Office/school copy LBBD EVA 1 Form

EDUCATIONAL VISITS APPROVAL FORM 1lEVA1) ' Category A visits - activities within the Borough, sportingfixtures not involving overnight stays, theatres, museums and galleries,churches and amusement parks. (This form must be submitted at least two weeks prior to the visit where school journey insurance cover is required. This would not normally be deemed necessary for activities taking place within the Borough). Category Band C visits,hazardous activities, abroad and overnight stays, please use Form EVA2.

School/Establ ishment _

Date of visit time of departure _time of return _

emergency contact - day evening,_ _

Place to be visited _

Educational Purpose of visit _

Group members (excluding staff)

Number participating aged from years to years All boys All girls Mixed (tick one box).

Escorts

Totalnumber of escorts no. of males no. of females _

Group Leader tel: e-mail _

Other teacher/youth workers _

Other adults

_ (please state their status within the group) Note - for one off visits accompanying adults do not need to be police checked, however of they are in sole charge of a group, or will have repeated contact with the children they must have undergone a full CRB check by the borough.

Basic School Journey Insurance required (please tick)

Brief details of activities_ _

Type of transport to be used _

Have you pre-visited the site/s? Yes No Has a written risk assessment been completed? Yes No

Travel agency or other commercial/voluntary organisation involved:

I have read the Borough's current regulations in respect of educational visits and certify that the arrangements made comply with them Group Leader Signature and date _

Recommendations for approval

This confirms that we consider this visit to have significant educational value and that all the arrangements are in accordance with the appropriate borough guidance. We confirm that the party leader and other appropriate staff have read the relevant sections of School Off-site Visits other than hazardous activities.

Head of establishment

Signature and date _ •

Director of DEAU Authorising Officer Signature and date_ _

r-The London d

Barking&:s Dagenham www.barklng.dagenham. - uk

Letter to Parents

Please can you give me a signed copy of the letter that is going

to Parents for this trip (draft in shared area)

Thank you

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School Visits Finance Form

Destination:

Dates and Times : Number of pupils:

Methods of Travel : Number of adults:

Cost of breakdown:

Teacher in Charge:

I understand that any shortfall will be paid for from my Departmental Budget.

Authorised by Head of Department:

Total

Per pupil Total

Travel

Accommodation

Food

Equipment

Other

Other

Other

Total

Mini Bus Booking Slip

Staff Name:

Destination:

Date of Journey:

Leaving Time:

Return Time:

No. of Children:

Signed :

Agreed:

Lin Southan School Business Manager

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•

Mini Bus Journey

Staff Name:

Destination:

Date of Journey:

Leaving Time:

Return Time:

Signed:

Names of children

Form

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SCHOOL TRIPS RISK ASSESSMENT SECONDARY SCHOOLS

School: Eastbrook School

Visits involving transport by coach

I Overall risk rating I Low I I I

Visit

stage

Hazards

Who is at

risk?

Control Measures

Further action that is

required to control the

risk

Review

date

All Coach travel -

risk of injury or

death

Pupils and

staff • Borough transport or reputable coach company

used with appropriate third party liability cover

• Staff to check seat belts fitted securely prior to departure and whenever a pupils return to seats after a break

• Pupils and staff briefed as to behaviour expected on coach - staying in seats noise level (driver distraction) etc

• Parents informed - consent given

• Pupils prone to travel sickness seated near the front

Parental consent given for

this form of transport

If using a coach company

for the first time ask for a

contact with schools who

have used them previously

• •

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RISK ASSESSMENT FORM

Risk assessment for visit to:

Date of visit:

Number of pupils: Number of responsible adults - Teachers & Support Staff:

Method of Transport : Walking and London Underground

Overall Journey risk rating: Medium

Lead person: Signed (Lead person) :

Visit Stage Hazards Who is

at risk

Control Measures Further action required to control risk

Walking to and

from tube

stations

Road traffic -

risk of injury or

death

Pupils

and staff

1. Appropriate supervision- all supervisors

are competent adults briefed by team

leader .

2. Pupils to be briefed in basic road safety

rules prior to setting out

3. Route to be prior assessed by team

leader prior to trip.

4. Parents informed prior to trip.

Any changes to conditions to be noted

and acted upon by team leader .

Public

Transport - tube

Train - risk of

injury or death.

Pupils

and staff

1. Pupils and staffed briefed about where

to stand - close to supervisors and

away from platform edge.

2. Pupils and staff briefed on where to

gather

3. Head counts at each transfer stage.

4. Pupils to be briefed as to acceptable

behaviour.

5. Parents informed - consent qiven.

If group separated due to insufficient

carriage space an agreed place to

rendezvous will be stated by group

leader.

..

SCHOOL VISITS CHECK LIST •

These procedures should be followed as far in advance as possible. The

minimum time required for cover, free public transport and EVA

approval is two weeks.

There is a 3 month notice minimum requirement for any trips involving

an overnight stay

Please do not confirm the booking with the venue until you have

approval from the school.

1. Check date of proposed trip with school calendar, Exam Officer and HOYs / DH

2. Make sure finance is in place. Any shortfall may be taken from Department budgets.

3. Check/ seek information concerning cover implications. 4. Arrange enough staff to accompany students.

5. Obtain and Complete EVA 1 or EVA 2 form for permission for the trip to go ahead. This will be typed and sent back to you for signing. Return to the School Office ASAP. The forms will not be processed until this is done. Please make sure that the forms are fully completed. Please wait for confirmation that your visit has been authorised before confirming with the provider.

6. Complete risk assessment form (attached to the EVA Forms) 7. Complete Finance form (even if no cost) 8. Compose letter to parents and permission slip include permission to

take photos if necessary. ( The Office will select the correct return slips for you)

9. Book coaches or arrange travel passes. If using TfL see SC or LS for school log on details. (Two weeks notice required for TfL)

10. Decide on appropriate dress code and inform students. 11. Arrange to meet all students and accompanying staff (preferably the

day before) to finalise arrangements. 12. Inform staff which students will be taking part on the visit.

13. Only those staff who have been a second in charge on a previous trip can be a Lead trip organiser

ON THE DAY

14. Print out paper registers for your staff.

15. Take a paper register and hand it into the Registry before you leave.

16. Print off feedback forms. (generic form in trips and Visits file) 17. Issue students with emergency contact mobile telephone

number.(available from SC) 18. Collect emergency mobile phone from SC •

September 2018

Eastbrook School School Visits Procedures

Guidelines

1. Each visit must have clear objectives.

2. Educational visits must be planned well in advance having been approved by the Headteacher.

3. Risk assessments must be carried out.

4. Written parental permission must be obtained on the appropriate forms.

Where a parent's permission is in any way conditional the pupil should not accompany the trip unless this has been discussed with relevant staff­ this may include the HOD, the HOY, the EVC or the Head. If it is decided that the pupil may go this should be mentioned on the risk assessment.

5. Advance site visits are ideal but may not always be practicable but the teacher-in-charge of the visit will be responsible for ensuring that all information regarding the journey and the destination is accurate.

6. Category A visits, as defined by the LEA, do not necessarily need an

EVA1 form to be completed unless they involve a hazard. In such a case an EVA1 form should be submitted FOUR WORKING WEEKS before the visit takes place.

7. Letters to Parent/Carers must request the most up to date contact number.

On return of the letter the information must be given to school office to update the MIS system.

8. For all Category B and C visits, as defined by the LEA, EVA2 forms must be completed FOUR MONTHS before the visit is due to begin. All such visits need the approval of the Governing Body.

9. Full and accurate financial records must be kept and the School Visit Finance form should be used for this purpose. The teacher in charge of the visit will be expected to liaise with the School Business Manager and the EVC.

10. Some funding may be available for the trip if it is not self financing,

particularly where the visit involves mandatory curriculum elements. Please discuss this with the School Business Manager.

11. The trip organizer will be expected to demonstrate how the finance for the

trip will be raised. Any fund raising activities, such as sponsored events,

September 2018

cannot be considered from the outset, unless those funds have already been raised.

12. Teachers and or adults must accompany the visit in the appropriate ratio;

see Escort table. All adults other than teachers on a visit involving an

overnight stay must be DBS checked. Please see the School Business

Manager for details of this process.

13. Excluding pupils. Pupils who are likely to put themselves or others at risk because of their behaviour must not be taken on a visit. Pupils with medical needs must be considered very carefully and consultation with relevant staff, such as the SENCO, and the pupil's parents must be carried out prior to such pupils being granted permission to go. Any such pupils accompanying the trip should be mentioned on the risk assessment.

14. Completed forms should be given to the school office for processing and the Headteacher to sign. No permission will be given unless the forms are accompanied by a risk assessment.

15. Category B and C visits require two copies of the EVA2 and risk

assessment. One copy is sent to the Education Department and one to the Borough EVC Co-ordinator.

16. The EVC has copies of all the relevant guidelines and regulations provided

by the Borough. Anyone thinking of organising a trip should acquaint themselves with them.

17. On the day the trip leaves the school office must be made aware of all the pupils and staff who are actually going on the school visit. In the case of residential visits the EVC must be given contact details of everyone going, adults and pupils, just prior to the journey commencing. In addition the trip organizer must collect an emergency contact list.

Categories Defined by the LEA for purposes of Risk:

Category A are trips within the borough and up to a seven mile radius of its border or visits that involve a day trip to a museum, art gallery, performance etc.

- this includes trips, of that nature, outside the seven mile radius. Category B are trips that involve some level of hazardous activity, an overnight stay or trips abroad. Category C are trips that involve a high level of activity and possibly activities like

ski-ing.This type of trip may be within the UK or abroad. •

September 2018

Charging:

For charging purposes educational visits fall into the following categories:

i. Visits which are a necessary part of a pupil's studies, e.g. field courses

- pupils should not be charged for such visits and they are funded from

the school visits fund.

ii. Voluntary visits taking place mainly outside school time, e.g. ski trips, sports events - in this case pupils may be charged.

iii. Visits during school hours which have a non-essential educational purpose, e.g. theatre trips, visits to museums - pupils may not be charged for such visits but voluntary contributions to cover the cost may be requested. It may be made clear that the trip is dependent on getting sufficient contributions.

Escort Information

(Taken from OEAP July 2018)

The Early Years Foundation Stage (EYFS) Statutory Framework (updated 3rd April 2017) no longer sets out different requirements for minimum ratios during outings from those required on site. As with other age groups, ratios during outings should be determined by risk assessment, which should be reviewed before each outing. The appropriate ratio on an outing is always likely to be higher than the legal minimum (for children aged three and over in early years settings either 1:8 or 1:13 and 1:30 in infant school reception classes in maintained schools). It is not unusual for a ratio of 1:1 to be necessary. In some cases there may be only one leader on a visit, or on a particular activity during a visit. If this is the case, young people (or any adult helpers) should be competent to manage in the event of the leader being taken ill or injured and should, as a minimum, know what to do to contact the establishment and get support. Staffing, especially for visits to remote locations or overseas, should take into account how the group will be supervised effectively given the possibility of a leader becoming indisposed or having to leave the group, for example to accompany a sick child to hospital. There is no absolute requirement for children to be accompanied by staff of the same gender, even on residentials, but if this is not to be the case then there should be a sound plan to manage the potential issues involved, including the needs for privacy, safeguarding and pastoral support.

Guidelines for school 1-15 1 lead (if overnight 2 adults) 16 -30 1 lead + another adult 31 – 45 1 lead + 2 other adults

September 2018

COACH/MINIBUS BREAKDOWN/ACCIDENT GUIDANCE To be issued to all visit leaders

Procedures in the event of Breakdown or accident

Motorways

These are the safest roads in the country but cause the most problems when it comes to knowing what to do in the event of a breakdown or an accident.

1 Breakdown – the coach is on the hard shoulder, it is daylight, the coach hazard lights are working, immediately contact the police either by roadside SOS telephone or mobile phone, give location from the nearest marker post, or sign. Keep the party on the coach unless professional judgement indicates that it is unsafe to do so. However, evacuation should be considered as a last resort.

2 As above, but it is dark and the lights on coach have failed. In this situation staff should consider evacuating the coach. One adult should be deployed to find a suitable place behind the crash barrier, where the party can be kept together and closely watched. Pupils should be evacuated in small groups under the supervision of an adult.

3 (a) An accident occurs involving the coach. Immediately contact the police. Keep the

children calm and check for injuries.

(b) Where has the coach stopped? Is it on the hard shoulder or on the carriageway?

(c) If it is on the hard shoulder then as point 1 above.

(d) If the vehicle is still on the carriageway ensure that all traffic has come to a stop on the motorway before even attempting to get the children off the coach, especially if it is necessary to use the emergency exit on the offside of the coach. Ensure that an adult is the first off the coach so that the children can be taken onto the hard shoulder in small groups and away from the carriageway.

(e) In the event of an accident on the motorway try to be aware of what other vehicles are involved – especially goods vehicles. If a vehicle is carrying hazardous materials, they will be displaying a HAZCHEM marker board. If there is a possibility that one of these is involved, then when the adult gets off the coach to find the safest place for the pupils, be aware of which way the wind is blowing, and try to keep up wind of the lorry. If it is necessary to evacuate the coach staff should be aware of the wind direction and assemble the party up-wind of the lorry. However, it may be wiser to keep pupils on the coach.

(f) In the unlikely event that the accident involves the coach actually leaving the carriageway onto the grass verge or even down a banking it is important to try and make a rapid assessment of the situation. If the coach driver is unconscious it may be necessary to stop the engine. There should be an emergency stop button both in the coach, and outside, they should be clearly marked, and will only need pressing.

September 2018

(g) Call the police. It is not necessary to call all three emergency services. If you are not sure of the location, ask the driver, or find the nearest marker post at the side of the motorway.

(h) Assess what injuries there are. If it is safe to do so evacuate the party. This should only be done when someone has identified the safest exit from the vehicle, and to assess where the pupils are going to be assembled. If it is not safe to get the pupils off the coach then leave them in position until the emergency services arrive. There may be diesel fuel leaking from the coach. This will not be a fire hazard but will make the grass or road surface very slippery. If this is the case a further call to the police should be made to inform them of the leaking diesel.

(i) In the highly unlikely event that a fire starts on a coach it will almost certainly start at the rear of the coach or underneath in the centre. If the fire is at the rear get the pupils off the coach by the front exit starting with pupils at the back. If the fire is in the centre then both front and rear exists will have to be used. Remember when using the rear offside exit to check that it is safe to exit and be aware of other traffic. There will be a fire extinguisher on the coach easily visible.

(j) In all the above situations the driver should be trained and be aware of what action is necessary in an emergency.

“A” Class Roads/Non Motorway Roads

(a) In the event of any of the above happening off the motorway all of the above

applies. When trying to find a safe place for the pupils care should be taken in selecting a site. It may be necessary to enlist the help of the occupiers of premises at the roadside so the pupils are completely clear of the carriageway.

(b) If it is only a breakdown and the coach is in a built up area and vehicle speeds are relatively slow, it will always be safer for the children to remain on a coach and for them to remain seated with their seatbelts still fastened.

(c) Obviously if the accident or breakdown is on a country road or dual carriageway then the same care must be taken as on the motorway, the children will need extra attention particularly after an accident, so everyone needs to be extra vigilant.

September 2018

School Visits Action Sheet (in the event of an incident)

Before you begin your journey

1. Trip Leader to check BBC News.

2. Inform the school office that you are starting your journey and hand in current list of students and their contact details who you are taking.

3. Team Leader to take 'business card' with school contact details.

4. Team Leader to take information card for students.

5. Team Leader to take pens.

During your trip should an incident that disrupts your trip occur:

1. Trip Leader to divide group into smaller groups and nominate Leader for each group. However, the group should stay together . Minigroups are there if it is essential to separate into mini groups at any point or the whole group gets separated.

2. Give every Leader a 'contact card'

3. Give every student an information card and pen and ask them to clearly write their

name on it.

4. Try to communicate with school (as per the card) and maintain

communication. It may be that text messages will work in the case of mobile lines being intermittent.

5. Try to leave the restricted zone (eg Centre of London) by using any available

means of transport - tube or bus. If that is not possible then walk. Go East to a point where you can notify the school for them to arrange a collection if necessary.

6. Members of group to link arms or hold hands or place hands on shoulders to keep

together. Use the buddy system. Group Leader to frequently check that everyone is present. If in doubt . ... ...Get out ! Your focus is on leading the group to safety.

Refer all contacts or admin to the school.