Step 1 of 3 - Details

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  • I wish to apply for approval for an off-site activity and confirm that all documentation has been completed in accordance with procedure HSE004, sub-section 2; Off-Site Educational Trips/Visits.
  • if you have not previously undertaken educational trips and visits, please discuss with your line manager as at least three visits ‘shadowing’ an experienced member of staff will be necessary.
  • if you have not previously undertaken educational trips and visits overseas, please discuss with your line manager as at least three visits ‘shadowing’ an experienced member of staff will be necessary.

  • Details of proposed off-site activity

  • You must state how the activity meets the aims and objectives of the curriculum
  • Date Format: DD slash MM slash YYYY
  • Date Format: DD slash MM slash YYYY
  • Emergency contact details (form HSERV004) for each individual trip must be forwarded and the date and time of travel included on the document.
  • MaleFemaleNo under 18Number of staff
  • IMPORTANT: THE RATIO OF STUDENTS/STAFF MUST MEET THE POLICY GUIDELINES AND MUST BE FULL-TIME EQUIVALENT STAFF.
    Activity Staff:Young Person Ratio
    Local visits and normal countryside (close to vehicle access (i.e. less than 30 minutes walking time for any group member to the nearest road from which the group could be easily evacuated/not including demanding environments – hazardous terrain, difficult escape, fast flowing water)) Ratio = 1:15-20
    Residential and visits abroad ratio 1:10-15 (but 1:10 with 2 staff minimum for visits abroad)
    Swimming in public pools with lifeguard ratio 1:15-20
    Swimming elsewhere without lifeguards ratio 1:5-10 (but 2 staff minimum).
    Leader should have lifeguard qualification

  • Travel Arrangements

  • e.g. minibus/coach/taxi, with name & telephone number of company being used: Important: Only D1 category drivers may use minibuses overseas regardless of the vehicle weight.
  • Please write N/A if not applicable
  • Please write N/A if not applicable
  • ALL RESIDENTIAL TRIPS MUST ENSURE
    (1) SEPARATION OF SEXES
    (2) SEPARATION OF UNDER AND OVER 18 YEAR OLD
    (3) SEPARATION OF STAFF AND STUDENTS
    (4) STAFF AND STUDENTS MUST BE LOCATED IN THE SAME BUILDING
    (5) STUDENTS SHOULD NOT BE LOCATED IN ROOMS WITH BALCONIES WHEREVER POSSIBLE
    (6) A ROOMING LIST MUST BE PROVIDED

  • Hazardous Pursuits

  • Advice in carrying out the risk assessment can be sought from the HSE team where required.

  • Costings

  • Confirmation

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  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    1.General: Students and staff The group leader will ensure that:
    Inappropriate group leadership All planned venues have been previously used or shall be pre-visited, wherever practicable, and risk assessed by leader(s) with particular reference to the group involved. This risk assessment shall be amended as appropriate. The leader may override any decision made by others in the interest of health and safety.
    Deputy The group leader assigns a deputy to oversee arrangement in the event of illness/incapacity.
  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    Unforeseen events leading to cancellation on route Students and staff The group leader ensures that return to ‘home’ is communicated to the parents and college in the event of unforeseen circumstances
    Inappropriate clothing The Group leader ensures that information on appropriate clothing for local conditions, taking account of unexpected changes in weather, is communicated to all in the group.
    Undisclosed medical details All students will complete an agreement, consent and medical details document (HSERV003) prior to partaking in the trip. The leader ensures that medication does not affect risk management e.g. insulin, statins, warfarin etc.
    Administration of medicines Staff may not administer any form of medication unless authorised and trained to do so
    Pregnancy The leader ensures that pregnancy is disclosed prior to the trip
    First Aid First aid kits are always available (on coach) and emergency contact numbers are kept by the group leader at all times. This information is collated prior to the trip taking place.
    Location risk assessments The group leader always acquires risk assessments from the venue where these may be available.
  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    Student behaviour guidance and safeguarding A review of the risk will be undertaken on arrival and during the trip by the leader and staff. All risks will be monitored throughout the visit and any necessary modifications will be made to this assessment where necessary. This is carried out by the group leader.
    Students are briefed in safe behaviour:-
    1. Briefed to be non-confrontational and should they feel threatened or feel necessary to withdraw from the situation and immediately inform the group leader.
    2. Briefed to know what is expected of them and that a disciplinary process is in place, including the option to return individuals home (at their expense) where gross/dangerous misconduct is witnessed.
    3. Always in teams of at least 3+ or more people and briefed on medical/emergency assistance in the hotel/hostel/accommodation (where applicable).
    4. Briefed on keeping cash/cameras secure, and briefed to hand over the money/cameras if confronted and then call security/inform the group leader.
    5. Rally points and emergency/personal contact numbers will be held by all in the group.
    Accompanying staff/volunteers Note: all accompanying staff and volunteers on residential visits must have DBS clearance
    The Group Leader liaises with the procurement and insurance officer regarding up-to-date information on appropriate insurance cover. Where volunteers are carrying out supervisory duties, the roles and responsibilities are clearly agreed and documented with both parties signing an agreement.
  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    2. Coach/minibus travel Whole cohort Note: College Mini-bus driver breaks
    a. After driving 100 miles or 2.25 hours, a rest break of 20 minutes must be taken, and a rest break of no less than 45 minutes after a total of 4½ hours consecutive driving.
    a. Wherever possible, minibus drivers should be changed every 100 miles or 2 hours to prevent build-up of driver fatigue.
    b. No individual may drive in excess of 9 hours in any 24-hour period.
    c. If an employee has driven for 9 hours e.g. a student trip and visit to the north of the country, then a minimum of 11 hours rest must be taken before driving a similar distance again.
  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    3. Hazards identified during journey to & from location Whole cohort • Ensure staff & students adhere to the coach company/minibus rules
    • Student & staff emergency contact numbers held by the group leader and at least one other member of staff
    • Trip leader ensures that individuals are safely transported to hospital or home and that the college and parents/guardians are informed.
    • Checks are made to ensure notification of medication prior to the trip
    4. Travel around tube/walking etc (where applicable) Whole cohort • Students are requested to move around venues in groups of 3+. All students have staff numbers in case of emergency.
    • Emergency contact and group leader phone numbers held by students
    5. Loss of individuals Students • Head count on & off coach/minibus. Students instructed to remain with group or work in numbers of 3+ or more.
    • A rally point & meeting time are agreed where necessary.
    6. Itinerary Whole cohort An itinerary has been prepared for this trip/activity
  • 7. Return to college Whole cohort Expected delays are communicated to the college to ensure that college gates are open for late evening access if necessary.
    8. Serious Illness may occur Whole cohort • Contact form HSERV004 will be with the group leader and left at the college.
    • Arrangements for safe transfer to hospital and/or return home are confirmed with students and parents prior to the trip.
    • If the group leader is unable to go on the trip due to any unforeseen circumstances, the Line Manager ensures that leader responsibility is assigned to another competent member of the group or additional member of staff.
    9. Downtime arrangements and supervision Whole cohort Please confirm that downtime activities have been planned to minimise free time, especially during the evening (a reasonable period of free-time may be important part of the experience)
  • Where students are not directly engaged in the main programme of activities, downtime can be used to create opportunities for social development and relaxation. Leaders should note that accidents and problems are more likely to occur during downtime.

    Visit leaders should therefore ensure that young people continue to be properly supervised during downtime before and after activities, including the evenings on residential visits. A group occupied in a planned activity is far safer than a group left to its own devices in an unfamiliar environment.

    Direct and indirect supervision
    The Group Leader retains a duty of care for the group at all times, unless the responsibility for providing care and supervision has been formally handed over to an appropriately selected third party provider for a specific period.
    The responsibility for supervision is continuous, 24 hours a day. It is important that care and supervision are maintained during periods outside structured activities, as well as during the activities themselves. This does not mean that young people need necessarily to be constantly watched, but rather that leaders need to achieve a sensible balance of activities and supervision methods.

    Time for young people to be with their peers, away from a close adult presence, can be an important part of visits, particularly of residential visits, and brings many additional learning opportunities. This is equally true for structured learning time as it is for recreational time on longer visits. However, too much unstructured time can allow opportunities for mischief, bullying, homesickness and wandering off, so the time needs to be appropriately managed. Opportunities for such time should be built into the visit plan with appropriate levels of supervision, be included in information to parents (and their consent).
    It is good practice to:
    • Take care with the use of terms such as ‘free time’ and ‘down time’ so that they do not suggest to leaders or participants that supervision will not be in place.
    • Ensure that all leaders and young people understand the standards of behaviour that apply at all times, not just during activities.
    • Ensure that a leader duty system operates so that groups continue to be appropriately supervised at all times, and that any handover of responsibility is made clear.
    • Have strict guidelines for behaviour in bedrooms and dormitories.
    Direct Supervision occurs when the group remain within sight and contact of a leader.
    Indirect Supervision (supervision within clear boundaries) occurs when a group is given the freedom to explore an environment or engage in an activity away from direct adult supervision but within clearly identified and agreed boundaries, for example:
    • Small group or individual work within a gallery, museum, cultural or historic site or city.
    • Time between more structured activities during a residential visit. This should be set up so that, in an emergency or changed circumstances, it should not be a difficult or lengthy process to re-establish direct supervision.
    Keys to indirect supervision (supervision within clear boundaries) include:
    • Identifying clear geographical boundaries within a suitable area and ensuring everyone is aware of these.
    • Setting a time limit by which all are to be back at an agreed location.
    • Ensuring young people are in small ‘buddy’ groups and know to stay together.
    • Briefing students as to the location of leaders during the activity: some leaders could be in a fixed position and others roaming the agreed area.
    • If students get lost, they know not to wander aimlessly but to stay together and wait for a leader to find them.
    • If abroad, ensuring students carry a small briefing card in the local language.
    • On a residential visit, ensuring students know the location of their accommodation (carrying a hotel card from reception is a simple and effective idea).

    The group leader should ensure that students and staff/volunteers understand the behaviour expected of them and the sanctions, including being sent home.

    Remote Supervision occurs when a group works at such a distance that direct supervision would take some time to be re-established (e.g. during a remotely supervised adventure walk; young people travelling independently to a venue; an orienteering activity; a Duke of Edinburgh Award expedition). For this form of supervision to be appropriate a decision must be made that the young people no longer require an adult leader but are capable of operating independently. Supervision in this context is more of a monitoring and emergency response role. Although the supervisor is not physically present they should be able to intervene or assist within a reasonable time when contacted or if there is a cause for concern (reasonable in this context will depend on the age, maturity and competence of the group, the activity and the environment). For this to be effective, the group must know how to make contact with a remote supervisor.

    When supervision is remote:
    • Groups should be sufficiently trained and assessed as competent for the level of activity to be undertaken, including first aid and emergency procedures. Remote supervision will often be most appropriate in the final stages of a phased development programme.
    • Young people should be familiar with the environment or similar environments, and have details of the meeting points and the times of rendezvous.
    • Clear and understandable guidelines will be set for the group, including physical and behavioural parameters.
    • Parents should be made aware of the nature of supervision and the level of responsibility and independence expected of the young people.
    • There must be clear lines of communication between the group, the supervisors and the establishment.
    • Mobile phones should not be regarded as a failsafe method of maintaining communication.
    • The supervisors should monitor the group’s progress at appropriate intervals.
    • There should be defined time limits between contacts. Exceeding these limits should activate an agreed emergency procedure.
    • There should be a recognisable point at which the activity is completed.
    • There should be clear arrangements for the abandonment of the activity where it cannot be completed without compromising safety.
    Clearly the SAGE variables (Staff, Activity, Group, Environment) all need to be considered before moving away from direct supervision. It is essential that everyone involved in the activity, including parents/guardians, understands the supervision arrangements and expectations.
    ‘Buddy’ systems
    Minimum sub-group size for indirect and remote supervision will depend on the age and maturity of the young people as well as the activity and the nature of the venue or environment. While individual or pair work may be appropriate indoors or with older students, groups of at least three are sensible for younger students or less tightly contained locations.
    Night Time Supervision

    It may not be possible or appropriate that all of the following are fully met but Group Leaders must either be confident that the risks of the accommodation can be managed or they should change location:
    • The sleeping accommodation is exclusively for the group’s use or rooms are located next to each other, ideally on the same floor or….
    • If the accommodation is being shared with another school group, the joint expectations of Leaders and young people are shared and agreed.
    • Leaders have sleeping accommodation providing easy access to their group.
    • Where shower and toilet facilities are not en-suite, consider arrangements for managing the use of shared facilities.
    • Consider how secure the buildings can be made against intrusion and if there is 24 hour staffing of reception.
    • Confirm that rooms can be secured but leaders have access to a master key.
    • Ensure everyone knows the emergency procedures, fire escape routes and assembly points.
    • Fire escape routes have been checked to ensure that they are clear of obstruction.
  • 10. Alcohol
    Please note that it is college policy that students and staff representing the College do not consume alcohol

    This alcohol policy applies specifically to trips and visits which:
    1. Support curriculum delivery or,
    2. Are provided as a means of reward
    		 Students Alcohol is the substance most likely to be abused, with significant and potentially dangerous consequences for young people. The sanctions for breaking a behaviour agreement relating to misuse of alcohol should be well defined prior to the trip/activity and emphasised to students, staff, and parents/guardians/carers

    Young people will always be supervised by alcohol-free staff.

    The key points are:
    • The effect of alcohol on health and safety of self and others
    • The effect of alcohol on decision making ability
    • Staff members being returned to duty

    Ensure that all party members are aware that illegal drug use will be not be tolerated and that strict sanctions will be applied, including the person being sent home (student, staff or parent, guardian or carer).
  • HSE004 policy
  • Hazards (Concentrate on the SIGNIFICANT hazards) People at Risk and people identified as being especially at risk (e.g. physical or sensory disability, health issues/medication) Existing Controls (what measures are in place to reduce risk to a tolerable level)
    Conditions and terrain Whole cohort Appropriate choice of route for fitness and ability of the group.
    Weather Whole cohort Pack load should not exceed one third of body weight.
    All participants advised on appropriate equipment needed prior to excursion.
    Additional equipment provided from the Outdoor stores if poor weather is suspected.
    exposure/exhaustion
    hypothermia
    hyperthermia
    		Whole cohort • Instructor to carry additional group safety equipment.
    • Check weather forecast before the trip.
    • Cancel trip if extreme weather is expected
    • Abort the trip if faced with extreme weather.
    • Warm clothing (preferably not cotton in winter).
    • Waterproof jacket and over trousers.
    • Spare warm top (jumper or fleece per group).
    • Hat and Gloves.
    • Walking/mountaineering boots.
    • Adequate food and drink.
    • Emergency food (Mars bar).
    • Survival bag and/or group shelter.
    • Seek shelter or turn back in good time.
    • Advice wear sun hats and to put high factor sun screen on.
    • Carry and drink plenty of liquids, preferably water (min 1 ltr per day out).
    Sunburn Whole cohort • Rest frequently and in the shade.
    • Remove clothing.
    • Give drinks in sips.
    • Apply wet clothing or cool water to forehead and back of neck.
    Heat stroke Whole cohort • Fan vigorously.
    • Turn back in good time.
    Rough ground (slips, trips & fall hazards) Whole cohort • Appropriate choice of route for ability and experience of the group.
    • Walking/mountaineering boots or other appropriate footwear.
    Boulder fields and scree Whole cohort • Staff and volunteers are appropriately experienced and properly trained with current or valid qualifications and/or experience in those areas
    • Instruction in safe moving techniques
    • Avoid where reasonably possible
    • Ascend/descend in a line abreast or arrowhead formation.
    • Instruct the group not to stand below each other.
    • Move slowly and steadily, talking small paces.
    • Descend in steady controlled manner (unless scree running is part of the activity).
    Warn others if stones or boulders are dislodged (shout “below”).
    Stone fall Whole cohort • Avoid areas of high risk where reasonably possible.
    • Helmets should be worn if a serious risk exists.
    • The group to stay close together, or if the area of risk is short, move past one at a time.
    • Shout “below” if stones/boulders fall.
    Steep/vertical grounds (falls) Whole cohort The group should not venture onto steep ground where there is the possibility of a serious fall.
    Stay away from cliff edges
    Slippery ground/surfaces Whole cohort • Avoid areas of high risk where reasonably possible
    • Walking/mountaineering boots should be worn.
    Bog Whole cohort • Avoid where reasonably possible.
    • Move in single file testing the ground.
    • Carry a rope if likely to encounter bog which would pose any real risk.
    Flooding Whole cohort Areas prone to serious flooding should be avoided at times of high or expected high precipitation.
    River crossing (permitted out of bounds activities only) Whole cohort • Avoid river crossing at times of high risk.
    • At times of high risk, walk to the nearest bridge, fording point, or up stream to a point where there is less water.
    • Where a moderate risk occurs, the group should be “roped-up” or a river crossing technique such as the “huddle” or “in line astern” be employed.
    • Packs should be loosened for quick removal.
    Lightning (permitted out of bounds activities only) Whole cohort • Check weather forecast before the trip.
    • Avoid summits and exposed ridges at times of high risk.
    • Stay out of gullies and fissures.
    • Stay out of shallow caves.
    • Do not shelter beneath overhanging rock.
    • Move to relatively flat ground.
    • Sit on dry object (pack or rope), not the ground.
    Sit on dry object with all parts of the body off the ground and hands in front of the body.
    Poor visibility lost Whole cohort • Qualified instruction/assistance
    • The need for staff and volunteers to be appropriately experienced and properly trained with current or valid qualifications and/or experience in those areas
    • Appropriate choice of route for ability and experience of the group.
    • Instructor should preferably have personal knowledge of the area being visited.
    • Instructor to use map/compass
    • Rescue in line with MLTB Award recommendations
    • Call out emergency services/mountain rescue
    See below
    • Qualified instructor and/or appropriate level of instruction in navigation.
    • Minimum of two maps and two compasses (see also below).
    Emergency bivouac Whole cohort • Spare warm top (jumper or fleece).
    • Hat and Gloves.
    • Emergency food.
    • Survival bag and/or group shelter.
    • Whistle.
    • Torch.
    • Mobile ‘phone.
    • Time of return and route description/map to be left with a nominated person at base/centre.
    • Nominated person to call out rescue services if group fails to return or be in contact by arranged time.
    Drowning
    Important Note: individuals must stay out of water and away from fast-flowing water unless this forms part of the specific ‘out of bounds’ activities associated with sports or public services.     		Whole cohort • Instructor training and experience.
    • Assessment of groups’ abilities.
    • All participants on or in near the water should wear correctly fitted and checked buoyancy aids.
    • Staff using canoe as a safety/rescue boat.
    • Ensure raft is secure and stable before allowing it to enter the water.
    • Tailor length of raft trip to the condition of the raft.
    • Throw line available for use from the canoe.
    • Avoid students wearing heavy clothing/footwear.
    • Instructor knowledge of weak/non-swimmers.
    • Control of groups’ actions whilst on the raft.
    Equipment Failure Whole cohort • All PPE should be checked before use.
    • All equipment meets current specifications and/or accepted standards where applicable and is suitable for its intended use. All Personal Protective Equipment (PPE) should be of CE standard for the activity.
    • Equipment is regularly maintained, serviced and where required tested to current specifications.
    • Where appropriate a record of use is kept for specific items of equipment& any damage recorded
    • Instructors make a final check of equipment prior to the activity starting; ensuring where necessary, that it is correctly fitted and that all group members are adequately clothed and equipped.
    Instructors visually check equipment at time of issue. If group members are using their own equipment the Instructor will ensure it is suitable for the expected conditions and nature of the activity.
    Water - Exposure / Exhaustion (Hypothermia) (permitted out of bounds activities only) Whole cohort • Good instructor awareness – understanding of water temperatures and seasonal restrictions of certain activities.
    • Cag tops and wet suits provided if necessary.
    • Survival blanket available
    • Buoyancy aids worn on every session -
    • Qualified instructors trained in rescues on every session.
    • Swimmers forms filled in for all participants.
    • A radio and first aid kit taken to the activity base for all sessions.
    • Emergency action plans in place
    • ‘Overboard’ briefing given to all participants
    • First Aid trained instructors on each session.
    • • Hot flask brought down at the discretion of the instructor
    • Appropriate choice of venue for fitness and ability of the group.
    • Cancel trip if extreme weather is expected. Abort the trip if faced with extereme weather.
    • Abort the trip if any symptoms of Hypothermia become manifest in the group members.
    • Carry a minimum of one survival bag and / or group shelter per group.
    Carry a small amount of spare food (Mars Bar).
    Water – Concussion/Head Injury ie struck by paddle
    (permitted out of bounds activities only)     		Whole cohort • Both on & off the raft, all group members must wear a safety helmet, which meets the appropriate specifications.
    • Instruct group of the correct method of holding the paddle, ensure hand is over T-grip.
    • Good supervision throughout

    Brief group to stay away from obstacles. Ie branches
    Water - Deep Water (Drowning) (permitted out of bounds activities only) Whole cohort • All participants advised on appropriate equipment needed prior to water based activity.
    • Additional equipment provided from the Outdoor stores if poor weather is suspected. Eg wetsuit
    • Instructor to carry additional group safety equipment.
    • Check weather forecast before the trip.
    • Observe the weather conditions before starting the activity.
    • Know the effects of the weather on the lake being visited. Ie cross winds; wind chill
    • Avoid areas liable to serious and fast flooding water, which do not have accessible points of safety and / or escape routes.
    • Carry a rope or throw line if any chance of participants or group becoming marooned or washed away.
    • Cancel trip if extreme weather is expected (unless specifically planned for).
    Abort the trip if faced with extreme weather.
    Raft breaking / falling apart
    (permitted out of bounds activities only)     		Whole cohort • Ensure raft is built with the aims and objectives of the session in mind
    • Ensure appropriate safety measures are in place at all times.
    • Ensure weight of group is evenly distributed over the raft.
    Rafts tested for integrity and poor designs adjusted before being allowed on the water.
    Water - Weil’s Disease and Pollution
    (permitted out of bounds activities only)     		Whole cohort • Avoid lakes/rivers known to have a high risk of Weil’s disease (where infection has previously occurred).
    • Avoid stagnant water.
    • Cover open wounds.
    • Wash wounds in clean water as soon as possible after the trip.
    • Inform group members or their guardians of symptoms of Weil’s disease.
    • Avoid areas known to have a high risk of pollution.
    • Check rivers and lakes for signs of pollution before entering.
    • Exit the river or lake if any pollution is observed.
    • Advise participants or their guardians to seek medical advice if they have come in contact with pollution.
    Rope Burns and Entrapament
    (permitted out of bounds activities only)     		Whole cohort • Group members are briefed on hazards specific to the area being used and are instructed in the skills and techniques needed to avoid them/deal with them. Ie knot tying
    • Appropriate instructions and group management
    • Brief group to keep limbs away from tied and tensioned ropes.
    • Tie away loose ends.
    • Instructors to ensure that they are sufficiently close to perform a rescue if needed.
    • Groups are briefed and warned of the potential risk of entanglement
    Overdue (permitted out of bounds activities only) Whole cohort • Appropriate choice of venue for ability and experience of the group.
    • Instructor should preferably have personal knowledge of the area being visited.
    • Instructor to carry a watch.
    • Instructor to hold all participants personal, medical & contact information.
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