Frequently Asked Questions
This secion provides answers to questions surrounding
the different aspects of organising an out-of-school education visit.
Please click on the questions contained in the panel below to navigate down the page to the appropriate answer.
If you are unable to find an answer to your query please contact us at the address below.
Taff Bowles, Educational Visits Consultant
School Improvement Service,
County Hall,
Beverley,
HU17 9BA
Tel: 01482 392417
Fax: 01482 392490
E-mail: taff.bowles@eastriding.gov.uk
Can double-decker buses be used for transporting children on school visits?
Group leaders should ensure that seat belts are available for all group members on
coaches and minibuses (Lap belts should be available as a minimum requirement).
It is recommended that leaders, as part of their general "duty of care", should check
that these belts are fitted at all times during travel.
Double-decker buses will not usually be fitted with seat belts and, as such, are
inappropriate for long journeys, outside of what could reasonably be considered as
suitable for a service bus.
Therefore, for non-local visits and those that require transport along high-speed
routes, such as motorways or dual carriageways, double-decker buses are not considered
suitable.
If double-decker buses are to be used for local school visits, it would be advisable to
notify and seek consent from parents accordingly, and to inform them about the lack of
available seatbelts.
Can a qualified sports coach be left in sole charge of a group of pupils?
Supervisory responsibilities may be delegated to another person,
such as a sports coach for example, if the school is totally satisfied
that he/she is suitably experienced and qualified to provide the
required level of service and care, and poses no threat to the health
and safety of the pupils.
Whilst the sports coach may take on the direct responsibility for
coaching pupils, the overall legal responsibility for the child's
welfare remains with the school.
It is the school's responsibility to decide the level of responsibility
that can be appropriately and safely delegated to any external coach.
The same issues are involved whether the coach is officially employed
by the school or acts as a volunteer.
School authorities should take whatever measures that they deem
necessary to protect staff and to safeguard the health and welfare
of the pupils concerned e.g. -
- Before offering employment, carry out appropriate checks to be
satisfied that the coach provides no threat to the pupils (e.g.
obtain enhanced Criminal Record check, or written references from
past employers)
- Before offering employment, carry out appropriate
checks to be satisfied that the coach is suitably qualified and
experienced, (e.g. obtain personal cv, conduct interview, obtain
written references from past employers, check original certificates
of qualifications)
- Provide a period of induction with a progressive reduction of supervision from school staff (e.g. initially a period of working alongside a teacher, followed by a period where school staff can observe/supervise from a distance, followed by a period where school staff occasionally visit to monitor
- Monitor the situation through occasional spot checks and by asking pupils for
written or verbal feedback
- Inform parents fully in writing, and gain their written consent
Do you need to inform parents every time there is an away netball fixture?
This is not usually necessary providing overall "blanket" parental
consent has been given to such trips earlier in the year;
It is recommended good practice to inform parents, near the beginning
of the academic year, of school trips and offsite events that occur
regularly, and to gain their overall consent for these activities.
Some schools might prefer to invite parents to respond only if
they do not give consent - thus consent is assumed, unless the school
is informed to the contrary.
Whilst this approach might be easier and more practical to administer,
it should be noted that "assumed consent" might not have the same
standing in a court of law as a written and signed statement of
consent.
If parents, at the start of the year, have not given overall consent,
it is recommended that a specific letter be sent to parents before
the start of the season's fixtures.
The letter should inform parents of their child's interest, stating
forthcoming fixtures, outlining any specific risks involved, and
giving details of any arrangements (e.g. travel) and requirements
(e.g. sports kit).
The letter should also ask parents to return a form to the school
giving their written consent.
If a specific away sports fixture requires unusual arrangements
to be made or presents additional risks to health and safety that
the parent might not be aware of, then a further letter should be
sent to parents, giving the required information and requesting
their consen.
Whilst a school can never be protected fully from genuine and justifiable
claims of recognised negligence, a parent who has been well informed,
and has given clear consent to a school activity, is generally less
likely to instigate, pursue and succeed in any legal claim.
Is the standard LEA insurance for school travel and journeys adequate for a foreign
exchange visit?
No!
The standard LEA "Voyager" insurance policy for schools covers
only visits within the UK.
Schools travelling abroad, on any form of visit, need to obtain
additional insurance cover, whether from the LEA or an independent
company.
Insurance policies for school trips abroad should consider the
following cover: -
Medical and Hospital Expenses (including rescue and repatriation,
and extra travel and accommodation expenses for any person who has
to stay with someone in hospital, or has to travel from the UK as
an escort home) - Personal Accident - Personal Liability - Personal
Belongings and Equipment (including money, passport, documents,
and specialist equipment) - Cancellation and Curtailment (including
delay and missed departure) - Legal Expenses.
The insurance company should be informed of, and give its written
consent to cover all the activities that the group will participate
in (e.g. skiing, ice skating etc.).
Many insurance companies request full background information of
individuals' past or existing medical conditions. If relevant information
is not provided, a claim may be invalidated.
Can a pupil be excluded from an educational visit for bad behaviour?
Schools should take every reasonable measure to include all students
on visits, and should not prejudice, discriminate or exclude anyone
from educational opportunities that are offered to others.
The decision to exclude a pupil should never be taken lightly,
and only after extensive consultation with others who are responsible
for the child, including the pupil's parents/guardians.
However, it is generally considered reasonable for a pupil to be
excluded from a school visit if their behaviour presents a significant,
unmanageable and unacceptable risk to the health, safety and welfare
of either themselves or other members of the group (including the
adult leaders responsible).
The exclusion of a child could take place at any time prior to
the visit or even during a visit if the behaviour of the individual
was serious enough to warrant it.
The exclusion of a child from a visit should only be considered,
and only as a last resort, after:
- a formal risk assessment has been carried out to evaluate the
likelihood of harm occurring as a result of the pupil's involvement;
- all reasonable control measures have been carefully considered,
but the health and safety risks are still considered to be unmanageable
and unacceptable.
- reasonable alternative options have been considered
unacceptable or unviable, such as:
- the postponement or cancellation of the visit - a change in venue (perhaps where the risk could be
more easily controlled)
- a change in timing (perhaps to when more staff might be available)
- the splitting up of the group (into smaller, more manageable units)
- the provision of additional staffing (perhaps from additional funding)
- a parent accompanying the child (and perhaps agreeing to be fully responsible for the pupil at all times)
- the pupil participating in only certain aspects of the
visit (when or where the risk to safety could be acceptably controlled)
It might be helpful for schools to consider the inclusion of the
example statements below in letters that inform parents/guardians
of a forthcoming visit and seek their consent:
"I agree to impress upon my child the necessity to behave responsibly
and to understand that it is most important for his/her safety and
the safety of the group that rules and instructions given by the
staff in charge are obeyed.
I understand that the school reserves the right at any time before
or during a visit to exclude a pupil from a visit if it is considered
that their conduct or behaviour presents a significant, unacceptable,
and unmanageable risk to the health, safety and welfare of either
themselves or other members of the group (including the adult leaders
responsible)."
If both the pupil and his/her parents have understood and accepted
these statements, it will hopefully encourage good behaviour on
the visit. If, however, the pupil's behaviour is not acceptable
on the visit, and it jeopardises the health and safety of others,
there should be no cause for complaint if the pupil has to be returned
home early.
During the planning stage of a visit, if a pupil is already perceived
as a risk to the health and safety of others, it might be constructive
for the pupil to be given specific and attainable targets (perhaps
with a set date) for behavioural improvement that, if achieved,
will enable them to participate in the visit.
Every effort and encouragement should be given to assist the pupil
to achieve his/her goals of behavioural improvement, and thus to
participate successfully and safely in a trip alongside his/her
school colleagues.
The exclusion of a pupil from a school visit should never be regarded
or used as a punishment, but pupils need to be aware that if their
behaviour or conduct is likely to put at risk the health and safety
of themselves or others, then it may jeopardise their participation
on the visit.
Pupils with special needs and disabled pupils.
Pupils with special needs and disabled pupils should not be treated
less favourably and should be enabled, as far as is reasonably practicable,
to have access to all aspects of the curriculum.
The Disability Discrimination Act demands that all reasonable adjustments
should be made to promote equal access to the curriculum for everyone.
This applies as much to offsite school visits as it does to the
classroom.
Where a pupil's difficult or disruptive behaviour can be attributed
to some form of disability, their exclusion from a school visit
can only be considered if there is clear evidence that it is their
behaviour alone that poses a significant, unacceptable and unmanageable
risk to the their own or others' health, safety and welfare.
It is important for a pupil and his/her parents or guardians to
be made aware as early as possible of any concerns relating to the
pupil's behaviour and their involvement in a school visit.
It is essential that all parties understand what is required and
can agree upon an appropriate action plan.
If the risk of the pupil's involvement is ultimately considered
to be unmanageable and unacceptable, consideration should be given
to alternative ways of achieving the educational objectives of the
visit for the pupil concerned.
Should teachers check that pupils are wearing their seatbelts on an overnight coach?
Neither teachers nor drivers are required by law to check that
pupils are wearing seatbelts on coaches in the UK.
However, the LEA recommends that, in accordance with their normal
"duty of care", teachers should take all reasonable steps to ensure
that pupils are correctly wearing seatbelts on a coach.
From 9/7/03, there are new seatbelt regulations in France that
might be duplicated elsewhere in Europe in the near future.
It is now compulsory in France for passengers, drivers and tour
managers to wear seat belts if they are fitted on the vehicle.
There are no exceptions except children under 10 years of age,
or where there is a clear medical reason backed up by a doctor's
certificate.
Failure to comply could mean a fine of up to 750 Euros for the
passenger concerned.
The responsibility for wearing a seatbelt rests with the individual
passenger, except for children under 13 years, in which case it
is the responsibility of the parent or guardian.
For school groups in this age range, it would be the designated
party leader who has this responsibility and could face the fine.
A number of issues are still unclear at present, not least how
this will be policed.
The legal position of a teacher standing up to give an announcement
to the students also needs clarification. (23/2/04 - it has not
been confirmed that this law applies to coaches from other EU countries,
but it is anticipated that this is the case).
Do all adults accompanying a school visit need CRB clearance (i.e. a police check that discloses that an individual does not have a criminal record), and how is that obtained?
CRB clearance might in many cases be recommended, but it is not
in all cases compulsory.
Indeed, many teachers themselves have not yet been police checked
(unless they have recently moved jobs within or into the county).
A CRB check can only establish if a person already has a criminal
record, but it is no absolute guarantee of an individual's integrity
or trustworthiness (N.B. Research has shown that, on average, a
child abuser commits 75 offences before they are convicted!!).
However imperfect, a police check is at least an independent and
confidential means of checking an adult's criminal background.
As such, it may give some level of reassurance as to an individual's
trustworthiness, and ensure that any past conviction for child abuse
(in any form) is revealed.
For details of the procedure for obtaining a CRB disclosure, or
to obtain an application form, please contact:
CRB,
PO Box110,
Liverpool,
L3 6ZZ
Email: www.crb.gov.uk or www.disclosure.gov.uk
CRB checks are generally free of charge for volunteers but, for
paid or statutory positions, cost £24 for a standard disclosure
(giving details of criminal convictions) and £29 for an enhanced
disclosure (giving additional details from local police of any ongoing
investigations or charges that have not led to convictions).
The processing time for standard procedures is approximately 1
to 2 weeks, and for enhanced disclosures is approximately 3 to 4
weeks (information correct at 13/2/04).
Application forms are completed by the applicant and handed in,
with designated proof of identity, to a registered body (the LEA
is a registered body, but usually each school has a signatory who
is registered to check proof of identity) and, once checked, the
form is sent on to CRB.
Applicants who wish to work with young people MUST
disclose any previous convictions if asked, and these will show
up in a check of police records.
Society increasingly expects that all reasonably practicable checks
should be carried out on adults who have supervisory responsibilities
for children.
A school clearly has a responsibility and duty of care for its
pupils.
Not to ask for any previous convictions may be viewed as a negligence
of a Duty of Care by the employer/organisation.
A school should state its policy on child protection measures within
the school's own Educational Visits policy.
A school should take whatever steps are deemed appropriate in each
circumstance to ensure the safety and wellbeing of pupils on educational
visits.
The following guidelines might help to establish a framework for
deciding what steps are appropriate:
If an adult is well known to the headteacher, has had extensive
experience of dealing with children, and is perceived as presenting
no threat to their safety and welfare, then no further precautions
may be deemed necessary (this might particularly apply if the person
concerned is female).
However, for adults who are less well known, or could potentially
be a risk to children, the headteacher needs to be satisfied that
sufficient precautionary measures have been taken.
These might include: -
- asking an accompanying adult to read, and sign in agreement,
a prepared statement that he/she has no criminal record (see appendix
1 below for sample application and declaration form - please note
that this form was adapted from Lancashire Youth Clubs Association
guidelines)
- asking an accompanying adult to read, and sign in agreement,
a policy statement regarding roles, responsibilities and expected
behaviour (see appendix 2 below for sample child protection policies
- please note that this form was adapted from Lancashire Youth Clubs
Association guidelines)
- asking for personal references from people (perhaps of both sexes)
who have known the accompanying adult well (see appendix 3 below
for sample reference form - please note that this form was adapted
from Lancashire Youth Clubs Association guidelines)
- providing appropriate training for teachers and other adult leaders
- to help them be aware of, and seek to avoid, situations that could
expose children to risk, or indeed could place adults in a compromising
position, where their actions might be misunderstood or misrepresented
- ensuring that adult helpers are accompanied at all times by qualified
teaching staff
- requesting a confidential report from the CRB (Criminal Record
Bureau).
A CRB check might be particularly appropriate in the following
circumstances:
- if adults are likely to be in situations where
they are alone or in potentially awkward or embarrassing locations
with children (e.g. in dormitories on a residential visit, in a
swimming pool changing room, or driving children in a private car)
- if parents or others have expressed particular concern about
child welfare and protection issues
- if, for whatever reason, children, parents or teachers have concerns
or suspicions regarding an accompanying adult
Ultimately, all those who are responsible need to take whatever
steps that they perceive as necessary to satisfy themselves that
accompanying staff are competent, and present no threat to the safety
and wellbeing of the pupils.
Given the limitations of checks, the mainstay of any policies and
procedures must be the establishment of working practices that prevent
abuse, and avoid situations where it might occur.
Appendix 1 Application and Declaration form
The ...... (name of organisation) .... operates a Child Protection
Policy to safeguard young people from physical, sexual and emotional
abuse.
Because of this we ask all those who work with young people to
fill in this application form and supply details and references.
The work which our volunteers and staff undertake involves work
and contact with children and young people and is therefore exempt
from the provisions of the Rehabilitation of Offenders Act 1974.
All convictions, however old, must be declared.
All information given will be treated in the strictest confidence
and will not be used to discriminate against unfairly.
Please note that our process involves checks with the Department
Of Health's registers and Police Records (when they become available).
By signing this form you give permission for us to contact your
referees and permission to access the register and records detailed
above.
Name ..................
Any surname previously known by .............
Telephone No: ................................
Date of Birth ...................................
Place of Birth, Nationality .................
National Insurance No ........................
Address ......................................
How many years at this address? ..............
Postcode ......................... ...........
If less than 5 years, please give details of previous address...........................................................................
Please give details of any experience (if any) of work with children
or young people ............. ..............................................................................................
Please give the names and addresses of two local independent references
(not family) we can contact to verify the information you have supplied,
one of whom can comment on your experience of work with young people.
Name: Address:
Name: Address:
Declaration. Have you ever been convicted of a criminal offence
or been the subject of a Caution or of a Bound Over Order? YES NO
If yes, please state below the nature and date(s) of the offence(s):
.................
Is there any other information that we should know about that might
preclude us from offering you employment with us? YES NO If yes,
please state below or on a separate sheet: .................
I have read a copy of the ................. (organisation's) ................ Child Protection
Policy and agree to comply fully with it.
Signed .................. Date .................. Print Name ...................
Appendix 2 Examples of suggested policy statements
A.
It is the policy of ................ (name of organisation) ................ to safeguard
the welfare of all children and young people by taking reasonable
steps to protect them from physical, sexual and emotional harm.
Adopted at the meeting on .....................
Signed ........................................
Review date ...................................
Position ......................................
Examples of suggested policy statements B..
.................. (name of organisation) .................. is fully committed to safeguarding
the well being if its members/participants.
All those working with young people should, at all times, observe
the organisation's Child Protection procedures, show respect and
understanding for the rights, safety and welfare of young people,
and conduct themselves in a way that reflects the principles of
.................. (name of organisation)
Adopted at the meeting on .....................
Signed .......................................
Review date ...................................
Position ......................................
Examples of suggested policy statements C.
We at .................. (name of organisation) .................. want to make sure that
children and young people are protected and kept safe from harm
while they are with staff and volunteers in this organisation.
We do this primarily by:
A. Giving parents, young people and workers information about
what we do and what you can expect from us.
B. Making sure that our staff and volunteers are carefully selected,
trained and supervised.
C. Letting parents and young people know how to voice their concerns
or complain if there is anything they are not happy about.
D. Applying and incorporating all of the points above through our
organisation's Child Protection procedures.
E. Having an agreed policy statement on physical restraint.
Adopted at the meeting on ....................
Signed ........................................
Review date ...................................
Position ......................................
Appendix 3 Sample reference form
CONFIDENTIAL - Reference form
Name ..........................................
Address .......................................
The above person has expressed an interest in working at .................
(organisation) .................. and has given your name as a referee in accordance
with our Child Protection Policy.
If you are happy to complete this reference, all the information
contained on the form will remain absolutely confidential, and will
only be shared with the organisation's senior staff as and when
required.
We would appreciate you being extremely candid in your evaluation
of this person.
How long have you known this person? ..........
In what capacity? ............................
What attributes does this person have which would make them suitable
to work in this organisation? ................
How would you describe their personality? ..................................
Please comment on this person's experience of work with children
and young people, and comment on their suitability for this work.
................
This post involves substantial access to children and young people.
As an organisation committed to the welfare and protection of children, we are anxious to know if you have any reason at all to be concerned about this applicant being in contact with children or young people. YES NO (please circle)
If you have answered "Yes" or if for any reason we feel a need to, we will contact you in confidence.
Signed .................. Print Name ..................
Telephone No ................
Does a member of staff on every educational visit need to have a First Aid qualification?
The LEA guidelines recommend that all off-site visits should include
at least one adult leader with an appropriate level of first aid
training.
However, a specific risk assessment needs to be made for each visit.
The LEA guidelines give the following recommendations:
- for visits where more qualified first aid assistance or professional
medical care is available to respond immediately - no first aid
training is necessarily required for group leaders (however, it
is the leader's responsibility to ensure that adequate external
cover is always available)
- for visits where more qualified first aid assistance or professional
medical care might not be available immediately, and could take
up to 15 minutes to arrive - at least 8 hours of first aid training
is recommended for group leaders
- for visits where more qualified first aid assistance or professional
medical care might not be available immediately, and is likely to
take more than 15 minutes to arrive (or in more hazardous situations
and environments, where the risk of illness or injury might be considered
higher than normal) - at least 16 hours of first aid training is
recommended for group leaders
In each circumstance, an evaluation needs to be made, both of the
number of first aiders needed, and the levels of training and qualification
that are appropriate.
This might depend upon a number of factors such as:
- where the visit is going to; - how remote the location is from external medical assistance (doctor/hospital etc.)
- whether other first aid qualified staff are available
- whether there are any known medical needs within the group
- whether the group plans to split into smaller units during the visit
- what type of activities will be involved; - the likelihood of injury/illness
- the first aid competence and confidence of the leaders
Whilst it is not generally within teachers' conditions of employment
to provide first aid treatment, leaders of school visits should
consider their responsibilities, and particularly the "duty of care"
that is placed upon them.
It is important for staff to assess what external expertise is
available, and how confident and competent they would be in responding
to possible emergency scenarios e.g. a child that is choking or
having a seizure.
It is worthwhile considering such "worst-case scenarios" in order
to make a realistic assessment of the number and level of first
aiders that are required.
It should be noted that first aid qualifications only remain valid
for three years.
It should also be recognised that the competence and confidence
of first aiders often declines sharply after qualification unless
further training and practice takes place.
Do schools need to complete EV1 and Risk Assessment forms for those occasions when Yr.12 and Yr.13 students organise their own offsite educational visits in their free time e.g. art students might visit an art gallery on an afternoon when they are not timetabled for any lessons, or similarly Design/Technology students might arrange to visit a factory?
Another, but slightly different example, might involve GCSE Geography students who are required to collect extra fieldwork data over the summer holidays?
Schools are considered largely responsible for students in their
care during normal school hours (unless a parent/guardian has informed
the school to the contrary - for example, if a student is off sick
at home).
During normal school hours, students that wish to organise independent
visits away from the school site should only do so with the permission
of those teachers who have been assigned responsibility for them
(e.g. the Headteacher or Head of Year, depending upon school policy).
The school's response is likely to depend partly upon its own general
policy with regard to allowing senior students to go offsite during
school hours e.g. at lunchtime.
It is normal practice in many schools for students who wish to
leave the school premises during normal classroom hours to first
gain permission and then to "sign" themselves out and back in.
Due consideration will need to be given to the issues and risks
involved, which will be affected by a wide number of factors e.g.
the type of activity, maturity of student, transport arrangements,
and whether the student will be on their own or accompanied by other
students.
It is probably not realistic or workable to complete an EV1 form
or a full written risk assessment for each and every circumstance,
but some situations may warrant a written record of the issues involved
and the control measures put in place to ameliorate risks to an
acceptable level.
It might be reasonable to expect a greater degree of independence
and responsibility from more senior and mature students (those aged
over 16 ), but the school retains its overall duty of care, and
must make a judgement in each circumstance, according to the perceived
risks involved.
Parents/guardians should normally be fully informed about any such
proposals (with any significant risks or issues highlighted), and
they should have given their written consent prior to the activity
taking place.
If such activities are likely to be regular occurrences, the school
would be advised to seek a "blanket" consent from parents at the
beginning of the year, covering a range of situations and circumstances.
These same principles also apply to those students who wish to
go offsite to gain work experience.
The teacher retains an overall responsibility for the student and
must take all reasonable steps to ensure the safety and welfare
of a student who will not be under his/her direct supervision.
It is the school's responsibility, for example, to check that the
staff who will be supervising the student are suitably trained and
competent, that adequate and safe travel/transport arrangements
have been made, that the workplace environment has been assessed
to present no significant threat, and that appropriate training
and briefing has been given to both the student and those who will
be supervising.
Similarly, if a student is engaged in another school-related activity
(e.g. tennis coaching) after school hours, that is not directly
under the supervision of the school staff (perhaps of a personal
sports coach, for example), then the staff member in charge still
retains overall responsibility for the student, but can discharge
elements of supervisory responsibility to the external person in
charge, if he/she is satisfied of child's safety and welfare.
If a student is engaged in a school-related activity, after school
hours, that is not directly under the direct supervision of school
staff or any other specified adult leader, then the situation is
not so clear-cut.
The response will be influenced by how much the activity is directly
instigated and required by the school, how much parental supervision
is likely to be available, and what the hazards and risks are likely
to be.
For example, if a student has been assigned normal "homework" during
an evening, it is reasonable to assume that responsibility for the
safety and welfare of the student lies with their parent/guardian.
If, however, a student is required, as part of the school curriculum,
to undertake unsupervised activities which could present a significant
threat to their health or safety (e.g. a river study, as part of
their Geography coursework), then it is reasonable to assume that
the teacher concerned should accept some responsibility for the
student's safety, and take reasonable steps to ensure that the student
will not be put at undue risk.
This is likely to include informing the parents (regarding the
activity and the potential risks involved), carrying out a risk
assessment of the activity and specific locations (preferably with
the involvement of the student), and briefing and training the student
appropriately.
In most situations, "informing the parents" could involve a "blanket"
letter that explains the requirements and nature of the coursework,
and outlines any likely hazards and issues of concern. It can be
recommended in the letter that parents take on appropriate supervisory
responsibilities.
Consent forms can be attached, if seen as appropriate, to ensure
that parents are aware of their responsibilities.
Again, it is impractical and unnecessary to complete an EV1 form
or a full written risk assessment for each and every circumstance,
but more hazardous situations may warrant a written record of the
issues involved and the control measures put in place to ameliorate
risks to an acceptable level.
In such circumstances, a teacher would be advised to get the advice
and written approval of the Head of Department or a Senior Teacher
within the school. If required, the LEA Educational Visits Consultant
at County Hall is readily available to give further assistance or
guidance.
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