Health & Safety at School : School Trips: Part 1

Out and About
This guide will enable you to further understand your legal obligations and responsibilities in connection with school visits and trips. It will help you to manage and control the health and safety risks associated with taking pupils out of school. Part 1 covers the purpose and types of school trip; legal responsibilities; staff:pupil ratios; planning and insurance.

As with all RoSPA guidance, this should be used in conjunction with LEA and other regulations, union documents and any other specialised advice from professional bodies.

Taking groups of pupils out of school is one of the most potentially hazardous things that any teacher may be called upon to do. All schools have a responsibility to produce guidelines on the procedures for trips, transport and outside activities relating to the age and stage of development of the pupils.

Consider travel and out of school arrangements as part of your whole school approach to health and safety so that you can do the following:

understand the importance of carrying out risk assessment for all school trips and outings
provide the best off-site protection for staff and pupils
ensure that identified procedures are correctly followed
provide parents with reassurance that one of the prime interests of the school is for the health and safety of the pupils
cover yourself legally and enable your school to consider legal requirements in relation to best practice
ensure successful, enjoyable and stress-free trips and activities
ensure high standard/high quality visits
ensure your school has clear aims and objectives in relation to the trip or activity
ensure adequate preparation
identify the relationship of trips and other outside activities to the curriculum
clarify procedures and lines of responsibility
consider arrangements for children travelling safely to and from school
include safety education as part of the curriculum
identify the additional training needs of staff
identify resource needs
enable all costs to be evaluated and taken into account.

The purpose of school trips

to stimulate the mental, spiritual and physical development of the child;
to enable the child to spend time intelligently and happily, sharing experiences with others;
to enable the child to acquire resourcefulness, initiative and self-reliance;
to enable the child to cultivate good fellowship and unselfishness;
to fulfil requirements of the National (and other) Curriculum orders.

School trips and visits make pleasant changes to classroom-based activities and stimulate the development of the whole child.

Types of school trip

short visit close to school (library, local factory, field study);
visiting place of educational interest some distance from school (farm, museum, sites of historical or geographical interest);
visits to other schools (for sports or drama events; to look round as preparation for next phase of education);
charity walks and sponsored events;
evening visits to theatre or cinema;
visits to residential centres and study courses;
visits to outdoor activity centres;
camping;
adventure holidays;
holidays and exchange visits abroad.

All school trips and visits require meticulous planning and organisation. Assess the potential dangers and plan to avoid them.

Your School Policy
Your school policy should include the following:

A statement of what kinds of visit are acceptable; to whom they should and should not be accessible; and the code of conduct expected of staff and pupils while off the school premises.
A requirement that outings should have stated aims and objectives in line with the school’s own curricular aims.
The consultation requirements (LEA, school personnel, parents, pupils, etc).
Planning and organisation procedures.
Financial procedures. (Includes which activities can be organised by the school without having to enter into new arrangements for the protection of moneys paid. Seek advice about the Foreign Travel and EC Directive on Package Travel).
Insurance requirements.
Safety and discipline codes.
A statement or separate policy on evaluation procedures and follow-up work.

Note: Do involve the pupils in the policy development process and in the planning and organisation of school trips.

Legal Responsibilities
Before undertaking any school trip you are legally required to carry out a written risk assessment. Schools have a duty of care towards pupils and in an activity where there is an element of risk, you will need to show that you have considered, and as a result taken "all reasonable precautions". As part of your legal Health and Safety duties, your school will need to show that there is effective communication at all levels.

LEA

is responsible for the negligence of any teacher which arises in the course of their employment;
is under a duty to determine policies for the school curriculum;
should state which school trips need governors’ consent e.g. overnight stays;
should provide guidelines for procedures on school trips, including staff:pupil ratio;
should offer advice on insurance.

Governors

are responsible for the general conduct of the school;
can modify LEA policy for the school curriculum, including extra-curricular activities;
need to be sure that a school trip has a clear educational value;
must ensure that arrangements are in accordance with LEA guidelines and regulations;
must ensure that the school can run efficiently in absence of anyone on the trip.

Headteacher

is responsible for seeing that the LEA and governors’ policy is implemented (in accordance with own conditions of employment);
has a responsibility to ensure that all school trips comply with LEA and school regulations in every respect; and if this responsibility is delegated, it must be to a "competent" person;
must ensure that activities are properly planned and supervised and that the pupils’ safety is paramount.

Teachers

have a common law duty to act as a "reasonable parent";
must ensure the meticulous planning and preparation of the school trip including a risk assessment of all activities;
are responsible for all pupils in their care throughout the entire trip;
must safeguard the health and safety of pupils both on the school premises and in authorised activities elsewhere;
must maintain good order and discipline at all times.

Non-teachers

must accept the normal common law duty of care to act as a "responsible parent" towards the children;
are not held as accountable as teachers.

Staff:Pupil Ratios
Many questions are asked about staff:pupil ratios for school trips and there is no definitive answer to be given. The ratio will depend on a number of factors:

the age, sex and ability of the pupils;
the number of pupils involved;
pupils with special educational or medical needs;
their previous experiences of being away from school/home and of the activities involved;
the degree of responsibility and discipline shown by the group;
the type of visit and the nature of the activities involved;
the amount of risk;
the location and travel arrangements;
the time of year;
the experience and quality of the supervisory staff available;
requirements of the organisation or location to be visited;
first aid cover.

If the pupils have special educational needs, there should be a higher staff to pupil ratio. David Brierley of the Professional Association of Teachers (PAT) advises that an "extremely high level of care is necessary when teachers are dealing with pupils with special needs. Wider safety margins and better pupil:teacher ratios than normal are advisable."

He also warns that, "Ratios in themselves do not guarantee safety." In all cases, the duty remains with the headteacher and leader to ensure adequate supervision for the particular group and for the particular activity.

The Secondary Heads Association (SHA) consulted one LEA who gave the following guidance on staff to pupil ratios (minimum requirements):

1:10 for trips abroad with minimum of 2 adults of opposite sexes if the group is a mixed party;

1:15 for other residential visits with minimum of 2 adults of opposite sexes if the group is a mixed party;

1:20 for day visits outside the walking distance of the school with minimum 2 adults of opposite sexes if the group is a mixed party;

1:25 for a short local visit (perhaps during a lesson) where one teacher might be sufficient even for a mixed party.

Some LEA’s are suggesting a minimum number of teachers in addition to a minimum level of adults. Consult your own local education authority for guidance.

The Association of Teachers and Lecturers (ATL) recommends in general that a ratio of 2:20 is an absolute minimum. For some potentially hazardous activities it may be 1:5, or 1:10 or 1:12. A judgement can only be made when all the risks have been assessed. Teachers should keep a written record of that assessment and the reasons for the final decision. ATL also advises that "if in doubt, increase the number of adult supervisors" and in mixed groups have at least one male and one female teacher.

Planning a School Trip
Preparation and planning are the key to a successful and safe school trip. This depends to a large extent on the leader’s ability to carry out an accurate risk assessment; to foresee all the dangers and difficulties and to make plans to avoid them. Advance planning could reveal that to allow a particular activity or the whole trip could expose children to unacceptable levels of risk. Although it is very disappointing to cancel a trip, it is the only responsible course of action to take.

School Trip Checklist

What is the purpose of the trip or visit? (Aims & Objectives) Is it linked to the curriculum?
Where are you going and for how long?
Do you need the governors’ consent? Have you got it?
How big a group do you want to take? Who do you want to take?
Do you know all the pupils you will be taking out of school? Who has special needs? Who suffers from travel sickness? Who can take responsibility? Who has special skills (e.g. first aid)?
Do you have the DfCSF, LEA, school and other guidance on school trips? Do you need any further advice? Where from (Union, professional body)?
Who are the leader and the deputy leader of the trip? Are they competent people?
Do you need to make a preliminary visit? Have you been before? Do you know anyone else who has been to the same place?
What activity/activities will be involved? Make a list.
Have you done a risk assessment for all the activities? What are the significant hazards and risks? Have you planned to avoid them? Can you avoid them? Do you need professional advice?
What are the travel arrangements? Have you done a risk assessment for them? Have you planned food and rest stops?
What supervision levels (staff:pupil ratio) do you need and why? Have you recorded all details of your decision with regard to this?
Have you got parental consent for each child? Have you given parents all the essential information? What, if anything, do you need to know from the parents?
Is your communication network in place (now and for the duration of the trip)? Who will keep copies of all the details? Where will they be kept?
Do you have adequate insurance to cover the trip? Consult your LEA for guidance in the first instance.
Are the financial arrangements in order? What protection of payments is in place? Do you need advice?
What is the First Aid provision? Is the first aid kit in good working order? Who will look after the first aid kit? Is there a first-aid trained adult on the trip?
Do any of the pupils require medication? Who will look after it? Who will administer it? Take advice.
What are the emergency procedures if anything should go wrong? Does everyone know them? Have they been understood and practised?
Is the programme for the trip now agreed by all relevant parties?
How will you evaluate the trip? What is the follow-up work?

Information to parents
Although it may not always be necessary to have parental consent for short trips which are part of the school routine and children’s normal work patterns, it is very important for parents and carers to be told when children will not be in the school.

For trips further afield, the school will require written consent of parents and in order for parents to give consent, they need all the available information - suitable for their own needs. Parents should also be given full details of the insurance cover you have in place to protect their children.

Parents are also a source of information for the school when a trip is being organised. Exchanges of information should, ideally, be done in writing. Where this is not possible, keep written records of details given orally. Sign and date them.

Insurance
No school trip can go ahead unless there is adequate insurance. The LEA should advise you on this crucial element of a school trip. You should also contact your union for guidance.

David Brierley (PAT) advises that your insurance should cover:

Personal injury - covers death, major injury, loss of limbs or eyes, permanent or partial disability. Check that insurance covers pupils as well as staff.

Public liability - covers against the risk of an award of compensation where a legal claim is made against the organisers/supervisors of the school trip for the death, injury or illness of a person.

Medical and related expenses - covers expenses following an injury or illness.

Extra expenses - covers expenses reasonably incurred because of enforced extension or abbreviation of the trip - e.g. strike, civil commotion.

Personal effects - covers loss or damage to luggage, clothing, personal effects and loss of money.

Hired equipment - if you have hired any equipment for the trip, check under the terms of hire agreement whether you are required to arrange insurance cover for the equipment for the period of hire.

Special activities - separate insurance will be necessary when the trip includes high risk activities. Check your policy.

Cancellations - covers loss caused by the cancellation of the trip.

Useful Resources
Here is a brief round-up of materials available from the main teaching unions. It is worth trying to get copies of all of them to get the best all-round good advice that you can.

Health and Safety of Pupils on Educational Visits – A Good Practice Guide available free from DfEE Publications, PO Box 5050, Sudbury, Suffolk, CO10 6ZQ. Tel: 0808 100 5060

Safety on Schools Trips: A Teachers and the Law Booklet by David Brierley. From the Professional Association of Teachers (PAT), 2 St James’s Court, Friar Gate, Derby, DE1 1BT. Tel: 01332 372 337

Solicitor David Brierley has the ability to make health and safety legislation accessible to the layperson. This booklet offers 90 pages of helpful guidance on just about everything you need to know about the health and safety aspects of school trips at home and abroad. There are excellent chapters on trips for SEN children, and if you are organising foreign travel, this booklet is a must.

Safety on School Journeys from the National Union of Teachers (NUT), Hamilton House, Mabledon Place, London, WC1H 9BD. Tel: 020 7388 6191.

A useful leaflet covering safety on school journeys, outdoor activity centres and school transport. Use in conjunction with the NUT booklet "Beyond the Classroom".

Taking Students Off Site: Advice to Members from the Association of Teachers and Lecturers (ATL), 7 Northumberland Street, London, WC2N 5DA. Tel: 020 7930 6441

A fifteen page document designed to indicate where problems may lie and guidance on avoiding the pitfalls. There is useful information on how recent statutory instruments concerning group travel affects schools. The back cover is a photocopiable master for a trip consent form.

Together Safely – A Whole School Approach to Health and Safety. RoSPA, SE305. ISBN 1 85088 0573. RoSPA, Edgbaston Park, 353 Bristol Road, Birmingham B5 7ST. Tel: 0121 248 2000.

Contacts and Addresses
Department for Children, Schools and Families (DfCSF), Sanctuary Buildings, Great Smith Street, London, SW1P 3BT. Tel: 0870 000 2288, www.dfes.gov.uk

The Central Bureau for International Education and Training, 10 Spring Gardens, London, SW1A 2BN. Tel: 020 7389 4004.

British Activity Holiday Association (BAHA), 22 Green Lane, Hersham, Surrey, KT12 5HD. Tel: 01932 252994, www.baha.org.uk

St John Ambulance, 27 St Johns Lane, London, EC1M 4BU. Tel: 08700 10 49 50, www.sja.org.uk

British Red Cross, 9 Grosvenor Crescent, London, SW1 7EF. Tel: 020 7235 5454, www.redcross.org.uk

St Andrew’s Ambulance Association, St Andrew’s House, 48 Milton Street, Glasgow, G4 0HR. Tel: 0141 332 4031

In Part 2 we look at visits abroad and trips involving more hazardous activities.

With thanks to the ATL, NAHT, NASUWT, PAT, SHA and the DfEE for their help in producing this RoSPA guide. A very special thank you to David Brierley (PAT) and Chris Purser (NAHT) for their time and assistance.

The text in this document is taken from RoSPA’s range of Health and Safety at School leaflets. For more information on our products, or to obtain a catalogue, contact our sales department on 0121 248 2233 or email sales@rospa.com

RoSPA is a registered charity: Registered Charity No: 207823
Patron: Her Majesty the Queen

RoSPA Head Office: Edgbaston Park, 353 Bristol Road, Edgbaston, Birmingham B5 7ST, UK
Telephone: 0121 248 2000 Fax: 0121 248 2001 Email: help@rospa.com