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The following information is the DfEE (Department for Employment and Education) guidelines to schools for the organisation of away trips for youth and children. It is reproduced here with permission.
All the pdf documents and forms on this page are freely available for you to download for personal use and read at leisure. You will need the Adobe Acrobat pdf reader to read the documents [Adobe Acrobat Reader can be found here]. If you wish to copy this page and distribute its contents please ask permission from the DfEE.
A Zip file of all the pdf documents on this page can be
downloaded here
[Download zip file - 968 Kb]
INTRODUCTION
[Download pdf file - 6Kb]
CHAPTER 1 -
RESPONSIBILITIES FOR VISITS
[Download
pdf file - 46kb]
Legal framework
Approval for visits
LEAs
Governing Body
Head teacher
Group leader
Teachers
Adult volunteers
Responsibilities of pupils
Parents
CHAPTER 2 - PLANNING
VISITS
[Download
pdf file - 17kb]
Planning
Risk assessment
Exploratory visit
Other considerations
Financial planning
Charging for visits
First aid
Planning the visit (flow chart)
CHAPTER 3 -
SUPERVISION
[Download
pdf file - 33kb]
Ratios
Parents/Volunteers
Vetting suitability
Supervisors’ responsibilities
Competences if leading an adventure activity
Head counts
Remote supervision
CHAPTER 4 - PREPARING
PUPILS
[Download
pdf file - 13.8kb]
General
Participation
Equal opportunities
Information to pupils
Preparing pupils for remote supervision
Transport and pupils
Pupils with special educational and medical needs
Pupils with medical needs
Pupils with special educational needs
CHAPTER 5 -
COMMUNICATING WITH PARENTS
[Download
pdf file - 34kb]
Information to parents
Parental consent
Medical consent
Other consent
Early return
Contact with parents during the visit
Pupils’ contact with parents
CHAPTER 6 -
PLANNING TRANSPORT
[Download
pdf file - 14kb]
General
Legislation
Supervision on transport
Hiring coaches and buses
Licences and permits
Private cars
Transport in the school minibus
School minibus driver
Maintenance and checks of the school minibus
CHAPTER 7 -
INSURANCE
[Download
pdf file - 35kb]
General
Insurance in LEAs
Other schools
Insurance and parents
Insurance cover for visits
Cancellations
Transport
CHAPTER 8 - TYPES
OF VISIT
[Download
pdf file - 19kb]
Adventure activities using licensed
providers
Adventure activities using non-licensable providers
Other issues to consider with all adventure activity providers
School-led adventure activities
Employment of providers
Remote supervision during adventurous activities
Coastal visits
Swimming in the sea or other natural waters
Swimming pools
Farm visits
Field studies
Residential visits
CHAPTER 9 -
VISITS ABROAD
[Download
pdf file - 20kb]
General
Organising your own visit
Organising your own transport
Using a tour operator
Operators based abroad
Sources of further advice for school travel abroad
Planning and preparation
Staffing the visit
Preparing pupils for visits abroad
Briefing meeting for parents
Vaccinations
Insurance
Foreign legislation
Language abilities
Visas/passports
Nationality
Care orders and wards of court
Emergency medical facilities
Paperwork
Information retained at the school
During the visit
Emergencies
Contacts at home
Travel by air
Exchange visits
Vetting host families
CHAPTER 10 -
EMERGENCY PROCEDURES
[Download
pdf file - 14kb]
General
Who will take charge in an emergency?
Emergency procedures framework
Emergency procedures framework during the visit
Emergency procedures framework for school base
Media contact
After a serious incident
CHAPTER 11 - MODEL
FORMS
[Download
pdf file - 23.3kb]
Model form 1 - Application for the
approval of educational visits by head teacher, governing body or LEA
Model form 2 - Confirmation from head teacher for the visit to go ahead
Model form 3 - Steps to follow when assessing risks
Model form 4 - Risk assessment action plan
Model form 5 - Evaluation of the visit to be completed by the group
leader for future reference
Model form 6 - Checklist for pupils going on a visit
Model form 7 - Parental consent form for a school visit
Model form 8 - Summary of information about pupils and adults
participating in a visit
Model form 9 - Emergency contact information
Model form 10 - Off-site swimming pool checklist
Model form 11 - Consent form for swimming activities or activities where
being able to swim is essential
ANNEX A - OTHER
GUIDANCE
[Download
pdf file - 12kb]
ANNEX B - USEFUL
CONTACTS
[Download
pdf file - 24kb]
Page contents copyright DfEE 2000.