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At Kemnay PS we recognise the immense value of off-site visits and related activities to our students, and fully support and encourage those that are well planned and managed. The purpose of this page is to provide concise and supportive guidance for the planning and management of off-site visits and related activities.
Kemnay PS Excursion Application Form.docxExcursion Application Form
Excursion Application Form
The first step when planning a trip is to ensure SLT have approved in principle before any commitments are made.
Next complete Section 1 of the Kemnay PS Excursion Application Form and submit to the SLT. This should be done at least 6 weeks before trips requiring transport and at least 2 weeks before trips within Kemnay.
Once the form has been signed and returned to you check the boxes in Section 2. Once the trip has been booked please provide the SLT with details for entering the data into EVOLVE. Letters to parents are usually drafted by the trip organiser and typed by the office, if you do your own letter, it must be approved, and a copy handed into the office.
If you need transport or there are costs for the trip complete Section 3 for the office to book transport or finalise the cost.
Once the costings are finalised the letter/permissions will be published to parents.
NEW TRIP LETTER - WORDING FOR EMAIL (1).docxParent/carer Communication
Parent/carer Communication
Complete the sections on the blank letter/wording for email and the office will type it up once they have a final cost.
BEFORE THE TRIP
BEFORE THE TRIP
The Parent/Carer email will be distributed to your class. Office staff will email you to let you know what has been emailed to parents i.e., trip info, links to Microsoft forms, transport details etc.
Once you have the names of your helpers let SLT know and they will be added to EVOLVE.
BASE CONTACT SHEET updated.docxEMERGENCY RESPONSE CARD.docxTrip Day
Trip Day
Information for Base Contact - this should be competed, including mobile number of party leader on the day, and handed into the office before departing on the trip. Activity Consents will be kept on SharePoint as a Microsoft Form.
Please download an Emergency Response Card which has the emergency procedure and telephone numbers on it.
Please check you have:
Reviewed the Activity/Trip Consent Forms noting anything that is relevant to this trip. (Due to data security these should not be taken on the trip)
An attendance list – preferably on your phone or iPad
The Risk Assessment signed by the Trip Leader and all adults attending the trip in a supervisory role.
A First Aid kit and any medication, medical information or protocols required for individual pupils. (Please check contents of First Aid kit and after the trip replace anything you use)
offsite-excursion-procedures-25april2021-1 (1).pdfAll organised offsite excursions must be on Evolve to help ensure trips are well planned, risk assessed, have parental consent, are approved and covered by Aberdeenshire Council’s Offsite Excursion Insurance Policy.
Please read / download Aberdeenshire's Offsite Excursion Procedures for a full understanding of the process of organising your school trip / offsite activity.
The following excursions, as a minimum, must be entered on Evolve:
❑ Pupil day walks
❑ Trips involving transport
❑ Trips involving an overnight stay
❑ All adventurous activities
❑ Trips outside the UK
It should be noted that where a trip goes out without being entered on and approved via the Evolve system, it is unlikely that the Aberdeenshire Council Offsite Excursion Insurance Policy will cover the trip.
If staff have any questions regarding the planning of excursions or the use of Evolve they should discuss this with a member of the Senior Leadership Team.
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