, sequencing
• Pupil Voice
• Questionnaires to capture physical activity levels and happiness
• Attendance and behaviour

2. The arrangements (risk assessments, value for money,lessons learned)

Staff Competence

Co-op Academy Failsworth recognises that staff competence is the single most important factor in the safe management of visits and so we support staff in developing their competence in the following ways:

• An apprenticeship system where staff new to visits assist and work alongside experienced visit leaders before taking on a leadership role.
• Support for staff to attend training courses relevant to their role where necessary.

In deciding whether a member of staff is competent to be a visit leader, the Headteacher will take into account the following factors:

• Relevant experience
• Previous relevant training
• The prospective leader's ability to make dynamic risk management judgements and take charge in the event of an emergency.
• Knowledge of the pupils, the venue and the activities to be undertaken.

Emergency procedures

A critical incident is any incident where events go beyond the normal coping mechanisms and experience of the visit leadership team. (Appendix 2)

The school has an Emergency Plan in place to deal with a critical incident during a visit.  All staff on visits are familiar with this plan.

When an incident overwhelms the establishment’s emergency response capability, or where it involves serious injury or fatality, or where it is likely to attract media attention then assistance will be sought from the Co-op Academy Trust.

Educational Visits Checklist

Co-op Academy’s Educational Visits Checklist forms part of the risk management process for visits and off-site activities. This has been adapted from the National Guidance generic checklist.  A visit should usually only go ahead if the answer to all relevant questions is  ‘Yes’.

Parental Consent

Consent is not required for activities within the school site that are part of the normal curriculum during normal school time.

The school obtains blanket consent at the start of each year for certain routine activities, e.g. after school fixtures.  Parents are communicated with about the details of each activity and a risk assessment is reviewed before each activity to ensure appropriate changes are made.  For example, staffing changes may be required to reflect a different travel method.

Specific, (ie. one-off), parental consent must be obtained for all other visits.  For these visits, sufficient information must be made available to parents (via letters, meetings, etc), so that consent is given on a ‘fully informed basis’.

Inclusion

Co-op Academy Failsworth is committed to inclusion and will include all students in our offsite activities wherever this is reasonably practicable.

Lunches

Students entitled to free school meals will have a packed lunch provided if the visit spans lunchtime.

First Aid

For routine visits, a trained first aider from the academy and host venue must be available.

Charging/Funding for visits

When planning trips, we ensure all our pupils will have access to the same opportunities, including those facing financial hardship.

Transport

A school minibus may be used for trips.  This is maintained by the site team who keep a record of regular vehicle checks and services.  They also hold information relating to staff who are permitted to drive the minibus, including eyesight tests and driving license records. A minibus risk assessment and Co-op Academies Trust Driving at Work Policy is available in the minibus.  All minibus drivers must attend and pass MIDAS training.  They are not authorised to drive the minibus without the certificate.

A specific risk assessment is completed for each trip relating to managing pupils on all modes of transport.

Insurance

Visits are covered under the RPA Trust.

Any trip or activity abroad will require insurance against cancellation etc.  This will be provided by a third party.  All other visits are covered under policies arranged by the Co-op Academies Trust.  If a third party insurance is required parents will be made fully aware of the policy documents and any limitations.

Appendix 1 - Staff Guidance

Staff running a school trip with costs associated must complete a Trip Booking form which can be located on the shared google drive in the folder Finance Forms / Resources.

Shared Google Drive Link

1. Submit an initial trip proposal to your line manager including:

1. Proposed dates

• Staffing and cover implications
• Cost
• Travel arrangements
• Planned activities
• Learning outcomes

Careful consideration should be given to staff experience and competence.

2. Once approved by the line manager, submit the full trip proposal on Evolve to the EVC.

• 3 months in advance - overseas/residential trips
• 4 weeks in advance - adventurous
• 2 weeks in advance - all others
• 1 week in advance - sports fixtures

The full trip proposal should include:

• Parent letter and consent form
• Itinerary
• All relevant risk assessments
• Provider declaration form

3. EVC then submits the trip to the Headteacher (and Trust if required).

4. Inform the Attendance Team, Finance Team and ensure cover is arranged for staff.
5. Communicate with parents and send reminder messages if required.
6. Before departure, print copies of the risk assessments and emergency procedures document and populate this with key contact details for the trip duration.
7. After the trip, complete the evaluation section on EVOLVE considering:

• Were the learning outcomes/benefits achieved?
• Did both students and accompanying adults enjoy the visit?
• What went well?
• What didn’t go as expected?
• What would you do differently?
• Do any risk management procedures need changing?

Sports Fixtures

Each sports fixture should be added to EVOLVE and the appropriate risk assessments completed.  Thes visits should be submitted to the EVC at least 1 week before the visit.

Appendix 2

Emergency Procedure - Critical Incident

Prior to the activity or trip taking place all relevant phone numbers must be collected and given to all members of the visit team.  The list of phone numbers to gather below is a guide but may include others depending on the nature of the trip/activity:

• Visit Leader
• Other members of the visit team
• Co-op Academy Failsworth - main school number:  0161 688 3900
• The Headteacher
• Other members of SLT as appropriate
• EVC
• Emergency services in the UK
• Emergency services in the countries to be visited
• Foreign Office Consular assistance (+ 44 20 7008 1500)
• Travel Insurance emergency assistance

All risky trips must include a first aider.  If a third party provider is being used to deliver the activity then staff and students must be aware of who the first aider is.  The medical details of all participants in the event (including staff and volunteers) must be collated beforehand and plans for any specific needs in place.  The visit leader/s and the school knows to request support from the Co-op Academy Trust in the event that an incident overwhelms the establishment’s emergency response capability, involves serious injury or fatality, or where it is likely to attract media attention.  The visit leader will always carry an emergency response sheet and the emergency procedures are tested through both desk top exercises and periodic scenario calls from visit leaders.

If during the trip of activity a student or member of the team falls ill, is injured or an incident occurs the procedures below should be followed.

The sequence of actions depends upon the nature of the emergency.

Immediate Action

1. Ensure your own safety
2. Remain calm - assess the situation
3. If possible, delegate actions to other leaders and participants so you can keep an overview and to allow concurrent activity.
4. Ensure the safety of the group.  Make sure everyone is accounted for and adequately supervised
5. Call relevant emergency services if necessary.
6. Carry out first aid to the best of your abilities

First Aid

The aims of first aid are to:

• Preserve life
• Casualties need to be able to breath - if they are unconscious put them into a safe airway position.
• Try to find and stop any serious external bleeding.
• Prevent the condition worsening
• Protect the casualty from the environment - key them warm and dry
• Monitor their condition
• Promote recovery
• Talk to them, reassure them, hold their hand and provide emotional support.

Urgent Action

Take stock and plan, delegating where possible.

Call the Headteacher and EVC if any of the following apply (phone numbers will be provided once the activity or trip is approved):

• You need support
• The emergency services are involved
• The incident is serious
• The press/media are involved

They could need the following information:

• The number you can be called back on
• The nature of the emergency and details of the incident
• What help you need
• Whether the emergency services are involved
• How many casualties there are and their status
• The number of people in your party
• You location and whether you plan to move

Liaise with, and take advice from, the emergency services if they are involved.

Address the urgent needs of the group:

• Ensure adequate supervision
• Ensure they understand what to do to remain safe
• Physical needs, e.g. shelter, food and drink, transport
• Emotional needs, e.g. remove them from the scene, provide reassurance and emotional support (they can often do this for each other), give them useful things to do, protect them from intrusion.

Control communications - prevent group members from using phones or social media unsupervised or until approval is given.

Start a written log of actions taken and conversations held, with times.

Further Actions and Follow up

Take stock again and re-plan the next phase -what have you forgotten?

Deal with any casualties who are in the care of the emergency services:

• Accompany them to hospital
• Keep track of who is where

Consider the needs of yourself and fellow leaders - are you/they coping?

Liaise with your establishment or employer - hand over what you can to them to reduce the stress on you.

Continue the written log with all details of the incident of the actions taken, including names and contact details of any witnesses.

Address the further needs of the group, for example:

• Toilets, washing facilities, clean/dry clothes
• Transport
• Accommodation
• Contact with home

Refer all media, parental or other enquiries to the Headteacher.

Contact relevant agencies as necessary (via Co-op Academy Failsworth if possible) for example:

• Tour operator/travel company/activity provider/accommodation provider
• Travel insurance emergency assistance
• Social services
• Consular Assistance Team (if overseas).