TK A School Visits Policy

School Visits Policy and Procedures
April 2015
1. Introduction to The Kingston Academy School Visits Policy
The Kingston Academy understands that under the Health and Safety at Work etc. Act 1974, the Academy
must take reasonable steps to ensure that staff and pupils are not exposed to risks to their health and
safety, both on or off school premises. We understand that teachers organising and taking part in school
visits off-site accept responsibility for the care and welfare of pupils, and they act in loco parentis. They
will also have duties as employees and/or managers under health and safety at work legislation.
As a responsible employer we understand our obligations to:
 assess the risks to staff and others affected by school activities in order to identify the health and
safety measures that are necessary and, in certain circumstances, keep a record of the significant
findings of that assessment;
 introduce measures to manage those risks (risk management);
 tell our employees about the risks and measures to be taken to manage the risks;
 ensure that adequate training is given to employees on health and safety matters.
Full details of our health and safety arrangements are available in the TKA Health and Safety Policy.
The Kingston Academy subscribe to Evolve, a service that supports the planning, risk assessment and
evaluation of all school visits.
2. Training on Health and Safety Implications of School Visits
The Kingston Academy will ensure that staff are given the health and safety training they need for their
job, including taking pupils off-site on school visits.
For example, whilst we recognise that pupil to staff ratios for school trips are not prescribed in law, those
planning trips, should decide the ratios on the basis of risk assessment. Teachers will be given guidance
by the Head teacher or a member of the senior leadership team on the proper ratios of staff to pupils,
taking into account the activity to be undertaken and the age and maturity of the pupils.
3. Reporting injuries and accidents
Certain work-related injuries to a member of staff or a child must, by law, be recorded and reported. The
Kingston Academy is responsible for this, but staff may be asked to prepare the report.
The Kingston Academy will always report accidents which result in:
 deaths;
 specified injuries;
 over-7-day injuries – where an employee is away from work or unable to perform their normal
work duties for more than 7 consecutive days;
 where there is an accident connected to the work activity which causes injury to pupils, members
of the public or other people not at work and they are taken from the scene of an accident to
hospital for treatment to that injury (examinations and diagnostic tests do not constitute
‘treatment’ in such circumstances); and specified dangerous occurrences – where something
happens that does not result in an injury, but could have done.
4. Adventure activities using licensed providers
When planning an activity that will involve caving, climbing, trekking, skiing or water sports, The Kingston
Academy will check that the provider holds a licence as required by the Adventure Activities Licensing
Regulations 2004.
5. Parental consent to off-site activities
At the Kingston Academy we recognise that written consent from parents is not required for pupils to
take part in the majority of off- site activities organised by a school as most of these activities take place
during school hours and are a normal part of a child’s education at school. However, parents will be told
where their child will be at all times and of any extra safety measures required.
Written consent will always be requested for activities that need a higher level of risk management or
those that take place outside school hours. Parents will be asked to sign a “one-off” consent form when
their child enrols at the school. This will cover a child’s participation in any of these types of activities
throughout their time at the school. These include adventure activities, off-site sporting fixtures outside
the school day, residential visits and all off-site activities.
Parents will be told in advance of each activity and must be given the opportunity to withdraw their child
from any particular school trip or activity covered by the form.
6. Procedures for organising trips and visits
Children learn to understand and manage the risks that are a normal part of life by experiencing a wide
range of activities. Health and safety measures can help them to do this, but should be proportionate to
the risks of the activity. Common sense should be used in assessing and managing the risks of any activity.
Staff should be given the training they need so that they can manage risks effectively and keep
themselves and their pupils safe.
The main legislation covering school trips is the Health and Safety at Work Act 1974 and regulations made
under that Act. KET is responsible for health and safety, though tasks may be delegated to staff, but all
staff also have a duty to look after their own and others’ health and safety. Most claims for negligence are
brought against the employer (who has public liability insurance) and not individual members of staff. It is
very rare for school staff to be prosecuted under criminal law with regard to accidents involving children
and employers. However, school staff and others have a duty to take care of pupils in the same way that
any prudent parent would.
Some activities, especially those happening away from school, can involve higher levels of risk. If these are
annual or infrequent activities, a review of an existing assessment may be all that is needed. If it is a new
activity, a specific risk assessment must be carried out by a competent person and significant findings
recorded. This will be undertaken by the lead member of staff and ratified by EVOLVE.
However, a risk assessment is not needed every time an activity forming part of the school day (e.g.
regularly taking pupils to a local swimming pool, park, or place of worship) takes place. Risks from such
routine activities will have been considered in the Academy’s general health and safety policy. A regular
check to make sure the precautions remain suitable will be undertaken by The Kingston Academy.
When planning and organising a school trip the following will be considered:
 The Head teacher’s and others’ approval for the trip.
 Completion of parental consent forms for the trip / making parents aware of the activity and giving
the opportunity to withdraw.
 Financial viability of the trip.
 Health and safety advice from the DFE and the HSE.
 The school health and safety policy.
 Insurance cover.
 Child safeguarding procedures.
 Risk assessments.
 A preliminary visit to the venue to establish the adequacy of the facilities, equipment and staff at the
venue.
 Training needs of staff and supervisors on the trip.
 That the staff and supervisors are appropriate and responsible people and have the relevant
clearance – enhanced DBS.
 The ratio of staff to pupils needed.
 Medical needs of any of the pupils.
 First aid training has been completed by sufficient members of staff for the number of pupils
involved.
 First aid kits are available.
 The method of travel and its safety.
 The length of the journey, travel times, pick up points on the way and drop off points on the return.
 A contingency plan for returning home late, abandonment of the trip at an early stage, or cancellation
of the trip altogether.
 Copies of the details of the venue for parents and the school.
 Details of the liaison contact at school in case of emergencies or problems.
 Details of the school’s emergency procedures when off-site.

 A list of all participants.
 A list of details of next of kin for all participants.
 An evaluation of the trip afterwards to aid others who might be considering a similar project in the
future.
Policy completed April 2015 – due for review April 2016

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School Visits Policy and Procedures

1. Introduction to The Kingston Academy School Visits Policy

As a responsible employer we understand our obligations to:

2. Training on Health and Safety Implications of School Visits

3. Reporting injuries and accidents

4. Adventure activities using licensed providers

5. Parental consent to off-site activities

6. Procedures for organising trips and visits

 The Head teacher’s and others’ approval for the trip.

 Financial viability of the trip.

 The school health and safety policy.

 Child safeguarding procedures.

 Training needs of staff and supervisors on the trip.

 The ratio of staff to pupils needed.

 Medical needs of any of the pupils.

 First aid kits are available.

 The method of travel and its safety.

 Details of the liaison contact at school in case of emergencies or problems.

 Details of the school’s emergency procedures when off-site.

 A list of all participants.

 A list of details of next of kin for all participants.

Policy completed April 2015 – due for review April 2016

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