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					School Visits Guidance and Policy
Independent Day and Boarding School for
Girls and Boys aged 3 to 18 years



Stover School

                                                June 2007

                                       Reviewed July 2009
                                      Updated March 2010
                                 Reviewed September 2010
                          Next review date September 2011
                                                                                      Stover School
                                                        School Visits Policy & Guidance – June 2007


This policy applies to all pupils whilst in the care of Stover School to include
provision before and after school, trips and activities.




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                                                                                            Stover School
                                                              School Visits Policy & Guidance – June 2007


CONTENTS

1. Introduction

2. Procedure

   2.1        Approval of trips and sports fixtures;
   2.2        Notification and Parental consent: Forms 1 – 8;
   2.3        Supervision of School trips, excursions and Sports fixture;
   2.4        Preparation and Planning;
   2.5        Emergency procedures;
   2.6        Party leader’s checklist for UK non-residential trips;
   2.7        Risk assessment;
   2.8        Insurance;

3. Type of Activity

   3.1        Sports Fixtures;
   3.2        Local visits;
   3.3        Outdoor pursuits;
   3.4        Outdoor education centres;
   3.5        Residential trips in UK;
   3.6        Residential trips abroad;

4. Evaluation

5. Forms

             Form 1 – Notification of proposed educational visit (and approval);
             Form 2 – Information on proposed educational visit (letter to parents);
             Form 3 – Parental Consent for Sports Fixtures, Practices & Extra
              Curricular Activities;
             Form 4 – Risk Assessment;
             Form 5 – School Party Information Form;
             Form 6 – School Trip Evaluation Form;
             Form 7 – Emergency Medical Treatment Consent Form;
             Form 8 – Contingent Parental Indemnity Form for Residential Trips.


Appendix

         a.   Exemplar Risk Assessment for Field Trip (Residential)
         b.   Actions in event of Emergency on School Trip
         c.   Check List for Pupils going on a Visit
         d.   Off – Site Swimming Pool Check List



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                                                           School Visits Policy & Guidance – June 2007


1.   INTRODUCTION

     School visits, sports fixtures and excursions have immense value in the
     educational lives of our pupils. Such visits may be an integral part of the
     curriculum or part of the extra curricular programme. They include local,
     regional, national and overseas visits. The aim of organised trips is to develop
     and extend the quality of educational, cultural, social and spiritual experience
     of all pupils. Whatever the nature of the visit, the safety and welfare of the
     pupils is of paramount importance.

     Responsibility for the safety of pupils at Stover School rests ultimately with the
     Board of Governors through the Principal. Members of staff concerned with
     the planning, preparation and supervision of visits owe a legal ‘duty of care’
     to ensure that certain basic principles of safety are observed and the general
     well-being of pupils is not put at risk. For the purposes of this document ‘duty
     of care’ is defined as that which a prudent parent would exercise in the
     circumstances in question.

     The aim of this document is to provide advice and practical guidance for all
     staff involved with school trips, sports fixtures and excursions by identifying
     the procedures and good practice to be followed according to the type of visit
     being undertaken.

     Staff arranging visits, excursions and sports fixtures should follow the advice
     and guidance meticulously. Thorough planning is the key to successful
     outings. This document is designed to provide comprehensive information to
     enable staff to organise and manage successful trips.

     The Deputy Principal is the Educational Visits Co-ordinator (EVC) and will
     offer advice and guidance to all staff who are planning off-site activities and
     trips.

     The Head of the Preparatory School oversees all Preparatory School offsite
     activities and trips and liaises with the Deputy Principal as required.

2.   PROCEDURE

2.1 Approval of trips and sports fixtures

     Responsibility for authorisation and approval of all trips, excursions and
     sports fixtures ultimately rests with the Principal. However, staff should liaise
     with the Deputy Principal (EVC) when arranging trips and sports fixtures.

     Form 1 should be submitted to the Deputy Principal in advance by members
     of staff wishing to take a trip or excursion. All sports fixtures will be covered
     by a single application.
          The Deputy Principal will return Form 1 with/without approval to staff.

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                                                        School Visits Policy & Guidance – June 2007


        Staff may then proceed to arrange approved trips.
    No trip or excursion should be booked prior to approval being given

2.2 Notification and Parental Consent Forms

    It is a requirement that these forms are used as a template for all proposed
    school visits and excursions.

    FORM 1 and Form 1a – Notification of Proposed Educational Visit

    This form must be fully completed and submitted to the Deputy Principal for
    approval in advance of booking the proposed trip. Form 1a is a basic risk
    assessment form.

    FORM 2 – Information on Proposed Educational Visit

    This format should be used when seeking parental agreement to a school trip.
    It should be approved by the Deputy Principal or Head of the Preparatory
    School.

    Parental Consent

    General consent is given by parents via the joining instructions (see below)
    for occasions when pupils are taken out of school on a short term basis for low
    risk activities and day excursions. However, parents must be informed in
    writing using Form 2 when pupils are being taken on a trip.

    Away sports fixtures will require the same procedure to be carried out as a
    trip, except that a standard team sheet will be sent home in advance in place
    of a letter. Any sports event that takes place outside normal school hours such
    as evenings and weekends should follow the same procedure as a school trip.

    Residential trips require the consent and signature of both parents if they
    have parental responsibility. Consent for residential trips can only be given
    by parents or legal guardians and cannot be given by house staff. If one of the
    people whose consent is required is refusing to consent, the child should not
    be allowed to join the trip until consent is given.

    Educational Visits & Transport: I/We consent to our child taking part in
    educational visits which do not involve an overnight stay or travel abroad and
    we consent to our child being carried by public transport or school transport
    driven in a responsible manner by an adult who is suitably qualified and
    insured.




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                                                      School Visits Policy & Guidance – June 2007


FORM 3 – Parental Consent Form for Sports fixtures, Practices and Extra
Curricular Activities on and off site

This form will be completed by every parent and will cover their child for the
duration of their education at Stover School. Form 3 will be sent to all new
pupils with their registration documents.

FORM 4 – Risk Assessment Form

This form should be completed by the party leader prior to the visit. A copy of
the detailed risk assessment should be given to the Deputy Principal or the
Head of the Preparatory School in advance of the trip.

FORM 5 – School Party Information Form

This form will contain all the relevant details including contact details, timings,
full pupil names, Full staff details. A copy of Form 5 should be given to the
Deputy Principal or the Head of the Preparatory School, the School Office and
a copy should be pinned on the appropriate notice board in the staff room at
least 24 hours before the trip departs. Additional information will be required
for residential trips. (see pack content)

FORM 6 - School Trip Evaluation Form

This form should be completed by the party leader and accompanying
members of staff after the visit. A copy should be given to the Deputy
Principal or the Head of the Preparatory School.



FORM 7 – Emergency Medical Treatment Consent Form

This form should be completed for all residential trips both in the UK and
abroad. This form must be signed by parents or legal guardians and cannot
be signed by House staff.

FORM 8 – Insurance Indemnity Form

This form should be completed for all residential trips both in the UK and
abroad and for trips in the UK that are considered to be of higher risk. This
form must be signed by parents or legal guardians and cannot be signed by
House staff.



In all cases the appropriate consent form should be completed in full by
the parent or guardian and be returned to school by the requested date.
No visit or journey may be undertaken by a pupil unless the appropriate
consent form is in the possession of the School Secretary and the Party

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                                                          School Visits Policy & Guidance – June 2007


    Leader. The Party Leader must be in possession of a Stover School Trip
    Pack for the duration of the visit, a copy of which must be given to the
    Principal, Deputy Principal and/or Head of the Preparatory School.

    Pupils are not allowed to drive their own car or transport other pupils in
    their car for purposes that could be considered to be a school trip.

    Staff are not allowed to transport pupils in their own vehicle.


2.3 Supervision of School Trips, Excursions and Sports Fixtures

    Ratios:

    It is essential that the level of supervision on every Stover School trip is
    appropriate to the age of pupils and the activity being undertaken.

    The following ratios must be followed when arranging local and low risk
    trips and away sports fixtures

              Year Groups                      Supervision
              Under 5s              More than 1 adult for every 6 pupils
              Years 1 – 3           Not less than 1 adult for every 6
                                    pupils
              Years 4 –             Not less than 1 adult for every 10 –
              6                     15 pupils
              Years 7 –             Not less than1 adult for every 15 –
              13                  20 pupils

    Mini Buses

    When the mini bus is being used to transport pupils it is essential that the
    following guidelines are followed;

Mini buses must be staffed by a minimum of 2 members of staff regardless of
whether the number of pupils falls below the above ratios. If a member of staff is
the driver, they should not be responsible for pupils on the mini bus whilst driving
except when transporting pupils to and from the Sports Hall at Seale Hayne, the
riding stables at Rora, Finlake, Forches Cross, Highweek church, Stover Golf Club,
Trago Mills, South Dartmoor School and the Sports Hall in Newton Abbot. The
driver must have a fully charged mobile phone with her/him at all times during the
journeys to contact the school/emergency services if necessary.
If the pupil ratio is above 1:15 the third member of staff may be a GAP student.




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                                                      School Visits Policy & Guidance – June 2007


Always consider who will be left to look after the party in the event of an
emergency. GAP students and parents cannot be left in sole charge of
school parties.



2.3.1 Higher staff to pupil ratios will be required for the following
      activities:

         Residential visits within UK and higher risk activities of not less than
          1 member of staff to 10 pupils
         Residential trips abroad of not less than 1 member of staff to 8
          pupils

2.3.2 Each trip will have a ‘Party Leader’ who shall be a teacher. A deputy
      leader must also be nominated to assume responsibility for the party
      should the need arise. The Deputy Principal or Head of the Preparatory
      School will ensure that all staff are competent to supervise the visit and
      relevant activity. It is the responsibility of the Party Leader to ensure all
      accompanying members of staff are briefed as to their responsibilities.

2.3.3 All staff that organise or accompany school visits should be aware
      of the current regulations and requirements applicable to the
      activity they are organising. (Ref: Health and Safety of Pupils on
      Educational Visits a good practice guide DFE)

2.3.4 Where pupils are to be supervised by other qualified persons, who are
      not members of the party, the Party Leader or other delegated person
      must ensure that the programme of activity is suitable, is understood by
      all concerned, and is to be conducted in accordance with any current
      regulations.

2.3.5 Visits involving groups of older pupils being away from the direct
      supervision of adults require careful planning; parents must be made
      aware of the exact arrangements for such trips in the parental
      agreement letter which is sent prior to all trips.

2.3.6 Pupils must never be allowed to go swimming, be released in
      mountain areas for unstructured activity or undertake any other
      hazardous activity unless they are under the direct supervision of
      an adult who is competent to supervise the activity.          For
      swimming, the supervisor must be appropriately qualified with an
      ASA Level teachers coaching course qualification. In a public
      swimming pool there must also be a life guard. (see appendix d)

2.3.7 During residential trips, party leaders should plan thoroughly for the
      use of free time during the day and in the evenings.

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                                                        School Visits Policy & Guidance – June 2007




    2.3.8 Lists of members of the party should be carried by all members of staff
          supervising a trip.

    2.3.9 Regular head counts should be carried out and a register should be
          taken at the start of each trip and before the return journey back to
          school.

    2.3.10 On trips abroad, all pupils should carry a laminated card with the name
           of the hotel where the party is staying, the name of the party leader and
           a contact telephone number. There should be a short sentence
           requesting that the party leader should be contacted in the native
           language of the country being visited.

2.4 Preparation and Planning

    The party leader should be responsible for planning the trip and they will be
    expected to organise;

    2.4.1   The content of the trip;
    2.4.2   Booking transport;
    2.4.3   Completing appropriate risk assessments;
    2.4.4   Allocating each member of staff’s responsibilities;
    2.4.5   Financial details;
    2.4.6   Pocket money arrangements, bookings, insurance etc.;
    2.4.7   Emergency procedures and first aid.

    Non residential trips in UK.

    In all cases, the following procedure should be followed for non residential
    trips in the UK:

    2.4.8 Form 1 should be completed and submitted to the Deputy Principal or
          Head of the Preparatory School;

    2.4.9 Following approval – Form 2 should be completed and sent to parents.
          In the case of sports fixtures a standard team sheet should be sent home
          in advance of the fixture. In both cases full details of timings, clothing
          requirements, any periods of unsupervised activity and any activity
          regarded as higher risk must be included. Activities involving
          additional risks may also require indemnity letters to be sent (form 8) at
          this stage;

    2.4.10 Transport should be booked through the school secretary;

    2.4.11 The party leader should check that consent form 3 has been completed
           in the case of sports fixtures and activities involving increased risk;

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                                                      School Visits Policy & Guidance – June 2007




2.4.12 A preliminary visit may be appropriate for some activities and an
       Insurance Indemnity Form 8 may be required for some more hazardous
       activities. This should be checked with the Principal; areas or activities
       involving significant hazard should have been reconnoitered if at all
       possible; alternatively reliable information should be obtained
       concerning the nature of any hazards and the means of avoiding or
       minimising risk. If an activity centre is being used (for example
       anything from parachuting to a play centre) the Group Leader must
       satisfy himself it has been licensed under the Activity Centres (Young
       Persons' Safety) Act 1995. On arrival at an activity centre, the Group
       Leader should satisfy himself that arrangements for safety and welfare
       are satisfactory. S/he should also agree with the activity centre on who
       is going to be responsible for the children and for what period of time.



2.4.13 Form 4 should be completed and a copy given to the Deputy Principal
       or the Head of the Preparatory School one week in advance of the trip;

2.4.14 Form 5 should be completed and copies given to the Deputy Principal
       or the Head of the Preparatory School, School office and pinned on the
       staff room notice board 24hrs in advance of the trip; Parents who wish
       to collect pupils directly from the destination of the trip or fixture must
       inform the school in advance of the arrangement and this must be
       indicated on form 5. Parents who wish to take pupils home from a
       destination without prior arrangement will not be allowed to take
       pupils.

2.4.15 Following the trip Form 6 should be completed and submitted to the
       Deputy Principal or the Head of the Preparatory School.

Residential Trips in the UK and Residential Trips Abroad

Before approval for a residential trip is sort, the party leader must ensure that
the tour company with whom the contract is proposed is ABTA bonded. ABTA
should be contacted directly and written confirmation should be obtained
to confirm this together with the ABTA registration number and the exact
name under which the company is registered.
The tour company should check that any hostels/hotels being proposed
have a current local fire certificate.

Residential trips in the UK and abroad require additional planning. Party
leaders should follow the following guidelines when planning such trips. Party
leaders taking residential trips abroad must have already been on an
overseas trip whilst working at Stover School.


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                                                     School Visits Policy & Guidance – June 2007


2.4.16 Form 1 should be completed and submitted to the Deputy Principal or
       the Head of the Preparatory School; the party leader should discuss
       arrangements with the Deputy Principal or the Head of the Preparatory
       School at this stage.

2.4.17 Following approval – Form 2 should be completed and sent to parents.
       It should give full details of timings, clothing requirements, any periods
       of unsupervised activity and any activity regarded as higher risk must
       be included. For residential trips in the UK and abroad consent forms
       for medical treatment (Form 7) and Insurance Indemnity forms (Form 8)
       should also be sent;

2.4.18 A preliminary visit by staff may be appropriate for some trips;

2.4.19 Transport should be booked through the school secretary;

2.4.20 The party leader should check that consent form 3 has been completed
       in the case of sports fixtures and activities involving increased risk;

2.4.21 A full Itinerary should be prepared for pupils and sent to parents;

2.4.22 A meeting should be arranged between the Party Leader and parents
       in advance of the trip to discuss the itinerary and clarify any questions
       parents may have

A Pack should be prepared and given to The Principal, Deputy Principal
and/or Head of the Preparatory School, the Director of Finance, each member
of staff on the party and in the case of trips abroad the party leader should
have an extra pack in a sealed plastic wallet 1 week prior to the trip
departing. The pack should have been given to the Deputy Principal or the
Head of the Preparatory School for checking two weeks before the trip
departs.

Pack Content (* indicates additional information required for trips abroad)

(f) Full Itinerary;
(g) Full risk assessment of trip;
(h) Full risk assessment of accommodation;
(i) Full travel details;
(j) Copies of all passports, visas and tickets; *
(k) A named copy of a recent photograph of each pupil
(l) Copy of the contract with the hotel/centre travel company;
(m) Copies of Medical papers, EHics and significant medical histories;
(n) Parental consent form, signed by both parents with parental
    responsibility and permission for group leader to authorise emergency
    treatment on parental behalf;
(o) Contact telephone numbers of school contact, Principal and SLT;

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                                                        School Visits Policy & Guidance – June 2007


   (p) Names, addresses and contact telephone numbers for parents (home,
       work and mobile) of all pupils in party;
   (q) Contact details of all staff members in party
   (r) Full list of passport numbers and names*
   (s) Copies of group list and details;
   (t) Copies of insurance details and company’s telephone number;
   (u) Full details of groups accommodation;
   (v) Location of local hospital/medical services;
   (w) Copies of Indemnity insurance forms;
   (x) Location and contact details of British Embassy or Consulate.
   (y) A copy of all correspondence sent to parents
   (z) A copy of the Stover School Trips Policy

   Form 5 should be completed and copies given to School office and pinned on
   the staff room notice board 1 week in advance of the trip

   Following the trip Form 6 should be completed and submitted to the Deputy
   Principal or the Head of the Preparatory School.

   Additional Information for Trips Abroad

   2.4.23 All group members should be made aware of unfamiliar right-hand
          traffic. Extra care may be required when climbing in and out of vehicles
          and crossing the road;

   2.4.24 Pupils should be advised about local culture, dress codes, attitudes to
          gender and local customs;

   2.4.25 Pupils should be advised of local food and drink and to the safety of
          drinking water;

   2.4.26 Pupils should be advised about carrying money safely;

   2.4.27 Pupils should be advised about how to use and the cost of using phones
          whilst abroad; both mobile and land lines;

   2.4.28 There may be a need to identify pupils easily, especially with younger
          year groups. However, no pupil should display their name clearly on
          their clothing and therefore tops ordered for trips such as sports tours
          or ski trips should only have the school name or logo displayed.
   2.4.29 All pupils should have a small laminated card with the name and
          address of the hotel. The contact number of the party leader and
          instructions in the local language asking for assistance in contacting the
          party leader

2.5 Emergency Procedures


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                                                         School Visits Policy & Guidance – June 2007


ACTIONS IN THE EVENT OF AN EMERGENCY ON A SCHOOL TRIP

A copy of the following guidelines must be taken by all party leaders and
their deputies on the school trip. In the event of an emergency the following
procedure should be followed

2.5.1   Establish nature and extent of the emergency;

2.5.2   Make sure that all other members of the party are accounted for and
        safe;

2.5.3   If there are injuries, establish their extent and administer first aid (if you
        have been trained or feel capable - but be aware of consequences that
        might follow were you to give incorrect treatment);

2.5.4   Establish names of the injured and call relevant emergency services;

2.5.5   Advise other party staff of the incident and that emergency procedures
        are in operation;

2.5.6   Ensure that an adult from the party accompanies casualties to hospital
        or if on your own you go with the injured pupil(s); the Emergency
        Services will look after the rest of the party until another member of
        staff arrives;

2.5.7   Ensure that the remainder of the party are adequately supervised
        throughout and arrange for their early return to base;

2.5.8   Arrange for one adult to remain at the incident site to liaise with
        emergency services until the incident is over and all children are
        accounted for;

2.5.9   Control access to telephones until contact is made with the Principal,
        Deputy Principal, Head of the Preparatory School or Director of Finance
        and until they have had time to contact those directly involved. Pass full
        details of the incident (name, nature, date and time of incident, location
        of incident, details of injuries, names and telephone numbers of those
        involved, action taken so far);

2.5.10 Telephone numbers for future communication; identify alternate
        telephone numbers in case telephone lines become jammed);

2.5.11 The school will arrange to contact the parents of those involved. In
        serious incidents the parents of all party members should be informed;

2.5.12 Media: A designated person should act as the point of contact with the
        media to whom all involved should direct questions;

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                                                         School Visits Policy & Guidance – June 2007




    2.5.13 Under no circumstances should the name of any casualty be divulged to
          the media;

    2.5.14 The Party Leader should write down as soon as practicable all relevant
          details. A record should be made of any witnesses. Any associated
          equipment should be kept in its original condition;

    2.5.15 Legal liability should not be discussed or admitted.

    2.5.16 All accident forms should be completed and insurers and HSE or Local
          Authority inspectors should be contacted;

    2.5.17 Inform parents of any delays that will be necessitated.

2.6 Party Leaders Checklist for UK non residential trips

      The party Leader must take copies of the following items on the trip:

       All documentation relating to the booking of the trip
       Contact details of the travel company being used
       Access to emergency funds
       Itinerary
       Full list of party members (5)
       Details of emergency contacts for party members – a school contact list
        should be taken
      Parental agreement forms (2)
      Guidance on emergency procedure
      First Aid kit
      Details of any medical needs of any pupils on the trip
2.7 Risk Assessment

    Risk Assessments are a legal requirement and are normally carried out by the
    party Leader. Risk assessment should be comprehensive. The level of risk
    involved in the trip should be identified when completing Form 1 for approval
    of the trip.

    A detailed risk Assessment should then be completed using Form 4 and given
    to the Deputy Principal or the Head of the Preparatory School one week in
    advance of the trip. Specialist information will be required for some visits and
    party leaders must obtain documentation and copies of risk assessments for
    more hazardous activities from the relevant venue or activity centre. Party
    Leaders must ensure that the centre has assessed the risks and that
    appropriate safety measures are in place. Copies of qualifications for
    supervisors of more hazardous activities should also be obtained as part of the
    risk assessment.

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                                                         School Visits Policy & Guidance – June 2007




    Frequent visits for sports activities require one detailed risk assessment at the
    start of each term or season for each sport depending on which is more
    appropriate. Copies should be given to the Deputy Principal or the Head of
    the Preparatory School and kept within the PE Department. However, regular
    reviews of risks are required and assessments should be made at regular
    intervals.

2.8 Insurance

    The school carries a complex array of insurances, aimed at covering its
    physical assets and human resources against all eventualities. Parents may
    also have overlapping insurance cover for their children on Home and
    Contents insurance policies.

    In respect of this policy document, staff should take note particularly of the
    following:

    2.8.1 Employer’s Liability Insurance: The school’s limits of indemnity on
          this policy is £25M for any one occurrence and an unlimited ceiling
          during the period of insurance (i.e. any number of occurrences are
          covered). Sometimes staff will be asked to furnish a copy of the
          Certificate of Employers Liability to a third party on trips or excursions.
          Copies can be obtained from the Bursary.

    2.8.2 Public Liability Insurance: As for Employers’ Liability, the limit of
          indemnity is £25M for any one occurrence and an unlimited ceiling
          during the period of insurance (ie. any number of occurrences are
          covered). Sometimes staff will be asked to furnish a copy of the
          Certificate of Employers Liability to a third party on trips or excursions.
          Copies can be obtained from the Bursary.

    2.8.3 Annual Travel Insurance: This policy provides a range of covers for
          the majority of school journeys and includes a 24 hour Emergency
          Helpline. Cover applies within the geographical limits specified in the
          Certificate, so staff should check, early in their planning, to see if any
          proposed foreign tours to obscure regions are covered. Certain
          ‘hazardous activities’ are excluded, so staff should also check if in any
          doubt on this matter. The Certificate of Travel Insurance has full details
          of cover provided and copy certificates can be obtained from the
          Bursary if required. Current limits include:



   Personal Accident                    various benefits up to a maximum of
           £25,000
   Medical Expenses                     Outside UK – up to £2,500,000

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                                                        School Visits Policy & Guidance – June 2007



 Cancellation/Curtailment/
 Replacement                          Up to £2,000 (aggregate limit of £50,000
                                       per trip)
 Missed Departure                     Up to £500
 Travel Delay                         Various limits depending on length of
                                       delay
 Personal Property and Money          Various limits up to £2,000 maximum
 Personal Liability                   Up to £2,000,000
 Winter Sports Extension              As defined in the Certificate
 Passenger Protection                 Up to £2,000

 On foreign trips (Ski trips etc) staff may wish to make other insurance
 arrangements, which may provide better cover than in the school’s Annual
 Travel Insurance policy. Such other insurances will negate the school’s policy
 which will have no effect.

 A one page synopsis of cover is available from the Bursary, as is a ‘credit
 card’ sized information summary of the Helpline numbers. Staff are advised to
 carry these with them if making a trip away from school for any length of time.

 2.8.4     Pupils’ Personal Accident Insurance: The school operates this
         insurance cover as a compulsory ‘Extra’ on termly fee invoices. All
         parents have received a copy of the ‘keyfacts’ leaflet for the Scheme, in
         which are specified individual limits for specific ‘permanent losses’, up
         to a maximum benefit payable of £600,000. Cover extends throughout
         the year (365 days) and to anywhere in the world. It is not just limited
         to school trips (i.e. It covers family holidays etc)

 2.8.5     Motor Insurance – School owned Vehicle: The school has ‘fully
         comprehensive’ Fleet insurance in place for all its own vehicles.
         Drivers must be over 21 years and in possession of a category D1
         provision on their own driving licenses. They must also be ‘familiar’
         with the type of vehicle being driven (hence the school’s need to send
         staff on Minibus training courses). Any convictions or fines must be
         declared.

 2.8.6     Motor Insurance – Staff and Volunteer vehicles: The school has a
         fully comprehensive ‘Occasional Business Use’ insurance policy to
         cover the situation where staff and volunteers ferry pupils in their own
         vehicles and where their own policies may specifically exclude
         business use. Cover extends to employees, their spouses, governors,
         parents, guardians and voluntary helpers. The school carries an excess
         of £25 generally and £100 for drivers under 23 years of age. The policy
         also gives protection for an unlimited amount against legal liabilities for
         injury to other persons (including passengers) or damage to their
         property, following an accident. Windscreen cover is also included.
         The policy does not carry a contribution clause which will avoid the
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                                                                                        Stover School
                                                          School Visits Policy & Guidance – June 2007


            need for staff or parents etc. having to involve their own Motor Insurers.
            As before, all convictions or fines must be declared.

    2.8.7     Other Pupil Insurances: Parents are invited to enrol their child(ren)
            in one or another group policies. These include Pupils Personal Effects,
            Healthcare, Dental Care and fees remission insurances. These are
            taken entirely at the parents’ discretion and the school has no interest
            in them.

    2.8.8 Other Persons / Organisation’s Insurances: Whenever pupils visit
          other establishments, there is an increased risk of a Claim being made.
          School staff will need to check, to the best of their belief, that receiving
          establishments have satisfactory Public Liability Cover or, in the case of
          specialist or high risk activities, extended cover for the trip or visit
          being made. Obviously, staff cannot undertake a professional scrutiny
          of the small print in the insurance policies of those other establishments
          but they should raise the subject with relevant staff at such
          organisations and ask for a statement of their own insurance situation.

    2.8.9 And finally; Although the school aims to protect everyone from all
          eventualities, there is always a possibility, however remote, that
          Insurers (the school’s or anyone else’s) might deny liability in the face
          of a particular claim. For this reason, staff should seek to indemnify
          themselves of any such liability by ensuring that parents sign Form 8
          before embarking on any significant visit away from school. This form
          is designed specifically to protect staff against any claims which may
          arise, which are not covered elsewhere by any other policy in place.


3. TYPE OF ACTIVITY

3.1 Sports Fixtures

    Sports Fixtures are the most common reason for pupils to be taken out of
    school. The Head of Department should ensure that the following procedures
    are followed:

       Risk assessment carried out on a termly or seasonal basis for sports being
        taught
       General risk assessment carried out for away fixtures
       Team sheet with detailed information given to pupils well in advance of
        fixture
       Fixtures and competitions taking place outside of normal school hours
        should follow the same procedure as a school trip
       Check parental consent has been given (Form 3)
       Ensure ratios are correct for transport

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                                                                                        Stover School
                                                          School Visits Policy & Guidance – June 2007



       A copy of Form 5 with a full team sheet should be given to the Deputy
        Principal/Head of the Preparatory School and the school office and pinned
        to the notice board in the staff room 24 hours in advance of the fixture


3.2 Local Visits

    Party leaders organising local trips should follow the procedures set out in the
    policy

3.3 Outdoor Pursuits

    Activities requiring special skills and involving hazardous activities need
    even greater care when planning to ensure the safety of participants. It is the
    responsibility of the party leader to be aware of any possible hazards in
    locations that may be visited. A preliminary visit may be required to assess
    potential hazards.
    The Principal will assess the suitability of the party leader with regard to the
    activity they are requesting to undertake. However, it is important that the
    party leader or accompanying member of staff has the following:


        The required experience and expertise to supervise the activity
        The ability to administer appropriate first aid if required
        The ability to perform appropriate survival and rescue techniques if
         required
        The necessary leadership qualities and instructional abilities required
        Carries out appropriate physical preparation and checks that pupils and
         staff have appropriate equipment and clothing for the activity being
         undertaken

    As safety is paramount the party leader should ensure that the planning
    procedure is followed as set out in the Stover School Trips Policy and that
    extra attention should be paid to the risk assessment of the trip and to the
    level of qualifications of the staff supervising the activity.

    All staff involved in outdoor pursuits should be fully conversant with the
    document:
    Health and Safety on Educational Visits – A Good Practice Guide DFEE
    1998.
    (a) Standards for LEAs in Overseeing Educational Visits;
    (b) Standards for Adventure;
    (c) A Handbook for Group Leaders.
    All these publications are available on the DFE website and contain lists of
    further guidance.



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                                                                                        Stover School
                                                          School Visits Policy & Guidance – June 2007


3.4 Outdoor Education Centres

    For pupils undertaking field study courses who are accommodated in
    dormitory units the level of supervision should not exceed 1 member of staff
    to every 10 pupils. The party leader should follow the procedure for
    residential trips in the UK as set out in the Stover School Trips Policy

    All staff involved in Field Study courses should be fully conversant with the
    document:
    Health and Safety on Educational Visits – A Good Practice Guide DFEE
    1998.
    (a) Standards for LEAs in Overseeing Educational Visits;
    (b) Standards for Adventure;
    (c) A Handbook for Group Leaders.
    All these publications are available on the DfE website and contain lists of
    further guidance.


3.5 Residential Trips in the UK

    The Party leader should follow the procedure for planning a UK based
    residential trip as set out in the Stover School Trips Policy. Exemplar material
    is available to assist in the planning and preparation. Party leaders should
    plan well in advance for residential trips and ensure that adequate time is
    given to inform parents of the itinerary. A staff/parent meeting should be
    included in the calendar if appropriate.

    All staff involved in residential trips should be fully conversant with the
    document:

    Health and Safety on Educational Visits – A Good Practice Guide DFEE
    1998.
    (a) Standards for LEAs in Overseeing Educational Visits;
    (b) Standards for Adventure;
    (c) A Handbook for Group Leaders.


3.6 Residential Trips Abroad

    Before approval for a residential trip is sort, the party leader must ensure that
    the tour company with whom the contract is proposed is ABTA bonded. ABTA
    should be contacted directly and written confirmation should be obtained
    to confirm this together with the ABTA registration number and the exact
    name under which the company is registered.

    The tour company should check that any hostels/hotels being proposed
    have a current local fire certificate.

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                                                                                        Stover School
                                                          School Visits Policy & Guidance – June 2007




     Party leaders should plan a residential trip abroad as set out in the Stover
     School trips policy

     All staff involved in residential trips abroad should be fully conversant with
     the document:
     Health and Safety on Educational Visits – A Good Practice Guide DFEE
     1998.
     (a) Standards for LEAs in Overseeing Educational Visits;
     (b) Standards for Adventure;
     (c) A Handbook for Group Leaders.


4.   EVALUATION

     A strategic evaluation of all trips should be carried out using Form 6 to
     coincide with the completion of the event. The Party Leader should obtain
     feedback from staff accompanying the trip as to the success of the trip and
     how far aims and objectives have been met. The Party Leader should also
     evaluate the trip to ensure that any improvements can be implemented in
     future trips. A copy of the evaluation should be kept by the party leader for
     futures reference and a copy should be given to the Deputy Principal and/or
     Head of the Preparatory School.
     Party leaders who experience particular concerns on a trip should submit a
     report to the Principal upon their return.




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