Educational Visits Policy

Approved by: Adele Clark (Headteacher)
Date: October 2023
Chair of Governors: Anthony Molloy
Last reviewed: September 2023
Next review due: September 2024

Educational Visits Policy

1. General Statement of Policy

2. Organisation

2.1  Governing Body

2.2  Headteacher (HT)

2.3  Educational Visits Co-ordinator (EVC)

2.4  Visit Leader (VL)

2.5  Supervisory staff

3.  Arrangements

3.1  Proposals

3.1 Notification

3.3  Undertaking the visit

3.4  Medical and First Aid

3.5  Additional Support

3.6  Meal arrangements

3.7  Transport arrangements

3.8  Amendments to plans

3.9  Emergency response

3.10 Monitoring

3.11 Evaluation and Review

Appendix 1

Water

Educational Visits/visitors Trip Request form

Appendix 3 Individual Pupil Risk Assessment Template Example *Found in the shared educational visits drive.

1. General Statement of Policy

Co-op Academy Woodlands recognises the value of off-site visits to pupils as an enrichment to their studies, and to their personal and social development.  Such visits can improve the individual’s affiliation to the school and help generate positive relationships with their teachers.

Types of visits include: routine visits, such as use of local library, sports fixtures with local schools, other visits to local schools, theatre trips, museum visits - approved by the Executive Headteacher

non-routine visits involving adventurous activities and/or overnight stays, and/or foreign travel, for example outward bound centres, theme parks, water sports, residential stays - approved by the Executive Headteacher, the Chair of the local governing body and the Director of the Trust through the regional Education Director

2. Organisation 

Responsibility for educational visits rests with the Governing Body and Executive Headteacher. The respective roles of each are outlined within the Leeds Policy Handbook for Educational Visits available on Evolve and OEAP National Guidance web site.

2.1  Governing Body  

2.1.1 The approval of educational visits will be undertaken by Anthony Molloy Chair of Governors    

2.1.2 The person named above will be the nominated governor for Educational Visits, as outlined in the OEAP National Guidance for Managing Educational Visits at www.oeapng.info.  

2.1.3 An evaluation of non-routine visits will be available to view on EVOLVE. This should be completed within a 28 day window following the visit. After 28 days this option is not available on Evolve.

2.2         Headteacher (HT)

2.2.1 The HT will be responsible for ensuring that Educational Visits are planned in accordance with The Co-operative Academies Trusts policies and procedures, that the supervisors are competent, physically and mentally fit and that governor approval has been given if required.

2.2.2 The HT will authorise all visits via EVOLVE.

2.2.3 The HT will report visits including any incidents or near misses to the Governing Body annually.

2.3  Educational Visits Co-ordinator (EVC)

2.3.1 The school’s Educational Visits Co-ordinator is: Adele Clark and Tom Trower

2.3.2 The EVC will undertake duties as agreed between them and the Executive Headteacher in line with the responsibilities listed in the Leeds Policy Handbook for Educational Visits.

2.3.3 The EVC will be fully conversant with the Policy Handbook for Educational Visits ; OEAP National Guidance web site; and have access to the afPE Safe practice in Physical Education, School Sport and Physical Activity.

2.4         Visit Leader (VL)

2.4.1 The VL will comply with the requirements outlined in the Leeds Policy Handbook for Educational Visits and their role as defined in the OEAP National Guidance web site.

2.4.2 The VL will ensure that the notification is completed on EVOLVE and that any activities or events that may place staff or pupils at significant risk are assessed and that safety measures are in place prior to the trip taking place.

2.4.3 The VL will ensure that all parents of children on their trip are provided with all information required and that any questions raised are answered prior to the trip taking place.

2.4.4 The VL will ensure, for non-routine visits, that all accompanying adults have read and understood all the planning and risk assessments for the visit and that they have signed a list of such documentation.  

2.4.5 The VL named for each visit will have overall responsibility for the visit whilst it is underway.

2.4.6 The VL will liaise with the EVC throughout the planning and preparation of their trip.

2.4.7 The VL will evaluate their trip on EVOLVE.

2.5  Supervisory staff

2.5.1 All staff assisting with supervision on any trip will be conversant with their responsibilities as stated in the Policy Handbook for Educational Visits. They should feel confident to challenge any unsafe practice observed. They will be briefed by the trip leader before the visit and, for residential visits, will be required to sign to say they have read and understood the risk assessments.  

2.5.2 All staff will ensure that the requirements of any risk assessments, risk control procedures and safe systems are followed.

2.5.3 All staff will ensure that once the trip has started, where any previously unforeseen hazards or risks are identified they are brought to the attention of the Visit Leader.

2.5.4        Staff will feedback information to the Visit Leader to enable a full evaluation of the trip to be completed.

2.5.5   Male and female staff, wherever possible and practical, should accompany a visit.  This is essential for residential visits  

2.5.6   All adults accompanying pupils on a residential visit should be CRB/DBS checked at enhanced level and their details recorded on the academy’s single central record  

2.5.7   The following staff-pupil ratios will be adhered to:  Nursery/Reception:  1 adult to 4 children  

Years 1 – 3:   1 adult to 6 children  

Years 4 – 6:   1 adult to 10 children

Years 7 - 13:  1 adult to 10 children (residential)/ 15 other activity.

3.         Arrangements

3.1         Proposals

3.1.1  The Visit Leader will submit a proposal to the Executive Head and EVC before starting an Evolve notification. The Evolve notification must be submitted within the following timescale for each category of visit to the EVC. Exceptions are possible but MUST be cleared.

3.1.2 An EVOLVE notification must be completed for all visits.  

3.1.3 EVOLVE will be used to provide assurance that each visit is methodically and suitably planned.

3.1.4 Risk assessments and procedures for managing risks will be in place for all risks that are reasonably foreseeable. These include individual pupil risk assessments (IPRA) for pupils with individual complex needs that require personalisation.  

3.1.5 In line with national guidance (OEAP January 2019) and Education Act 2002 section 29, parental consent for off-site activities that take place during school hours is not required as these activities are part of a child’s education. Parents will be informed of all off-site visits prior to them taking place but consent will not be required.  

3.1.6 Consent must be obtained for any category 3 visits or visits outside of school hours. With appropriate security measures, electronic consent can be used e.g. text, email, apps

3.1.7 Parents should be given sufficient information to enable them to make an informed decision as to whether their child should participate in the visit.  They must sign the relevant consent form (s), and provide emergency contact number(s) and all relevant medical details.  

3.1.8 Local curriculum activities taking place within the school day do not always require individual               consent. Annual consent forms are signed at the beginning of each academic year.

3.1 Notification

3.2.1        Notification will be made using EVOLVE for category all visits  

3.2.2 The Visit Leader is responsible for planning the visit and completing the Evolve notification.

3.2.3 The Headteacher and EVC will ensure that the Visit Leader carries out this task. 

3.3         Undertaking the visit

3.3.1 Once the notification has received approval the visit will commence in accordance with the itinerary and activities planned. Any deviation from the itinerary or planned activities must be considered by the Visit Leader and a dynamic risk assessment made prior to the alteration taking place.

3.3.2 A record must be kept of all such instances for evaluation and review purposes.

3.3.3 Any accidents or near misses that occur during a visit will be reported to the insurance company through completing of SG10 form upon the return of the group to school.

3.3.4 Any accidents that result in a pupil or member of staff having to go to hospital must be telephoned to the school contact immediately. Upon receipt of any such calls the school contact will immediately inform the Health and Safety. 

3.4         Medical and First Aid

3.4.1 Parents/carers must complete a medical form prior to any non-routine visits sharing information about any medical or emotional needs their child has

3.4.2 For routine visits, there will be a trained first aider either from the academy or the host venue available

3.4.3 For non-routine type visits, at least one academy member of staff present is first aid trained, unless the visit is organised by a company that provides first aiders 

3.4.4 First aid may be administered during a routine or non-routine visit  

3.5         Additional Support

We want all our pupils to benefit from a wide range of experiences and therefore ensure arrangements and risk assessments are put in place to ensure no pupil is prevented from a visit because of special or additional needs.  

3.6         Meal arrangements

Pupils entitled to free school meals will have a packed lunch provided  

3.7         Transport arrangements

3.7.1 When arranging coach hire, only companies listed on Leeds EVOLVE will be engaged.  

3.7.2 For smaller, local visits children may be transported with an adult in a taxi. Only registered taxi firms will be used.

3.7.3        If pupils are to be transported in staff members own vehicles they must comply with Co-op Academies Trust Driving at Work policy.

3.7.4 Pupils with complex needs will be required to have an individual pupil risk assessment (IPRA) in place with regards to transport and other needs.   

3.8         Amendments to plans

3.8.1 Under normal circumstances there will be no deviation from plans arranged without full risk assessments taking place and without the authority of the Headteacher. Where such changes are proposed for non-routine visits, these should be discussed with the Director of the Trust via the regional Education Directors as soon as possible

3.8.2 Visit leaders will conduct ongoing risk assessments throughout the visit to take account of, for example, changes in weather conditions or other unforeseen occurrences. Such occurrences should be reported to the Headteacher in all circumstances and to the Director of the Trust via the Headteacher for non-routine visits.

3.9         Emergency response

Refer to the Co-op Academies trust (CAT) Model Emergency Plan for Major Incidents on Educational Visits March 2022.

In the event of serious illness, injury or incident, parents will be contacted either by the academy or the visit leader as soon as it is safe or practical to do so.  

For less serious incidents, visit leader will telephone parent either on return if a day visit, or at the end of the day on a residential visit to make them aware.

3.10 Monitoring

3.10.1 The school will monitor the implementation of this policy by ensuring that the documentation required has been produced to a satisfactory standard.

3.10.2 On occasions the EVC, Headteacher, Senior Manager or member of the Governing Body will accompany a group.

3.10.3 A visit cannot take unless:

• the correct procedure has been followed as outlined in the academy’s policy
• the correct risk assessments are in place and have been shared by those leading the visit
• the details of the visit have been logged accordingly
• the Principal has given express permission for the visit to take place
• and the leader takes the appropriate paperwork with them on the visit  

3.11 Evaluation and Review

2.1.4 An evaluation of non-routine visits will be available to view on EVOLVE. This should be completed within a 28 day window following the visit. After 28 days this option is not available on Evolve.

3.11.1 The Visit Leader will report any significant issues with the visit to the Health, Safety and Wellbeing Team.

3.11.2 Every visit will be reviewed by the Visit Leader.

3.11.3 The results of the evaluation and review process will be available to the Headteacher via EVOLVE.

3.11.4 The Headteacher’s report to the Governing Body will include details of the evaluations and reviews for visits undertaken.

3.11.5 All visit information should be kept for a minimum of six years; however, information relating to incidents that take place on a visit, accidents involving staff and/or pupils for example, should be kept ad infinitum. Where such incidents occur, these must be recorded and reported to the academy’s local governing body and the academy’s Education Director via the Executive Headteacher as soon as practicable and certainly within 24 hours as a health and safety requirement  

 Appendix 1  

The following activities are regarded as involving adventurous activities. However, this list is not exhaustive:

Water 

        ❏         Swimming  

❏         Canoeing / kayaking; sailing / windsurfing / kite-surfing; rafting or improvised rafting; use of powered safety/rescue craft.  

 Appendix 2 Educational Visits Request Form

Educational Visits/visitors Trip Request form 

This form MUST be completed at least two weeks prior to the proposed visit/visitor and before any arrangements have been confirmed. Before submitting please check with Tom Trower (EVC) that no other events are taking place on the proposed day and that she agrees with educational rationale for the visit. Once completed please pass to Carol Gray (education trips)  

Please attach a copy of any relevant information to this sheet. eg  leaflet, brochure

Proposed amount to charge pupils £________                

(For OFFICE use ONLY) 

Appendix 3 Individual Pupil Risk Assessment Template Example *Found in the shared educational visits drive.  

Trip Protocol 

EVC’s Responsibilities: 

4 – 2 weeks before: 

• EVC (TT) and curriculum lead (RP) to monitor that all classes have their essential learning experience/trip (at least every half term) as outlined within topic, whether in the academy or out of academy with a maximum of three incurring a cost unless exceptional circumstances.
• Ensure staff are using trip request EVC Form – see attached.  
• EVC is to liaise with teachers and Jennie senior office manager to see the confirmed date they have made and check that there are enough time scales to ensure risk assessments, costings and coach is sorted for the trip etc.  
• Ensure teachers are putting their trips through Evolve, submitting and adding notes when appropriate for them to respond to.  
• £5 is the maximum you can request a donation for a trip. Must work out the costs of the full trip including the coach.  
• The trip or experience ideally needs to be within the first 2 weeks except or prior to the learning experience as a hook for their learning which must be discussed with EVC.  

Office Staff: 

At Least 2 weeks before: 

• Oversee that the bookings have been put on Sims and calendar at least a week before.  
• Monitor with the kitchen, Carol and other staff in the office regarding lunches/medical needs at least 2 weeks before.  
• Carol to organise coach and transport for all trips, including residential, Jamie’s Farm.  
• Carol to support with adult cover.  

Teachers/Trip Leaders Responsibilities: 

Important things to remember: 

• EVC will support you in any trip you wish to go on, but if you do not follow the protocol, it may jeopardise your chances of going.  
• You will need to visit any trip sites that are new to the school- discuss with EVC.  
• Parent helpers can be used but should be discussed with EVC.  
• TAs from across school will be used to support trips. You are to organise the adults and any issues you need to inform the EVC or head with enough notice and not on the day or day before of the trip.  
• Ratios for the trips –  are based upon risk assessments and context of year groups: ideal recommendations: age 2-4 years 1:4, age 4-5 years 1:5 children, 5-8 years 1:6 and 9+ 2:20.
• You MUST provide Lynda with the attendance form on the day – see attached.  
• Trips need to be organised for the beginning of the term, as a stimulus for the rest of the topic. These need to be planned well in advance and could even be included on your MTP’s.  
• Next put on Academy’s online google calendar: Trips and Experiences 2022/23  
• Teacher is to make sure all classes have their essential learning experience/trip (every half term) as outlined within topic, whether in the academy or out of academy with a maximum of three incurring a cost unless exceptional circumstances.
• It is the teachers’ responsibility to coordinate all actions linked to the trip and correspondence with the EVC.
• If a trip form or evolve isn’t put in on time it will either not be able to happen or in that term. This is because of risk assessment requirements and time scales.  
• As soon as bookings are confirmed by EVC with all of the details e.g. including the coach, centre, costings etc. Letters are ready to go out. A copy of the letter must be checked by EVC and a copy sent to the office.  
• Risk Assessments must be checked by Headteacher & EVC.  
• There is a template letter and resources on shared drive – educational trips which the teacher is to edit including all the details.  
• Christmas pantomimes e.g. in year 1/EYFS need to be in for the end of the summer term B, as they book up in advance and to avoid disappointment.  
• It is the teacher’s responsibility to gather all the information needed for the trip. This includes full names for all adults, all the information regarding medical and health needs.  
• Teachers must check all health requirements with Carol Gray.  
• All trips are the teacher’s responsibility to ensure the health and safety and organisation of the trip, including other trips such as Into-University, after school tournaments or trips experiences in the academy require a risk assessment.
• Once submitted on evolve, please inform EVC.  
• Ensure you liaise (regarding extra adult support) with the head teacher, Carol in the office and EVC. Be aware that in the case of an emergency some TA support may change.  

At Least 8 weeks before: 

• Any category 3 e.g. water-based activities, residentials etc need to be booked in conjunction with the trip leader.  

At Least 4 weeks before: 

• Teachers to make sure that their class has their essential learning experience/trip (every half term) as outlined within topic, whether in the academy or out of academy with a maximum of three incurring a cost unless exceptional circumstances.  
• Teachers can provisionally book the date of the trip, but you still need to fill out the forms and follow procedure as normal as soon as possible and make sure the trip leader is aware of your provisional booking by pencilling on the calendar. The date needs to allow time to carry out the risk assessments etc.  
• You must request the risk assessments from the place you are booking if it has one. If it doesn’t you will need to complete your own based upon your visit and you will need to communicate this with the EVC. This needs to be uploaded onto the Trip.  
• Complete the trip EVC form and submit to the trip leader.  
• Speak to Carol and make sure medical needs and dietary requirements are included and outlined on the form.

At Least 3 weeks before: 

• Carol will confirm the booking with you and then you can confirm with your destination.  
• AC (HT), EVC (TT) and CG will give you the costings/any requested donations for the letter.  

At Least 2 weeks before: 

• Speak with the kitchen, Carol in the office regarding lunches at least 2 weeks before.  
• If the trip costs over £10 the letter must be sent out at least 2 weeks before –  residential.  

At least a week before 

• Teachers need to have a plan an itinerary and risk assessment of your day trip and times.

This needs to be shared with Trip Leader in advance.

• Letters will be sent out a minimum of a week before the trip.  
• Bookings to be put on Sims and calendar at least a week before – ideally once approved.

The day before: 

• Make sure prepare first aid requirements and bring back first aid to school.
• Prepare florescent visible jackets.  
• Get name, academy logo and wrist bands for children from Carol Gray in the office.  
• Ensure you have the risk assessments approved by Headteacher and EVC from the trip leader and you have shared them with all the adults that you are responsible for on the trip.  
• Any lunches from the kitchen.  

Lynda/Attendance needs: 

The morning of the trip: 

• A List of the children who are physically going on the trip.
• A list of all the adults, including any parent helpers, teaching assistants and teachers.  
• On the morning of the trip, provide Lynda with a list of those physically going and which ones are absent or not attending, as well as doing the register as normal.  
• On that list at the bottom it needs to say children who are not going (if there are any) and where they are, e.g. a child isn’t attending the trip and is staying in school but will be left in a different class with work to do or a child is absent/late etc.
• If the trip is only an am or pm trip – what are the dinner arrangements? E.g. if they are having pack lunches in the quad, instead of the hall with a member of staff that should be in the hall.  
• If you think you are going to be late back e.g. if year 1 were going for dinners first but you are late back then Lynda can send another year group first. Worst case scenario you will need to call academy, as this has an impact on the kitchen and time slots for year groups.  
• Lunches: academy dinners or pack lunches must be told in advance to the kitchen, Lynda and Carol in the office. This is important if some children get FSM or pay for lunches etc again this will have an impact on the kitchen.  

Safeguarding on the day of the trip: 

• Parents are there to help - not to supervise a group on their own.  
• They are not to take children to the toilets on their own.  
• Bus bookings are made at set times and these must be followed on time e.g. leaving and returning to school at the outlined time. Also, children should be counted on and off. Bus companies are starting to issue fines if we are late and vice versa.  
• Adhere to all safeguarding non-negotiables. If in doubt ask Mrs Clark (DDSL) Ms Vicky Wilson (DSL)
• Please keep counting the children regularly and at all points especially during movements.
• If the bus driver takes unusual stops etc please call the academy.