Educational Visits and Trips Policy
1. Introduction
We value the role of educational visits and believe that they enhance children's learning and contribute to their personal development. Day visits are organised to enrich, complement and broaden the curriculum.
Pupils in Year 5 and above are given the opportunity to take part in residential visits. These enable pupils to have new challenges and experiences, to live and work collaboratively and develop confidence, resilience and independence.
This policy has regard to guidance issued by the Department for Education, including Health and Safety: Advice on Legal Duties and Powers and Keeping Children Safe in Education (KCSIE).
It reflects duties under:
- Health and Safety at Work etc. Act 1974
- Management of Health and Safety at Work Regulations 1999
- Equality Act 2010
- Data Protection Act 2018
The policy supports compliance with the Independent School Standards Regulations (2014), particularly Part 3 and Part 7.
All visits are planned and conducted in accordance with UK best practice, adapted appropriately to the Indonesian context in which the School operates.
2. Aims
The Educational Visits Policy aims to establish a clear and coherent procedure for the preparation, management and evaluation of our educational visits, and to ensure that any risks are identified, assessed and managed effectively.
The policy aims to:
- Ensure educational visits are purposeful and linked to curriculum objectives
- Promote safeguarding and child protection on all visits
- Ensure risks are reduced to a level that is as low as reasonably practicable
- Clarify roles and responsibilities
- Promote inclusion and equal access
- Ensure compliance with UK standards while operating within Indonesian law
3. Responsibilities
Academic Director
The Academic Director, along with the Educational Visits and Trips Co-Ordinator, approves all proposed visits at the initial planning stage. The Academic Director retains overall responsibility for educational visits and ensures:
- The policy is implemented consistently
- Appropriate insurance arrangements are in place
- Serious incidents are managed in line with the Critical Incident Policy
- Media communication is handled appropriately
Educational Visits and Trips Co-ordinator
The Educational Visits and Trips Co-ordinator:
- Monitors preparation and planning
- Ensures risk assessments are completed and reviewed
- Ensures documentation is complete
- Verifies transport provider licensing, insurance and vehicle safety
- Checks that external providers meet safeguarding and safety standards
- Maintains records of visits and evaluations
- Keeps the Academic Director informed of significant matters
Group Leader
The Group Leader is the named person who takes overall responsibility for a particular visit and the activities its members undertake.
The Group Leader will:
- Follow all relevant policies and procedures
- Complete a written risk assessment
- Conduct dynamic risk assessment throughout the visit
- Define each adult's role
- Ensure adequate first aid provision
- Ensure appropriate staff/pupil ratios
- Brief pupils and staff on emergency procedures
- Carry emergency contact and medical information
- Report safeguarding concerns immediately to the DSL
- Maintain records of incidents
- Complete a post-visit evaluation
The Group Leader must ensure familiarity with the location and assess suitability for age and needs.
Accompanying Teachers
Accompanying teachers must:
- Follow the direction of the Group Leader
- Supervise pupils appropriately
- Maintain professional conduct
- Report concerns immediately
Parents and Volunteers
Parents may be invited to assist with day visits only. It is important that prior to the visit the Group Leader speaks to parent and volunteer helpers so they are clear about their roles, the safety aspects of the visit and safeguarding. Parents and volunteer helpers will be given a Code of Conduct agreement to read and sign. Parent Volunteers do not replace professional staff and remain under the supervision of the Group Leader.
Children's Responsibilities
While on educational visits the children are expected to behave in accordance with the ISJ Way.
4. Approval
All educational visits must receive approval from the Educational Visits and Trips Co-ordinator and the Academic Director prior to confirmation.
Residential and higher-risk visits require additional scrutiny of risk assessment, insurance and provider safety standards.
5. Risk Assessment
A written risk assessment must be completed for every visit.
The risk assessment must identify:
- Hazards
- Who may be harmed
- Control measures
- Emergency procedures
Risk assessments must consider:
- Medical and behavioural needs
- Environmental factors
- Indonesian transport and infrastructure conditions
- Weather conditions
Dynamic risk assessment must take place throughout the visit. Risk assessments must be retained for audit purposes. Preliminary visits may be conducted where appropriate.
6. Staffing
Staffing levels depend upon:
- Number of pupils
- Age and maturity
- Activity type and risk level
- Duration
Minimum ratios:
Day Visits:
- 1:8 (EYFS to Year 2)
- 1:12 (Year 3 – Year 8)
Residential:
- Minimum 1:10
These are minimum expectations and may be increased depending on risk. At least one staff member must hold appropriate First Aid certification.
7. Remote Supervision
Depending on certain factors such as age of the children and the location, the Group Leader may decide that the children can be unsupervised at particular times. Remote supervision will only occur where pupils are of appropriate age and maturity, clear geographical and time boundaries are set, and emergency contact procedures are in place. Parents will be made aware when remote supervision may occur.
8. Equal Opportunities
The School is committed to inclusion and will make reasonable adjustments in line with the Equality Act 2010. Educational visits will be planned to enable participation wherever reasonably practicable.
9. Communicating with Parents
Parents provide annual consent for curriculum day visits.
Specific written consent is required for:
- Residential visits
- Overseas visits
- Higher-risk activities
- Visits outside normal school hours
Parents will receive clear written information regarding supervision, itinerary and emergency procedures.
10. Duty of Care
While on educational visits, staff act in loco parentis. The duty of care is continuous for the duration of the visit.
11. Medical Details
Medical information must be:
- Carried by the Group Leader
- Stored securely
- Handled in accordance with the Data Protection Act 2018
Medication must be clearly labelled and administered according to the Medicines Policy.
12. Children with Medical Needs
The School will enable pupils with medical needs to participate safely. Individual Healthcare Plans must be taken on visits where applicable. Emergency procedures must be known to relevant staff.
13. First Aid
A first aid kit must accompany each group. At least one trained first aider must be present. All incidents must be recorded and reported appropriately.
14. Lost/Missing Children
The School's Missing Child Policy must be followed immediately if a child is unaccounted for.
15. Recording and Reporting Incidents and Accidents
The Group Leader is expected to maintain a record of any incidents and accidents that may occur on a visit. A copy should be given to the Educational Visits and Trip Co-ordinator on return.
Any incident or accident considered to be serious should be reported as soon as it is possible to the SLT.
16. Emergency Procedures and Critical Incident Policy
Staff must carry emergency contact information.
In Indonesia, emergency numbers include:
- Police: 110 / 112
- Fire: 113
- Ambulance: 118
Numbers must be verified prior to departure due to regional variation.
17. Mobile Phones, Cameras and Recording Devices
Staff must not use personal devices to photograph pupils except in exceptional circumstances and with prior authorisation.
Images must:
- Be appropriate and non-compromising
- Be taken for legitimate school purposes only
- Be stored securely on School systems
- Never be taken in bathrooms or changing areas
All safeguarding expectations apply equally on educational visits.
18. Transport
The Educational Visits and Trips Co-ordinator, along with the help of ISJ's admin team will ensure transport providers:
- Hold valid operating licences under Indonesian law
- Provide evidence of vehicle roadworthiness
- Provide proof of driver qualifications
- Provide appropriate passenger insurance
The Group Leader must ensure:
- Seat belts are worn
- Pupils are counted regularly
- Emergency exits are known
- Staff are appropriately distributed across vehicles
19. Teacher Guidance
Day Visits
Teachers planning to arrange and organise a day visit are expected to follow the guidance and advice set out in the document entitled 'Trips Checklist'.
Residential Visits
The Group Leader and Educational Visits and Trips Co-ordinator will check that a residential trip location / organisation is an appropriate organisation to use, and that they have appropriate safety standards.
They will also check:
- Their insurance
- That they meet legal requirements
- Their health and safety and emergency policies
- Their risk assessments
- Control measures
- Their use of vehicles
- Staff competence
- Safeguarding
- Accommodation
- Any sub-contracting arrangements they have
- That they have a licence where needed
The Group Leader will ensure that the school has an agreement with external providers that makes it clear what everyone is responsible for. This is especially important if they'll be taking over supervision of the children. The School will ensure appropriate travel insurance, including medical evacuation and repatriation cover where necessary.
Appendix 1: Crises That Might Occur Off Site
Educational Day or Residential Visits
A risk assessment must be completed for every visit.
In the event of a serious incident:
- Emergency services must be contacted immediately
- Pupils must be accounted for
- The Crisis Management Team must be informed
- Parents will be contacted by the School
- Detailed written records must be kept
In addition:
- Communication must be handled sensitively
- Legal liability must not be discussed
- Media communication will be managed centrally
Emergency Phase — Initial Response
Any staff member on a residential visit, trip or any activities off site should contact the CMT as soon as the emergency or crisis occurs. The CMT will immediately convene via telephone to discuss initial response and set emergency procedures into action.
Crisis Management Team
- Academic Director — Eileen Fisher — +44 7904 8765 65
- Head of National Curriculum — Engel Sutantio — 081314113840
- Educational Visits and Trips Co-Ordinator — Vivienne Withey-Hudaya — 081380174225
In the event of a crisis the CMT will also contact and liaise closely with:
- Chair of the Board — Darren Brown — Contact number held by SLT
Actions for Staff in the Event of an Emergency on a School Trip
A copy of the document must be taken by all Group Leaders.
- Establish nature and extent of the emergency
- If there are injuries, establish their extent and administer first aid
- Telephone relevant emergency services
- Establish names of the injured and ensure that all members of the party are accounted for and safe
- Advise other party staff of the incident and that emergency procedures are in operation
- If on a residential visit or trip outside of Indonesia, establish a communication base with the ability to keep mobile phones charged and Wi-Fi internet access
- Ensure that an adult from the party accompanies casualties to hospital or if on your own go with the injured pupil(s); the Emergency Services will look after the rest of the party until another member of staff arrives
- Ensure that the remainder of the party are adequately supervised throughout and arrange for their early return to base
- Arrange for one adult to remain at the incident site to liaise with emergency services until the incident is over
- Control access to telephones until contact is made with the CMT and until they have had time to contact those directly involved. Pass full details of the incident (name, nature, date and time of incident, location of incident, details of injuries, names and telephone numbers of those involved, action taken so far)
- Telephone numbers for future communication; identify alternate telephone numbers in case telephone lines become jammed
- The School will contact the parents of those involved
- In serious incidents the parents of all party members should be informed
- The Group Leader should write down as soon as practicable all relevant details. A record should be made of any witnesses. Any associated equipment should be kept in its original condition
- Legal liability should not be discussed or admitted
- Parents should be informed of any delays that will be necessitated