Educational Visits and Journeys

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Educational Visits and Journeys

• Youth and Community Service

Tom Hanrahan 7th September 2004
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Sections

• Introduction - Applications and Definitions
• Main sections
• Section 1 - The Organisation of Effective School
  Visits
• Section 2 Forms

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Sections

• Reference sections
• Section 3 - Good Practice Guidance and Procedures
• Section 4 - Good Practice Guidance on Activities

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Introduction -Applications and Definitions

• Includes
• Value of outdoor learning
• Contractual Considerations
• To whom the document applies
• Terms
• Responsibilities - Legal Framework

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Section 1 The Organisation of Effective Visits

• Quick reference guide - who needs to approve the
  different types of visits?
• Quick guide to the application process
• Section reference for in-depth information

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Visit Categories

• Visits have been grouped into 2 categories
• Category A (4.1.1 EVJ doc)
• Examples of this category
• Walking in parks and non-remote country paths
• Fieldwork in environments presenting no
  particular hazards

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Visit Categories

• Category B (4.1.2 EVJ doc)
• Examples of this category
• Adventurous Activities
• Walking in open or wild country
• Fieldwork in coastal or tidal environments
• Camping

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Section 2 - Forms

• How to complete the forms
• LEA forms (including the new LEA form for
  approval LEAAF1, CF1, Risk assessment forms and
  Incident Form)
• Sample forms for use where the establishment
  does not have its own equivalent

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Section 2 - Forms

• LEAAF1 LEA Visit Approval form
• One form for all visits
• Example using LEAAF1

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Approval Form LEAAF1

• Who needs to approve the visit? see categories
  of visit in Section 1

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Approval Form LEAAF1
Include all the staff and adult leaders who are
participating in the visit. Please dont include
any of the Providers own staff.
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Approval Form LEAAF1
Example
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Reference Section 3 Good Practice Guidance and
Procedures
This section mirrors the Health and Safety of
Pupils on Educational Visits (HASPEV) Document
produced by the DfES. Section 3.7 Insurance NCC
EVJ doc. Section 7 Insurance HASPEV
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ReferenceSection 4 Good Practice Guidance

• Adventure Activities
• Fieldwork
• Duke of Edinburghs Award
• Visits Abroad
• Specific guidance for these areas of educational
  visits.

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Reference Section 4 Good Practice Guidance
Adventure Activities National Governing Body
(NGB) guidance For activities which do not have
an NGB, basic guidance is enclosed (e.g. camping).
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Reference Section 4 Good Practice Guidance

• Not all activities included
• NGB guidance for specific activities takes
  precedence over this document

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Reference Section 4 Good Practice Guidance
Fieldwork covers different environments and
generally agreed procedures Duke of Edinburghs
Award use in conjunction with award handbook
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Reference Section 4 Good Practice Guidance

• Visits Abroad organising visits abroad,
  including safeguarding young people on exchange
  visits.

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Appendices
Appendix 1 LEA Contacts Always use The
Educational Visits Adviser as the first point of
contact for queries Appendix 2 Useful Contacts
Including National Governing Bodies
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Appendices

• Appendices 3 and 4 sample risk assessments for
  primary and secondary establishments
• Appendix 5 Group Safety at Water Margins
  information handout

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Educational Visits and Journeys

• Changes for Youth and Community Services

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Leadership and Management

• Service accountability ends with SMT responsible
  for offsite visits.
• New Post of Educational Visits Adviser
  established within the LEA

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Leadership and Management

• District Team Leader / County Project Leader
  undertake local co-ordination
• New Role of an Educational Visits Co-ordinator
  (EVC) required at unit level
• Need to identify EVCs for districts and Projects

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Approval of Visits and Activities

• Cat A activities approved by line managers
• Cat A visits approved by
• Governing Body (District Managers and above)
• Head Teacher (District Youth Workers/ Line
  manager)
• EVC (Youth Workers L2 or above)

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Approval of Visits and Activities

• Cat B approved by line manager and DTL/CPL if
  residential /overseas and Outdoor Education
  Co-ordinator if including outdoor activities
• Cat B (residentials, outdoor activities, visits
  to Filby, overseas, hazardous environments)
  approved by Gov Body, HT, EVC, and EVA

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Planning, Management and Delivery

• Use of 2 emergency contacts for residential / Cat
  B visits
• Single (emergency) local point of contact in
  Norfolk, for all trips

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Planning, Management and Delivery

• 4 week timescale for submitting Cat B proposal
  forms

• 5 weeks required for Cat B approval

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Planning, Management and Delivery

• Critical Incident number held by SMT
• Critical Incident number held by local point of
  contact and visit leader
• Red book details critical incident procedure
• What? Who? Cavalry

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Planning, Management and Delivery

• No Administration of medication permitted
• Single dose of paracetamol if approved by parent
  on consent form
• This has been checked with Legal team

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Planning, Management and Delivery

• Defined consent arrangements for 16-18 year olds
  living independently
• No specific arrangements for 16-18 year olds
• Checking with Legal team
• Agreed proof of independent living needed

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Planning, Management and Delivery

• At least one member of staff required to hold
  current first aid qualification
• First aid required specific / differentiation
  depending on the nature of the visit.
• Cat A basic knowledge 4 16 hr course
• Cat B 4 day qualification

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Planning, Management and Delivery

• Expectation that parents and young people are
  properly briefed/informed about visit/activity
• Specific inclusion in written information to
  parents of any periods of remote supervision to
  ensure informed parental consent and instructions
  on remote supervision arrangements

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Planning, Management and Delivery

• Parents must be informed of insurance cover using
  INS 1 or certificate of insurance

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Paperwork and Forms

• Cat A Form
• Replaced by AF1
• Cat B Form
• Replaced by LEAAF1
• External Provider Questionnaire
• Replaced by CF1

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Paperwork and Forms

• YCS Incident/Accident Form
• Replaced by NCC Incident Report Form
• YCS Risk Assessment Form
• Revised risk assessment form
• YCS Parental Consent Form Cat A and Cat B
• Revised Cat A and Cat B forms

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Paperwork and Forms

• New Forms
• EVC Log of Educational Visits
• Sample questionnaire for young people going on a
  visit

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Paperwork and Forms

• YCS Emergency Contact Sheet
• Replaced by nominal roll form
• YCS Project Evaluation sheet
• Replaced by Evaluation Visit form - EVF
• Emergency contact person/people hold limited info
• Local point of contact holds detailed Field File

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Specific Activity Issues

• Normal Country walking Cat B activity
• Normal Country walking changes to Cat A activity

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Specific Activity Issues

• Issues regarding Duke of Edinburghs Award
• Licences for the D of E
• Who is to hold the AALA licence ?
• Significant streams or rivers should not be
  crossed

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Action points

• Identify EVCs
• Attend EVC training
• Adopt approval system asap
• Approval needed for category B visits from
  October 2004

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