Risk Assessment for Educational Visits Policy

Risk Assessment for Educational Visits Policy

1.   Aims
2.   Definitions
3.   Legal requirements and responsibilities
4.   Consent and administration
5.   Risk assessment
6.   Supervision
7.   Child Protection
8.   Disability, medical and special educational needs
9.   Charging
10. Hazardous Activities and External Providers
11. Transport
12. Insurance
13. First Aid
14. Accidents and emergencies
15. Reporting procedures following an incident

Appendix 1 (at the end of this document): Further Guidance for Group Leaders.

Supporting documents at the end of this document.

1. Aims

1.1. The Principal of Ashbourne College Limited recognises the value to students of Educational Visits. Such Educational Visits should:

1.1.1.     enhance students’ understanding of curricular activities;

1.1.2.     provide opportunities to practise skills;

1.1.3.     develop students’ social skills;

1.1.4.   seek to implement the aims and objectives set out within the Department for Education’s Learning Outside of the Classroom framework.

1.2.   Ashbourne College Limited also recognises and accepts that such Educational Visits may present challenges to the health and welfare of students. Educational Visits will therefore be planned and operated in accordance with this policy and guidance so that everyone involved understands his or her responsibility and can participate fully in learning outside of the classroom.

2. Definitions

2.1.    ‘Educational Visit’ includes but is not restricted to the following activities: off-site visits, study and cultural visits, hazardous and adventure activities and expeditions, overseas trips and residential trips. It is not intended to cover routine sporting activities or physical education.

2.2.    ‘Activities and Events Officer’ means the person responsible for overseeing all trips and Educational Visits, who reports directly to the Director of Studies.

2.3.    ‘Employee’ means anyone who works under a contract of employment with the School.

2.4.    ‘Employer’ means the Principal of the School.

2.5.    ‘External Provider’ means any person or organisation other than the School or Employee of the School who provides a service and/or facilitates an activity under a contract during the Educational Visit.

2.6.    ‘Group Leader’ means an Employee who has overall responsibility for the supervision and conduct of the Educational Visit.

2.7.    ‘Hazardous Activities’ include but are not restricted to activities such as winter sports, rock climbing, hill walking, mountaineering, skin or scuba diving, white-water rafting, caving, climbing, trekking and water sports or activities in or around water. An activity may be considered to be hazardous not only due to the nature of the activity itself but also the environment in which it will take place, to include but not restricted to activities in areas subject to extremes of weather, temperature or environmental change, on or near cliffs or steep terrain or in or near water.

2.8.    ‘Parent’ means those having Parental responsibility for a child.

2.9.    ‘Plan B’ means an alternative activity in the event the planned activity on an Educational Visit cannot be undertaken safely.

2.10.   ‘School’ means Ashbourne College Limited trading as both Ashbourne Independent School and Ashbourne VI Form College.

2.11.   ‘Supervisor’ means any competent adult, aged 18 or over, who has responsibilities and duties assigned to him/her during an Educational Visit (to include but not restricted to volunteers, helpers, Parents, and host Parents).

3. Legal requirements and responsibilities

3.1.    Employers: Under the Health and Safety at Work etc Act 1974, employers are responsible for the health, safety and welfare at work of their employees.  This duty extends to everyone involved in Educational Visits (to include but not restricted to teachers, volunteers, helpers and students).

3.2.    Employers carry out their legal responsibility by observing the Management of Health and Safety at Work Regulations 1999, as amended, made under the 1974 Act, which require them to:

3.2.1.     assess the risks of activities and record any significant risks;

3.2.2.     introduce measures to control those risks;

3.2.3.     tell their employees about these measures.

3.3.    Employers retain their legal responsibilities under the health and safety legislation but they can delegate the statutory tasks.

3.4.    Decisions on whether an Educational Visit can take place is made by the Director of Studies. The Director of Studies’ agreement must be obtained before an Educational Visit takes place. The Director of Studies will then delegate responsibility to the Activities and Events Officer, who in turn will delegate responsibility to the Group Leader.

3.5.    These duties apply at all times to all Educational Visits in the UK.

3.6.    Educational Visits outside of the UK will be subject to the law of that country, but if the risk assessment is carried out in the UK, it will also be subject to UK domestic law.

3.7.    Employees: Under the health and safety legislation, employees must:

3.7.1.     understand their responsibilities when undertaking an Educational Visit

3.7.2  For further information staff should refer to the Staff Code of Conduct

3.8.    Director of Studies:  will satisfy themselves that process risk assessments have been carried out, that appropriate safety measures are in place and that training needs have been addressed for Educational Visits.

3.9.    This includes ensuring that:

3.9.1.   the Educational Visit has a specific and stated objective;

3.9.2.   the Activities and Events Officer and Group Leader show how their plans comply with legislation, regulations and guidance, including the School’s health and safety policy document and that the Director of Studies and the Group Leader reports to the Activities and Events Officer after the visit;

3.9.3.   they are informed about and assess less routine Educational Visits well in advance, and in particular, Hazardous Activities and those visits which involve an overnight stay or travel outside of the UK.

3.10.   The Director of Studies will ensure that Educational Visits comply with legislation, regulations and guidance provided by the Principal and the School’s own Health and Safety Policy.

3.11.   The Director of Studies will ensure that the Activities and Events Officer is competent to plan, undertake and supervise activities and to monitor/assess the risks throughout the Educational Visit.

3.12.   The Director of Studies will ensure that every Educational Visit will have a Group Leader who has been appointed or approved by him/her or the Principal.

3.13.   The Director of Studies will ensure that the Group Leader is competent to plan, undertake and supervise activities and to monitor/assess the risks throughout the Educational Visit.

3.14.   If the Director of Studies takes part in the visit as a group member/Supervisor, s/he will follow the instructions of the Group Leader who will have sole charge of the Educational Visit.

3.15.   The Director of Studies will also ensure that:

3.15.1.   risk assessment(s) for the planned Educational Visit and a Plan B have been completed and appropriate health and safety measures are in place;

3.15.2.   those who are conducting the risk assessments and/or supervision of the Educational Visit have the necessary qualifications, training, knowledge, skills and experience to do so.

3.15.3.   that the Group Leader is competent to perform that role and any relevant qualifications claimed by the Group Leader or other relevant members of the group have been checked and verified and are up to date;

3.15.4.   adult members of staff and volunteers are properly vetted, DBS checked and assessed in accordance with the School’s Child Protection and Safeguarding Policy and Procedures;

3.15.5.  there is adequate insurance cover;

3.15.6.  s/he has adequate contact details for the Group Leader and/or teachers and/or Supervisors on the Educational Visit;

3.15.7.   s/he has the address and phone number of the venue and a contact name;


3.15.8.  there is a contingency plan for any emergency or delay.

3.16.   The Activities and Events Officer is responsible for helping the School to manage risks posed by Educational Visits.

3.17.   The Activities and Events Officer will:

3.17.1. support the Director of Studies and the Principal with approval and other decisions;

3.17.2. undertake an initial review of applications for approval for an education visit and discuss with Group Leaders where appropriate;

3.17.3. work with the Group Leader to provide full details of the Educational Visit beforehand to Parents for those Educational Visits requiring Parental consent so that Parents can consent or refuse consent on a fully informed basis and to obtain the consent or refusal of Parents accordingly;

3.17.4. keep records of Educational Visits, including reports of accidents and ‘near accidents’;

3.17.5. review systems and, on occasion, monitor practice.

3.18.   Group Leader: is the teacher or other member of staff responsible for the planning, undertaking and supervision of Educational Visits delegated to him/her by the Director of Studies and for obtaining specialist advice from the Activities and Events Officer or other where appropriate to enable Educational Visits to be undertaken safely.

3.19.   The Group Leader will make arrangements for another appropriately qualified person to join the party and take over his/her responsibilities in the event of the incapacity of or injury to the Group Leader.

3.20.   The Group Leader has:

3.20.1.   responsibility for the planning of the Educational Visit including the preparation of proper risk assessment(s);

3.20.2.   responsibility for the supervision and conduct of the Educational Visit;

3.20.3.   responsibility for the health and safety of the group;

3.20.4.   responsibility for the behaviour and discipline of students during the Educational Visit.

3.21.   The Group Leader will:

3.21.1.   follow legislation, regulations, guidance and the School’s policies;

3.21.2.   be appropriately qualified and will produce first-hand evidence of such qualification e.g. original certificates;

3.21.3.   undertake and complete the planning of and preparation for the Educational Visit including transportation requirements and the briefing of group members and Parents, where appropriate;

3.21.4.   carry out an initial Educational Visit proposal (see Form 1 for guidance);

3.21.5.   undertake and complete comprehensive risk assessment(s) for the Educational Visit and with a Plan B in case the primary activity is undeliverable (see Form 2);

3.21.6.   submit the completed Forms 1 and 2, to the Activities and Events Officer, who will seek approval from the Director of studies;

3.21.7.   provide adequate information to Activities and Events Officer regarding the Educational Visit in order to obtain informed Parental consent, who will obtain such consent where appropriate;

3.21.8.   prepare students, teachers, Supervisors and volunteers in advance of the Educational Visit;

3.21.9.   check that all adults who will attend the Educational Visit have been adequately vetted, DBS checked and assessed in accordance with the School’s policy on Child Protection and Safeguarding;

3.21.10. obtain relevant medical information for students wishing to attend the Educational Visit;

3.21.11.  ensure that there is sufficient first aid provision for each Educational Visit from appropriately qualified personnel, have a good working knowledge of first aid and be aware of and adhere to the School’s Policies on First Aid and Administration of Medicine and obtain relevant medical information for students planning to attend the Educational Visit (see 13. First Aid below);

3.21.12.  appraise students’ special educational or medical needs which may be relevant to the Educational Visit and liaise with other Employees, teachers, Supervisors, where appropriate, in respect of student’s special educational or medical needs;

3.21.13. obtain and carry emergency telephone numbers and details of emergency points of contact and communicate with the Director of Studies and/or directly with Parents during the Educational Visit, where appropriate;

3.21.14.  ensure that there is a plan for emergencies and ensure that everyone on the Educational Visit is aware of the arrangements in the event of an emergency;

3.21.15. take immediate steps to terminate the Educational Visit if the risk to the health or safety of the students or anyone else on the Educational Visit is at risk;

3.21.16.  be aware of the School Policy on promoting good Student Behaviour and make accompanying adults, the students and their Parents aware of the standards of behaviour expected during the visit and the consequences of breaching those standards;

3.21.17. involve students in trip planning, risk assessment and evaluation of Educational Visits where appropriate;

3.21.18. ensure that adequate insurance is in place and that any insurance conditions are complied with;

3.21.19.  review regularly undertaken visits/activities with the Activities and Events Officer and advise where adjustments may be necessary.

3.22. The Group Leader has the full authority of the Activities and Events Officer, though the Director of Studies and has the right to return any student home if, after consideration of all relevant matters, s/he is of the opinion that such action is warranted. Extra costs arising out of any such event will be payable by the Parent.

3.23.   Teachers: act as Employees of the School, whether the Educational Visit takes place within normal working hours or outside those hours, by agreement with the Director of Studies.

3.24.   Teachers will do their best to ensure the health and safety of everyone in the group and act as any reasonably prudent Parent would do in the same circumstances.

They will:

3.24.1.   follow the instructions of the Group Leader and help with control, behaviour and discipline;

3.24.2.   do their best to ensure the health and safety of everyone on the Educational Visit and should speak to the Group Leader or teachers if concerned about the health or safety of anyone attending the Educational Visit;

3.24.3.   consult with the Group Leader and, where appropriate, take immediate steps to terminate the Educational Visit if there is an unacceptable risk to the health and safety of students or anyone else attending the Educational Visit;

3.24.4.   be aware of potential conflicts of interest if their own children are members of the group and discuss this beforehand with the Group Leader.

3.25.   Students. The Group Leader will make it clear to students that they must:

3.25.1.   not put themselves or others at risk;

3.25.2.   follow the instructions of the Group Leader, Supervisors, teachers and adult volunteers during the Educational Visit;

3.25.3.   dress and behave sensibly and responsibly, using safety equipment as instructed;

3.25.4. Students (and Parents) must be told to bring clothing that is appropriate to all anticipated temperature and weather conditions. Specialist equipment must be identified separately from clothing;

3.25.5.   if abroad, be sensitive to local codes and customs;

3.25.6.   look out for anything that might hurt or threaten themselves or anyone in the group and tell the Group Leader, teacher or Supervisor about it.

3.26.   Any students whose behaviour may be considered to be a danger to themselves or to the group may be prevented from going on the Educational Visit.

3.27.   Reasonable adjustments will be made for children with disabilities, medical or special educational needs.

3.28. For residential trips, students will have briefings to inform them of the details of the trip.

3.29.   Parents. The Group Leader will ensure that Parents are given sufficient information in writing to provide informed consent and are invited to any briefing sessions, where appropriate.

3.30.   The Activities and Events Officer will also tell Parents how they can help prepare their child for the Educational Visit by, for example:

3.30.1.   reinforcing the standard of behaviour and conduct expected of their child on the Educational Visit;

3.30.2.   understanding the clothing and footwear that will be required and ensuring that these are provided.

3.31.   Parents will contribute to the success of the Educational Visit by:

3.31.1.   understanding and reinforcing the objectives and educational aims of the Educational Visit;

3.31.2.   providing clear information on their child’s health and/or any special needs, including the need for medical attention or medication;

3.31.3.   ensuring that they provide up to date contact details or other appropriate contact details in the event that they will be unavailable;

3.31.4.   giving clear information where relevant on their child’s ability or inability to swim.

4. Parental consent and administration

4.1.    Where appropriate, an additional written Educational Visits Parental approval form should be sought for residential Educational Visits.

4.1.1 For Year 11 trips, Parents/guardians will also be informed (by email) by the Middle School Support Officer

4.2.    In particular, written consent should be obtained in respect of:

4.2.1.     transport and travel arrangements;

4.2.2.     off-site activities that will extend beyond the normal start and finish of the School day;

4.2.3.     overnight and residential stays;

4.2.4.     activities during School holiday period or during weekends;

4.2.5.     visits outside the UK;

4.2.6.     Hazardous Activities, swimming and other water activities and activities at water margins;

4.2.7.     activities for which risk assessment has shown a high risk;

4.2.8.     all activities involving remote supervision;

4.2.9.     all activities where supervision will be exercised by an External Provider;

4.2.10.   emergency and other medical treatment which may become necessary for the safety and wellbeing of the student.

4.3.    A copy of the consent form must be lodged at the School Office by the Group Leader.

4.4.    If consent is refused by one or both Parents the student shall not take part in the Educational Visit.

5. Risk Assessment

5.1.    The Group Leader should make a written assessment of the risks that are likely to arise on the Educational Visit. The risk assessment should cover but is not restricted to the following factors:

5.1.1.     ratios of adults to students (1:15-20), supervision and vetting;

5.1.2.     gender, age, size, ability, competence and behaviour of the group;

5.1.3.     general and specific competences of the Group Leaders, teachers, Supervisors and External Providers;

5.1.4.     first aid requirements and knowledge of the Group Leaders, teachers, Supervisors and External Providers;

5.1.5.     special educational and medical needs (including allergies and phobias) and disabilities;

5.1.6.     duration and nature of the activity;

5.1.7. travel and transport arrangements;

5.1.8.     accommodation;

5.1.9.     security arrangements;

5.1.10.   quality and suitability of available equipment;

5.1.11.   environment and conditions in which the activity will take place;

5.1.12.  a Plan B in addition to the main activity;

5.1.13.   contingency plans and emergency procedures;

5.1.14.   plans for dealing with recalcitrant students.

5.2.    The nature of any potential harm should be identified and the Group Leader should devise a system for avoiding the risk of harm or minimising the risk if it cannot be avoided.

5.3.    If the risk is considered to be unacceptable by the Group Leader and/or Director of Studies and/or Principal the Educational Visit shall not go ahead.

5.4.    The Group Leader should continue to assess and reassess risks throughout the Educational Visit, taking account of changes, for example complaints or changes in weather conditions. If the risks become unacceptable the Educational Visit shall be terminated.

5.5.    The Group Leader must also risk assess a ‘Plan B’ in addition to the main activity, visit or itinerary.

5.6.    Any risk assessment must:

5.6.1.     identify the potential risks involved in an activity;

5.6.2.     decide who might be harmed;

5.6.3.     identify control measures which would reduce the risk;

5.6.4.     record the finding;

5.6.5.     review the risk assessment as appropriate.

5.7.    There are three different types of risk assessment:

5.7.1.     generic activity risk assessments: apply to the activity wherever and whenever it takes place.Generic risk assessment material and guidance can be downloaded from the Health and Safety Executive ( and the Council for Learning Outside the Classroom (

5.7.2.     visit or site specific risk assessments: which will differ from place to place and group to group. They will be undertaken for each venue and address the specific needs of each group.

5.7.3.     dynamic or ongoing risk assessments and reassessment: should be undertaken immediately prior to the Educational Visit and whilst it is taking place to take account of any relevant changes in circumstances or factors such as changes in the weather.

5.8.    Where relevant, risk assessments will include obtaining information on the need for vaccinations and/or inoculations and ensuring that these are carried out in good time before the Educational Visit takes place.

5.9.    Sample risk assessments and templates that guide planning can be found on Form 2 (below).

6. Supervision

6.1.    Supervision can be close or remote but must always be 24 hours a day.

6.2.    There shall be an adequate ratio of adults to supervise students during the Educational Visit. This ratio should derive from the risk assessment undertaken and the risk factors identified.

6.3.    Where appropriate there should be provision within the ratio for a different Supervisor or competent adult, in the event of an emergency or incident, to:

6.3.1.      deal with any emergency or incident;

6.3.2.      seek emergency and/or medical assistance;

6.3.3.      supervise the remainder of the party

6.4.    For local low risk visits in normal circumstances and subject to any special considerations the following ratios may be appropriate: Seniors, age 11-18, 1: 15-20

6.5.    For overnight stays, residential visits or visits outside of the UK, mixed gender groups should have at least one male and one female Supervisor. The following ratios may be appropriate: Seniors, age 11-18 1:10

6.6.    Unsupervised students: Where students are working unsupervised or under remote supervision, for example, on a Duke of Edinburgh Award expedition, the students must have the aptitude for, and be appropriately trained, briefed and experienced for the activity involved.

6.7.    There must be emergency backup available for students and students must have the means and ability to use it.

6.8.    Accounting for individual students: The Group Leader will ensure that each student who is not under visual supervision is accounted for. This means the Group Leader will know the identity, whereabouts and expected time and place of return of the student.

6.9. Parents will be informed of the itinerary of any ‘free time’ that students may be given on a residential trip and provide consent for this by signing the Educational Visits Parental approval form (below).

6.10.   Students over the age of 18 will generally be expected to behave in the same manner as younger students on the trip and they will be supervised similarly.

7. Child protection

7.1.    The School’s Child Protection and Safeguarding Policy and Procedures, including any procedures for vetting, DBS checking and assessing the suitability of staff and volunteers, will apply at all times during Educational Visits.

7.2.    If the host School or placing agency does not have appropriate measures in place for carrying out checks to ensure the health, safety and welfare of exchange of students, the Group Leader should seek further assurances and/or reconsider whether the Educational Visit should take place.

7.3.    The Group Leader will carry out the duties of the Designated Safeguarding Lead or will name an appropriate adult member of the group to do so.

7.4.    Any incident amounting to an allegation or suspicion of abuse which occurs whilst on the Educational Visit will be dealt with appropriately at the time and will be reported to the appropriate Designated Safeguarding Lead immediately on return.

8. Disability, medical and special educational needs

8.1.    The School will make every effort to ensure that Educational Visits cater for and are accessible to all, irrespective of disability, special educational or medical needs, ethnic origin, religion or gender.

8.2.    Where there are doubts over the inclusion of a student on the grounds of disability, special educational or medical needs, ethnic origin, religion or gender, there will be consultation between the School, the student and the Parent(s).

8.3.    If despite making reasonable adjustments there remains a significant, unmanageable and unacceptable risk to the health and safety of student(s) or anyone else on the Educational Visit, it may be reasonable to exclude a student from the Educational Visit on those grounds.

8.4.    A record should be maintained by the School of the reasons for the exclusion of that student from the Educational Visit.

9. Charging

9.1.    The School reserves the right to charge for Educational Visits, transport, accommodation, equipment and other related costs, such details will be provided to Parents prior to the Educational Visit.

9.2.    If payment is not received in advance or as required or School fees are outstanding, the School reserves the right to exclude students from the Educational Visit.

9.3.    Parents will also be informed of the arrangements for sending a student home early. Parents will normally be required to meet the costs of such arrangements. The School will not be obliged to refund the cost of the remainder of the Educational Visit.

10. Hazardous Activities and External Providers

10.1.   Where the main activity of the Educational Visit is a Hazardous Activity or any activity which is facilitated by an External Provider, the Group Leader will have regard to the appropriate up to date guidance.

10.2.   Anyone who leads a Hazardous Activity will have attained an adequate standard of competence and experience in the activities undertaken.  Where possible this will be verified by reference to accepted standards of competence such as national governing bodies. The level of qualification required should be matched to the relevant hazards and risks associated with that activity and specific advice can be obtained from the relevant federations or associations and from the Health and Safety Executive.

10.3.   The Group Leader should check if External Providers are required to have a licence to provide the activities and, if so, that they hold a current licence at the Health and Safety Executive.

10.4.   If an External Provider is used, the Group Leader should ensure that they are competent and should endeavour to use Quality Badge Scheme member or other accredited providers, wherever possible. More details relating to the Quality Badge Scheme.

10.5.   If the Group Leader is not leading the activity, s/he should agree with the External Provider their respective roles and in particular who is going to be responsible for students during the activity and for what period of time.

10.6.   Prior to commencement of any Hazardous Activity, whether licensable or not, the Group Leader should be fully satisfied with arrangements for health and safety.

10.7.   In the event that s/he is not satisfied s/he will consider whether it is appropriate to abort the activity altogether or whether it is safe and/or appropriate to undertake Plan B.

11. Transport

11.1.   The Group Leader, as part of the planning and risk assessment of an Educational Visit shall consider the transport requirements, including contingency planning for cancellation, delay or breakdown of the transport arrangements.

11.2.   The Group Leader will ensure that the mode of transport is appropriate for the Educational Visit.

11.3.   The Group Leader should ensure that journeys are properly planned with adequate rest stops and that second driver is provided, if appropriate.

11.4.   The Group Leader should ensure that the driver of the vehicle has the appropriate licences, insurances and is competent to drive the vehicle concerned.

11.5.   Those authorised to drive any students in the party will be from a reputable firm who have appropriately licensed drivers.

12. Insurance

12.1.   There shall be appropriate insurance cover in place for each Educational Visit which should include, but is not restricted to, employer’s liability insurance, public liability insurance and personal accident insurance.

12.2.   The Group Leader should consider whether the whole of the Educational Visit is covered by the School’s existing insurances.  If not, the Group Leader should consider whether separate travel insurance is recommended for the Educational Visit and, if so, arrange such insurance.

12.3.   Parents should be informed of the insurance arrangements made by the School in clear terms. They should be told which insurances are arranged by the School and which are arranged and payable by Parents – and also of any insurances that have not been verified, for example, host Parents abroad.

12.4.   Parents should be told that if they require cover for specific events (for example repatriation to somewhere other than the United Kingdom) they must make their own arrangements.

12.5.   Parents should be informed that the School cannot accept liability for the failure of insurance for reasons beyond the control of the School or where the School has made reasonable enquiries and exercised reasonable care.

13. First Aid

13.1.   The Group Leader will have regard to the School’s First Aid Policy and ensure that there is adequate first aid provision on each Educational Visit.

13.2.   The minimum requirements for Educational Visits are:

13.2.1.    a suitably stocked first aid container;

13.2.2.    at least one appointed person to take charge of first aid arrangements;

13.2.3.    an adequate risk assessment dealing with first aid requirements and in particular, considering the following factors;     the nature and complexity of the activity;     the number of students and other members of the group;     the risk and type of possible injury and how effective first aid would be in those circumstances;     availability of ambulance services and other medical assistance and proximity to hospitals.

13.3.    Further guidance can be found in First Aid at Work, The Health and Safety (First-Aid Regulations) 1981 Approved Code of Practice and Guidance.

14. Accidents and emergencies

14.1.    All members of the Educational Visit should be aware of the action that they should take in the event of an emergency, particularly where there is a risk of death, personal injury, damage to property or involvement with the police.

14.2.    In the event of an emergency all members of the group should:

14.2.1.     assess the nature and extent of the emergency;

14.2.2.     take immediate action to safeguard themselves and other members of the group;

14.2.3.     remain calm.

14.3.    The Group Leader or Supervisor (in the event that the Group Leader is unable to carry out this role) should:

14.3.1.     summon emergency assistance and/or medical assistance and/or inform the police, if appropriate;

14.3.2.     if there are casualties ensure that they are accompanied and that the remainder of the group is adequately supervised;

14.3.3.     seek assistance from the First Emergency Contact and Activities and Events Officer where appropriate;

14.3.4.    follow the reporting procedures below.

15. Reporting procedures following an incident

15.1.    The Group Leader should ensure that the incident is properly recorded and that the Director of Studies is contacted as soon as reasonably practicable.

15.1.1      The Director of Studies will then inform the Parent/guardian of the nature of the incident.

15.2.    Students: Any incident or death where a student is taken from the accident site to hospital should be reported to the Health and Safety Executive and must be recorded.

15.3.    Employees: Any serious injury or disease or death of any Employee or accident which prevents the injured person for doing their normal work for three days should be reported to the Health and Safety Executive and must be recorded. Dangerous occurrences, sometimes known as near misses or near accidents may also need to be reported.

15.4.   An initial report should be made to the HSE’s Incident Contact Centre on 0345 300 9923 as soon as possible.

15.5.   Under no circumstances should anyone make a statement to the press or any admission of liability for any occurrence other than on legal advice.

15.6.   Any statements to the police, HM Revenue and Customs or other officials should only be made in the presence of a lawyer and on his/her advice.

15.7.   Where a claim might be brought following theft or other loss, the local police must be informed.

15.8.   The Group Leader should note down the name, address and reference of the official and the time and date the report is made and written confirmation should be obtained from the official if practicable.

Authorised by The Principal
Date September 2023
Effective date of the policy September 2023
Circulation Teaching staff / all staff / parents / students on request
Review date September 2026


Appendix 1    Further guidance for Group Leaders

Reminder of Group Leader’s responsibilities:

  • risk-benefit analysis in relation to a proposed Educational Visit (see Form 1);
  • all preparations and risk assessments, with a view to ensuring safety and welfare of students;
  • maintaining discipline and good order at all times;
  • delegation to responsible adults when groups are split;
  • ensuring that the good name of the College is upheld.

Ensuring good conduct

Note that the Group Leader has the full authority of the Principal and has the right to return any student home if they are of the opinion that such action is warranted.

Group Leader’s minimum checklist

  1. documents covering booking, travel arrangements and accommodation; receipts for payments
  2. full insurance details and documents
  3. a card or means to access emergency funds
  4. consent forms, inc. medical consent which may need to be produced at a hospital
  5. full itinerary, with checks, roll-calls, H&S, fire instructions, emergency procedures
  6. a full list of the party members
  7. list of students with medical or SEND
  8. name, address, telephone of ‘primary contact’ for each student
  9. details of emergency contacts at College and elsewhere
  10. one or more College mobile telephones with charger
  11. students’ info sheet – where we’re going, Group Leader’s contact number, kit list, pocket money
  12. passport documents (where appropriate)
  13. Fully stocked First Aid kit
  14. Copies of documentation for other staff as needed including Risk Assessments
  15. A copy of all relevant information should be retained by Activities and Events Officer
  16. Rules list for students to brief them prior to leaving and reminded of them when they arrive
  17. All staff must be fully briefed prior to the trip
  18. Fire exit the hostel/hostel

Supporting documents:

Ashbourne Event/Activity/Trip Approval – Form 1

Ashbourne Risk Assessment Itinerary template – Form 2

Ashbourne Event/Activity/Trip Parental Consent Form

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