Off-site Educational Trips and Visits Policy
including EVOLVE
'the right leaders doing the right activities with the right young people in the right places at the right times'
OEAP National Guidance - Foundations
Next Review Date: June 2024
Overview
We recognise the immense value to young people of off-site visits and related activities, and support our academies in ensuring that they are well planned and managed.
Such support includes the web-based system ‘EVOLVE’ to facilitate the efficient planning, management, approval, and evaluation of visits www.evolve.online. All staff that lead or accompany visits can access their own EVOLVE account, which is set up by their Academy’s Educational Visits Coordinator (EVC). As well as a planning tool for staff, EVOLVE also contains a variety of features including: search and report facilities, downloadable resources, staff records and visit history, and a link to a National Library www.national-library.info.
This policy follows the Outdoor Education Advisers’ Panel National Guidance (OEAPNG): www.oeapng.info.
Refer to 'The Visit Flowchart' for basic Procedure.
Responsibilities
All AET academies have a duty to adequately manage off site educational visits in line with the Trust's Health and Safety Policy and Procedures.
To help fulfil its health and safety obligations for visits, academies must appoint an Educational Visits Coordinator (EVC) who will support the Headteacher/Principal. In small academies the EVC may also be the Headteacher/Principal.
Headteachers and Principals are ultimately responsible to ensure that all off site educational visits are planned and managed safely; with clear outcomes, and logged on Evolve as per the Flowchart within this Policy.
All persons involved in a visit have a specific responsibility which they should be clear about prior to the visit taking place.
Role of the Educational Visits Coordinator
The EVC should be specifically competent, ideally with practical experience in leading and managing a range of visits similar to those typically run by the academy. Commonly, but not exclusively, such competence will be identified in a person on the senior leadership team of the academy.
The EVC must attend initial EVC training as soon as possible after appointment. Subsequent update training or a repeat full course is recommended every three years. At AET we offer EVC training every year, for new EVC’s and those that are attending for update.
The EVC should support the Headteacher/Principal in ensuring that competent staff are assigned to lead and accompany visits, see below Competence to lead, and with approval and other decisions.
The EVC must ensure that a local procedure is in place for educational and off-site visits, and that this is updated as necessary.
For further guidance, see National Guidance Educational Visits Coordinator
Approval and recording of visits
Final approval rests with the Headteacher/Principal for all visits. Overseas, Residential or Adventurous activities led by providers without an LOTC badge and self led adventure - EVOLVE automatically forwards these trips for AET School Support Services level checks, supported by Edufocus (Evolve). These should be submitted via Evolve to AET School Support Services at least 10 working days in advance.
In approving visits, the Headteacher/Principal and EVC should ensure that the visit leader has been appropriately inducted/trained, and is competent to lead the visit, see below Competence to lead.
Academies must ensure that all visits are recorded and approved via EVOLVE as this reduces bureaucracy and ensures that a robust audit trail exists.
Local Governing Boards should be made aware of the Overseas, Residential or Adventurous activities, and they should confirm with the Headteacher/Principal that the EVOLVE processes are working effectively.
Competence to lead
The competence of the visit leader is the single most important contributory factor in the safety of participants.
The EVC and/or Headteacher/Principal must therefore consider the following when assessing the competence of a member of staff to lead a visit:
What experience has the leader in leading or accompanying similar or other visits? (check Staff History on EVOLVE).
Is the leader competent in planning and managing visits?
What are the leader’s reasons for undertaking the visit?
Is the leader an employee of AET?
Does the leader have the ability to manage the pastoral welfare of participants?
Does the leader exhibit sound decision making abilities?
What experience has the leader of the participants he/she intends to supervise?
What experience has the leader of the environment and geographical area chosen?
Does the leader possess appropriate qualifications?
If appropriate, what is the leader’s personal level of skill in the activity, and fitness level?
If leading adventurous activities, has this been ‘approved’ by AET SSS?
Is the leader aware of all relevant guidelines and able to act on these?
For further guidance, see National Guidance document 3.2d Approval of leaders
This is a visualisation of the procedure followed automatically when using Evolve
Outcomes
Clarity regarding the intended outcomes of the visit will help to ensure that the potential benefits can be achieved. Up to four ‘intended’ outcomes may be recorded on EVOLVE during the planning process, for subsequent evaluation.
Work that takes place outside the classroom can provide a very powerful means of developing learning in all curriculum areas, and raise attainment. Experiential learning can also provide opportunities for development in other areas, including:
- Relationships
- Emotional & spiritual
- Cross curricular
- Individual
- Teamwork
- Environmental
Preparatory work should take place in advance of the visit where appropriate. This, in conjunction with activity that will take place during the visit, should feed into any follow up work.
For further guidance, see National Guidance document 5.1c Learning Outside and Off-site visits: self-evaluation using the Ofsted framework
For further guidance, High Quality Outdoor Learning can be used as a tool by visit leaders to assist in both identifying outcomes and in the evaluation of the learning taking place. It can also help the leader in providing clarity to a provider when designing a programme.
Inclusion
Under the Equality Act 2010, it is unlawful to discriminate against disabled participants because of their disability, without material or substantial justification. You are required to make reasonable adjustments to avoid participants being placed at a substantial disadvantage. However, the Equality Act does not require responsible bodies to place employees or participants at inappropriate risk if a health and safety issue arises. It is also the case that the adjustments made to include a disabled young person should not impinge unduly on the planned purpose of the activity.
For further guidance, see National Guidance document 3.2e Inclusion
Planning & Risk Management
EVOLVE provides a means of recording planning during the planning phase, and enables the EVC and Headteacher/Principal to contribute to, support, and monitor the activity. The extent of planning required is related to the complexity of the visit.
Risks are expected to be reduced to an acceptable or tolerable level, and not necessarily eliminated. Planning should achieve a rational balance between potential adverse risks and the intended benefits and outcomes of the activity.
Due to the complex nature of off-site visits, conventional ‘risk assessment’ as a stand-alone tool is not particularly useful and can on occasion be misleading. It is of greater benefit to consider the overall ‘risk management’ of visits by taking all aspects of visit planning and management into account. This can be achieved effectively through a combination of the EVOLVE Visit Form itself, and any appended notes and/or attachments.
Visit planning includes consideration of the question: ‘What are the really important things that we need to do to keep us safe?’ It should focus on those issues that are individual to the specific event, taking into account the needs of the group (including special and medical needs), the experience and competency of the staff team, and the leader in the context of the event. Significant issues should be recorded on EVOLVE, either using the online Event Specific Notes facility, in EVOLVE Notes, or as an attachment, and shared with all relevant parties.
This planning process by the leader may be compared to the expectation of a teacher or youth worker to plan a lesson/session which is relevant to the needs of the group.
Planning that includes adventurous activity commonly involves delivery by an external provider and the provider will have responsibility for managing the activity. As such, the provider’s risk assessments are not the concern of the academy leader, do not need to be requested from the provider, and do not need to be uploaded to EVOLVE.
Alternative arrangements (Plan B) should be included within the planning process where appropriate, for example, where weather conditions or water levels might be critical, or where an overcrowded venue might necessitate an alternative option.
It is good practice to involve participants in the planning and organisation of visits, as in doing so they will make more informed decisions, and will become more ‘risk aware’ and hence at less risk. They will also have greater ownership of the event, this is endorsed by HSE in Principles of Sensible Risk Management
An example Alcohol & Drugs policy is in EVOLVE Resources; academy’s may wish to adapt and/or adopt this if appropriate as a local procedure.
For further guidance on Visit Leader responsibilities see 3.4k Responsibilities of the Visit Leader
For further guidance on risk management in various settings and context, see National Guidance: 4.3c Risk Management – an overview
Safety During the Visit
Prior to the visit, staff must ensure that all participants understand what is expected of them. This includes any ‘rules’ that will be in place. These should be reemphasised as appropriate during the visit.
Monitoring of the visit must be ongoing; this contributes towards enjoyment, safety, and learning.
It is primarily the responsibility of the visit leader, in consultation with other staff where appropriate, to modify or curtail the visit or activity (eg Plan B) to suit changed or changing circumstances - for example: over-busy lunch area, rain, rising water levels, etc.
Following the visit, the visit leader should record any significant issues as a note on EVOLVE, for both reference, and to inform future visits.
For further guidance, see 3.4k Responsibilities of the Visit Leader
Parent / Carer Consent
Annual/ one off consent is appropriate for regular routine activities such as visits to local venues, involving easily managed activities, happening on a regular basis, and can be completed within normal academy hours.
The Department for Education has prepared a ‘one-off’ consent form which academies can ask parents to sign on an annual/ one off basis when they join the academy. This will cover a child’s participation in any of these types of activities as defined under the School Learning Area section.
Academies may also devise their own consent form.
For all other visits, such as residential, overseas, or those involving adventurous activities, consent should be obtained on an individual visit basis. Information provided to parents prior to granting consent should include full details of the activities and any other significant information.
Electronic consent via EVOLVE is recommended as this reduces bureaucracy and gives more flexibility, but paper-based consent forms remain acceptable.
For further guidance, see National Guidance documents, see 4.3d Parental Consent
Staffing and Supervision
On all visits there must be an 'effective level of supervision’ that has been approved by the EVC and Headteacher/Principal, and where applicable is in accordance with Governing Body policy.
The Statutory Framework for the Early Years Foundation Stage no longer differentiates between outings and on-site settings as regards minimum specified ratios.
For all other visits the visit leader, EVC and Headteacher/Principal must make a professional judgement regarding the number and suitability of staffing on an individual visit basis, after consideration of the following factors:
- The type, level, and duration of activity.
- The nature / requirements of individuals within the group, including those with additional needs.
- The experience and competence of staff and other adults.
- The venue, time of year and prevailing/predicted conditions, if applicable.
- The contingency, or ‘Plan B’ options.
A visit must not go ahead where either the visit leader, EVC, or Headteacher/Principal is not satisfied that an appropriate level of supervision exists.
Staff who are assigned to support the special needs of an individual cannot be included in the overall staffing ratio. Their responsibility should not include the wider group.
Particular consideration should be given to the additional implications that may arise if staff are to be accompanied by family members (or partners) on visits.
For further guidance, see National Guidance documents 4.2a Group management and supervision
Vetting and Disclosure and Barring (DBS) Checks
Staff and volunteers who work frequently or intensively with, or have regular access to young people or vulnerable adults, must undergo an enhanced DBS check with barred list check as part of their recruitment process. For the purpose of this guidance:
- ‘frequently’ is defined as ‘once a week or more’.
- ‘intensively’ is defined as ‘four or more days in a month, or overnight’.
For further guidance, see National Guidance documents 3.2g Vetting and DBS Checks
Direct, Indirect and Remote Supervision
Young people must be supervised throughout all visits, even though they may be unaccompanied at times.
Direct supervision is where a member of staff is with a young person / group.
Indirect supervision is where young people are unaccompanied by a member of staff, but where there is a member of staff in the vicinity, for example as might occur in a museum or shopping centre, or ‘down-time’ at an activity centre.
Remote supervision is where young people are unaccompanied by a member of staff, and the supervising member of staff is not necessarily in the immediate vicinity, for example as might occur during D of E expeditions, or a 6th Form unaccompanied visit to university open day.
Both Indirect and Remotely supervised activities can bring valuable educational benefits, and the progression from dependence to independence is to be encouraged. Such activities develop essential lifelong skills, including learning to manage risk, self-sufficiency, interaction with the public, social skills, communication, decision making, etc.
The decision to allow indirect or remote supervision should be based on professional judgement taking into account such factors as:
- prior knowledge of the individuals (including their maturity and levels of responsibility);
- venue and conditions;
- the activity taking place;
- preparatory training;
- the competence of the supervising staff;
- the emergency systems in place.
When recording a remotely supervised visit on EVOLVE, there must still be a named visit leader. This will be the member of staff that has made a professional judgement regarding the level of responsibility and maturity of the participants, and decided that in their opinion it is reasonable for them to be undertaking the specific activity unaccompanied by an adult. A ‘Note’ should be added to EVOLVE specifying that remote supervision applies.
For further guidance, see National Guidance documents: 4.3b Ratios and Effective Supervision
First Aid
For all visits there should be a responsible adult with a good working knowledge of first aid appropriate to the environment (eg. urban, remote, water, etc).
General ‘life experience’, or a 3 hour non-assessed ‘Basic Skills’ course is suitable for routine urban visits. However the nature of the visit may indicate that a higher level qualification is appropriate, especially in circumstances where it is likely that access by the emergency services may be delayed.
Based on the nature of the particular visit, the EVC (or visit leader) should make a professional judgement regarding the level of first aid required.
A first aid kit appropriate to the visit should be carried.
For EYFS outings, there must always be at least one member of staff present who holds a current Paediatric First Aid certificate.
Refer to National Guidance document 4.4b First Aid, for further guidance.
Refer to: Statutory Framework for the Early Years Foundation Stage, for relevant further guidance.
Emergency Procedures
Staff involved in a visit must be aware of and adhere to their academy’s procedure on emergency management.
For visits that take place outside normal academy hours:
- A completed Emergency Card – Visit Leader (or equivalent) must be with the Visit Leader at all times, and
In an emergency, if it is not possible to reach any of the designated academy emergency contacts, the leader should contact their relevant AET SSS contact.
For further guidance, see National Guidance documents: 4.1i Emergencies and critical incidents
Insurance
The AET insurance policy for all items except Motor insurance sits under the Risk Protection Arrangement via the DfE, providing cover for all academies. Certificates can be downloaded at #OneAET under finance. Motor insurance is with Marsh and certificates can be located in the same area.
For travel within the European Union (plus Iceland, Liechtenstein, Norway, and Switzerland), all participants must hold a valid EHIC (European Health Insurance Card).
Transport
PRIVATE CARS
Where a private (staff or parent) car is to be used to transport young people then this must be approved by the Headteacher/Principal, and a PRIVATE CAR Form must be completed and retained by the academy on an annual basis, along with supporting documents, such as MOT, proof of insurance etc.
Refer to National Guidance documents 4.5c Transport in private cars & 6.f FAQ Use of private cars for further guidance on this.
COACHES
AET does not ‘approve’ coach companies. Whilst UK legislation ensures that coach companies are fit for public use, the facilities available on coaches may vary. Liaising with other academies within AET that have used a particular company (via a search on EVOLVE) will help to determine the level of service that may be provided. Academies must also check PSV licences are valid as part of the Travel Risk Assessment – Manage Vehicle Operator’s Licence
Refer to National Guidance document 4.5e Hiring a coach for further guidance on this.
MINIBUSES
Academies that own or hire a minibus must have an operational policy in place for this.
See National Guidance document 4.5b Transport in minibuses for further guidance on this.
PUBLIC TRANSPORT IN LONDON
For public transport within the Greater London area contact ‘Transport for London’, who offer free travel for Academy parties on London buses, Underground, Tramlink, and Docklands Light Railway, to cultural destinations.
See Transport for London – School Parties Tel. 0343 222 1000 Email. schoolparty@tfl.gov.uk
For more information on transport, refer to National Guidance document 4.5a Transport general considerations
Using an External Provider or Tour Operator
An ‘External Provider’ is defined as where there is an element of instruction, staffing, or guiding, for example:
- Activity Centre
- Ski Company
- Educational Tour Operator
- Overseas Expedition Provider
- Climbing Wall where instruction is provided by climbing wall staff
- Freelance instructor of adventurous activities
- Youth Hostel (where instruction is provided)
- Voluntary organisation (e.g. Scout Association), where instruction is provided
For the purposes of this guidance, an External Provider is NOT a:
- Youth Hostel (where accommodation only is used)
- Hotel, B&B, etc
- Campsite
- Museum, gallery, etc
- Tourist attraction
- Theme Park
- Farm
- Coach, Train, or Airline company
- Swimming Pool
- Climbing Wall where instruction is provided by a member of your academy’s
staff with an approved Activity Leader Form (ALF)
- 'Volunteer' instructor of adventurous activities (see below)
The decision about the use of an external provider is the responsibility of the visit leader, EVC, and Headteacher/Princpal. AET does not maintain a list of ‘approved’ external providers or tour operators. Academies will find it useful to ‘Search by External Provider’ on EVOLVE, and liaise with other AET academies that have used a particular provider.
Academies should consider the requirements under ‘best value’ when selecting an external provider.
To confirm that all aspects of the operation of the provider are satisfactory, the academy must ensure that either:
a) The Provider holds an LOtC Quality Badge www.lotcqualitybadge.org.uk or www.kaddi.com
or
b) A ‘Provider Form’ has been satisfactorily completed by the provider
Note: If a Provider holds an AALA licence (and/or any other accreditation) but not an LOtC Quality Badge, then a Provider Form is still required.
Procedure for Providers that hold an LOtC Quality Badge
No further action is necessary, other than to check the suitability of the provider/venue in relation to the intended aims or learning outcomes for the particular group.
Procedure for Providers that do not hold an LOtC Quality Badge
- Download a Provider Form from EVOLVE Resources.
- Complete the top section.
- Send Provider Form to the provider.
- On its return check that it has been satisfactorily completed.
- Upload the completed Provider Form to EVOLVE, - or keep on file.
Important: If the Provider has made any alterations to the wording of the Provider Form or is unable to comply, then you must discuss this with the Provider, and if necessary seek advice from the AET SSS prior to making a commitment with the Provider.
The Provider Form should be sent to the provider at the time of making a provisional booking and no deposits should be committed prior to its satisfactory completion and return.
The satisfactory completion of a Provider Form does not necessarily signify that the service on offer will be appropriate for the young people from your academy. A pre-visit and recommendation from previous users will help you decide on its suitability.
In some instances, for example where an academy intends to use an ‘external’, voluntary individual for services, then this person may be regarded as a temporary member of staff and the procedure outlined in 'Approval of staff to lead an adventurous activity' section may be appropriate.
See National Guidance documents for further guidance: 4.4h Using external providers and facilities
Definition of an "Adventurous Activity"
The following activities are typically regarded as ‘adventurous’:
· All activities in ‘open country’ (see below)
· Air activities (excluding commercial flights)
· Abseiling
· All forms of boating (excluding commercial transport)
· Camping
· Canoeing / kayaking
· Coasteering/coastal scrambling/sea level traversing
· ‘Extreme’ sports
· High level ropes courses
· Hill walking and Mountaineering
· Horse riding
· Motor sport – all forms
· Off road cycling
· Rafting or improvised rafting
· River/gorge walking or scrambling
· Rock climbing (including indoor climbing walls)
· Sailing / windsurfing / kite surfing
· Swimming (all forms, excluding publicly lifeguarded pools)
· Shooting / archery / paintballing
· Snorkel and aqualung activities
· Snowsports (skiing, snowboarding, and related activities), including dry slope
· Trampoline Parks
· Underground exploration
· Use of powered safety/rescue craft
· Water skiing
· Other activities (eg. initiative exercises) involving skills inherent in any of the above
‘Open country’ is normally defined as land above 300m, or more than 1km from vehicular access. However, this is an arbitrary boundary and there may be occasions where this definition is inappropriate. Please contact the AET if you think this might apply. For level of competence required to lead in open country see "Open-Country Activities" section.
The following activities are not regarded as adventurous, however, these activities must be supervised by a member of staff who has previous relevant experience and who in the opinion of the EVC and Headteacher/Principal is competent to supervise the activity:
· Walking in parks or on non-remote country paths
· Field studies - unless in the environments stated in ‘open country’
· Swimming in publicly lifeguarded pools
· Theme parks
· Tourist attractions
· Pedal go-karts
· Ice skating (rink)
· Farm visits
· Local traffic survey
· Museum, library, etc.
· Physical Education and sports fixtures (other than the above)
· Water-margin activities as defined in "Water-margin activities" section
Approval of Staff to Lead an Adventurous Activity
PROCEDURE FOR OBTAINING APPROVAL
Staff who wish to lead (ie. supervise or instruct) an adventurous activity should first upload details and scanned copies of all relevant qualifications (eg instructor certificates, first aid, etc) to the ‘My Details’ section of their EVOLVE account.
The visit leader should complete the Visit Form on EVOLVE as usual. During this process EVOLVE will ask for an Activity Leader Form (ALF) to be completed, which will request further details regarding the proposed venture (eg dates, venues, numbers, etc). The ALF will then be embedded within the Visit Form for that particular visit.
On receipt of a Visit Form (and embedded ALF), the Headteacher/Principal should view the proposed activity in the context of the leader’s competencies and qualifications. If the Headteacher/Principal does not have the competence to make this judgement then he/she should enlist the help of a suitably qualified ‘Technical Adviser’ see below, or contact the AET SSS for further advice.
CRITERIA FOR APPROVAL
Approval should normally be granted where the leader of the activity has recent relevant experience, and:
- is appropriately qualified through the relevant National Governing Body, or
- has a ‘Statement of Competence’ from an appropriate ‘technical adviser’ – see below.
In some cases approval may be granted where no qualification is held, but the person concerned is deemed to have a sufficient level of competence in addition to recent relevant experience.
In cases where no National Governing Body exists, the decision should be based on factors which may include: technical advice, the leader's stated competence, observed competence, past experience, and attendance at training courses.
Approval should always be subject to a requirement that the leader must act at all times within the remit of his/her qualifications, and in accordance with National Governing Body Guidelines where these exist.
Technical Adviser
For further clarification regarding a technical adviser see Adventure Activity Qualifications in National Guidance.
For most activities the competence required of a technical adviser is stipulated by the activity’s National Governing Body.
30 Using an External Provider
An ‘External Provider’ is defined as where there is an element of instruction, staffing, or guiding, for example:
- Activity Centre
- Ski Company
- Educational Tour Operator
- Overseas Expedition Provider
- Climbing Wall where instruction is provided by climbing wall staff
- Freelance instructor of adventurous activities
- Youth Hostel (where instruction is provided)
- Voluntary organisation (e.g. Scout Association), where instruction is provided
For the purposes of this guidance, an External Provider is NOT a:
- Youth Hostel (where accommodation only is used)
- Hotel, B&B, etc
- Campsite
- Museum, gallery, etc
- Tourist attraction
- Theme Park
- Farm
- Coach, Train, or Airline company
- Swimming Pool
- Climbing Wall where instruction is provided by a member of your academy’s
staff with an approved Activity Leader Form (ALF)
- 'Volunteer' instructor of adventurous activities (see below)
The decision about the use of an external provider is the responsibility of the visit leader, EVC, and Headteacher/Princpal. AET does not maintain a list of ‘approved’ external providers or tour operators. Academies will find it useful to ‘Search by External Provider’ on EVOLVE, and liaise with other AET academies that have used a particular provider.
Academies should consider the requirements under ‘best value’ when selecting an external provider.
To confirm that all aspects of the operation of the provider are satisfactory, the academy must ensure that either:
a) The Provider holds an LOtC Quality Badge www.lotcqualitybadge.org.uk or www.kaddi.com
or
b) A ‘Provider Form’ has been satisfactorily completed by the provider
Note: If a Provider holds an AALA licence (and/or any other accreditation) but not an LOtC Quality Badge, then a Provider Form is still required.
Appendix - Trip and Activity types
Adventurous Activities
Water-based Activities
Open-Country Activities
Snowsports
Overseas expeditions
Weather, Clothing and Survival
Residential Visits
Overseas Visits
Water-Margin Activities
Swimming
Farm Visits
Trampoline Parks
Adventurous Activities
This section is applicable to all adventurous activities except the following, for which separate guidance applies:
Water-based activities (see below)
Open country activities (see below)
Snowsports (see below)
Overseas expeditions (see below)
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions.
The responsibility for the safety of participants in an adventurous activity will rest with either:
a) An external provider
The provider must hold an LOtC Quality Badge or complete a Provider Form
Note: If a Provider holds an AALA licence (and/or any other accreditation) but not an LOtC Quality Badge, then a Provider Form is still required.
Note: Whilst the responsibility for the safety of participants rests with the provider, the accompanying staff continue to retain a ‘pastoral’ duty of care.
or
b) A member of your academy’s staff
This person must be specifically approved by the Headteacher/Principal to lead the activity, via EVOLVE.
Water-Based Activities
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions.
For clarification between water-margin and water-based activities see relevant sections.
The following are not regarded as adventurous activities for the purposes of this guidance:
- Swimming in publicly lifeguarded pools
- Water-margin activities as defined in the relevant section of this policy.
- Commercial craft, tourist boat trips, and similar activities for which young people would not normally wear personal buoyancy.
With the exception of the above, all other forms of water-based activities are regarded as adventurous activities.
The responsibility for the safety of participants in an adventurous activity will rest with either:
a) An external provider
The provider must hold an LOtC Quality Badge or complete a Provider Form
Note: If a Provider holds an AALA licence (and/or any other accreditation) but not an LOtC Quality Badge, then a Provider Form is still required.
Note: Whilst the responsibility for the safety of participants rests with the provider, the accompanying staff continue to retain a ‘pastoral’ duty of care.
or
b) A member of your academy’s staff
This person must be specifically approved by the Headteacher/Principal to lead the activity, via EVOLVE.
In order to participate in water-based activities, participants should normally be water confident. Participants who lack water confidence may still be able to take part subject to consideration of all factors, including the activity itself and supervision arrangements. The level of water confidence of all participants must be known by the activity leader prior to the commencement of water-based activities.
Leaders should have knowledge of the water conditions/hazards (and potential changes) that might be encountered, and prepare accordingly. Local advice must be sought where appropriate, e.g. coastguard, harbour master, other site users, etc.
Personal buoyancy conforming to the appropriate National Governing Body must be worn at all times by all participants in water based activities, except, at the discretion of the activity leader, where the activity:
a) takes place in a swimming pool, or
b) is ‘swimming’, or
c) is an activity for which personal buoyancy would not normally be worn by young people.
Open-country Activities
For the purposes of AET approval, ‘open-country’ is normally defined as land above 300m, or more than 1km from vehicular access. However, this is an arbitrary boundary and there may be occasions where this definition is inappropriate. Please contact AET if you think this might apply.
The responsibility for the safety of participants in the activity will rest with either:
a) An external provider
Note: Whilst the responsibility for the safety of participants rests with the provider, the accompanying staff continue to retain a ‘pastoral’ duty of care.
or
b) a member of your academy’s staff - see below
This person must be specifically approved by the Headteacher/Principal to lead the activity, via EVOLVE.
The following minimum levels of technical competence apply where a member of the academy’s own staff intends to lead an open-country activity:
a) For leaders of walking groups outside the UK or Ireland,
- International Mountain Leader Award (IML) www.mltuk.org
b) For leaders of walking groups in mountainous terrain within the UK and Ireland
- Mountain Leader Award (ML) Summer or Winter as appropriate www.mltuk.org or
- A written statement of competence by an appropriate technical adviser - see relevant section in this policy
c) For leaders of walking groups in summer conditions in non-mountainous hilly terrain
(Known variously as upland, moor, bog, hill, fell or down), with well defined obvious boundaries, such as roads and coastlines, and where any hazards within it are identifiable and avoidable, and where wild camping or movement on steep ground is not involved.
- Hill & Moorland Leader Award (HMLA) www.mltuk.org or
- A written statement of competence by an appropriate technical adviser - see relevant section in this policy
d) For leaders of walking groups in terrain "easier" than defined in c)
The leader must demonstrate an appropriate level of competence. This may include one or more of the following:
- Countryside Leader Award (CLA) www.countrysideleaderaward.org
- Lowland Leader Award (LLA) www.mltuk.org
- Sports Leaders UK Level 3 Award in Basic Expedition Leadership (BEL) www.bst.org.uk
- Completion of a suitable ‘Leader Training’ Course.
- A written statement of competence by an appropriate technical adviser see relevant section in this policy
- Evidence of recent, relevant experience, appropriately corroborated.
- A written statement of competence by an appropriate technical adviser see relevant section in this policy
- Evidence of recent, relevant experience, appropriately corroborated.
- An assessment of competence (written or implied) by the Headteacher/Principal
Snowsports
Snowsports (eg skiing and snowboarding) are regarded as adventurous activities, and the visit therefore requires AET SSS approval.
There are advantages to snowsports taking place during term time as opposed to during the academy holiday period. These include: greater choice generally, less queueing for lifts, less crowded slopes therefore less chance of collisions occurring, less crowded resort, higher possibility of ‘sole use’ of accommodation, lessons more likely to be conducted by permanent snowsport establishment instructors (as opposed to ‘casual’ instructors), greater likelihood of English speaking instructors, considerable cost savings through avoiding high season (possibly allowing more young people to participate), etc.
A member of staff intending to organise a snowsport visit (but not instruct, lead or supervise on snow) must hold the Snowsport Course Organiser Award (SCO), administered by Snowsport England www.snowsportengland.org.uk and must have previously accompanied at least one educational snowsports visit.
Young people may only participate in snowsports when under the direction of an appropriately qualified and competent person. This would normally be an instructor employed by the local snowsports school. Academies should therefore consider the merits of fully instructed lessons of 4/5 hours duration per day.
A member of staff intending to lead skiing or snowboarding (ie. not using a ski school instructor) must be qualified as below and have been approved by the Headteacher/Principal via EVOLVE- see "Approval of staff to lead an adventurous activity" in this policy
Skiing: The minimum qualification to lead skiing on snow is:
- The Alpine Ski Course Leader Award (ASCL) www.snowsportengland.org.uk or
- The Alpine Ski Leader Award (ASL) www.snowsportscotland.org or
- A statement of competence by an appropriate ‘technical adviser’ - see section "Approval of staff to lead an adventurous activity"
Snowboarding: The minimum qualification to lead snowboarding on snow is:
- The Snowboard Leader Award (SBL) administered www.snowsportscotland.org or
- A statement of competence by an appropriate ‘technical adviser’ - see section "Approval of staff to lead an adventurous activity"
See EVOLVE Resources for the current good practice guidance on helmets for snowsport activities.
Pupils may only take part in off-piste activities if:
a) under the direction of a suitably qualified local instructor, AND
b) they will remain within the designated controlled areas, AND
c) off-piste activities are specifically included within the visit insurance policy, AND
d) a NOTE is added to EVOLVE in advance of the visit, confirming that the above criteria are/will be complied with.
For further guidance, see National Guidance document 7.v Snowsport visits
Overseas Expeditions
Overseas Expeditions (for the purposes of this document) are defined as those which typically involve journeying in remote areas of the world and/or in developing countries.
Overseas Expeditions will only be approved by AET SSS if the provider either:
a) Holds an LOtC Quality Badge www.lotcqualitybadge.org.uk or
b) Provides a statement of compliance with Guidance for Overseas Expeditions, Edition 4
For providers that do not hold an LOtC Quality Badge, ‘Guidance for Overseas Expeditions, Edn.4’ should be referred to when the proposal is initiated. This document contains information for both academies and providers, and includes a checklist of vital aspects that must be considered prior to the academy making a commitment with an external provider. Overseas expedition providers are required to comply with the minimum standards specified in this document.
When planning an expedition and selecting a provider, academies should particularly consider the educational aims of the venture, that appropriate progression takes place, and that the requirements relating to ‘Best Value’ are met.
For further guidance, refer to National Guidance document 7.q Overseas Expeditions
Weather, Clothing and Survival
Where appropriate, the leader must obtain and act upon recent weather forecasts and local advice.
Participants should be adequately clothed appropriate to:
- The time of year, prevailing weather conditions, altitude and exposure to elements;
- Likely changes in weather;
- The experience and strength of the party;
- The nature of the visit and environment.
When venturing away from immediate help, leaders should consider the need for:
- Comfort, insulation and shelter for a casualty;
- Comfort, insulation and shelter for the whole group;
- Provision of emergency food and drink;
- Torch;
- Possible need of signalling equipment and/or mobile phone (NB. Mobile phones may not work in remote areas);
It is primarily the responsibility of the visit leader, in consultation with other staff where appropriate, to modify or curtail the visit or activity (eg Plan B) to suit changed or changing circumstances - for example: over-busy lunch area, rain, rising water levels, etc.
Residential Visits
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions.
A Guide to High Quality Outdoor Learning and Residential Experiences can be used as tools by visit leaders to assist in both identifying outcomes and in the evaluation of the learning taking place. It can also help the leader in providing clarity to a provider when designing a programme.
Refer to National Guidance document 4.2b Residential Visits for further guidance on this.
Overseas Visits
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions
For all visits it is essential that consideration is given to the following:
a) Culture: food and drink, local customs, religion, expected behaviour/dress, gender issues, sanitary arrangements, corruption, political stability, local financial information, alcohol & drugs.
b) Accommodation: checked for suitability, security, safety precautions and emergency evacuation.
c) Transport systems have been assessed as safe for use.
The visit leader should consider the relevant country information from the Foreign and Commonwealth Office website: www.fco.gov.uk (from the home page select ‘Travel Advice’). All relevant FCO information should be circulated amongst the staff team.
For travel within the European Union (plus Iceland, Liechtenstein, Norway, and Switzerland), all participants must hold a valid EHIC (European Health Insurance Card). See www.dh.gov.uk
For Exchange Visits: See National Guidance document 7.f Exchanges and home stays for further guidance
Water-Margin Activities
This section applies to:
Activities that take place near or in water – such as a walk along a riverbank or seashore, collecting samples from ponds and streams, or paddling or walking in gentle, shallow water*. It does not apply to swimming and other activities that require water safety or rescue qualifications and equipment, or water-going craft.
* ‘gentle’ means hardly moving at all.
‘shallow’ typically means up to the knees of the participants.
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions.
At the outset the leader must decide whether the activity:
a) Falls within the definition in bold above - in which case the below guidance applies,
or
b) Exceeds the definition in bold above - in which case this is a water-based adventurous activity and the "Water-based Activities" section applies.
Staff involved in water-margin activities should be conversant with, and adhere to the guidance contained within National Guidance document 7i Group Safety at Water Margins This document must be made available to all supervising adults in advance of the visit.
As with all visits, where appropriate there should be an approved alternative ‘Plan B’ that could be used where conditions dictate, and for which parental consent has been obtained if necessary.
For further guidance, refer to National Guidance document 7i Group Safety at Water Margins
Swimming
All swimming activities and venues must be included within the visit plan, and lifeguarding arrangements checked in advance. This is particularly important in respect of visits abroad, where for example, a hotel pool may be available.
Young people must be supervised by a competent adult at all times whilst undertaking swimming activities. The following criteria apply:
Swimming pools (lifeguarded)
- UK Swimming Pool safety is guided by various Health and Safety at Work Acts and Regulations. Pool operators have a duty to take all reasonable and practicable measures to ensure that teaching and coaching activities are conducted safely.
- For publicly lifeguarded pools abroad, the establishment’s staff must seek assurances that appropriate lifeguard cover is in place prior to participants entering the water.
- Unless suitably qualified, the establishment’s staff should not have responsibility for lifeguarding. However, they do retain a pastoral role for participants at all times either through direct or ‘remote’ supervision.
- For swimming lessons, the academy should ensure the swimming teacher in charge or other pool employees/responsible adults supervising the participants are qualified according to current guidelines.
Hotel (and other) swimming pools
Academies should check the lifeguarding position in advance.
If lifeguarding arrangements are not provided at the pool then the visit leader will bear the full responsibility for ensuring swimming safety, and approval to lead the activity will be required via EVOLVE.
The following awards/qualifications apply:
For free swimming activity
- A valid RLSS UK National Pool Lifeguard Qualification (NPLQ), or equivalent in the country visited - see www.lifesavers.org.uk
For structured or programmed activity
- A valid RLSS UK National Rescue Award for Swimming Teachers and Coaches (NRASTAC) or equivalent - see www.lifesavers.org.uk or
- A valid RLSS UK Water Safety Management Award (WSMA), with appropriate endorsement.
The role of the lifeguard is:
- To directly supervise the pool and the pool users, exercising appropriate levels of control. (Note: the lifeguard should remain on the poolside at all times except in the case of an emergency)
- If necessary, brief pool users in advance regarding rules (eg. no diving, running, etc.).
- To communicate effectively with pool users.
- To anticipate problems and prevent accidents.
- To intervene to prevent behaviour which is unsafe.
- To carry out a rescue from the water.
- To give immediate first aid to any casualty.
The above must be accomplished in the context of the normal operating procedures and the emergency plan for the pool, which should be considered before swimming takes place. Full familiarisation of the systems described should be walked through at the pool.
Staff must be aware of the procedures in the event of an emergency, and who at the venue will provide back up. Staff should also know if they have exclusive use of the pool, as other pool users may increase the supervision role of your lifeguard.
If a young person holds an appropriate qualification then their role should be emergency lifeguard action, and supervision should remain the responsibility of the establishment’s staff.
Open water swimming (ie not in a swimming pool and not a ‘water-margin’ activity)
Open water swimming is regarded as an adventurous activity.
Particular consideration should be given to the following factors:
- Unknown locations and hazards, especially overseas.
- Changing environmental conditions.
- Supervisor complacency.
- Adherence to local advice.
- Preparation and knowledge of young people, ie. is it a planned activity?
The designated lifeguard must be dedicated exclusively to the group, and the location used must fall within the RNLI/RLSS definition of a ‘safer bathing area’. Local advice must always be sought.
For free swimming activity
- A valid National Beach Lifeguard Qualification (NBLQ) or equivalent in the country visited, see www.lifesavers.org.uk Note: this is for beach/sea only, not inland water. or
For structured or programmed activity
- A valid RLSS UK National Rescue Award for Swimming Teachers and Coaches (NRASTAC) or equivalent - see www.lifesavers.org.uk or
- A valid RLSS UK Water Safety Management Award (WSMA), with appropriate endorsement.
See National Guidance documents for further guidance: 7.o Natural Water Bathing
7.x Swimming pools
Farm Visits
Staff should ensure that the intended outcomes of the activity are balanced with all reasonably practicable safety precautions.
Refer to National Guidance document 7g Farm Visits for further guidance on this.
Other useful references:
EVOLVE National Library: Preventing or controlling ill health from animal contact at visitor attractions - Advice to Teachers and associated documents.
Farming & Countryside Education: www.face-online.org.uk
Trampoline Parks
The Association for Physical Education (AfPE)’s view is that trampolining is suitable for teaching in secondary schools only. It is seen as one of the higher risk activities, and as such, those teaching it must have undertaken specific trampolining qualifications. AfPE currently recommends that schools do not arrange visits for pupils to Trampoline Parks.
Until a suitable accreditation system is in place for Trampoline Parks (anticipated Autumn 2018), AET adopts the view of AfPE, ie. that our academies should not use these centres.
Please note that the above does not apply to trampoline clubs or centres which are registered with British Gymnastics. These activities are not classified as ‘adventurous’, and schools intending to visit these facilities should comply with current AfPE guidance.
For further guidance, see National Guidance document 6n Visiting trampoline parks
Useful Links and Contacts
EVOLVE- www.evolve.online
National Guidance - www.oeapng.info
National Library - www.national-library.info
LOtC Quality Badge - www.lotcqualitybadge.org.
Council for Learning Outside the Classroom - www.lotc.org.uk
Outdoor Education Advisers’ Panel - www.oeap.info
Jake Wiid - Edufocus - Advice on Trips and Visits
Helen Purssord - Estates Team
hpurssord@academiesenterprisetrust.org
Evolve - System Queries
support@evolveadvice.co.uk