School Excursions and Educational Visits
Supporting documentation regarding procedures and guidelines
to be adopted with regard to different aspects of educational
excursions and visits.
The following nine sections and 19 appendices deal with procedures and
guidelines with regard to different aspects of educational excursions and
visits. Heads of Establishment should be able to identify which section(s)/
appendice(s) apply to the specific educational excursion, visit or international
work experience. It is essential that the correct appendix form is used particularly
Appendix 3 - Insurance and, if an international visit, is forwarded timeously
to the International Education Office.
November 2011 Glasgow City Council
Education Services Wheatley House 25 Cochrane Street Merchant City GLASGOW G1 1HL
48
Management Circular No.
1. list of appendices
1a Form of Application for approval to arrange Educational Day Excursions and Visits (to be signed by Head of Establishment)
1b Form of Application arranging a Residential Excursion or a Visit Overseas for approval in principle for permission to start (to be signed by Head of Establishment)
2a Form of Application Visits and Trips Overseas for the approval of Residential Educational Visits and Trips Overseas (to be signed by Head of Establishment)
2b Pro-Forma 1 for Area Education Manager (for information only)
2c Pro-Forma 2 for International Education Office
2d Pro-Forma for Visits or Trips Overseas for the approval by Area Education Manager for Head of Establishment OnlY
3a Application for Insurance Cover Overseas travel OnlY
3b Information on Emergency Medical Assistance and insurance cover
3c Application for Insurance Cover for residential and overnight stays in the uniteD KingDOM OnlY
4a Parent/Carer/Young Person Consent Form: Day Excursions/Day Visits/Residential/Overseas Visits and Exchanges
4b Parent/Carer/Young Person Consent Form for Extra Curricular Organised Team Games 4c Parent/Carer/Young Person Consent Form for all Day Excursions/Day Visits/Residential/
Overseas Visits/Exchanges and Extra Curricular Organised Team Games (not for primary swimming programme)
4d Parent/Carer Consent Form: Early Years/Primary Regular and Ongoing Programme of Excursions/Visits in glasgow OnlY
4e Primary swimming programme OnlY:Parent/Carer Consent Form
4f Parent/Carer/Young Person Consent Form: Participation in water based activities at Blairvadach Outdoor education Centre OnlY
5 Planning the Excursion/Visit: Stages 6 Checklists
7 Other relevant Management Circulars
8 Additional considerations for children and young people who have additional support needs, Administration of Medicines Form and Record of Drug Administration Form
9 Developing the concept of a contract and Code of Conduct for Children and Young People Form
10a Checklist for Swimming or Activities where being able to swim is essential
10b Extract from Management Circular No. 33 - Safety In Educational Outdoor Activities regarding activities involving use of natural water and bathing in natural water
11 Blank Emergency Contact Information Form 12 Risk Assessment documentation and blank forms
13 Checklist for Emergency Procedures Framework and Emergency Card
14 Legal Definition of a Child
15 General Information: The Recruitment and Selection and Vetting and Supervision of Adults working with Children and Young People
16 Strathclyde Passenger Transport approved Contractors List. Please note that this list is not contained in MC48 but can be viewed by the hyperlink:
http://connect.glasgow.gov.uk/yourservice/educationservices/sections_teams/
assetmanagement/children_youngsupp
17a Private Cars Declaration Form for Members of Staff who carry Children/Young People in their cars
17b Minibus Driver Declaration Form for Educational Establishment Members of Staff 18a International Work Experience - Part 1 - Insurance Details
International Work Experience - Part 2 - Heads of Establishment Checklist 18b International Work Experience for Leader/Teacher organising the visit or journey 18c Checklist for Planning a visit or journey/Planning of International Work Experience 18d International Work Experience - Employer’s Reply Form
2. responsibilities for excursions/Visits 2.1 Legal Framework
Under the Health and Safety at Work etc. Act 1974 employers are responsible for the effective management of the health, safety and welfare at work of their employees. Employers are also under a duty to ensure, so far as is reasonably practicable, the health and safety of anyone else on the premises or anyone who may be affected by their activities. This includes participants in off-site visits.
The Management of Health and Safety at Work Regulations 1999, made under the 1974 Act, require employers to:
• assess the risks of activities, See risk assessment in Section 4 and Appendix 12;
• introduce measures to eliminate or control those risks; • record these measures;
• tell their employees about these measures.
Also under the Health and Safety legislation employees must:
• take reasonable care of their own and others’ health and safety; • co-operate with their employers over safety matters;
• carry out activities in accordance with training and instructions; • inform the employer of any significant risks.
These duties apply to all educational excursions/visits when children and young people are under the care of a teacher. In addition to the statutory duty under health and safety legislation the authority has a common law duty to take “reasonable care” of children and young people under their control. If this is not discharged to the satisfaction of a child or young person or parent/carer then it can form the basis of a claim for negligence against the authority. Any such claim would seek to establish that the authority had not discharged its pre-existing duty of care to a particular child or young person. Where the member of staff (employee) adheres to the policy and procedure of the employer they avoid personal liability and the risk of any disciplinary action being taken by their employer.
2.2 Mandatory Approval
There are strict written procedures for arranging visits/excursions that Heads of Establishment/ teachers/group leaders must follow. These are detailed in the following sections and appendices. The Head of Establishment can give permission for travel (including overseas) for all members of staff. Should the Head of Establishment wish to travel overseas then permission must be given by the appropriate Area Education Manager prior to any travel arrangements being made. (See Appendix 2d).
All educational visits, excursions and off-campus activities taking place under the auspices of the
educational establishment, at any time during the calendar year, must be officially approved by the
Head of Establishment. Please ensure that the correct forms are used when completing the documentation for example: appendix 3a MuSt be completed for all overseas travel for all staff, adults and children and young people. this MuSt be forwarded to the international education Office. appendix 3c insurance Cover has only to be completed for reSiDential anD OVernigHt StaYS in uniteD KingDOM OnlY. this MuSt be forwarded direct to the insurance Section. there are six parent/carer consent forms in appendix 4 for different activities.
2.3 Local Authority
Glasgow City Council, Education Services is committed to:
• providing written guidelines for Heads of Establishment/teachers/leaders including advice on
risk assessment (relevant Management Circulars, Health and Safety documents and Master
Safety files);
• providing access to technical advice where necessary;
• assessing proposals for certain categories of excursion (see Section 7);
• having emergency procedures in place for dealing with major incidents/emergencies (see Section 5); • ensuring training needs have been addressed (contact appropriate member of EdIS staff); • providing access to named staff for advice (contact relevant officer);
• having appropriate insurance cover in place (see Appendix 3);
• having in place procedures to monitor and review safety during off-site excursions and activities
(see Section 4).
2.4 Responsibilities of those involved with excursions/visits
i. The group leader should have overall responsibility for the supervision and conduct of the excursion and should have regard to the health and safety of the group. The group leader should have been appointed or approved by the Head of Establishment.
The group leader should make it clear to participants that they must:
• not take unnecessary risks;
• follow the instructions of the leader and other supervisors including those at the venue
of the excursion;
• dress and behave sensibly, responsibly and appropriately to the visit/activity.
The group leader must:
• obtain the Head of Establishment’s prior agreement before any off-site excursion takes place; • follow all Glasgow City Council’s regulations, guidelines and policies;
• appoint a depute where appropriate;
• clearly define each group supervisor’s role and ensure all tasks have been assigned; • be able to control and lead participants of the relevant age range;
• ensure if outdoor activities are taking place that suitably competent and qualified staff are
available. The group leader must be familiar with the location/centre where the activities will take place;
• be aware of child or young person protection issues; • ensure that adequate first aid provision will be available;
• undertake and complete the planning and preparation of the excursion including the briefing of group members and parents/carers;
• ensure a comprehensive risk assessment is in place (see Appendix 12);
• review regularly undertaken excursions/activities and advise the Head of Establishment
where adjustments may be necessary;
• have the address and phone number of the visit/excursion venue(s) and have a contact
name(s);
• ensure a home base contact has been nominated (this may be the Head of Establishment)
• have a copy of the agreed emergency procedures and know how to activate them (all
leaders and home base contacts should be given copies);
• have the names of all the leaders and participants travelling in the group, the contact
details of parents’/carers’ and leaders’ next of kin (all leaders and home base contacts should have this);
• ensure there is a contingency plan for any delays including a late return home;
• ensure that all supervisors are fully aware of what the proposed visit involves and that all
adult leaders have been vetted through Disclosure Scotland. An satisfactory Enhanced Disclosure check is required;
• have enough information on the participants proposed for the excursions to assess their suitability or be satisfied that their suitability has been assessed and confirmed;
• ensure the ratio of supervisors to participants is in line with Education Services policy.
a ratio of at least one adult to 10 children and young people would be an appropriate norm. this ratio must not be increased e.g. one to 11 is not acceptable. it can be decreased one to eight. in the case of a mixed group, leaders of both gender must be the norm. The gender of single sex groups requires to be considered. It is inappropriate for an all male leadership team to accompany an all female group or an all female leadership team to accompany an all male group. Discussion should take place with the leader/principal/teacher of a residential visit regarding supervision of children and young people in the evening and overnight. It is the educational establishment’s responsibility to ensure the ratio of adults to children and young people including gender ratio is maintained. If the group or a group member has an assessed disability/disabilities then the ratio must be altered accordingly. Ratios should also be based on the risk assessment for the visit/activity and not purely an adult to child/young person calculation. Ratios for children and young people who have additional support needs will also require to be assessed and agreed e.g. in some cases certain children and young people will require two adults for each child or young person;
• ensure that no female teacher/leader sleeps in the same room as male children/young
people and no male teacher/leader sleeps in the same room as female children/young people. If the child or young person has additional supports needs that require overnight attendance then discussion must take place with Area Education Manager for residential
trips in the United Kingdom and Quality Improvement Officer: International Education for
overseas visits. It is acceptable that a teacher/leader of the same sex sleeps in the same room as children/young people if it is deemed appropriate. There is also the option that the parent/carer of the child or young person who requires overnight attendance could accompany the group as a leader. This is acceptable. The normal Enhanced Disclosure check must be made;
• ensure that the Head of Establishment has approved the excursion, if appropriate; • confirms that appropriate consent forms have been signed by both parents/carers and children
and young people. nOte: Young people of 12 years of age or over must consent to medical treatment while those of 16 years of age or over require to consent for all activities. glaSgOW CitY COunCil HaS agreeD tHat altHOugH at age 12 YOung
PeOPle Can COnSent On tHeir OWn MeritS tO MeDiCal treatMent anD at age 16 tO PartiCiPate in aCtiVitieS tHe Parent/Carer MuSt alSO Sign tHe releVant Parent/Carer COnSent FOrM. The only time this is not required is when a young person of 16 years of age or over is no longer living at home;
• ensure that arrangements have been made for the medical and additional support needs
of all participants;
• ensure that contact is made with the Council’s Insurance Section at least 12 weeks
prior to departure to discuss insurance requirements for any young person who has a pre-existing medical condition/disability/additional support needs in order that appropriate
insurance cover can be obtained when travelling overseas. The Insurance Section will require full details of the medical condition/disability. There may be a requirement for a
medical certificate from the child’s or young person’s doctor confirming he/she is fit to
travel and participate in the international event.
The phone number for the Insurance Section is 0141 287 7311;
• ensure that the local authority policy on the administration of medicines has been followed
(see MSF 24);
• ensure that the educational establishment receives “best value” then three quotes should be obtained for any visit/trip overseas. They should be kept as evidence of “best value” obtained;
• ensure that adequate first aid provision will be available; • ensure that the mode of travel is appropriate;
• ensure that travel times out and back are known including pick-up and drop-off points; • ensure that there is adequate and relevant insurance cover (see Appendix 3);
• ensure that if travelling to a country within the European Union each person holds an
individual European Health Insurance Card (EHIC). See web-site www.nhs.uk/ehic/pages/ about.aspx;
• ensure that each individual person has an appropriate passport and if required travel
visas/documentation;
• ensure all documentation is completed timeously and that it is retained for one calendar year from date of visit. Financial records must be retained for five years;
• ensure that the blank evaluation report (see Appendix 12) is completed and forwarded
to the Area Education Manager within 14 days of returning. If it is an international visit/
activity a copy must also be forwarded to the International Education Office.
ii. Heads of Establishment
Heads of Establishment should ensure that excursions comply with all of the regulations/ policies and guidelines provided by Glasgow City Council including health and safety policies. Heads of Establishment should ensure that the group leader is competent to manage and monitor the risks throughout the visit.
Heads of Establishment should be clear about their role if taking part in the visit as a group member/supervisor. They should follow the instructions of the group leader who will have sole charge of the visit.
Heads of Establishment should ensure that:
• the excursion has suitable educational aims and effective ways of achieving them and
that all children and young people have equal access to the activity/visit offered;
• the educational establishment receives “best value” then three quotes should be obtained for any visit/trip overseas. They should be kept as evidence of “best value” obtained;
• ensure that contact is made with the Council’s Insurance Section at least 12 weeks prior
to departure to discuss insurance requirements for any child or young person who has a pre-existing medical condition/disability/additional support needs in order that appropriate insurance cover can be obtained when travelling overseas. The Insurance Section will require full details of the medical condition/disability. There may be a requirement for a
medical certificate from the child’s or young person’s doctor confirming he/she is fit to
travel and participate in the international event.
The phone number for the Insurance Section is 0141 287 7311;
• adequate child or young person protection procedures are in place; • all necessary actions have been completed before the excursion begins; • a formal written application from the group leader is received (see Appendix 1);
• a written risk assessment has been completed and appropriate safety measures are in
place;
• training needs have been assessed by a competent person and the needs of the staff
and participants have been considered;
• the group leader has experience in supervising the age groups going on the excursion
and will organise the group effectively;
• the group leader or another person is suitably competent/qualified to instruct the activities
and has suitable knowledge of the location/centre where the activities will take place;
• group leaders are allowed sufficient time to organise excursions properly;
• non-teacher supervisors on the excursion are appropriate people to supervise children
and young people;
• all adult volunteers/teachers have completed a satisfactory Disclosure Scotland (Enhanced
Disclosure) check;
• any instruction provided by a third party is undertaken by a suitably competent person; • all necessary documentation/travel documents/health documents are completed.
nOte: Young people of 12 years of age or over must consent to medical treatment while those of 16 years of age or over require to consent for all activities.
glaSgOW CitY COunCil HaS agreeD tHat altHOugH at age 12 YOung PeOPle Can COnSent On tHeir OWn MeritS tO MeDiCal treatMent anD at age 16 tO PartiCiPate in aCtiVitieS tHe Parent/Carer MuSt alSO Sign tHe releVant Parent/Carer COnSent FOrM;
The only time this is not required is when a young person of 16 years of age or over is no longer living at home.
It is the responsibility of the Head of Establishment to draw the rules, policies and guidelines contained in this Management Circular to the attention of staff planning and organising education excursions and visits to ensure that the instructions are complied with and the implications of the instructions are fully understood.
nOte: The following sections of this Management Circular provides additional guidance for group leaders and Heads of Establishment.
iii. Adult volunteers
Adult volunteers on the excursion should be clear about their roles and responsibilities during the excursion/visit. Adult volunteers acting as supervisors must:
• do their best to ensure the health and safety of everyone in the group;
• not be left in sole charge of participants except where it has been previously agreed as
part of the risk assessment;
• follow the instructions of the group leader/supervisors and help with control and discipline; • speak to the group leader/supervisors if concerned about the health or safety of participants
at any time during the excursion;
iv. Participants
The group leader should make it clear to participants that they must:
• not take unnecessary risks;
• follow the instructions of the leader/supervisors including those at the venue of the excursion;
• dress and behave sensibly, responsibly and appropriately to the visit/activity; • if abroad be sensitive to local codes and customs;
• look out for anything that might hurt or threaten themselves or anyone in the group and
tell the group leader/supervisor about it;
• ensure that any participants whose behaviour may be considered to be inappropriate or
a danger to themselves or the group is aware that they will be stopped from going on the excursion;
• agree to the terms or code of conduct that they have been involved in establishing (see
Appendix 9);
• if 12 years of age or over countersign the agreement with their parent/carer with regard
to medical consent for treatment (see Appendix 4);
• if 16 years of age or over countersign the agreement with their parent/carer with regard
to participating in any activity (see Appendix 4). The only time when this is not required is when the young person over 16 has legally left home.
v. Parents/Carers
Parents/Carers should always receive written information concerning activities that take place off the school premises or where the parent/carer would regard the activity as being unusual or a departure from the normal daily routine of the school.
There is a need to establish who is the parent/carer in law. Staff should be aware that an unmarried father can have educational rights in relation to matters of the child’s or young person’s schooling but he has no parental rights in relation to the child’s or young person’s welfare. It is therefore the person with parental/carer rights on the child’s or young person’s welfare etc. who should “consent” as per the Parent/Carer Consent Form.
The written information presented to parents/carers must be a full and fair description of the venture to enable the parents/carers to make an informed, realistic appraisal before arriving at a decision. The following information should be given to parents/carers:
• dates of the excursion; • the excursion’s objectives;
• times of departure and return - parents/carers must have agreed to meet their child on
return;
• the location where the participants will be collected and returned; • mode(s) and duration of travel including the name of travel company;
• the size of the group and the level of supervision including any times when remote supervision
may take place and/or children and young people will not be directly supervised;
• details of accommodation with security and supervisory arrangements on site; • details of who to contact at the venue in a case of emergency;
• details of provision for additional support or medical needs; • procedures for participants who become ill;
• details of the activities planned and how any risks identified through assessment will be
managed;
• standards of behaviour expected in respect of, alcohol, sexual behaviour, smoking and
general group discipline including prohibited items. This information should take the form of a code of conduct which parents/carers should sign (see Appendix 9 for example of code of conduct);
• what participants should not take on the visit or bring back;
• written details of insurance taken out for the group as a whole in respect of luggage,
accident, cancellation, medical cover, any exceptions in the policy and whether parents/ carers need to arrange additional cover (see Appendix 3 for details of insurance cover, parents/carers should be given a copy);
• clothing and equipment to be taken;
• money to be taken and arrangements for safekeeping and issue of pocket money if
appropriate (primary school children);
• the information to be given by parents/carers and what they will be asked to consent to.
Parents/Carers should be informed that if their child is 12 years of age or older the young person must countersign the agreement with their parent/carer with regard to medical consent for treatment and if 16 years of age or over the young person must countersign the agreement with their parent/carer with regard to participating in any activity (see Appendix 4). The only time when this is not required is when the young person over 16 has legally left home;
• on exchange visits, the details of the host families (if applicable). Management Circular No.
78 covers Home-Stays. Home-Stays are not appropriate for primary aged children;
• the establishment’s policy on the use of phones, both mobile and land-line during excursions
including emergency contact arrangements;
• details on the cost of the visit and ways in which to pay over a period of time (if applicable). Parents/Carers should be invited to regular briefing meetings with regard to the excursion/
visit (especially if the visit is for a residential stay in the United Kingdom and Overseas). Parents/Carers must always receive written information and individual/written parent/carer/ young person consent for each young person. This must be obtained for all activities, day excursions, day visits, overseas travel, residential away from home, and activities off the school premises which are not directly supervised, e.g. The Duke of Edinburgh’s Award expedition (see Appendix 4).
Medical consent to treatment must also be obtained in writing from young people aged 12 or over. If parents/carers withhold consent the participant must not be taken on the excursion but the curricular aims of the visit should be delivered to the participant in some other way wherever possible. If the parents/carers give a conditional consent the Head of Establishment will need to consider whether the participant may be taken on the visit or not. Appendix 4c or 4e must be completed if swimming activities or activities where being able to swim is essential is included as an activity. If the young person is 16 years of age or over the young person must countersign the agreement with their parent/carer with regard to participating in any activity (see Appendix 4). The only exception would be where a young person over 16 years has left home and as a result has the full legal capacity and responsibility of an adult notwithstanding being, in law, still a minor. They must consent to adhere to all policies/guidelines of Glasgow City
It is recognised that within the early years, primary and additional support needs sector many establishments will have a regular and ongoing programme of visits/excursions throughout the school session which include those within the local area as well as those within Glasgow. These can be considered “local excursions”. Where forward planning envisages such an ongoing programme of visits/excursions it is appropriate to obtain previous consent for the programme as opposed to individual events. Appendix 4d should be completed for this purpose. it is recognised that on issuing the form the specific activity, places and times may not be available. if not previously indicated with the initial appendix 4d Form parents/ carers MuSt Be aDViSeD of the activities to be undertaken, dates, times and places, at least two weeks prior to the visit/excursion.
Parents/Carers have a duty to inform the Head of Establishment/class teacher if any of the medical details outlined on the original form have changed. They also require to inform the
school if they do not wish their child to participate in any specific activity. Parents/Carers must
also inform the school if the child or young person has been in contact with any contagious or infectious diseases or suffered from anything in the four-week period prior to any visit/ excursion that may be, or may become, contagious or infectious.
If the regular activity includes swimming, or an activity where being able to swim is essential, then Appendix 4c MuSt alSO be completed or Appendix 4e for Primary Swimming Programme Consent Form. If the excursion is to Blairvadach Outdoor Education Centre then Appendix 4f must also be completed if children and young people are participating in water based activities. Where visits/excursions are organised and take place outwith Glasgow City Council then these should be treated as individual visits/excursions and appropriate action/forms must be completed.
2.5 Medical Consent
This should form part of the parent/carer consent form. Parents/Carers are asked to agree to the participant receiving emergency medical and dental treatment, including anaesthetic or blood transfusion, as considered necessary by the medical authorities. If parents/carers do not agree to this Heads of Establishment should withdraw the child or young person from the excursion. Curriculum aims of the visit should be delivered to the participant in some other way wherever possible.
Under Section 57 of the Standards in Scotland’s School etc. Act 2000, a young person of 12 years and older has the legal right to consent on their merits to medical treatment. a young person of 12 years and over must also sign the Parent/Carer Consent Form(s) contained in appendix 4. Doctors can be expected to carry out necessary emergency treatment without parent/carer consent but it is possible that a surgeon in another country may be reluctant to operate on a participant unless assured that the group leader has parent/carer authorisation to agree to such treatment. It is recommended to include a translation of the medical consent, as signed by the parent/carer, in the relevant foreign language.
The need for the administration of medication to a child or young person must also be established with the parent/carer of the child or young person participating in the activity. The parent/carer may need to refer to the child’s or young person’s GP or other medical practitioner. The details of any necessary medication should then be provided by the parent/carer (see Appendix 8).
• The group leader should also tell parents/carers how they can help prepare their child for the
excursion by, for example, reinforcing the excursion’s code of conduct. Parents/Carers should also be asked to agree the arrangements for sending a participant home early where conduct/ behaviour is unacceptable and, if necessary, who will meet the cost;
• Special arrangements may be necessary for parents/carers whose first language is not English
or who have sensory impairments;
• Parents/Carers will require to:
i. complete all necessary documentation (Appendix 4) If the young person is 12 years of age and over they will also require to sign the consent section regarding medical treatment; ii. provide the group leader with emergency contact numbers;
iii. give the group leader information about their child’s emotional, psychological and physical health (including dentistry) which might be relevant to the visit (usually by means of the consent form). It is the duty of the parent/carer to ensure their child is medically and
dentally fit to participate in the excursion/visit.
Other Consent
Parent/Carer consent should be obtained specifically for the transporting of participants in a private
vehicle belonging to a teacher. All vehicles and drivers used for the transportation of participants should be appropriately insured. It will be the Head of Establishment’s responsibility to ensure
that the vehicle road tax, driver’s licence and MOT (if appropriate) certificate are current and in place. See Appendix 17a and 17b for confirmation details regarding drivers. Please refer also to
corporate transport arrangements policy document which can be viewed at connect.glasgow.gov.uk/ workingforus/health_safety/councilhealth_safetymanual/policyarrangements
Teachers who drive participants in their own car must ensure their passengers safety, that the vehicle is roadworthy and that they have appropriate licence and insurance cover for carrying the participants.
arrangements for children and young people to travel in a volunteer’s car e.g. other parent/ carer/adult should be seen as a private arrangement between the child’s and young person’s parents/carers and the volunteer driver. glasgow City Council should take no locus in this area.
The driver is responsible for making sure that participants have a seatbelt and use it at all times. Vehicles without seatbelts must not be used.
To comply with this policy arrangement Education Services will need to complete a service procedure (Master Safety File) which then will be issued. A new document Master Safety File, which will also have the corporate policy arrangement attached to the back, will be issued as soon as possible. A current corporate transport policy should be referred to in the meantime on Connect/ intranet at http://connect.glasgow.gov.uk/workingforus/health_safety/health_and_safety/ healthandsafetypolicyarrangements.htm An Education Services Master Safety File will be published in the future with additional information.
2.6 Contact with parents/carers during the visit
Heads of Establishment should ensure that parents/carers can contact their child via the home base contact and the group leader in the event of a home emergency and that they have a number to ring for information in the event of an incident during the visit or a late arrival home. Parents/Carers should therefore:
• know the destination details;
• be aware of the emergency contact arrangements at home (particularly important during
holiday periods when the school may be closed) and at all the venues the group will visit;
2.7 Participants’ contact with parents/carers
Group leaders should arrange for parents/carers to be told by the establishment of the group’s safe arrival. One way of doing this is by a “telephone tree” whereby one parent/carer contacts an agreed group of parents/carers who then contact a further group, or an e-mail message or update on the school’s web-site but participants may wish to speak to their parents/carers individually. Such arrangements should be agreed with parents/carers and participants before the visit takes place and should take account of the establishment’s policy on the use of phones, both mobile and land-line, during excursions. Parents/Carers concerned after a phone call should contact the home base contact.
there are specific checklists for all of the persons under 2.4 i. to v. detailed in appendix 6. 2.8 Child Protection
All adults who have the charge of children and young people have a responsibility to ensure that they are not harmed and are properly cared for. Children and young people with a problem will choose to speak to a person they trust irrespective of the role and status of that person. It is therefore essential that all Education Services staff and volunteers, or associated trip members, are familiar with the issue of child protection and have knowledge of Management Circular No. 57: Child Welfare and Safety.
2.9 The Recruitment, Selection, Vetting and Supervision of Adults working with Children and Young People.
Part V of the Police Act 1997 introduced a new system of disclosing criminal history information to individuals and organisations for employment or voluntary posts. This service is known as
‘Disclosure Scotland’ and is responsible for issuing three levels of certificates known as Basic
Disclosure, Standard Disclosure and Enhanced Disclosure. It is also important that standard procedures as advised by Disclosure Scotland are used to ensure consistent thresholds.
education Services insist that any adult who will have direct unsupervised access/contact with children and young people must have an enhanced Disclosure enquiry. no person can be allowed to work with any child or young person until a satisfactory check is received. The aim of the Disclosure Scotland service is to enhance public safety and to help employers and voluntary organisations in Scotland to make safer recruitment decisions. Adult leaders and volunteers must ensure that, if following a satisfactory Enhanced Disclosure check, they are charged and convicted of any offence that this must be reported to the Head of Establishment. The Head of Establishment will then require to discuss with the appropriate section in Education Services whether this new charge, offence, conviction negates the original satisfactory Enhanced Disclosure check. Appendix 15 provides general information on the recruitment, selection, vetting and supervision of adults working with children and young people.
All educational establishments will have from time to time parent/carer helpers or other volunteers who assist with school trips either in the United Kingdom or overseas. All schools must follow the Guidelines by Disclosure Scotland which came into effect on 2 April 2002. Human Resources section is responsible for administrating the appropriate checks.
The Head of Establishment must ensure that all members of the professional staff employed by Education Services participating in the visit/exchange have also received a satisfactory Disclosure Scotland (Enhanced Disclosure) check. Professional staff should be aware that it is incumbent on all members of staff to disclose any pending charges and/or subsequent convictions since the Disclosure Scotland check (or ‘SCRO’ check previous system) was made;
Abusers of children and young people tend to gravitate to situations where little vetting or checking takes place. It is impossible to know who could abuse children and young people. It is therefore important that all reasonable steps are taken to ensure unsuitable people are prevented from working with children and young people.
3. Planning excursions/Visits
3.1 All activities must have a clearly defined educational purpose related to the needs of the curriculum
and the personal or social development of the individual or group. This is essential whether the activity occurs during or outside normal school hours or during a vacation. The aims and objectives of any excursion/visit must always be clearly expressed to leaders, children and young people and parents/carers in order to ensure that an adequate level of rigour and discipline is maintained. Considerations must be made of children and young people who have additional support needs. The school must ensure that the aims and objectives developed for the activity are met by another means for children and young people who have additional support needs who cannot participate. 3.2 Care must be taken to ensure that the activities are closely related to the age, needs, experiences
and aptitude of the children and young people. For residential and overseas activities it is advisable for teachers to involve children and young people in the planning and preparation of excursions/ visits.
3.3 Where the young people taking part in the visit are aged 16 or over some greater degree of personal responsibility can be assumed. Heads of Establishment may wish to make minor amendments to the practice for trips which involve young people of this age group or above but the general rules and guidance given in this Management Circular should still apply. The relevant Appendices must still be completed with regard to consent to participate. Dependent on age parents/carers and young people must jointly sign the Parent/Carer/Young Person Consent Form(s).
3.4 Group passports MuSt nO lOnger be used. All travellers MuSt have an individual passport.
Any group travelling by air should be aware that all airlines now require photographic identification for domestic flights within the United Kingdom. First names and gender of travellers that correspond with photographic identification will be required. Staff should be aware that travel to some countries
in the world requires a visa for United Kingdom Passport holders. Staff should be aware some countries DO nOt allow a traveller in whose passport will expire within a few months. This must be checked prior to departure.
3.5 Staff should be aware that children and young people who are not nationals of any EU member state may need a visa to travel from the United Kingdom to another member state (this could include several visas if travelling through different countries). However in some cases they may receive visa exemption if they are members of a school group. Details are available from the British Council web-site
www.britishcouncil.org/scotland
Checks should also be made with the travel company/airline regarding visa exemption status as
difficulties have been experienced whereby children and young people have been refused travel
even although the other bodies have assured staff that children and young people with non EU passports can be put on the visa exemption form.
Leaders should be aware that children and young people, other than EU nationals, may require a separate passport and may need to use a separate passport control channel from the rest of the group.
Staff should also be aware that if the group includes children and young people whose national or immigration status, or entitlement to a British passport is in doubt, it is advisable to make early enquiries of the Home Office’s Border and Immigration Agency concerning immigration rules and the right of re-entry. No child or young person should be taken on an overseas excursion/visit without appropriate documentation (see
www.homeoffice.gov.uk), phone the Home Office UK Border Agency on 0870 606 7766.
The Home Office will also advise with regard to visa requirements outwith the United Kingdom.
3.6 If a child or young person is subject to a care order, foster parents/carers will need to ensure that Social Work Services consent to any proposed trip. If a child or young person is a Ward of Court, the leader should seek advice from the Head of Establishment as it may be necessary to go to court in relation to school journeys/visits abroad well in advance.
3.7 Group leaders must ensure that they are familiar with the up to date travel advice from the
Foreign & Commonwealth Office travel advice web-site www.fco.gov.uk. Prior to travel to a developing country it is essential that the web-site is checked.
3.8 Thorough planning and preparation are essential for the safety and wellbeing of all participants on any visit, journey or activity. Such planning is a considerable responsibility for any group leader. It is vital that planning and preparation take place as early as possible to ensure that there is ample time for all the procedures to be completed before the commencement of the venture (see Appendices 1-6). Section 8 details an action plan for participating in international activity.
Leaders must ensure that all individual passport and visas are applied for timeously. If travelling to a European Union country all individuals must have obtained the new European Health Insurance Card.
3.9 All excursions, residential experiences, educational and exchange visits involve an element of risk. Organisers and group leaders cannot give absolute guarantees of safety to young people and their parents/carers but it is nevertheless essential that all possible precautions are taken to reduce the possibility of accidents and minimise danger to life. Group leaders and employers have a legal duty of care concerning matters of health, safety and welfare.
Leaders require to think carefully about the safety aspects of the excursion/visit. Clearly no set of guidelines/policies can cover every possible circumstance; the group leader and other adult supervisors need to ensure that a full written risk assessment takes place, is recorded and the information given to staff. At all times the health/safety of all group members is paramount (see Section 4 and Appendix 12).
3.10 It is important that staff make every effort to familiarise themselves with the area which they are
going to visit. Lakes, rivers, coasts and mountains all have their hazards and help may not be readily
available. A school party taken to the top of a mountain in a cable-car, along with hundreds of tourists,
still finds itself in a mountain environment with all the consequent hazards. Staff responsible for
out of school activities should always be familiar with the environment in which they are working.
Prior research and an anticipation of hazards - whether natural or otherwise - is essential for any visit or activity. Staff should also be familiar with the qualifications of the country’s overseas leader programme as they may differ significantly from the United Kingdom.
It should be noted that excursions or environmental studies programmes which involve visits to remote country, hill-walking or use of boats or canoes, etc. have characteristics similar to outdoor education activities. For this type of activity the procedures as outlined in the relevant outdoor education Management Circular must be adhered to. The guidelines in the Health and Safety in Physical Education Code of Practice (Revised) should also be consulted if activities other than the main activity are being undertaken, e.g. children and young people on a skiing visit participating in swimming or activities where being able to swim are essential. To assist staff extracts from these documents, regarding swimming, have been included as Appendix 10. Staff must ensure that the most up to date Management Circular is being used.
Dangers and hazards may not be readily apparent to people who do not have local knowledge and
advice should be sought from persons in the locality who have the necessary understanding of local conditions. For international activity, dependent on the country to be visited, where accommodation, transport etc. may not be comparable to British Standard, a preparatory visit should be made. Funding may be available for the pre-visit. Visits to developing countries would normally fall into
this category. Leaders should contact the Quality Improvement Officer: International Education for
further information regarding whether an advanced planning visit is required.
Appendix 5 details a chart of the likely steps of planning an excursion/visit. The International
Education Office can provide detailed guidelines on organising an international exchange as well
3.11 involvement of Outside agencies
Where residential visits or activities involve the use of facilities or accommodation which are not under the control of Glasgow City Council, it is essential that they conform both to a standard that is acceptable to the Council and the authorities of the country in which the visit takes place, particularly with regard to the implementation of Fire Regulations and standards of hygiene. Equipment must be in sound condition and suited to its purpose. Appendix 12 details questions to be asked about accommodation.
Due to the vast number of commercial and private centres operating it is impossible for the local authority to vet systematically each and every one. A checklist is provided in Appendix 12 to help establishments make sound judgements regarding the quality of provision offered.
The government has now established a licensing and inspection scheme for those providing adventure activities to schools. The scheme covers 26 main activities under the broad headings of Caving, Climbing, Trekking and Watersports. Since October 1997 all providers must have been inspected and licensed. The legislation is the Activity Centres (Young Persons’ Safety) Act 1995 and the Associated Adventure Activities Licensing Regulations Act 2004 (which replaces the regulations made in 1996). It is illegal for a provider of licensable status to offer a licensable activity without a valid licence. This can be checked through the adventure activities licensing authority, 44 Lambourne Crescent, Llanishen, CARDIFF CF4 5GG, phone 029 2075 5715, fax 029 2075 5757 or at www.aals.org.uk
Further details regarding activity centres can be seen under Section 7. 3.12 First aid
First aid should form part of the planning and risk assessment. Before undertaking any off-site
activities the Head of Establishment or the group leader should assess what level of first aid might
be needed. For adventure activities, excursions, visits abroad or residential visits it is recognised
good practice that at least one of the group leaders holds a current and valid first aid certificate.
All adults in the group should know how to contact the emergency services.
The minimum first aid provision for an excursion is: • a suitably stocked first aid kit;
• a person appointed to be in charge of first aid arrangements. Other considerations regarding first aid needs should include: • the numbers in the group and the nature of the activity;
• the likelihood of injuries occurring and the type of injury sustained; • the distance to the nearest hospital.
First aid should be available and accessible at all times. The Health and Safety Executive
recommends the following minimum contents for a travelling first aid kit where no special risk has been identified:
• a leaflet giving general advice on first aid;
• six individually wrapped sterile adhesive dressings;
• one large sterile non-medicated wound dressing approximately 18cm x 18cm; • two triangular bandages;
• two safety pins;
• individually wrapped moist cleaning wipes; • one pair of disposable gloves;
All minibuses are required by law to carry a first aid kit.
There is the possibility, during an excursion, of the need to clear away clinical waste such as blood, faeces, stained dressings etc. Staff on excursions should be aware of, and follow, the authority’s policy on dealing with clinical waste.
Children and young people who have additional support needs may require additional items in
a first aid kit e.g. incontinence pads. The kit should also include individual medication with clear
instruction on its application and a nominated person to take charge of all drugs.
Appendix 8 details considerations for children and young people who have additional support needs.
3.13 Other considerations
Other factors which should form part of the planning stage include:
• the facilities/equipment the group will need to take on the visit; • the facilities/equipment to be provided at the venue;
• staff training needs;
• the designation of someone to record the details of the excursion and to carry accident forms
etc.;
• transport arrangements; • insurance arrangements; • information to the provider; • communication arrangements; • supervision ratios;
• contingency measures for enforced change of plan or late return; • information to parents/carers;
• preparing participants; • emergency arrangements;
• arrangements for sending participants home early; • sleeping arrangements.
3.14 Financial planning/Finance
The group leader should ensure that parents/carers have early written information about the costs of the excursion, how much will come from school or other establishment funds and how much each parent/carer will be charged or asked to contribute. Parents/Carers should be given enough time
to prepare financially for the excursion. It may be useful to break the costs down into subheads
such as travel, accommodation, meals etc.
The Head of Establishment should ensure that banking arrangements are in place to separate the excursion’s receipts from other establishment funds and from private accounts in line with
Education Services financial procedures. No money must be taken from any individual without a
formal receipt being given and recorded.
The Head of Establishment/group leader should reach a pre-agreement with parents/carers on whether any funds left surplus after the visit will be returned to parents/carers or retained for another excursion/visit.
The Head of Establishment/group leader must be fully conversant with Management Circular No. 23: School Funds.
3.15 Preparing participants
Participants who are involved in an excursion’s planning and organisation, and who are well prepared, will make more informed decisions and will be less at risk. Providing information and guidance to participants is an important part of preparing for an excursion. Participants should clearly understand what is expected of them and what the excursion will entail. Participants must understand what standard of behaviour is expected of them and why rules must be followed. Lack of control and discipline can be a major cause of accidents. Participants should also be told about any potential dangers and how they should act to ensure their own safety and that of others (see Appendix 9: Code of Conduct).
Participants should also be involved in planning, implementing and evaluating their own contribution to the excursion, including, where appropriate, curricular work and have opportunities to take different roles within an activity. This should include any health and safety issues.
The group leader should ensure that the participants are capable of undertaking the proposed activity. Participants should be encouraged to take on challenges during adventure activities but should not be coerced into activities of which they have a genuine fear.
Participants whose behaviour is such that the group leader is concerned for their safety, or for that of others, should be withdrawn from the activity. On residential visits the group leader should consider whether such participants should be sent home early. Parents/Carers and participants should be told in advance of the excursion about the procedures for dealing with misbehaviour, how a participant will be returned home safely and who will meet the cost.
3.16 equal opportunities
Every effort should be made to ensure that excursions and activities are available and accessible to all who wish to participate, irrespective of additional support or medical needs, ethnic origin, gender, religion etc. All children and young people should be encouraged to participate in as wide a range of activities as possible. If an excursion is for children and young people who have additional support needs a suitable venue should be selected. Establishments will already be familiar with the nature of a child’s or young person’s additional support needs. They should use the planning stage and the risk assessment to consider how the needs of the children and young people who require additional support can be met. In particular they should take account of their duties under
the Disability Discrimination Act. The duties make it unlawful to discriminate, without justification,
against disabled children and young people and prospective children and young people in all aspects of school life including school excursions, clubs and activities. The principle behind the legislation is that, wherever possible, children and young people who have additional support needs should have the same opportunities as other children and young people in their access to education. The following factors should be taken in to consideration:
• How might the child or young person best be able to take part in and benefit from the activity?; • Does the activity need to be adapted to enable the child or young person to take part to the
best of their ability at a suitable level;
• What additional/different resources are necessary?;
• Who will be responsible for ensuring that instructions are clearly explained to the child or young person?;
• Will additional supervision be necessary?
Additional safety measures to those already in place in the establishment may be necessary to support participants with medical needs during excursions in line with Glasgow City Council’s policy
on the administration of medicines. Arrangements for taking medication and ensuring sufficient
All leaders supervising visits should be aware of childrens’ and young peoples’ medical needs and any medical emergency procedures. Summary sheets containing details of each children’s and young people’s needs and any other relevant information provided by the parents/carers, is one way of achieving this. If appropriate a volunteer leader should be trained in administering medication, if they have not already been so trained, and should take responsibility in an emergency. If the children’s and young people’s safety cannot be guaranteed it may be appropriate to ask the parent/ carer or support worker to accompany a particular participant.
The group leader should discuss the children’s and young people’s individual needs with the parents/carers. The parents/carers should be asked to supply:
• Details of medical conditions; • Emergency contact numbers;
• The child’s or young person’s GP’s name, address and phone number;
• Information on whether the child or young person has spent a night away from home before
and their ability to cope effectively;
• Written details of any medication required (including instructions on dosage/times) and parent/ carer permission to administer;
• Parent/Carer permission if the child or young person needs to administer their own medications or agreement for a volunteer leader to administer - parents/carers should provide advice/ information to assist with the preparation of an emergency plan;
• Information on allergies/phobias;
• Information on any special dietary requirements;
• Information on any toileting difficulties, special equipment or aids to daily living; • Special transport needs for children and young people who require help with mobility.
Enquiries should be made at an early stage about access and facilities for securing wheelchairs on transport and at residential centres etc. if appropriate. If ramps are not going to be available in certain places the organisers may wish to arrange to take portable ramps with them. The group leader should, at an early stage assess whether manual handling skills will be needed and if so whether training should be sought.
All leaders supervising the excursion should be given the opportunity to talk through any concerns they may have about their ability to support the participant. Extra help should be requested if necessary e.g. a support worker.
the group leader must check that the insurance policy covers staff and participants with pre-existing additional support needs. all information must be given to the international education Office for onward transmission to insurance Section at least three months prior to travel. insurance Section will then discuss with the insurance broker additional insurance requirements. the phone number for the insurance Section is 0141 287 7311.
3.17 information to Participants
The group leader should decide how information is provided but must ensure that the participants understand key safety information. For some children and young people on overnight visits it
may be their first experience away from home on their own and in the close company of others.
Children and young people should understand:
• The aims and objectives of the excursion/activity;
• The background information about the place to be visited; • Basic foreign words where appropriate;
• How to avoid specific dangers and why they should follow rules; • Why safety precautions are in place;
• Why specific safety precautions are in place for anyone with disabilities; • What standard of behaviour is expected from participants;
• Appropriate and inappropriate personal and social conduct, including sexual activity; • Who is responsible for the group;
• What not to bring back either within the UK or from abroad, such as drugs, knives etc.; • What to do if approached by anyone from outside the group;
• Emergency procedures.
3.18 For residential visits all group members should carry the address and phone number of the accommodation in case they become separated. This applies to exchange visits when participants will also need to know about any ground rules agreed between the group leader and host family. Where excursions involve multiple activities with differing requirements each activity will need to be assessed and separate information provided. Participants should be aware of who is responsible in any instances where the group leader has delegated responsibility to another member of staff or instructor. If at any time there is a change in the planned schedule new activities should be assessed and participants provided with the appropriate information.
4. risk assessment
4.1 A written risk assessment must be carried out by the group leader, and be discussed and agreed by other group teachers/leaders, prior to the excursion/visit and should be made available for inspection by the Head of Establishment or Education Services as appropriate. Risk assessments are a leader’s fundamental intelligence on health and safety issues. They are the route to identifying
the right control measures and need to be fit for purpose. The written risk assessment must be “signed off” by the risk assessor and Head of Establishment.
A written risk assessment for an excursion/visit need not be complex but it should be comprehensive. It does not generally require technical formulae or professional health and safety expertise, however, specialised information for some excursions may be necessary. Heads of Establishment should ensure that the person assessing the risks is competent to do so (see Appendix 12 for advice/examples of risk assessment). The Health and Safety section run Health and Safety Risk Assessment in-service courses. Heads of Establishment should endeavour to send their leader in charge, and/or teacher members of a group, to a Health and Safety risk assessment course. 4.2 A formal assessment of the foreseeable risks that might be met on an excursion should have the aim
of preventing or reducing the risks. Children and young people must not be placed in situations which expose them to unreasonable levels of risks. Safety must always be the prime consideration. If the risks
cannot be contained, or the programme modified, then the excursion/visit should not take place.
For educational excursions, risk assessment and risk management involves the careful examination
of what could cause harm and confirm precautions are in place to ensure the safety and health of
all concerned.
4.3 The risk assessment should be based on the following considerations:
a) identifying the significant hazards;
b) deciding who might be harmed by these and how; c) evaluating the risks and deciding on precautions;
d) recording your findings and putting the safety measures in place;
Heads of Establishment require to ensure that the following issues are considered:
• The country to be visited; security threat in country and en route; political threat in country and en route; natural hazards in country and en route; health threats;
• The timing of the overseas visit and level of climate and health conditions; • Who might be affected by them?;
• What safety measures need to be in place to reduce risks to a tolerable/reasonable level?; • Can the group leader ensure that safety control measures are in place and are adhered to?; • Can an assessment of the effectiveness of the safety control measures, and any proposed
changes, be made to ensure risk of exposure is tolerable?; • What steps will be taken in an emergency?
Within the risk assessment for educational excursions there are three levels which can be usefully considered.
• GENERIC ACTIVITY RISK ASSESSMENT, which are likely to apply to the activity wherever
and whenever it takes place
• EXCURSION/SITE SPECIFIC RISK ASSESSMENT which will differ from place to place and
group to group
• ONGOING/DYNAMIC RISK ASSESSMENT that take account of, for example, illness of staff
or participants, changes of weather, availability of preferred activity.
4.4 The person carrying out the risk assessment should record it and give copies to all leaders and supervisors on the excursion (and Head of Establishment) with details of the measures they should take to avoid or reduce the risks. Group leaders must ensure that effective planning and risk assessment has taken place. All risk assessments must be completed on the forms as contained in Appendix 12. These must be signed by risk assessor and Head of Establishment.
4.5 Frequent excursions to local venues such as swimming pools, local park and museums may not need a risk assessment every time. Nevertheless it is essential not to become complacent. A generic assessment of the risks of such excursions should be made at regular intervals, recordings made of the assessment and careful monitoring and review should take place. all other excursions in the united Kingdom and overseas including any visit that involves an overnight stay, requires a written risk assessment to be carried out.
4.6 The group leader and other supervisors should monitor the risks throughout the excursion and should changes occur be able to assess and take appropriate action as necessary. Any additional
hazards and associated control measures introduced should be incorporated in the subsequent
review of the risk assessment.
4.7 Before booking an excursion/visit with an external provider the group leader should obtain a written or documentary assurance that providers have themselves assessed the risks and have appropriate safety measures in place.
A detailed risk assessment must be made of the proposed accommodation arrangements for any residential overseas visit or exchange. To enable this to happen group leaders must obtain, either from the travel company or accommodation providers, positive answers to the questions detailed in Appendix 12 before a contract is agreed. A preparatory visit is always advisable, especially where children and young people have additional support needs.
For international activity, where accommodation, transport etc. may not be comparable to British Standard, a preparatory visit should be made. Funding may be available for the pre-visit. Visits to developing countries would normally fall into this category. Leaders should contact the
Quality Improvement Officer: International Education for further information regarding whether an
advanced planning visit is required.
4.8 Detailed advice on risk assessment can be obtained from the Health and Safety section they also run Health and Safety Risk Assessment in-service. Heads of Establishment and group leaders should be familiar with the Health and Safety procedures document MSF 34j. Risk assessment guide can be accessed at the “Connect” intranet site (Education Services) and these documents should be referred to prior to any risk assessment taking place. In addition the Health and Safety Executive has published two booklets entitled ‘Five Steps to Risk Assessment’ and ‘Five Steps to Risk Assessment in Adventure and Activity Centres’. DfES document ‘Standards for Adventure’, should also be considered. See Appendix 12 for details, documentation and example of Risk Assessment.
4.9 The group leader should take the following factors into consideration when assessing the risks:
• The type of excursion/activity and the level at which it is being undertaken; • The location, routes and modes of transport;
• The competence, experience and qualifications of supervisory staff;
• The composition of the group, including the role of supervisors whose own children may be
participants;
• The ratio of supervisory staff to children and young people;
• The group members’ ages, competence, fitness and temperament and the suitability of the
activity;
• The additional support or medical needs of children and young people; • The quality and suitability of available equipment;
• Seasonal conditions, weather and timing; • Emergency procedures;
• How to cope when a child or young person becomes unable or unwilling to continue; • The need to monitor the risks throughout the excursion.
There is also a need to outline, where appropriate, a move from a general risk assessment of the visit/activity to one in which the risk assessment is of an individual child or young person. This is essential with regard to a disabled child or young person within the terms of the Disability Discrimination Act 1995. Such a child or young person is regarded as disabled if the child or young person has a physical or mental impairment which has a substantial and long term adverse effect on his/her ability to carry out normal day-to-day activities. To be considered long term it must last a year or be likely to last a year.
A disabled child or young person cannot be denied access to a visit as a consequence of his or her disability. That would be discrimination within the terms of the Act. The authority has two duties under the Act:
i. To make reasonable adjustments; and
