Educational Trips and Visits Policy Policy Responsibility: VP [School Organisation & Staff Development Date Ratified: June 2026 Ratified by: Board of Governors 1 METHODIST COLLEGE BELFAST
Next Reviewed Date: June 2027
Contents Contents .....................................................................................................................................2 1. Introduction ...........................................................................................................................3 2. Planning..................................................................................................................................8 3.
During the visit or activity ................................................................................................18
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Returning to school ..........................................................................................................18
5.
General .............................................................................................................................18
1. Introduction 1a. Rationale of policy In Methodist College, we recognise the value and considerable benefit that young people derive from taking part in educational visits which allow them to develop a wide range of valuable personal and social skills. They have opportunities to participate in activities and gain from experiences not available in the normal classroom setting. Schools however have a legal requirement and a duty of care to ensure that all pupils receive the highest standards of safety on educational visits. The Health and Safety at Work (NI) Order 1978 has placed upon us a duty to ensure that we have adequate arrangements to protect the Health and Safety of all those participating on educational visits. This entails a process of risk assessment. The Children (NI) Order 1995 must be borne in mind when undertaking an educational visit especially where it includes a residential element. This policy will be reviewd every year by the Board of Governors. The policy will be kept under review by senior members of staff who will keep Governors informed of any difficulties if they arise. It is essential that any member of staff who wishes to organise an educational visit must ensure that all necessary documentation including risk assessment appropriate to the category of educational visits is completed and approved prior to the visit. The roles and responsibilities of the Group Leader [GL] and assistants/volunteers must be clearly identified and understood, and a code of conduct agreed which provides an effective basis upon which to ensure the achievement of a safe and successful outcome. Any member of staff organising a trip or visit must ensure that he/she/they is fully aware of the detailed procedures as outlined in the Risk Assessment procedure and the overall Educational Visits Policy. 1b. Purpose of policy This policy also serves as a guide for those organising school trips [residential and day trips]. The objectives of the policy are: • • • •
To ensure that visits are well planned and significant risks are identified and managed. To have contingency plans in place for changes in circumstances during a visit that are reasonably foreseeable. That those in charge of visits have the necessary competence to manage situations appropriately. To ensure that the highest standards of care and attention are given to ensuring the safety and wellbeing of pupils and staff.
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1c. Definition of school trips The term ‘Educational Visits’ refers to: ‘all academic, sporting, cultural, creative and personal development activities, which take place away from the young persons’ school, and make a significant contribution to learning and development of those participating’. Trips and visits include the following (non-exhaustive list): • • • • • • •
day trips to; historic sites, museums, galleries, natural features, farms, drama productions, exhibitions, performances language exchanges abroad field trips, e.g. geography, history, art, history residential trips choir concerts/sporting tours sports teams and ski trips Duke of Edinburgh Award programme
1d. Categories of school visits/trips
Category 1 Visits which take place on a regular basis (non-hazardous) and occur largely within establishment hours eg sporting fixtures, swimming pool visits and outings. Category 2 One-off day/evening excursions (non-hazardous) eg field study trips, theatre visits, business/ education visits and regional sporting fixtures. Category 3 Residential visits of one or more nights within the UK or Ireland (non-hazardous) eg visits to residential centres, field centres and school exchanges. Category 4 Residential visits outside the UK or Ireland (non-hazardous) eg international exchange visits, sporting events, cultural activities and international community work.
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Category 5 Hazardous Activities – residential and non-residential as exemplified below:
Angling
Horse riding
Stand-up paddle boarding
Bouldering/Gorge walking
Kayaking
Sub-aqua
Caving and potholing
Open canoeing
Surfing
Coasteering
Orienteering
Swimming in open water
Cycling/mountain biking
Rafting
Water-skiing
Dingy sailing
Rock climbing/abseiling
Windsurfing
Fieldwork
Rowing
Hill walking
Skiing/Snowboarding
1e. Purpose of school trips [Opportunity/Diversity/Excellence and CREST] ‘Opportunity’, one of the key values of the College, can be found through exploring the world outside of the classroom. Learning outside the classroom environment is therefore an essential part of Methodist College life. Trips enhance the experience of learning for students, develop their understanding of the world around them and allow for a deeper understanding of the curriculum offered at Methodist College.
1f. Roles and responsibilities 1f.i. Vice Principal [School Organisation and Staff Development] The VP [School Organisation and Staff Development]] will: • • • • •
Support the Principal and SLT in the approval of trips and visits. Support the Group Leader with the planning and organisation of trips and visits. Keep relevant records, including details of accidents and incidents. Provide training for new staff as part of their induction. Provide staff training at the start of each academic year.
1f.ii. Group Leader The Group Leader [GL] will be responsible for: METHODIST COLLEGE BELFAST
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• • • • • • • • •
Obtaining permission for the trip and activities within. Planning the trip [all relevant information must be held securely in line with the school Data Protection Policy] Communicating effectively with all stakeholders [parents, pupils, external agencies and SLT]. Organising a parent / carer meeting ahead of the trip. Running / reviewing the trip. The safety and wellbeing of pupils attending the trip or visit. Acting in “loco parentis” – meaning they have a duty under common law to take care of pupils in the same way that a prudent parent would do. Staff able to administer First Aid are identified. Trips will have a designated Assistant Group Leader [AGL].
1f.iii. Staff The staff accompanying the GL on the trip will be responsible for: • • • •
Following the direction and guidance of the GL and school policies. Ensuring the safety and wellbeing of pupils attending the trip or visit. Acting in “loco parentis” – meaning they have a duty under common law to take care of pupils in the same way that a prudent parent would do. Classroom Assistants may be needed to go on a trip if they are linked to a pupil but subject to staffing availability and through consultation with HOPC/LSC/GL and parents/carers.
1f.iv. Volunteers It may be necessary to involve persons other than current staff members as volunteer supervisors, for example, retired staff or parents who could provide medical expertise. These adults can play a very valuable part in ensuring the safety of group participants while on a visit. However, prior to any visit they should be clear about their role and responsibilities during the visit. Appropriate police checks should be carried out in line with the school’s Child Protection Policy. Volunteer supervisors should:
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Have an enhanced check [AccessNI] completed before attending the trip with the College covering the associated costs.
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Not be left in sole charge of group members except where it has been previously agreed as part of the risk assessment. METHODIST COLLEGE BELFAST
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Follow the instructions of the GL and other accompanying staff and help with control and discipline.
1g. Selection of accompanying staff/adults For trips that do not require subject specialism or competence in a particular language, there should be the opportunity given to all staff to express their interest in attending. This could be done through email, staff briefing or a message in Methody Matters, asking staff if they would like to be considered for a trip. Staff will express an interest by emailing the VP [School Organisation and Staff Development]] directly with SLT deciding on the final make up of staff for a given trip. Factors such as related experience, expertise, pupil gender ratios, cover implications and school diary will be taken into account when selecting staff with random selection if needed. For any school trip, family members [not part of the school] will not be permitted to travel unless exceptional circumstances allow in line with Child Protection procedures. When related staff and pupils are part of a trip, the staff member must complete a Conflict of Interests form ahead of departure.
1h. Personal liability The school as employer of the GL will support them in the unlikely event of an accident occurring provided they have exercised reasonable care and followed school guidelines. 1i. Insurance The GL should check with the Bursar when planning trips relating to hazardous / adventurous activities for the applicability of insurance and arrange for an extension where required. The GL should ensure that they have a copy of the school travel insurance with them on the trip. Travel involving staff using their own cars should be avoided for legal and safeguarding reasons.
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2. Planning
2a. Planning requirements Category 1 If you have responsibility for a sports team, you will need to contact parents/carers at the start of each academic year to confirm signed documentation [MS Forms] of: 1. Code of Conduct [Team specific] 2. Medical Information/consent This will need updated as pupils are added to teams throughout the year.
Category 2 If you are planning a Day Trip, you need: 1. Request to organise a Visit or Field Trip
MCB Proposal [Day]
2. Information/Consent/Medical
MCB Consent [MS Forms - Day]
3. Code of Conduct
MCB Code of Conduct [Day]
4. Risk Assessment
MCB Risk Assessment [Day]
Category 3/4 If you are planning a Residential, you need: 1. Request to organise a Visit or Trip
MCB Proposal [Residential]
2. Information/Consent/Medical/Passport
MCB Consent [MS Forms –
Residential]
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3. Code of Conduct
MCB Code of Conduct [Residential]
4. Risk Assessment
MCB Risk Assessment [Residential]
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Category 5 Any hazardous activities must be included in MCB [Proposal documents] and reflected in MCB [COC/RA].
2b. Submitting initial proposal An initial proposal for either a residential or day visit must be made well in advance, via proforma proposal document, to VP [School Organisation and Staff Development]. This proposal should include: • • • • • • •
Nature of trip/visit Dates Year group(s) Pupil numbers Staffing Approximate costing Itinerary outline
2c. Key considerations 2c.i. Staff/Pupil ratio It is important to have a high enough ratio of adult supervisors to pupils for any visit. The factors to take into consideration include: •
Age and ability of group.
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Pupils with special educational or medical needs.
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Nature of activities.
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Experience of adults in off-site supervision.
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Duration and nature of the journey.
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Type of any accommodation.
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Competence of staff, both on general and on specific activities [eg: skiing].
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Requirements of the organisation/location to be visited. METHODIST COLLEGE BELFAST
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Competence and behaviour of pupils.
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First aid capabilities/cover.
Staffing ratios for visits are difficult to prescribe as they will vary according to the activity, age, group, location, and the efficient use of resources. A general guide for visits is included below: Age Group (Years)
Age
Ratios
11/16
1 adult for up to a maximum of 12 young people
16+
1 adult for up to a maximum of 15 young people
Key Stages 3 and 4 POSTForms 1-5 PRIMARY Post-16 Forms L6/U6
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•
GL should assess the risks and consider an appropriate safe supervision level for their group. Where needed, speak to VP [School Organisation and Staff Development] and they will be able to advise you in your specific circumstances. GL is included within calculated staff to pupil ratio. There should be enough staff to cope effectively with an emergency.
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2c.ii. Risk assessment Staff will use the EA template for all visits and trips. GLs will have access to examples of MCB risk assessments and how this relates to the visit trip or activity they are planning. The risk assessment should cover at least the following: • • • • • •
identifying potential hazards of the location being visited listing the groups of people that are at risk from significant hazards listing control measures that are in place allowance for hazards which may not yet be fully understood due to lack of information monitoring hazards during the visit identifying particular students that may require extra consideration when assessing risk and an individual risk assessment
The GL should ask for copies of risk assessments at the planning stage from professionally operated licensed activity centres and tour operators. These will form part of the overall school risk assessment. Risk assessments from previous visits can be used as a starting point for a revised assessment, but they must never be adopted without checking for changes which may have occurred. A formal assessment of the risks that might be met on a visit should have the aim of preventing the risks or reducing them. Pupils must not be placed in situations which expose them to an unacceptable level of risk. Safety must always be the prime consideration. If the risks cannot be contained, then the visit must not take place. The risk assessment should be based on the following considerations: • • • • •
what are the hazards? who might be affected by them? what safety measures need to be in place to reduce risks to an acceptable level? can the GL put the safety measures in place? what steps will be taken in an emergency?
The person carrying out the risk assessment should record it and give copies to all teachers/supervisors at the pre-trip meeting. The VP [Staff and School Development] should also be given a copy so that approval, as necessary, can be given with a clear understanding that effective planning has taken place. Risk assessments for individual students may also be required in consultation with Pastoral Staff. Emergency contacts for the Principal, VP [School Organisation and Staff Development] and Bursar must be in possession of the GL and referenced in the risk assessment. METHODIST COLLEGE BELFAST 11
2c.iii. EA [Manual for Principals and Governors]
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2c.iv Student selection Students may be selected by interview or random selection where there is oversubscription. The method of selection should be communicated to parents in the initial communication. A waiting list of ordered pupils will be accessed in the event of pupils already accepted then withdrawing. Once a proposed list of students is created, this will be looked at by the Head of Pastoral Care and the relevant Deputy Head of Pastoral Care and guidance will be passed on in terms of specific needs including the need for individual pupil risk assessments. This may also require a Classroom Assistant to travel with a student. The purpose of this is to identify what additional measures may have to be put in place for those with specific needs. After carrying out a behavioural risk assessment, the school has the right to refuse any pupil from participating in the visit, whose involvement may be a danger to him/herself or to the group.
The Principal reserves the right to decide if a pupil should be allowed to travel if they have a poor disciplinary record [at the Principal’s discretion] or have behaved inappropriately on a previous trip. GL should be aware of any passport issues when flying out from Dublin Airport [EU]. Parents have the responsibility for accessing the necessary visa(s), having checked with authorities in the country/countries of travel/destination.
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2d. Checklist Checklist [Category 2 – Day Trip] Proposal to VP [School Organisation and Staff Development] outlining trip/visit on proforma GL/AGL provided with Educational Trips and Visits Policy GL to meet with VP [School Organisation and Staff Development] – key points of policy discussed GL sends out key information/consent to parents Initial pupil lists reviewed by SLT/HOPC/DHPC/LSC with actions identified SLT confirm pupils and staffing [sign off] GL collates all pupil data [consent/contacts/medical/dietary via MS Forms] Detailed itinerary produced by GL [single day] Detailed risk assessment produced by GL and VP [School Organisation and Staff Development] Code of Conduct signed by students and parents/carers GL provides VP [School Organisation and Staff Development] with [paper/electronic] information SLT sign-off trip [1 week ahead of departure date] Pupil names forwarded to Rolls and Records to highlight those out of class and those not going Complete evaluation
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Checklist [Categories 3 and 4 – Residential] Proposal to VP [School Organisation and Staff Development] outlining trip/visit on proforma GL/AGL provided with Educational Trips and Visits Policy GL to meet with VP [School Organisation and Staff Development] – key points of policy discussed GL to meet with Bursar to confirm initial costings for the trip/payment plans (10% add on) GL sends out initial offer to parents including key information/costs Initial pupil lists reviewed by SLT/HOPC/DHPC/LSC with actions identified SLT confirm pupils and staffing [sign off] GL collates all pupil data [consent/contacts/medical/dietary/passport via MS Forms] Detailed itinerary produced by GL [in conjunction with tour operator where appliable] Detailed risk assessment produced by GL and VP [School Organisation and Staff Development] GL reviews payments and informs any parents who are behind schedule GL organises the Parent Information Evening [approx. 2 months before trip] Code of Conduct signed by students and parents/carers at Information Evening GL provides VP [School Organisation and Staff Development] with travel pack [paper/electronic] SLT sign-off trip [2 weeks ahead of departure date]. Pupil names forwarded to Rolls and Records to highlight those out of class and those not going JLE/VP to meet with all staff 1 week before departure [standards/RA] Evaluation/Finance meetings within 2 weeks of return
2e. Finance GL must meet all obligations in terms of: • •
Meeting with Bursar to set out plans/costings. Where applicable, set up payment plan with Lynne Nesbitt.
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• • • • • •
Initial check of non-payment of school fees. Information then sent out to contacts of confirmed list of pupils. Monitoring payments. Final payments confirmed with reminder to those still outstanding. Pupils will only travel if full payment has been received. Deposits are non-refundable.
2f. Working with external agencies Using a tour operator Before using a tour operator group, leaders should ensure it is reputable. Ascertaining this should form part of the risk assessment. The Civil Aviation Authority licenses travel organisers and tour operators selling air seats or packages with an air transport element (Air Travel Organisers Licence or ATOL). The licence is a legal requirement and provides security against a licence holder going out of business. A travel agent does not need to be an ATOL holder if acting only as an agent of an ATOL holder. But if so the Group leader (GL) must check whether or not the whole package being supplied is covered by the ATOL. If it is not, the organiser must show evidence of other forms of security to provide for the refund of advance payments and the costs of repatriation in the event of insolvency.
2g. Exchange Visits Exchange visits The success of an exchange visit largely depends on good relationships and communications with the partner school. Individual school exchanges differ from other visits abroad in that pupils will spend most of their time with host families and are, therefore, not always under the direct supervision of school staff. Host families will not be subject to English law. Pupils must be aware of the ground rules agreed between the GL and the host family. Many of the considerations which apply to residential and day trips also apply here. In addition, the following should be ensured by the GL : • • • •
a good personal knowledge of the host school and counterpart; satisfactory ‘pairing’ arrangements. The partner school should tell the host families of any special, medical or dietary needs of their guests, age, and gender; parents, pupils and the host school should be clear about the arrangements for collecting and distribution of pupils to families, and for transporting pupils throughout the visit; the VP [School Organisation and Staff Development] should retain a list of all the children involved and their family names and addresses;
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parents should be made aware that their children living with host families will not always be under direct teacher-supervision.
Vetting of host families Exchange or home stay visits can be arranged through agencies, in which the agency should have some responsibility for vetting the host families. GL making their own arrangements need to be clear about procedures in the relevant country for vetting the suitability of host families including criminal background checks insofar as these are available. If the host school or the PSNI does not have appropriate measures in place for carrying out checks to ensure the health, safety and welfare of exchange or home stay pupils, the Group leader (GL) should seek further assurances and/or reconsider whether the visit should take place. The VP [School Organisation and Staff Development] should be consulted throughout this process.
3. During the visit or activity 4. Returning to school 5. General
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