There are, of course, hazards and potential problems awaiting school parties during trips. This document contains information and guidance for anyone preparing to undertake a school trip. Health and safety top tips are also included to help your day go as smoothly as possible.

Preparing for your trip

“A teacher who is able to show that all the necessary preparations have been made and that the activities themselves have been carried out in accordance with approved practices, would be secure against any claim arising from an accident"
(David Brierley, solicitor for the Professional Association of Teachers)

There are two main sources of guidance to help you carry out the necessary preparations for a successful school visit:

1. Your local LEA should have its own guidelines on educational visits.
2. “Health and Safety of Pupils on Educational Visits” (DfES 1998)
   It is important to be familiar with the contents of this booklet, including:

• guidance on planning, risk assessment, staffing, supervision, pupils' preparation, transport, insurance and emergency procedures;
• the Planning chart on pg 12;
• the selection of useful templates and forms at the back.

Three supplements to the 1998 document should also prove useful:

Supplement 1: includes information about the role of the LEA in giving guidance and the role of the school-based Education Visit Coordinator.

Supplement 2: includes information about organising adventure activities, much of which is likely to be covered already in your LEA’s policy.

Supplement 3: provides a useful checklist for group leaders on emergency procedures and risk assessment procedures.

The 1998 document and the later supplements can be downloaded here

Or via http://www.teachernet.gov.uk

Other useful sources of information on health, safety and welfare include:

The NUT ‘school visits’ briefing paper

The ALT ‘taking students offsite’ advice booklet

RoSPA ‘School trips Parts 1 and 2’

Health and safety ‘top tips’

“The law requires teachers to do everything reasonably practical to ensure the safety of everyone in the party, and the leaders will use their skills and experience as adults and teachers to protect the health, safety and welfare of the pupils”

(Chris Lowe, lawyer and legal writer for the TES)

• There must be one leader with total responsibility for the organisation of a group of pupils;
• Arrange preview and pre-visits with outdoor and fieldwork providers. These are normally free of charge;
• Assign supervisory responsibility to each adult for a team of named pupils in writing and make sure that each pupil is given details about which adult is responsible;
• Ensure supervisory adults are aware of any special pupil requirements such as prior special educational needs, medical needs or disabilities
• Ensure adults and children clearly understand emergency procedures and are able to carry them out;
• Agree an emergency action plan which includes contact points at your school and LEA;
• Conduct CRB checks on adults helping with residential visits. Use your discretion when deciding whether to do likewise for day visits;
• Pair each child with a buddy who checks the other is present and is OK. Let the children have a say in the choices. Make clear the buddy is for the whole trip and not to be changed half way through;
• Supervising adults should carry details of their own group and a copy of all teams with adult and pupil names;
• Carry out regular head counts of pupils, particularly before leaving any venue and remind pupils of agreed rendezvous points and what to do if they become separated from the rest of the group;
• Anticipate risk wherever possible. Obtain the local weather forecast and draw up alternative plans in case your itinerary needs to be changed;
• Ensure at least one team member is qualified in first aid;
• Ensure that the first aid kit is properly stocked and accessible throughout the trip;
• Make sure that all pupils' medical needs, such as asthma, diabetes, are known and that staff are competent to handle them;
• Where overnight stays are involved;
  • Check accommodation is exclusively for the group's use and that adults have sleeping accommodation on the same floor adjacent to the pupils' rooms
  • Check child protection arrangements are in place to protect both pupils and staff; where hotel/hostel reception is not staffed 24 hours a day, security arrangements must be in force to stop unauthorised visits; external doors and windows must be made secure against intrusion
  • Check all staff and pupils know the emergency procedures/escape routes in the event of a fire. Where windows and doors are locked, ensure alternative escape routes are known and that all fire doors function properly