We believe that educational visits are an integral part of the entitlement of every student to an effective and balanced curriculum. Appropriately planned visits enhance learning and improve attainment, and therefore form a key part of what makes Co-op Academy Manchester a supportive and effective learning environment. The benefits to students of taking part in visits and learning outside the classroom include, but are not limited to:

Improvements in their ability to cope with change.
Increased critical curiosity and resilience.
Opportunities for meaning making, creativity, developing learning relationships and practising strategic awareness.
Increased levels of trust and opportunities to examine the concept of trust (us in them, them in us, them in themselves, them in each other).
Improved achievement and attainment across a range of curricular subjects. Students are active participants not passive consumers, and a wide range of learning styles can flourish.
Enhanced opportunities for ‘real world’ ‘learning in context’ and the development of the social and emotional aspects of intelligence.
Increased risk management skills through opportunities for involvement in practical risk-benefit decisions in a range of contexts, i.e. encouraging students to become more risk aware as opposed to risk averse.
Greater sense of personal responsibility.
Possibilities for genuine team working including enhanced communication skills.
Improved environmental appreciation, knowledge, awareness and understanding of a variety of environments.
Improved awareness and knowledge of the importance and practices of sustainability.
Physical skill acquisition and the development of a fit and healthy lifestyle.

Application

Any visit that leaves the school grounds is covered by this policy, whether as part of the curriculum, during school time, or outside the normal school day.

This Educational Visits Policy should be read in conjunction with:

The Co-op Academies Trust policy document ‘Educational visits statement’ (available to all staff via EVOLVE).
National Guidance www.oeapng.info

Co-op Academy Manchester uses EVOLVE for all educational visits.

All staff are required to plan and execute visits in line with school policy (i.e. this document), the Co-op Academies Trust policies and National Guidelines. Staff are particularly directed to be familiar with the roles and responsibilities outlined within the guidance.

It is not permissible for any visit to proceed unless:

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

Under normal circumstances there will be no significant deviation from the plans approved without a further risk assessment taking place and without the authority of the Principal. Where such changes are proposed for non-routine visits, these should be discussed with the regional Chief Education Officer as soon as possible.

Where necessary visit plans will include ‘Plan B’ alternatives which have been risk assessed and approved as part of the routine planning of the visit. Visit leaders will conduct ongoing dynamic risk assessments throughout the visit to take account of, for example, changes in weather conditions and may use their judgement to adopt the Plan B option(s) or respond to incidents or emergencies as necessary. Programme changes will be reported to the EVC or Principal as appropriate.

Supervision

Staff – student ratios will be based on risk assessment and conform to National Guidance 4.3b Ratios and supervision.

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

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

Types of Visit & Approval

There are three ‘types’ of visit:

Visits/activities within the ‘School Learning Area’ that are part of the curriculum and take place during the normal school day.
Non-residential visits within the UK that do not involve an adventurous activity.
These are entered on EVOLVE by the visit leader and submitted to the EVC for checking. The EVC then submits to the Principal for approval.
Visits that are overseas, residential, or involve an adventurous activity.
As above, but the Principal authorises and then submits to the Trust for approval.

Timescales

Co-op Academy Manchester uses the EVOLVE system to plan, manage and record educational visits.

Visit Leaders should plan and prepare visits allowing time for internal and external vetting and approval as required. Normally this will mean that visit plans should be submitted to the EVC by the following deadlines:

12-24 months for Overseas Expeditions
3 to 6 months before departure for Overseas Visits
4 weeks before departure for Residentials
4 weeks before departure for Adventure Activities
2 weeks before departure for other types of visit

If for any reason these deadlines cannot be met, clarification and approval should be sought from the EVC.

Roles and responsibilities

Visit leaders are responsible for the planning of their visits, and for entering these on EVOLVE (where required). They should obtain outline permission for a visit from the Principal prior to planning through the submission of an events form, and certainly before making any financial commitments. Visit leaders have responsibility for ensuring that their visits will comply with all relevant guidance and requirements and that relevant contact, medical and dietary information is shared with all parties and a medical kit taken along.

The Educational Visits Coordinator (EVC) is Richard Haseler (Assistant Vice Principal) who will support and challenge colleagues over visits and learning outside the classroom (LOtC) activities. The EVC is the first point of contact for advice on visit related matters, and will check final visit plans on EVOLVE before submitting them to the Principal. The EVC sets up and manages the staff accounts on EVOLVE, and uploads generic school documents, etc.

The Principal has responsibility for authorising all visits and for submitting all overseas, residential or adventurous activity visits to the Trust for approval, via EVOLVE.

The Governing Body’s role is that of a ‘critical friend’ and it will:

Adopt and periodically review this policy, as required.
Ensure there is a competent Educational Visit Coordinator (EVC) in place who meets the requirements outlined in ‘National Guidance’ and has completed the Co-op Academies Trust EVC Training Programme and any updates as required.
Review the range of visits provided by the school via a report submitted twice a year by the EVC.

The Co-op Academies Trust is responsible for the final approval (via EVOLVE) of all visits that are either overseas, residential, and/or involve an adventurous activity.

All visit information should be kept for a minimum of six years; however, information relating to incidents that take place on a visit, accidents involving staff and/or pupils for example, where there is considered to be a possibility that legal action may follow, should be kept indefinitely.

Evaluation

The school uses the following methods to evaluate and activities or visits, to ensure that students have valuable and meaningful encounters outside of school or are inspired by experiences:

The impact on learning; in addition to usual assessment methods, we use
Photographs / Video
Of specific processes –measuring, data collection, data recording, use of creative language, sequencing etc.
Student Voice
Develop questionnaires to capture physical activity levels & happiness
Look at other measures (e.g. attendance, behaviour)
The arrangements (e.g. risk assessments, value for money, lessons learned)

Staff Competence

Co-op Academy Manchester recognises that staff competence is the single most important factor in the safe management of visits, and so we support staff in developing their competence in the following ways:

An apprenticeship system, where staff new to visits assist and work alongside experienced visit leaders before taking on a leadership role.
Supervision by senior staff on some educational visits.
Support for staff to attend training courses relevant to their role, where necessary.
The National College offers a Certificate in organising and managing Schools trips. Any member of staff who is new to the role is encouraged to complete this certificate.

In deciding whether a member of staff is competent to be a visit leader, the Principal will take into account the following factors:

Relevant experience.
Previous relevant training.
The prospective leader’s ability to make dynamic risk management judgements, and take charge in the event of an emergency.
Knowledge of the students, the venue, and the activities to be undertaken.

Emergency procedures

A critical incident is any incident where events go beyond the normal coping mechanisms and experience of the visit team.

The school has an emergency plan in place to deal with a critical incident during a visit (see Appendix 1). All staff on visits are familiar with this plan and it is tested at least bi-annually and following any major staffing changes.

When an incident overwhelms the establishment’s emergency response capability, or where it involves serious injury or fatality, or where it is likely to attract media attention then assistance will be sought from the Co-op Academy Trust.

Educational Visits Checklist

Co-op Academy Manchester’s Educational Visits Checklist forms part of the risk management process for visits and off-site activities. This has been adapted from the National Guidance generic checklist. A visit should usually only go ahead if the answer to all relevant questions is ‘YES’. Co-op Academy Manchester’s Educational Visits Checklist may be downloaded from EVOLVE Resources.

Parental Consent

For any visit, sufficient information must be made available to parents (via letters, meetings, etc), so that consent is given on a ‘fully informed’ basis.

The academy ask all parents and carers to provide blanket consent for routine educational visits at the start of each acadmic year.

Specific, (ie. one-off), parental consent will be obtained for some non routine visits. Examples where specific consent will be obtained include:

• residential visits including camping and in-school sleepovers

• adventurous activities

• overseas visits

Inclusion

Co-op Academy Manchester is committed to inclusion and will include all students in our offsite activities wherever this is reasonably practicable. All activities must comply with the Equalities Act 2010 and both the Visit Leader and EVC will check this in the planning stage.

Individual support must be identified for students with special educational needs and the appropriate risk assessment put in place.

Lunches

Students entitled to free school meals will have a packed lunch provided if the visit spans lunchtime.

First Aid

For routine visits, a trained first aider - either from the academy or the host venue - must be available.

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

First aid may only be administered by a trained first aider;

Transport

Academy minibuses

The Driver is responsible for undertaking checks on and the operation of minibuses in accordance with the Local Authority Guidance. It is a requirement for all minibus drivers to attend and pass the MIDAS training. They are not authorised to drive the vehicle without this certificate.

The Visit leader will also travel in the minibus alongside the driver to deal with any behavioural or welfare issues.

Insurance

Any trip or activity abroad will require insurance against cancellation etc. this will be provided by a third party, all other visits are covered under policies arranged by the Co-op Academies Trust. If a third party insurance is required parents will be made fully aware of the policy documents and any limitations.

Guidance for specific trip types

Sports Fixtures

Where sporting fixtures take place in the course of a school day event forms will not need to be submitted but students will be entered onto EVOLVE with any relevant risk assessments. The member of staff in charge of the team will assume the role of Visit Leader and ensure that contact, medical and dietary information is collated and part of the information pack taken and a copy given to the office for reference. The Visit leader must be a trained first aider unless the destination venue can confirm beforehand that an appropriately trained first aider will be present throughout.

Any delay in return must be replayed to the office staff so that parents can be kept informed, emergency procedures outlined in Appendix 1 should be followed where necessary.

If the Sporting fixture takes place outside of the school day neither an events form or EVOLVE will be filled in, instead a copy of the information pack with participants, emergency contacts, medical and dietary needs will be given to the office or EVA once the office is closed.

Ski Visits

Any ski trip abroad is planned in the same way as any other by initially filling in an event form for discussion with SLT, once agreed all information is recorded through EVOLVE. Visit leaders will use the following National guidance when planning www.oeapng.info document 7v and discuss the outcome with the EVC.

Parental meetings will be held in school and all parties are encouraged to watch https://www.youtube.com/watch?v=NeS3ZRhemP4 from Snow Sport England. A kits list will be provided so that participants are prepared for the conditions and safe.

All Ski visits or trips will require approval from the Trust at the planning stages.

DofE and similar expeditions – DofE is a very successful element of our extracurricular offer at Co-op Academy Manchester and any trips or activities are planned in the same way as any other by initially filling in an event form for discussion with SLT, once agreed all information is recorded through EVOLVE. As DofE is considered a risky trip approval from the Trust will be sought. Visit leaders will use the following National guidance when planning an expedition www.oeapng.info document 7k and discuss the outcome with the EVC. Members of the visit team will hold appropriate qualifications such as Lowland Leader Award, First aid certificates and any other DofE expected awards. Parental meetings will be held in school so that all parties are aware of expectations and kit required for a safe and enjoyable expedition.

Overseas Visits

The benefits and learning outcomes of overseas visits include:

Knowledge, skills and understanding to live in, and contribute to, a global society;
Understanding the world in which we live, including the values, cultures and everyday life of different societies;
Enriching curriculum areas such as languages, history and geography;
Personal and social development including self-confidence and independence;
Meeting new people and developing new friendships and inter-cultural understanding;
Broadening horizons

Any overseas visit is planned in the same way as any other trip by initially filling in an event form for discussion with SLT, once agreed all information is recorded through EVOLVE. Visit leaders will use the following National guidance when planning an expedition www.oeapng.info document 7r and discuss the outcome with the EVC. All Overseas trips will require approval from the Trust at the planning stages.

A key resource for planning and risk assessment is the UK government’s foreign travel advice, available at www.gov.uk/foreign-travel-advice

Parental meetings will be held in school so that all parties are aware of expectations and kit required for a safe and enjoyable trip overseas.

Overseas expeditions

An ‘Overseas Expedition’ involves travelling through or working in either:

Countries or locations remote from the accepted standards of safety and health that prevail in the UK (e.g., developing countries or remote areas of some developed countries)
Challenging environments (e.g., mountain, desert, sea, jungle, glacier)

These expeditions require between a 12-24 month planning, preparation and training period, whether they are arranged and delivered by an external expedition provider or led by Co-op Academy Manchester staff they follow the same initial permission protocols and uploading of information to EVOLVE. All Overseas expeditions will require approval from the Trust at the planning stages.

Expedition leaders will use the following National guidance when planning an expedition www.oeapng.info document 7q and discuss the outcome with the EVC

Appendix 1
Emergency Procedure

Prior to the activity or trip taking place all relevant phone numbers must be collected and given to all members of the Visit team. The list of phone numbers to gather below is a guide but may include others depending on the nature of the trip/ activity:

Visit Leader
Other members of the Visit team
Co-op Academy Manchester main school number
The Principal
Other members of SLT as appropriate
EVC
Emergency services in the UK
Emergency services in the countries to be visited
Foreign Office Consular assistance (+44 20 7008 1500)
Travel Insurance emergency assistance

All risky trips must include a first aider, if a third party provider is being used to deliver the activity then staff and students must be aware of who the first aider is. The medical details of all participants in the event (including staff and volunteers) must be collated beforehand and plans for any specific needs in place. The visit leader/s and the school knows to request support from the Co-op Academy Trust in the event that an incident overwhelms the establishment’s emergency response capability, involves serious injury or fatality, or where it is likely to attract media attention. The visit leader will always carry an emergency response sheet and the emergency procedures are tested through both desk top exercises and periodic scenario calls from visit leaders

If during the trip or activity a student or member of the team falls ill, is injured or an incident occurs the procedures below should be followed.

The sequence of actions depends upon the nature of the emergency.

Immediate Action

Ensure your own safety.
REMAIN CALM – Assess the situation.
If possible, delegate actions to other leaders and participants so you can keep an overview, and to allow concurrent activity.
Ensure the safety of the group. Make sure everyone is accounted for and adequately supervised.
Call relevant emergency services if necessary (see phone numbers below).
Carry out first aid to the best of your abilities.

First Aid

The aims of first aid are to

Preserve life:

Casualties need to be able to breath – if they are unconscious put them into a safe airway position.
Try to find and stop any serious external bleeding.

Prevent the condition worsening:

Protect the casualty from the environment – keep them warm and dry.
Monitor their condition.

Promote recovery:

Talk to them, reassure them, hold their hand and provide emotional support.

Urgent Action

Take stock and plan, delegating where possible.

Call the Principal and EVC if any of the following apply (phone numbers will be provided once the activity or trip is approved):

You need support;
The emergency services are involved;
The incident is serious;
The press/media are involved.

They could need the following information:

The number you can be called back on;
The nature of the emergency and details of the incident;
What help you need;
Whether the emergency services are involved;
How many casualties there are and their status;
The number of people in your party;
Your location, and whether you plan to move.

Liaise with, and take advice from, the emergency services if they are involved.

Address the urgent needs of the group:

Ensure adequate supervision;
Ensure they understand what to do to remain safe;
Physical needs, e.g. shelter, food and drink, transport;
Emotional needs, e.g. remove them from the scene, provide reassurance and emotional support (they can often do this for each other), give them useful things to do, protect them from intrusion.

Control communications – prevent group members from using phones or social media unsupervised or until approval is given.

Start a written log of actions taken and conversations held, with times.

Further Actions and Follow-Up

Take stock again and re-plan the next phase – what have you forgotten?

Deal with any casualties who are in the care of the emergency services:

Accompany them to hospital;
Keep track of who is where.

Consider the needs of yourself and fellow leaders – are you/they coping?

Liaise with your establishment or employer – hand over what you can to them, to reduce the stress on you.

Continue the written log with all details of the incident of the actions taken, including names and contact details of any witnesses.

Address the further needs of the group, for example:

Toilets, washing facilities, clean/dry clothes;
Transport;
Accommodation;
Contact with home.

Refer all media, parental or other enquiries to the Principal.

Contact relevant agencies as necessary (via Co-op Academy Manchester if possible), for example:

Tour operator/travel company/activity provider/accommodation provider;
Travel insurance emergency assistance;
Social services;
Consular Assistance Team (if overseas).

Appendix 2:
List of MIDAS trained drivers

This list is kept on the academy’s Health and Safety Training Matrix and not published

Educational Visits Policy

Co-op Academy Manchester

Educational Visits Policy (local)

Context

Application

Supervision

Types of Visit & Approval

Timescales

Roles and responsibilities

Evaluation

Staff Competence

Emergency procedures

Educational Visits Checklist

Parental Consent

Inclusion

Lunches

First Aid

Transport

Academy minibuses

Insurance

Guidance for specific trip types

Sports Fixtures

Ski Visits

Overseas Visits

Overseas expeditions

Appendix 1Emergency Procedure

Appendix 2: List of MIDAS trained drivers

Appendix 1
Emergency Procedure

Appendix 2:
List of MIDAS trained drivers