1 of 32 t:\policies\non-academic policies\trips and outings sep 2019.docx Trips & Outings Policy A Guide for Staff arranging & supervising off-campus trips & excursions Last Review: Sep 2019 (RD) Next Review: Sep 2021 (CI-J)
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Trips &
Outings Policy
A Guide for Staff arranging
& supervising off-campus trips
& excursions
Last Review: Sep 2019 (RD) Next Review: Sep 2021 (CI-J)
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Contents
FSM Trips & Outings Policy
Topic Page
Number
Introduction 3
Planning the Visit 4
Risk Assessment 4
Planning the Itinerary 4
Preparing the Participants 6
Parental/Guardian Consent 6
Behaviour 7
Briefing Escorts 7
Briefing Senior Colleagues 7
Essential Planning for Extended Trips 7
Managing Emergencies 10
Legal Obligations 13
Annexes:
Annex A: Planning & Authorisation 15 Annex B: Minibuses 16 Annex C: Guidance on Supervision Ratios 20 Annex D: Checklist for a Trip (Start to Finish) 21 Annex E: Critical Incident Checklist 25
Forms:
Form A: Routine Trip Authorisation & Risk Assessment
27
Form B: Extended Trip Authorisation & Risk Assessment
29
Form C: Parental/Guardian Consent 32
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Forres Sandle Manor (Non-Academic) Policy
Policy Title Trips and Outings
Policy Lead (Appointment (& Initials)) Bursar (CI-J)
Date of Last Review September 2019
Date of Next Review September 2021
TRIPS AND OUTINGS
INTRODUCTION
This document provides advice and guidance to staff responsible for outings, excursions
and trips which involve pupils leaving the school campus. It would be impractical to provide
absolute rules to cover all contexts and eventualities. Instead, this document alerts staff to
potential pitfalls and, as a minimum, serves as a checklist prior to departure.
Outings are an integral part of a pupil’s education at FSM and, as such, they are strongly
encouraged. Apart from matches, each child should be taken on at least one educational
outing each term (and often far more) in addition to recreational outings at weekends and
at other times. Any outing represents a safety risk and this policy paper lays out procedures
to minimise the risk.
Much of this policy applies to extended (overnight trips) or to trips overseas which need
particular handling. However, the routine outings require no less care in their planning.
Organising and leading any school trip is an onerous experience which can be exhausting.
Young people in an unfamiliar environment may often behave out of character. Groups of
young people when divorced from the usual learning environment can easily have their
attention redirected onto non-learning activities; this is more so when the trip is abroad or
involves a long journey.
Managing all the members of the group, achieving the objectives of the trip, making sure
that everyone takes full part, maintaining discipline and ensuring the safety of all involved is
a full time responsibility. Sound pre-planning and detailed preparation are essential for a
successful trip. The guidance in this policy document assumes that the visit is for
educational purposes, although much of it applies when the trip is solely for recreation.
Department for Education & Skills (DfES) - Good Practice Guide
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DfeS provide a guide on the Health & Safety of Pupils on Educational Visits1. It is a well-
written and commendable booklet which gives comprehensive direction to help successfully
plan trips and outings; much of the guidance stretches beyond the scope of this FSM policy
document. Copies of the DfES booklet are held by the Bursar and the School Office.
PLANNING THE VISIT
The purpose of the trip should be made clear to all concerned. It will be necessary to ensure
that the destination is suitable. Reconnaissance is most important though it is not always
practical. A repeat visit to the same destination with different groups makes the task of
organisation much less onerous. Requiring the pupils to undertake preparatory assignment
work serves to reinforce a disciplined approach.
To arrive at a balanced itinerary which pleases all those involved requires good
communication and negotiation skills and with arrangements that have been confirmed.
The organiser must be aware of, and operate within, the law. On overseas trips there will
be at least 2 different legal systems operating; for instance, the permitted contents of a First
Aid pack may differ from country to country.
RISK ASSESSMENT
Every member of staff taking a group of pupils on a trip of whatever duration is to complete
a Risk Assessment. For routine trips, completion of the Risk Assessment Form on the
reverse of the Trip Authorization Form (see Form A attached) will suffice.
Note that the only trips which do not require Risk Assessments are journeys to other schools
and even then the supervisor of the trip should know the procedures to be followed in the
event of an emergency (See Managing Emergencies - Page 10).
More hazardous and/or overnight trips require a more detailed Risk Assessment (see Form
B attached).
Risk Assessment involves:
Identifying possible hazards at all stages of the trip. These will variously encompass
issues of supervision, transport, accommodation, security, hazardous and other
pursuits, first aid and medical factors and contingency plans in the event of, say, losing
contact with a pupil.
For each identifiable area, staff should calculate the risk level and then introduce or
be mindful of control and/or contingency measures. In the event of an incident, staff
will be expected to demonstrate that they acted in accordance with procedures
considered in advance as part of the Risk Assessment process.
1 DfES Booklet HSPV2 (Print Run 2001).
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PLANNING THE ITINERARY
Selecting the Destination
The popularity and likely numbers of other visitors at your chosen destination may affect the
planned learning experience and this factor needs to be considered.
Travelling
Be aware of travelling time and take into account the need for breaks in the journey.
Allow more time than will actually be needed, particularly if someone else is
responsible for transport.
Be aware of time differences between the UK and other countries which will affect the
amount of time available at the end of the journey.
There may be a choice between public and private transport. Both have their
advantages:
o Private transport gives you control over the stops and the routes. The pupils can
relax more and need less supervision.
o Public transport allows the leader to relax more, removing the necessity for
him/her to drive. This is particularly valuable when travelling abroad where
unfamiliar driving restrictions and laws may prevail.
Choice of Transport Types
Some factors and considerations:
Using
your own
Car
Staff are covered by the School’s Occasional Business Use Policy. Ask
the Bursar to explain this arrangement if you are unsure.
Booster seats require to be used by law for pupils under 135cm tall (4ft
5in) or under 12 years old, whichever comes first.
Using
Parents’
Cars
Staff must check the authorisation slips in the office before allowing any
child to travel in another parent’s car.
It is not your responsibility in law to check that the driver is competent, but
do see that the pupils are wearing seat belts and are not put in the care of
a driver known to be irresponsible or transported in an apparently
unsuitable or un-roadworthy vehicle.
Booster seats require to be used by law for pupils under 135cm tall (4ft
5in) or under 12 years old, whichever comes first.
There is a Risk Assessment that must always be completed by any parent
transporting FSM pupils other than their own child on a School activity.
Travelling
by Hired
Coach
Make certain that the coach company is insured against being unable to
complete their contract. There have been cases where coaches have
failed to make connections, and flights have been missed. Check that
your holiday insurance covers this eventuality.
At the time of booking state the size of the coach you require and any
extra facilities you require: microphone, toilet, video etc.
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PREPARING THE PARTICIPANTS
For overnight trips, it is important to brief the pupils and parents well in advance and to
explain fully the reasons for the visit and the proposed itinerary.
Full written copies of the itinerary must be available for all concerned: pupils, parents (in
some cases 2 sets), host organisations, colleagues and the Headmaster. Take spare
copies with you on the trip. Importantly, state that the itinerary is subject to change if
circumstances dictate. If you fail to keep to your itinerary you could be liable for damages.
The changes clause could help you out of a difficult situation. You should also state that a
risk assessment has been carried out and appropriate control measures introduced.
Within the itinerary document the following should be included:
Who is taking part.
Activities taking place.
All relevant dates.
All key timings.
Exact locations (hotels details should include full addresses, telephone, telex and fax
with international dialling codes where appropriate.
Clothing and equipment list.
Be aware that on long journeys the driver is required by law to take stops
that comply with EC regulations on time and distance driven. Any such
stops should be planned into your journey.
Travelling
by Sea
Ensure you leave enough time to arrive at the port at the stated time.
Always agree a rendezvous point with the pupils and make sure it is
manned for the duration of the crossing by one of the escorts.
Make all the participants aware of the ship’s emergency procedures.
You may want to agree a procedure of your own for the group but this
must not conflict with that laid down by the carrier
Travelling
by Air
Check if any of the participants have problems with flying and determine
the legitimacy of their claim.
Check if anyone has a medical condition that may be exacerbated by
flying and that they have their required remedies to hand during the flight.
Notify the airline if you are carrying any medication that may need
refrigeration.
Travelling
by Rail
Special rates are available for parties over 10 in number and on most
services seat reservations can be made. Usefully this enables the leader
to keep the group together.
Make sure you know about connections or train changes that have to be
made and allow plenty of time.
On modern, open plan trains a large group can be intrusive to other
passengers, so good discipline is essential. One responsible adult should
be in each compartment occupied by members of your group.
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Number and names of all escorts and hosts.
PARENTAL/GUARDIAN CONSENT FORM
A signature from one parent or legal guardian must be obtained on the Consent Form (see
Form C attached) for overnight or overseas trips. Pupils for whom no written consent has
been received are not to be taken.
BEHAVIOUR
Good discipline is essential both for safety reasons and to safeguard FSM’s reputation.
Anyone who comes into contact with the group is to be shown the utmost courtesy.
Couriers, guides and any others who have given up their time for FSM deserve the group’s
full attention. Hosts merit recognition and thanks for their help and co-operation and are
usually very appreciative of an on-the-spot thank you in front of the group. A letter of thanks
on return to FSM is always to be written.
Group leaders have a right to refuse to take a child who constitutes a risk to the safety of
others. However, it is expected that such decisions would be taken in consultation with the
Headmaster.
BRIEFING ESCORTS
You may be held responsible for an accident which occurs even when the pupils are under
the supervision of a volunteer helper. Brief all such helpers and escorts in writing before
accepting them on the trip. Ideally, they should be present at the pupil briefing before
departure.
All escorts must be aware of their function as role models. Their behaviour must be beyond
reproach at all times and must be seen to be so by the pupils. Group members should know
at all times where they can locate a responsible escort. For instance, if a group is shopping
a place must be agreed where one of the escorts can be found.
Stress that the amount of recommended spending money should be observed.
BRIEFING SENIOR COLLEAGUES
Keep the School Office (and through them the Headmaster) fully informed, provide a copy
of the itinerary and discuss the details of any overseas or overnight trip with the Headmaster.
Inviting the advice of the Head and other colleagues might expose something that has been
overlooked. Ensure that you have the contact numbers for the school on a 24 hour basis.
ESSENTIAL PLANNING FOR EXTENDED TRIPS
Extended trips in particular require careful and detailed planning. Key areas for attention
are:
Money
o Dealing with money can be one of the most difficult tasks. It will be necessary at
the outset to make an estimate of the total cost and a date by which it should be
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paid. (It is preferable that payment is made before the trip, rather than the
amount added to the school bill.) If the bill is going to be a large one, it is often
more considerate and successful to allow payment by instalments.
o Make sure that you have access to emergency funds. This includes hard cash,
a mixture of coins and note and less liquid forms for larger amounts.
o Decide how the participants are going to deal with their own spending money.
Are you going to act as banker, or are they going to take responsibility for it
themselves?
Documentation
On arrival, check all official documentation carefully, not just tickets but insurance
cover documents, itineraries and receipts. When travelling abroad, passports, and
possibly visas, will be necessary. (It is the parent’s responsibility to check that these
are correct and current, but they need to be checked nonetheless.)
Passports
Non British passport holders may need a visa when the rest of the group do not, and
possibly later for re-entry into the UK. Other likely passport difficulties to look out for
are:
o Joint nationality holders.
o British passports issued abroad.
o Non British Nationals resident in the UK returning without a re-entry visa.
o British visitor’s passports have a different validity to a full British passport and are
not valid for entry into some countries.
o Current politics of the day (some countries will not admit those who are Jewish or
who have an Israeli passport stamp).
Travel Documents
Group leaders should have the following documents their possession on the outward
journey, in your hand luggage readily accessible. On arrival at your destination the
documents should be lodged safely, preferably in the safe deposit facility at the hotel:
o Tickets for the outward and return journey.
o Passports.
o Visas.
o Medical certificates and doctors letters where appropriate.
o Insurance Policy, plus name, telephone/telex/fax number of issuing agent (the
Bursar can provide these on a credit card sized memo).
o Personal driving licence (international if necessary).
o Nominal roll of the group, including home contact telephone numbers of
parents/guardians.
o Personal credit cards for use in emergency.
o Traveller’s cheques and cash, including small change in the currency of your
destination.
o Copies of the itinerary.
o Precise name, address and contact numbers of the destination and all the
carriers. (Obtain the 24 hour emergency numbers).
o Baggage receipts from your carrier.
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o Sufficient baggage labels for your return.
o Copies of parental consent forms (Form C).
o A copy of this policy guidance if required.
Medical
Leaders or escorts may be approached for medical advice and aid. There are strict
rules about what can be administered and by whom:
o Check with the Matron’s Department before handing out any treatment. Make
sure that whoever administers treatment knows what they are doing.
o Check parental consent form (allergies and relevant medical history) and keep
detailed notes of the treatment given: drug, dosage, date, date, reasons and
effect on the patient.
First Aid Pack
A first aid pack is essential and should be part of the leader’s hand luggage at all times.
Matrons can put together an appropriate kit on request and, before departure, advice
is to be sought if necessary on how to use it all. The pack may contain:
o Plasters.
o Crepe bandage.
o Antiseptic cream and liquid.
o Burn cream (also suitable for blisters).
o Insect repellent and sting sooth.
o Scissors.
o Tweezers.
o Travel sickness bags (Freezer bags with ties are ideal).
o Baby or antiseptic wipes.
Prescribed Medicines
Leaders may be required to take charge of prescribed medicine for a group member.
Inherently, this will require leaders to ensure they are fully briefed on the medical
condition, the symptoms, dosage times, reason for prescription and care of the drug
(does it need refrigeration as is the case for Insulin). The drug should always be in
the correct bottle and that it is clearly labelled. Never carry drugs in main luggage as
this will delay access to them or, at worst, the luggage is mislaid along with the drugs.
Note that when travelling through customs prescribed drugs will be of interest to
customs officials. A note from the patient’s doctor explaining what the drugs are and
when they are needed may prevent difficulties here.
Medical Insurance and Pre-Existing Medical Conditions
Either as a group or individually, each member, including escorts must have adequate
medical insurance cover. Some insurance policies exclude provision of cover for a
medical condition which was known to exist when the insurance was effected. The
school’s insurance does cover pre-existing medical conditions provided a letter from a
doctor is obtained to confirm that there is no reason that the person may not travel and
provided that sufficient medication is taken for the duration of the trip.
Insurance Essentials
Before departure the whole group must be properly insured. There are some important
aspects to ensure are included:
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o Cancellation of the trip due to illness or death.
o Curtailment of the trip for one or more participants due to illness of themselves
or a relative at home.
o Delays to journeys, especially for reasons of adverse weather or industrial action.
It may be necessary to feed and accommodate the whole group at short notice.
o Failing to meet outward transport. Adverse weather, traffic jams or mechanical
breakdown can lead to missed connections. Check that cover extends to both
private transport and private coach hire.
o Adequate baggage cover for each traveller.
o Personal Items: Some items may need to be separately insured. The amount
insured is up to £1,000 of personal belongings per pupil and £2,000 per insured
teacher or parent. There is a £30 excess.
o The small print on the policy must be read with care as there are a number of
exclusions.
o Incidents that could give rise to an insurance claim for medical expenses should
be reported to CEGA Emergency Service immediately. (See Managing
Emergencies on Page 12 for more guidance).
Insurance Claims Procedure
o Deal first with the situation in the most sensible way by using the appropriate
help; police, medics, rescue agencies. The welfare of the whole group is the
leader’s principal concern.
o Meet the expenses as necessary, getting detailed receipts for every expense.
o In the event of a theft, and in line with the insurer’s requirements, a statement
must be made to the local police and a copy retained by the leader. Where
appropriate, make the same statement to the tour representative.
o At the earliest opportunity inform the insurer (or agent) in writing. You may need
the agreement of the insurers to proceed if the bill looks like it may be large, for
surgery for instance.
o On return submit the claim immediately, as some companies have a timing-out
clause.
MANAGING EMERGENCIES
Effective Communications
The key tool in managing any emergency is reliable communications. Accordingly,
members of staff taking pupils off site are to carry a functioning mobile phone at all
times.
Staff Guidance for Specific Emergencies or Difficulties
Illness of
Staff
Ensure that suitable medical treatment is provided and keep all receipts
for the insurance claim.
Arrange for a home transfer if necessary and for a replacement escort if
necessary.
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Make sure the whole group is kept informed, explaining what is
happening and why.
Endeavour to keep to the planned itinerary.
Illness of a
Group
Member
Seek medical attention and keep all the receipts.
Advise home base and the parents if the illness is serious.
Advise the insurance agent that a claim is likely.
Arrange nursing cover and a transfer home if required.
In a case where surgery is needed seek the consent of the parents and
if possible, arrange for them to come. (See below Sending for Parents).
Death of a
Group
Member
Inform the Headmaster immediately.
Contact the nearest British Embassy or Consulate at once and ask for
their help; put them and the undertakers in contact with FSM’s insurers.
Employ a firm of undertakers large enough to get the body home and to
deal with the paperwork. (When abroad the paperwork can be a
significant hurdle for someone not trained to handle it).
Do not neglect the rest of the group; fully explain the situation and the
actions. They will need reassurance and having full information can
help them come to terms with the crisis.
Consider terminating the trip as an option, although it might be
preferable to carry on. The leader needs to make that judgement and
explain the choice to the group.
Say nothing to the Press. Politely make clear that the Governors’ policy
in the prevailing circumstances is to refer all enquiries to the FSM base.
Sending for
Parents
This is only necessary in the case of serious illness.
Having first contacted the Headmaster, contact the parents directly. Try
to avoid leaving messages which could add to the anxiety.
If possible, get someone from the FSM base to visit the parents in
person. The police will help if it is serious enough.
Book the tickets from the arrival point for parents to collect at the
departure point.
Arrange accommodation as near as possible to the child, informing the
hotel of the situation.
Meet the parents on arrival at the airport; try and shorten any diplomatic
difficulties; fill in hotel forms in advance.
Take the parents directly to the child. Brief them succinctly and honestly
about the situation.
Take charge of their luggage and pay for the taxi.
Keep out of their way until the parents need to see the leader.
Do not expect thanks or courtesy. Reactions vary from blaming the
leader (say nothing and seek legal advice) to tears and silence.
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Zurich Emergency and Travel Assistance
In the event of serious illness or accident involving a member of the group injured
whilst abroad and which requires immediate emergency treatment, the Zurich
Emergency Travel Assistance is to be notified as quickly as possible. Apart from giving
valuable advice, they can provide assistance with the repatriation of patients and
payments for medical treatment. This avoids the leader having to pay bills out of the
holiday fund.
Arrange for the transport home. Try and smooth the path by explaining
the situation to all the carriers concerned.
Remember to keep FSM’s insurer informed of progress.
Repatriating
one of the
Group
There may be occasions when a pupil is sent home ahead of the party
and without an adult escort. This may be because of an illness of a
relative at home or if there has been such a serious breach of discipline
that in the leader’s view it warrants such an action.
First, arrange for the pupil to be met on return by a suitable adult.
Inform the carrier of the name of the minor, the reasons for the journey
and the name of the new escort on arrival. Most carriers offer an
unaccompanied minor service to help them through the formalities.
At all times keep FSM advised of the situation and seek advice before
finalising plans.
Loss of
Documents
Passports: Report the loss to the police immediately and to the nearest
British Consul who can issue an emergency replacement.
Tickets: Scheduled tickets cannot be reissued. Buy new ones. Keep all
receipts for the insurance claim. If charter tickets are lost contact the
airline or the operator’s representative.
Traveller’s Cheques: These can be replaced very quickly but only if a
record of the numbers has been kept. Keep a record of the numbers
safely, but not alongside the traveller’s cheques.
Credit Cards: These must be stopped immediately by contacting the
issuing organisation.
Medical Assistance
For useful pre-travel advice, visit the Zurich website www.zurich.co.uk/travelassistance.
Whilst away, there is a 24 hour help line for: o Emergency Medical Help includes arranging medical care and
repatriation. o Emergency Cash Advance to replace cash lost or stolen during
your journey o Legal Referral gives access to an Embassy or Consulate if legal
assistance is required o Travel Support including assistance with lost or stolen documents,
baggage or tickets
Security Assistance
Zurich’s security partner helps you stay safe while travelling and provide specialist emergency assistance 24 hours a day.
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LEGAL OBLIGATIONS
Duty of Care
The duties of FSM and teachers towards pupils generally arise from the Law of Tort. The
purpose of this law, in appropriate situations, is to shift the loss from the person suffering it
onto the person responsible for allowing it to happen. It may have come about by act
(whether conscious or accidental) or omission and it provides for financial compensation.
The Law of Tort most frequently deals with negligence which is failure to exercise such care
as is reasonable in the circumstances to avoid damage to others and to property.
There are 4 main questions when considering the common law liability for negligence:
Was there a duty of care owed to the injured party?
Was there a breach of that duty?
Before travelling, visit www.zurich.co.uk/travelassistance to find the following: o Daily News providing news about critical situations such as political
instability, disease outbreaks and terrorism. o Travel Security providing security information on over 180
countries via the website. While you are away you have a 24 hours helpline for Emergency Response if you run into serious difficulties or a life-threatening situation, a
team of security specialists, contracted to Zurich, are available to assist.
Emergency Assistance Card
Carry your Emergency Assistance Card
somewhere safe and on you. It provides emergency medical and security assistance phone numbers. Both assistance lines are manned 24 hours a day by experienced multilingual assistance coordinators. Also shown are the online access codes for both websites:
Medical Assistance: In a medical emergency call: +44 (0) 1489 868 888
For medical information, visit: www.zurich.co.uk/travelassistance and you will then be directed to our medical partner's website where you will need to enter your access code: 8588
Security Assistance: For security assistance in an emergency call: +44 (0) 1489 868 888
For security information, visit: www.zurich.co.uk/travelassistance you will then be directed to our security partner's website where you will need to enter your access code: 0591
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Did the plaintive actually suffer loss?
Was that loss a direct and natural consequence of the breach?
The teacher’s duty of care will need to be increased for certain pupils (the disabled for
example).
The duty of care on FSM trips is not confined to school hours but extends to 24 hours a day,
seven days a week.
In Loco Parentis
To enable teachers to carry out their duties, some of the rights and duties of the natural
parent have been transferred across. In that regard, a teacher is said to be in loco parentis.
This term describes the extent of the teacher’s duty of care. The standard of that care is
that of a reasonable teacher which may, in some circumstances, be higher than that of a
reasonable parent.
Vicarious Liability
Generally a person can be held liable for his own wrongs. However, the principle of
vicarious liability provides that the person(s) for whom the act was committed should be
liable. This enables the plaintiff to sue the person most able to pay (possibly the employer).
It should be stressed that the employer is only vicariously liable for those acts or omissions
committed within the scope of employment.
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Annex A
PLANNING AND AUTHORISATION
Outings should be planned as far in advance as possible, in order to facilitate associated
arrangements and to ensure availability of staff, transport and to avoid clashes. Advance
planning can also enable certain visits to serve as cross-curricular links.
Letters sent to parents should be on school headed paper, correctly dated with clear
instructions regarding meeting deadlines such as payment. Copies of all correspondence
should be handed to the School Office and also retained by the leader.
For overnight trips, parental consent (signed by one parent/guardian) is required using
Form C.
The Headmaster must authorise all overnight and hazardous trips. Members of SLT can
authorise all other outings, but the Trip Authorization and Risk Assessments (available
from the Staff Room or Office) should always be completed, distributed and copied to the
School Office and Staff Notice Board. This process excludes the sports fixtures detailed
in the FSM Calendar. Form B should be completed for overnight or hazardous trips.
Care should be taken wherever possible to avoid missing lessons. Fridays and Saturdays
should also be avoided where possible because many are already taken up with Sleep-
Outs and Half Terms.
Staff taking pupils off site are to be in possession of a functioning mobile telephone.
Aide Memoire. Many staff have found the aide memoire (Checklist for planning a trip or In
House activity from start to finish) very helpful. It is at Annex D
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Annex B
MINIBUSES
FSM possesses 4 long-wheel based diesel minibuses fitted with 17 seats (including the
driver) and one short-wheeled based diesel minibus with 12 seats (including the driver).
The buses are on contract hire and are generally replaced every 5 years.
The functioning of the fleet is the Bursar’s responsibility. Gordon Pattle is the Fleet Manager
for day to day operations. However, the tasking of the buses and their subsequent allocation
rests chiefly with the School Office.
The following table provides useful advice for all staff drivers:
Principal
Procedures
Bookings. All users should book vehicles in the Minibus Diary in the School
Office, consulting with the School Secretary in the first instance. It is
important that timings are included & care taken not to overlap with other
bookings.
Bus Keys. These are kept in the School Office and are to be returned
immediately after each trip.
Diesel Fuel.
o Diesel can be obtained from the Garage on the Southampton Road out
of Fordingbridge. Agency cards for Shell, Texaco, Total and Q8 garages
are kept in the minibuses. Refunds will be made to individuals with a
receipt.
o Drivers are responsible for ensuring that buses are left with at least a
quarter tank of fuel.
Roadworthiness. All defects and incidents must be reported to the Bursar’s
Office at the earliest possible opportunity. Where a user considers a vehicle
to be unroadworthy a clear notice should be left in the vehicle, in the minibus
diary and the Bursar informed.
Vehicle
Checks
Minibuses are to be checked at the beginning and end of each journey
and the Bursar notified immediately of any fresh damage.
Before driving users should undertake the following checks:
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o A brief inspection of the outside of the vehicle to check that tyres are
not deflated and that there is no obvious damage to any part of the
vehicle that is likely to effect driving.
o All pupils are wearing seatbelts and that they are fitted correctly.
o Booster seats are on hand and is use for the front seats if applicable.
o Any luggage carried is stored securely and does not block aisles.
o All mirrors are correctly adjusted.
o Location of paperwork.
o Location of First Aid Kit.
o Fuel level.
The vehicles are to be left tidy and drivers should check that all rubbish is
removed at the end of a journey.
Vehicle
Contents
Each minibus contains the following which should be checked before
departure:
o Log Book - users are to complete it as required.
o First Aid Kit (notify Senior Matron should any item be used).
o Fire Extinguisher.
o Breakdown Aid card. To be used in the event of a breakdown, but
phone the School Office first if possible.
o Agency Fuel Cards.
o Copy of the insurance certificate.
o Necessary paperwork including emergency procedure guidelines
Driving
Licences
All teaching staff are permitted to drive the 17 seater minibuses provided
that they hold a D1 driving licence) and they declare in advance all driving
offences and convictions. The 12 seater minibus can be driven by all
holders of a B driving licence (the standard car licence).
Those who passed their driving test after July 1996 will be required to
pass an additional driving test to add the D1 qualification to their licence
before being able to drive the 17 seater minibuses. Seek advice from the
Bursary about these arrangements.
Familiarity driver training with the Fleet Manager is available to all
members of staff.
Fit to Drive Prior to starting a journey the driver should satisfy him/herself that he/she
is in a fit condition to drive and not feeling unwell or overtired.
If there are any doubts about this, a replacement driver must be found.
Safety All pupils must wear seat belts and these should be properly fastened and
adjusted with the ISRI slides before departure.
Law requires that booster seats be used for pupils under 135cm tall (4ft
5in) or under 12 years old, whichever comes first. This only applies to the
2 front passenger seats. Booster seats are not necessary for any of the
rear cabin seats.
All luggage items of equipment should be stowed securely under seats or
in overhead boxes. All gangways and exits must be kept clear by law.
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All doors must remain unlocked while the vehicle is moving.
Roof Racks. Roof racks are not to be fitted.
Speed The safety of those on board is paramount. All drivers are to adhere
strictly to all speed limits. A reminder of national speed limits is fitted in all
cabs.
Mobile
Phones
All staff leading groups of pupils on a minibus are to be equipped with a
functioning mobile telephone.
Convoy
Driving
Caveats
When 2 or more minibuses are travelling to the same venue, there will be
a natural inclination for drivers to try and keep closely together. The
danger here is that a convoy of minibuses can often be interpreted as a
slow moving road block which others road users may be tempted to take a
gamble in their attempts to overtake.
Any accident that results from such a miscalculation has a high risk of
involving our minibuses too.
Hence, the following advice for drivers:
DO …………
Make sure that all drivers know where they are going. Each minibus has a
road atlas.
Before departure, discuss the route and agree how best to get there.
Assume that separation along the way is likely to occur at some stage.
Before departure agree that the leading bus will keep an eye on the bus
behind and adjust the speed accordingly. Similarly, in the case of a 3 bus
group, the driver of the 2nd bus has a responsibility to keep the 3rd bus in
view and regulate the speed appropriately.
Leave enough space between buses (at least 10 vehicle lengths or more)
for other road users to overtake the bus safely and with confidence.
Keep calm if contact is lost with the leading minibus. So long as the
convoy drills that you would have discussed before departure works then
the bus ahead should be around the next corner.
Recognise that the leading driver has a considerable responsibility to keep
the convoy intact. If the leading bus has to stop to wait for others to catch
up it should only be in a place capable of safely accommodating the
complete convoy.
Action in
the event of
an
Accident
If any accident occurs involving the minibus (or any trailer drawn by it) on
the road, and this involves:
o Personal injury.
o Injury to a domestic animal (excluding a cat).
o Damage to another vehicle.
o Damage to property on or adjacent to the road.
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……the driver must:
o Stop.
o Use hazard warning lights and any other safety equipment supplied.
o Do not move injured persons unless they are in immediate danger of
further injury from other vehicles or from fire or explosion.
o If appropriate, call the emergency services immediately.
o Ensure that the pupils who are passengers are safe.
o Give the following to anyone reasonably requiring them:
Your name.
Name & address of School.
Minibus registration number.
o Report the incident to the police as soon as possible and in any case
within 24 hours.
o If there is any doubt that the vehicle is in a roadworthy condition, it
should not be driven.
o A message should be telephoned through to FSM at the earliest
possible opportunity.
o Where there is personal injury to a person other than the driver, the
vehicle’s certificate of insurance must be produced to any person
having reasonable grounds for requiring it.
Action in
the event of
Breakdown
As far as possible ensure the vehicle is not a hazard to other road users.
Ensure that appropriate action is taken to ensure the continued safety of
the pupils.
FSM should be contacted to agree whatever procedures are appropriate.
These will normally include:
o Calling the appropriate breakdown service.
o Ensuring that the pupils are not left unsupervised at the roadside.
o As far as possible ensuring that parents are informed in the event of
delay.
Finally….. Never forget that our minibuses have the School’s details recorded on the
outside on the vehicles and, as such, represent a powerful marketing tool.
Equally, poor driving skills, particularly speeding and unhelpful flashes of
road rage (whatever the external provocation) is likely to harm seriously
FSM’s reputation.
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Annex C
GUIDANCE ON SUPERVISION RATIOS
The following ratios are guidelines and not formal requirements:
Day Trips
(Low Risk)
The ratio of responsible adults to pupils should not fall below 1:16.
For outdoor visits, no fewer than one adult for every 10 pupils subject to a minimum of 2 teachers in the party. The minimum supervision by age should be:
Nursery 1:6
Rec. – Year 2 1:8 (with fully qualified teacher present)
Year 3 – 6 1:12
Year 7 and 8 1:16
Note that visits to other schools or places where there are formally qualified supervisory personnel are present may reduce the requirement.
Overnight
Stays
Recommended ratios:
Up to age 11 1:10
Above 11 1:10
With a minimum of 2 teachers in every party and a female teacher in the case of girls or a mixed gender party.
Designating a Lead Member of Staff
2 : 12 : 12 : 12 : 1
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It is essential that one member of the supervising staff is designated to be in overall
charge at any one time. This individual should be on call at all times during the specified
period and should not drink alcohol or be otherwise be unavailable to drive or make
important decisions.
Annex D
CHECKLIST FOR PLANNING A TRIP OR IN-HOUSE ACTIVITY ………FROM START TO FINISH All documents relating to trips are stored in Teachers:Trips\Planning Documents This document is designed for use as a checklist:
Print off ‘Checklist for Planning a Trip or In-House Activity from Start to Finish’
Rationale for the Education Visits
Consider why you are planning this trip:
o Is it integral to the curriculum topic that you are teaching?
o Is it just because ‘we’ve always done this trip’?
o Have you researched alternatives, e.g. inviting a visitor / provider into FSM instead
of travelling?
o How will it benefit the children’s learning experience?
o Is the cost involved commensurate with the educational value to the children?
Don’t feel pressured into organising a trip just for the sake of it.
Setting the Date
Consider what else that cohort is doing that term before anything else. We do
endeavour to spend a similar amount on each cohort each year. Refer to the calendar
in Teachers and the Year Group break down of events.
Is your venue available on the day you would like to go;
o Are there alternative dates?
o At this point you may make a provisional booking with the venue.
So that other members of staff are aware that you are planning a trip:
o Put your provisional event in the calendar including Year Groups, Venue and Trip
Leader initial.
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o Forward the calendar entry by email to all staff that may be affected by Form’s
absence
When choosing your date, you must also consider:
o The timetable on that day for that cohort and therefore what curriculum areas this
may affect; look out for after school events such as sports events and clubs if you
may be late returning.
o If it would impact on ballet lessons, particularly years R, 1 and 2 or those whose
lessons take place in break or lunch times.
o Avoid swimming mornings; if unavoidable, please discuss with Head of Sport
before booking your event
o Remember to check with the Music Department about instrumental lessons:
How will it affect their timetable?
Will they still be able to fulfil the minimum number of lessons in the year?
If your event is taking place at FSM, consider:
o Is there a room available; will you need the DHH/Library or will it take place in the
form room?
o Will it affect lunch sittings/duties?
If your event is an away day, consider the following:
o Will the travelling time be longer than the event itself?
o Consider the children’s well-being, particularly the younger children and the impact
of a long day.
o Are there similar activities that could take place closer to home or could they come
to FSM?
o Is this experience something that you could recommend parents to do with their
children instead of laying on a school trip? E.g. special exhibition at a museum
Making your Booking and Starting Your Paperwork
If your event is an overseas, overnight or potentially hazardous activity then permission
must be sought from the Headmaster.
You will need to know:
o Which staff need to be involved (please check with them first); if Teaching
Assistants, what impact will it have on their timetables and duties? Remember that
if you will be late back, overtime may be incurred, which has to be approved by the
Head before you book.
o What cover might be needed while you are out. Add your event to the calendar (or
update your ‘tbc’ event), including Year Group, venue and trip leader initials of TAs.
o If you put an alternatives ‘tbc’ event on the calendar before the booking was made,
make sure that it is deleted.
o If you need a minibus be sure to add these details.
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o Begin your Trip Authorisation and Risk Assessment document (Form A or B) now
as it may prompt you to think of things not yet considered.
o Draft your letter to parents, using templates in teachers….;
This must be submitted to the Headmaster at least 3 weeks before the trip date.
Save any documents to do with the trip in appropriate folders in W:\Trips.
Please rename the file, ensuring that the date of the trips goes at the beginning
YYMMDD:
o 240917 Senior Girls and Boys MT13 Hockey trip – letter to parents
o 240917 Senior Girls and Boys MT13 Hockey trip – Risk assessment
o 240917 Senior Girls and Boys MT13 Hockey trip – Invoice
For routine off site trips completion of the Trip Authorisation and Risk Assessment (see
Form A) will suffice. This should be given to the Headmaster, Deputy Head(s) or Head
of Lower School.
For overseas, overnight or potentially hazardous activities completion of the Trip
Authorisation and Risk Assessment (see Form B) will be necessary. This should be
given to the Headmaster or Deputy Head(s).
Ensure Cover requests are made in a timely fashion.
Complete your Catering Request form; this must be submitted to the kitchens at
least 3 days before the trip date. This 72-hour period does not include Saturdays or
Sundays.
The Day before the Trip
Remind the cohort about tomorrow’s trip, including:
o What to wear, eg. PE kit/blazer/Wellingtons.
o If they need to remember to bring equipment or money.
o Check with the Office that all arrangements (trip lists and documents) are in place-
do you need to take the booking confirmation with you to collect tickets or are the
tickets in the school safe?
Check with matrons if there are any medical needs, eg. asthma inhalers.
Make sure the school mobile phone is charged and that you know how to use it.
If you want to take a camera, make sure it is charged.
Confirm with the kitchen about packed lunches.
Prepare ‘Emergency Contact’ cards if necessary.
On the Day of the Trip
Make sure your Trip Authorisation and Risk Assessment form is posted on the Staff
Room Notice Board and copies with the Deputy Head (Pastoral), Bursar, Catering
Manager, Matrons and Head of Sport (if Games cover is required).
Collect all documentation from the School Office, including:
o Trip lists
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o ‘Emergency Contact’ cards
o Emergency cash float
o Critical Incident Checklist (a copy also in minibus)
o School Mobile Phone
Ensure all pupils are wearing the correct clothing.
Collect packed lunches from the kitchen - double check you have everything you are
expecting, including the correct number of bags.
Collect a First Aid Kit, bucket and medicines.
During the Trip
If possible, send an appropriately worded Tweet, either direct from the FSM mobile or
by emailing a photo to [email protected].
Take lots of photographs, ensuring that:
o Every pupil on the trip is included in at least one photograph
o You avoid taking photographs of individuals
o You avoid pupils not allowed in photos
o Ask Head of Marketing for guidance
If your event is in-house
o Request Head of Marketing to take photographs if there is time
o Borrow the school camera, but ensure you download the photographs and clear
them off the memory card before returning it
After the Trip
On your return, make sure the pupils go home/to clubs as appropriate.
Ensure that you have returned everything, including:
o Emergency cash float and School Mobile Phone back to the Bursary
o First Aid Kit, bucket and medicines to matrons (returned by a member of staff and
any medical issues are passed on)
Return packed lunch bags to the kitchen; non-perishable food may be handed out to
the pupils at the end of the day but ensure there is no health hazard in doing this, eg.
tuna mayonnaise sandwiches.
Ensure the vehicle has been swept out and free of litter.
Empty photographs from the camera and return it to the cupboard.
Select appropriate photographs and put them in a clearly labelled folder in
Teachers/Photos/Yr group/Trip along with a blurb about your trip so that a gallery can
be uploaded as soon as possible.
When you have edited your photographs, delete those that are not needed from your
download area to conserve network space.
Complete and return the provider’s feedback form, if applicable.
Take time to review the success (or otherwise) of your trip.
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Annex E
CRITICAL INCIDENT CHECKLIST
When informing FSM, they will need the
following information:
o Time and date
o Local time at incident (if overseas)
o Contact name
o Contact number and/or mobile
o Contact email
o Contact location
o Nature of incident
o Time and date of incident
o Brief description of incident
o Location of incident
o Names of individuals involved- confirm
the details you and FSM have are
identical. Deconflict where necessary.
o Current situation
o Be totally clear about:
Fatalities
Survivors
Hospitalised
Missing
o Authorities involved- police, embassy
(if overseas)
o Agree time and date of further contact
Emergency Procedures to be
carried out by FSM Trip Leaders
General Principles
o Ensure that all staff are briefed for a
medical or missing person
emergency.
o Ensure that location of child’s
medical details, consent forms and
trip insurance details are known to
all staff.
o Manage communication effectively
with the support from Senior
Leadership back at FSM.
o Keep a written record.
o Do not engage with the media
without Senior Leadership
approval
Medical Emergency/Accident
1. Take steps to prevent injury to others in your charge or in the vicinity. Enlist others to help give first aid.
2. Contact the emergency services and tour operator.
3. Arrange documentation required (EHIC, insurance, student medical details & consent forms, FSM details
4. Arrange transportation and staff supervision.
5. Contact FSM (see checklist overleaf. They will inform parents.)
6. Notify the British Embassy/Consulate if an emergency occurs abroad.
7. Manage communication for your group; explain why you will not allow children to ‘phone home. Do not name casualties or give other than brief factual information to local media after liaising with FSM. Deflect all media to FSM.
8. Record in writing: nature, date and time of incident; location of incident; names of causalities and details of their injuries; names of others involved so that parents can be reassured; action taken so far; action yet to be taken (and by whom)
9. No one in the group should discuss legal liabilities with other parties, nor sign anything relating to accident liability without clear advice from FSM.
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Media
o Remember- 3 Ps Pity, Praise and Promises
Sympathy for those involved and their families.
Praise for those undertaking rescue/incident control.
Promise full investigation/co-operation with other agencies.
o Do not reply to ‘why’ and ‘how’ questions o Do not name individuals- explain that names
will not be released until next of kin have been informed
o Do not say ‘no comment’- explain why you cannot comment (“circumstances not clear and still being investigated”) and state when an update will be provided “when we know, we will let you know” and by whom (“FSM Leadershipt”)
Missing Person
1. Make a plan with all supervising staff- have specific times to meet and review. Do not rely on mobile ‘phones
2. Manage and brief the rest of your group
3. Ensure a system for communication between staff and base
4. Contact local emergency services and tour operator; notify the British Embassy / Consulate if an emergency occurs abroad
5. Contact FSM. They will inform parents
6. Manage communication by rest of group; explain why you will not allow children to ‘phone home. Do not name the casualty or give other than brief factual information to local media after liaising with Senior Leadership
7. No one in your group should discuss legal liability with other parties, nor sign anything relating to accident liability without advice from Head/Bursar
8. Record in writing- nature, date and time of incident; location of incident; names of causalities and details of their injuries; names of others involved so that parents can be reassured; action taken so far; action yet
to be taken (and by whom)
Emergency Contacts
Forres Sandle Manor
School Office:
01425 653181
Headmaster
07496 363859
Deputy Head (Pastoral)
07814 943936
Head of Boarding
07585 702509
Matron’s Mobile:
07917 062540
Head of Lower School
07585 552401
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Annex F
FORM A TRIP AUTHORISATION AND RISK ASSESSMENT (DAY TRIP OR OUTING)
Destination
Date of Trip
Purpose of Trip
Departure Time
Return Time
Lead Member of Staff
Staff Responsible for Photos and Story
Mobile Number for Key Staff
Accompanying Adults
First Aid Box Req?
Recommended Pocket Money
Pupils Taking Part
Proposed trip will only be authorised once the Risk Assessment Form overleaf has been completed and that all other significant risks have been considered.
Trip
Authorisation
SLT Date
Distribution: Completed form distributed, as appropriate, to: Deputy Heads, Director of Sport (Games Cover), Catering
Manager, Matrons, School Office and Staff Room
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RISK CONTROL MEASURE TICK LIST
FURTHER ACTION REQUIRED
Location Consider extra risks due to the location of the trip
Are extra measures required?
Staff illness or injury At least 2 adults on trip or briefed responsible adult present throughout
If only one member of staff, further responsible adult present to be briefed
Pupil supervision teacher / pupil ratios
See Appendix 3 of Trips & Outings Policy for guidelines on teacher / pupil ratios.
Nursery - 1:6
Rec. – Y2 1:8 (with fully qualified teacher present)
Y3 – 6 1:12 Y7 and 8 1:16
Lower School trips to include First Aider
Child illness or injury First Aid Available
EPI Pen required?
Mobile phone
Identify nearest available First Aid point
Ensure EPI Pen is in possession of the group leader
First Aider with Lower School trips
Transport failure Copy of the Policy in event of breakdown
Mobile phone
Parent transporting Authorisation slips checked
Booster seats required?
Convoy to remain together but apply convoy rules from Appendix 2
Losing contact with a pupil Agreed action and supervising adults and pupils briefed Regular head counts
Pupils provided with contingency action plan
Walking in towns and crossing roads
Agreed action and supervising adults and pupils briefed Lower School briefed about WCs
Other issues Ensure full list of participating pupils available at all times
Minibus driver Ensure driver is not unwell / tired / unfit to drive
If after 6pm, driver must be confident that s/he will not be too tired for return trip
Do you need to complete an additional Risk Assessment (Form B) for an overnight trip? YES / NO
Are there hazardous / specialist activities involved? If yes, fill in Risk Assessment For B and attach YES / NO
Details of lead member of staff Name: Date:
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Annex G FORM B TRIP AUTHORISATION AND RISK ASSESSMENT (EXTENDED TRIP OR HAZARDOUS OUTING)
Destination inc. Address and Phone Number
Date of Trip
Purpose of Trip
Departure Time
Return Time
Lead Member of Staff
Staff Responsible for Photos and Story
Mobile Number for Key Staff
Accompanying Adults
First Aid Box Req?
Recommended Pocket Money
Pupils Taking Part
Proposed trip will only be authorised once the Risk Assessment Form overleaf has been completed and that all other significant risks have been considered.
Trip
Authorisation
SLT Date
Distribution: Completed form distributed, as appropriate, to: Deputy Heads, Director of Sport (Games Cover), Catering Manager, Matrons, School Office and Staff Room
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RISK CONTROL MEASURE TICK LIST FURTHER ACTION REQUIRED
Location Consider extra risks due to the location of the trip
Are extra measures required?
Staff illness or injury At least 2 adults on trip or briefed responsible adult present throughout
If only one member of staff, further responsible adult present to be briefed
Pupil supervision teacher / pupil ratios
See Appendix 3 of Trips & Outings Policy for guidelines on teacher / pupil ratios.
Nursery 1:6
Rec. – Y2 1:8 (with fully qualified teacher present)
Y3 – 6 1:12 Y7 and 8 1:16
Lower School trips to include First Aider
Child illness or injury First Aid Available
EPI Pen required?
Mobile phone
Identify nearest available First Aid point
Ensure EPI Pen is in possession of the group leader
First Aider with Lower School party
Transport failure Copy of the Policy in event of breakdown
Mobile phone
Parents transporting Authorisation slips checked
Booster seats required?
Convoy to remain together but apply convoy rules from Appendix 2
Losing contact with a pupil
Agreed action and supervising adults and pupils briefed Regular head counts
Pupils provided with contingency action plan
Walking in towns and crossing roads
Agreed action and supervising adults and pupils briefed Lower School briefed about WCs
Fire risk Check procedures and brief adults and pupils
Hazardous activities Will there be any hazardous/specialist activities?
What extra risks are involved and how are they being guarded against?
Check qualifications and DBS of supervising adults
Check ratio of qualified supervisors to pupils
Check organisation has a licence to operate
Check employer’s liability insurance of operators
Visually check site and equipment
Overnight issues Check rooming arrangements
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Check proximity of staff to pupils
Brief pupils on emergency procedures and how to locate member of staff
Brief pupils on safety issues
Host families Have host families been vetted? If not, further assurances should be acquired
Consent (Form C) Have all consent forms been received?
Are all the signatories legally entitled to provide the required content?
Do not take any child unless Form C has been received
Paperwork Copies of all consent forms?
List of participants available at all times.
Next of Kin list of names & addresses?
List of school contact numbers?
Details of insurance arrangements?
Form E111 completed for each traveller?
Itinerary attached to this form and copied to parents, School Office and Bursar?
Health and Safety Read and absorb the relevant sections of the DfES document Health and Safety of Pupils on Educational Visits which is attached to the School’s Trips & Outing Policy?
Minibus driver Ensure driver is not unwell / tired / unfit to drive
If after 6pm, driver must be confident that s/he will not be too tired for return trip
Copies of the FSM’s Trips & Outing Policy are held by the Bursar and in the School Office
Details of mead member of staff Name: Date:
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Annex H FORM C
PARENT CONSENT FORM OVERNIGHT EDUCATIONAL, HOLIDAY AND RECREATIONAL VISITS
Visit to
Date/s of visit
We agree to our child (please write full name):
.……………………………………………………………………………………………………………………………
taking part on the above named visit.
We agree to authorise members of FSM’s staff during the course of the visit to approve such medical treatment for our child as is deemed necessary in an emergency on the advice of a qualified medical practitioner.
We consent to our child taking part in the activities of the visit which have been explained to us.
We acknowledge the right of the group leader to refuse to take our child if in his /her opinion the behaviour of our child constitutes a risk to safety or the School’s reputation. We further acknowledge the need for our child to behave responsibly and agree that s/he may be sent home from the trip at our expense should s/he fail to do so.
To be completed and signed by a parent or guardian or an adult charged with parental responsibility:
Print name
Signed
I am Parent Guardian Adult with Parental Responsibility
Date
Contact during trip date/s
Phone
Mobile Mobile 2
Additional information
Dietary requirements
Medical conditions and required treatment