Policy: Educational Visits
Policy: Educational Visits
Policy details
- Date approved - 02/09/2024
- Next review date - 02/09/2026
- Policy owner - Daniel Haste - Vice Principal
This Policy should be used with the following documents:
Purpose
The purpose of this policy is to provide a comprehensive framework for the planning, approval, execution, and evaluation of educational visits at the academy. Educational visits are a key component of our curriculum, offering students valuable learning experiences outside the classroom, fostering social development, and enhancing their understanding of academic subjects through real-world applications.
Scope
This policy applies to all educational visits organised by the academy, including day trips, residential trips, and activities that take place off-site. It is mandatory for all staff, volunteers, and students participating in these visits.
Importance of Educational Visits
Educational visits are essential for:
- Extending learning beyond the classroom.
- Providing experiential learning opportunities.
- Fostering social and personal development.
- Enhancing student engagement and motivation.
Categories of Visits
Educational visits are classified into three categories:
Category 1: Routine and Local Visits
- Characteristics: Low-risk activities within the local area, usually completed within a single academy day.
- Examples: Visits to local parks, museums, or nearby historical sites.
- Requirements: Minimal planning and risk assessment.
- Category 2: Day Visits Outside the Local Area
- Characteristics: Moderate-risk activities outside the immediate local area, typically involving extended travel.
- Examples: Day trips to other cities, zoos, theme parks, or outdoor activity centres.
- Requirements: Detailed planning, risk assessment, and logistical arrangements.
- Category 3: Residential and High-Risk Visits
- Characteristics: High-risk activities or visits involving overnight stays, requiring extensive planning and risk assessment.
- Examples: Residential trips to outdoor education centres, overseas trips, high-adventure activities like rock climbing or water sports.
- Requirements: Comprehensive risk assessments, emergency planning, and complex logistical arrangements.
Planning and Approval Process
- Informal Proposal:
- Staff members must initiate the planning process by completing a Google Form with basic details about the proposed visit. This form will be reviewed by the Senior Leadership Team (SLT) to ensure alignment with educational objectives and feasibility.
- Formal Proposal (EVOLVE System):
- Upon informal approval, staff must submit a detailed proposal through the EVOLVE system, which includes:
- Visit name and type.
- Educational objectives and purpose.
- Proposed dates and duration.
- Destination and venues.
- Number of participants.
- Budget estimates.
- Staffing and supervision arrangements.
- Risk assessment and mitigation strategies.
- The SLT will review and provide feedback, with the final approval contingent on meeting all safety and educational requirements.
Itinerary Planning
- Scheduling:
- Develop a clear and detailed itinerary, including start and end times, activity durations, and breaks.
- Ensure that the itinerary aligns with the educational objectives of the visit.
- Include flexibility to accommodate unforeseen delays or changes.
- Transportation:
- Choose appropriate transportation based on distance, cost, and convenience.
- Ensure safety and supervision during transit, with clear communication of meeting points and times.
- Accommodation (if applicable):
- Select accommodation that meets safety standards, including fire safety and security.
- Plan room allocations with consideration for student needs, including gender and age.
- Ensure necessary facilities are available, including those for prayer and dietary requirements.
- Meals:
- Plan meals according to the itinerary, ensuring regular, balanced meals.
- Cater to dietary requirements, including halal options and provisions for students with special dietary needs.
Supervision and Staffing Ratios
- Minimum Ratios:
- Category 1 and 2 Visits: 1 adult per 15 students.
- Category 3 Visits: 1 adult per 8 students.
- A minimum of two staff members is required for all visits, with additional staff depending on the group’s needs and the visit's risk level.
- Staffing Considerations:
- Ensure the presence of staff with appropriate skills, especially for students with special needs.
- Mixed-gender groups should ideally have both male and female supervisors.
- Types of Supervision:
- Direct Supervision: Students remain within sight and hearing of a supervising adult at all times.
- Indirect Supervision: Students are allowed some freedom to explore within defined boundaries, with supervisors ready to re-establish direct supervision if necessary.
- Remote Supervision: Used for activities designed to foster independence, such as Duke of Edinburgh Award expeditions, where students work at a significant distance from supervisors.
Risk Assessment
- Purpose: To identify, assess, and mitigate potential hazards to ensure the safety of all participants.
- Procedures:
- Conduct thorough risk assessments for all aspects of the visit, including travel, activities, and accommodation.
- Engage the entire Visit Team in the assessment process.
- Submit risk assessments to the Educational Visit Coordinator (EVC) through EVOLVE for approval.
- Continuously monitor and review risks during the visit, with adjustments made as necessary.
- Specific Risk Assessments:
- Include individual risk assessments for students with specific needs, such as medical conditions.
First Aid and Emergency Procedures
- First Aid:
- A certified first aider must be present on all visits.
- Carry a fully stocked first aid kit tailored to the needs of the trip.
- Ensure students do not attend visits without essential medications (e.g., EpiPens, inhalers).
- Emergency Procedures:
- Develop a pre-trip emergency plan, including risk assessments, emergency contacts, and communication strategies.
- Brief all participants on emergency procedures, ensuring they know how to contact staff in an emergency.
- Types of Emergencies:
- Medical emergencies, environmental hazards, accidents, and security threats.
- Follow a clear protocol for immediate action, including contacting emergency services, administering first aid, and notifying academy contacts.
- Missing Person Procedure:
- Implement an immediate search, attempt contact, and alert authorities if necessary.
Family Communication and Consent
- Family Letters:
- Provide comprehensive information about the visit, including its purpose, itinerary, logistics, and what students need to bring.
- Ensure letters are approved by the EVC or principal and made available on the academy website for accessibility.
- Consent Forms:
- Attach consent forms to family letters, clearly explaining their importance.
- Collect and retain all returned consent forms, with information collated in a spreadsheet for easy reference.
Student and Staff Expectations
- Uniform:
- Students are expected to wear their full academy uniform during visits, unless specified otherwise.
- PE kits may be worn for physical activities, with non-uniform permitted at the principal's discretion.
- Behaviour:
- Students must adhere to academy rules and demonstrate respectful conduct throughout the visit.
- Staff are expected to model professional behaviour, manage misbehaviour promptly, and ensure effective supervision.
- Supervision Guidelines:
- Maintain appropriate staff-to-student ratios and remain vigilant at all times.
- Conduct regular headcounts and use a buddy system or smaller groups for easier supervision.
- Avoid one-on-one situations with students, and ensure transparency in all interactions.
Student Preparation
- Pre-Trip Information:
- Provide students with detailed information about the trip, including its purpose, itinerary, logistics, and behavioural expectations.
- Meetings:
- Hold pre-trip meetings to discuss details, reinforce expectations, and address any concerns.
- Conduct daily briefings during multi-day trips to review activities and safety protocols.
- Activity-Specific Briefings:
- Provide briefings before each activity, covering objectives, rules, and safety precautions.
Feedback, Evaluation, and Reflection
- Post-Visit Evaluation:
- The Visit Leader must complete a post-visit evaluation through EVOLVE, assessing the visit’s success, risk management, and participant feedback.
- Use feedback to identify strengths and areas for improvement for future visits.
- Participant Feedback:
- Gather feedback from students, staff, and families through surveys, group discussions, and feedback forms.
- Use this information to refine future visits and enhance their educational value.
Further Reading and Resources
- Staff are encouraged to consult additional resources, such as the Department for Education’s guidance on health and safety during educational visits, and the Outdoor Education Advisers’ Panel (OEAP) National Guidance.
Policy Review
This policy will be reviewed annually by the Educational Visit Coordinator (EVC) and the Senior Leadership Team (SLT) to ensure it remains current and effective. Revisions will be made as necessary to reflect changes in best practices or legal requirements.