Educational Visits Policy
Co-op Academy Friarswood October 2022
Educational Visits Policy
Date Agreed: October 2022
Signed by Chair of Governors: Mrs C Sellers
Signed by Headteacher: Mrs L Wilmer
Review date: October 2025
Co-op Academy Friarswood
October 2022
Overview
Intent
At Co-op Academy Friarswood we see the benefits to learning outside the classroom and educational visits as a crucial part of our curriculum. Due to the Living Crisis, staff are focusing on visitors coming into school and support for the PTA so that they can support in the funding of visits.
Implementation
Learning outside the classroom activities and educational visits are used as teaching and learning tools for the delivery of elements of Co-op Academy Friarswood’s Statement of Intent.
Impact
Learning outside the classroom activities and educational visits have clear and measurable aims which link to Co-op Academy Friarswood’s statement of intent/curriculum intent. The impact contributes to pupils’ attainment and progress. Co-op Academy Friarswood’s approach to the evaluation of activities and visits is set out in this policy.
Context
We believe that educational visits are an integral part of the entitlement of every pupil to an effective and balanced curriculum. Appropriately planned visits enhance learning and improve attainment, and so form a key part of what makes Co-op Academy Friarswood a supportive and effective learning environment. The benefits to pupils 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 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. Pupils 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 pupils 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.
Co-op Academy Friarswood
October 2022
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:
1. The Co-op Academies Trust policy document ‘Educational visits statement’ (available to all staff via Evolve).
2. National Guidance www.oeapng.info
Co-op Academy Friarswood 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.
Types of Visit & Approval
There are three ‘types’ of visit:
1. Visits/activities within the ‘School Learning Area’ that are part of the normal curriculum and take place during the normal school day.
These follow the ‘School Learning Area’ Operating Procedure (Appendix 1).
2. Other 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 Head for approval.
3. Visits that are overseas, residential, or involve an adventurous activity. As above, but the Head authorises and then submits to the Trust for approval.
Timescales
Co-op Academy Friarswood 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:
● 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.
Co-op Academy Friarswood
October 2022
Roles and responsibilities
Visit leaders are responsible for the planning of their visits, and for entering these on EVOLVE. They should obtain outline permission for a visit from the Head Teacher prior to planning, and certainly before making any financial commitments. Visit leaders have responsibility for ensuring that their visits will comply with all relevant guidance and requirements.
The Educational Visits Coordinator (EVC) is Bev Hartley, 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 Head. The EVC sets up and manages the staff accounts on EVOLVE, and uploads generic school documents, etc.
The Head Teacher 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:
1. Adopt and periodically review this policy, as required.
2. Ensure there is a competent Educational Visit Coordinator (EVC) in place who meets the requirements outlined in ‘National Guidance’ and has completed Co-op Academy Trust’s EVC Training Programme and any updates as required.
3. Review the range of visits provided by the school via a report submitted twice a year by the EVC.
The Co-op Academy Trust is responsible for the final approval (via EVOLVE) of all visits that are either overseas, residential, and/or involve an adventurous activity.
Evaluation
Trip organisers use the Evaluation Tool on Evolve to assess the success of the trip in meeting the stated objectives.
The EVC reviews the evaluations to create a permanent record which will help to inform / improve future visit choices.
Staff Competence
Co-op Academy Friarswood 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.
In deciding whether a member of staff is competent to be a visit leader, the Head Teacher will take into account the following factors:
Co-op Academy Friarswood
October 2022
● 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 pupils, 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 leadership team.
The school has an emergency plan in place to deal with a critical incident during a visit (see Appendix 2). All staff on visits are familiar with this plan and it is tested 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 Friarswood’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 Friarswood’s Educational Visits Checklist may be downloaded from EVOLVE Resources.
Parental Consent
The school obtains blanket consent at the start of each year for activities in the school learning area and certain other routine activities, eg. after school fixtures, etc.
Specific, (ie. one-off), parental consent must be obtained for all other visits. For these visits, sufficient information must be made available to parents (via letters, meetings, etc), so that consent is given on a ‘fully informed’ basis.
Inclusion
Co-op Academy Friarswood is committed to inclusion and will include all students in our offsite activities wherever this is reasonably practicable.
Transport
We follow Co-op AcademyTrust Guidance.
Co-op Academy Friarswood
October 2022
Children will be transported in private hire coaches, public transport, in minibuses driven by qualified minibus drivers. In some instances parents will be asked to arrange their own transport to venues
Insurance
All visits are covered under policies arranged through the Co-op Academies Trust.
Dismissal - children must be collected by a person with parental responsibility. If someone else is to collect them then school must be notified in writing before the trip starts.
Volunteers will be used to ensure the correct ratio of adults is maintained when sufficient school staff are not available. Volunteers will be supervised by school staff at all times and will never be in sole charge of a group of children.
Swimming Lessons will be led by qualified swimming teachers. Any school staff are supernumerary and there to ensure the wellbeing of the children.
Appendix 1 – School Learning Area
General
Visits/activities within the ‘School Learning Area’ that are part of the normal curriculum and take place during the normal school day follow the Operating Procedure below.
These visits/activities:
● do not require parental consent
● do not normally need additional risk assessments / notes (other than following the Operating Procedure below).
● do not need to be recorded on EVOLVE
Boundaries
The area includes, but is not limited to, the following frequently used venues: ● Newcastle town centre
● The 5 Parks
● Friars Wood
Operating Procedure for School Learning Area
The following are potentially significant issues/hazards within our School Learning Area:
● Road traffic.
● Other people / members of the public / animals.
Co-op Academy Friarswood
October 2022
● Losing a pupil.
● Uneven surfaces and slips, trips, and falls.
● Weather conditions.
● Activity specific issues when doing environmental fieldwork (nettles, brambles, rubbish, etc).
These are managed by a combination of the following:
● The Head must give verbal approval before a group leaves.
● Only staff judged competent to supervise groups in this environment are approved.
Co-op Academy Friarswood
October 2022
● There will always be a minimum of two adults.
● Staff are familiar with the area, including any ‘no go areas’, and have practiced appropriate group management techniques.
● Pupils have been trained and have practiced standard techniques for road crossings in a group.
● Where appropriate, pupils are fully briefed on what to do if they become separated from the group.
● All remotely supervised work in the School Learning Area is done in ‘buddy’ pairs as a minimum.
● Pupils’ clothing and footwear is checked for appropriateness prior to leaving school. ● Staff are aware of any relevant pupil medical information and ensure that any required medication is available.
● Staff will deposit in the office a list of all pupils and staff, a proposed route, and an estimated time of return.
● A mobile is taken with each group and the office have a note of the number. ● Appropriate personal protective equipment is taken when needed (eg gloves, goggles)
Appendix 2 – Emergency Procedure
Our plan in an emergency is:
1. There is always a nominated emergency base contact for any visit (during school hours this is the office).
2. This nominated base contact will either be an experienced member of the senior management team, or will be able to contact an experienced senior manager at all times.
3. For activities that take place during normal school hours, the visit leadership team will be aware of any relevant medical information for all participants, including staff. 4. For activities that take place outside normal school hours, the visit leadership team and the emergency contact/s will be aware of any relevant medical information and emergency contact information for all participants, including staff.
5. The visit leader/s and the base contact/s know 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.
6. For visits that take place outside the School Learning Area, the visit leader will carry an emergency response sheet.
7. This Emergency Procedure is tested through both desk top exercises and periodic scenario calls from visit leaders.
All people will be treated equally including those within the nine protected characteristics.
Co-op Academy Friarswood is committed to safeguarding and promoting the welfare of children and young people / vulnerable adults. We expect all staff, visitors and volunteers to share this commitment.