School Trips and Journeys Policy

Aims/Objectives

The aims/objectives of any visit, which must conform to the school’s curriculum aims, should be clear. These may be educational, cultural, recreational or a combination of these. Every visit organised through the school should be justifiable on educational grounds while the efficient running of the school must be considered in the absence of those teachers who will be accompanying the participating pupils.

Organising any educational visit journey

Details of the trip

[a] The location

[b] Where appropriate a contact telephone number for the group

[c] A list of pupils involved

[d] A list of teachers/adults supervising the trip. Pupil teacher ratios vary depending on the terrain.

[e] A detailed itinerary of the trip

[f] The qualifications and experience of the leader and the supporting adults (teachers and non-teachers)

[g] The code of conduct expected and the safety code

Letters to Parents/Guardians

The coordinator of any school visit, journey should ensure that a letter is sent to Parents/Guardians with comprehensive details including the following:

• The purpose and precise nature of the trip (including details of an activities).
• The cost of the journey, cancellation, insurance, pocket money and clothing.
• The mode of transport
• The date and times of departure and return of all residential journeys within
  the UK and abroad.
• The names of team leaders and other teachers and adults in the party.
• Telephone numbers: the school, emergency number: in the home locality and at the venue.
• Any hazardous activities
• Code of conduct setting out the standards of behaviour expected from the pupils in the party.
• The emergency procedure for contacting parents.

N.B Parents should be informed that any pupil who misbehaves on a school trip will be withdrawn and disciplinary measures will be taken up after the trip. Full school rules apply.

Parental Consent

Parental consent should be written and include reference to the pupil’s medical history where this is deemed to be relevant.

Forms for Visits:

• A form will be issued for all visits. Such a form will include
• Aims and objectives, e.g. places visited, days and times
• Name of leader, other teachers and other accompanying adults
• Numbers, ages and gender of the pupils
• Transport arrangements, if any
• Medical/first aid arrangements
• Safety arrangements and evaluation
• Any hazardous activities, e.g. skiing, water-skiing, mountaineering, etc
• Supervisor-pupil ratios in relation to any particular activity
• Financial arrangements with pupils and families regarding basic cost and any extras
• Financial arrangements within the school, e.g. regarding bank accounts, title and name of account holder, deposits (who holds these) and signatures on cheques
• Financial arrangements with travel agents or with individual contractors or suppliers
• Arrangements for consultation/information-sharing with parents and pupils
• Arrangements for letters to parents and parental consent
• Emergency contact arrangements
• Insurance cover arrangements
• Confirmation that the visit is registered with the LEA where relevant

For Residential Visits

·         Arrangements for letters of consent and indemnity forms, which should contain the parents’ written consent for the teacher to act in the place of parents to arrange any medical treatment required. These are required for any journey abroad and should be considered for some journeys in the UK where contact is difficult.

·         Checks that the hotel, hostel, camp, etc can accommodate the particular gender balance in its sleeping and sanitary arrangements.

·         Supervision arrangements overnight

• Confirmation that the emergency contact person has full itinerary and contact numbers, as well as contact numbers for each family involved.

Visits Abroad

• All the members have valid passports; either full, collective or visitors’ passports and that these have been applied for in good time (for a day trip to the Continent an excursion document would suffice)
• Visas, if appropriate, have been obtained
• Arrangements have been made to meet medical expenses both by appropriate insurance arrangements and by the Department of Health reciprocal arrangements scheme
• There is suitable medical preparation, e.g. vaccinations and immunizations, etc
• Appropriate foreign currency arrangements are in place
• All members of the party (pupils and adult) are aware of the current regulations of HM Customs
• The information briefing contains material about the cultural and social expectations of the country to be visited

Insurance

The coordinator/s should ensure that insurance cover is adequate. The small print of policies must be read carefully. All organisers should ensure they are covered for

• Public liability;
• Third party liability covering claims against the authority, school and its employees;
• Personal accident cover for leaders, voluntary helpers and party members, including compensation for accidental injury regardless of the cause;
• Medical treatment;
• Transport and passenger liability;
• High-risk activities (often omitted from policies);
• Damage or loss of personal or hired equipment;
• Programme as well as non-programmed activities
• Transport and accommodation expenses in case of an emergency;
• Compensation against cancellation or delay;
• Compensation for loss or damage of baggage and effects;
• Legal assistance in the recovery of claims;
• Failure or bankruptcy of the centre or travel company

Behaviour

Irresponsible behaviour can be a threat to the safety of the group, leaders and the public. Codes of conduct in relation to smoking, alcohol and behaviour between the sexes need to be clearly established and understood. Parents need to be made aware of the expected standards.

Resources

It would be invaluable if every group leader kept all relevant information on file in school after his trip e.g. places of interest, places to avoid, enjoyment level, interesting excursions, useful contact nos. etc.

Pupils with Special Educational Needs

It is vital that all co-coordinators are aware of any pupil’s special needs. Parents should be asked whether any medical points should be watched with individual children.

Handling Pupils Funds

CCMS guidelines for handling pupils’ funds should be strictly adhered to. In particular

• A careful record should be kept of money received and paid out
• There should be a recording system for instalment payments.
• All money collected should be placed in a special bank account.

The signature of the Principal and one other teacher should be required for payments from the account. All payments, including any refunds to parents. should be made by cheque. At the end of the trip the coordinator should complete a statement of account.

Notification to SMT

Notification in advance must be submitted to SMT. This should be a the end of the Financial Year (March) if the party intends travelling in the following year. This is especially important if a party is seeking grant aid.

N.B A portion of the school budget will be set aside for the financial aid of some trips. This will not be a large sum and will be granted to parties -depending on advanced notice and reasons for request.