Educational Visits Coordinator (EVC) Wednesday 30 May 2007 Nicola Watkins

1. Educational Visits Coordinator (EVC) Wednesday 30 May 2007Nicola Watkins the role working together information required role of the governing body

2. liaise with the employer to ensure that educational visits meet the employer’s requirements support the head and governors with approval and other decisions assign competent people to lead or otherwise supervise a visit assess the competence of leaders and other adults proposed for a visit organise the training of leaders and other adults going on a visit. involve organise thorough induction of leaders and other adults taking pupils on a specific visit make sure that Criminal Records Bureau disclosures are in place as necessary obtain parental consent and provide full details of the visit beforehand so that parents can consent or refuse consent on a fully informed basis organise the emergency arrangements and ensure there is an emergency contact for each visit keep records of individual visits including reports of accidents and ‘near-accidents’ The functions of the EVC

3. Risk AssessmentsRisk assessment for educational visits can be usefully considered as having three levels: • generic activity risk assessments, which are likely to apply to the activity wherever and whenever it takes place; • visit/site specific risk assessments which will differ from place to place and group to group; and • ongoing risk assessments that take account of, for example, illness of staff or pupils, changes of weather, availability of preferred activity.

4. Role of the School visits co-ordinator • advise schools generally, or in detail, on proposed visits; • give formal approval on behalf of the LEA for higher risk activities; • ensure appropriate training is available for schools, particularly for those involved in delegated tasks, such as risk assessment.

5. Role of LEA in relation to EVCsThese roles will work best when the LEA School Visits Co-ordinator: • works with the head teacher to assign EVC duties and assists in the induction of that person; • gives advice and guidance to the EVC; • gives the EVC access to appropriate training; • helps the EVC give access to specific training for staff leading or otherwise supervising educational visits; • ensures relevant risk assessments are complete, up to date and in accordance with LEA guidance and that the EVC is aware of their findings; • monitors the work of the EVC.

6. Information required for approval of a school trip • school trip details • risk assessments and action plan • confirmation from the Head Teacher for trip to go ahead

7. Information required on school trip • school details and group leader • purpose of visit and educational objectives • places to be visited • dates and times • transport arrangements • organising company (if any) including licence no. if registered with the AALA • financial arrangements • insurance • accomodation continued >>

8. Information required on school trip (continued) • detailed programme of visits; • hazardous activity and associated planning, organisation and staffing; • names, experience, qualifications and responsibilities of staff; • details of other adults accompanying the party; • knowledge of place visited and whether exploratory visit is intended; • size and composition of the group; • information on parental content; • special educational or medical needs.

9. Steps to follow when assessing risks • Place to be visited - potential hazards e.g. Walking in the city, travelling by ferry • Who is at risk? e.g. Pupils, non-teaching staff • List controls or where to find them e.g. Ensure sufficient supervision, exploratory visit • Hazards not fully controlled (under 3 above) • Continue monitoring of hazards throughout visit.

10. Responsibility for Health and Safety in SchoolsHealth and Safety at Work Law Health and safety responsibilities derive from the Health and Safety at Work etc. Act 1974 and associated regulations. Health and safety legislation is enforced by the Health and Safety Executive (HSE). Employer The Health and Safety at Work etc. Act 1974 places overall responsibility for health and safety with the employer. Who this is varies with the type of school. • For community schools, community special schools, voluntary controlled schools, maintained nursery schools and pupil referral units the employer is the Local Education Authority (LEA). • For foundation schools, foundation special schools and voluntary-aided schools, the employer is usually the governing body. • For independent schools, the employer is usually the governing body or proprietor.

11. Role of the Governing BodyWhere the governing body is the employer the governors’ responsibilities will be the same as those for the LEA. In addition, it is good practice for all governing bodies to: • ensure that guidance is available to inform the school’s policy, practices and procedures • ensure that the head teacher and the EVC are supported in matters relating to educational visits and that they have the appropriate time and expertise to fulfill their responsibilities • ascertain what governor training is available and relevant • agree on the types of visit they should be informed about • ask questions about a visit’s educational objectives and how they will be met. ensure that visits are approved as necessary by the LEA before bookings are confirmed • help to ensure that early planning and pre-visits can take place and that the results can be acted upon • ensure that bookings are not completed until external providers have met all the necessary assurances • ensure that the head teacher and the EVC have taken all reasonable and practicable measures to include pupils with special educational needs or medical needs on a visit