Published on - 08-12-2016
This policy covers all offsite activities, and aims to ensure such activities enrich students’ learning, but without unduly disrupting the timetabled educational programme. It also aims to ensure that such activities are planned and led effectively and professionally. The health and safety of staff and students taking part in offsite activities is of the highest priority.
An offsite activity is any activity which takes students away from Brighton Hill Community School’s campus, either during or outside of the timing of the school day, which has been organised by a member of the teaching staff in his or her professional capacity.
Each offsite activity will have a designated Activity Leader, which shall hold qualified teacher status (QTS), and be present throughout the offsite activity. Newly qualified teachers (NQTs) and staff without QTS may not act as Activity Leader for offsite activities, but may accompany and supervise on offsite activities, if deemed suitable by the Headteacher.
Activity Leaders are responsible for the health and safety of students and staff taking part in offsite activities.
The lead manager for the application and monitoring of this policy is the Headteacher.
Please note that the requirements outlined below this paragraph do not cover sporting activities after school hours, which take place at away venues on days when students are attending school. In such cases, the Activity Leader will ensure that a Medical Information Form has been completed and submitted for each students taking part in the offsite activity. The Activity Leader will also ensure that written permission from a parent/carer has been received for each students taking part in the offsite activity. Please note that a telephone call or a text message does not satisfy this requirement.
The Activity Leader will apply to the Educational Visits Co-ordinator for permission for the offsite activity to go ahead. The Activity Leader will not make any arrangements with students, parents/carers or outside bodies until such permission has been given.
Offsite activities which result in substantial alteration to students’ normal timetable commitment, or require substantial cover, will be discussed by the senior leadership team before permission can be given.
The Educational Visits Co-ordinator will not give permission for an offsite activity to go ahead if:
If the Educational Visits Co-ordinator approves the offsite activity, the Activity Leader will complete Forms A to D and submit them to the Educational Visits Co-ordinator within ten working days.
The Activity Leader will read the Employer Guidance document found in the ‘resources’ section of Evolve. Please note that this should be read before each offsite activity is organised, as it is subject to change and revision.
The Activity Leader must enter details of the trip on Evolve, found online at www.hampshireoutdoors.com, including completion of the Risk Assessment found on the website.
Please note that the Activity Leader could expose himself or herself to personal liability if any of the procedures set out in the planning checklist are not followed correctly.
All Offsite Activities
Offsite activities will only be provided for students who are on roll at Brighton Hill Community School at the time the offsite visit takes place.
Former students who are over 18 years of age may travel with the group, but only if deemed suitable by the Educational Visits Co-ordinator and the Headteacher. Governors may form part of the staffing for an offsite activity, but must carry out their duties in full, and in line with the Activity Leader’s requirements. Spouses may form part of the staffing for an offsite activity, but must carry out their duties in full, and in line with the Activity Leader’s requirements. Parents/carers should not travel with the group, or form part of the staffing for an offsite activity, unless they are also employees of Brighton Hill Community School. Children of members of the staffing for an offsite activity may not travel with the group, or take part in the offsite activity, unless permission has been obtained from the Educational Visits Co-ordinator and the Headteacher, based on a specific risk assessment for those children.
The Activity Leader will ensure that a Medical Information Form has been completed and submitted for each students taking part in the offsite activity.
The Activity Leader will ensure that written permission from a parent/carer has been received for each students taking part in the offsite activity. Please note that a telephone call or a text message does not satisfy this requirement.
A minimum of two members of staff shall form the staffing of any offsite activity. For offsite activities taking place less than 60 miles from Brighton Hill Community School, a ratio of 1:20 staff/students shall apply. For all other activities, including residential offsite activities, a ratio of 1:12 staff/students shall apply.
If the offsite activity is taking place near open water, a member of staff with a current HIAS Outdoor Leader (Open Country) qualification must be present with students for the duration of the offsite activity that takes place near open water.
Residential Offsite Activities
Permission for a residential offsite activity will not be given until the accommodation and itinerary has been risk assessed by the Activity Leader and approved by the local authority (Hampshire County Council).
International residential offsite activities must be limited to 50 students.
Activity Leaders for residential offsite activities must satisfy themselves that the accommodation is appropriate for their group. The appropriate type of accommodation and supervision will vary according to the needs, age, gender and abilities of the group. Activity Leaders should not book accommodation on which they have not conducted a pre-visit inspection, in order to satisfy themselves of its suitability.
On pre-visit inspections, Activity Leaders must consider:
for all residential offsite activities, a Parents’ Information Evening must be held, in order to inform parents/carers of your findings on the pre-inspection visit, to outline the itinerary and offer parents/carers the opportunity to ask specific questions.
Activity Leaders must be able to state to parents/carers that a risk assessment has been completed and that the accommodation and proposed itinerary are acceptable, in their judgement, with respect to the health, welfare and safety of students.
Other Offsite Activities
It is possible that a member of staff is involved with out-of-school activities which include students from Brighton Hill Community School, but where this activity has nothing to do with the school. It is essential in such instances for the member of staff to seek permission from the Headteacher and, with agreement from the Headteacher, make it clear to parents/carers that he or she is not operating in his or her professional capacity as a member of staff at Brighton Hill Community School.
The Educational Visits Co-ordinator will ensure that training and guidance is offered to staff involved in organising offsite activities.
The Educational Visits Co-ordinator will ensure that, in the case of each offsite activity, the Activity Leader has conformed to all the procedures set out in the school’s offsite activities flowchart (attached).
Last ratified: April 2016
Next review date: April 2018
Summary of Process
Talk to Liam Lyons about the possible offsite activity you would like to run.
Go to T-drive, school/educational visits to access guidance documents, Forms A, B, C and D and Cover Request Form.
16 weeks prior to visit – Forms A and B should be completed and a hard copy sent to Liam.
If Liam authorises you to proceed with planning the visit, you will receive an email from Sue Grayson to that effect.
If authorisation is given, complete and send budget details on Form C to Salli Chandler, Staffing and Business Leader, for approval. Complete risk assessment (on Form D and begin completing details of the offsite activity on Evolve.
Remember to complete the Risk Assessment and Itinerary electronically as they will need attaching to the online document.
Once details have been entered on Evolve (no later than 8 weeks before) and the risk assessment, trip itinerary and any other relevant information, including letters to parents/carers, are attached:
Submit application for offsite activity on Evolve.
All letters must be approved by a member of the senior leadership team prior to processing. Letters should not be sent out until final approval for the trip has given.
If approved, you will also need to complete a Cover Request Form, to be forwarded to Michelle Thompson, for each member of staff.
Sue will then check the details recorded on Evolve and submit it to Liam for final approval.
You will receive emails from Evolve alerting you when the offsite activity status has changed or notes have been added.
Any questions please see Liam or Sue!