At Co-op Academy Southfield we see the benefits to learning outside the classroom and educational visits. Learning outside the classroom activities and educational visits are used as teaching and learning tools and have clear and measurable aims which link to our Curriculum Statement. The impact contributes to pupils’ attainment and progress.

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 Southfield 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 practising 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.

The legal framework

This policy has due regard to statutory and non-statutory guidance, including, but not limited to, the following:

The Health and Safety at Work etc. Act 1974
DfE (2018) ‘Charging for school activities’
DfE (2018) ‘Health and safety on educational visits’
HSE (2011) ‘School trips and outdoor learning activities’
DfE (2013) ‘Driving school minibuses’

This policy operates in conjunction with the following academy or Trust policies:

Child Protection and Safeguarding Policy
Complaints Procedures Policy
Supporting Pupils with Medical Conditions Policy
Children with health needs who cannot attend school Policy
Understanding Behaviour and Anti-Bullying Policy
Health and Safety Policy
Charging and Remissions Policy

Application

Any visit that leaves the academy grounds is covered by this policy, whether as part of the curriculum, during school time, or outside the normal school day.

This policy should also be read in conjunction with:

The Co-op Academies Trust policy document ‘Educational visits statement’ (available to all staff via EVOLVE).
National Guidance: http://www.oeapng.info/

Co-op Academy Southfield uses EVOLVE for all educational visits.

All staff are required to plan and execute visits in line with this academy 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.

Roles and responsibilities

Visit leaders are responsible for the planning of their visits, and for entering these on EVOLVE (where required). They should obtain outline permission for a visit from the Headteacher or EVC prior to planning, and certainly before making any financial commitments. Visit leaders have responsibility for ensuring that their visits will comply with all relevant guidance and requirements.

The Educational Visits Coordinators (EVC) are Joe Brown, Tom Hodgson, Rachel Hodgson and Tim Rushworth, who will support and challenge colleagues over visits and learning outside the classroom (LOtC) activities. The EVC 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 Headteacher. The EVC sets up and manages the staff accounts on EVOLVE, and uploads generic school documents, etc.

The Headteacher 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 Council’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’s EVC Training Programme and any updates as required.
Review the range of visits provided by the school via a report submitted twice a year by the EVC.
May request ‘read only’ access to EVOLVE

The Co-op Academies Trust is responsible for the final approval (via EVOLVE) of all visits that are either overseas, residential, and/or involve an adventurous activity.

Evaluation

Evaluation indicates whether or not an intervention (in this case an off of school visit) is effective and has achieved its objective. Without evaluation, it is impossible to know whether it’s having a positive impact on learning as well as identifying what has not worked so well and may need to be addressed on subsequent trips.

Visit lead to access Evolve and work though the evaluation section after the visit.
EVC coordinators to monitor visits during the year. The frequency will depend on the trip, experience of staff, venue and class needs.
EVC coordinators will speak to staff & students. post visit, to monitor their experience.

Staff competence

Co-op Academy Southfield 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:

A mentoring system, where staff new to visits assist and work alongside experienced visit leaders before taking on a leadership role.
Supervision by senior staff on some educational visits.
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 Headteacher 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 and it is tested at least bi-annually and following any major staffing changes.

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 Academies Trust.

Educational Visits Checklist

Co-op Academy Southfield 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’. Co-op Academy Southfield Educational Visits Checklist may be downloaded from the EVOLVE Resources tab online.

Parental Consent

Consent is not required for activities within the School Learning Area that are part of the normal curriculum during normal school time such as local studies and visits to a museum or library etc. (Education Act 2002 section 29).

While parents do not have the option to withdraw their child from the school curriculum, it is good practice to inform parents that a visit or activity is to take place.

You should be aware that asking for consent when it is not needed can lead to some families assuming they can withhold consent and so withdraw their child from a curriculum visit when this is not the case.

Consent is needed for visits taking place outside school hours and also for activity taking place both during and outside school hours where it is perceived to involve a higher level of risk, such as a visit involving a long journey or adventure activity.

The school obtains blanket consent at the start of each year for certain other routine activities, eg. after school fixtures, etc.

Inclusion

Co-op Academy Southfield is committed to inclusion and will include all students in our offsite activities wherever this is reasonably practicable and can be safely managed.

Charging/funding for visits

Some out of school hours trips will require charging. These are usually residential trips.
Please speak to the EVC to determine if this is the case.
Some funding may be voluntary or use specific student bursaries, pupil premium or hardship funds. Tim Rushworth will determine this.
For those students entitled to Free School Meals, a packed lunch will be provided if necessary for the planned trip. Group leaders to organise this with the school kitchen.

Transport

School mini buses will need to be booked if needed and use trained in-school drivers (list stored with site managers).

Site managers have responsibility to check that transport is road worthy and all staff are trained to drive the relevant bus and staff have training to keep students safe throughout the journey.

If using public transport, specific risk assessments will need to be created

Use of staff cars to transport pupils

Refer to the Co-op Academies Trust guidance document.

Insurance

Visits are normally covered under policies arranged through the Co-op Academies Trust.

Co-op Academy Southfield

Co-op Academy Southfield

Educational Visits Policy January 2024

Policy details

Contents

Policy Statement

Context

The legal framework

Application

Roles and responsibilities

Evaluation

Staff competence

Emergency Procedures

Educational Visits Checklist

Parental Consent

Inclusion

Charging/funding for visits

Transport

Use of staff cars to transport pupils

Insurance

Other topics

Dismissal of pupils (e.g. at the end of the visit or activity)

Use of volunteers (refer to www.oeapng.info document 3.4o)

Swimming Lessons (refer to www.oeapng.info document 7x)

Sports Fixtures

DofE and similar expeditions (refer to www.oeapng.info document 7k)

Overseas Visits (refer to www.oeapng.info document 7r)