Educational Visits Policy

Policy details:

• Responsible staff - Emma Soper / Padraic Downes
• Policy administrator - Christine Butterfield
• Approving body - Governors

Overview

Intent

At Connell Co-op College we see the benefits to learning outside the classroom and educational visits to be crucial to the development of students' social capital and readiness for the adult world. We plan educational visits with inclusion in mind so that all students have an equal opportunity to participate.

Implementation

Learning outside the classroom activities and educational visits are used as teaching and learning tools to enhance the curriculum and improve student’s understanding as well as to give them experiences that they might otherwise not have the opportunity to have. For example, visiting a university. There is an expectation that during a student's time with us they will have the opportunity to visit at least two universities and a place of employment linked to their programme of study.

Some visits are mandatory and failure to attend will be counted as non attendance to College for that day under our normal absence procedures.

Impact

Learning outside the classroom activities and educational visits have clear and measurable aims which link to Connell Co-op College’s statement of intent/curriculum intent. The impact contributes to students’ attainment and progress. Connell Co-op College’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 student to an effective and balanced curriculum. Appropriately planned visits enhance learning and improve attainment and destinations, and so form a key part of our student experience.

Application

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

Connell Co-op College uses EVOLVE for off-site activities beyond the local learning area  

• All staff are required to plan and execute visits in line with college policy, the ‘How to plan a trip’ internal guide, the Co-op Academies Trust policies and National Guidelines. Staff are particularly directed to be familiar with the roles and responsibilities outlined within the guidances.
• To keep accident records and to report to the HSE as required under RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995).

Types of Visit & Approval

There are three ‘types’ of visit:

1. Visits/activities within the ‘College Learning Area’ that are part of the normal curriculum and take place during the normal college 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 Principal for approval.

3. 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

Connell Co-op College 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
• 5 weeks before departure for Residentials
• 5 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

Students are responsible for their own conduct on visits and are expected to abide by all of our usual policies. Students will often be expected to make their own way to and from venues and must do so professionally and with consideration for likely travel time to ensure that they are not late to the event or late coming back to college for their next lesson.

If students miss a lesson because of an educational visit it is their responsibility to notify the teacher and to make up the work ahead of their next lesson.

Visit leaders are responsible for the planning of their visits, and for entering these on EVOLVE (where required). Questions about the trip (from parents/carers or students) should be directed to the trip leader.

Detailed guidance on how to plan a trip including the step by step process guide is available for all staff internally and this supports them ensuring that our trips are

• Well planned
• Safe
• Inclusive

The Educational Visits Coordinator (EVC) is Padraic Downes 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 H&S matters and will check final visit plans on EVOLVE before submitting them to the Head.

The EVC is responsible for access to evolve and all associated records

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 Trust’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 the Employer’s EVC Training Programme and any updates as required.
3. Review the range of visits provided by the college 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

The level of evaluation is dependent on the nature of the trip and is managed at a curriculum level via normal line management procedures. Student feedback is an essential part of this and is usually taken verbally during the trip or soon after.

Staff Competence

Connell Co-op College 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 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 leadership team.

The college 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 reviewed 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

Connell Co-op College’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’.

Parental Consent

Consent is not required for activities within the School Learning Area that are part of the normal curriculum during normal college time. Notification will not be given to parents/carers for these activities

The college obtains blanket consent at the start of each year for certain other routine activities. In these instances we also notify parents/carers ahead of the visit.

Specific, (ie. one-off), parental consent must be obtained for all other visits. For these visits, sufficient information will be made available to parents (via letters, meetings, etc), so that consent is given on a ‘fully informed’ basis.

Consent will not be sought when students are over 18

Inclusion

Connell Co-op College is committed to inclusion and will include all students in our offsite activities and will actively work to remove any barriers

Insurance

Visits are covered under policies arranged through the Co-op academies Trust.

Appendix 1 - College Learning Area

General

Visits/activities within the ‘College Learning Area’ that are part of the normal curriculum and take place during the normal college 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 a Procedure below).
• do not need to be recorded on EVOLVE

Boundaries

The boundaries of the College Learning Area includes, but is not limited to, the following frequently used venues:

• Manchester City Football Academy
• The Manchester City football Stadium
• The East Manchester Leisure Centre
• The East Manchester Library
• The Manchester Institute of Health and Performance
• Co-op Academy Belle Vue
• The East Manchester Library
• The Velodrome
• The Tennis Centre
• Venues in Manchester City Centre accessible by public transport from transport links close to the college (advance notification is given for these instances)
• Universities in Manchester/Salford
• Chester Zoo (annual visit for Psychology, Biology and Business Students)
• The Middleton Arena - Drive Safe, Stay Alive (Annual visit year 13)

Operating Procedure for College Learning Area

The following are potentially significant issues/hazards within our College Learning Area:

• Road traffic.
• Other people / members of the public / animals.
• Losing a student.
• 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 concept and Operating Procedure of the ‘College Learning Area’ is explained to all new staff, parents/carers and students as part of induction
• A member of SLT must give verbal approval before a group leaves.
• Only staff judged competent to supervise groups in this environment are approved.
• A first aid kit is carried
• Staff are familiar with the area and planned route
• Staff know the needs of any students in their group (medical, SEND, SEMH etc) and where appropriate have appropriate checked emergency medication is with the student and that they have access to spare via a first aid kit.
• Students have been reminded of our expectations for their conduct and personal safety such as crossing roads at designated points, staying on pedestrian routes and not walking in cycle ways etc before they leave site
• Students are fully briefed on what to do if they become separated from the group or in an emergency before they leave site
• Staff will notify the office of all students and staff, a proposed route, and an estimated time of return at the point of departure.
• The staff student ratio is no lower than 1:15 if you are walking with students/accompanying them or that there are at least 2 members of staff. If you are meeting students at a venue with first raiders onsite then ratio can be up to 1:25
• When travelling by coach, there is one first aider per coach.

Appendix 2 – Emergency Procedure

Emergency during the trip:

In the event of an emergency situation the trip leader /’coach’/cohort leader should -

• Establish what has happened as quickly as possible and who is affected
• Where necessary contact the emergency services and follow their advice
• Ensure all students and staff are in a safe place and take a register. Please note: Where there has been a road accident/breakdown the safe place will be outside of the vehicle away from the road. Where there has been a vehicle accident/breakdown the hired driver should lead unless they are unable to.

• Trained first aiders should assist with any injuries as soon as possible
• Write down details of the incident and note any communication with outside agencies
• Contact the college or ask another member of staff to contact and report the incident. The college staff can then support with any follow up comms/processes that may be required
• Do not speak to the media and encourage students to avoid posting on social media
• Reassure the students that the incident is being managed and that the College is aware and will contact home when necessary
• Arrange for the continuation of the trip or a return to College

Following a trip emergency the College should:

• Complete a full review of the incident and the lessons learned
• Update any policies and procedures with any lessons learned from the incident
• Seek professional help or counselling for any staff or students that need it