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Steephill Independent School and Pre-School

‘Pupils are at the heart of everything we do’

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Steephill Independent School and Pre-School

‘Pupils are at the heart of everything we do’

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Health and Safety Outside of School


Governor :   Graham Rye


Governor Implementation Check. Date: June 2016

Governor Implementation Check EYFS Date: June 2016


Policy Review by Governors Date:  September 2016


Date of next Implementation review:  May 2017





Health and Safety Out Of School

including EYFS,  before and after school care



Steephill fully recognises its responsibilities for child protection and takes regard of  DFE Guidance on Legal Duties and Powers  which replaces a number of guidance documents on health, safety and security in schools, including Health and Safety: Responsibilities and Powers (2001) and Health and Safety of Pupils on Educational Visits (HASPEV 1998 reprinted 2002).

In general this guidance states:


  • Children should be able to experience a wide range of activities.  Health and safety measures should help them to do this safely, not stop them.
  • It is important that children learn to understand and manage the risks that are a normal part of life.
  • Common sense should be used in assessing and managing the risks of any activity.  Health and safety procedures should always be proportionate to the risks of an activity.
  • Staff should be given the training they need so they can keep themselves and children safe and manage risks effectively.
  • Teachers and other staff in schools have a common law duty to act as any prudent parent would do when in charge of pupils


Types of visits


  • Educational Visits - teacher led e.g. Lullingstone Villa, National Gallery, Herstmonceux Science Museum.
  • Educational Visits - teacher escorted to leader led events e.g. Treejumpers, PGA Isle of Wight, Chateau Beaumont in France.
  • Regular outings/matches/visits to other schools or events.


Educational Visits - Teacher Led

Each educational visit outside of the School will have a teacher who is named the responsible person.  This person must ensure there are appropriate staffing ratios, risk assessments, class lists, first aid equipment, parental consent forms and contact details for that visit. 

The responsible teacher must liaise with the Headteacher for permission for the visit, timing, discussion of venue, transport arrangements and for approval of the risk assessment.  First aid equipment is kept up to date in the School Office and is collected from there on the day of travel together with the parental consent forms.

Parents are informed of the visit and its links with the curriculum at least two weeks before the date.  Parents are asked to sign a consent form and return it to the School Office.  These are collated by the Office and given to the responsible teacher on the day of travel.

Pupils are prepared carefully for the visit and where appropriate, medical conditions, special food requirements and allergies are discussed and planned for.  The curriculum content, expectations of standard of work and the activities that the pupils will experience are explained in detail and any questions answered.

Where overnight accommodation is involved a parental meeting will take place including pupils so that all issues relating to being away from home, sometimes for the first time, are addressed.

The School makes arrangements to notify any changes in arrangements e.g. delay in return, child illness etc by liaising with the School Office who can then initiate a blanket text message or a phone call to individual parents.  See emergency procedures.

All coaches and minibuses used have seatbelts.  Coach companies known to the School are usually employed.  Trains may be used for classes V and VI if this is a safer and more convenient method of transport.  Parents and staff may transport children to venues for visits and matches. 

The School always checks insurance of outside agencies and has insurance cover for all parents and staff to drive their cars on school business.

The responsible named person will also work with all staff to ensure pupil behaviour is of the highest standard.  They will have the authority to give sanctions and in extreme cases be able to arrange for the pupil to be returned to School.  Pupils will be given clear guidelines for their behaviour prior to the visit and on arrival at the venue.

The Safety and Welfare of children on an educational visit is of prime importance.  A risk assessment is carried out on the journey and destination.  Risk assessments from the destination may be used if available.  The risk assessment is signed by the Headteacher and a copy taken with the teacher leading the visit.

Where visits are undertaken regularly the same risk assessment may be used but must be reviewed annually or when a significant change takes place.  Examples include church visits and swimming lessons.

On outings, staff ratios as per DCSF guidelines are maintained and there is always a minimum of 2 adults; one adult being a qualified teacher.

All employees of the School will have enhanced DBS checks in place.

The adult ratios may be maintained by use of parents.   Parents are asked to be DBS checked if they are leading a group on their own.

Usually children wear School uniform to aid identification but on occasions this is not appropriate.

All children are reminded of conduct and safety for the trip and are advised of procedure in case of a difficulty being experienced.


Educational Visits - Teacher Escorted

The same precautions as above are observed. It is most likely in these circumstances that the venue will have a risk assessment available. This assessment together with the journey risk assessment must be given to each adult that is leading a group.

All visits to another country will have regard to all the safety guidelines as described above. Passports are collected by the responsible teacher a week before leaving and are kept by him/her until return.  Photocopies are kept in the School Office.


Regular Outings

The School takes part in many matches with other schools and this is considered part of school life.  Regular trips to schools, swimming pool, Longfield, village halls etc. require a risk assessment which can then be applied to all subsequent trips to the same place.  Regular checks should be made to ensure these are still valid. There is a general risk assessment for using the minibus.


Emergency Procedures

Contact details are kept by the responsible teacher and in the School Office and by the Headteacher.  Specific emergency procedures for each trip will be carried by the named person.  In case of emergency the leader will ring the Office and or the Headteacher (if out of office hours).  Permission for emergency medical treatment is obtained with the consent form for each visit.  The following should be reported as per RIDDOR regulations and guidance:

  • deaths
  • major injuries
  • over-7-day injuries – where an employee is away from work or unable to perform their normal work duties for more than 7 consecutive days
  • where there is an accident connected to the work activity which causes injury to pupils, members of the public or other people not at work and they are taken from the scene of an accident to hospital
  • specified dangerous occurrences – where something happens that does not result in an injury, but could have done.

The requirements are found in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) updated 2013.


Strategy for the Improvement of Care and Welfare

This section is also found in the Safeguarding Policy.


Review of Implementation

The Governors review the implementation of the policies annually. In order to be clear on the success of this implementation a termly check is carried out during the Senior Management Team meetings on:

Number and breakdown of significant incidents in school, defined as one which results in a child being sent home because of accident or illness.

Number and breakdown of significant incidents whilst out of school but in the care of the School

The Health and Safety report and progress on any action needed

The safeguarding/concerns file

Risk assessments and their success on trips or visits during that term

Complaints received at any level

Any other relevant detail which has a bearing on the care and welfare of children at this School



As a result of this review actions needed are assigned to the appropriate person and the HT has responsibility to check these actions are carried out in a determined time frame.



To be completed by teacher in charge of trip and submitted to the Headteacher at least one week before date of trip.

1. General information  2. Date of Visit:

Name of teacher in charge:


Number of children by age group:



Other teachers accompanying:



Staff : children ratio




For emergency only

Emergency contact details whilst in the field:

Mobile telephone nos:

Centre telephone: 


Emergency contact procedures for informing school:




2. Site Information

Emergency contact details whilst in the field:

Mobile telephone nos:

Centre telephone: 


Emergency contact procedures for informing school:




Insurance details

Have you confirmed that you are adequately insured?


Who confirmed it:



Please ensure you attach a copy of any Risk Assessments carried out by the provider of any activities.


Score before control: Likelihood x consequence

Control Measure

Score after control: Likelihood x consequence

Additional control
(if required)

Final score

e.g. Stranger Danger



2 x 5 = 10

Stay as group at all times. Adult with each in ratio group counts children at regular intervals. Have a rendezvous point

1 x 5 = 5






2 x 3 = 6

Wear appropriate clothing i.e. coat


2 x 1 = 2




Being thrown forward in minibus/coach in a collision



5 x 5 = 25

Instructed to wear seat belts at all times

2 x 5 = 10


Check at regular intervals and ensure sitting down and facing forward

1 x 5 = 5
































Health precautions/emergency procedures

What first aid cover is there?  Person/people + qualifications

Check list (A)









Epipens + names

Inhalers + names


Dietary requirements

All contact details/permission forms

Class list

Risk assessment

Contact card



Ferry tickets

Sick bags/Joyrides


Full First Aid kit

Rubber gloves

Sun protection


Emergency procedures/media contact






I have read and understood the risk assessment relevant to my trip and I have received all necessary training.  The information given on this from is correct to the best of my knowledge and I will ensure that it is updated as necessary.



Signed:  _________________________  Date:  _________________________




I am satisfied that the teacher has understood the risks associated with this work and that the safety precautions in place are adequate.



Signed:  _________________________  Date:  _________________________





GR/ CB  July 2015