BOROUGH OF POOLE

REPORT TO LEARNING OVERVIEW GROUP

2nd DECEMBER 2003

YOUTH SERVICE OFFSITE ACTIVITIES POLICY DOCUMENT

  1. PURPOSE AND POLICY CONTEXT

1.1

To revise and update existing offsite activities guidelines to conform with current DfES recommendations.

1.2

The offsite activities policy document is to ensure that all staff follow clear policies and procedures that are there to protect them and the young people.

2 DECISION REQUIRED

2.1

Learning Overview Group to recommend to Cabinet to adopt the Youth Service Offsite Activities Policy Document and agree to its implementation.

3. INFORMATION/BACKGROUND

3.1

The Youth Service plans and delivers a wide range of offsite activities i.e activities that do not take place at a youth club or centre. These activities involve residentials, day trips and adventurous activities.

3.2

The revised policy document has taken into account the latest recommendations and good practice guidance from DfES. (See appendix 14)

Peter Read

Head of Youth Services

01202 262281

Contact Officer: Colin Dutfield, Senior Youth Worker (H&S)

01202 262281

Borough of Poole

Youth Service

Offsite Activities

Policy

CONTENTS / Page No:
1.Educational Visits
1.1 Introduction
1.2 Areas of responsibility
Management Committee, Head of Service/YouthOfficer, Senior Youth Worker (H&S), SYW’s/KW’s, Group Leaders, Staff, Contractors/Providers
1.3 Ratio of supervision
1.4 Information to parents
1.5 Appropriate behaviour / code of conduct
1.6 Means of travel
1.7 Young People with special educational and medical needs
1.8 Medical examinations
1.9 Serious accidents
1.10 Insurance arrangements
1.11 Action in emergency
2.Non-Residential Visits:
2.1 Planning for safety
2.2 Preparation
2.3Field studies
2.4Coastal visits
2.5Quarry visits
2.6 Farm visits
2.7 Woodland visits
2.8 Open areas
2.9 Urban areas
2.10 Industrial sites
2.11 Fieldwork afloat
2.12 Freshwater
2.13Seashore, estuarine, wetland
3.Residential Visits in UK:
3.1 Introduction
3.2 Accommodation
3.3 Information to parents
3.4Preparation
4. Visits Abroad
4.1Accommodation
4.2Reporting of offences
4.3Preparation
5.Outdoor Adventurous Activities
5.1Safety in Adventurous Activities
5.2The Activity Centres (Young Persons’ Safety) Act 1995
5.3 Self-reliant Groups in the Outdoors
5.4Water sports
5.4.1Canoeing & Kayaking
5.4.2Powerboats
5.4.3Sailing
5.4.4Windsurfing
5.4.5Bathing
5.5Caving
5.6Climbing
5.6.1Artificial rock walls and towers
5.6.2Rock and crag
5.6.3Sea level traversing
5.6.4Initiative courses and low ropes courses
5.6.5Ropes courses (high)
5.6.6Cow’s tail course
5.7Trekking
5.7.1Moorland, fell and mountain walking
5.7.2Cycling
5.7.3Orienteering
5.7.4Camping
6. Skiing Courses
6.1 Introduction
6.2 Recommended staffing ratios
6.3 Selecting a tour operator
6.4 Activity Leader Competence (Alpine)
6.5 Artificial slopes
6.6 Snow boarding
7.Swimming
7.1 Swimming checklist
7.2 Staffing
7.3 Safe Supervision
7.4 Advice to Teachers and Coaches
8.Appendices
App 1: Parental Consent Form
App 2: Risk Assessment Record (Example)
App 3: Risk Assessment Record (Blank)
App 4: Off-Site Activity Considerations
App 5: Medical Questionnaire
App 6: Form RV 1 - Approval for Residential Visit
App 7: Form DV1 – Approval for Non Residential Visit
App 8: Form AA1 – Adventurous Activity Notification
App 9: Form EC1 - Emergency Contact Sheet
App 10: Serious Accidents - Action
App 11: Visit Evaluation
App 12: Young Person Visit Evaluation
App 13: Procedure Checklists :
Trips Abroad,
Sports Event, Day Trip
Residential Ski Courses Abroad
Planning the Visit
App 14: Useful References
App 15: Contacts – Poole

1

EDUCATIONAL VISITS

1.1Introduction
An educational visit must have significant learning outcomes and be suitable for young peoples age group, abilities and aptitudes. It is essential that:

  • the visit has a clear educational aim and value
  • appropriate preparations have been made
  • follow up action is taken to review and reinforce learning
  • provision is made for an acknowledgement of the participants’ achievement

e.g. certificate

1.2 Areas of Responsibility

Management Committee (where appropriate)

The Management Committee must be consulted before offsite activities are carried out by a unit and ensure that:

  • a residential and/or adventurous activity/visit has a specific and stated objective before it is approved. They should challenge the nature of the venture when objectives are not clear or where the means to meet them do not appear to be realistic.
  • that risk assessments have been undertaken; safety measures outlined; staff training, in particular that of the Education Visits Co-ordinator (EVC), have been addressed and financial safeguards, including insurance, are in place in relation to external providers.
  • Youth Workers reports to Management Committee refer to offsite activities.

Head of Youth Service/Youth Officer

  • The Head of Youth Service/Youth Officer must approve all Offsite Activities.

Forms RV1/ DV1/AA1 and EC1 to be completed as appropriate.

  • The Head of Youth Service/Youth Officer must ensure that the worker in charge of any Offsite Activity has read and understands the Offsite Activities Policy and has the relevant experience to carry out his/her duties.

Senior Youth Worker (Health & Safety)

  • The Senior Youth Worker (H&S) must be consulted before any offsite visit is organised and subsequently kept informed of arrangements.
  • The Senior Youth Worker (H&S) must ensure that the leader of any offsite party has:
  • good leadership qualities;
  • read and understood the Youth Service’s “Offsite Activities Policy” and the DFES Guidelines document “Health and Safety of Pupils on Educational Visits”, “Guidance for Group Leaders” and associated supplements and supporting circulars produced by the LEAs.
  • relevant experience.
  • undertaken risk assessments
  • attended the OCR certificate in Offsite Safety Management training course or have been briefed by a member of staff who has.
  • It is also good practice for Senior Youth Worker (H&S) to :
  • Ensure that the appropriate Youth Service forms are completed.
  • Ensure that arrangements are in place for the Management Committee to be made aware of visits so that questions can be asked as necessary.
  • Ensure that arrangements are in place for the educational objectives of a visit to be inclusive, to be stated in the pre-visit documentation, and to be known to all relevant parties.
  • Be aware of the need to obtain best value. Appropriate consideration must be given to financial management, choice of contractors, and contractual relationships.
  • Ensure that visits are evaluated to inform the operation of future visits and additional staff training where necessary.
  • Check that the Worker in Charge, if not heading up the activity themselves has designated an appropriately competent leader who will meet the Youth Service’s criteria
  • For less routine activities, the Senior Youth Worker (H&S) will need to ensure that the Worker in Charge can obtain advice from an appropriate technical adviser as necessary.
  • Make time available for the Worker in Charge to arrange for the induction and training of staff and volunteers and ensure that staff receive the induction and training that they need before a visit.
  • Determine what level of resources are needed to meet identified training needs, including exploratory visits and attendance at courses arranged or held by the LEA../Youth Service
  • Ensure that Workers in Charge have complied with their roles and responsibilities.
  • Ensure that serious incidents, accidents and near-accidents are reported and investigated.
  • Ensure all staff are made aware of and understand Youth Service guidance on emergency planning and procedures. Training and briefing sessions must be provided for all staff.
  • Ensure that the centre/project has emergency procedures in place in case of a major incident on an offsite activity. These should be discussed and reviewed by staff. Ensure that young people, parents, group supervisors and others are given written details of these procedures.
  • Ensure that a base contact is available at all times during the trip and has authority to make significant decisions and implement the emergency procedure.
  • Establish a procedure to ensure that parents are informed quickly about incident details through the base contact, rather than via the media or young people.
  • There is a “Plan B” in case of emergency.

Senior Youth Workers(SYW) / Keyworkers (KYW)

The functions of the SYW/KYW are to :

  • Liase with Line Manager/SYW(H&S) to ensure that Offsite Activities visits meet the Youth Service’s requirements, including those of risk assessment.
  • Support the Head of Service/Youth Officer and Management Committee (where appropriate) with approval and other decisions.
  • Assign competent people to lead or otherwise supervise a visit.
  • Assess the competence of leaders and other adults proposed for a visit. This will commonly be done with reference to accreditations from an awarding body. It may include practical observation or verification of experience.
  • Organise the training of leaders and other adults taking young people on a specific activity.
  • Make sure that Criminal Records Bureau disclosures are in place as necessary.
  • Work with the group leader to obtain the consent of parents and to provide full details of the visit beforehand so that parents can consent on a fully informed basis.
  • Organise the emergency arrangements and ensure there is an emergency contact for each Offsite Activity.
  • Keep records of individual visits including reports of accidents and “near misses”.
  • Review systems and, on occasion, monitor practice.

Group Leader

  • The group leader must have clear aims and objectives as to the purpose of the visit and have identified and agreed clear learning outcomes. These must be approved by the Head of Service/Youth Officer, Management Committee (where appropriate), Senior Youth Worker/Keyworker.
  • The group leader and other staff have ultimate responsibility in loco parentis for young people at ALL times, even when the group is under instruction by a member of centre/provider staff or host family. Everyone, including young people, must have a clear understanding of their roles and responsibilities, and clear handover and handback procedures should be in place.

The group leader, who will have been approved by the Line Manager, must ensure the following :

  • The visit leader has attended the OCR Certificate in Offsite Safety Management training course or has been briefed by a member of staff who has.
  • An exploratory visit is made by the group leader to inform risk assessment and safety management procedures, and during which the qualifications of activity providers are checked.
  • Risk assessments have been undertaken and are ongoing throughout the duration of the visit and referred to in the post visit evaluation.
  • All party members follow the guidelines incorporated in this document.
  • Roles and responsibilities have been defined.
  • Checked the insurance cover and details.
  • Provided information to the parents which includes aims and objectives of the activity; appropriate insurance details; information on cost, transport and kit required.
  • Parents have completed a medical questionnaire (see Appendix 5) and that all staff on the visit are provided with appropriate medical information on young people taking part in the activity and medication required e.g. epilepsy, diabetes, allergies, asthma and anaphylactic shocks.
  • To ensure there is a qualified first aider.
  • Ensure sufficient staffing.
  • Ensure all helpers have been checked and on residential visits have been cleared by the Criminal Records Bureau (CRB).
  • Ensure there are emergency procedures in place and everyone knows about them and understands what to do.
  • Agree a behaviour management policy / code of conduct with providers, ensuring everyone knows and understands it.
  • Develop a policy for “downtime”, essentially that there is no unsupervised time.
  • The group are familiarized on arrival with the layout of the premises including any residential facilities, location of fire alarms, escape routes and evacuation points relating to the rooms in use.
  • Follow appropriate codes of conduct or local byelaws.
  • Obtain necessary access permissions.
  • After the visit they must complete a post-visit evaluation.

Staff

It is a requirement that at least one member of staff in a youth centre/project has attended an offsite leadership course and is either leading the Offsite Activity or has ensured the accompanying staff have received the necessary training and advice to ensure that they are suitably informed.

There must be at least one member of staff on the visit who has an appropriate First Aid certificate as approved by the Health & Safety Executive. They must also have current information on:

  • epilepsy
  • diabetes
  • asthma
  • allergies
  • any other medical conditions appropriate to the party
  • any special needs (educational, behavioural and physical) within the party.

The group leader must ensure the following: -

  • parents have completed a medical questionnaire (see Appendix 5), and that all staff on the visit are provided with appropriate medical information on young people taking part in the visit. In particular they should be aware of:
    - Tetanus
    - Weils disease
    - Lyme disease
    and take appropriate precautions e.g. covering abrasions, cuts and scratches, showering after activities, cleaning hands before eating.
  • accompanying adults have the following information/documentation and copy of this document:-

a)a group list

b)which vehicle they are travelling in

c)base contact person who can be contacted in an emergency

d)copy of current emergency contact list and action plan.

  • there is a person/persons who can be available at base throughout the duration of the visit who can be contacted. Telephone numbers and times when this person can be contacted should be clearly set out.

The group leader and other staff have ultimate responsibility for young people at all times, even when the group is under instruction by a member of centre / provider staff. Everyone, including young people must have a clear understanding of their roles and responsibilities.

Contractors/Providers

Contractors may be tour operators, expedition providers, Field Studies / Outdoor Education Centres, farms, museums, etc.

  • The contractor should provide the appropriate information as determined by the Senior Youth Worker/Keyworker and/or Group Leader.
  • The contractor is responsible for assessing the risks for activities provided.
  • Any group organizing an expedition is encouraged to seek advice of the National Geographic Society National Expedition Advisory Service before agreeing to use a provider.
  • A checklist for pre-visits to ascertain the suitability of a provider is included in the new Field Studies Centres Best Practice Guidance (see Appendix 15 for contact details).

1.3 Ratio of Supervision

The ratios indicated below are subject to risk assessments. For some visits, young people group ratios may need to be higher.

Day Visits:

Recommended Ratio:

Year 7 plus15 to 18 young people to 1 adult

NB: There must be a minimum of 2 adults with any group.

Residential Visits:

Under 16 years10 young people to 1 adult.

Minimum of 2 adults for all groups.

16 to 18 years5 young people to 1 adult.

Minimum of 2 adults for all groups.

NB: Outdoor Adventurous Activities have specified ratios – see Part 5.

1.4 Information to Parents
Parents must be kept informed of all offsite visits. See Appendix 1 for proforma parental consent form.
For regular routine visits, parents can be informed at the beginning of the term that their child will be involved in these activities.
Parental consent must be obtained. Parents must have details of the activity before they can be asked for their consent. Over 18s must be informed of all the details of the proposed visit/trip before their consent is given. For residential or major visits it is advisable to hold a parents’ information evening before asking parents to complete the consent form. The minimum information required by parents is in the checklist below:

  • dates of visit
  • departure and return times
  • method of travel
  • destination address and telephone number (plus, if different, a telephone number for emergencies)
  • name of travel company (if appropriate)
  • name of leader and accompanying staff and adults
  • aims of visits
  • activities outlined
  • details of any hazardous activity
  • cost and method of payment
  • arrangements for cancellation
  • pocket money arrangements
  • insurance information
  • kit list including prohibited items
  • code of conduct
  • supervision details
  • vaccination requirements for visits abroad
  • parents should be informed that they should consult their child’s doctor if their child feels unwell after returning from an outdoor visit, particularly if he/she has flu-like symptoms.

1.5 Appropriate Behaviour/Code of Conduct

For Staff

When going off site staff may well find themselves in situations, such as those set out below, which may cause their intentions or actions to be misinterpreted. They should try to anticipate and avoid such situations wherever possible. Situations might include:

First Aid

Try to make sure that you are never alone with a young person. If clothing has to be removed, try to ensure that an adult of the same sex as the young person is present.

Activity

If you have to hold or have physical contact with a young person for safety reasons, be open and clear about it and explain clearly, in advance, what you are going to do. You should not be alone. If the physical contact was different to that which was explained in advance, for example because of an emergency, then simply explain why it was different.

Swimming

Only supervise young people in changing rooms who are of the same sex as you. If this is not possible for primary aged children then males should never supervise females.

Residential

Ensure that there are two adults on duty in sleeping areas. There should be one adult of each sex on duty where mixed groups are involved.

Dropping off Young People at their Homes

Try to avoid being left in the vehicle with one young person.

Misinterpretation

If you have to act in such a way that you realise that your actions may be open to misinterpretation then report it to your Worker in Charge and Line Manager as soon as possible.

For Young People and Staff

Establish a set of ground rules for young people and staff, which apply AT ALL TIMES, not just during activities.

1.6 Means of Travel
Crossing the Road

  • Choose a safe crossing point where approaching traffic can be seen in both directions, e.g., minimum distance 100 metres away.
  • Gather the group at least one metre away from the kerb or road edge.
  • Line up the group parallel with the kerb.
  • Only involve numbers that can be easily controlled.
  • Have the party leader at the end of the line nearest approaching traffic
  • On roads with no pavement groups should walk facing the traffic. Leaders should try to wear fluorescent clothing in daylight and reflective clothing in darkness.
  • The group should approach the road on command when the way is clear . The group should only take the same time crossing the road as an individual, e.g., try to avoid crossing in crocodile unless at a traffic controlled point, e.g. pedestrian crossing, etc.
  • Unless it is a very small group, there must always be two adults so that there will always be an adult with the groups on either side of the road.

Minibus Travel