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					              VISITS & Journeys policy

Section A                  Policy

Section B                  Planning

Section C                  Grave Emergency

Section D                  Hazardous Activities

Section E                  Issues relating to visits

Section F                  Legislation

Section G                  Duke of Edinburgh Award

Section H                  Insurance

Section I                  Forms

Section J                  References

Section K                  Index

                 Policy compiled and researched by:

  leisure youth & community support, Pupil support and curriculum
                 consultant for physical education..

                        Cover photographs:

thanks to loughton middle school, new bradwell combined
             school. and caldecotte project
Section A                                                POLICY
A1             Introduction
A2             Responsibilities of the Governing Body
A3             Approval of Visits
A4             Categories of Visit and Levels of Supervision
A5             Sixth Formers – Day Visits and Journeys
A6             Home Contacts
A7             Disclosure of Criminal Records Procedure (DCR)
A8             Visits arranged by Council or Establishments
A9             Information and Consent – Parents/Guardians and
Young Adults
A10            Accidents – First Aid and Medical Treatment
A11            Transport
A12            Prior Experience and Knowledge of Venue
A13            Residential Security
A14            Charging Policy
A15            The Package Travel, Package Holidays and Package
               Tours Regulations 1992
A16            Insurance

Section B                                           PLANNING
B1             Visit Risk Assessments
B2             Emergency Pre-Visit Preparation by Party Leader

Section C                                GRAVE EMERGENCY
C1             Determining the use of an Emergency Procedure

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C2             Action by the Party Leader in the event of a Grave
C3             Action by Milton Keynes Council in the event of a
               Grave Emergency
C4             Action by Home Contact when using the Grave
               Emergency Procedure

Section D                 HAZARDOUS ACTIVITIES
D1             List of potentially Hazardous Activities
D2             Travel Companies, Outdoor Adventure Centres,
               Freelance Instructors and Current Legislation
D3             General Information
D4             Hazardous Activities

Section E                                ISSUES RELATING TO
E1             Travelling on Ferries
E2             Physical Fitness of Staff involved with Hazardous
E3             Homestays
E4             Visiting Companies

Section F                                LEGISLATION
F1             Protection of Children: Disclosure of Criminal
               background of those with access to children
F2             Statement on Charging
F3             Activities Centres (Young Persons) Safety Act 1995

Visits and Journeys Policy 13/07/11                             A3
F4             The Package Travel, Package Holidays and Package
               Tours Regulations 1992

Section G                             DUKE OF EDINBURGH AWARD
G1             Introduction
G2             Responsibilities of an operating authority
G3             Approval process for expeditions and other
               hazardous activities
G4             Accreditation
G5             Camping including use of stoves (all expeditions)
G6             Unaccompanied groups (all expeditions)
G7             Walking expeditions
G8             Canoeing expeditions
G9             Expeditions by Sail, Cycle, Horseback, Rowing,
               Ventures abroad and other adventurous projects
G10            Transport

Section H                                           INSURANCE
H1             Summary of existing Milton Keynes Council policies
H2             Insurance cover NOT provided by the Council
H3             Duke of Edinburgh Award Scheme
H4             The VAT treatment of organised School visits

Visits and Journeys Policy 13/07/11                             A4

A1.1        Throughout this document any text provided in bold is to indicate that
            this is Council policy.

A1.2        It should be noted that references made throughout this document to
            additional forms required during the planning, implementation or return
            stages of a visit are to be found together in Section I.

            Throughout the document references are made to :

            Head of Establishment – this can be Headteacher, Manager or
            designated Officer.
            Governing Body – this can be Governing Body, Management
            Committee or Officers.


A2.1        The governing body and the establishment must comply with all
            Council policies on safety and codes of practice but may
            supplement them with guidance of their own;

A2.2        In compliance with the policy on educational visits the governing
            body must:

               Establish an internal system of approval for all educational
               Ensure that all staff or adults involved in visits are fully aware
                of their responsibilities under this policy.
                Note: Governing Body could be Governing Body, Management

Visits and Journeys Policy 13/07/11                                          A5
                Committee or Officers


A3.1        Heads of establishment may authorise local or day visits other
            than those that involve hazardous activities or journeys involving
            travel by air or sea. NO FURTHER APPROVAL is required from
            the Council. It is recommended you use Form 1 for this purpose.
            Note:         Head        of      Establishment      could        be
            Headteacher/Manager/Designated Officer
            A sample letter/form for Schools to use for trips in school hours
            is shown in Appendix 1A.

A3.2        The head of establishment MUST HAVE FURTHER APPROVAL by
            the governing body and the LEA for the following:
               All visits involving absence for one night or more;
               All day visits involving travel by air or sea;
               All visits involving hazardous activities
               All Duke of Edinburgh‟s Award expeditions, explorations and
                other adventurous projects undertaken by establishments.

A3.3        For visits as in A3.2 an approval form (Form 1) must be signed by
            the head of establishment and governing body and sent to the
            LEA for approval. Form 1 must be sent AT LEAST 6 WEEKS
            BEFORE THE VISIT. This will ensure the LEA has sufficient time
            to check whether the visit complies with Council policy. The visit
            will be approved and a copy of the form returned to the head of
            establishment fully countersigned.

A3.4        If approval Form 1 is not countersigned by the LEA then the legal
            liability insurance is not operative and the establishment
            becomes liable in the event of any claim. For this reason the

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            authority‟s policy is that visits set out in A3.2 above should not
            be undertaken by an establishment without formal approval.

A3.5        Groups may need to pay non-returnable deposits before the full
            details of the visit are complete. In the case of visits of hazardous
            activities, particularly for ski trips, advice should be sought from
            the     Curriculum        Consultant    for    Physical    Education    before
            proceeding. For those visits of a non-hazardous nature advice
            can be sought from the Pupil Support Officer/Youth Service

A3.6        Where a number of visits of a similar nature will be repeated e.g.
            regular weekend camps or one-day walking expeditions, a block
            approval may be obtained. The following are essential:

                 The activities must be of a similar nature
                 The leaders and deputies must be clearly identified
                 All possible accompanying adults and staff must be named
                 Dates and times of visit must be given

            Any changes in the above details must be sent to the LEA in

A3.7        Residential      Special      Schools      who     regularly   participate    in
            hazardous       activities     as   part      of   their   normal   residential
            programme must request block approval at the beginning of the
            academic year. The procedures in paragraph A3.6 above apply
            except that dates are not needed only the frequency of the visits
            must be notified.

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A4.1        There are clearly defined minimum ratios for staff/adults to pupils
            for each of the three categories identified by the LEA. When
            authorising visits heads of establishments must consider the age,
            experience and maturity of the young people involved and decide
            upon the level of supervision required. The responsibility of all
            teachers/youth workers and other adults helping in and off
            educational premises is to take such reasonable care as is
            warranted by all circumstances. Visits abroad and/or visits
            involving hazardous activities will have additional requirements
            (See A4.5 and A4.6).

A4.2        Category 1                Local Visits

               Ratio: at least 1 adult : 20 young people.
               (For Nursery Schools ratio: at least 1 adult : 6 children)
               Heads of establishments must determine the level of
                supervision required.
               Ensure that a member of staff is nominated as the party

            Local visits are defined as those occurring during part of a school day
            and usually on a regular basis by small groups of young people and
            school teams. They form part of the school‟s normal operating
            procedures and would be identified in the school‟s prospectus.

A4.3        Category 2                A Day Visit

               Ratio: at least 1 adult : 20 young people
               (For Nursery Schools ratio: at least 1 adult : 6 children)
               Heads of establishments must determine the level of

Visits and Journeys Policy 13/07/11                                          A8
                supervision required.
               Ensure that a teacher/youth worker is nominated as the party
               Ensure that the party leader informs all supervising staff and
                adults of their roles and responsibilities to the group.
               The head of establishment must consider the risk to staff if
                both male and female supervisors do not accompany a mixed

A4.4        Category 3                A Residential Visit

               Ratio: A minimum of 2 adults must accompany all parties and
                have an overall ratio of at least 1 adult : 15 young people.
               There must be at least 1 teacher/youth worker to every 20
                young people.
               Ensure that a teacher/youth worker is nominated as the party
               Nominate a deputy party leader so that there is no doubt as to
                who will take responsibility for the party in circumstances
                where the leader cannot fulfil those responsibilities.
               Ensure that the party leader informs all supervising staff and
                adults of their roles and responsibilities to the group.
               The head of establishment must consider the balance and
                ratio by gender of the party and supervising staff and adults.
               In a mixed party the supervisors should include both a man
                and a woman unless there are suitable and acceptable
                arrangements at the residential site.

A4.5        Additional Requirements for Visits Abroad

               Ratio: at least 2 teachers/youth workers must accompany the
                party with at least 1 adult : 15 young people.

Visits and Journeys Policy 13/07/11                                            A9
               Ensure that within the above ratio there will be 1 teacher/youth
                worker to every 20 young people.
               The head of establishment must consider the balance and
                ratio by gender of the party and supervising staff and adults.
               An adult of the same gender must accompany young people.
               The head of establishment must consider individually the
                supervision arrangements for visits involving home to home

            The head of establishment must check advice in Section A
            paragraph A12.1 in making such Risk Assessments.

            For all visits for schools the Party Leader must be a school
            teacher, employed at the school in question, or from one of the
            schools if there is a joint visit.

A4.6        Additional Requirements for Visits involving Hazardous Activities

            Establishments must refer to the list of hazardous activities in
            Section D and any activities contained in that section will have
            further policies that must be adhered to.


A5.1        For day visits for groups consisting wholly of young people
            above statutory school age (i.e. sixth formers) the above
            requirements may be modified for non-hazardous activities to
            allow for:
               Independent travel to, from or during activities, subject to
                parents/guardians‟ consent. When several young people are
                travelling unaccompanied to an event they should, however,

Visits and Journeys Policy 13/07/11                                       A10
                travel as a group.
               Small groups (max 15) of sixth formers may be accompanied
                by only one member of staff.
               Parents should be fully informed of all arrangements and have
                given written consent to those arrangements.


A6.1        The initial home contact should be a suitable member of the
            senior management team to make appropriate decisions in

            Partners/spouses of the party leader should not be the home
            contact. In cases where the party leader may be taken ill or be
            involved in serious accident it would be difficult to manage the
            work of the home contact.

A6.2        The role of the Home Contact

            A home contact must be established as part of the initial planning
            of any journey which involves an overnight stay. There may be
            other situations when a home contact may be considered advisable.
            The home contact should be a suitable member of the management
            team and be reliable in terms of being quickly and easily located. It
            would be preferable to have a mobile phone contact. They should be
            available throughout the visit, provide a method by which contact can
            be made and keep records as listed throughout the visit.

A6.3        The home contact‟s responsibilities should include the following:

               to play a key role in the case of a grave emergency as they will
                hold all the details of the party and will become part of the grave
                emergency team.

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               a person to contact with regard to transport arrangements such as
                return times;

               arrangements in case of a breakdown in transport;

               communications with parents/guardians and the party leader when
                a party member is involved in an accident or taken ill or
                hospitalised, but is able to return to the rest of the party;

               speaking to the parents/guardians first to convey the news calmly
                and at length of an injury or hospitalisation. (This is a less traumatic
                and more reassuring way of notifying the parents rather than the
                party leader trying to contact the parents/guardians from a remote
                situation with possibly all the problems which a public telephone
                system can cause);

               links with a person at the establishment responsible for finances in
                case of financial problems, such as the party suffering significant
                loss of money;

               arrangements in the event of staff/adult injury or illness and
                possible need for a replacement;

               notification where appropriate, to the relevant insurance company.

               make available to grave emergency team all contact numbers.

            The home contact should keep with them the following:

               Copy of Form 1 Approval form
               telephone code of country being visited;
               names and telephone numbers of reserve staff/adults;
               details and registration numbers of Council or private vehicles
               addresses/home numbers of staff and pupils;
               detailed itinerary, accompanying relevant details and maps,
                including      contact   addresses   and    telephone    numbers       of
                accommodation, travel agencies;
               copy of insurance form;
               telephone number of head of establishment or designated

Visits and Journeys Policy 13/07/11                                              A12
               telephone number of Council Grave emergency contact and
               details of travel company – telephone number and address.

            Section C, paragraph C4 defines the role and function of the home
            contact in a Grave Emergency.
            There is also a LEA Emergency Contact Procedure, which gives
            assistance and support in more serious situations. The head of
            establishment is required to ensure that the leader of the party
            takes with them emergency contact numbers in case of grave
            emergency. It will be necessary for the home contact to keep
            these emergency numbers by them at all times. Refer to Section
            C for further information.


A7.1        The Department for Education and Skills (DfES) Circular 9/93 lists
            those posts for which an automatic check through the Disclosure
            of Criminal Records Procedure (DCR) must be made as a
            condition of employment. The Circular also states other adults
            who have substantial unsupervised access to children should
            also have been cleared.

            All accompanying adults on residential visits must have DCR


Visits and Journeys Policy 13/07/11                                         A13
A8.1        Separate home contacts are required for each establishment. A
            suitable member of the management team should be nominated
            to co-ordinate the individual home contacts.

A8.2        Where two or more establishments combine for a visit, one
            overall party leader and deputy party leader should be nominated
            to ensure clarification of responsibilities.

A8.3        Each establishment is responsible for completing Form 1 and
            indicating the other establishments and numbers of staff

            YOUNG ADULTS

A9.1        Parents      and/or       guardians   must   receive   specific   written
            information about the visit including the code of conduct. They
            should have the facility to find out further details from the
            organiser. Their written consent to the arrangements for the visit
            must be obtained.

A9.2        Where young people who are adults (over 18) are members of the
            group, they must receive the same written information and their
            written consent obtained. A written code of conduct for the group
            during the visit should form part of this agreement.

A9.3        Children on a Care Order would need permission from Children‟s

A9.4        For all three categories of visit, prior signed consent for medical
            treatment is strongly recommended.

Visits and Journeys Policy 13/07/11                                           A14
            Parents should be asked to agree to the pupil receiving
            emergency treatment, including anaesthetic or blood transfusion,
            as considered necessary by the medical authorities. If parents do
            not agree to this, head teachers would need to carry out a risk
            assessment of the visit and may decide to withdraw the child
            from the visit – given the additional responsibility this would
            entail for the group leader.


A10.1       Educational visits in any location come under the scope of the
            Health and Safety Executive (HSE) Reporting of Injuries, Diseases
            and Dangerous Occurrences Regulations 1995. Any accident,
            incident or near miss requires completion in the Milton Keynes
            Council Incident/Accident Book. Refer to Incident book for

A10.2       For Category 3 residential visits, a member of staff or adult must
            be appointed to be in charge of first aid. This person should
            either have recognised medical qualifications to undertake this
            role or hold as a minimum a current Emergency Aid Certificate
            from the Red Cross or St Johns Ambulance Brigade. This should
            also apply to Category 2 day visits unless a risk assessment
            indicates that there will be access to another adult with first aid
            experience e.g. at another establishment to be visited.

A10.3       Establishments must provide a first aid pack, appropriate to the
            planned activity, and all staff should be aware of its contents and
            how they should be used. The contents of first aid boxes should

Visits and Journeys Policy 13/07/11                                     A15
            be restricted to those items specified in the First Aid Code of
            Practice (Health and Safety Policy July 1997 on Public Folders).

A10.4       A higher level of first aid qualification for visits involving
            hazardous activities is required, especially when groups are
            working in more remote areas, and for staff to carry equipment
            for dealing with potential emergencies. The level of qualification
            required is given in Section D on Hazardous Activities.

A10.5       Although there is no legal or contractual duty to do so medicines
            may be administered by staff. In every day situations medicines
            should only be administered through written instructions by the
            pupils‟ parent/guardian or directly by a doctor.

A10.6       Section 3(5) of the Children Act 1989 provided scope for teachers
            to do what is reasonable for the purpose of safeguarding or
            promoting children‟s welfare. This can give protection to teachers
            acting reasonably in emergency situations. The details of any
            medical treatment provided on a visit should be given to

A10.7       A “Record of First Aid Treatment” is provided in Section I. The
            contents should be transferred to the establishment‟s records at
            the end of the visit.

A11         TRANSPORT

A11.1       Transport      arrangements   must   comply   with   the   Council‟s
            Regulations (Minibus Driving Licence Requirements)

A11.2       Most, if not all organised trips using minibuses (including welfare

Visits and Journeys Policy 13/07/11                                       A16
            vehicles) will fall within operations defined as “hire and reward”. The
            definition of hire and reward encompasses a wide variety of operation;
            the Driver and Vehicle Licensing Agency defines hire and reward as
            any Payment in cash or kind by (or on behalf of) passengers which
            gives them a right to be carried. There is no distinction between
            commercial operations running at a profit and non-commercial
            operations using voluntary drivers without payment. The fact that no
            profit is being made has no relevance to the definition of hire and

A11.3       UK Operations

            Section 18-21 of the Transport Act 1985 allows minibuses to be
            operated, for hire and reward, by organisations concerned with
            education, religion, social welfare, recreation or other activities of
            benefit to the community without the need to hold a Public Service
            Vehicle Operators Licence. The vehicle must be operated under a
            Section 19 Permit (Minibus Permit). Permits are supplied by
            Synergy (see Reference Section).

A11.4       Drivers who passed their ordinary driving test before January 1997 are
            permitted to drive such vehicles provided they hold a driving licence
            showing vehicles of Group A (non EC style licence) or categories D or
            D1 (EC style licence) with or without a restriction regarding hire and

A11.5       Drivers who passed their test since 1997 are not normally allowed to
            drive any minibus without taking a further Passenger Carrying Vehicle
            (PCV) driving test to drive buses (in the same way as a commercial
            bus driver). On passing the test, drivers will be granted a D1 or D
            category, depending on the length of the vehicle being used during the

Visits and Journeys Policy 13/07/11                                         A17
A11.6       Continental Journeys

            The Minibus Permit Regulations are not recognised outside the UK.
            Minibuses being operated outside of the UK on hire and reward
            operations, must be driven by a driver who holds an EC style driving
            licence showing categories D or D1 without any restriction regarding
            hire and reward. Therefore all drivers are required to have passed the
            additional Passenger Carrying Vehicle (PCV) driving test for buses (in
            the same way as a commercial bus driver). For example, if a school
            organises a school trip to France and either the school or parents
            pay for a child to attend, this will be classed as hire and reward
            and the driver will need a PCV driving licence.
            The following documentation must be available for inspection at all
               Waybill or own account certificate
               Vehicle registration document
               Green Card (international motor insurance certificate)
               Insurance certificate
               European Accident Form
               GB Plate

            All drivers using a minibus outside of the UK (except Eire) are required
            to use a tacholgraph (a device which records vehicle speed against

A11.7       Insurance Cover

            The Council has arranged adequate motor insurance cover. The cover
            allows the Council‟s vehicles to be driven by any driver authorised by
            the Council provided that a person holds a suitable licence. Using

Visits and Journeys Policy 13/07/11                                          A18
            Minibuses on the continent without a PCV licence would be a breach
            of the policy conditions, making the insurance invalid.
A11.8       Minibuses not operating for hire and reward

            If the minibus is genuinely not being used for hire and reward, your D1
            (restricted) licence category should continue to be accepted at face
            value during temporary visits to other EU/EEA* countries. However this
            will only apply in a limited number of situations, for example:

                   Trips where the School/Project carries the costs of the whole
                   Local authority (or other public body) trips where the authority
                    carries all of the costs of the visit
                   Employee transport, if the costs are not charged to the
                    employees, the customer(s) or a third party.

            * EEA = European Economic Area (states of the EU plus Norway,
            Iceland, and Liechtenstein)

A11.9       Alternatives

            The cost of PCV tests can be in excess of £500, and since two drivers
            may be required, trip organisers may wish to consider a number of
                   Using one of more vehicles with less than 9 passenger seats
                    (excluding the driver)
                   Finding existing PCV drivers to participate on the trip
                   Using public transport in the country concerned
                   Self drive hire from a continental town could work out simpler
                    and cheaper than taking a British minibus overseas, especially
                    in the peak season when ferry charges are high

Visits and Journeys Policy 13/07/11                                           A19
                     Check availability of local coach operators these could be
                      chartered to provide vehicles for UK and continental travel.
A11.10      Number of Drivers required

            Two approved drivers are required when using a minibus for any
            visit abroad or where it is necessary to keep within the Drivers
            Hours Regulations.

            Consider taking two approved drivers or a second adult on other
            journeys on the basis of a risk assessment which take account

                 the length of the journey;
                 the length of the working day;
                 the demands of the activities to be undertaken;
                 the personal driving experience of the approved drivers;
                 the nature and maturity of the young people;
                 what would happen in the event of illness or accident to the driver;
                 what arrangements could be made to get a relief authorised driver
                  to the party;
                 the availability of alternative public transport.

            All contracts for transport should be on the basis of one to one seating
            with appropriate seat restraints.

A11.11      Drivers‟ Hours

            The EC drivers‟ hours and tachograph rules do not normally apply to
            journeys made within the UK by minibuses with less than 17
            passenger seats unless they are driven by professional drivers, or the
            need to drive is explicit or inferred in your job description, in which
            case the rules may apply. The rules do apply to buses with 17 or more
            passenger seats.

            Although minibuses are not normally subject to drivers‟ hours in the
            UK, drivers should be aware of the risks to passenger safety which can

Visits and Journeys Policy 13/07/11                                              A20
            result from driving when tired. It is not sensible to embark on a long trip
            after a full day‟s work, whether that work involves driving or not.
            Breaks should be built into journey planning – aim to have a break
            from driving of at least 10 minutes every two hours.

A11.12      Further Information

            The Minibus Safety Booklet produced by R.O.S.P.A. and Taking a
            Minibus to Europe both available from Community Transport
            Association or contact the Council‟s Passenger Transport Section or
            Synergy for information (see Reference Section for contact details).

            See also Milton Keynes Council‟s Drivers Handbook

A11.13      Transporting young people on their own

            Young people should not travel alone in a vehicle with a member
            of staff.

            In extreme emergencies staff can transport young people alone if
            the following is adhered to :-

                parents or guardians (if available) are informed of the situation
                 and asked to give permission for you to transport the young
                 person on your own.


                a call is made to the Community Alarm system (see Reference
                 sheet) informing them who you are transporting, where, time,
                 and why. On safe delivery of the young person a second call
                 must be made to the Community Alarm system clarifying that
                 the young person has left your care, and the time.


A12.1       A risk assessment is required of:
                accommodation
                activities planned
                venues
            to ensure that they are suitable for the group.

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A12.2       Accompanying staff should have experience in the activities to be
            undertaken even when qualified tutors are leading the activities.

A12.3       A preliminary visit by the party leader or another member of staff is
            highly desirable where residential visits are concerned. Any costs
            involved should be regarded as a necessary element in the total cost
            of the visit.


A13.1       Prior to making bookings the party leader must check with the
            tour operator or manager the security arrangements in the
            residential accommodation. This should include confirmation of
            the security of windows, especially where there are balconies,
            and the arrangements for locking the accommodation at night.

A13.2       Prior to the visit the party leader must acquire a floor plan of the
            accommodation to establish the allocation of rooms to pupils and
            staff. Ideally the party should have exclusive occupancy of the
            accommodation or particular sections of it, and be able to
            segregate mixed parties. The plan should also show the location
            of secondary fire exits and indicate the emergency arrangements
            in the event of fire.

A13.3       On arrival a check must be made of the fire safety arrangements
            including a walk through fire practice. A basic security check
            should be made of locks on windows and shutters and
            verification that the accommodation is secured at night.

A13.4       The party leader must make a risk assessment on whether

Visits and Journeys Policy 13/07/11                                             A22
            bedroom doors should be locked from the inside at night.
            Whereas this may be desirable for personal security it is less
            desirable in the event of emergency evacuation during the night.
            Factors to consider are:

               the extent to which the room allocation is self contained within
                the accommodation.
               the audibility of alarm systems behind closed doors.

            The compatibility of other residents sharing the accommodation.


A14.1       The Governing Body of the School may charge in line with its
            agreed and published charging and remissions policy, in line with
            the Councils‟ policy and any legislation/guidance currently in
            force. Further information can be found in section F2.

            TOURS REGULATION 1992

            Details of the applicability of these regulations to educational
            visits are included in Section F


            Details of the insurance arrangements are required when the
            proposals for the visit are submitted for approval. Section H gives
            detailed information and requirements concerning insurance.

Visits and Journeys Policy 13/07/11                                           A23


Dear Parent/Guardian


During the coming years your child, with many others, may be taking part in school
activities outside school premises. Sometimes these activities are outside school hours.
These activities are planned to support the curriculum and/or to provide additional
opportunities, which we hope your child will find helpful and enjoyable.

The activities may include visiting the library, local park, another school or team sporting events
with other schools. The school would not normally seek parents‟ permission for these activities
although parents will be advised of the activities their children will undertake during the school

For longer trips or visits abroad parents will receive more detailed information. Parents need to
give specific written permission for these visits.

The school‟s aim is that visits and activities should be properly organised and that all reasonable
precautions should be taken for the safety and wellbeing of your child. Your child may
nevertheless be exposed to additional hazards, eg accidents in the course of travel or sporting

When it is deemed necessary the school will take out additional insurance cover. The insurance
cover will protect both the school and the pupils.

There is one other point. Urgent medical treatment might be needed in circumstances where it is
not possible to contact the parent. In this situation, I hope you would be willing to agree that the
teacher-in-charge of any party may give the necessary consent on your behalf.

I should be grateful if you would sign the note at the bottom of this letter (you may delete the
sentence about medical treatment if you wish) and return it to the Headteacher.


To:       The Headteacher

I have read the letter to parents about out of school activities that may be arranged during the
coming school years.

I agree that if my child urgently requires medical treatment during an out of school activity and it is
not possible to contact me or my wife/husband, the teacher-in-charge of the party is authorised to
give consent on my behalf.

Pupil‟s name in full:          __________________________________________________________

Signed:                        _______________________________________________________

Date:                          _______________________________________________________

Visits and Journeys Policy 13/07/11                                                                      Appendix A1

B1.1         Most out of school activities are exciting and adventurous but
             contain elements with the potential to cause harm. Risk is
             defined as the likelihood of that potential being realised. A
             child‟s sense of adventure can still be exercised without
             exposure to undue physical or psychological risk. Whereas the
             identification and control of risk is a continual part of a
             supervisor‟s role during a visit, an initial assessment of risk by
             the Party Leader is essential during planning.
             In establishing acceptable risk levels the following should be

             Can any hazardous           situations   be    identified   in   the   travel

             Prior knowledge of site
             Does the environment have any natural hazards?

             Is the accommodation safe and secure for the group?

             Are staff fully aware of the technical difficulty of the activity?

             First Aid
             Do all activities have immediate access to a qualified first aider and
             appropriate equipment?

             Experience of leader
             Does the leader have proven competence or experience to make on
             site judgements related to the above?

             Qualification of Instructors
             Can the competence of staff and/or instructors be assured through
             National Governing Body (NGB) qualification or appropriate approval

             Technical Equipment
             Is the standard and condition of safety equipment acceptable?

             Weather and Time of Year
             Is the time of year and weather predictably appropriate?

             Insurance covers all activities likely to be undertaken and levels of
             cover comply with Council requirements.

Visits and Journeys Policy – 13/07/11                                               B25
             Activities of lower inherent risk are often transformed to high risk by
             the environment e.g. beaches, farms, factories. Likewise activities of
             a higher risk can be modified by using a controlled and secure
             environment e.g., abseiling on a purpose built tower within centre
             Appropriate safety provision will ensure that activities will be
             conducted with an acceptable level of risk – which means that all
             reasonable steps have been taken to avoid accidents. Do not be put
             off – adventurous children and accidents are inevitably an occasional


             Ensure that all leaders, supervisors and the home contact have:

                The Council Grave Emergency telephone number
                Thames Valley Police Headquarters telephone number.
                The international code if visit is outside country
                Direct access to list of all party members, addresses, telephone
                 numbers, next of kin, alternative addresses and telephone
                 numbers should parents/guardians be away from home.
                Insurance company policy number, telephone number and
                 emergency telephone number.
                Details of transport arrangements including flight times, ferry time,
                 transport company telephone numbers.
                Copies of Form 1 should also be left with the establishment and
                 with the home contact
                A copy of the Grave Emergency Incident Report Form should be
                 completed in a Grave Emergency.

Visits and Journeys Policy – 13/07/11                                          B26

            All involved in the planning, approval and organisation of
C1.1        educational visits should recognise the risks involved. Risks will
            be minimised if due attention is paid to planning, preparation and
C1.2        There may be three types of emergency:
                   On the spot response by the Party Leader which requires the completion of an
                    Accident/Incident Report;

                   An emergency (injury, serious misbehaviour, transport problems) which
                    requires liaison through the home contact and the completion of an
                    Accident/Incident Report;

                   A grave emergency, (serious injury, pupils seriously at risk,
                    fatality or situation which will attract media involvement) in
                    which the Leader and party require immediate assistance
                    through either the use of the home contact or the grave
                    emergency procedure.

C2.1        The Party Leader will assume immediate responsibility for
            informing the Council and activating the emergency procedure.
            He/she must therefore be fully aware of the required procedure i.e.
C2.2        whom to inform.

            You will normally assume the role of Incident Location Team
            Leader unless or until someone has been sent from the Council to
C2.3        fulfil this role. Delegate party leadership to your deputy.

            You and your staff will undoubtedly be in a state of shock, possibly
            delayed, so heed medical advice. Follow these instructions in

            (a) Ensure that you have accounted for all party members.

            (b) Delegate a responsible adult to take care of the uninjured members of the party
                and to protect them from the media.

            (c) Do not allow any member of the party to have access to the telephone until
                advised that it is in order for them to do so.

            (d) Be contactable by the authorities. One person must be available at a telephone at
                all times.

            (e) Where possible maintain a detailed log of all action taken and conversations held.

Visits and Journeys Policy - 13/07/11                                                    C27
            (f) Seek further and full details of the incident, how and why it happened so far as can
                be established at this stage. Keep written notes. Staff should have regard to the
                police. If there is a police investigation it is important not to get in the way of any
                official investigation.

            (g) Retain all equipment involved in an accident or incident in an unaltered condition –
                unless it is required by the police.

            (h) Do not make any public statements about the incident without prior approval of the
                Milton Keynes Incident Control Team.

            (i) Begin to make appropriate arrangements for those not injured to return home
                immediately – unless they are required as witnesses by the police.

            (j) Arrange to visit the injured in hospital and to obtain the necessary documentation
                from the medical authorities e.g. death certificates medical certificates indicating
                how injured to return home immediately.

            (k) Obtain receipts for all expenditure connected with the incident.

            (l) Complete as much of the Incident Report Form (Form 5) as possible then phone
                the Milton Keynes Grave Emergency number (see Reference Sheet).

            (m)The Council Grave Emergency number is available 24 hrs a day, 365
               days of the year.
            Please remember, when outside the UK, to use the international dialling code eg
            0044 (0)


C3.1        On being notified of a grave emergency a complete support team is brought into action
            to support the party and the establishment. A representative would be asked to support
            the team immediately.

C3.2        The direct support team would form an instant and continuous link with the affected
            party and, depending on the level of emergency, send a senior officer to the incident
            location. It directs all actions, provides links with tour operators, insurance companies
            and the media and would arrange for the return of the affected party.

            The home support team, involving the head of establishment, would provide a contact
C3.3        point for information exchange and support for all families and the establishment. It
            would organise necessary transport for parents to the location where pupils were
            unable to travel home immediately. It would provide support on the establishment
            premises when required.

            The media team would give accurate and periodic information through press releases
            and arrange necessary interviews and try to reduce the media pressure from the
            incident, the establishment and parents.

C4          ACTION BY HOME CONTACT                          WHEN        USING       THE     GRAVE

Visits and Journeys Policy - 13/07/11                                                       C28
C4.1        In certain cases the home contact may be in the situation of having to
            telephone the Grave Emergency Number on behalf of the Party Leader.
            The home contact should collect the following information from the Party
            Leader before calling the Grave Emergency Number.

                       Your name
                       Group name
                       A return call telephone number
                       Where you are now
                       Type of assistance
                       Brief outline of incident
                       Remind the Party Leader that no one should make statements
                        to the media.

Visits and Journeys Policy - 13/07/11                                      C29
D1.1      If your visit includes any activities on this list your visit requires further
          authorisation from the Strategic Director. You must list the activities and the
          qualifications of staff/instructors on the Approval Form (Form 1). This enables you
          to conform to the Activity Centres Licensing Legislation.

          All the activities listed below require one or more of the following:

             Extra insurance

             Additional approval by the Strategic Director.

             A National Governing Body qualification

          This is a list of activities recognised as hazardous by the Education Authority. It is
D1.2      not exhaustive and there are other activities, which may also need to be included.
          Extra Visits and Journeys insurance must be taken out for all people involved in a
          visit where any of these activities are likely to take place. The only exception being
          for sessional or day visits to the LEA‟s own centre, the Caldecotte Projects where
          activities take place within the agreed boundaries of the centre. Extra insurance
          must be taken out for all residential visits and journeys, including the Caldecotte

          Airborne Activities – See D4.1:

             Ballooning
             Commercial Flights (light aircraft)
             Gliding
             Hang Gliding
             Parachuting
             Parascending

          Land Based Activities - See D4.2 to D4.20:

             Adventure Activities
             Archery
             Camping
             Caving and Potholing and Mine Exploration
             Cycling and Mountain Biking
             Farm Visits
             Field Studies involving any Hazardous Activities
             Gorge Walking/Ghyll Scrambling
             Horse Riding/Pony Trekking
             Ice Skating
             Land Yachting
             Mountain Walking

Visits and Journeys Policy – 13/07/11                                                       D30
             Orienteering
             Rock-climbing and Abseiling on crags and artificial walls
             Rope courses
             Skiing, Snow and artificial slopes
             Snowboarding
             Tobogganing
             Trekking and Expeditions
             Walking     in    hazardous       areas/cliff   pathways       and     associated
              beaches/marshlands and rivers
             Winter Climbing

          Water based activities- See D 4.21 to D4.32
             Water sports in general
             Angling
             Canoeing, Commercial Boat Trips, Canals, Rivers and the Sea
             Off shore Cruising
             Rowing, Sailing
             Sub Aqua and Snorkelling
             Surfing
             Swimming in Lakes, Rivers and the Sea
             Water Skiing

D2        TRAVEL COMPANIES, ADVENTURE                                          CENTRES,
          FREELANCE   INSTRUCTORS  &                                           CURRENT
          This section gives essential information for establishments making a contract with
          commercial or charitable organisations and freelance instructors.

          Where specialist services are being paid for, either through hiring freelance
D2.1      instructors or using commercial companies, it is the duty of the party leader to
          check that safe standards will be in place for the group. This requires an initial
          check, before any deposits are paid, and an on-site check up when the visit takes
          place. For instance it may be several months between your initial confirmation of
          staff qualifications and your visit (if there have been staff changes, qualifications
          need to be reaffirmed.)

          There are 3 ways in which safety can be checked:

             Check that the provider has an Activities Centres Licence (if it is appropriate to

Visits and Journeys Policy – 13/07/11                                                       D31
             Use the Council Contract Form (Form 8) if the provider is not required to hold
              a licence

             Check the qualifications of instructors against the list given in Section D4

          The Activity Centres (Young Persons Safety) Act 1995 and the associated
          Adventure Activities Licensing Regulations 1996 apply only to certain activities
          and only in the United Kingdom.

          The following activities may be licensable when commercial
D2.2      companies sell them out when local authorities provide them with or
          without a charge.

             Caving (also in disused mines);
             Climbing
             Trekking including on horseback, mountain biking & off–piste skiing;
             Watersports (canoes, rafts and sailing craft);

          Milton Keynes Council has an Activities Licence for the Duke of Edinburgh Award
          Scheme, Caldecotte Project and Longrigg.

          This document applies to staff undertaking their own activity instruction and it is
          essential that the qualifications, procedures and advice be adhered to.

          Whether or not a provider needs a licence will depend on a number of factors.
          These include the age of the participants (provision for people aged 18 and over is
          not within the scope of the regulations) and the location of the activities.

          To check the licence status of a provider you can contact the Adventure Activities
          Licensing Authority – see Reference Sheet.

          Holding a licence means that a provider has been inspected and the Licensing
          Authority are satisfied that appropriate safety measures are in place for the
          provision of the licensed adventure activities. Catering and accommodation are
          not covered by the licensing scheme. These should be checked separately.

          The Council Contract Form provides a safety check list which an
          activity provider, centre or tour operator is required to sign to
          guarantee certain standards of safety covering instruction,
          equipment and accommodation.

          When accommodation (including campsites) is to be used, first hand
D2.3      knowledge of the centre is the best policy. This is a list of the basic
          questions to ask:

             Is the sanitary provision adequate for the total capacity of the
              accommodation (baths, washbasins, showers, WCs)?
             Are heating, lighting and ventilation adequate (including suitable
              blinds or curtains)?

             Is there a suitable distance between beds, bunks and other
              furniture to enable free movement (minimum gap of 30 inches)?

Visits and Journeys Policy – 13/07/11                                                        D32
             Is adequate storage and security for normal personal items and
              valuables provided?

             Are there adequate drying facilities for wet clothing and

             Is there separate provision for sick or infirm course members?

             Are the fire precautions adequate (audible alarms, smoke
              detectors, exit signs and all exits operational)?

          Planning and organisation should be such that young people are not
          exposed to risk of racial, sexual or physical abuse or harassment by
D2.5      adults or others within a peer group when in a residential setting.
          Special considerations should be taken with dormitory or tent siting
          plans and the proximity of accompanying staff.

          The law requires all adults who have contact with young people
D2.6      under 18 to disclose any convictions of a criminal nature to the
          organising authority.  DfES Circular 9/93 requires all adults
          accompanying residential activities from schools to be police

D2.7      At the present time voluntary bodies and commercial companies
          have difficulty accessing the screening procedure. It is therefore
          essential that accompanying staff have twenty four hour supervision
          over their group.
          Where children are handed over in small groups to centre staff for activities,
          accompanying staff should decide how they would deploy themselves to assist
          with supervision. Often there will be more activity groups than school staff. In
          making decisions the Party Leader should consider the need to see all of the
          centre staff working with the school group and which activities (or particular)
          groups might need more attention. If activity location allows, one member of staff
          can visit two groups. This type of supervision is particularly important in the first
          stages of a residential course until a fair assessment is made of the centre staff
          and the relationships they make with the group.

          This section gives information general to all activities and the person who is
          instructing that activity regardless of whether they are staff/adults or contracted

          An essential part of outdoor education is that it challenges a child‟s sense of
D3.1      adventure. Most adventure activities contain elements with the potential to cause
          harm (physical or psychological). Well-conducted activities reduce these elements
          of risk but allow them still to be apparent to the child. The judgement of
          psychological harm (as in how insistent to be in encouraging a very frightened
          child to overcome a fear of heights) requires knowledge and experience of

Visits and Journeys Policy – 13/07/11                                                      D33
          There are four basic factors which produce well conducted activities:

D3.2      Good Leadership Qualities – experience and sound judgement being the most
          important constituents.

          Skill and Knowledge in selecting and using equipment and in coping with natural

          Good Quality Equipment which should be checked for condition before the
          journey starts.

          Prior Training to the standard required for the activity including the appropriate
          skills, procedures and responsibilities required by all. This is equally important at
          the level of the person in charge as it is for the group under instruction

          In assessing the suitability of a person to lead an activity the head of
          establishment/youth worker (or the Party Leader in the case of contracted
          instructors) should be satisfied that the prospective leader:
D3.3         is clearly aware of the aims being established for the participants;

             has the necessary skills, techniques and experience;

             is physically fit enough to undertake the role of the leader (Circular 13/93
              Appendix paragraphs 4, 8, 11, 12, 15,17);

             will be working within his/her own instructional ability (usually this is below
              his/her own limitations);

             is competent to render first aid as may be necessary (and has suitable kit

             is competent in appropriate group rescue and survival techniques and

             can give evidence of his/her ability and competence to lead and instruct;

             can check that every pupil is suited to the activity and will be properly prepared
              and equipped.

          Insurance cover must be taken out for all category 3 visits. Where insurance cover
          is included as part of a commercial booking the policy should be checked with the
          Insurance Section before the activity is undertaken. It should be noted that
          insurers usually impose additional requirements in the case of hazardous activities.


                                   Contracted Instructors
D3.5      Contracted instructors should always hold a National Governing
          Body award appropriate to the activity being undertaken. Where the
          activity is in a highly controlled situation, e.g. abseiling from a

Visits and Journeys Policy – 13/07/11                                                       D34
          purpose built tower in the grounds of a centre, a thorough in-house
          training course may suffice provided that evidence is available that
          the course:

          a)    covers all safety aspects of the activity as laid down by the
                relevant National Governing Body;
          b)    that the course was conducted by a senior instructor of the company who
                holds a relevant National Governing Body award for the activity;

          c)    that, following the successful completion of the course, the
                named instructor has worked under supervision in that activity to
                ensure his/her competence and standards of safety.

                                       Commercial Centres
          Commercial centres should be able to provide copies of their operating procedures
          and in-house training. Activities where in-house training is appropriate is in
          activities where risk is inherently low, i.e. where the activity is highly structured and
          controlled, or where the skill levels and environmental risks are low. The
          Curriculum Advisor for Physical Education can give further advice on individual

          On no occasion should anything less than the appropriate National
          Governing Body qualification be accepted for activities involving
          water, rock-climbing, caving or walking in remote areas.

                                      Unsupervised groups
D3.7      Within the aims of Outdoor Education is the notion of fostering independence,
          investigative skills and self-reliance. Groups may spend some time unsupervised
          on visits abroad or fieldwork. They may be required to conduct expeditions or
          explorations unaccompanied as in the Duke of Edinburgh‟s Award Scheme. Even
          with groups who have been trained to become self-reliant, a system of indirect
          supervision is still crucial for the safety of the group.

          When groups are allowed unaccompanied time in everyday environments, such as
          a town, clear ground rules should be given. As well as insisting that no-one go off
          on their own, the group should have:

              telephone numbers and emergency contacts if they get lost (name of their

              a street map or plan of notable landmarks

              knowledge of using local telephones

              how to call for help if in trouble

          For groups involved in any of the hazardous activities listed unaccompanied
          activity should only occur where the leader has the level of experience to judge the
          competence of the group and the environment and weather conditions they will
          meet. A competent group will have the necessary skills, experience, confidence
          and physical ability to undertake the activity plus the competence to administer first

Visits and Journeys Policy – 13/07/11                                                         D35
          aid and basic safety procedures in the event of a mishap. The leader can only
          assess the group‟s judgement in all these matters through a gradual four stage
          withdrawal of supervision:
             accompanying the group
             shadowing the group
             checking regularly at agreed locations
             checking occasionally at agreed locations

          This section deals with each listed activity individually. It highlights the principal
          features of safe practice from which a risk assessment may be made.

          The activities are grouped alphabetically in this section under
          the following general headings:
                  Airborne                 Land based                Water based

          For each activity levels of qualification required and instructor/pupil ratios are

          Airborne Activities

D4.1      Ballooning; Light Aircraft Flights, Gliding, Hang
          Gliding, Parachuting and Parascending
          All airborne activities should be undertaken with registered and approved
          organisations. Unlike motor cars the law does not require aircraft to be insured. It
          is essential that any aerial activity have adequate third party liability insurance.
          Insurance aspects of any activity involving gliding, ballooning, parascending,
          parachuting or mountain parachuting must be checked with the Council Treasurer,
          Insurance Section.

          Hang Gliding is not an approved activity.

          Land Based Activities

D4.2                                 Adventure Activities
          Adventure activities are many and varied and range from quad biking
          to problem solving using trees, ropes and water. Generally there are
          fewer potential dangers in participation in these types of activity,
          depending greatly on the environment in which they take place. In
          all cases the equipment must be regularly maintained and checked
          and safety rules should be clearly explained at the outset. The
          leader should be aware of the potential danger of each task and
          assess when to allow mistakes and when to intervene on grounds of

          If tasks are set on or around rivers or lakes, then safety guidelines

Visits and Journeys Policy – 13/07/11                                                       D36
          governing watersports need to be taken into consideration. For
          instance, even with shallow water the leader should have a
          qualification in cardio-pulmonary resuscitation (an Emergency First
          Aid Certificate). In deep water a current life saving qualification
          (RLSS Bronze Medallion) is essential plus a safety craft.

D4.3         Has the activity provider given evidence of their written operating
              procedures and compliance with any national body guidance?

          Archery has obvious dangers, which can be avoided by a structured and
          disciplined approach.

             Does the range have short grass with a protected overshoot area behind the
             Are the targets well clear of hedges, buildings, private property, public
              footpaths etc, where people could emerge?
             Is there a shooting line marked with a waiting line marked 5m behind?
             Are bows suitable to the age and experience of the archers and is the length of
              the arrows matched to the bow? Is the distribution of equipment monitored to
              ensure that the same number of bows and arrows are safely returned?
             Are braces and finger tabs worn to protect the archer? Has the group received
              instructions in collection procedures? i.e. that all archers have finished
              shooting; that bows are grounded; archers walk to the targets with eyes
              looking for arrows which have fallen short; that arrows should be removed from
              the side to protect eyes, and in the direction of entry, with a slight twist if firmly

                                    National Qualifications
          Grand National Archery Association Leader’s Qualification.

          Recommended Ratio                          1:12

D4.4      Camping
          See also section G5 recognising that there may be sections that are specific to
          Duke of Edinburgh Award.

          Through camping young people learn many valuable and educational qualities by
          living out-of doors with their peer group. It is important therefore to make sure that
          camps are well organised and made as safe as possible.

             Is the Party Leader experienced and competent in the type of camping being
              planned for the group? If the site is in an unfamiliar location (farmland, wild
              country or coastal area) extra skills and competencies would be required.
             Is all equipment suitable for the likely conditions and the experience of the
             Are tents adequately spaced to allow free movement between them and to
              reduce the risk of fire spreading?
             Are stoves and fuels kept and used outside tents and all fuel containers
              marked clearly with the contents?

Visits and Journeys Policy – 13/07/11                                                          D37
             Do you have permission from the site owner to light open fires?
             Are hygiene rules explicit, particularly those applying to cooking and food
             Do you have fire drills and do campers know the location of extinguishers,
              water or soil?

                   For use of camping stoves see section G5.3
                                    National Qualification
          C.C.P.R. Basic Expedition Leader‟s Award
          An award covering the basic skills of journeying on foot in open
          country in the British Isles during summer months. It covers the care
          of young people out of doors including day journeys and base and
          standing camps.

                             Recommended Ratio:                     1: 10
D4.5                   Caving, Potholing and Mine Exploring
          Caves, mines and potholes have their own special risks and hazards such as
          leaks, open shafts and collapsed workings.

             Are leaders experienced cavers who are qualified and familiar with the
              systems to be visited?
             Are groups of inexperienced persons, even under the control of a qualified
              instructor, prevented from entering deep water within caves?
             Are abandoned mines only explored with a qualified leader?
             Are leaders and instructors who visit caves regularly aware of the dangers of
              radon gas?
             Is it made clear that no one should go underground against his or her will?

                                   National Qualifications
          Local Cave Leader Level 1

          Local Cave Leader Level 2

          Caving Instructor Certificate

              Recommended Ratio For level 1 – 1 Instructor to 10
                      with an accompanying adult
          The number under instruction must be reduced when the system becomes more

          The minimum group size should be 5 including 2 leaders.

D4.6                          Cycling and Mountain Biking
          These are physically demanding sports and require a similar
          awareness of safety procedures for wild country or mountain

Visits and Journeys Policy – 13/07/11                                                  D38
             Are the group proficient cyclists?
             Are they all equipped with safety helmets conforming to BS6863 1989?
             Are leaders experienced and competent in wild country?
             Is clothing adequate for the conditions likely to be met?
             Is a comprehensive first aid kit carried at all times?
             Are bikes in proper working condition prior to departure?
             Can the leader undertake simple repairs and adjustments en route such as
              punctures, resetting brake blocks, adjusting knocked derailleur or removing
              damaged chain links?
             When off road, has access been assured for the whole route?
             Has the group been properly briefed about descending steep terrain?

          National Qualifications
          National Mountain Bike Leadership Award

          Levels 1 & 2
          Leadership of groups below a height of 600m and within 30 minutes walk from
          shelter, summer conditions only.

          Level 3
          Any height in summer conditions on rides of more than a day‟s duration and in
          winter below 600m and within 30 minutes walk from shelter. An appropriate
          mountaineering certificate may also be required.

          Recommended Ratio               2:10

D4.7                                       Farm Visits
          Farms can be dangerous even for the people who work on them. Taking children
          to a farm should be carefully planned. The risks to be assessed should include
          those arising from the misuse of farm machinery and the hazards associated with
          E-coli 0157 food poisoning and other infections.

          Checklist of the Main Precautions for School Visits to Farms

             Check that the farm is well managed; that it has a good reputation for safety
              standards and animal welfare; and that it maintains good washing facilities and
              clean grounds and public areas. A prior visit to the farm should be considered
             Has the group been instructed not to place their faces against the animals or
              their hands in their mouths after feeding them?
             Have you ensured that everyone has washed his or her hands before eating?
             Check that the farm has suitable washing facilities, appropriately sign posted,
              with running water (preferably hot and cold), soap and disposable towels or hot
              air hand dryer(s). Any drinking water taps should be clearly labelled in a
              suitable area.
             Ensure suitable precautions are in place where appropriate e.g. clear signs or
              restricted access in areas such as near slurry pits or where sick animals are
             Ensure that there is an adequate number of adults to supervise the children,
              taking into account the age and stage of development of the pupils. Ensure
              that adults are suitably briefed regarding this checklist.
             Female visitors to farms should be warned that there is a possible risk of
              diseases being transmitted to pregnant women during lambing time.
             Prepare pupils for the trip by explaining the expected standards of behaviour
              and the importance of following any rules e.g. shutting gates and that there
              should be no riding on tractors or other machines or playing in the farm area.

Visits and Journeys Policy – 13/07/11                                                    D39
               Inform parents/children of the advantages of wearing footwear that can be
                easily cleaned. Wellington boots are ideal footwear, but any closed shoe is
                preferable to open footwear.
               Explain that visitors should not eat or drink anything, including chewing gum
                etc., while touring the farm, because of the risk of infection and the risk of
                contact with toxic pesticides and other chemicals. The group should know not
                to sample any animal foodstuffs or drink from farm taps (other than in
                designated facilities).

              DURING THE VISIT

               If visitors are in contact with, or feeding, farm animals, they
              should not place their faces against the animals or put their hands
              in their own mouths afterwards.
               Before contact with animals, ensure cuts and grazes (especially on hands) are
              covered with waterproof plasters. After contact with animals and particularly
              before eating and drinking, ensure all visitors wash and dry their hands
              thoroughly. If young children are in the group, hand washing will need to be
               Meal breaks or snacks should be taken well away from areas where animals
              are kept and visitors should not eat anything that may have fallen on the ground.
              Any fruits or vegetables produced on the farm should be thoroughly washed in
              drinking water before consumption. Water for drinking and food washing should
              be taken only from taps clearly labelled as drinking water.
               Manure or slurry presents a particular risk of infection. Visitors should not
              touch it and any cuts or grazes should be covered with waterproof plasters. If
              visitors do touch manure or slurry, they should thoroughly wash and dry their
              hands immediately.


               Ensure all visitors wash their hands thoroughly before departure.
               Ensure footwear is as free as possible from faecal material.

          For full details of advice on farm visits please refer to the
          Department of Health checklist (See Reference Sheet for
          contact numbers)
          National Qualifications                   None

          Recommended Ratio
          As for a day visit but consider taking extra adults for small group supervision.

D4.8                Field Studies Involving Hazardous Activities
          Where field studies take place in a hazardous environment or in conjunction with a
          hazardous activity reference should be made to the relevant section of this

               Has the party leader read the section on unaccompanied groups?
               If the study area is in a mountainous or wild country environment has the
                leader read the section on Mountain Walking (D4.12)?
               If the study area is in a coastal/river environment has the leader read the
                section on walking in hazardous areas, cliff pathways and associated beaches,
                marshlands and rivers (D4.19) and referred to the section on Swimming in
                Lakes, Rivers and Seas (D4.31)?

Visits and Journeys Policy – 13/07/11                                                        D40
             The leader needs to be aware of local weather forecasts and conditions

          National Qualifications
          None if not related to a hazardous environment.

          Recommended Ratio
          As appropriate for residential or day visits and where necessary hazardous

D4.9                       Ghyll Scrambling/Gorge Walking
          Ghyll scrambling is an adventurous activity that is becoming increasingly popular.
          In practice it often necessitates many specialist techniques from mountain walking
          and rock climbing.
          These areas often contain much flora and fauna undisturbed for many years.
          Groups venturing into these areas require great sensitivity. Injuries are more likely
          to occur in this activity and the difficulty of evacuating an injured person will
          increase proportionally to the difficulty of the route.

             Is the Leader experienced and competent in rope and belay techniques?
             In wet gorges is the Leader experienced in appropriate caving techniques?
             Does the chosen ghyll or gorges have serious sections that involve technical
             Are helmets worn (fastened) at all times?

          National Qualifications
          Local site specific accreditation from a technical adviser approved by the A.A.L.A.

          The Single Pitch Supervisors Award

          The Cave Leaders Award

          Recommended Ratio
          1: 10 or 1:6 where roped sections are involved.

D4.1                          Horse Riding/Pony Trekking
             Is the riding school recognised by the British Horse Society?
             Are horses matched in size and temperament to the experience of the rider?
             When pony trekking, is basic riding tuition given before the trek begins?
             When pony trekking in mountainous areas have adequate precautions been
              taken to protect against adverse conditions?
             Does everyone wear protective headwear that complies with CE
             Are all riders wearing heeled footwear?

          National Qualifications
          British Horse Society Assistant Instructor
          British Horse Society Instructor

          Recommended Ratio                        1:8

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D4.1                                        Ice Skating
          This section applies to groups skating or under instruction at specialist sports rinks.
          Rules will be publicised within the rink in the UK but when abroad ensure that
          groups know the following rules:

             No speed skating
             No chasing.
             Skate in an anti-clockwise direction unless directed otherwise.
             No more than three people to skate linked together.
             Leave the centre of an ice-rink free for figure skaters.
             Do not sit or climb on the barriers.
             Is instruction available by qualified employees of the rink?
             Are boots securely laced, particularly around ankles?
             Are skaters clothed sensibly and are beginners wearing gloves?
             Do you have a recall procedure to remove your group from the ice quickly if

          Recommended Ratio                         1:15

D4.1                  Mountain Walking (Summer and Winter)
          Weather conditions play a very important role in the potential dangers of the
          mountain environment. These conditions vary constantly and rapidly and are not
          bound by the traditional seasons.

          It is often difficult to predict accurately which time of the year will be winter
          conditions and which time of the year will be summer conditions. Winter conditions
          are typified by the presence of snow and ice, shorter daylight hours and
          correspondingly lower temperatures.

             Are all members of the party properly equipped?
             Have leaders completed the relevant Mountain Walking Leaders Training
              Board assessment or are conversant with and been approved competent in all
              aspects of the syllabus by a technical adviser?
             Are all supervising adults experienced in the conditions likely to be met?
             Has the group received the necessary prior training and are they physically
              capable of tackling the proposed route?
             When appropriate, has the Leader read the section on unaccompanied
             Before departing for home has the home contact been informed that the group
              is safely off the hill?

          National Qualifications
          Walking Group Leader Award
          Basic award for leading parties of novices on open countryside, easy hills and

          Summer Mountain Leader Award
          This is the minimum basic award for leading parties into the hills in summer
          conditions only in the British Isles.

          Scottish Winter Mountain Leader Award
          This is the qualification required when leading walking expeditions in winter
          conditions in the British Isles. It excludes the use of ropes and technical equipment
          other than those required in an emergency situation.

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          European Mountain Leader Award
          This qualification permits the holder to lead parties on Alpine hill walking trips.

          The Mountain Instructor Award
          A qualification to instruct summer mountaineering including all aspects of rock
          climbing in Britain.

          The Mountain Instructor Certificate
          A qualification to instruct mountaineering in summer and winter conditions
          including rock climbing, snow and ice climbing and winter mountaineering in

          British Association of Mountain Guides „Carnet‟
          A qualification to teach mountaineering world wide and off-piste skiing.

          Recommended Ratio 1:5             but 2 adults should
                                                    accompany each group

D4.1                                        Orienteering
          Orienteering can take place in a wide range of places from a school field to a
          national forest. In all cases a good venue with well defined limiting boundaries
          which can avoid roads.

              Does the group have appropriate footwear and clothing for the conditions to be
              Is there a known procedure for finishing the event and a system for accounting
               for all competitors?
              Where appropriate do young people have the choice to work in pairs or groups
               when competing in isolated woodlands, to reduce the risk of abuse and
              Do individuals carry a whistle to summon help?

          National Qualifications
          British Orienteering Federation
          Teachers Certificate
          Assistant Coach
          Senior Coach

          Recommended Ratio
          Staffing is dependent on the difficulty of the location and the participants‟ previous
          experience. For novice groups in well defined areas, e.g. Caldecotte, a ratio of
          1:20 is possible but for a challenging and unknown location a ratio of 1:8 may be
          more appropriate.

D4.1          Rock Climbing and Abseiling on Crags and Artificial
 4                                 Walls

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          Rock climbing and abseiling on natural and artificial rock faces is a recognisably
          dangerous activity and safe procedures and techniques are of paramount

             Do all groups wear approved helmets whilst operating on or near the wall or
             When abseiling is a safety rope used at all times and is long hair enclosed
              within the helmet?
             Have the group fully understood the safety procedures for waiting at the
              bottom of the climbs and where appropriate, for descending by a safe route?
             Is there a system of logging the use of equipment, regular inspection and
              appropriate systems of safe disposal of worn gear?
             Before departing for home has the home contact been informed that the group
              is safely off the crag?

          National Qualifications
          Single Pitch Award
          Supervise single pitch rock climbing and abseiling on outcrops.

          Mountain Instructors Certificate
          A qualification to teach rock climbing

          British Mountaineering Council Guide
          A qualification to teach rock climbing.

          Recommended Ratio                         1:6 when top roping
                                                    1:2 when lead climbing

D4.1                                      Rope Courses
          Rope courses can be either low or high level.

          Low level rope courses are generally less than 1.5 metres from the ground and
          should be regularly checked for safety of fastenings, structures and the
          surrounding floor surface.

             Has the person in charge undergone training to use the course?
             Have clear instructions been given about the nature of the task on each
              section of the course?
             Have groups been instructed and tested on their ability to support each other
              round the course?
             Are the weather conditions appropriate for the course?
             Are all persons suitably dressed?
             High level rope courses are situated well off the ground, usually in trees or on
              specially constructed systems of poles.

          All the above checkpoints apply to high courses and in addition:

             Is the course secured after use so that it is not accessible to unauthorised
          Are the structures and trees subject to an annual independent and qualified
          inspection system?

D4.1                             Skiing and Snowboarding
          Although ski resorts have comprehensive safety arrangements the changeable
          nature of the environment necessitates a high degree of predictive organisation by

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          Party Leaders, based on personal experience, to ensure the security and well
          being of the group.

             Is the Party Leader qualified, experienced and competent to lead a snow
              sports trip?
             Does the Party Leader have the Ski Course Organisers Certificate (Part 1)?
             Are other supervising adults chosen for their experience of residential visits
              and skiing/snowboarding ability?
             Will the entire group have four lessons booked with a qualified ski instructor?
             Are all group members conversant with the ski-way code?
             Are there clear instructions prior to booking that young people are not allowed
              to ski unsupervised?
             Do accompanying staff who supervise extra skiing/snowboarding hold the
              necessary qualifications?
             If tour operators offer a ski guiding service, have you checked that your guides
              have national instructor qualifications?

          National Qualifications
          Ski Course Organisers Certificate, Part 1
          A certificate of attendance covering all aspects of the safe organisation of ski tours
          prior to and during the visit.

          British Alpine Ski Leader Award
          A qualification covering safe organisation in the resort and the ability to lead
          groups on known ski runs.

          Artificial Ski Slope Instructor
          A qualification to teach groups on artificial ski slopes

          British Association of Ski Instructor
          Grader 3, 2 and 1 all involves qualification to teach skiing on snow. Grade 3 should
          work under supervision, whilst Grade 1 is the equivalent of European

          Recommended Ratio                  1:12 overall

          Where a large group is concerned an overall ratio of 1 to 12 should be the average
          with actual group sizes varying around this number.

D4.1                                        Tobogganing
          Tobogganing can be a dangerous activity and most accidents occur from lack of
          proper organisation and/or supervision.

             Does the site have a suitable gradient and a safe run out?
             Has the area been checked for any protrusions that are likely to cause injury?
             Are the participants suitably clothed for the conditions?
             Are there clearly defined and separate routes for descent and ascent?

          National Qualifications                             None
          Recommended Ratio                  1:12

D4.1                              Trekking and Expeditions
          Expeditions and extended treks into remote areas of the world are an increasing
          activity in schools. It is more difficult to apply the same criteria to them as activities

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          organised for the British Isles.

          The main criteria for a pupil‟s inclusion in an expedition should not be the ability to
          pay. All members must have the proven ability to accomplish the physical and
          mental demands of the planned venture.

              Does the leader have previous expedition experience in the terrain to be used?
              Are the expeditions aims and purposes clear and do they provide a logical
               progression for the group?
              Will the deputy leader be able to assume responsibility in an emergency in the
               conditions and terrain planned?
              Have all members completed a full pre-expedition training programme that will
               prepare them for the distances and living conditions to be encountered?
              Is the school leader clear about the inoculations required for the area to be

          Have parents been fully briefed on all emergency procedures including:

              Expedition first-aid expertise including the administering of drugs
              The evacuation procedures and time scales in a medical emergency.
              Ensuring the provision of safe blood supplies.
              The problems associated with local food and water.
              Insurance/contingency funds to cover all emergencies.

          National Qualifications
          The leader should have qualifications in the skills required in managing a group of
          young people in the environment to be visited (e.g. mountaineering qualifications).
          Equally important will be evidence of previous successful expeditions led in the
          planned area. Minor emergencies in the British Isles can assume gigantic
          proportions in remote Third World areas not quickly accessible to rescue services.

          Reference must be made to individual sections of this chapter e.g. canoeing,
          mountaineering etc.

          For any walking expedition the absolute minimum requirement is the Summer
          Mountain Leader Award (Assessment not Training). If activity is of a more
          technical nature, for instance taking place above a snowline, involving rock
          climbing, or above 10,000 feet then the qualification should be Mountain Instructor
          Certificate or Mountain Instructors Award, whichever is appropriate, as
          recommended by the BMC.

          Note: Some Countries do not recognise the Summer Mountain Leaders Award.

          Recommended Ratio
          Each expedition must be planned individually. An over-riding factor is the number
          of teachers available to the party if it is a teacher who is taken ill or injured, or if the
          party has to be split. There should always be two LEA staff with every group.

D4.1             Walking in Hazardous Areas, Mountains, Cliff
 9            Pathways, and Associated Beaches, Marshlands and
          Supervising adults need to make themselves aware of any local dangers
          associated with cliff, slopes, marshlands, beaches, waves and tides and river

Visits and Journeys Policy – 13/07/11                                                            D46
          Daily weather forecasts and tidal predictions should be obtained from reliable
          sources and, whenever possible, ascertain how they will affect the local operating

             Is the party sensibly clothed against the possibilities of cold and rain?
             Do all members of the party have suitable footwear for the conditions to be
             Where independent activity is allowed are all the party fully aware of the
              boundaries within which they must remain (including times and safety
             If the area is near a river in either wild country or a rural environment the Party
              Leader must consider the risks involved with flooding and the proximity to deep
              water. Refer to the section on Swimming in Lakes, Rivers and Seas (D6.31)
             The leader needs to be aware of local weather forecasts and conditions
             Have sensible precautions been established for walking on roads, especially in
              poor light?

          National Qualifications
          CCPR Basic Expedition Training Award
          An award covering the basic skills of journeying on foot in open country in the
          British Isles during summer months. It covers the care of young people out of
          doors including day journeys and base and standing camps.

          This award may not be appropriate for staff undertaking fieldwork where journeying
          to the location does not involve a distance of more than 30 minutes from a main

          Recommended Ratio                  1:10

D4.2               Winter Climbing (including Summer Alpine)
          Activities of this nature are very serious and potentially the most hazardous
          undertakings. The leader should be very experienced and have sound aims for
          justifying this activity.

          National Qualifications

          Mountain Instructors Certificate
          B.M.C. Guides Certificate

          Water based activities

D4.21     Ensure that staff and young people undertaking watersports comply with the DfEE
          and Council recommendations on water confidence:

          “ensuring participants have the level of water confidence needed for the activity”

          This requires the knowledge of the skills of the pupil and the pupil‟s psychological
          water confidence. If there is any doubt in the teacher‟s mind a swimming test of
          50m in the clothing and conditions of the water activity should be undertaken. A life
          jacket may be worn for this test with the knowledge that propulsion skills are

          Enforce the rule that all staff and students must wear securely fastened buoyancy
          aids. New CE Mark of Approval buoyancy aids are now the European standard.
          Buoyancy ratings are available in 50, 100 and 150 Newtons. For watersports, 50
          Newtons of inherent buoyancy is appropriate.

Visits and Journeys Policy – 13/07/11                                                       D47
          Confirm that supervising staff or adults have the appropriate and current certificate
          in life-saving and cardio-pulmonary resuscitation.

          Ensure the presence of a safety boat and, if it is a powered craft, a qualified safety
          boat‟s driver.

          National Qualifications
          RYA Powerboat Level 1
          Introduction to handling a planing or displacement powered craft. This is not a
          rescue boat operator qualification.

          RYA Powerboat Level 2
          Assessed as competent to handle a planing or displacement powered craft. This is
          not a rescue boat operator qualification.

          RYA Powerboat Level 3 (Safety Boat Driver)
          A level 2 powerboat driver assessed as competent to rescue dinghy
          sailors and windsurfers.
          RYA Powerboat Level 4 (Fleet Rescue Endorsement)
          Assessed as competent in providing a rescue service to everyone, from
          inexperienced sailors to fleets of racers.

          Contaminated Water

          Attention is drawn to the risks of health from contact with fresh water
          contaminated by the urine of domestic and wild animals or by the
          tissues of infected animals. Haemorrhagic Jaundice (Leptospirosis or
          Weils Disease) is a recreational hazard to bathers, campers and
          sports people in infected areas. The illness has many manifestations
          ranging from influenza-like symptoms to fatal disease. Rats and
          other rodents act as carriers for the disease. Good hygiene practice
          is recommended.
          Scratches and abrasions should be covered with a waterproof plaster before
          entering the water; inhalation or swallowing of water should be avoided and
          showers should be taken after fresh water sports and other outdoor activities,
          particularly following immersion.

          In case of emergency reference should be made to the Leptospirosis Reference
          Unit – See Reference sheet for contact details.

          Blue Green Algae – for further information refer to the R.Y.A.

D4.22     Angling
          Although angling may not appear to be potentially dangerous, there are in fact
          more deaths by drowning each year in angling than in any other water sport

              Is footwear and clothing appropriate for protection against adverse conditions
               and in case of accidental immersion in water?
              Have you ensured that rising tides, wave patterns and mud banks will not
               pose any specific problems?
              If you are planning boat fishing are you using a commercially licensed boat
              If fly-fishing, are all participants wearing hats and glasses (sunglasses) to

Visits and Journeys Policy – 13/07/11                                                      D48
               protect their heads, ears and eyes from miscast lines and hooks?

          National Qualifications                    None

          Recommended Ratio                          1 :10

D4.23     Canoeing
          Safety in canoeing depends greatly on the type of water chosen – swimming pools,
          sheltered inland lakes, busy main rivers, fast flowing white water, surf or the open

              Is the condition and state of the water well within the ability and experience of
               the leaders?
              Do all group members have the necessary personal and group skills required
               for the water conditions?
              Is personal (and emergency) clothing adequate for the conditions likely to be
              Are craft regularly checked to B.C.U. (British Canoe Union) specifications in
               terms of inherent buoyancy at both ends, deck lines and grab handles?
              Are instructors carrying essential safety equipment for the environment they
               are using?
              Are buoyancy aids regularly inflated and tested?
              Before departing for home has the Home Contact been informed that the
               group is safely off the water?

          National Qualification
          BCU (British Canoe Union) COACH – LEVEL 1
          The holder can introduce canoeing at a taster level on small, simple, sheltered
          water sites e.g. a stretch of canal, small gravel pit, small lake. It implies normal
          weather and water conditions. Applicable from 1 May – 31 October.

          BCU COACH – LEVEL 2
          The holder can introduce canoeing on Grade I waters in general
          purpose kayaks or open cockpit canoes or kayaks. It is not an
          expedition leadership award. The area of operation is enclosed
          water (Grade I) canals, small lakes, sheltered areas of larger lakes,
          holiday beaches, close in shore in calm conditions or quiet rivers not
          involving the shooting of weirs or Grade II rapids. It is applicable
          throughout the year.
          BCU COACH – LEVEL 3
          For those in charge of canoeing/kayaking in a school/club with the following

              Inland – river journeys up to Grade II.
              Open Canoe – river journeys up to Grade II and open water.
              Sea – simple coastline not involving tide races, overfalls, difficult landing or
               open crossings.
              Surf – using skis or kayaks on bigger surf, 4‟ - 6‟

          Recommended Ratio                1 : 8 for all

D4.24     Commercial Boat Trips on Canals, Rivers and the Sea
          Boats carrying passengers for fare or hire are required to be registered with the
          Department of Transport and as such have to comply with safety regulations and

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          checks concerning lifejackets, life rafts and other safety equipment.

              Is the party aware that the safety rules of the hirer should be adhered to at all
              On rivers and canals are lifejackets worn when moving round on an open
               deck, operating lock gates or helping with mooring procedures?

          National Qualifications                   None

          Recommended Ratio
          Within the stated capacity of the vessel ensuring that 2 adults are present on each

D4.25     Off-Shore Cruising
          The qualifications for this activity are appropriate to skippering a boat. They are not
          teaching qualifications. It is important to have a good knowledge of the skipper
          and her/his capabilities with young people. Unless operating through a registered
          sail training association further advice on this activity should be sought.

              Does the boat comply with the requirements of the RYA/DTI for sail training
               purposes, or if chartered, the regulations laid down by the Yacht Charter
              Are lifejackets and harnesses available for every crew member?
              Is the leader acquainted with the water to be sailed?
              Is coastguard and the home contact updated with all details of the route and
              Is the frequency of ports of call appropriate to the experience and condition of
               the crew?
              Are individual berths available for each crew member?

          Recommended Ratio
          There should be 2 adults on board each boat. The second adult should have the
          experience to operate the boat under direction.

D4.26     Rowing
          Rowers under instruction should be supervised from a safety boat or from the
          bank, using an appropriate form of transport to maintain verbal contact with the
          crew. Oarsmen and scullers are exempt from wearing buoyancy aids and thorough
          training in personal and group safety is required.

              Have crews been assessed and signed off as proficient at capsize drill and
               accident procedures, before allowing them to train by themselves without an
               escort boat?
              Are craft fitted with navigational lights for evening/winter training?
              Do all boats carry or have access to equipment necessary to treat
              Do scullers have a buddy system to ensure that they do not train out of sight
               of another person?

          National Qualifications
          Amateur Rowing Association:

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          Recommended Ratio
          In general one instructor for each boat is recommended but contact with the A.R.A.
          about the exact level of supervision is essential.

D4.27     Windsurfing
          Even with competent sailors, sailboarding has the potential to leave an individual
          adrift with gear failure or exhaustion. It is a sport more prone to participants being
          spread over a wide area. Careful organisation and checking procedures are

              Are wetsuits used in all but the most favourable conditions?
              Are beginners being taught on suitably sheltered water?
              Is the wind on-shore when sailboarding on the sea?
              Is there a suitable craft present with a qualified driver?
              Are there adequate equipment and facilities for the treatment of hypothermia?

          National Qualifications
          Junior Scheme Supervisor
          Assessed as competent to be responsible for all windsurfing activities within the
          RYA Windsurfing Junior Scheme (age range 8 – 14)

          RYA Level 1,2,3,4 and 5 Instructor
          Qualified to teach and assess their respective level of the RYA Windsurfing

          Recommended Ratio
          Junior Scheme Supervisor 1 : 6 increased to 1 : 10 working with an assistant.

          All Instructor levels 1 : 12 (1 : 6 RYA courses)

D4.28     Sailing
          Sailing on tidal waters requires greater knowledge and skills from everyone
          involved than when it occurs on more sheltered inland lakes.

              Are all craft regularly checked for adequate equipment and buoyancy before
               going on the water?
              Are all participants suitably clothed, particularly with windproof outer clothing?
              Is there a suitable safety craft present with a qualified driver?
              Are there adequate equipment and facilities for the treatment of hypothermia?

          National Qualifications
          RYA Assistant Instructor
          Trained to assist a qualified instructor. Must always work under the supervision of
          a Senior Instructor.
          RYA Instructor
          Qualified to teach sailing to a group of adults and children.
          RYA Senior Instructor
          Qualified to organise and manage sailing courses and control group and fleet
          RYA Coach
          Qualified to teach and assess instructors and senior instructors.

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          Tidal Endorsements apply to the above qualifications which otherwise, apply to
          inland locations only.

          Recommended Ratio
          Instructor:             1 : 6 in single handed boats
                                  1 : 3 in larger boats

          Senior Instructor/Coach:
          May supervise several craft. The limiting factors are the nature of the water being
          used, the weather conditions, the age and the experience of the accompanying

D4.29     Sub Aqua and Snorkelling
          Instructors require a high level of experience and training and should adhere to the
          syllabus of the British Sub Aqua Club.

              Is the training establishment recognised by the B.S.A.C.?
              Is all equipment of an approved type and regularly inspected?
              Do all masks and snorkels conform to BS 4352 (1969)?
              Are all tanks filled and inspected by a qualified person to ensure correct
               operation and for adequate oxygen release before diving takes place?

          National Qualifications
          B.S.A.C. Snorkel Instructor
          B.S.A.C. Instructor

          Recommended Ratio
          Further advice will normally be needed as the ratio will vary considerably according
          to whether it is a snorkel training session in a swimming pool or an organised dive
          at sea.

D4.30     Surfing
          This section covers body surfing, belly and boogie boards and malibu boards.

          Safety in surfing is dependent on the size of the group and their experience as
          swimmers and surfers and the chosen location. Instructors should be very
          experienced surfers who are aware of the local prevailing conditions.

              Have lifeguards on duty been consulted?
              Have conditions of the surf, tide and the weather forecast been checked?
              Are you confident that rescue can be effected on any member of the group at
               any time?
              Is there a designated area of operation with a system of visual and oral
               signals that are known to all participants?

          National Qualifications
          SLSA Bronze or RLSS Bronze medallion.
          Can supervise body or belly/boogie boarding on Lifeguard patrolled beaches in
          broken water.

Visits and Journeys Policy – 13/07/11                                                     D52
          British Surfing Association Coach
          Can supervise malibu or boogie boarding on open beaches in larger waves.

D4.31     Swimming in Lakes, Rivers and the Sea
          Weeds, currents, tides and the uncertainty about the condition of the bed provide
          special hazards when swimming and particularly for diving outdoors.

              Is local knowledge sought before swimming commences?
              Are swimmers instructed only to enter water feet first?
              Has the suitability of the water temperature been checked?
              Are there clearly defined boundaries, sufficient lookouts and has system of
               visual and oral signals been made known to all participants?
              Is there a designated lifeguard who holds a current R.L.S.S. bronze medallion
               life saving qualification?

          National Qualifications
          R.L.S.S. bronze medallion.
          The basic award for life guarding on open water situations.
          Various R.L.S.S. Awards.

          Recommended Ratio               1 : 10

D4.32     Water Skiing
          Ensure that all water skiing complies with the standards laid down by the British
          Water Ski Federation. Centres should be registered with the British Water Ski

          National Qualifications
          B.W.S.F. Instructor

          The minimum requirement to teach water skiing, even at a taster level B.W.S.F.

          Recommended Ratio                        1 : 1 in a learning situation

Visits and Journeys Policy – 13/07/11                                                   D53

            Ferries offer a variety of risks, which can be minimised with
            careful preparation.

               In the unlikely event of a serious emergency on board all young
                people should follow the direction of crew members and not
                make an attempt to return to the group‟s identified meeting point
                or to locate staff.

               Group management may be easier if there is a permanently
                staffed „meeting point‟.

               The establishment of sub-groups may ease on-board
                supervision and accounting procedures. Arrange check in times
                well before docking.

               When allowing free time on board, groups of young people
                should have minimum and maximum size limits.

               Give clear indications of any areas designated off limits. These
                may vary according to the weather and sea conditions. Allocate
                staff to check that off-limit areas are being observed. Some
                areas may be more appropriate to visit under direct supervision.

               Have clear structures for group management for dockside
                procedures. Clear meeting points and smaller groups lead to
                easier control in busy concourses.

               Establish clear staff roles in the event of missing young people
                using the public address systems.


E2.1        In deciding on appropriate staff for category 3 visits an assessment
            should be made of:

               the environment in which the activity is taking place;
               the nature of the activities and whether in an emergency high
                physical demands could be expected (such as mounting a
                search when an expedition group is overdue at a checkpoint);

Visits and Journeys Policy – 13/07/11                                       E54
               the role of staff in relation to the group (i.e. will they be acting as
                instructors or participants).

E2.2        Where staff are teaching high skill activities such as river canoeing
            or mountain walking, the same level of fitness should be expected
            as that of a teacher of physical education. In other circumstances
            judgements should be made about the relative fitness of staff as
            participants in activities and where this would impair their ability to
            maintain full pastoral care of the group.

E2.3        Care should be taken when defining the role that staff take on visits.
            Experience with children on visits is one of the greatest assets. It is
            not expected that staff should undergo fitness or medical tests.
            Judgements should be made in the light of the overall staffing of the

E2.4        Excerpts from Appendix of DfEE Circular 13/94 relevant to
            „Educational Visits‟

            (4) .. In certain subjects of the school curriculum continuous
            alertness is particularly important because of the potential risks to
            pupils. These include physical education and subjects with a
            practical component such as the sciences and technology (including
            home economics). Intending teachers of physical education must
            demonstrate a standard of physical fitness considerably higher than
            that necessary for teachers of other subjects. Physical fitness is
            also important for teachers whose chosen specialism may require
            them to accompany pupils on field trips.

            Respiratory Diseases
            (8) … An intending specialist in physical education should be
            classified „C‟ (those whose condition is such as to make them unfit
            for teaching profession) if a diagnosis has been made of any
            respiratory disease whose effects are other than mild or temporary.

            Cardiovascular Disorders
            (9).. The advice of a consultant should be obtained for any
            candidate with a cardiac disorder who wishes to become a
            specialist teacher of physical education and for a candidate whose
            heart condition gives rise to doubts about medical fitness.

            (11) .. The advice of a consultant should be obtained in any doubtful
            cases where the candidates are controlled by oral agents or insulin
            and wish to train as specialist teachers of physical education or
            other subjects where continuous alertness is particularly important.

Visits and Journeys Policy – 13/07/11                                           E55
            (12) .. Particular care should be taken if the candidate wishes to
                 teach physical education or any of the other subjects
                 mentioned in paragraph 4.

            Musculo-skeletal Disorders
            (15) … High standards of mobility and range of movement are
            however required

            Impaired Hearing and Impaired Eyesight
            (17) … A severe visual or hearing impairment is likely to be a
            particularly important consideration in the admission of candidates
            intending to teach physical education or other subjects, such as
            sciences and technology, where physical hazards are present and
            pupils are particularly mobile.

E3          HOMESTAYS

E3.1        Careful selection and matching of families is a key factor in a
            successful exchange visit.

            Before the exchange

E3.2        During the preliminary visit to the home town, meet with the
            recipients‟ families in their own homes and gather as much
            information about the family as possible to pass on to participants.

E3.3        As soon as participants are “matched up” encourage them to
            correspond on a regular basis.

E3.4        Meet with the leaders from abroad to draw up a clear timetable/plan
            and a definitive address/telephone numbers list, where our leaders
            will be at any time to ensure that the young people have an access
            number to contact during the stay. It would be advisable to have a
            mobile phone number that any leader could carry.

E3.5        Have a meeting with all home participants and families on returning
            from the preliminary visit. Talk generally about any requirements the
            partner group may require with regard to cultural/religious needs.

E3.6        Talk with host families individually on individual requirements of
            young people (both home and abroad)

E3.7        Talk with home participants about procedure when abroad for

Visits and Journeys Policy – 13/07/11                                      E56
            contacting/liaising with leaders – make sure there is an opportunity
            for daily contact either personally or by telephone to the leader to
            confirm all is OK. It is important the leader has daily contact with the
            participants and not just contact if there is a problem.

            During the exchange

E3.8        Maintain contact as above and visit each homestay if possible on at
            least one occasion.

            On return

E3.9        During the de-brief with participants and families have an agenda
            item on homestays. Any recommendations should be noted for
            future exchange visits.



E4.1        The company should be visited before the pupil visit takes place.

            Check you are clear about:

               size of the party
               length of visit
               where they will go
               age group
               health and safety issues

E4.2        The purpose of the visit should be clearly established with the
            company. The intended learning opportunities should be
            discussed with company staff and the methods by which these
            outcomes can be achieved should be agreed. A detailed
            programme should be agreed with employers with time for
            questions at the end. You should prepare support materials for
            pupils and remember to send a copy to your company contact
            for their comments.

            Briefing pupils
            Make sure that pupils understand the reason(s) for the visit and
            have a shared understanding of the intended learning outcomes,

Visits and Journeys Policy – 13/07/11                                        E57
               what are they going to see
               what are they going to do
               what sort of people will they meet
               what will happen after the visit
               which Health and Safety rules apply and the importance of
                obeying them
               what is appropriate behaviour
               what to wear
            Provide pupils with details of the programme, times and practical
            information and explain to them that companies will expect them to
            be interested in what they are seeing. Also remind them about being
            ambassadors of the school.

            Briefing adult helpers
            Ensure that the adult helpers understand the purpose of the
            exercise and how it fits in with the curriculum and the intended
            learning outcomes. You should also emphasise what their role is, in
            addition to the usual supervisory role.

            During the visit
            Make sure that the Health and Safety instructions are given on
            arrival and that children understand them. Try to encourage pupils
            to ask questions at the end of the visit and always ask one of the
            pupils to thank the employer on behalf of the school.

            After the visit
            There are a number of ways in which partnerships can be
            developed with the company as a result of the visit. These include:

               letters from the pupils to the company about the visit
               an invitation to employers to look at classroom work in the
               involving the employer in the development of additional
                curriculum support material
               discussion about other ways the employer can contribute

Visits and Journeys Policy – 13/07/11                                   E58

F1.1      The following is a summary of which persons (staff, volunteers, helpers
          etc. should be the subject of a police check).

F1.2      Circular 9/93 lists those posts for which an automatic check must be
          made. Including:

             teachers (including licensed teachers)
             youth workers
             all staff in residential schools
             all staff in special schools
             escorts of vulnerable children
             other staff in schools who have substantial opportunity for access
              to children e.g. caretakers, welfare assistants, technicians, handy
              persons, school librarians.

          The list is not exhaustive and any posts may be the subject of police
          vetting if the person has substantial access to children.

F1.3      Any post on the list, not subject to automatic check, may be police
          checked if he or she has substantial access to children. Circular 9/93
          gives the following guidelines, which should be applied in order to
          assess if a check is necessary:

          Does the position involve one-to-one contact?
          Such contact is relevant; especially if it occurs on a regular basis,
          away from the child‟s home or separate from other adults or children.

          Is the position unsupervised?
          Where no other responsible adult is likely to be present and the
          position involves appreciable periods of time with children, this should
          be taken into account.

          Is there regular contact?
          The more regular contact a person has with the same child, or group of
          children, the greater the opportunity to put the child at risk. This is
          especially so if the contact is unsupervised, or occurs away from other

          Intermittent contact, for example, parent helpers for school day trips,
          would not normally be regarded as having substantial access for the
          purpose of requesting checks (although there may be exceptional

Visits and Journeys Policy – 13/07/11                                      F59
          instances of unsupervised parent helpers in schools whose access to
          children might be judged substantial in terms of these guidelines).

          Checks should not be carried out simply because an individual works
          at, or visits, schools or other local authority establishments where
          children are present, as part of their duties, unless those duties would
          normally bring them into unsupervised direct contact with the same
          children on a regular basis. In view of this, deliverymen or swimming
          pool attendants would not normally be subject to checking.

          Are the children particularly vulnerable?
          It may be considered that younger children are more vulnerable than
          older children and generally less able to protect themselves, but the
          nature of the risk must also be considered. Younger children may be
          more at risk of sexual abuse; older children from drugs. More
          particularly, children with a physical or mental disability or who have
          social or behavioural problems are likely to be more vulnerable than
          those who are without disability and/or who have a stable home

F1.4      It is vital therefore that all posts, not the subject of automatic checks
          are considered against the criteria above.

          Help and advice is available from the Pupil Support Team at Saxon

F1.5      In accordance with Circular 9/93, parents and other voluntary helpers
          in schools should not be the subject of automatic checking.
          Headteachers and governors must assess if the substantial access
          criteria are met and if they are, a police check is required. Examples
          are: residential school trips, exceptional frequency, particular nature of
          help, physical circumstances etc. Any person may be required to
          undergo a police check if there is any cause for concern.


F2.1      This statement, approved by the Education Committee on 16 June
          1998, forms the basis of Milton Keynes Council‟s Policy on Charging
          and Remission for Educational Activities. The statement also provides
          advice for school Governing Bodies in the preparation of individual
          school policies.

          The Law

F2.2      The Education Reform Act 1988, superseded by the Education Act

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          1996, sets out the law on charging in all Maintained, Community,
          Voluntary controlled, Voluntary aided and Foundation schools. The
          legislation restricts the activities for which charges can be made and
          makes provision for the remission of charges, specifically for the
          provision of board and lodging costs in respect of school visits and
          journeys. The legislation makes the following provisions and allows for
          schools to invite parents to make voluntary contributions:

          1) LEAs and schools must formulate a policy on charging and

          2) Where the school visit or activity takes part wholly or mainly during
             school hours then no charge can be made.

          3) There is no statutory requirement to charge for any educational
             activity, but LEAs and schools have the discretion to charge for
             optional activities provided outside school hours.

          4) LEAs and schools can invite voluntary contributions from parents
             for the benefit of the school, or in support of any activity organised
             by the school, whether during or outside hours.

          5) Where the school decides to make a charge for “optional extras”
             which are provided outside school time, the charge may not exceed
             the actual cost of providing the optional extra activity, divided
             equally by the number of pupils who participate. It is not
             permissible to subsidise pupils whose parents are unwilling or
             unable to pay the full charge. Pupils can be charged to take
             account of the costs of engaging teaching staff specifically for the
             purpose of providing the activity and supplying such staff with
             travel, board and lodgings, provided that they have engaged on a
             separate contract for services to provide the optional extra.

          6) All pupils, with the exception of those pupils whose parents receive
             Family Credit, Income Support, Income Based Job Seekers
             Allowance or Disability Working Allowance, can be charged for
             board and lodging on residential visits even where the residential
             visit is taking place mainly during school hours. Section 457 of the
             Education Act 1996 confirms the list of benefits which qualify for a
             remission of the board and lodging element of any residential visit.
             This information should be clearly set out in the school‟s policy on
             charging and remission, with advice on how parents can seek a
             remission of these charges.

          7) A charge cannot be levied where an out of school activity is taking
             place because it is:

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             required as part of a public examination syllabus;
             provided specifically to fulfil statutory national curriculum
             provided specifically to fulfil religious educational requirements.

          8) A charge cannot be levied for transport for educational activities
             provided during school hours.

          Music Tuition

F2.3      The legislation allows for charges to be levied for instrumental music
          tuition where this is provided for groups of up to four pupils. Charges
          cannot be made where tuition is provided for groups of more than four.
          This charge shall include the cost of employing staff for that purpose.

          Governing Body Charging and Remissions Policies

F2.4      The LEA undertakes very few arrangements for educational activities
          outside school hours on a Council basis. In the main schools provide
          such activities for their own pupils and all schools in Milton Keynes
          must adopt their own policies on charging and remissions.

          The school‟s Charging and Remissions policy should be included in
          the school‟s prospectus and be available in school for parents and
          staff. Staff involved in arranging school visits or activities for which
          voluntary contributions may be requested should have a clear
          understanding of the policy.

          All activities, with the exception of music tuition, offered wholly or
          mainly during normal teaching time should be available to all pupils
          without charge, regardless of their parent‟s ability or willingness to pay.

          All pupils, with the exception of those pupils whose parents receive
          Family Credit, Income Support, Income based Job Seekers Allowance
          or Disability Working Allowance, can be charged for board and lodging
          on residential visits even where the residential visit is taking place
          mainly during school hours. Section 457 of the Education Act 1996
          confirms the list of benefits which qualify for a remission of the board
          and lodging element of any residential visit. This information should be
          clearly set out in the schools‟ policy on charging and remission, with
          advice on how parents can seek remission of these charges.

          Schools can invite parents to make voluntary contributions towards the
          cost of school activities and indicate that, where insufficient
          contributions are received, the activity may be cancelled. However,
          there is no obligation on parents to make a contribution and this must

Visits and Journeys Policy – 13/07/11                                         F62
          be clearly explained to parents. Section 460 of the Education Act 1996
          states specifically any request or invitation for voluntary contributions
          should make it clear that “registered pupils at the school will not be
          treated any differently according to whether or not their parents have
          made any contributions”. It should also be noted that it would be illegal
          to decide to take on a school trip, during school hours, only those
          children whose parents had made a contribution.

          The Council has prepared sample letters which are recommended to
          schools as a basis for notifying parents about proposed day and
          residential visits. (See Appendix 1 and 2 in this section).

          Model Charging Policy

F2.5      The following Model Charging Policy is recommended to all Governing
          Bodies who may wish either to adopt a policy for charging or to extend
          their existing policy:

             A charge will be made for any activity which the LEA or Governing
              Body arranges and for which a charge may be made, as set out in
              the Education Acts, where the activity takes place wholly or mainly
              outside the school session time.

             In general, all participants in any educational activity arranged by
              the LEA or Governing Body and for which a charge may be made,
              as set out in the Education Acts, will be expected to meet a charge
              levied by the Authority or Governing Body.

             Where educational activities are provided by a third party, its
              charges will be passed on to the parents of the participating pupils.

             The Governing Body may levy a charge for tuition in playing any
              musical instrument, where the tuition is provided individually or to a
              group of no more than four pupils.

          As well as providing information about the policy in respect of school
          visits and journeys and music tuition, Governing Bodies may wish to
          consider whether to include the following when preparing the schools
          Charging and Remissions Policy:

             Art, Crafts and Cooking indicating whether charges will be made
F2.6          to cover the costs of ingredients and materials for finished work
              where parents have indicated that they wish for the finished article
              to be taken home.

             Breakages and Damage where parents will be required to meet

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F2.7          the cost of breakages or damage to school property and buildings
              as a result of their child‟s misbehaviour.

             Books where a charge will be made for loss or damage to books. If
F2.8          the books are on loan from the School Library Service or a third
              party loan service then the charge may be specified in the
              agreement between the service and the school.

             Examination Fees where a pupil fails without good reason to
F2.9          complete examination requirements for any public examination for
              which the Governing Body or LEA has paid, or is liable to pay, an
              entry fee can be recovered from the parent.


F3.1      The Adventure Activities Licensing Regulations 1996
          Public Information Sheet

          In 1996 it became a legal requirement under The Activity Centres
          (Young Persons‟) Safety Act 1995 for providers of certain adventure
          activities to undergo an inspection of their safety management systems
          and become registered as licensed.

          This licensing scheme only applies to those who offer activities to
          young people under the age of 18 years and who operate these
          activities in a commercial manner.

          Generally, licensing only applies to these activities where they are
          done in remote or isolated environments. For example, climbing on
          natural terrain requires a licence, climbing on a purpose built climbing
          wall does not.

F3.2      A licence is not required for:

             voluntary associations offering activities to their members, (e.g.
              scout groups, local canoe clubs, etc).

             schools and colleges offering activities only to their own pupils or

             activities where young people are each accompanied by their
              parent or legally appointed guardian (does not include teacher or
              youth leader).

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F3.3      The licensable activities include the following:

          CLIMBING                      WATERSPORTS
          Rock climbing                 On most lakes, fast flowing rivers and
          Abseiling                     the sea.
          Ice climbing                  Canoeing
          Gorge walking                 Kayaking
          Ghyll scrambling              Dragon boating
          Sea level traversing          Wave skiing
                                        White water rafting
                                        Improvised rafting

          TREKKING                    CAVING
          In remote moorland       or Caving
          mountain areas.             Pot-holing
          Hill walking                Mine exploration
          Fell running
          Pony trekking
          Mountain biking
          Off-piste skiing

F3.4      On 1st October 1997 it became a legal requirement that only licensed
          activity providers could offer activities as described above.

F3.5      If you have any further questions about the The Licensing Scheme you
          can call The Adventure Activities Licensing Authority (See Reference

          They have a website of all licensed centres, which is useful in planning
          residential visits. (see Reference Sheet for web address)
          A licence is required for certain parts of the Duke of Edinburgh
          Award Scheme

          Milton Keynes holds a licence for the following Duke of Edinburgh
          Award Scheme activities:

          Kayaking, Open Canoeing, Sailing, Hill Walking and Mountaineering,
          Mountain Biking

Visits and Journeys Policy – 13/07/11                                      F65
          Milton Keynes Council Centres

          The Caldecotte Project holds a licence for the following activities:
          Kayaking, Open Canoeing, Improvised Rafting, Sailing, Windsurfing,

          Longrigg Residential Centre holds a licence for the following activities:

          Rock Climbing, Abseiling, Ice Climbing, Ghyll Scrambling, Gorge
          Walking, Sea Level Traversing, Caving, Pot-holing, Mine Exploration,
          Canoeing, Kayaking, Hill Walking, Mountaineering, Orienteering
          Our Council Policy contains our safety management systems. Milton
          Keynes has set a single standard for safety whether activities fall
          within the scope of the licence or not. All establishments should adhere
          to the Policy document.

          TOURS REGULATIONS 1992

F4.1      Paragraphs in this section in bold typeface are recommended for
          inclusion or consideration in letters or information to parents. They
          provide sound working practice and comply with the legislation.

F4.2      The regulations are straightforward and should provide a good
          framework for the organisation of visits. They are required only if the
          visit is pre-planned and:

             lasts longer than 24 hours or includes overnight accommodation;
             students are required to pay and are charged an inclusive price;
             includes two of the following:

          a) transport
          b) accommodation
          c) other tourist services accounting for a significant proportion of the
             package (e.g. the use of the centre staff)

          This will include many visits that groups organise to residential centres.

          These directives lay down procedures for „organisers‟ and „retailers‟ of
F4.3      packaged holidays.

             You are an organiser if you put together parts of the package –
              accommodation, instruction, transport etc (i.e. if the group

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              organises the visit).

             You are a retailer if you sell on a completed package i.e. if you
              work through a tour operator and basically sell on the operators
              package (the tour operator is then the „organiser‟).

          CONTRAVENTION OF THE LEGISLATION CAN                           LEAD     TO

F4.4      Whether you are the organiser or the retailer it is vital that no
          misleading information about the „package‟ is given to students. Tour
          operators will inevitably ensure that their brochure details comply with
          legislation. As a retailer of their package you will have a duty to pass
          on the relevant information.

F4.5      It might, therefore, be appropriate for an initial letter about a visit only
          to ask for further information or express an interest in a visit rather than
          to produce all the information to all parents. Those interested should
          then receive the detail given in the following pages.

          If you are retailing a tour operator‟s package it is important to indicate
          from the outset that the group is arranging the visit through an operator
          and to provide the name and address.

F4.6      When the letter asking for deposits is written it should include a
          sentence to the following effect:

          „Young people who wish to go will have a booking made with a
          travel agent/tour operator, by the establishment, on their behalf. It
          is understood that all conditions of the booking are as laid down
          by the travel agent/tour operator, i.e. deposits are non-returnable
          once they have been forwarded to the travel agent except for
          cancellation due to medical reasons, confirmed by a doctor. This
          is a condition of the travel agent.‟

          It is important to pass on to young people and parents ALL THE

          A photocopy of these from the company‟s brochure may be the easiest
          way to cover this.

F4.7      Whether you are a retailer or an organiser the initial information
          to parents will form part of the contract and must include the

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          1. The destination(s) and relevant dates and different methods of
             transport being used together with the times and departure
             points. (These can be subject to amendment later).

          2. The type of accommodation, its location, category (star rating)
             or degree of comfort and its main features. The star rating
             should be its tourist classification if it is an EEC Member State

          3. The meals which are included in the package.

          4. The itinerary.

          5. General information about passport and visa requirements
             which apply for British citizens and health formalities for the
             journey and the stay.

          6. Either the monetary amount or the percentage of the price
             which is to be paid on account and the timetable for payment
             of the balance.

          7. Whether a minimum number of persons are required for the
             package to take place and, if so, the deadline for informing
             young people in the event of cancellation.

          8. Visits, excursions or other services included in the package
             (evening entertainment, ski tests).

          9. The arrangements for security for money paid over and for the
             repatriation of the student in the event of insolvency of the
             organiser (the bonding or trust arrangements).

          10. The price.

          11. The name and address of the organiser, the retailer and, where
              appropriate, the insurer.

          It is also recommended that you add the rider that changes could
          be made to the details before departure.

F4.8      The legislation also states that no change in the advertised price can
          be made unless a rider is included in the initial contract that the price
          may be revised upwards or downwards up to 30 days prior to
          departure. This can only occur if it is affected by:

             fuel price change

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             dues, fees or taxes (for landing, embarkation or disembarkation)
             changes in the currency exchange rate

          A further stipulation is that rises of less than 2% may not be passed on
          to the customer.

          Groups can wisely accommodate this part of the legislation by careful
          calculation of the price and the inclusion of a contingency sum, which
          is refundable if not used.


F4.9      At least 2 weeks prior to departure the following information must be
          given either in writing or other appropriate form of communication (i.e.
          FAX or Email)

          1. A detailed itinerary, including all connections and stops.
          2. The name, address and telephone number of accommodation.
             This is emphasised in the legislation when young people are
             under the age of 16.
          3. The details of insurance cover required.


F4.10     Organisers are also required to provide security against insolvency
          which may be in the form of a bond (like ABTA or ATOL) or a trust or
          insurance. In practice insurance of this kind is impossible to find. The
          security should cover the repayment of monies for packages not yet
          taken, or the repatriation of consumers, if appropriate, irrespective of
          the means of travel or countries visited. Generally this means
          repatriation to mainland Britain.


F4.11     For LEA schools this is not an issue.

          Generally when the group is the organiser, say to a Youth Hostel, bills
          other than deposits, are not paid until the service has been completed.
          Money should be kept in the group accounts, which can then act as
          the bond. LEA schools cannot be declared bankrupt. For visits
          overseas where the school is the organiser the LEA would ensure that
          the school is able to repatriate its pupils, for instance in the event of an
          airline being declared bankrupt. Should a school find itself affected by
          the failure of part of a planned visit immediate contact should be made
          with the LEA through the Strategic Director.

Visits and Journeys Policy – 13/07/11                                          F69
Visits and Journeys Policy – 13/07/11   F70
                                                                               APPENDIX 1F


From the Headteacher

Dear Parent/Guardian

We are planning a day visit to ……………………., which whilst not essential for curriculum
purposes, is nevertheless a valuable educational experience for pupils.

*You are not obliged to make a contribution to the cost of the day visit and pupils will
not be excluded through inability or unwillingness to pay. However, the visit can only go
ahead if there are sufficient contributions to cover the costs. You are therefore invited
to make a voluntary contribution to cover the cost, which is approximately £ … per
child. This covers the entrance fee and travel. Payment can be made in instalments.
I should be grateful if you would complete and return the reply slip below by ………. indicating
whether you wish your child to participate in the visit.

I will write and confirm whether the visit will take place

Reply Slip

DAY VISIT TO ___________________________________________ ON ___________(DATE)

CHILDS NAME ________________________________________ FORM/CLASS __________

a)      I wish my child to participate in the educational visit      YES/NO

b)      I am willing to contribute £ ……….                            YES/NO

Signed ___________________________________________ Date _____________

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* The section in bold italics must appear in any letter to parents/guardians

Visits and Journeys Policy – 13/07/11                                          F72
                                                                                   APPENDIX 2F


From The Headteacher

Dear Parent/Guardian

We are writing to let you know that we are planning a residential visit to ………………… The visit,
whilst not an essential part of the curriculum, does provide important and beneficial educational

The cost of the visit for each child is approximately £ …..

*This is made up of a charge of £ ….. for board and lodging, which will be made for
all pupils except where parents receive Income Support, Family Credit, Income
Based Job Seekers Allowance or Disability Working Allowance. Requests for
remission of this charge should be made in writing, in confidence, to the
The remaining cost of £ …. covers activities, transport, insurance etc and you are invited to make
a voluntary contribution towards the costs. *You are not obliged to make a contribution and
pupils will not be excluded through inability or unwillingness to pay. However the visit can
only go ahead if there are sufficient voluntary contributions to cover the costs. Arrangements are
available for the payments to be made in instalments.

I should be grateful if you would complete and return the reply slip below by …………. indicating
whether you wish you child to participate in the visit.

I will write and confirm whether the visit will take place.

Reply Slip
RESIDENTIAL                       VISIT                                                      TO
Please complete and return to _______________________________________________

CHILDS NAME ___________________________________________________________

a)      I wish my child to participate in the educational visit                  YES/NO

b)      I am willing to contribute £ (including the charge for board and lodging) YES/NO

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Application for the remission of charges should be made in confidence to the Headteacher.

Signed ______________________________________ Date _____________________

*The sections above in bold italics must be included in letters to parents/guardians

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           Milton Keynes Council is a licensed Operating Authority for schools
           and youth groups in Milton Keynes. The Operating Authority is
           responsible for all Duke of Edinburgh Award (D of E) activities
           undertaken by young people who have purchased record books
           from the Authority. The Award is managed through the Caldecotte

           This information must be read in conjunction with Milton Keynes
           Policy on Visits and Journeys.


           Before being licensed to operate the Award Scheme, an organisation
           must assure Award Headquarters that it is able to undertake the
           following responsibilities:

                  Designate a specific person as Award Officer to be responsible
                   for all matters relating to the Scheme within the organisation and
                   make arrangements for day-to-day administration of the Scheme.
                  Authorise the use of the Award programme by groups concerned
                   with the education, training and welfare of young people aged 14
                   to 25. These groups are designated as Award Units and must
                   appoint a specific person to act as Unit Leader. The Operating
                   Authority must ensure that these Award Units maintain the
                   quality, standards and credibility of the Award.
                  Maintain a system for the approval of Instructors, Supervisors
                   and Assessors, which ensures that they are appropriately
                   qualified or experienced and acceptable for their roles.
                  Ensure that adequate insurance is in force to cover the
                   possibility of injury or damage caused to or by young people and
                   adults engaged in the Award programme.
                  Advise and update Award Units on the Operation of the Award
                  Ensure that Leaders and all those involved with the Scheme
                   undertake appropriate training on a regular basis.
                  Distribute Entrance Packs, the Award Handbook, Award Journal
                   and other Award literature.
                  Grant Awards, having checked Record Books and verified
                   compliance with Award conditions.
                  Maintain a system for regulating the issue of badges and
                   certificates and arrange regular presentations.
                  Maintain accurate records and statistics for Award Headquarters

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                       on participant and Awards gained.
                      Review, evaluate and regulate the quality of delivery of the
                       Award programme by all Award Units.

G3             APPROVAL PROCESS               FOR     EXPEDITIONS     AND    OTHER

       Approval for expeditions and other Hazardous Activities can be obtained by
          submitting Form 1 DofE .
          Approval for all Visits and Journeys and Hazardous Activities in
           respect of the D of E Award must be sent to the Award Officer.


       In addition to Milton Keynes Council approval, all groups who are operating in
           wild country areas must follow the procedure for notifying the appropriate


       The designated home contact for expeditions must ensure that they have all
           the necessary information as laid down in the Council‟s Visits and
           Journeys Policy. They must also be fully conversant with the Council‟s
           Grave Emergency Procedure.

           The initial home contact should be a suitable member of the senior
           management team to make appropriate decisions in emergencies.
           Partners/spouses of the party leader should not be the home
           contact. In cases where the Party Leader may be taken ill or be
           involved in serious accident it would be difficult to manage the
           work of the Home Contact.

           Section A, paragraph A6, defines the role and function of the home
           contact. They should be available throughout the visit, provide a method
           by which contact can be made and keep records of the names,
           addresses and day and evening telephone numbers of all those involved
           in the visit.

           The home contact should keep with them the following:
                  telephone code of country being visited;
                  names and telephone numbers of reserve staff/adults;

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              details and registration numbers of Council or private vehicles
              addresses/home numbers of staff and pupils;
              detailed itinerary, accompanying relevant details and maps, including
               contact addresses and telephone numbers of accommodation, travel
              copy of insurance form;
              telephone number of head of establishment or designated alternative;
              telephone number of Council emergency contact and flowchart

           This applies to all groups whilst engaged in D of E activities.

G3.3       INSURANCE

       The Council has an insurance policy as outlined in the Visits and Journeys
          book, which covers both young people and staff for third party liability
          during normal activities.
          The D of E Award has a Personal Accident Cover for all young people
          and adults who are taking part in the Award.

           Extra Visits and Journeys Insurance must be taken out for all
           Hazardous Activities, Expeditions and Residential Trips.


           All accidents, incidents and near misses, which occur during D of E
           activities must be recorded on a Council Accident Form and a copy sent
           to the D of E Award Officer for monitoring.

           In addition all D of E groups need to be aware of their responsibilities
           under The Reporting of Injuries, Diseases and Dangerous Occurrences
           Regulations 1995.

           This applies to all groups whilst engaged in D of E activities.


       All adults who train and/or assess D of E expeditions must be registered and
            approved by the Award Officer. Milton Keynes Council Operating
            Authority will require evidence of competence and copies of all relevant
            qualifications for Hazardous Activities and First Aid. Records are kept,
            monitored and updated regularly.

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                            Accreditation Process – Expeditions

                                 Application / Information Form
                                         Award Officer

           Approval granted                                 Approval not granted
           (Cards issued for Assessors and Trainers)
           Recognised Registered Trainer / Assessor

G4.1       Trainers (Walking Expeditions) – Minimum requirements for

           BRONZE                      Proven personal experience (PPE) of
                                 expeditions, camping, navigation.
           SILVER                      Two seasons as a Bronze Trainer or
                                 completed Basic Expedition Leader Award (BELA)
                                 or equivalent PPE
           GOLD                        Mountain walking Leader Award (MLA)
                                (Summer) or Walking Group Leader (WGL) or
                                approved by Technical Expert for particular area(s).
           Note: All Trainers require an appropriate first aid certificate see G7.1 for
           further guidance.

G4.2       Assessors (Walking Expeditions) Minimum requirements for Application

           BRONZE               A seasons experience training at Bronze level
                                (including being involved in the assessment process)

           SILVER                      A seasons experience training at Silver level
                                (including being involved in the assessment
           GOLD                 MLA (Summer) or accredited under the Award‟s
           Wild                 Country Assessor Accreditation Scheme.

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           Note: All Assessors require an appropriate first aid certificate see
           G7.1 for further guidance.


G5.1       Camping is classified as a hazardous activity as it carries certain
           risks. In order to reduce these risks the following must be adhered
           to and incorporated into the training programme:

                 Check that all equipment is suitable for the likely conditions and
                  the experience of the group.
                 Training must be provided and must incorporate the D of E
                  Common Training Syllabus for all Expeditions on either Land or
                  Water to the appropriate level Bronze, Silver or Gold as detailed in
                  the Award Handbook and Expedition Guide.
                 Ensure that tents are adequately spaced to allow free movement
                  between them and to reduce the risk of fire spreading.
                 Where a large tent is specifically provided for cooking, fuel should
                  be stored outside the tent and appropriate extinguishers should be
                 Open fires must only be lit with the permission from the site
                  owner. Care must be taken to prevent the spread of fire, as such
                  any open fires must be well away from any tents (at least 10
                  metres) and clear boundaries should be set for the proximity of
                  campers to the fire.
                 The location of extinguishers, water or soil should be known to all.
                  A fire drill should take place wherever possible.

           Supervision Whilst Camping
           Bronze groups must always have staff camping with them on the same

           Ratios - For camping whilst on a D of E trip 1:14 (always two members of
           staff) A party of both sexes must be accompanied by adults of both

           It is in keeping with the scheme, as mentioned in 6), that Silver and Gold
           groups camp with indirect supervision, particularly during assessment.
           This should involve physically checking that the group has arrived at their
           planned site and ensuring that a system is in place to ascertain the
           following morning what time the group left and their state of well-being.


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           The use of camping stoves also carries a number of risks. In order to
           reduce these the following must be adhered to and incorporated into the
           training programme.

           Gas Stoves and Stoves in General:

                 Stoves and fuels should be kept outside tents. All fuel containers
                  should be marked clearly with the contents.
                 All gas stoves (and lights) used must be of the type which use
                  self-sealing cartridges/cylinders.
                 Gas cylinders must be changed in the open air away from sources
                  of flame.
                 Under normal circumstances the stove should be placed on a firm
                  level surface, at least one metre away from the tent, in a place
                  where it will not readily be knocked over.

           The spirit stove (Trangia):

           Methylated spirits is highly volatile, has a low flash point and in
           strong sunlight burns with a virtually invisible flame.

                 Stoves must not be filled from a bulk container such as a one-
                  gallon can or plastic container.
                 The spirit must be carried in one or more bottles specifically
                  designed for the purpose. These must be a Trangia Fuel Bottle
                  with a push down release valve. The stoves must only be filled
                  from these bottles.
                 The stove must not be refilled until the flame is completely
                  extinguished and the stove has cooled. If the stove is too hot to
                  handle, then it is too hot to be refuelled.
                 One person should carry the spirit cup downwind, away from the
                  tents, and it should be refuelled in a place where there are no
                  naked flames in the vicinity.
                 When checking to see if the stove is alight a piece of dry grass or
                  similar should be placed over the burner.


G6.1       The Duke of Edinburgh‟s Award fosters independence, responsibility and
           self-reliance. Groups are not experiencing a “one off” situation, but are
           systematically, over an extended period of time, being trained to become
           self-reliant. As such a system of direct supervision, in most cases, is
           detrimental to that process, particularly whilst participants are
           undertaking a qualifying venture. Indirect supervision is still crucial
           for the safety of the group.

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G6.2       Prior to an unaccompanied venture

           There must be a staged progression during the training period prior to an
           unaccompanied venture. This progression should be in four stages:

           1.       An accompanied journey.
           2.       The group being shadowed.
           3.       The group being checked at various times and venues.
           4.       Occasional contact via pre-arranged locations and methods.

           The training programme must incorporate the D of E Common Training
           Syllabus for all Expeditions on either Land or Water to the appropriate
           level Bronze, Silver or Gold as detailed in the Award Handbook and
           Expedition Guide.

G6.3       Supervising Staff

           All staff with supervisory responsibilities must be registered and
           approved by Milton Keynes Council via the Expedition Accreditation

           Supervising staff must:

                   Ensure that routes (including escape routes) and activities are well
                    planned and within the ability of every member of the group.
                   Ensure the group is sufficiently competent with regard to the D of
                    E Common Training Syllabus and for the method of travel chosen.
                   Check that all equipment is suitable for the likely conditions and
                    the experience of the group.
                   Identify, in advance, the strategies for indirect supervision and the
                    steps to be taken should a problem occur.

G6.4       Group Size

           For D of E expeditions and explorations the maximum group size is
           seven and the minimum is four. When travelling by open canoe the
           maximum group size is increased to eight.
           Emergency Procedure
           All participants must have a written copy of the emergency
           procedures (see appendix). They must also carry a D of E
           Expedition Identification card, or similar, which must have the
           necessary telephone numbers on it.

G6.6       Ratios

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           The ratio of staff to participants must be in accordance with those
           outlined in this document, under the appropriate mode of transport that
           the young people are using.

           In addition to the above a party of both sexes must be accompanied by
            adults of both sexes


G7.1       Qualifications Required to Supervise Groups
           Type of Area to be      Minimum                  Minimum Qualifications
           used                    Qualifications of        of Supervisors
                                   Group leader
           Rural/Lowland           BELA or PPE with         PPE with relevant First
           Country                 relevant                 Aid certificate*
                                   First Aid certificate*
           Uncultivated Open       WGL Award, with          Approval by Technical
           Land                    relevant First Aid       Expert together with
                                   certificate*             relevant First Aid
           Wild Country            MLA (Summer) with        Approval by Technical
                                   relevant First Aid       Expert together with
                                   certificate*             relevant First Aid

           * For Wild Country and Uncultivated Open Land a First Aid course of at
           least 16 hours duration with some kind of assessment, e.g. Life Saver
           Plus, must be completed. For other areas a course of at least four hours
           duration, e.g. Emergency First Aid, is sufficient. All certificates must be
           current - i.e. obtained within the past 3 years.

           Rural/Lowland Country is defined as being below 600 metres and
           within half an hour of a refuge. A refuge is a road that an unadapted
           ambulance can use.

           Uncultivated Open Land is defined as areas subject to hostile weather
           conditions, excluding areas of steep or rocky terrain. Such areas include
           the Dark Peak in the Derbyshire Peak District, the moors of SW England
           or the moors of S. Wales.

           All other areas are classified as Wild Country.

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           Note:      The above definition is in line with the Adventure Licensing
           Authority, which we must follow, and differs from the D of E Wild Country
           definition. Any group using a D of E Wild Country Panel Area must
           ensure that the routes chosen and qualifications of the leaders fit with the
           above. In addition they must also complete the D of E Expedition
           Notification Form For Ventures In Wild Country and follow the syllabus
           for Wild County Areas as detailed in the Award Handbook.

           Further to the above qualifications being held, all leaders and supervisors
           must be registered and approved by Milton Keynes Council via the
           Expedition Accreditation process, as described in G4 .

G7.2       Ratios of Accredited Staff

           i) Accompanied Groups
           Rural & Low Level             1:12 maximum (always 2 staff)*
           Open cultivated land          1:10 maximum (always 2 staff)*
           Wild Country                  1:10 maximum (always 2 staff)*

           The other member of staff does not need to be accredited but must be a
           responsible adult. The above are maximum ratios, at times it may be
           more appropriate to have smaller groups i.e. in bad weather or when
           working with challenging young people.

           If more than one group is working in close proximity then accredited
           member of staff can work alone, provided that they are able to contact
           the other staff easily i.e they have a mobile phone with them.

           ii) Unaccompanied Groups
           Rural & Low Level - One accredited supervisor (always 2 staff) can
           supervise up to three groups, maximum 14 young people provided that
           the routes are within reasonable proximity
           (The other member of staff does not need to be accredited) If more than
           one accredited member of staff is working in close proximity to another
           they can work independently, provided that they are able to contact the
           other staff easily i.e they have a mobile phone with them.

           Wild Country - One accredited supervisor (always 2 staff) can supervise
           up to two groups, maximum 14 young people provided that the two
           groups are within reasonable proximity (The other member of staff does
           not need to be accredited).

G7.3       Staff Roles and Responsibilities

           For every venture there must be a designated Group Leader who takes
           overall responsibility for the trip. This person must have the qualifications

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           or experience as detailed in G7.1, proven management and
           organisational ability, appropriate to the size of the overall party, and be
           present on the venture for its duration. When the Group Leader role is to
           be shared the operating authority must be informed and approval sought
           via the usual documentation.

           The Group Leader may also wish to take on the responsibilities of
           supervisor during the venture. This role is identified in G.5 and explained
           in detail in the Award Handbook and Expedition Guide, as is the role of

           When there are more than three accredited staff required there must also
           be an additional accredited person who must be: free from any specific
           group responsibilities; able to access a phone; able to deal with any
           situation that may occur. This person could change from day to day
           throughout the venture.

           To qualify as a responsible adult, within the terms of this document, an
           individual would normally be over 21 and capable of looking after
           themselves in the environment in which they are working.


G8.1       Qualifications Required to Train and Supervise Groups
           Type of Water                Minimum                   Minimum
                                        Qualifications of Group   Qualifications of
                                        Leader/Supervisor         Group
                                        KAYAK                     Leader/Supervisor

           Type A                       BCU Level 2 Coach         BCU Level 2 Coach
           Inland: canals, small        (Kayak) or                (Canoe) or
           lakes, suitable sections     Level 2 Coach             Level 2 Coach
           of larger lakes, slow        (Canoe) with 2 star       (Kayak) with 2 star
           moving rivers.               Kayak, with relevant      Canoe with relevant
                                        First Aid certificate*    First Aid certificate*

           Type B                       BCU Level 3 Coach         BCU Level 3 Coach
           Inland: Grade II rapids.     (Kayak), with relevant    (Canoe) with
           Sea - close inshore to       First Aid certificate*    relevant first aid
           coast lines where there                                certificate*
           is easy landing, not
           involving tide races or

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           overfalls. Surf:
           Moderate – beach with
           no particular hazards in
           normal conditions (surf
           2' - 3' (m.) maximum

           Type C                       BCU Level 3 Coach         BCU Level 3 Coach
           Grade III rapids             (Kayak)                   (Canoe)
                                        with 5 star (Kayak)       with 5 star (Canoe)
                                        with relevant first aid   with relevant first
                                        certificate*              aid certificate*

           * For level two coach a 4 hour course, e.g. Emergency First Aid, is
           sufficient. For higher levels a minimum of an 8 hour course is required.
           All certificates must be current - i.e. obtained within the past 3 years.

           Further to the above qualifications being held all leaders and supervisors
           must be registered and approved by Milton Keynes Council via the
           Expedition Accreditation process, as described in G.3 (see appendix 2).

G8.2       Ratios of Accredited Staff

           i) Accompanied Groups
              All categories            1:8 maximum (always 2 staff)*

           *The other member of staff does not need to be accredited but must be a
           responsible adult.

           ii) Unaccompanied Groups
           It is more in keeping with the spirit and philosophy of the Award for
           a group to travel unaccompanied, be self-sufficient and dependent
           on their own resources on less demanding water, with visits from
           their Supervisor and Assessor, than to be in estuaries, coastal
           waters or open sea where the presence of a supervisor is
           mandatory. Refer to D. of E. Handbook.

           One accredited member of staff (always two staff) can supervise up to
           two groups, maximum 14 young people provided that the two groups are
           within reasonable proximity. The other member of staff does not need to
           be accredited, but they must be a responsible adult.

G8.3       Staff Roles and Responsibilities

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           For every venture there must be a designated Group Leader who
           takes overall responsibility for the trip. This person must have the
           qualifications or experience as detailed in G8.1, proven
           management and organisational ability, appropriate to the size of
           the overall party, and be present on the venture for its duration.
           When the Group Leader role is to be shared the operating authority
           must be informed and approval sort via the usual documentation.

           The Group Leader may also wish to take on the responsibilities of
           supervisor during the venture. This role is identified in G.6.3, and
           explained in detail in the Award Handbook and Expedition Guide, as is
           the role of Assessor.

           Once there are more than three accredited staff required there must also
           be an additional accredited person who must be: free from any specific
           group responsibilities; able to access a phone; able to deal with any
           situation that may occur. This person could change from day to day
           throughout the venture.

           To qualify as a responsible adult, within the terms of this document, an
           individual would normally be over 21 and capable of looking after
           themselves in the environment in which they are working.

G8.4       Competence of participants

           Canoeing expeditions require the participants to be competent for the
           craft and type of water they are to use. Details of this can be found in
           the Expedition Guide Fourth Edition pages 332/3.


           For all the above the details are laid out in the Award Handbook and
           Expedition Guide. The Award Officer must be informed of all such
           ventures as additional conditions are required

G10        TRANSPORT

G10.1      See main Policy section A11 for Transport details

G10.2      Private Cars

           All staff and others who drive participants in their own car must ensure

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           their passengers` safety, that the vehicle is roadworthy and that they
           have proper insurance that covers carrying participants.

           The driver is responsible for making sure that pupils have a seat belt and
           use it at all times. Vehicles without seat belts should not be used.

           Group leaders who wish to use parents to help transport pupils in their
           own cars, must ensure that the parents are aware of their legal
           responsibility for the safety of the participants in their cars. Parents`
           agreement should be sought (when signing the consent form) for their
           children to be carried in other parents` cars. It is advisable that parents
           driving participants are not put in a position where they are alone with a
           pupil. The group leader must arrange a central dropping off point for all
           pupils rather than individual home drop-offs.

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H1.1           The Council indemnifies all its employees against any expenses,
               liability, loss, claim or proceedings whatsoever arising from their
               neglect, act, error or omission (other than conduct of a reckless or
               wilful nature) in the course of their employment. There are certain
               exceptions to this – principally that no fraud, dishonesty or criminal
               offence has been committed (except where a criminal offence is
               under the Health and Safety at Work Act 1974) and that this
               indemnity does not prejudice the right of the Council to take
               disciplinary action
               The policy indemnifies the Council against all sums which it shall become legally
               liable to pay as compensation to employees for injuries arising out of and in the
               course of employment. Before a payment can be made it is necessary to prove
               that there has been negligence or breach of statutory duty on the part of the
               Council. Accidents to temporary employees, persons undergoing Work Experience
               or training would all be covered under this insurance.

               PUBLIC, VOLUNTEERS ETC).

H1.3           Subject to its general terms, conditions and exceptions this policy
               indemnifies the Council against all sums which it shall become legally
               liable to pay as compensation for:
               (a)     accidental bodily injury or illness to any person who is not an employee;
               (b)     accidental loss of and/or accidental damage caused to property not owned
                       by or hired, leased or loaned to the Council.

               The Third Party policy jointly indemnifies teachers/lecturers/centre
H1.4           heads/youth workers and other authorised employees in respect of
               such claims arising:

               (a)     Out of and in the course of their employment.
               (b)     From their activities which are complementary to but not part of the duties
                       of such teachers/lecturers/youth and community staff and other authorised
                       employees under their contracts of service.           Claims made against
                       employees whilst acting in their private capacity are NOT covered.

               Voluntary Assistants
               The Third Party policy provides cover for honorary and voluntary staff provided that:
               (a)     the work/assistance has been approved by the                          Head       of
                       Establishment/Youth Worker.
               (b)     at the time of the incident giving rise to the claim, the volunteer   is    acting

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                     within the scope of his authority.
               (c)       The volunteer is not entitled to indemnity under any other
                         policy (Voluntary Organisations such as PTAs often have their
                         own third party insurance);
               (d)       The claim is one that could be successfully made against the


               School/Centre Journeys and Activities

H1.7           The cover provided by the Third Party policy as stated in H1.3
               operates for normal journeys and activities world-wide, where
               appropriate, the Pupil Support Officer/Leisure Youth & Community
               Manager has approved the journey/activity. The required minimum
               staff/student ratios are contained in Section A4 of this policy.
               If the journey/activity is likely to be hazardous it is essential that in all
               cases details of such activities are listed on the Visits and Journeys
               Approval Form 1. Under the terms and conditions of insurance the
               Insurers may insist on certain precautions being taken when
               hazardous activities are being undertaken such as the wearing of life
               jackets whilst sailing, boating or water skiing. The Third Party policy
               covers the use of a boat under 5 metres in length but only on coastal
               or inland waterways. As the Insurers require special precautions to
               be agreed in respect of hazardous activities, it is essential that they
               are all listed on the Form 1. Schools and Leisure, Youth &
               Community Projects should check their insurance with Milton
               Keynes Councils‟ Insurance Section (See Reference sheet).

               OF THESE NOTES, and incidentally also includes Third Party
H1.9           cover.

               Motor Vehicle Policy

               The Councils‟ Motor Insurance Policy provides comprehensive cover
               with a £500 damage excess (excluding windscreen/glass damage) in
               respect of all vehicles provided or managed by the Fleet Contracts
               Administration in Environmental Services. This excess will be
               charged to individual establishments by the Insurance and Risk
H1.10          All drivers must complete the insurer‟s motor accident report form on

Visits and Journeys Policy – 13/07/11                                               H89
               all occasions when damage has occurred to the insured vehicle or
               when a third party is involved.

               Authorised Drivers
               The insurance provides indemnity to authorised drivers undertaking approved
               journeys in Council owned vehicles against all sums which they shall become
               legally liable to pay as compensation in respect of death or injury to persons or
               damage to property. The cover includes our potential liability for injuries to
               passengers and any charge made by a hospital for emergency treatment. Personal
               Accident protection is provided insofar as the person insured is either an employee
               or volunteer. However, those persons seeking damages on a negligence basis must
               look to the party who is legally responsible for the accident.

               The Council has an insurance policy to protect employees who are assaulted. In the
               event of death, or permanent disablement, of any employee arising from a violent or
               criminal assault suffered in the course of, or as a consequence, of their
               employment, the undermentioned payments will be made to the employee or in the
               event of death, jointly to the dependants of the employee.

               (i)      In the event of death within 12 months from the date of the assault and,
                        where the employee has left one or more dependants, the equivalent of 5
                        years‟ gross remuneration at the rate applying at the date of the assault or
                        £35,000, whichever is the greater.

               (ii)     In the event of permanent, total or partial disablement as a result of the
                        assault a percentage, depending on the degree of disability, of 5 times
                        gross remuneration applying at the date of the assault or of £35,000,
                        whichever is the greater; provided that such payments shall, at the
                        discretion of the employing authority, be reduced by the amount of any
H1.12                   damages, or compensation recoverable in respect of the particular injuries.

               The percentage of the capital sum payable ranges from 100% for the loss of sight in
H1.13          one or both eyes to 3% for the loss of a toe.

               Included within the range of benefits in significant facial scarring or damage to teeth
               or dentures. Damage caused to clothing and personal effects (but not loss of
               personal money) is also provided by the policy.

               All Duty Employees
               This provides automatic compensation for accidents which occur whilst on duty,
               including direct home/work travel and cause permanent disability to the employee,
               irrespective of the employees right to seek compensation from the LEA or any other
               guilty party. However where the incident leads to a successful claim against the
               LEA or any other guilty party on a negligence basis then any Personal Accident
               benefit already paid will be taken into consideration when damages are assessed.
               Benefits are determined in the same way as in H1.12. There is no cover for clothing
               and personal effects. Pre-existing medical conditions will be taken into account
               when calculating any sum due.

Visits and Journeys Policy – 13/07/11                                                        H90
               Benefits for Volunteers
               Voluntary assistance would normally be restricted to persons between the ages of
H1.15          12 and 70 years. However, Members have agreed that this facility can be extended
               downwards to persons above 7 years and above 70 years of age where their
               participation is considered appropriate, the activity is supervised by our staff and
               does not require special skills, training or great physical strength. Such persons
               would also be covered under the personal accident facility.


               Insurance Cover
               The policy covers money, [crossed] cheques, postal orders etc. the property of the
H1.16          Council or for which they are responsible. Additionally cover extends to unofficial
               school funds and PTA monies. All money losses under the policy are restricted to a
               maximum of £250 when lost from locked receptacles (ie. drawers, cash boxes but
               this limit does not apply to safes).

               Establishments are reminded that insurers will not meet claims where cash is left
               unattended and is not locked away. All losses must be reported to the police
H1.17          immediately.

               House Keeping
               The Council requires that all income should be banked promptly. Normally banking
               should be made weekly, however, where the amount collected does not warrant this
H1.18          it is acceptable for banking to be less frequent but in this case banking should
               always be made once £50 has been received.

               In establishments where the amount of cash collected is significant, daily banking is
               required when the amount held reaches £250. The keys of any safe must not be
               left on the premises outside business hours.


               This type of insurance usually covers –

               (a)      Personal Accident Adult £25,000, Child under 18 £5000 (Death)
H2.1           (b)      Loss of Personal effects and cash £1,500 per person
               (c)      Cancellation and other expenses £2,000 per person
               (d)      Medical and associated expenses £1,000,000 per person
               (e)      Legal liability for accidents £2,000,000 per person.

               Staff are recommended to obtain at least the above benefits.


Visits and Journeys Policy – 13/07/11                                                      H91
               Employees must be sure that they are fully insured before carrying young people
               and that the insurance extends to indemnify the Council in respect of third party
               claims. Business use referred to in the application for insurance will relate to the
H2.2           carriage of children in the course of the insureds‟ business – some insurers may be
               unwilling to indemnify for that particular use.

               In the event of an employee being involved in an accident in his/her car whilst on an
               official journey, the claim must be dealt with under the owner‟s insurance.
               Employers must check to ensure that anyone using their private vehicle on Council
               business has a current Certificate of Motor Insurance and that business use
               personal to the driver is permitted


               It is a condition of most “School Journey Insurance” that at the time of the
               commencement of the journey all insured are in good health and none is:

               (i)      known or suspected to be suffering form any illness or recurring disease or
H2.3                    to have been in contact with any infectious diseases in the previous 21
               (ii)     travelling contrary to medical advice.

               These conditions should be made known to parents as it is possible in certain
               cases, for the policy to be extended after consultation with the Insurance Company.
               If you have any difficulties in obtaining insurance please contact the Insurance
               Section (See Reference sheet for telephone number)


               Where a Council insured bus is being used for a journey abroad and insurance for
               the bus is to be arranged by the Council, at least 21 working days‟ notice is required
               to obtain the necessary insurance documents.

               It is a requirement that AA Five Star cover or similar be obtained. This will mean
H2.5           there is cover available to return the vehicle and the party to this country in the
               event of accident or breakdown. Otherwise this cost will fall to the user.


               Medical provision in European Union countries may be available under a state
               operated health insurance scheme. In order to benefit from this, Form E111 should
               be obtained from your local Department of Health and Social Security Office or Post

               An accident might occur because of negligence by the Council or
               because of negligence by a member of the Council‟s staff or a
               voluntary helper acting in the knowledge and approval of the Council
               (eg. a lack of proper supervision). In this sort of case the Council will

Visits and Journeys Policy – 13/07/11                                                       H92
               fully accept its responsibilities and has an insurance policy which
H2.7           applies whenever it is legally liable to pay compensation for
               accidental injury to persons or accidental damage to property.
               In addition School Journey insurance arranged through the Council will provide
               protection to the student in respect of accidental personal injury or damage to
               property caused to third parties but not in respect of injury or damage caused to
               other persons or their property on the trip. No cover is provided where injury or
H2.8           damage is caused due to deliberate actions of the student, in such cases the
               student may be held liable for any damage.

               It is very important that parents are informed in writing and left in no doubt
               whatsoever about the nature of insurance cover for the visit/journey.


               Insurance For Participants And Others

               Responsibility for Insurance Cover
               The Award Scheme has its own arrangements for providing
               personal accident insurance for those taking part in an Award
               The Operating Authority must arrange adequate public liability insurance to cover
H3.1           the legal liability of themselves, participants and adult helpers to pay damages to
               third parties as a result of an Award activity. Where more than one Operating
               Authority is arranging any Award activity, they must agree between themselves joint
H3.2           public liability insurance arrangements.

               Any Operating Authority experiencing difficulty in arranging this cover should
               immediately contact the Finance and Administration Director at Award

               Additional optional insurance (eg. loss or damage to property) are available. Award
H3.3           participants should be advised that the Award Headquarters has agreed with the
               Co-operative Insurance Society Limited the format of a Special Youth Group
               Insurance Policy, which can provide a wide range of covers for Award activities.

H3.4           In addition, it is possible for Council organised trips involving persons up to the age
               of 18, to be insured under the school journey insurance scheme.


               Definition of the terms used in this section

               Each of the following expressions is given a specific meaning
               which applies wherever it appears in bold type in this section.
               Award Activity means all approved activities (world-wide) which form part of The

Visits and Journeys Policy – 13/07/11                                                        H93
H3.5           Duke of Edinburgh‟ Award.

               Insured Persons means:

               i.        Category A – bona fide holders of a current Record Book issued by an
                         Operating Authority who are not less than 13 and not more than 15 years of

               ii.       Category B – bona fide holders of a current Record Book issued by an
                         Operating Authority who are not less than 16 and not more than 25 years of
                         age (ie. up to 26 birthday).

               iii.      Category C – Leaders, Instructors, Supervisors and Assessors approved by
                         an Operating Authority and other adults assisting in any capacity in
                         connection with the operation of the Scheme.

               Normally resident in Great Britain, Northern Ireland, the Isle of Man or the Channel
               Islands but including:

               i.        pupils attending schools under the auspices of or organised by Her
                         Majesty‟s Forces of the United Kingdom overseas;

               ii.       members of Her Majesty‟s Forces of the United Kingdom overseas;

               iii.      children of:

                         a.      members of, or civilians attached to, Her Majesty‟s Forces of United
                                 Kingdom overseas;

                         b.      members of United Kingdom Government Departments overseas.

               Insurance Provided

               If an Insured Person suffers accidental bodily injury in connection with an Award
               Activity the Insurers will pay:

                     The Benefit stated below, if that injury within twelve months is the
                      sole cause of
                                                              Cat A       Cat B          Cat C
                                                                               £              £
               Death                                             £           5,000         10,000
               Complete and permanent loss of                                5,000         10,000
               the sight of an eye
               Complete and permanent            loss   or                   5,000         10,000
               use of hand or foot

               Permanent total disablement from                              5,000         10,000
               attending to business or occupation of
               any kind

Visits and Journeys Policy – 13/07/11                                                       H94
               Temporary total disablement from                25.00          50.00            100.00
               attending to that person‟s usual               per week       per week         per week
                                                               (up to a total of 104 weeks)

                  Up to a total of £250 for related medical expenses which are reasonably and
                   necessarily incurred by the Insured Person

                  £10 for each 24 hours in hospital, up to a total of £250, if the injury
                   results in the Insured Person‟s admission to hospital as an in-
                  Up to a total of £250 for travelling expenses which are reasonably and
                   necessarily incurred by the parents, wife or husband of an Insured Person as
                   a result of that persons injury.

               Insurers will not pay to an Insured Person:

                  More than £5,000 for Category A or Category B or more than
                   £10,000 for Category C as benefit in respect of all injuries arising
                   out of any one accident.

                  Weekly benefit until the total amount payable for that benefit has
                   been agreed.
               The Insurers will not pay for death or injury resulting from an Insured Person taking
               part in flying or other aerial activities except as a fare-paying passenger in a
               licensed passenger-carrying aircraft whilst gliding, parachuting or parascending.

               The policy does not cover personal effects, camping equipment and valuables.
               Insurance for these should be obtained by individuals under their own household
               policy or other insurance arrangements, e.g. by taking cover under the Co-
               operative Insurance Society‟s Youth Group Insurance Policy.

               Cover includes:

               This policy is extended to apply to any accident sustained by young
               people with a mental or physical disability whilst on outings organised
               by participants in the Award Scheme.
               For the purpose of this extension compensation shall be payable on the scale
               applicable to Record Book holders under the age of 16 years or, if such a young
               person with a disability is gainfully employed, then the scale as appearing in the
               Policy for other Record Book holders.

               It is a condition of this extension that no more than 12 children shall
               be in any one party and that each party shall be accompanied by at
               least one adult Supervisor.
               It is noted that the insurance by this policy extends to include lifeboat training by the
               Insured Persons, including death or bodily injury consequent upon the lifeboat‟s
               being called out to a rescue attempt.

Visits and Journeys Policy – 13/07/11                                                           H95
               The personal accident cover has been extended to include Gold Award groups and
               overseas participants taking part in Award activities in the UK.

               NB: It is a condition of this policy that all activities undertaken by the Insured
               Persons are carried out in accordance with any rules or guidelines issued by the
               Award Scheme organisers or by any appropriate Governing Body to the activity


H4.1              Any visit arranged for pupils by a local authority can be
                  regarded as a „non-business‟ activity, provided that the trip is
                  deemed to be a necessary adjunct to the schools‟ approved
                  curriculum. The school should keep documentary support of
                  this.    No subsidy is necessary, nor must charges be kept
                  below cost. All income and expenditure should be processed
                  through the school‟s delegated budget.

                  Where a school visit is organised through a tour operator the
                  supplies can fall outside the Tour Operators‟ Margin Scheme,
                  provided the operator has sought the prior approval of Customs
                  and Excise.
                  Such approval will normally be granted if:

                     The supply is made by a UK taxable person
                     The trip is within the UK
                     The trip is a „non-business‟ activity of the school

                  If so, the VAT charges on the brought in supplies can be reclaimed as input tax
                  upon receipt of a tax invoice.

Visits and Journeys Policy – 13/07/11                                                    H96
Adventure Activities Licensing Authority     01222 755715

TQS Ltd                                      Fax 01222 755757
17 Lambourne Crescent,
Llanishen                                    Internet site     http://www.aala.org
Cardiff, CF4 SGG

CLEAPPS School Science Service               Helpline: 01895 251496
Brunel University

Caldecotte Project                           (01908) 232042
366 Simpson
Milton Keynes

Community Alarm                              01908 311773
Milton Keynes Council

Community Transport Association, Highbank,   (0161) 351 1475
Halton Street
Cheshire, SK14 2NY

Curriculum Advisor for Physical Education    (01908) 234042
Caldecotte Project
366 Simpson                                  Bryan.Watson@milton-keynes.gov.uk
Milton Keynes

Dept. for Education and Skills (DfES)        (0870) 0012345
Sanctuary Buildings
Great Smith Street                           Fax : (01928) 794248
London SW1P 3BT

DfES Publications                            (0846) 6022260
PO Box 5050
Sherwood Park                                Fax: (0845) 6033360
Nottinghamshire                              Email: dfes@prolog.uk.com
NG15 0DJ                                     www.teachernet.gov.uk/visits

DfES. Health and Safety of Pupils on         www.dfes.gov.uk/h_sev/index.shtml

Visits and Journeys Policy 13/07/11
Educational Visits. A good practice guide.

GRAVE EMERGENCY                                    (01908) 311773

HSE Books                                          (01787) 881165
PO Box 1999
Sudbury                                            Fax: (01787) 313995
CO10 6FS                                           www.open.gov.uk/hse

HSE. Five Steps to Risk Assessment                 www.hse.gov.uk/pubns/indg163.pdf

HSE. A Guide            to   Risk     Assessment   www.hse.gov.uk/pubns/indg218.pdf

HSE Infoline                                       08701 545500

Leisure Youth & Community Manager                  (01908) 253292
Milton Keynes Council
Saxon Court                                        john.cove@milton-keynes.gov.uk

Leisure Youth & Community Support Service          (01908) 253576
Milton Keynes Counci
Saxon Court                                        Jill.dewick@milton-keynes.gov.uk

Leptospirosis Reference Unit
Public Health Authority                            (01432) 277707
County Hospital

Information on contaminated water

Longrigg Residential Centre                        (01539) 621161
Frostow Lane
Sedbergh                                           www.longrigg.org.uk
LA10 5SW

Milton Keynes Council

Saxon Court
502 Avebury Boulevard

Visits and Journeys Policy 13/07/11
Central Milton Keynes

Civic Offices
1 Saxon Gate East
Central Milton Keynes

Passenger Transport Section                 (01908) 252481
Milton Keynes Council
Civic Offices

Pupil Support Officer                       (01908) 253085
Milton Keynes Council
Saxon Court                                 marilyn.barby@milton-keynes.gov.uk

National Association of Farms for Schools   (01978) 842277
Agriculture House
Corkscrew Lane
Wrexham, LL14 6HG                           www.farmsforschools.org.uk

Thames Valley Police HQ                     (01865) 846000
                                            Ask for the HQ Control Room Inspector

Youth Service Officer                       (01908) 253447
Milton Keynes Council
Saxon Court                                 sue.payne@milton-keynes.gov.uk

Visits and Journeys Policy 13/07/11