Co-op Academy Priesthorpe

Educational Visits Policy

Approved: 25 January 2023

Next Review: 25 January 2024

Overview

Intent

At Co-op Academy Priesthorpe we see the benefits that learning outside of the classroom has on our students. Educational visits are a key part of the enrichment for young people at Priesthorpe, providing rich opportunities to build trust and relationships as well as enhance their critical thinking skills and expand their worldview. Visits are designed to enhance the learning process for students across all year groups.

Implementation

Activities and educational visits outside the classroom are used as teaching and learning tools to enhance the delivery of elements of our Curriculum Statement of Intent.

Impact

Activities and educational visits outside the classroom have clear and measurable aims which link to our Curriculum statement of intent. The impact contributes to pupils’ attainment and progress. Co-op Academy Priesthorpe’s approach to the evaluation of activities and visits is set out in this policy.

Context

We believe that educational visits are an integral part of the entitlement of every pupil to an effective and balanced curriculum. Appropriately planned visits enhance learning and improve attainment, and so form a key part of what makes Co-op Academy Priesthorpe a supportive and effective learning environment. The benefits to pupils of taking part in visits and learning outside the classroom include, but are not limited to:

• Improvements in their ability to cope with change.
• Increased critical curiosity and resilience.
• Opportunities for meaning making, creativity, developing learning relationships and practicing strategic awareness.
• Increased levels of trust and opportunities to examine the concept of trust (us in them, them in us, them in themselves, them in each other).
• Improved achievement and attainment across a range of curricular subjects. Pupils are active participants not passive consumers, and a wide range of learning styles can flourish.
• Enhanced opportunities for ‘real world’ ‘learning in context’ and the development of the social and emotional aspects of intelligence.
• Increased risk management skills through opportunities for involvement in practical risk-benefit decisions in a range of contexts, i.e. encouraging pupils to become more risk aware as opposed to risk averse.
• Greater sense of personal responsibility.
• Possibilities for genuine team working including enhanced communication skills.
• Improved environmental appreciation, knowledge, awareness and understanding of a variety of environments.
• Improved awareness and knowledge of the importance and practices of sustainability. ● Physical skill acquisition and the development of a fit and healthy lifestyle.

Application

Any visit that leaves the school grounds is covered by this policy, whether as part of the curriculum, during school time, or outside the normal school day. Please see Appendix 2 for a staff guidance document.

This Educational Visits Policy should be read in conjunction with:

1. The Co-op Academies Trust policy document ‘Educational visits statement’ (available to all staff via Evolve).
2. National Guidance www.oeapng.info

Co-op Academy Priesthorpe uses EVOLVE for off-site activities or on-site adventurous activities.

All staff are required to plan and execute visits in line with this policy, the Co-op Academies Trust policies and National Guidelines. Staff are particularly directed to be familiar with the roles and responsibilities outlined within the guidance.

Types of Visit & Approval

There are three ‘types’ of visit:

1. Visits/activities within the school site that are part of the normal curriculum and take place during the normal school day. Procedures for very local and ‘ad hoc’ activities such as sports fixtures are described in this policy.
2. Other non-residential visits within the UK that do not involve an adventurous activity.

These are entered on EVOLVE by the visit leader and submitted to the EVC for checking. The EVC then submits to the Head for approval.

3. Visits that are overseas, residential, or involve an adventurous activity. These are entered on EVOLVE by the visit leader and submitted to the EVC for checking. The EVC then submits to the Principal for authorisation. The Head then submits to the Trust for approval.

Timescales

Co-op Academy Priesthorpe uses the Evolve system to plan, manage and record educational visits.

Visit Leaders should plan and prepare visits allowing time for internal and external vetting and approval as required. Normally this will mean that visit plans should be submitted to the EVC by the following deadlines:

• 3 to 6 months before departure for Overseas Visits
• 4 weeks before departure for Residentials
• 4 weeks before departure for Adventure Activities
• 2 weeks before departure for other types of visit

If for any reason these deadlines cannot be met, clarification and approval should be sought from the EVC.

Roles and responsibilities

Visit Leaders

• are responsible for the planning of their visits, and for entering these on EVOLVE.
• should obtain outline permission for a visit from the Principal or EVC prior to planning, and before making any financial commitments.
• have responsibility for ensuring that their visits will comply with all relevant guidance and requirements.

The Educational Visits Coordinator (EVC) - Louise Ellis

• will support and challenge colleagues over visits and learning outside the classroom (LOtC) activities.
• Is the first point of contact for advice on visit related matters, and will check final visit plans on EVOLVE before submitting them to the Principal.
• sets up and manages the staff accounts on EVOLVE, and uploads generic school documents.

The Principal

• has responsibility for authorising all visits and for submitting all overseas, residential or adventurous activity visits to the Trust for approval, via EVOLVE.

The Governing Body’s role is that of a ‘critical friend’ and it will:

• Adopt and periodically review this policy, as required.
• Ensure there is a competent Educational Visit Coordinator (EVC) in place who meets the requirements outlined in ‘National Guidance’ and has completed the Trust EVC Training Programme and any updates as required.
• Review the range of visits provided by the school via a report submitted annually by the EVC.
• Individual governors may request ‘read-only’ access to EVOLVE.

The Co-op Academy Trust

• is responsible for the final approval (via EVOLVE) of all visits that are either overseas, residential, and/or involve an adventurous activity.

Parents/Carers

• must provide emergency contact details prior to the educational visit.
• sign and return a consent form by the stated closing date with the understanding that failure to do so will mean their child(ren) will not be able to participate in the visit.
• provide any relevant information known to them regarding the (current) health of their child.
• disclose any specific details of concerns for their child that may be appropriate to the nature of the visit and any activities planned.

Students

• Must dress and behave sensibly and follow the instructions given to them by any accompanying adults.
• Must not take any unnecessary risks or place their fellow students at unnecessary risk.
• Report to any supervising adult any concerns they may have during the visit and, in particular, if and when they are asked to partake in any activities.

Evaluation

Visits should be evaluated using Evolve, with a particular focus on

1.The impact on learning. Evidence may be gathered through;

• Photographs / Video
• Improvements in specific processes –measuring, data collection, data recording, use of creative language, sequencing etc
• Pupil Voice
• Questionnaires to capture physical activity levels & happiness ●        Attendance and behaviour

2.The arrangements (risk assessments, value for money, lessons learned)

Staff Competence

Co-op Academy Priesthorpe recognises that staff competence is the single most important factor in the safe management of visits, and so we support staff in developing their competence in the following ways:

• An apprenticeship system, where staff new to visits assist and work alongside experienced visit leaders before taking on a leadership role.
• Support for staff to attend training courses relevant to their role, where necessary.

In deciding whether a member of staff is competent to be a visit leader, the Principal will take into account the following factors:

• Relevant experience.
• Previous relevant training.
• The prospective leader’s ability to make dynamic risk management judgements, and take charge in the event of an emergency.
• Knowledge of the pupils, the venue, and the activities to be undertaken.

Emergency procedures

A critical incident is any incident where events go beyond the normal coping mechanisms and experience of the visit leadership team.

The school has an emergency plan in place to deal with a critical incident during a visit. All staff on visits are familiar with this plan.

When an incident overwhelms the establishment’s emergency response capability, or where it involves serious injury or fatality, or where it is likely to attract media attention then assistance will be sought from the Co-op Academy Trust.

Educational Visits Checklist

Co-op Academy Priesthorpe’s Educational Visits Checklist forms part of the risk management process for visits and off-site activities. This has been adapted from the National Guidance generic checklist. A visit should usually only go ahead if the answer to all relevant questions is ‘YES’.

Parental Consent

Consent is not required for activities within the school site that are part of the normal curriculum during normal school time.

The school obtains blanket consent at the start of each year for certain other routine activities, eg. after school fixtures. Parents are communicated with about the details of each activity and a risk assessment is reviewed before each activity to ensure appropriate changes are made. For example, staffing changes may be required to reflect a different travel method.

Specific, (ie. one-off), parental consent must be obtained for all other visits. For these visits, sufficient information must be made available to parents (via letters, meetings, etc), so that consent is given on a ‘fully informed’ basis.

Inclusion

Co-op Academy Priesthorpe is committed to inclusion and will include all students in our offsite activities wherever this is reasonably practicable.

Charging / Funding for Visits

When planning trips, we ensure all our pupils will have access to the same opportunities, including those facing financial hardship.

Transport

A leased minibus may be used for trips. This is maintained by the site team, who keep a record of regular vehicle checks and services. They also hold information relating to staff who are permitted to drive the minibus, including eye-sight tests and driving license records. A minibus risk assessment and Co-op Academies Trust Driving at Work Policy is available in the mini-bus.

A specific risk assessment is completed for each trip relating to managing pupils on all modes of transport.

Insurance

Visits are covered under the Co-op Academies Trust insurance policy.

Appendix 1 – Emergency Plan

Our plan in an emergency can be found here.

The school’s emergency response to an incident should be based on the following key factors:

1. There is always a nominated emergency base contact for any visit (during school hours this is the office).
2. This nominated base contact will either be an experienced member of the senior management team, or will be able to contact an experienced senior manager at all times.
3. For activities that take place during normal school hours, the visit leadership team will be aware of any relevant medical information for all participants, including staff.
4. For activities that take place outside normal school hours, the visit leadership team and the emergency contact/s will be aware of any relevant medical information and emergency contact information for all participants, including staff.
5. The visit leader/s and the base contact/s know to request support from the Co-op Academy Trust in the event that an incident overwhelms the establishment’s emergency response capability, involves serious injury or fatality, or where it is likely to attract media attention.
6. For visits that take place outside the School Learning Area, the visit leader will carry an emergency response sheet.
7. This Emergency Procedure is tested through both desk top exercises and periodic scenario calls from visit leaders.

Our ‘Emergency Procedures for Visit Leaders’ is available here.

Appendix 2 - Staff Guidance

1. Submit an initial trip proposal to your line manager including;

1. Proposed dates

        ○        Staffing and cover implications

        ○        Cost

        ○        Travel arrangements

        ○        Planned activities

        ○        Learning outcomes

Careful consideration should be given to staff experience and competence

2. Once approved by Line Manager and ALT, submit the full trip proposal on Evolve to the EVC.

1. 3 months in advance - Overseas / Residential

        ○        4 weeks in advance - Adventurous

        ○        2 weeks in advance - All others

The full trip proposal should include:

• Parent Letter and Consent Form
• Itinerary
• All relevant risk assessments
• Provider Declaration Form

3. EVC then submits the trip to the Principal (and Trust if required).

4.Inform the Attendance Team, Finance Team and ensure cover is arranged for staff.

5. Communicate with parents and send reminder messages if required.
6. Before departure, print copies of the risk assessments and emergency procedures document and populate this with key contact details for the trip duration.
7. After the trip, complete the evaluation section on evolve considering; ●        Were the learning outcomes/benefits achieved?

• Did both students and accompanying adults enjoy the visit?
• What went well?
• What didn’t go as expected?
• What would you do differently?
• Do any risk management procedures need changing

Sports Fixtures

● Each sports fixture should be added to Evolve and the appropriate risk assessments completed. These visits should be submitted to the EVC at least 48 hours before the visit.