BOROUGH OF POOLE

REPORT TO LEARNING OVERVIEW GROUP

2 nd DECEMBER 2003

YOUTH SERVICE OFFSITE ACTIVITIES POLICY DOCUMENT

1. PURPOSE AND POLICY CONTEXT

1.1To revise and update existing offsite activities guidelines to conform with current DfES recommendations.

1.2The offsite activities policy document is to ensure that all staff follow clear policies and procedures that are there to protect them and the young people.

2 DECISION REQUIRED

2.1Learning Overview Group to recommend to Cabinet to adopt the Youth Service Offsite Activities Policy Document and agree to its implementation.

3. INFORMATION/BACKGROUND

3.1The Youth Service plans and delivers a wide range of offsite activities i.e activities that do not take place at a youth club or centre. These activities involve residentials, day trips and adventurous activities.

3.2The revised policy document has taken into account the latest recommendations and good practice guidance from DfES. (See appendix 14)

Peter ReadHead of Youth Services01202 262281

Contact Officer: Colin Dutfield, Senior Youth Worker (H&S)01202 262281

Borough of Poole

Youth Service

OFFSITE ACTIVITIESPOLICY DOCUMENT

April 2003

Offsite ActivitiesPolicy

CONTENTS Page No:

1. Educational Visits1.1 Introduction1.2 Areas of responsibility

Management Committee, Head of Service/YouthOfficer, Senior Youth Worker (H&S), SYW’s/KW’s, Group Leaders, Staff, Contractors/Providers

1.3 Ratio of supervision1.4 Information to parents1.5 Appropriate behaviour / code of conduct1.6 Means of travel1.7 Young People with special educational and medical needs1.8 Medical examinations

1.9 Serious accidents1.10 Insurance arrangements 1.11 Action in emergency

2. Non-Residential Visits:2.1 Planning for safety 2.2 Preparation2.3 Field studies2.4 Coastal visits2.5 Quarry visits2.6 Farm visits2.7 Woodland visits2.8 Open areas2.9 Urban areas2.10 Industrial sites2.11 Fieldwork afloat2.12 Freshwater2.13 Seashore, estuarine, wetland

3. Residential Visits in UK:3.1 Introduction3.2 Accommodation3.3 Information to parents3.4 Preparation

4. Visits Abroad4.1 Accommodation4.2 Reporting of offences4.3 Preparation

5. Outdoor Adventurous Activities5.1 Safety in Adventurous Activities5.2 The Activity Centres (Young Persons’ Safety) Act 1995

5.3 Self-reliant Groups in the Outdoors

5.4 Water sports5.4.1 Canoeing & Kayaking5.4.2 Powerboats5.4.3 Sailing5.4.4 Windsurfing5.4.5 Bathing

5.5 Caving5.6 Climbing

5.6.1 Artificial rock walls and towers5.6.2 Rock and crag5.6.3 Sea level traversing5.6.4 Initiative courses and low ropes courses5.6.5 Ropes courses (high)5.6.6 Cow’s tail course

5.7 Trekking5.7.1 Moorland, fell and mountain walking5.7.2 Cycling5.7.3 Orienteering5.7.4 Camping

6. Skiing Courses 6.1 Introduction

6.2 Recommended staffing ratios 6.3 Selecting a tour operator

6.4 Activity Leader Competence (Alpine)6.5 Artificial slopes6.6 Snow boarding

7. Swimming7.1 Swimming checklist7.2 Staffing7.3 Safe Supervision7.4 Advice to Teachers and Coaches

8. AppendicesApp 1: Parental Consent FormApp 2: Risk Assessment Record (Example)App 3: Risk Assessment Record (Blank)App 4: Off-Site Activity ConsiderationsApp 5: Medical QuestionnaireApp 6: Form RV 1 - Approval for Residential VisitApp 7: Form DV1 – Approval for Non Residential VisitApp 8: Form AA1 – Adventurous Activity NotificationApp 9: Form EC1 - Emergency Contact SheetApp 10: Serious Accidents - ActionApp 11: Visit EvaluationApp 12: Young Person Visit EvaluationApp 13: Procedure Checklists : Trips Abroad, Sports Event, Day Trip Residential Ski Courses Abroad Planning the Visit App 14: Useful References

App 15: Contacts – Poole

1

EDUCATIONAL VISITS

1.1 Introduction

An educational visit must have significant learning outcomes and be suitable for young peoples age group, abilities and aptitudes. It is essential that:

the visit has a clear educational aim and value appropriate preparations have been made follow up action is taken to review and reinforce learning provision is made for an acknowledgement of the participants’ achievement e.g. certificate

1.2 Areas of Responsibility

Management Committee (where appropriate)

The Management Committee must be consulted before offsite activities are carried out by a unit and ensure that:

a residential and/or adventurous activity/visit has a specific and stated objective before it is approved. They should challenge the nature of the venture when objectives are not clear or where the means to meet them do not appear to be realistic.

that risk assessments have been undertaken; safety measures outlined; staff training, in particular that of the Education Visits Co-ordinator (EVC), have been addressed and financial safeguards, including insurance, are in place in relation to external providers.

Youth Workers reports to Management Committee refer to offsite activities.

Head of Youth Service/Youth Officer

The Head of Youth Service/Youth Officer must approve all Offsite Activities.Forms RV1/ DV1/AA1 and EC1 to be completed as appropriate.

The Head of Youth Service/Youth Officer must ensure that the worker in charge of any Offsite Activity has read and understands the Offsite Activities Policy and has the relevant experience to carry out his/her duties.

Senior Youth Worker (Health & Safety)

The Senior Youth Worker (H&S) must be consulted before any offsite visit is organised and subsequently kept informed of arrangements.

The Senior Youth Worker (H&S) must ensure that the leader of any offsite party has: good leadership qualities; read and understood the Youth Service’s “Offsite Activities Policy” and the DFES

Guidelines document “Health and Safety of Pupils on Educational Visits”, “Guidance for Group Leaders” and associated supplements and supporting circulars produced by the LEAs.

relevant experience. undertaken risk assessments

attended the OCR certificate in Offsite Safety Management training course or have been briefed by a member of staff who has.

It is also good practice for Senior Youth Worker (H&S) to :

Ensure that the appropriate Youth Service forms are completed. Ensure that arrangements are in place for the Management Committee to be made

aware of visits so that questions can be asked as necessary. Ensure that arrangements are in place for the educational objectives of a visit to be

inclusive, to be stated in the pre-visit documentation, and to be known to all relevant parties.

Be aware of the need to obtain best value. Appropriate consideration must be given to financial management, choice of contractors, and contractual relationships.

Ensure that visits are evaluated to inform the operation of future visits and additional staff training where necessary.

Check that the Worker in Charge, if not heading up the activity themselves has designated an appropriately competent leader who will meet the Youth Service’s criteria

For less routine activities, the Senior Youth Worker (H&S) will need to ensure that the Worker in Charge can obtain advice from an appropriate technical adviser as necessary.

Make time available for the Worker in Charge to arrange for the induction and training of staff and volunteers and ensure that staff receive the induction and training that they need before a visit.

Determine what level of resources are needed to meet identified training needs, including exploratory visits and attendance at courses arranged or held by the LEA../Youth Service

Ensure that Workers in Charge have complied with their roles and responsibilities. Ensure that serious incidents, accidents and near-accidents are reported and

investigated. Ensure all staff are made aware of and understand Youth Service guidance on

emergency planning and procedures. Training and briefing sessions must be provided for all staff.

Ensure that the centre/project has emergency procedures in place in case of a major incident on an offsite activity. These should be discussed and reviewed by staff. Ensure that young people, parents, group supervisors and others are given written details of these procedures.

Ensure that a base contact is available at all times during the trip and has authority to make significant decisions and implement the emergency procedure.

Establish a procedure to ensure that parents are informed quickly about incident details through the base contact, rather than via the media or young people.

There is a “Plan B” in case of emergency.

Senior Youth Workers(SYW) / Keyworkers (KYW)

The functions of the SYW/KYW are to :

Liase with Line Manager/SYW(H&S) to ensure that Offsite Activities visits meet the Youth Service’s requirements, including those of risk assessment.

Support the Head of Service/Youth Officer and Management Committee (where appropriate) 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. This will commonly be

done with reference to accreditations from an awarding body. It may include practical observation or verification of experience.

Organise the training of leaders and other adults taking young people on a specific activity. Make sure that Criminal Records Bureau disclosures are in place as necessary. Work with the group leader to obtain the consent of parents and to provide full details of the

visit beforehand so that parents can consent on a fully informed basis. Organise the emergency arrangements and ensure there is an emergency contact for each Offsite

Activity. Keep records of individual visits including reports of accidents and “near misses”. Review systems and, on occasion, monitor practice.

Group Leader

The group leader must have clear aims and objectives as to the purpose of the visit and have identified and agreed clear learning outcomes. These must be approved by the Head of Service/Youth Officer, Management Committee (where appropriate), Senior Youth Worker/Keyworker.

The group leader and other staff have ultimate responsibility in loco parentis for young people at ALL times, even when the group is under instruction by a member of centre/provider staff or host family. Everyone, including young people, must have a clear understanding of their roles and responsibilities, and clear handover and handback procedures should be in place.

The group leader, who will have been approved by the Line Manager, must ensure the following : The visit leader has attended the OCR Certificate in Offsite Safety Management training

course or has been briefed by a member of staff who has. An exploratory visit is made by the group leader to inform risk assessment and safety

management procedures, and during which the qualifications of activity providers are checked. Risk assessments have been undertaken and are ongoing throughout the duration of the visit and

referred to in the post visit evaluation. All party members follow the guidelines incorporated in this document. Roles and responsibilities have been defined. Checked the insurance cover and details. Provided information to the parents which includes aims and objectives of the activity;

appropriate insurance details; information on cost, transport and kit required. Parents have completed a medical questionnaire (see Appendix 5) and that all staff on the visit

are provided with appropriate medical information on young people taking part in the activity and medication required e.g. epilepsy, diabetes, allergies, asthma and anaphylactic shocks.

To ensure there is a qualified first aider. Ensure sufficient staffing. Ensure all helpers have been checked and on residential visits have been cleared by the Criminal

Records Bureau (CRB).

Ensure there are emergency procedures in place and everyone knows about them and understands what to do.

Agree a behaviour management policy / code of conduct with providers, ensuring everyone knows and understands it.

Develop a policy for “downtime”, essentially that there is no unsupervised time. The group are familiarized on arrival with the layout of the premises including any residential

facilities, location of fire alarms, escape routes and evacuation points relating to the rooms in use.

Follow appropriate codes of conduct or local byelaws. Obtain necessary access permissions. After the visit they must complete a post-visit evaluation. Staff

It is a requirement that at least one member of staff in a youth centre/project has attended an offsite leadership course and is either leading the Offsite Activity or has ensured the accompanying staff have received the necessary training and advice to ensure that they are suitably informed.

There must be at least one member of staff on the visit who has an appropriate First Aid certificate as approved by the Health & Safety Executive. They must also have current information on:

epilepsy diabetes asthma allergies any other medical conditions appropriate to the party any special needs (educational, behavioural and physical) within the party.

The group leader must ensure the following: -

parents have completed a medical questionnaire (see Appendix 5), and that all staff on the visit are provided with appropriate medical information on young people taking part in the visit. In particular they should be aware of:- Tetanus- Weils disease- Lyme diseaseand take appropriate precautions e.g. covering abrasions, cuts and scratches, showering after activities, cleaning hands before eating.

accompanying adults have the following information/documentation and copy of this document:-

a) a group listb) which vehicle they are travelling inc) base contact person who can be contacted in an emergencya) copy of current emergency contact list and action plan.

there is a person/persons who can be available at base throughout the duration of the visit who can be contacted. Telephone numbers and times when this person can be contacted should be clearly set out.

The group leader and other staff have ultimate responsibility for young people at all times, even when the group is under instruction by a member of centre / provider staff. Everyone, including young people must have a clear understanding of their roles and responsibilities.

Contractors/Providers

Contractors may be tour operators, expedition providers, Field Studies / Outdoor Education Centres, farms, museums, etc.

The contractor should provide the appropriate information as determined by the Senior Youth Worker/Keyworker and/or Group Leader.

The contractor is responsible for assessing the risks for activities provided. Any group organizing an expedition is encouraged to seek advice of the National

Geographic Society National Expedition Advisory Service before agreeing to use a provider.

A checklist for pre-visits to ascertain the suitability of a provider is included in the new Field Studies Centres Best Practice Guidance (see Appendix 15 for contact details).

1.3 Ratio of Supervision

The ratios indicated below are subject to risk assessments. For some visits, young people group ratios may need to be higher.

Day Visits:

Recommended Ratio:

Year 7 plus 15 to 18 young people to 1 adult

NB: There must be a minimum of 2 adults with any group.

Residential Visits:

Under 16 years 10 young people to 1 adult.Minimum of 2 adults for all groups.

16 to 18 years 5 young people to 1 adult.Minimum of 2 adults for all groups.

NB: Outdoor Adventurous Activities have specified ratios – see Part 5.

1.4 Information to Parents

Parents must be kept informed of all offsite visits. See Appendix 1 for proforma parental consent form.

For regular routine visits, parents can be informed at the beginning of the term that their child will be involved in these activities.

Parental consent must be obtained. Parents must have details of the activity before they can be asked for their consent. Over 18s must be informed of all the details of the proposed visit/trip before their consent is given. For residential or major visits it is advisable to hold a parents’

information evening before asking parents to complete the consent form. The minimum information required by parents is in the checklist below:

dates of visit departure and return times method of travel destination address and telephone number (plus, if different, a telephone number for

emergencies) name of travel company (if appropriate) name of leader and accompanying staff and adults aims of visits activities outlined details of any hazardous activity cost and method of payment arrangements for cancellation pocket money arrangements insurance information kit list including prohibited items code of conduct supervision details vaccination requirements for visits abroad parents should be informed that they should consult their child’s doctor if their child feels

unwell after returning from an outdoor visit, particularly if he/she has flu-like symptoms.

1.5 Appropriate Behaviour/Code of ConductFor Staff

When going off site staff may well find themselves in situations, such as those set out below, which may cause their intentions or actions to be misinterpreted. They should try to anticipate and avoid such situations wherever possible. Situations might include:

First AidTry to make sure that you are never alone with a young person. If clothing has to be removed, try to ensure that an adult of the same sex as the young person is present.

ActivityIf you have to hold or have physical contact with a young person for safety reasons, be open and clear about it and explain clearly, in advance, what you are going to do. You should not be alone. If the physical contact was different to that which was explained in advance, for example because of an emergency, then simply explain why it was different.

SwimmingOnly supervise young people in changing rooms who are of the same sex as you. If this is not possible for primary aged children then males should never supervise females.

ResidentialEnsure that there are two adults on duty in sleeping areas. There should be one adult of each sex on duty where mixed groups are involved.

Dropping off Young People at their Homes

Try to avoid being left in the vehicle with one young person.

MisinterpretationIf you have to act in such a way that you realise that your actions may be open to misinterpretation then report it to your Worker in Charge and Line Manager as soon as possible.

For Young People and Staff

Establish a set of ground rules for young people and staff, which apply AT ALL TIMES, not just during activities.

1.6 Means of Travel

Crossing the Road

Choose a safe crossing point where approaching traffic can be seen in both directions, e.g., minimum distance 100 metres away.

Gather the group at least one metre away from the kerb or road edge. Line up the group parallel with the kerb. Only involve numbers that can be easily controlled. Have the party leader at the end of the line nearest approaching traffic On roads with no pavement groups should walk facing the traffic. Leaders should try to

wear fluorescent clothing in daylight and reflective clothing in darkness. The group should approach the road on command when the way is clear . The group should

only take the same time crossing the road as an individual, e.g., try to avoid crossing in crocodile unless at a traffic controlled point, e.g. pedestrian crossing, etc.

Unless it is a very small group, there must always be two adults so that there will always be an adult with the groups on either side of the road.

Minibus Travel

There should be 2 adults – a driver and another adult. There may be exceptions to this e.g. for small groups going on a short journey (e.g. netball match), as long as there will be sufficient and appropriate adults to supervise the off-site visit (see page 9).

For long journeys the second adult should also be a relief driver. All drivers should have completed a driver training programme approved by Poole Youth

Service. It is the responsibility of the Worker in Charge to ensure the driver has satisfactorily completed the training.

It is recommended that a mobile phone is carried in the minibus, if the youth project has one available (but must not be used whilst driving!).

Essential “working order” checks must be carried out by the principal driver of the minibus, such as tyre treads and pressures, oil levels, fire extinguisher onboard etc.

By law, minibuses must be fitted with seat belts, and these must be used. The Worker in Charge must check belts are in use correctly.

A first aid kit, a warning triangle and torch and fluorescent jacket should be carried in the vehicle.

A list of occupants needs to be kept at the front of the bus.

Coach Travel

It is the responsibility of the leader to:-

Ensure seat belts are in use correctly Ensure adequate supervision is spread throughout the coach Ensure that a first aid kit, provision for travel sickness and mobile phone is carried in the

coach.

1.7 Young People with special education/medical needs

Every effort should be made to include young people with special needs in offsite activities

Guidance to group leaders:

Check that supervision ratios are appropriate (Does a parent / care assistant need to accompany young person? Is additional supervision required?)

Check arrangements for medication Parents have supplied all medical / relevant information including GP’s name and

telephone number and permission for visit Ensure all staff / helpers, have all relevant information re young person’s needs and

medical information Ensure all staff / helpers are trained to take responsibility in a medical emergency Group leader has discussed visit(s) with parents Check access facilities for wheelchairs and transport vehicles Ensure helpers have had training if manual handling skills are necessary Ensure young person’s safety and the safety of others at all times (if necessary seek

medical advice Is the activity / visit appropriate for the young person(s) and will they benefit from the

activity? Can the young person(s) understand and follow instructions? Do any of the activities need to be adapted? Will any additional / different resources be necessary?

For further guidance see:-

Supporting Pupils with Medical Needs: A Good Practice Guide - DfES See appendix 14 for details

1.8 Medical Examinations

(a) During a visit

If a medical examination is required during an offsite activity:

Valid consent must be given before medical treatment or examination can take place, and, where possible, parental consent should be sought. Where this is not possible:

A young person over the age of 16 can give consent without parental agreement.A young person under 16 can give consent provided they understand the treatment proposed.

Workers in Charge, acting in loco parentis, may do what is reasonable in order to safeguard or promote a child’s welfare. However, if a parent or young person refuses treatment, it is for the medical professional to make the decision about arrangements for treatment.

(b) Pre-visit preparations

Ensure that all young person’s medical needs (e.g. asthma, diabetes, anaphylaxis, etc.) are known and staff are competent enough to handle them (see Supporting Pupils with Medical Needs : A Good Practice Guide and http://www.teachernet.gov.uk/medical).

Ensure that parents have provided adequate supplies of medication for their child’s needs for the duration of the visit.

Ensure that the “Confidential Medical Questionnaire” (Appendix 5) has been completed and signed by the person with parental responsibility for each participant. The questionnaire should also be completed by all adult members of the party (Worker in Charge and support staff). The Worker in Charge should be made aware of any special requirements.

Be aware that some diseases are more common in some countries and know what preventative action to take and what to do if a group member becomes infected.

Recognise that many of the health problems of young people on longer visits are caused by lack of food, liquids or sleep.

If appropriate, advise group members about the dangers of over-exertion in the heat and of dehydration, which can cause headache, dizziness and nausea.

In warm climates, keep fluid intake high, take extra salt and wear loose, lightweight clothing – preferably made of cotton or other natural fibres – and use suitably factored sun protection creams and sun hats/glasses.

(c) During the visit

Staff acting in loco parentis may do what is reasonable in order to safeguard or promote a young person’s welfare. However, if a parent or young person refuses treatment, it is for the medical professional to make the decision about arrangements for treatment.

1.9 Serious Accidents – see Appendix 10It is recommended that the Worker in Charge of the expedition takes a copy of the appendix with them.

1.10 Insurance Arrangements

See school pack supplied by Cigna Insurance Ltd. If you need further information then contact:

Allan Warren, Financial Services, Borough of Poole (Tel: 01202 633177).

Group organiser must be familiar with the pack and the guidance offered by the insuring company. Emergency cards must be taken by the group organizer if travelling abroad.

1.11 Action in Emergency (Major Incident)

First

Make arrangements for sick or injured participant(s), involving the emergency services as appropriate. At least one member of staff must remain with the sick or injured.

Second

Contact base person by telephone. This should be the Head of Youth Service or Youth Officer.

During office hours – 01202 262281 – Youth OfficeOutside office hours – 07977 259061 – Peter Read (Head of Service)

07977 259062 - Christine White (Youth Officer)If you experience difficulty in contacting the base person, contact:

Borough of Poole Control Room (Tel: 0800 506050)

The control room holds a copy of their respective Education Services’ emergency contact lists to put Workers in Charge in direct contact with people who can help.

If appropriate, commence a log of actions taken with times.

This contact will have a list of staff and their telephone numbers, who will deal with such emergencies and advise the group leader and the base person(s).

Third

The Head of Service (normally), or, if not possible, the Youth Officer should contact next of kin, both of young people and adults participating in the trip. The decision as to who will carry this out must be made absolutely clear at the time, and the number of people sharing this responsibility will depend, to some extent, on the number of people who need to be contacted.

NB: Make sure that the Worker in Charge always has the following readily available throughout the trip:

a) Base contact person(s) (name & telephone number)b) Emergency telephone numbers

Fourth

Worker in Charge to fill in an accident form and a post activity evaluation form – see Appendix 11.

2NON-RESIDENTIAL VISITS

2.1 Planning for Safety

General Preparation guidance for the Group LeaderThe following considerations will assist a successful venture:

Photocopy this list and tick each point when you have taken the appropriate action:

Advised the Youth Office about the proposed visit.

Have you visited the location and undertaken a risk assessment?

Are you satisfied that the venture/task is appropriate for the age, ability and aptitude of this group? Do you want to go there?

Do you have competent skills for your venture?

Discuss with young people well in advance what your expectation is of their behaviour in a particular environment, e.g. especially near to risk areas; unfamiliar environments and draw up a mutually agreed Code of Conduct.

Take steps to protect young people from hazards particularly in the event of their behaviour being unsatisfactory. This will depend upon maturity and age of group, etc. An example would be walking a coastal path close to cliffs. The party leader should plan ahead to ensure that groups are supervised in manageable units and that staff walk in-between the group and the hazard, e.g. using a buffer zone that only adults occupy. Also involve all participants in the required risk assessments.

Are you able to staff with adults of appropriate knowledge/skill/experience? Are they effective in the proposed situation? Have they been police checked? Do you know? How do you know?

Do you need written permission to visit the location?

Are there any local bye laws?

Do you need a weather forecast?

Do you need alternative arrangements if weather is unsuitable?

Do your party members need boots with tread and waterproof clothing? If they do but they are not available for everyone, do you still intend to go?

Establish resources first and arrange location accordingly.

Have you a qualified first aider who can administer resuscitation techniques?

Are there young people with special medical needs, and, if so, will there be a trained adult able to administer medication?

Have you checked that there are sufficient first aid kits and that the contents have been replenished?

Do you know the young people you are going to take away? Can you recognise the clumsy, accident prone, unreliable, etc?

If the weather changes or fog comes down you must be able to navigate. Have you the equipment? Do you have a contingency plan?

Do you know where the nearest emergency telephone is in the event of an accident? Do you have a procedure for dealing with an emergency at the venue?

Have you arranged a clear recall signal if your group is working away from you? Have you taken steps to ensure that they all understood it? Have you practised the quick response?

If you are arranging a rendezvous for the group after a period of work, e.g., urban survey, did you arrange a clear landmark for them to find? If it was a certain time, did you check that each group had a watch?

Did you emphasise the ‘lost procedure’ so that any young person getting separated from the group would know what to do? It would, of course, depend on the environment, but should he or she stay still? Wait under the clock? Return to the front gate?

Do you have a list of party members to take with you?

Have you made use of sources of local knowledge where applicable, e.g., HM Coastguard, etc?

Have you read the appropriate LEA safety regulations referred to in this document?

Have you explained the venture and the associated risk assessment thoroughly to colleagues accompanying you, clarifying your expectations and arranging training as necessary, in particular for unqualified adults?

Are the group and staff members aware of the safe method of travel in your particular environment? Have you discussed it beforehand? By rail? By minibus? By water? Service bus? Etc.If walking, is it in pairs, crocodile, small groups? May they run? Procedure at all road crossings? If the young people at the front stop at a kerb will those behind also stop or risk knocking them into the traffic?

Is it a conscious part of your planned programme to educate party members to take responsibility for their own safety in a particular environment?Have you a clear programme that enables this development over a period – one, two, three years, etc? Do you and your colleagues have the skills to do this or do you need to ask for advice?

Have you set clear behavioural standards? Have you clarified, in your own mind, the realistic sanctions available? Are you consistent in their applications?

Do you need to remind the group of careful and responsible use of facilities at the venue?

Have you warned your group in advance of known hazards? Have you arranged to supervise these areas particularly carefully? For example, in a rural survey area, there may be a lake. Have you arranged supervision to ensure that no youngster approaches? This level of supervision will, of course, vary with the age/maturity of the group and will be at the discretion of the qualified adult.

If you are operating near water, have you and your colleagues been trained in , and are you able to practise, the appropriate water safety/life saving techniques and skills? Have you made sure that you can throw a throw-bag accurately – first time?

Have you obtained a copy of an Accident Report Form for the party leader?

Have you arranged a base contact person to monitor your visit e.g., check time of return.

Never go out alone! Never allow young people to go anywhere alone!

2.2 Preparation

Before the visit

Inform Youth Office and discuss with Youth Officer and/or SYW(H&S) using Form DV1

Visit the venue and carry out risk assessment Prepare the young people in relation to purpose and behaviour expectations Prepare and brief accompanying staff and adult helpers regarding safety, organisation

and arrangements Check venue is open on that particular day and confirm visit in writing – obtain

permission if necessary Confirm transport Confirm members have all paid and returned consent slip Confirm members have suitable clothing / kit

On the Day

Take group lists, medical information and emergency telephone numbers for base contacts Ensure base contact has accurate group list (Form EC1) Mobile phone (recommended), Spare cash Check weather forecast / contingency plans Relevant worksheets, information, clipboards, etc Check clothing / kit First aid kit, sick bags, buckets, specific kit e.g. throw bags, hard hats, etc Make arrangements for sufferers of travel sickness. Confirm that parent approved travel

sick pills have been taken Check and double check numbers on to transport

Check and double check numbers on return to transport at end of visit Ensure all young people have been collected on return Confirm return with base contact

After the Visit

Prepare evaluation report involving young people Follow up work Thank-you letters Check payments have been made Keep points to remember and notes for any subsequent visits Amend/Update Risk Assessments

2.3 Field studies

Introduction

Risk Assessment must be undertaken. Workers in Charge must familiarise themselves with the area beforehand including knowledge of tides, unstable sand, deep holes in stream beds etc and familiarisation of footpaths, routes and access. Safety helmets should be worn when working at the base of unstable rocky cliffs.

Workers in Charge must ensure that suitable footwear is worn, particularly for uneven ground or steep and slippery surfaces.

No groups are to work unsupervised unless they have been specially trained and are competent to do so.

A throw bag must be carried by the worker in charge when groups are working/walking close to hazardous water (e.g. deep, fast flowing, muddy or murky cliff tops).

Stay well away from deeply shelving waters’ edges. Be aware of tide levels and flood areas. Know the signs of pollution and avoid the area.

When groups are walking/moving around it is best to have the worker in charge at the front and a ‘tail end marker’.

THE COUNTRY CODE

1. Enjoy the countryside and respect its life and work.2. Guard against all risk of fire.3. Fasten all gates.4. Keep your dogs under close control.5. Keep to public paths across farmland.6. Use gates and stiles to cross fences, hedges and walls.7. Leave livestock, crops and machinery alone.8. Take your litter home.9. Help to keep all water clean.10. Protect wildlife, plants and trees.11. Take special care on country roads.12. Make no unnecessary noise.

Collecting Samples

Follow Codes of Conduct e.g.: Geological Code, Fieldwork Code

Keep collecting to the minimum. Collect only where there is a plentiful supply. Avoid removing fossils, rocks or minerals unless they are needed for detailed study. Avoid hammering indiscriminately. Safety goggles must be worn when using geological

hammers. Never collect from walls or buildings. Wear safety helmets at all times and if necessary other personal protective equipment/

clothing when visiting building/industrial sites and quarries.

2.4 Coastal Visits

General Guidance for the Workers in Charge when undertaking risk assessments.

Consider the following:

Tides, rip tides and sandbanks/marsh/mud banks – timings and exit routes should be checked

Warning signs and flags Base point to which members return if separated Hazards e.g. glass, barbed wire, needles, litter, sewage outflows Holiday makers Terrain and sea areas out of bounds Use of coastal footpaths Advice of the local coastguard Exposure/tiredness Prevailing wind Rocks Cliff edge/base Slippery surfaces e.g. Cambridge Stability of cliffs Nearest phone Access in emergency Sea defences to keep off e.g. groynes …………

Swimming – sea / natural waters

Swimming and paddling should never be allowed as an impromptu activity. Swimming and paddling should only take place when a risk assessment has been undertaken and the following controls are in place:

In recognised bathing areas With qualified lifeguard surveillance Young People grouped together at a ratio of at least 1 adult to 8 pupils One supervisor out of the water(Refer to Handbook for Group Leaders, DfES, 2002)

Guidance for Workers in ChargeWhen undertaking risk assessments for this activity consider the following:

Is it really necessary Knowledge of groups swimming ability

Suitability of activity for group Currents, weeds, shelving, uneven / unstable / slippery bottom Consultation with coastguard / lifeguard Designation of safe area Ensure young people have not eaten just before Signals for distress and recall Ensure young people do not get too cold Carry out regular head counts Avoid crowded areas Brief groups on the limits of the swimming area

(Refer to “At the Water Margins”, Poole-Bournemouth publication)

2.5 Quarry Visits

When undertaking risk assessments, consider the following:

Rock falls and crumbling edges Sludge lagoons Quarries cut off by tide Local site hazards Equipment specific hazards Blasts in working quarries

Advice for before/during the visit

Permission must be gained beforehand A safety helmet with a chin strap must be worn unless the site specific risk assessment

determines otherwise If rock hammering or splitting is allowed, for example with geological hammers, safety

goggles must be worn. Ordinary glasses do not offer adequate protection. Avoid the edges of quarries and cliffs No one should walk under an unstable overhang No one should loosen rocks, roll rocks, or work directly above or below another person No one should run down steep slopes No one should climb cliffs or rock faces as part of field studies Beware of sludge lagoons In working quarries students should not touch machinery or equipment In working quarries always comply with safety rules, blast warning procedures and any

instructions given by officials

2.6 Farm Visits

Before the Farm Visit

Check that the farm is well managed, e.g. has a good reputation for high standards of stock welfare, that the grounds and public areas are as clean as possible and that suitable First Aid arrangements are made. The youth centre/school need to take a travelling first aid kit on the visit. Animals should not have access to any outdoor picnic areas. A prior visit to the farm by

a member of staff is essential and arrangements for the visit need to be discussed with the farm management.

Check that the farm has suitable washing facilities, appropriately signposted, with running water (preferably hot and cold), soap and disposable towels or hot air hand dryer(s). Any drinking water taps should be clearly labelled in a suitable area.

Ensure suitable precautions are in place where appropriate e.g. clear signs or restricted access in areas such as near slurry pits or where sick animals are isolated .

Female visitors to farms should be warned that there is a possible risk of diseases being transmitted to pregnant women during lambing time.

Prepare young people for the trip by explaining the expected standards of behaviour and the importance of following any rules e.g. shutting gates.

Inform parents/young people of the advantages of wearing footwear that can be easily cleaned. Wellington boots are ideal footwear, but any closed shoe is preferable to open footwear.

Explain that visitors should not eat or drink anything, including chewing gum, etc, while touring the farm, because of the risk of infection and the risk of contact with toxic pesticides and other chemicals.

Visitors should be aware of the dangers posed by farm machinery and chemicals used on farms.

During the Farm Visit

If visitors are in contact with, or feeding, farm animals, they should not place their faces against the animals or put their hands in their mouths afterwards.

Before contact with animals, ensure cuts and grazes (especially on hands) are covered with waterproof plasters. After contact with animals and particularly before eating and drinking, ensure all visitors wash and dry their hands thoroughly. If children are in the group, hand washing will need to be supervised.

Meal breaks or snacks should be taken well away from areas where animals are kept, and visitors should not eat anything which may have fallen on the ground. Any crops produced on the farm should be thoroughly washed in drinking water before consumption. Water for drinking and food washing should be taken only from taps clearly labelled as drinking water.

Ensure visitors do not consume unpasteurised produce, e.g. milk or cheese, or taste animal feedstuffs, such as silage or concentrates.

Manure or slurry presents a particular risk of infection. Visitors should not touch it, and cuts or grazes should be covered with waterproof plasters. If visitors do touch manure or slurry, they should thoroughly wash and dry their hands immediately.

At the end of the Farm Visit

Ensure all visitors wash their hands thoroughly before departure. Ensure footwear is as free as possible from faecal materials.

Specific hazards

Slurry and grain pits, machinery, steep muddy slopes, rutted tracks, chemical stores, straw or haystacks, barbed wire, electric fences.

It is the duty of the group organiser to alert accompanying staff and young people to any of the above mentioned hazards and to take the appropriate measure to ensure everyone’s safety, e.g. ensuring a quiet, controlled atmosphere around animals.

If machinery/vehicles approach, face them and keep to the side of the track. Do not permit young people in pens containing sows or cows with their young. Check that young people do not put materials/animal food in their mouths. Ensure that the farmer has read the National Farmers Union regulations for school visits. If rides in tractors/trucks are permitted, the sides must be higher than the seating arrangements.

No child under 13 is to travel in a tractor cab. Always seek prior permission before entering private land.

2.7 Woodland Visits

Specific Hazards

Consider the following:

injuries resulting from tripping in rough and slippery terrain or in areas of restricted visibility or dense woodland

whiplash injuries from branches getting lost in remote and unfamiliar areas or in dense woodland organisms and disease – e.g. midges and Lyme’s disease poisonous animals and plants e.g. adders, fungi, flowering plants sunburn and insect bites local site hazards equipment specific hazards machinery in any woodland

Before and during the visit

Ensure a map and compass is available for trips in remote or unfamiliar woodlands. It is advisable to keep position and direction constantly in mind. Backtrack rather than go on but avoid areas of dense growth in the first place. Carry a whistle.

Warn young people of the danger of whiplash from branchesCare must be taken to avoid hazards and dangers from poisonous animals and plants. If any

doubt about the safety risk of an organism, or if protective clothing is not available at the time, leave well alone.

Find out beforehand if work is being carried out on any forestry land being visited.For local site control measures check with Centre, wardens or landowners.

2.8 Open areas, e.g., Heathland, Grassland, Sand Dunes

Specific Hazards

Consider the following:

exposure and/or sunburninjuries resulting from tripping in rough and slippery terrain or in areas of dense vegetation

getting lost in remote, unfamiliar areasphysical hazards e.g. insecure walls, barbed wire, electric fences, high voltage cablesorganisms and disease – cuts from grass, Lyme’s disease, midges, harvest mites, Blandford flypoisonous animals and plants e.g. adders, spores from bracken etcburied objects e.g. glass in the sand, firelocal site hazards – check with Centre/see Centre specific guidelinesequipment specific hazards

Before and during the visit

A map and compass must be carried for trips in remote and unfamiliar areas.Carry a whistle.On longer trips and in poor weather a survival bag must be carried.Young people must be advised of the hazards and dangers from physical hazards e.g. use stiles

and gates rather than climbing over walls and fences (leave gates as you find them). They should be advised about poisonous animals and plants. If in any doubt about the safety risk of an organism, or if protective clothing is not available at the time, leave well alone.

Young people should be advised to cover bare skin if walking through heathland or areas grazed by sheep, long grass or working near marshland to avoid ticks, mites, midges, adders.

Local site control measures – check with Centre/see Centre specific guidelines or wardens / landowners.

2.9 Urban Areas

Specific Hazards

Consider the following:

Traffic. Note that the occasional vehicle in a quiet village is as dangerous as the obvious traffic hazards on a busy road.

Group dispersal in a village or town study. A large group will naturally disperse.Disturbance of local population.Interaction with the general public.

Before and during the visit

Young people should walk on the footpath if there is one. Where there is no footpath they should walk in single file facing oncoming traffic.

Young people should be warned about noise levels and only allowed to use questionnaires when it is essential to the work and where the local population can absorb the student numbers without intrusion.

Young people must not be in groups of less than three. They should be polite to the general public.

Young people must be given a rendezvous time and meeting up point before dispersal if they are to work in small groups.

2.10 Industrial Sites

Specific Hazards

Consider the following:

Heavy machinery Falling objects Damage to heads when climbing steps Noise or light interference Problems of grit or sand blowing into eyes

Before and during the visit

arrange and ensure safety helmets and goggles are worn where necessary.

2.11 Fieldwork Afloat Specific Hazards

Consider the following:falling overboardstraining arms when pulling in heavy trawlslosing scientific equipment overboard

During the visit

Young people must not stand up or lean too far over the side of the vessel they are on.The weight of any trawling apparatus should be taken by adults with the free end attached

to a support on the boat.The same safety instructions apply as for marine activities.

2.12 Freshwater Specific Hazards

Consider the following:

currents, submerged objects, high, slippery or muddy sides and bottoms, deep water, unknown substrateflash floods in some situations such as riversbiological and chemical pollutionpathogenic organisms and disease, e.g. Weil’s diseasegetting lost in unfamiliar territorylocal site hazardsequipment specific hazards

During the visit

Thigh and/or chest waders must only be used when really necessary and never when working alone.

Young people with open cuts or wounds on their hands must either wear rubber gloves or cover the wound with a waterproof plaster. Cuts or wounds obtained during the activity must be treated as soon as possible.

When working in rivers special attention must be paid to the current especially if there has been a lot of rainfall. If climbing in and out, a shelving area must be chosen if possible.

Wading in rivers is hazardous and extreme care must be taken when moving about in the water.

A map and compass should be taken if working in more remote areas. Young people must be made aware of the hazards associated with particular pieces of

equipment and informed how to reduce those hazards, e.g. the other end of a pond net. With smaller young people it is recommended that they help each other by holding on to each

other or kneeling down to prevent falling in. Young people should wash their hands before eating or drinking. Local site control measures – check with the Centre/see Centre specific guidelines / wardens.

2.13 Seashore, Estuarine and Wetland

Specific Hazards

Consider the following:

Rocky shores have uneven surfaces that may be slippery when wet or weed covered. Fissures may be covered and not visible.

Some beaches may be cut off by the tide. Cliffs may be loose or soft and liable to fall. Muddy shores may have quicksand areas and may be hazardous because of rapid tidal fill. Exposed headlands are liable to violent wave action. Sea defences such as groynes may be slippery and exposed to wave action. Litter and pollution. Animals. Local site hazards. Equipment specific hazards.

Before and during the visit

Groups must consult a set of local tide tables especially when working on shores liable to be cut off by the tide.

Groups must not be taken along the base of cliffs that slip, unless there is a sufficiently wide beach.

Young people must not be allowed to climb on groynes unless under strict supervision and only if specific work is being carried out.

Avoid areas of quicksand or deep mud.Do not stand at the base or top of steep cliffs. Do not climb or hammer cliffs.Care must be taken with steeply shelving beaches and/or beaches liable to unpredictable wave

action.Strange objects on the shore must not be touched but should be reported to the police or

coastguard.Local site control measures – check with the Centre – see Centre specific guidelines.

3RESIDENTIAL VISITS IN UK

3.1 Important preliminary information to note No centre that provides outdoor adventurous activities is to be used unless it has been

licensed by the Outdoor Adventure Activities Licensing Authority for the in scope activities offered.

No Field Study Centre is to be used unless it subscribes to the Best Practice Guidance, Quality Safety and Sustainability produced by NAFSO.

Before any offsite residential visit, the Approval RV1 must be signed by the Youth Service, Borough of Poole. See Appendix 6 for a copy of the form.

Qualifications and expertise of the centre’s staff, independent providers and youth work staff in relation to the specific activities involved must be set out and available to the Youth Officer/Management Committee, as well as parents, on request.

Parent helpers and supervisory adults other than youth workers must have been police checked.

As much as possible must be known about the venue beforehand:

i.e. a member of staff must visit the venue beforehand and prepare risk assessments.Youth Service staff should check recommendations from other youth centres/schools;Youth Service staff must also check security and medical arrangements at the venue,suitability of accommodation and safety policy document.

Once there, offsite travel arrangements must be checked.

All communications with a centre and the specific requirements for the youth centre/projects visit must be confirmed and agreed in writing with a senior manager of the centre.

A preparatory meeting of all supervisory staff must take place before the visit, and specific roles and responsibilities must be clearly explained to them.

Check insurance arrangements.

If there is any doubt about a centre for residential visits contact the Youth Office.

3.2 Accommodation

Prior information required:

Security arrangements for the building / site at night Fire exits, procedures and details of fire officer’s report Young people’s and staff sleeping areas as illustrated through a floor plan The availability of centre staff of both genders resident at the centre during the night-

time, especially where the youth centre’s accompanying adults are of one gender Bathroom and toilet facilities Situation of residential staff on site in case of emergency Location of first aid kits

3.3 Information to parents:

Give details of:

Programme of activities Purpose of visit Supervision day / night Method of travel

Dates and times Cost and method of payment Spending money arrangements Postal address Emergency telephone number at venue and Worker in Charge contact Accommodation Kit list Behaviour expectations Consent form Medical information form

3.4 Preparation

Ensure that:

The group is aware of preparatory work, programme and daily routine, expectations and policies

Information has been provided about use of spare time and policies concerning radios, mobile phones, smoking, alcohol, etc.

There is a clear code of conduct

Checklist:

Confirm address & telephone number of venue and nearest doctor, dentist & hospital For self-catering, confirm method of buying food and special dietary provision Clarify responsibilities and expectations with staff Check consent forms and medical forms have been received and are ready for group

leaders Check young people’s and staff names, addresses, home, work and emergency contact

numbers Inform parents of procedure for young people who display unacceptable behaviour (i.e.

parents will be asked to come and collect the young person) Spare rubber sheet for the anxious / unexpected bed-wetter Safety equipment (e.g. waterproofs, OS maps, compasses, survival bags, whistles, torches

etc.) Leader’s rucksack containing basic needs (e.g. first aid box, mobile phone, water etc) Obtain a copy of the Accident Report for the party leader.

On arrival:

Define boundaries, rules and regulations Explain duty rotas and procedures, especially meal times Explain and practice fire drill Emphasise sleeping areas (i.e. out of bounds to opposite sex) Arrange accommodation Define sanctions for unacceptable behaviour (e.g. keeping others awake at night) Locate first aid kits

During:

Be prepared for homesickness and show a sympathetic awareness Check beds in the morning (for bed-wetters) and deal with discreetly Leave premises as you would wish to find them

On return:

Ensure all young people are collected or depart in accordance with prior arrangements.

4VISITS ABROAD

4.1 AccommodationEither

visit the accommodation

orbook on recommendation, preferably from a youth centre/school.

Hostels other than those being members of the International Youth Hostel Federation (IYHF) should not be used without a pre-visit.

If using a travel company, check that they are adequately financially bonded (ABTA, etc), and get a copy of their insurance cover.

Staying with Host Families

As much as possible must be done to ensure host families are suitable, especially through insisting that the host organisation uses only families that are known to them.

4.2 Reporting of Offences

All serious offences should be reported to the police in the country where they occurred. Workers in Charge should be aware that where an insurance claim is to be made following a criminal offence, the insurers will usually require the offence to have been reported to the local police abroad. Parents should be informed of the incident as soon as possible. Workers in Charge must ensure that they put the care of their group and its individual members as the highest priority.

4.3 Preparation – see Appendix 13

Visits abroad normally need to be planned a year in advance. It is essential that parents have all information regarding itinerary and insurance arrangements. Costings need to be given well in advance so that payment can be by instalments.

Before the visit:

Before any offsite residential visit, the approval form RV1 must be signed by the Youth Service, Borough of Poole. See Appendix 6 for a copy of the form. The form should be returned to Youth Office.

Ensure that the following are available and arrangements have been made:

Lists of party members’ names with telephone numbers and addresses of next of kin Name and address of travel agent involved in arrangements Check passport arrangements Check insurance arrangements Take evidence of insurance cover with you Initiate use of form E111 and collect from party members or their parents Obtain copies of form HS1 for the Worker in Charge Ensure availability of trained First Aider Prepare first aid kits. It may be necessary to have a kit containing sterile equipment for

use in an emergency Check details of emergency procedure Clarify limitations on amount of luggage Prepare young people for traffic driving on the right hand side of the road

If a visit to a public swimming pool is planned, ensure that you have life saving cover / qualified lifeguard. Some countries insist on swim hats for men and women

Do staff / supervising adults speak the native language? Travellers’ cheques, foreign currency and credit cards for emergency funds.

During the visit:

Name, address and telephone number of British Consul in the locality Phone cards and coins for emergency telephone use Tickets and passports are best kept by the Worker in Charge. Keep the group together during travel Give shopping advice (e.g. do not buy fireworks, alcohol or flick knives; some items

may require payment of duty) Inform of emergency number 112 in Europe

If medical care is necessary:

Try to make sure medical equipment is freshly sterilised or taken from a sealed packIf a blood transfusion is vital, ask for screened blood

5OUTDOOR ADVENTUROUS ACTIVITIES

5.1 Safety in Adventurous Activities

Workers in Charge must have leadership experience and appropriate National Governing Body awards. They have the ultimate responsibility for young people in their charge at all times.

Staff must not take responsibility for any activity for which they are not qualified.

It is very important that the activities selected are closely related to the age, needs and experience of all the participants.

Refer to guidance for residential / day visits.

Additional Guidance

It is the worker in charge’s responsibility to take reasonable steps to ensure that a participant’s health is appropriate for a proposed activity, i.e. find out the appropriate level of fitness required for a proposed pursuit, then receive completed questionnaires and check out thoroughly to ensure appropriate health.

It is essential that leaders are familiar with all routes and activities and constantly review their practice.

5.2 The Activity Centres (Young Persons’ Safety) Act 1995

The Aim of the Act

The aim is to give assurance that good safety management practice is being followed, so that young people can continue to have opportunities to experience exciting and stimulating activities outdoors while not being exposed to avoidable risks of death or disabling injury. However, the Act is very limited. Under the Act a licence must be obtained by: “anyone who provides, in return for payment, adventure activities within the scheme to young people under the age of 18 years.”

What activities fall within the scope of the Act?Caving (caves and mines - all except show caves and open entrances).

Climbing (all climbing, traversing, abseiling and scrambling activities – except on purpose designed climbing walls or towers).

Trekking (walking, running, pony trekking, mountain biking, off-pasteskiing and related activities).

Where?On moor or mountain which is remote, e.g. 30 minutes travelling time from the nearest road or refuge or above 600 metres in altitude.

Water sports

Canoeing (which excludes rowing boats).

Rafting (including the use of inflatables and improvised rafts).

Sailing (all types, but excludes any craft which requires a certificateunder the Merchant Shipping Act 1995).

Where?

The sea.Tidal waters.Inland waters (more than 100 metres wide).Inland waters where the surface is made turbulent because of weirs, rapids, waterfalls or fast-flowing current.

Exclusions

There are a number of excluded activities which have a significant risk and which are not within scope of the Act. In addition there are many providers who do not come within the scope of the Act. As a result, even for providers who hold a license, it does not indicate that all of their centre activities have been inspected. For details read the Health and Safety Commission document Guidance to the Licensing Authority on the Adventure Activities Licensing Regulations 1996. Package providers offering adventurous activities should have registered with the licensing authority. On request, providers should give clients their registration number. Confirmation on authenticity can be obtained from the Register kept at the Licensing Authority Office, Cardiff. Telephone no: (01787) 881165.

Risk Assessment

Although the Act is limited in the range of activities and providers, it does give a clear indication for the direction to be taken when deciding if a risk is acceptable. The regulations, as reflected within this document, are inadequate without the process of risk assessment by all leaders, instructors, teachers and heads of establishments.

1. Identify the risk.

2. Calculate the severity.

3. If the severity is too high, decide on the modification or controls necessary to reduce the risk to an acceptable level.

4. Record the controls or strategies necessary to maintain the risk level required.

Questions:

What do I know about this group?

What do I know about this activity?

What do I know about this environment?

Where are the major areas of risk?

How can I manage them effectively?

If I cannot then should I remove the activity?

Also: How much responsibility can I give to these young people?

What evidence do I have that enables me to give this responsibility?

5.3 Self-reliant Groups in the Outdoors

As young people develop their independence there will be a need for them to accept more responsibility for their actions and decisions. Steps towards a self-reliant approach can be taken in the early years but the steps should be appropriate and progressive.

The specific skills, concepts and attitudes that are to be encouraged will depend upon the proposed activity and the environment, but the following pointers may help to develop a safe system.

Training

The training must be appropriate to the type of venture to be undertaken.

Training must be given by staff who have National Governing Body (NGB) qualifications in the activities to be undertaken.

Individuals must be observed in training and their competence must be measured by an assessor approved via the appropriate NGB qualification.

Judgment

It takes practice for young people to take responsibility - do not hurry them. Responsibility can be increased by the leader but only on the basis of known and witnessed action.

Supervision

Supervision may be reduced from direct supervision to general supervision within a geographical area, providing the reduction takes place in sequential stages.

Supervision must take account of the fact that conditions can change beyond the level of a group’s training, e.g. deteriorating weather conditions. Supervision must always enable the leader to intervene quickly if required.

Regular contact must be kept with unaccompanied groups.

Intervention supervision must be exercised in locations where risks are greater.

NB:

Heads of establishments and centres should be aware that leaders who intend to give responsibility to young people need to have specific training in the skills of supervision, structuring appropriate tasks and effective group management.

5.4 Water sports

5.4.1 CANOEING & KAYAKING

General definitions and explanations for heads of establishmentsCanoeing is a sport that covers a range of activity undertaken in a great diversity of environments and with a variety of craft.

The British Canoe Union (BCU) Coaching Scheme has two main disciplines: ‘Inland’ and ‘Sea’. The areas they cover are self-explanatory. They join together particularly in estuaries which can be covered by qualifications from either set of BCU Awards.

‘Kayaks’ are normally single seater, closed cockpit craft. To use these, beginners at the sport need to be water confident and trained to safely exit the craft in the event of a capsize. Being able to stay in and right the craft with an Eskimo roll is an advanced skill, though one pertinent to canoe surfing, advanced sea expeditions and white-water canoeing.

Open canoes, (usually designed to hold from one to four people) and ‘open cockpit’ kayaks are usually more stable and require less skill to cope with a capsize.

The environment in which the craft are used gives an added variable to safety or difficulty. Water can range from extremely calm to a graded level of running water (Grades 1-6) to the tidal drift of the open sea. Other factors would be the depth of the water and the size and strength of the student. A further important aspect is the time of year and the actual weather conditions on the day. Wind and temperature can greatly add to the problems for the less experienced.

There is a considerable difference to be considered in safety margins for training work that is done close to a base (perhaps a building or minibus where spare clothing, hot drinks and other emergency aids can easily be reached), and work done on an expedition where the group needs to be entirely self sufficient in carrying all safety gear, effecting rescue and dealing with the rest of the group afloat. For this reason, trips/expeditions will demand higher qualifications and competence from leaders and students than those needed for training situations.

Section ARegulationsGeneral (this section applies to all canoeing)

1. Every canoe must have fitted internal buoyancy, firmly secured in bow and stern to support 27kg or 60lbs. Bats when used in swimming pools need sufficient buoyancy to remain afloat.

2. All canoes must be fitted with appropriate end grabs, with the exception of certain specialist craft.

3. Deck lines if fitted must be taut and held clear of the cockpit.

4. A fitted spray deck must have a release strap (with the exception of racing kayaks or canoes when used for competition purposes).

5. All canoeists, whenever on the water, must wear life jackets that conform to BSI 3595 or buoyancy aids that are approved by BCU and conform to CE Standards Communitee Europienne. They must be in the 50 Newton category except for certain limited sizes. When students are operating at sea, life jackets and buoyancy aids should be of an orange/yellow colour in order to aid visibility in the water.

6. Life jackets and buoyancy aids must be regularly inspected. The frequency of inspection will depend on the usage. All repairs should be carried out by the manufacturer or his agent where this is appropriate.

7. Canoeists must be able to swim 25mtrs in light clothing, as an indicator of competence and confidence.

8. Recovery from capsize should normally be introduced at an early stage in the teaching progression (ideally in initial safety introduction).

9. The leader must check all canoes and equipment for defects immediately prior to launch.

10. The leader must inspect the condition of life jackets/buoyancy aids and ensure they are correctly worn before students go afloat. Buoyancy aids need particular care to ensure the size is appropriate for each individual child.

11. A first aid kit and retractable must be carried by the instructor at all times afloat.

12. In adverse conditions the leader will ensure that all participants are wearing adequate warm clothing, suitable footwear and waterproof jacket.

13. Groups must wear safety helmets on graded water.

14. In addition to normal safety equipment on moving inland waters the leader must carry a throw bag.

Section B

Staffing ratios and qualifications (for teachers, youth leaders and instructors)

Inland Waters (Kayak)

Type of water/activity Minimum level of BCU Inland Award required

Pupil/staff ratio

1. Training on designated, sheltered inland waters

Level 1 Coach

Level 2 Trainee Kayak Coach, plus Canoe Safety Test or other recognised life saving award

8:1

2. Training on simple inland water Level 2 Kayak Coach 8:1

3. Expedition on sheltered water and simple water

Level 2 Kayak Coach

Level 2 Kayak Coach and Level 2 Trainee Kayak Coach

8:1

16:2

(two groups operating

together)

4. Expedition on Grade 1 water Level 3 Kayak Coach

Level 3 Kayak Coach with Level 2 Trainee Kayak Coach as assistant with 4 star test (inland)

8:1

16:2

(two groups operating together)

5. Training or expedition on Grade 2 water or open water

Level 3 Kayak Coach

Level 3 Coach with Level 2 Trainee Kayak Coach who has experience of Grade II water

6:1

12:2

(two groups operating together)

6. Training or expedition on Grade 3 water

Level 3 Kayak Coach plus 5 star award, and suitable logged experience, and suitably experienced assistant

6:2

7. Training in swimming pools Level 2 Kayak Coach when buoyancy aids or life jackets are worn. If they are not worn, then a second adult with a life saving qualification must stay on the poolside.

8:1

8:2

NB: Expeditions with minors (under 18 years) require that the qualified staff must be adults.

Section C

Inland Waters

Expedition on sheltered or Grade 1 water (all the regulations above and in addition):

Canoeist competence

1. Canoeists must know agreed re-call signals and procedures for calling for aid in the event of an accident/emergency.

2. They must have had prior training and proven competence for the level of the expedition.

Equipment

1. All kayaks should wherever possible be an orange / yellow / red colour.

2. All gear must be stowed so as not to hamper the canoeist getting in and out of the cockpit.

3. Leader and assistant leader must carry split paddles, bivi bag, canoe repair kit and first aid kit.

4. All kayaks must have a fitted spray deck.

5. Each canoeist in normal circumstances should carry spare clothing in a waterproof container. Waterproofs if not worn must be carried.

Group organisation

1. A base leader must be appointed who knows the timing and route of the expedition, and with whom contact is kept and changes of plan given. This person must have a nominal roll of participants and emergency contact numbers.

Leader’s responsibilities

1. The leader must have paddled the route and recorded any limitations or safety considerations prior to the expedition.

2. The leader must check the following prior to the expedition: the weather forecast river height new hazards in conjunction with information from the river adviser.

Section D

Training expeditions on Grade 2 water (all the regulations above and in addition):

Equipment

1. Safety helmets must be worn by all in the party.

2. Canoes, helmets, paddles and spray decks must be of a type designed for white water.

3. Foot rests must be fitted and be of a fail-safe design.

Leader’s responsibilities

1. The leader should have previously paddled the route a number of times in differing conditions and recorded limitations or safety considerations.

Section E

Training expeditions on Grade 3 water and above (all the regulations above and in addition):

1. Students should all have gained a BCU 4 star award or be of similar standard, and have previous white water experience.

2. Consideration must be given by the leader to the wearing of wet or dry suits, depending on the time of year, water temperature and length of the route.

Section F

Training in swimming pools

Equipment

1. Only paddles with plastic or untipped wooden blades may be used. Bats are preferable.

2. If life jackets or buoyancy aids are worn, they must comply with regulation A5.

3. If life jackets/buoyancy aids are not worn, a qualified lifesaver must be present on the poolside and not instructing or canoeing.

4. The instructor must take the size of the pool into consideration and avoid overcrowding.

5. CE approved helmets with face guards and buoyancy aids must be worn for competitive canoe polo.

6.Open Canoeing

Staffing Ratios (for teachers, youth workers etc.)

Inland Waters

Type of water/activity Minimum level of BCU Award required

Pupil/staff ratio

1. Training on designated, sheltered inland waters, maximum 4 canoes

Level 2 Coach Kayak 8:1

Training on designated sheltered inland water, maximum 8 canoes

Level 2 Coach Canoe 8:1

2. Journey on sheltered and simple water, maximum 4 canoes

Level 2 Coach Canoe 8:1

3. Training, journey or expedition on Grade 1 water

Level 3 Coach Canoe 6:1

4. Training, journey or expedition on Grade 2 water or open water

2 x Level 3 Coach Canoe 8:2

5. Training, journey or expedition on Grade 3 water

1 x Level 4 Coach Canoe +1 x Level 3 Coach Canoe

6:2

The use of Open Canoes on the sea is not considered appropriate other than for training sessions in calm, sheltered conditions in the immediate vicinity of a centre.

All groups must carry a marine VHF radio.

NB: Note the general regulations in Section A

Section G

Sea canoeing / kayaking

Definition

‘Training’ should be understood to mean a practise session close to a base (an outdoor centre, a support centre, a support base, camp, building or minibus) where emergency clothing, support and equipment are available, and where there is a means of communicating with the emergency services.

‘Close to a base’ means within a ten minute paddling time for all members of the group.

‘Expedition’ should be understood to mean a trip (of any distance or duration) away from any support base.

Sheltered water

This is in an area of an estuary or the sea that is within a quarter mile of the land and when there is no off shore wind above Force 2 or which is designated as sheltered water.

Open water

When working more than a quarter mile from the shore.

Section H

Staffing ratios (for teachers, youth workers and instructors)

Sea canoeing

Type of water/activity Minimum level of BCU Award required

Pupil/staff ratio

1. Training on sheltered watere.g. Poole Harbour not further than 750m from HOEC, no more that 100m from shore

Level 1/ Level 2 Kayak Coach 8:1

2. Expedition on sheltered watere.g. all harbour areas with the exception of general restrictions. Sheltered bays or holiday beaches in calm weather may be appropriate.

Level 2 Kayak Coach

Level 2 Kayak Coach +Level 2 Trainee Kayak Coach

8:1 or

12:2(with both groups operating together)

3. Training on open watere.g. as above and coastal journeys

Level 3 Coach (sea)

Level 3 Coach and Level 2 Trainee Kayak Coach

8:1 or

12:2

4. Expedition on open water Level 3 Coach (sea) with suitable logged experience

6:1

orLevel 3 Coach (sea) with suitable logged experience plus assistant with Level 2 Kayak Coach award

12:2

5. Advanced Training expedition (adults only)

Level 3 Coach (sea) with 5 star test and suitable logged experience and assistant with Level 3 Coach (sea) award

8:2

6. Canoe surfing Level 3 Coach (surf) 6:1

NB:

Leaders should be aware that the differentiation of each water classification depends not only on the permanent physical environment, but also on changing factors such as tides, wind strength and direction, etc. A professional judgement by the leader on the day will always be necessary to match the prevailing conditions with both the group’s and the leader’s experience and skill.

Section I

Expedition and training on sheltered water (all the canoeing regulations in Section A and in addition):

The definitions of sheltered and open water are at the front of this canoeing section.

Equipment

1. All gear must be stowed so as not to hamper the canoeist getting in or out of the cockpit.

2. Canoes must be fitted with a spray deck.

3. The Leader and Assistant must carry in addition: split paddles, bivi bag, flare, provision for hot drink.

4. All kayaks must be of an orange / yellow /red colour.

Student competence

1. Students must know agreed re-call signals and procedures for calling for aid in the event of an emergency/accident.

2. Students must have had prior training and have proven competence for the level of expedition.

Leader’s responsibilities

1. A base leader must be appointed who knows the timing and the route of the expedition and with whom contact is kept and changes or plan given. He/she must have a nominal roll and a list of emergency contacts.

2. The leader must have paddled the route prior to the expedition and recorded any limitations or safety considerations.

3. The leader must check prior to the expedition: weather forecast tide times information from local advisers/H.M. Coastguards or canoeing base

4. The leader must inform H.M. Coastguard of the intended route and give full group details.

Section J

Expedition and training on open water (all the above regulations and in addition):1. The leader should carry two distress flares appropriate to the sea.

2. Each canoeist to carry one distress flare. Each group to carry 2 sets of split paddles.

3. The leader must give consideration to the necessity for the group to wear wet suits.

Section K

Advanced expedition and training (all the above regulations and in addition):

The leader must have BCU Level 4 Coach qualification.

All students must have gained the BCU 4 Star Award or be of similar standard and have sea expedition experience.

Section L

Canoe surfing (all the above regulations and in addition):

1. All kayaks or surf skis, surf shoes and equipment must be suitable and strong enough for canoe surfing.

2. Helmets must be worn by all the group.

3. The leader must give consideration to the necessity for the group to wear wet suits. This will depend upon such factors as age and experience of the group, water and air temperature and the duration of the trip.

4. When launching, either the leader or an assistant must stay ashore to assist those embarking.

5. ‘IN’ and ‘OUT’ lanes must be organised.

6. There must be appropriate supervision on the seaward side to ensure that canoeists cannot be carried out to the open sea.

Useful address:British Canoe UnionAdbolton LaneWest BridgefordNottinghamshire NG2 5ASTel: 01159 821100

5.4.2 POWERBOATS

Within the scope of these regulations, the use of powerboats can be put into two classes:

Class A - safety boats

Powerboats used for safety rescue or teaching purposes, or as part of a water sport activity.

Class B - passenger carrying

Power boats carrying passengers for any other purpose.

A. Personal buoyancy

All crew and passengers will wear personal buoyancy aids at all times. There are two categories of personal buoyancy that are acceptable:

lifejackets with a positive buoyancy in excess of 150 Newtons

buoyancy aids with a minimum category in excess of 50 Newtons.

1. The skipper and crew of powerboats from Class A or B may wear a lifejacket or a buoyancy aid (but in class B a lifejacket must be carried on board for them).

2. Passengers in powerboats in Class A may wear a lifejacket or a buoyancy aid.

3. Passengers in powerboats from Class B must wear a lifejacket.

B. Qualifications

1. Powerboats form Class A: the skipper must hold an RYA Powerboat Level 2 Certificate. If the boat is being used specifically as a safety boat for a sailing group the skipper must hold the RYA Safety Boat Certificate (or the old Level 3 or 4).

2. Powerboats from Class B: where a maximum of 12 passengers are carried the skipper will hold at least a RYA/Dept of Transport Coastal Skipper Certificate or a current Boatmaster Licence issued by the local authority under the Public Health Act 1907. The skipper will hold a current first aid certificate, and a VHF radio

operator’s licence.

3. Powerboats from Class B: where more that 12 passengers are carried the skipper will hold at least a RYA/DOT Coastal Skipper Certificate or a current Boatmaster Licence issued by the Department of Transport under the relevant Merchant Shipping Act. The skipper will hold a current first aid certificate, and a VHF operator’s licence.

C. VHF radios

1. When a VHF radio is used, the operator must hold the Dept of Trade and Industry marine VHF operator’s licence, or must be under the direct supervision of a person who holds such a licence.

2. VHF radios must be covered by an appropriate ship’s installation licence or base station/mobile licence.

D. Powerboats - fitness and requirements for use

1. All Class A powerboats shall be suitable equipped for the tasks involved in providing safety/rescue cover.

A minimum requirement would be:

First aid kitThrow lineFlaresRopes suitable for towing x 2Anchors (as required)Bucket and/or bailerBasic toolkit and sparesKnifeFire extinguisher

It is recommended that a written checklist of equipment is affixed to each boat for reference by the skipper each time the boat is used.

All outboards and planing boats must be fitted with a ‘Kill’ switch to cut off the motor with a pull out cord attached to the helmsperson. This must be attached whenever the engine is running.

The boat should be fitted with suitable towing points, both for towing and being towed.

2. Engines and drive gear of all powerboats will be serviced either in accordance with the manufacturer’s recommendation or twice yearly and service logs kept.

3. Each time a powerboat is used the skipper will check that all the safety equipment is on board and that the boat is in a fit condition for use.

All defects must be reported and rectified at the earliest opportunity.

4. Displacement boats will be inspected by a Marine Surveyor or naval architect every three years.

E. Carrying passengers aged under eighteen years

1. When passengers under the age of eighteen years are carried, in addition to the skipper, there will be another adult on board who will be responsible for the children’s behaviour and in particular the compliance with safety rules and emergency action. The exception to this regulation will apply when a powerboat is used for teaching or safety purposes or one is being used for transporting crews from the shore to moored boats.

2. When any specialist equipment is to be used (e.g. fishing gear, whether rod or line, seine net or trawl), the second adult on board will be competent in its safe operation.

When a power boat passenger carrying vessel is at sea, a base leader will be issued with a sailing plan showing time of departure and return, sailing area or passage, and given a list of passenger and crew names.

The base leader is responsible for checking the vessel’s safe return.

Useful address:Royal Yachting AssociationRYA HouseEnsign WayHambleSouthamptonHampshire SO31 4YATel: 0845 345 0400www.rya.org.uk

5.4.3 SAILING

Specific measures for sailing

General hazards

Drowning, injury, cuts, bruises, squashed fingers, back injuries, head injuries, exposure/exhaustion, local site hazards.

Control measures

1. All persons going afloat must wear personal buoyancy of the approved type. If any person wishes to wear their own buoyancy it must comply with the EC SON standard.

2. Instructors must check that personal buoyancy has been put on correctly.

3. Footwear must be worn at all times.

4. Waterproof/windproof clothing must be worn when appropriate.

5. Helmets must be worn by complete beginners when sailing in single-handed dinghies unless the boom is padded. They may be worn by any individual at any time according to conditions, the wishes of the Senior Instructor or personal preference.

6. See Site Specific Risk Assessment.

Operating guidelines

1. An RYA Senior Instructor (or above) must authorise any sailing activities that take place, and must be present, when sailing is taking place, at the venue of the activity.

2. All groups must be accompanied by an RYA Sailing Instructor. Instructors should be able to work with groups independently up to and including level 3, BUT only under the direction of an RYA Senior Instructor. Assistant instructors may not work independently.

3. A powerboat must be available when sailing sessions are operating. Powerboat handlers must have a minimum qualification of Safety Boat (Level 3) Certificate if acting as the rescue boat for a sailing group.

4. Staff without these minimum qualifications may assist with groups ONLY if authorised to do so by the person responsible for water activities at the centre who will know of their sailing/boat handling ability. Such staff should be encouraged to obtain these minimum qualifications. They may not have overall responsibility for any group.

5. The correct working ratio of 1:6 must be operated when teaching official RYA advertised courses in single-handed boats. In crewed dinghies the maximum is 9:1 with no more than 6 boats per instructor. On RYA courses there must be 1 powerboat to a maximum of 6 sailing boats.

6. A maximum working ratio of 1 instructor : 12 students may be operated for school/youth groups engaged in ‘recreational’ sailing, using no more than 6 boats per instructor.

7. Club groups working independently must work to a maximum 1:12 ratio, using no more than 6 boats per instructor. Club group leaders must hold the appropriate relevant minimum qualifications.

8. For ‘recreational’ sailing groups (as in 6 and 7 above) there must be 1 powerboat to 12 sailing boats.

9. No student shall go afloat until they have been given instruction on the action to take in the event of a capsize. No student should be in charge of a boat until they have had capsize recovery drill demonstrated. If possible they should demonstrate their competence in capsize recovery drill at an early stage of tuition.

10. All safety boats with outboard engines must be fitted with kill cords which must be worn at all times when the engine is running.

Suitable venues

1. This is related to the prevailing conditions and the level of the group.

2. An RYA Senior Instructor or Coach must make the final decisions as to the suitability of conditions and venues for sailing.

3. Details of activity sessions and estimated time of arrival must be left with a responsible person.

4. Sailing at sea can only take place with sufficient helms of level 3 and above e.g. one per boat.

Control measures

Brief groups on correct method of lifting any weights. Supervise groups initially when taking off/putting back single-handed boats. Ensure that sufficient people are used for each boat.

Additional regulations for estuary and open sea sailing

1. A suitable motorised safety boat must be in attendance in a ratio of one safety boat : 9 people. This can be extended to 1:15 when there is an RYA instructor or RYA assistant instructor in each sailing dinghy.

Prior to sailing the course director should obtain a weather forecast, notify the local Coastguard or Harbour Master when appropriate and have up-to-date knowledge of local tidal currents and coastal features. He/she must be familiar with the sailing area

Expeditions

Definition: an expedition is a trip of varying time or distance away from the home sailing area where complete self-sufficiency is a necessity. Possible criteria might be that the students are of at least a Level 2 (or equivalent) competence of sailing before undertaking this type of trip.

Regulations

1. The attendant main safety boat must be equipped with flares, first aid kit, spare clothes, foghorn, sleeping bag, a bivi bag, bailer, compass, charts, torch, VHF radio, tool kit, spares kit, knife for both safety boat and dinghies. (Especially when working in exposed open water locations all instructors must carry a suitable knife).

2. The student must have shown competence in capsize recovery drill when taking part in expeditions.

3. The leader must be thoroughly acquainted with the route to be followed, special features or hazards and have travelled the route previously.

4. Provision should be made for communication with a base leader at a home base in the event of an emergency or change of itinerary. The base leader should hold a copy of the route and timings and have daily contact with the group. The base leader must have names and addresses of all afloat, escape routes, and a list of home emergency numbers.

5. The base leader is responsible for checking that all members of an expedition have safely returned.

Keelboats

Dinghy instructors working with keelboats should hold the RYA keelboat endorsement as part of their dinghy instructor qualification.

A. Qualifications

A leader for groups afloat must hold:

RYA Senior Instructor’s Award (with coastal endorsement if appropriate).

A skipper of one boat must hold:

In local water (within one mile of an Outdoor Centre and not crossing deep water shipping channels):

i) RYA Senior Instructor’s Award with tidal endorsement/keel boat endorsement;orii) RYA Instructor’s Award plus further relevant training.

B. If sailing as a group - one of the skippers afloat must be in charge and must hold:

RYA Senior Instructor’s Award with tidal endorsement/keel boat endorsement.

If sailing away from the outdoor base (e.g. more than one mile) - each skipper must hold:

RYA Senior Instructor’s Award with tidal endorsement. Normally there should be an accompanying powered safety boat.

If crossing deep water shipping lanes within local water:

i) all craft must motor sail across, e.g. have engine running before approaching the shipping lane;

ii) each skipper of a lone boat must hold:

RYA Senior Instructor’s Award with tidal endorsement/keel boat endorsement;

iii) if in a group then the qualifications for group sailing in local waters would apply.

C. Regulations: Ratios in different types of boats

The ratio of students to skipper in the following must not exceed:

Sonatas 4:1Gig 10:1 (plus one other adult)Drascombe Lugger 7:1 (plus one other adult)Southampton Whaler 10:1 (plus one other adult)

When operating more than a mile from a Poole Centre or crossing the main shipping channels, the keel boats will be accompanied by either a second similarly-equipped and staffed keel boat or by a powered safety boat.

D. Personal equipment

All of the regulations of Section B (sailing) 1 to 7 will apply, except that students must wear life jackets, BSI 3595 or exceeding 150 Newton category. (Air-only buoyancy must not be used). This will apply to all journeys which are:

i) unaccompanied in local water by a safety boat or another keelboat orii) journeys away from the local area.

50 Newton category buoyancy aids may be worn only in local waters where help is at hand from another keel boat (with engine) or a powered safety boat.

E. Student competence

Before going afloat students will have a theory session that is appropriate to their ability and the nature of their programme. This should include:

sail controlsmoving keelsrudders and tillerswind awarenessbeachingtackingbasic hove-to positionawareness of other water usersclothing and footwearsafety harnesses (where applicable)lowering an anchorcapsize drill

F. Operations

Prior to sailing the skipper should obtain a weather forecast and submit an expedition plan, where appropriate, to an appointed base leader.

Boat equipment

It should contain:anchor, chain and warpVHF radiofirst aid kitflaresfog hornbailer or bilge pumpcompass, chartstorch, knife

Provision must be made for communicating with the base leader in the event of an emergency or change of itinerary. All other instructions in Responsibilities and Regulations 4 and 5 will apply as appropriate.

G. Inspection

The boats will be surveyed every three years by a marine surveyor or naval architect.

Large keel boats (more than 7m LOA)

This will not include open craft as described in the open day sailing section.

A. Qualifications - skippers

To operate within the Solent: RYA/DOT Coastal Skipper Certificate.

To operate outside the Solent the skipper will have the RYA/DOT Yachtmaster Offshore Certificate with the Commercial Skipper endorsement “Valid for pleasure vessels up to 24 m in length for commercial use”.

B. Regulations

All sailing boats which are engaged at sea in sail training activities between 7m and 24m in length will comply with the Code of Practice for Construction, Machinery, Equipment, Stability and Survey issued by the Marine Safety Agency.

All of the regulations for open keelboats will apply as necessary.

Useful address:

Royal Yachting AssociationRYA HouseEnsign WayHambleSouthamptonHampshire SO31 4YNTel: 0845 345 0400

5.4.4 WINDSURFING (adults and minors over the age of fourteen years - levels 1-5)

General considerations

The accepted windsurfing season on all waters is from April to October.

Any windsurfing must be supervised by skilled and experienced staff. Supervisors must be particularly aware of the extreme threat of the cold outside of the April to October period and ensure that only students at Level 2 or above participate. Full body wet and dry suits must be used.

Inland waters

A. Qualifications

1. An instructor for a windsurfing session must hold:

RYA Windsurfing Instructor Certificate at the relevant level.

2. A safety boat must be driven by a person holding the RYA Safety Boat Award. It should be equipped with such safety equipment as is necessary for its task in the particular water area in which it is operating.

B. Regulations for inland water

1. All windsurfing must take place under the direct supervision of the qualified instructor.

2. The ratio of windsurfing boards to qualified instructors must not exceed 6:1.

3. There must be a safety boat available on the water capable of rescuing students and staff.

4. The safety boat may cover two groups of six operating in the same area providing it has the capacity to transport the entire group to shore.

5. Sailing area and recall signal must be established and unambiguous.

6. All students must have proved their water competence and confidence and must be able to swim 50 metres in windsurfing clothing.

7. Full wetsuit mandatory November - April.

C. Equipment

1. All windsurfing participants whenever on the water must wear lifejackets of BSI 3595 or buoyancy aids with buoyancy category exceeding 50 Newtons.

2. Life jackets and buoyancy aids must be inspected regularly (particularly with regard to minimum buoyancy requirements) and annually tested, where appropriate, with a physical inspection. All inspections must be recorded. Any repairs which affect buoyancy must be by the manufacturer or their agent.

3. Instructors and students at level 3 or above may wear a harness instead of a buoyancy aid at the discretion of the instructor.

4. When an instructor is in a safety boat he must always wear a buoyancy aid of the 50 Newton category at least.

5. Boards and rigs should be appropriate for the conditions prevailing.

6. Warm and windproof clothing, soft soled shoes or wetsuit boots should be worn. A wet suit or a dry suit is strongly recommended at all times and mandatory November - April.

D. Exemptions for inland enclosed waters (100 metre2 squared)

1. The permitted ratio is a maximum of 10:1.

2. Some form of water transport must be available to the instructor.

Windsurfing (for minors of fourteen years of age or less)

All of the above regulations and:

junior sailing must take place on enclosed, sheltered water, not exceeding 100 metres in any one direction.

E. Qualifications

An instructor taking responsibility must hold:

RYA Windsurfing Instructor’s Certificate of the relevant level.

F. Regulations

The ratio of students to staff must not exceed 6:1 afloat. A maximum of ten students may be taught if there is a second experienced adult present on the shore. He/she must be qualified to operate the safety boat.

G. Equipment

An appropriate safety boat must be afloat at all times when pupils are afloat.

Tidal waters - windsurfing

H. Qualifications

An instructor for a windsurfing session must hold:

RYA Windsurfing Instructor Certificate at the relevant level.

A safety boat must be driven by a person holding the RYA National Powerboat Certificate level 2 plus the safety boat award. It should be equipped with such safety equipment as is necessary for its task in the particular water area in which it is operating. The person should have a current first aid qualification.

I. Equipment

The safety boat must be equipped with:

flares first aid kit oars or paddles knife pliers

When operating outside normal working area:

VHF radio spare clothing sleeping bags bivi bag compass charts torches

J. Leaders responsibilities – tidal windsurfing

No tidal windsurfing shall take place unless there is a base leader ashore who has a list of their names and addresses and contact telephone numbers and is aware of the area the group is operating in and the time they will be on and off the water.

The instructor must ensure that prior to windsurfing:

a) a weather forecast and tidal information is obtained

b) HM Coastguard or Harbour Master is notified, where appropriate

c) the instructor must have recent local knowledge of the tidal currents, local hazards and have sailed the area in similar conditions previously

5.4.5 BATHING

This section applies to all swimming and similar water activities. excepting those which take place in a swimming pool/bath. When bathing or ‘splash about’ takes place in conjunction with another water sport, such as canoeing or sailing, regulations appropriate to that activity will apply, providing everyone continues to wear their personal buoyancy aid.

Qualifications

a) the teacher / leader / instructor must hold the Royal Life Saving Society (RLSS) Bronze Medallion with proven current competence.

b) hold the RLSS Aquatic Rescue Test for Outdoor Activity Supervisors. (This is site specific).

Regulations

A. Staffing ratio

1. The ratio of pupils/students to qualified leaders must not exceed 8:1.

2. Each group of pupils/students must be accompanied by at least two leaders.

At least one teacher/adult must be on ‘Watch Duty’ on the shore whenever pupils/students are in the water. This teacher/adult must not enter the water whilst on duty unless an emergency occurs ensuring other bathers are clearing the water on the whistle blast.

B. Equipment / environment

1. The group leader must ensure that the following equipment is readily available:- a whistle- a throw bag or torpedo buoy- first aid equipment- where possible a mobile phone in areas where there is an effective

signal.

2. Airbeds, tyres or similar items must not be used as floats.

3. Bathing must be confined to recognised bathing beaches and wherever possible in a lifeguard supervised area.

4. Bathing must be prohibited when red or other danger flags or other signals indicating unfavourable conditions are displayed and during the hours of darkness.

C. Leader’s responsibilities

1. The ‘Watch Duty’ teacher/adult must carry a whistle and throw bag for use in case of emergency. There must be a known recall signal.

2. The group leader must seek local advice from bodies such as Lifeguard units or HM Coastguard on the existence of steep-shelving beaches, quick sand, strong currents, and any other dangers. (If practicable, seashores should be inspected at low tide).

3. The group leader must set definite limits for swimmers and non-swimmers and must make these limits known to all members of the group. Swimmers should be recommended to swim along the beach and not away from the shore.

The following factors must be taken into account when determining these limits:

a) the age of the participantsb) the ability of the participantsc) the nature of the water and shored) the weather conditionse) the distance over which the voice and other signals will carryf) the safety devices at the group’s disposal (safety boat, safety line, floats,

etc).

4. The group leader must:

a) be aware of the dangers of over confidence when bathing in the sea, in rivers or in lakes (this applies especially to pupils/students who have only recently learnt to swim or those who can only swim a short distance in a

swimming pool). He/she must also be aware of the effects of cold water bathing and the risk of infection from water pollution;

b) be aware of the dangers involved when it is not possible to see the bottom of the water, or judge the depth of the water in which they are swimming. Group members must be warned not to dive or jump into unknown waters;

c) ensure pupils do not enter the water within one hour of eating a meal

d) ensure that if anyone gets into difficulties everyone else should leave the water immediately.

Surf bathing

All the regulations above and in addition:

1. Surf bathing must be at the ‘water’s edge’ with activities confined to chest deep water

2. Only areas recommended by the local life guards must be used

3. If small plywood surf boards are used, a zone with ‘In’ and ‘Out’ lanes must be organised

4. Before use pupils/students should be given instruction in the safe use of plywood surfboards.

NB :

There must be no bathing in canals, near weirs, locks or where there are any discharge pipes.

Water Play

For many groups bathing is not the correct expression. For small groups in very safe areas, no life saving qualification is required.

For Example:

Shallow river rock pools with safe surrounds.

At the water’s edge of very gently shelving beaches.

1) In the sea the area to be roped across on the seaward side if more than six children are in the water.

2) At least one adult competent swimmer, in the water, on the seaward side.

Leader Competence

1. Must be Open Country qualified.

2. Must be trained to administer resuscitation.

3. Must be competent swimmer.

Equipment

A throw bag, first aid kit and whistle must be available.

Useful address:

Royal Life Saving SocietyMountbatten HouseStudleyWarwickshire B80 7NN

5.5 Caving

Qualifications

A leader must hold either:

A local cave and mine leader award Level 1 (for specific systems within a single region in non-vertical systems)

or

a local cave and mine leader award Level 2 (for limited objectives within a single region with pitches up to 18 metres explored with ladders).

Both of the above must be region specific. The award must be revalidated every three years after the assessment

or

a Cave Instructor Certificate (for a variety of caves at different technical levels).

Regulations

A. Staffing ratio

1. The upper size limit for a party is 10 students with one leader and an adult assistant. However up to 5 additional students could be taken with a third appropriately trained and an experienced helper. The minimum party size is two students with a leader and an adult assistant.

2. The leader must have completed/travelled the route previously in similar weather and temperature conditions.

B. Equipment

1. Minimum personal equipment:

suitable warm clothing and protective over garment

protective helmet with chin strap and lamp bracket

boots without lacing hooks; an efficient head lamp

a whistle.

2. Group communal equipment to be carried must be:

Spare lighting, emergency water and food, first aid kit, survival bag.

3. Wet suits must be worn if there is any possibility of immersion in prolonged water.

Leader’s responsibilities

1. Ensure there is a sensible progression from initial training in dry, easy systems to wet or difficult systems.

2. If using wet or difficult systems have prior knowledge of the students earlier physical ability, claustrophobia, reaction to wet or cold, possible reckless behaviour.

3. Devise, agree and use clear lines of communication with the adult assistant at the rear of the party.

4. Personally supervise negotiation of any specific hazard. A lifeline must be used when there is any possibility of a fall.

5. Ensure prior above ground practice and competence of students for all ladder skills, rope work and knots.

6. Personally ensure on the day the following checks: safety equipment personal clothing and equipment of each student physical and mental well being of the party leave route card and ETA with responsible person leave indication of presence at cave entrance obtain up to date weather forecast and ensure there is no chance of flooding.

7. Ensure that the conditions on the day match the size of the party, skill levels, past experience and instruction, standard of clothing and equipment of the least able group member.

8. Ensure standard cave conservation measures are taught and observed.

Useful address:National Caving AssociationMonomark House27 Old Gloucester StreetLondon WC1 3XX

5.6 Climbing

5.6.1 Artificial rock walls and towers

Qualifications

a) a Mountain Instructor’s Certificateor

b) a Mountain Instructor’s Awardor

c) a single pitch Supervisor’s Award of the Mountain Leader Training Board (MLTB)or

d) have completed a Climbing Wall Supervisor’s Course.

A. Regulations

Staffing Ratio: 9:1 minimum. If supervising novices, there must be no more than 3 roped climbs in action at any one time, and the use of an ‘assistant belayer’ should be encouraged.

B. Equipment

1. All group members must wear a CE marked climbing helmet that is correctly fastened.

2. All karabiners should be screw gated and conform to CE guidelines. The only exception for non-screw gated karabiners will be if they are used for running belays.

3. Climbing ropes should be for ‘Full Weight’ specification as laid down for climbing ropes CEprEN 892. Half ropes are not applicable in this situation. For abseiling, static ropes can be used if they fulfil CeprEN 1891. Ropes must have regular, recorded inspections. There must be a rope usage logbook kept for each rope used by students. Ropes should therefore be numbered and coded to ensure accurate records. Information should include: date of purchase; every occasion of usage with comments on weather, type of rock, any leader or second falls, any treatment given to the rope.

4. Students belaying students must use a belay device (e.g. stitch plate).

5. Any specialist climbing equipment used by a student or leader must comply with European standards. They must wear approved sit harnesses or appropriate belts and fitting leg loops. Consideration must be given to the provision of full body harnesses for children under 11 years where there is a risk of inversion. (This applies to any student on a climbing course who has an ill-defined waist).

C. Leader / instructor responsibilities

1. Check all ropes regularly for wear and weakness.

2. Check all knots and belay points before a student begins to climb. Only equipment provided by or checked by the instructor may be used.

3. No novice student will be allowed to climb without a top rope except for low level traversing, supervised by the leader where the student’s feet are higher than 1.5m from the floor. This should involve pairs and spotting of partners. No other student may lead where holds have been stuck or screwed on. Where there is unroped climbing, e.g. bouldering, it should only take place in a designated area with appropriate height restriction and matting.

4. Great care must be taken by the instructor if leading on walls with holds that are screwed or stuck onto a surface. Good safety must be paramount.

5. The instructor must be able to see all climbers and belayers at all times.

6. Ensure that progression from low level, low difficulty climbs only takes place when skills have been mastered.

7. Young children may use the ‘walk-a-way’ method, where this is appropriate, by using a minimum of three children tied on to the same safety rope for a single climber. Children below the age of 8 yrs must be belayed by a competent, experienced adult.

8. Students must use a separate safety rope for abseiling. The abseil rope must always be releasable under load.

5.6.2 Rock and crag

Introduction

Consideration must be given to the overall supervision of the whole group in the environment in which the rock or crag is located. Either the rock climbing instructor or a second adult must be qualified for the environment e.g. Open Country, Mountain Leader etc. Qualifications are specific.

Qualifications

Instructors must hold:

a) a Mountain Instructor’s Certificateor

b) a Mountain Instructor’s Award (minimum qualification for multi pitch climbs)or

c) a single Pitch Supervisor’s Award (single pitches with no access problems)

NB: There must be no climbing in winter conditions unless the instructor holds either winter Mountain Leaders or Mountain Instructor’s Certificate.

Regulations

A. Single pitch climbs

1. The ratio of students to leader must not exceed 9:1 (climbers and active belayers). This should be reduced to 2:1 for lead climbing (normally only for over 16 year olds). Normally there must be at least one other responsible adult e.g. to supervise the waiting climbers.

B. Equipment

1. All climbers must wear a CE marked climbing helmet that is correctly fastened.

2. All karabiners should be screw gated and conform to CE guidelines. The only exception for non- screw gated karabiners will be if they are used for running belays.

3. Climbing ropes should be of ‘Full Weight’ specification as laid down for climbing ropes CeprEN 892. Half ropes are not applicable in this situation. For abseiling, static ropes can be used if they fulfil CeprEN 1891. Ropes must have regular, recorded inspections. There must be a rope usage logbook kept for each rope used by students. Ropes should therefore be numbered and coded to ensure accurate records. Information should include: date of purchase; every occasion of usage with comments on weather, type of rock, any leader or second falls, any treatment given to the rope.

4. Personally supervise negotiation of any specific hazard. A lifeline must be used when there is any possibility of a fall.

5. Any specialist climbing equipment used by a student or the leader must comply with European standards. They must wear approved sit harnesses or appropriate belts and fitting leg loops. Consideration must be given to the provision of full body harnesses for children under 11 years where there is a risk of inversion. (This applies to any student on a climbing course where there is an ill-defined waist).

6. A rope that has been repeatedly used only for abseiling must not revert to being used as a climbing rope.

C. Belaying and climbing procedure responsibilities of the leader

1. All equipment must be personally checked by the instructor at the beginning of each session.

2. All knots, belays and equipment must be physically checked by the leader before each student commences climbing.

3. A safety rope from a separate belay point must be used and supervised by the instructor when abseiling. The abseil rope must always be releasable under load.

4. The standard call system between climbers must be observed at all times.

5. Due consideration must be given to ensuring a safe, protected descent route.

D. Multi pitch climbs (all the above regulations and in addition):

1. On multi pitch climbs, the ration must not exceed 2:1.

E. Lead climbing

1. The leader for each rope and multi pitch climb must hold MIA / MIC.Useful address:Mountain Leader Training Board177 - 179 Burton Road, West Didsbury, Manchester M20 2BB Tel 0161 445 4747

5.6.3 Sea Level Traversing

Qualifications

Single Pitch Award

Regulations

Ratios are as for un-roped climbing.

Equipment / Environment

The group leader must ensure that:

1. Buoyancy aids, climbing helmets, suitable clothing and footwear are worn at all times.

2. Students keep low on the transverse to decrease the risk of injury if they fall.

3. An escort boat is available unless it is possible to escape at any point on the traverse.

4. The escort boat carries a VHF radio / mobile phone which is in direct contact with the group (and has been checked for effective operation at the location).

5. Special consideration has been given to wind, tides and sea state.

5.6.4 Initiative Courses and Low Ropes Courses

A. Qualifications

Leaders must hold an Initiative Courses and Low Courses Qualification - Leader training provided by Ropes Course Development. Training must be specific to low ropes courses as run by RCD or the qualified person/equivalent.

B. Apparatus design and layout

1. The design must take account of the current BSI requirements relating to apparatus design, e.g. there must not be finger trap areas; participants who fall cannot fall on any other apparatus/equipment, etc.

2. The layout will ensure that all landing areas around apparatus is level and free from obstruction for at least 1.8 metres, unless teamwork activities using ‘spotters’ will remove the risk of falling to the ground.

3. For apparatus above 1 metre high, impact absorbent surfaces must be laid.

4. The maximum height of apparatus in this category is 1.5 metres.

5. When apparatus is designed to cause participants to lose balance, impact absorbent surfaces such as wood chipping must be laid irrespective of the apparatus height.

C. Ratios

A ratio of 1:12 must not be exceeded.

D. Equipment

1. Equipment must be inspected weekly and on the day in which it is used. If a ropes course is being hired for a day the leader in charge will re-familiarise him/herself with the equipment and will inspect all the equipment being used.

2. Equipment must be serviced regularly.

3. A record must be kept of weekly inspections and regular servicing.

E. Usage

This equipment must not be used for runs against the clock. Races are considered to apply undue pressure and reduce attention to care.

5.6.5 Ropes Courses (High )

Definition

A system of apparatus where participants climb higher than 1.5 metres above the ground and protection is provided via a belayed rope.

A. Qualifications

Leaders responsible for the supervision of participants will have been trained and assessed by RCD (or equivalent bodies/persons) to instructor level as defined in the RCD Guidelines.

B. Design

1. The design must meet the requirement of the RCD guidelines and current legislation e.g. use of telephone poles should meet BS1990 part 1, or Docks Regulations 1934 when using wire rope.

2. The design must always provide for back up safety systems on apparatus.

3. The design must ensure that there is a failsafe system that will ensure that all participants are protected throughout the route as soon as they leave the ground.

4. All equipment must be used in accordance with manufacturer’s advice. Safe working loads must not be exceeded.

C. Leader’s competence

1. All leaders responsible for groups must be trained and able to reach participants on all parts of the route. They must be able to rope down participants from any part of the route.

2. All leaders in charge must be qualified first abiders.

D. Ratios

1. Group size 1:8 to be observed. Normally there should be a second adult present or easily available. This is vital where minors are involved on very high courses.

NB:For low ropes courses see section titled Initiative Courses and Low Ropes Courses.

5.6.6 Cow’s Tail Course

Definition

A system of apparatus which the participant self protects using cow’s tails.

Qualification

RCD or equivalent instructor with cow’s tail endorsement.

Design

As with high ropes course Section B1.

Leader’s competence

It is vital that the instructor has the skill to assess the ability of the participant in relation to the given task.

Ratio

1:6 participants to work in pairs until the leader decides otherwise.

Useful address:

Advisory Association for Ropes Courses and InitiativesBurnbakeCorfe CastleDorset BH20 5JH

5.7 Trekking

5.7.1 Moorland, Fell and Mountain Walking (Over 380 Metres/1250 Feet)

Leader qualification

a) Mountain Instructors Certificateor

b) Mountain Instructors Awardor

c) Mountain Leader Assessment (winter)or

d) Mountain Leader Assessment (summer)

Summer season

Regulations April - October

A. Staffing ratios

1. Normally the maximum young people with one leader is twelve. The minimum number in a group is four.

2. Within these numbers the leader must take into account:

the height of the route prevailing conditions previous experience of the group specific hazards or route equipment available previous knowledge of the group.

3. There must be two leaders with children under 14 years.

B. Leader’s responsibilities

1. Leaders must have recent personal experience of the area and of the specific intended route at the time of year.

2. Leaders must ensure that a route card is left at base. The card should give: details of the route, alternative bad weather or emergency routes, names of party and leader, estimated time of arrival at destination or return to base.

3. Routes should have a planned time of arrival of two hours before dusk.

4. The leader must carry appropriate safety equipment for the care of the group. This should include a rope.

C. Equipment

1. Each walker must wear boots with a good tread and personal clothing suitable for the weather and terrain.

2. Where appropriate, having regard to conditions prevailing on the day, each walker should carry:

windproof/waterproof jacket and trousers spare socks sweater hat gloves sealed emergency food torch (spare batteries and bulb).

3. No young person should carry a load that exceeds approx ¼ of their body weight. Only rucksack-type carriers may be worn - shoulder bags, kit bags, etc, are unsuitable and inappropriate.

4. The group must carry between them either one bivi bag per 2 members of the group or lightweight shelter (e.g. kisu) sufficiently large for all group members.

5. All members of an unaccompanied walking group must carry a survival bag.

Winter season - frozen or snow conditions

Regulations November - March

As the regulations above and in addition:

1. Walking on frozen tops or steep snow slopes requires the use of specialist equipment, e.g. ice axes and crampons. The correct training must be given in their use and they should be taken and used as conditions dictate.

1. Leaders must carry crampons, deadman, ice axe and 40m of 9mm rope.

2. Only staff qualified with MLA (winter) or higher will normally be recognised to lead in frozen winter conditions.

3. There should be two leaders with each party.

5. The maximum party size is ten.

Unaccompanied walking(April - October inclusive only)

Groups may only walk without direct supervision following sequential, specific training in the skills of walking, navigating, first aid and rescue skills and have proved their competence as a group in all these skills. All accompanied walking groups must carry the personal equipment as identified in the current edition of conditions contained in the expeditions section of the Duke of Edinburgh’s Award handbook.Supervision

Supervision may be reduced from direct to general supervision as a group’s competence improves. However, the reduced supervision must take place in sequential stages. Supervision must take account of the fact that conditions can change beyond the level of a group’s training, e.g. deteriorating weather conditions. Supervision must always enable the leader to intervene quickly if required. Regular contact must be kept with unaccompanied groups. Intervention supervision must be exercised in locations where risks are greater.

Bibliography

Mountain Leadership by Eric Langmuir - SCPRMountain Rescue and Cave Rescue (the Handbook of the Mountain Rescue Committee)Safety on Mountains - CCPR

Obtainable from the British Mountaineering Council,177-179 Burton Road, West Didsbury, Manchester M20 2BB

From bookshops:

Mountain Navigation by Peter CliffExpedition Guide - Duke of Edinburgh’s AwardHandbook for Expeditions - The Brathay Exploration Group and Geographical MagazineBe Expert with Map and Compass by Bjorn KhellstromNavigation by Wally Keay - Duke of Edinburgh’s Award publication

Useful Addresses:

British Mountaineering Council177 - 179 Burton RoadWest DidsburyManchester M20 2BB

Mountain Leadership Training Board177 - 179 Burton RoadWest DidsburyManchester M20 2BB

Also at:

Plas y BreninThe National Mountain CentreCapel CurigGwynedd LL24 0ET

National Parks

Brecon BeaconsThe Information OfficerBrecon Beacons National Park7 Glamorgan Street, BreconPowys LD3 7DPTelephone: (01874) 624437

DartmoorThe National Park OfficerDartmoor National ParkParke, Bovey TraceyNewton AbbotDevon TQ13 9JQTel: (01626) 832093

5.7.2 CYCLING

Qualifications

A leader must hold one of:

a) a coach’s award of the Association of British Cycle Coaches or the British Cycle Cross Association (after assessment of working with young people)or

b) ESCA/ABCC Cycling Teaching Certificate.

Regulations

Cycle touring

A. Staffing ratio

1. The ratio of students of under 16 years to qualified leaders must not exceed 7:1.

2. The maximum size of group should be fourteen students and two leaders.

3. Groups of students aged 16+ may have a responsible designated student as assistant leader.

B. Equipment

1. Bicycles must comply with the law.

2. Riders should be encouraged to use panniers.

3. Any loads on handlebars should be in purpose built handlebar bags.

4. Waterproof/windproof clothing must be carried on all but very short local rides.

5. The group must carry, and have a member competent to use, a first aid kit.

6. Riders should wear bright coloured clothing or proprietary safety fluorescent webbing.

C. Leader’s responsibilities

1. Carry out a thorough safety check - wheels, steering, brakes - on all bicycles before use.

2. Ensure suitability of clothing and equipment of each student commensurate with the length of the ride, weather on the day and experience of the individuals.

3. Ensure a qualified leader travels in an appropriate position within the group dependant on ability and type of session.

4. Ensure that a route card and a list of members are left with a responsible adult with clear procedures if the expected time of arrival is not accomplished.

5. Ensure that the route is suitable to the level of skill, confidence and fitness of the least able of the group.

6. Ensure that group discipline keeps the group to usually single or at maximum double file where appropriate.

D. Level of student competence

All students cycling on the open road must have undertaken a course of training in cycling proficiency and road safety (Royal Society for Prevention of Accidents or similar); a suggested syllabus is available for those who have difficulties arranging cycle proficiency. This training must take place before going on the open road.

Cyclo- Cross and BMX

A. Leader’s qualifications

1. He/she must hold one of:

a) the coaching award of the British Cyclo-Cross Associationor

b) hold the coaching award of the British Cyclo-Cross Association.

B. Staffing ratio

The ratio of pupils/students to leaders must not exceed 20:1.

C. Equipment

Participants should wear: cycling helmet, mitts/gloves, cycling shoes/training shoes, bright clothing.

D. Leader’s responsibilities

1. Carry out a safety check of wheels, steering, brakes of all bicycles before racing.

2. Ensure students test ride the course before competing.

3. Ensure the course is suitable to the experience/ability and fitness of the students. (A recommended maximum course length is a six-minute lap). Lap distances under twelve years is half a mile, and over twelve years is one and a half miles.

Roller cycling

A. Staffing ratio

1. The ratio of student to leaders must not exceed 15:1.

2. The maximum number of rollers in use at one time shall not exceed four.

B. Equipment

1. Only track bikes with fixed wheels and no other brakes may be used.

2. Participants should wear: cycling helmet, mitts/gloves, cycling shoes/training shoes.

Cycling time trials

Racing competitions of any kind on the public highway must be organised through the Road Time Trials Council.

A. Staffing ratio

The ratio of students to leaders must not exceed 8:1 with a minimum of two leaders in attendance.

B. Leader’s responsibilities

1. The police must be advised of training routes.

2. The police must be notified of the intended competition, i.e. date, start time, duration.

3. Ensure that the riders obey the rules of the road.

4. Ensure that the length and difficulty of the route matches the experience, ability and fitness of the students. (A maximum of ten miles is recommended).

5. Ensure that single starts of one-minute intervals are used. Mass starts are not permitted.

Equipment

Participants must wear: cycling helmets, mitts/gloves, cycling shoes/training shoes, bright clothing.

Track racing

A. Staffing ratios

1. This activity must be under the direct supervision of the leader in a ratio that does not exceed 15:1, unless operating under British Cycling Federation licensed track rules.

2. Numbers will vary depending on the length of the race but maximum numbers will not be exceeded.

B. Equipment

Check with track which type of cycles are to be used. Participants must wear:cycling helmet, mitts/gloves, cycling shoes/training shoes, a number when competing, at least two long sleeved shirts/vests.

C. Leader’s responsibilities

1. Ensure that the track is dry for training or racing.

2. Ensure that the track is inspected for damage before each session.

3. Ensure that there is direct supervision of all training/competing.

4. Ensure that the ability, experience and fitness is taken into account when deciding number of riders on the track at one time.

Mountain biking

There needs to be a distinction between a race and a cross-country ride.

Ratio of students to leaders - 12:1.

Maximum group size of 12 with students under 14 years of age, with minimum of 2 leaders.

A. Qualifications

For racing in English Schools Cycling Association organised events, leaders must hold at least:

a) The ESCA Mountain Bike Leaders Awardor

b) The coaches award of the Association of British Cycling Coaches (after assessment of working with young people)For cross country rides with young people the leader must also be qualified for the terrain over which he/she is travelling.

a) For wild/mountainous country (see Duke of Edinburgh’s Award definition) hold at least the Summer Assessment of the Mountain Leader Training Board.

B. Equipment

1. Footwear must be appropriate to the terrain and the weather conditions.

2. Spare inner tubes; puncture outfit and appropriate tools to be carried on all rides.

3. Protective clothing must include cycling helmet, gloves and allow for changes in the weather.

4. A first aid kit must be available to the group. For cross-country riding a survival bag and spare clothing must be carried.

5. Bicycles must comply with the law, especially if used on the road.

6. Riders should be encouraged to use panniers.

7. Any loads on handlebars should be in purpose-built handlebar bags.

8. Waterproof/windproof clothing must be carried on all but very short local rides.

C. Leader’s responsibilities

1. Leaders must have covered the route prior to taking groups of minors. For all others he/she must have current knowledge of the area. For race events the leader must inspect the course prior to the event starting.

2. Bike safety inspections must be done before any ride.

3. Leaders must ensure that the appropriate safety equipment is carried for the particular terrain. Clothing and equipment of each student must be commensurate with the length of the ride, weather conditions and the experience of the individuals.

4. Ensure a qualified leader travels in a position to control key decisions. This will include route selection, change of direction and keeping the group together.

5. Ensure that a route card and a list of members are left with a responsible adult with clear procedures if the British Expedition Training Award is not accomplished.

6. Ensure that the route is suitable to the level of skill, confidence and fitness of the least able in the group.

Ensure that group discipline keeps the group to usually single or at maximum double file where appropriate.

Useful address:

English Schools Cycling AssociationMr G Greenfield157 Kingsclere AvenueWestonSouthamptonHampshire SO19 9JR

Tel: (01703) 391286

5.7.3 Orienteering

Qualifications

For orienteering anywhere other than at a Borough of Poole school

The leader/instructor must hold:

a) A British Orienteering Federation Instructors Award or higheror

b) A British Orienteering Federation Teacher/Leader Certificatec) Evidence of other awards/experience should be presented to L 7 A for approval

Open country orienteering

One of the above qualifications and in addition

a) an offsite / open country award such as the OCR offsite leadership course.

Wild country orienteering

One of the above qualifications and in addition:

a) Mountain Walking Leadership Certificateb) other suitable award, possible BETA

RegulationsA. Staffing ratios

a) The ratio of students to staff should be a maximum of 16:1. If it is not a British Orienteering Federation organised event then there must be at least two adults present.

b) If minors are competing as part of the school curriculum during the school day, they may not be solo if they are off-site and out of sight of the leader.

B. Equipment

a) Clothing must at all times give protection against the environment and the elements. Footwear should be appropriate for the terrain and weather conditions on the day.

b) Each pair or group of participants must carry:a whistle; a watch; pencil; map in a polythene cover; compass.

c) There must be a first aid kit available to the group.

C. Student competence

a) Participants who are minors must be at least in pairs unless it is a British Orienteering Federation organised event, out of school hours. In this case parental consent must be obtained to participate as a ‘solo’.

b) Participants must know emergency signals and the procedures to follow when lost.

c) Participants should be conversant with orienteering maps, map scales, main symbols and be able to tell the time. Skill level must be known to be appropriate to the grade of the course.

d) Participants must be known to be responsible enough to report to the finish even if they do not successfully complete the course or they run out of time on the course.

D. Leader’s responsibilities

a) Courses must be planned so that participants who are minors do not cross busy roads, hazards are marked out of bounds on the map and if necessary taped off. These areas must be brought to the attention of the participants before the event.

b) Leaders should ensure that all participants have a suitable level of skill, fitness and experience for the course.

c) Leaders must ensure that minors who are entered for competitions on anything but school sites have skills that are appropriate to the level of competition.

d) Minors may not be used in a search for lost or overdue participants. Sufficient competent adults must be available to the leader.

School site orienteering

a) Clearly defined boundaries must be set.

b) Great care and consideration must be given to the dangers that may be met by the presence of unauthorised adults. Even on school sites pupils should participate solo, out of staff sight only if the leader is satisfied that:

i ) the site is safe from external adults; ii ) the site is safe: ponds, scaffold, traffic etc.;iii ) cones, notices should be used to ensure participants are kept away from any

traffic hazards;iv ) the pupils are proven to be responsible.

Useful addresses:

British Orienteering FederationRiversdaleDale Road NorthDarley DaleMatlockDerbyshire DE4 2HX

Harveys12-16 Main StreetDouneScotland FK16 6BJ

5.7.4 Camping

To be in charge a leader must be first aid trained and hold an appropriate qualification e.g. one issued by Hamworthy Outdoor Education Centre

Regulations

A. Staffing ratio

1. The ratio of minors to qualified staff must not exceed 12:1.

2. There must be at least two adults with groups under 14 years. The second adult need not be qualified for the activity. One adult must be trained in first aid. all adult helpers must have had police clearance checks.

3. There must be an adult of each sex present with mixed gender groups, one adult must be a trained first aider.

NB:

It must be stressed that staff must be appropriately qualified for any activities that take place either at camp or away from site.

B. Equipment

1. Petrol stoves or spike puncture gas cylinders must not be used by minors. Gas, methylated spirits or paraffin may be used by minors.

2. Gas cylinders must have self re-sealing valves.

3. A first aid kit must be available on site.

4. Cooking may only be done outside tents.

5. Refuelling and changing gas cylinders may only be done outside tents and away from naked flames.

C. Student competence

1. Students may change cylinders and refuel stoves only when they have had specific training, experience and have shown their competence whilst being supervised.

2. Minors may only cook under the protection of the flysheet when they have had specific training, experience and have shown their competence whilst being supervised.

D. Leader’s responsibilities

1. Leaders must have previously visited the site.

2. Leaders must define camp rules and discuss these with their group. They should include: out of bounds areas; arrangements for leaving camp;

hygiene; action in event of fire; local hazards (rivers, cliffs, gravel pits, etc).

6. SKIING COURSES

6.1 Introduction

Skiing has an invaluable part to play in broadening the curriculum. The National Curriculum recommends that outdoor education, residential experiences and adventurous activities should be part of a pupil’s educational experience.

A ski course requires significant additional responsibilities for which preparation, planning and supervision are needed.

6.2 Recommended Staffing Ratios

A ratio of one responsible adult to ten party members is recommended regarding the organisation of the course.

Most ski schools operate on a ratio of 1:12. However, some ski schools may work to a higher ratio in lessons, such as 1:15. The latter should not be regarded as the norm.

The ski course organiser has a primary role to act “in loco parentis” for the students of his school on the course. Any factor which may detract from this important role needs careful consideration. For example, when his / her own children are accompanying the group, the expectation should be that they are treated as part of the group at all times.

It is recommended that members of staff should observe and monitor skiing lessons on a regular basis.

6.3 Selecting a tour operator

It is essential that the tour operator selected offers protection against financial collapse. This is usually achieved by membership of ABTA (The Association of British Travel Agents).

When possible consult with another school user as comparison of tour operators is very difficult without first hand knowledge. This may be arranged through the LEA.

The following additional factors may help in the choice (source: Ski Course Organiser Handbook – The English Ski Council):

1. Selection of resorts offered.2. Convenience of departure dates.3. Convenience of departure airport (note that some operators regard airport choice as a

preference rather than a firm commitment, and reserve the right to alter it).4. Range of guarantees given (e.g. snow guarantee; surcharge protection).5. Range of options included in the price.6. Number of hours of ski tuition provided at basic cost.7. Extra services provided (e.g. support in organising the trip; transport to the UK airport;

evening entertainments programme).8. Overall cost.9. Availability of discounts for large numbers.10. Size of staff/pupil ratio.

Bear in mind, however, that the choice of operator will be very limited unless you book well in advance.

References: (1) Safety for Ski Course leaders – A distance learning package.The English Ski CouncilArea Library BuildingQueensway MallThe CornbowHalesowenW. MidlandsBG3 4AJ

5 Ski Course Organiser Handbook – The English Ski CouncilAddress as above

6.4 Activity Leader Competence: Skiing (Alpine)Dry slope

Follow procedures at each site

Course organisation Ski Course Organiser (E.S.C.) (a)

4-5 hours tuition per day provided by qualified ski instructors

Ski supervision British Alpine Ski Leader or (b) equivalent (or as agreed with Alpine Ski Leader) following the coach’s protocol

Ski teaching or instruction Ski school organiser or British Association of Ski Instructors or ESC Coach, following the coach’s protocol

(a) It is strongly recommended that the group leader has this qualification (SC01) (b) It is desirable that group leaders should seek to take this qualification.

6.5 Artificial Slopes

The use of artificial slopes for training for ski courses is invaluable.The recommended minimum staff – student ration is 1:12.Slope guidelines and regulation must be observed.Students should wear gloves or mitts and a pair of ski socks.The slope surface is abrasive so old clothing is advised.To instruct skiing on an artificial slope leaders must hold a minimum of an E.S.C. Artificial Ski Slope Instructor’s Certificate, Club Instructor’s Award or BASI Level 3.

6.6 Snow Boarding

The use if artificial slopes for training for snow boarding courses is invaluable. Wrist supports should be worn.A recommended staff – student ratio would be 1:8.Slope guidelines and regulations must be observed.Weather conditions may dictate that snow boarding is not a safe option e.g. in case of ice, hard-pack snow conditions.Under these circumstances the group leaders and students should be aware that skiing is a safer alternative. Therefore students should be prepared to do either snow boarding or skiing.

7SWIMMING

Safety in Swimming Guidelines

This section offers clear guidance to schools to ensure the safety of pupils.

The swimming co-ordinator must complete the swimming checklist, risk assessment and must have carefully considered “Staffing – are you covered?” They also need to be aware of the ASA Safe Supervision guidance.7.1SWIMMING CHECKLIST for ___________________________ SCHOOL

Name of Pool: _____________________________________________________________

Pool Tel. No. __________________________ School Tel. No. _______________________

Name of swimming and water safety co-ordinator:_________________________________

Yes No Action

Has the swimming and water safety co-ordinatorvisited the pool for risk assessment purposes?

Do you have a DfES teacher to accompany group?

The following can be staff, parents, helpers or poolside attendants:

Do you have an ASA qualified swimming teacher to teach? (See overleaf)

Do you have a person with the RLSS Rescue Test Award to accompany group?

Do you have a qualified First Aider to accompany group?

Do you have poolside helpers to support you/the group?

Have all your helpers completed criminal disclosure forms?

Ratios(subject to risk assessment): Can you cover your groups?Non-swimmers / beginners 12:1 max

Improvers (10m + within own depth) 20:1 max

Mixed Ability (10m – 25m) 20:1 max.

Have you a copy of the pool’sNOP (Normal Operating Procedure)EAP (Emergency Action Plan)

RISK ASSESSMENT for _______________________________________________ Pool

for _______________________________________________ School

Where is the emergency telephone situated? _______________________________________

Telephone No: Pool _________________________ School:___________________________

Yes No ActionChanging rooms: Male Female

Who will oversee changing? MaleFemale

Pool Design: Size: Shape: Blind spots:Special features – sprays, inlets, wave machines Glass, reflection, lighting

Depth: UNDER 0.9m? NO POOLSIDE OR/ IN-WATER DIVING SKILLS Any sudden changes in depth?

Will you need to rope-off?

Pool 83 organisation : Exclusive use? Shared use?

Implications for shared use:

Water Quality: Temperature: Clarity:

Safety equipment: Floats, poles, lifebelts, ropes

Other

Swimming / teaching aids available?

7.2 STAFFING – ARE YOU COVERED?

These are guidelines for your swimming lessons.

You should have SIGHT of and record qualifications and awards.

CIRCLE the appropriate number for each person accompanying the group – your total should be SIX POINTS PLUS for MINIMUM COVER

3 2 1

School Teacher DfEE

ASA Teacher (post 1994)

ASA Primary Teacher Cert. (post 1997)BT TOP SPORT

RLSS Rescue Test for Teachers and Coaches

ASA Advanced Teacher (pre-1994)

ASA Teacher (pre-1994)

ASA Assistant Teacher (post-1994)

ASA Preliminary Teacher (pre-1994)

ASA Instruction/Helper

St John (or equivalent) First Aid Certificate

Other poolside support staff(EYES & EARS!)

3

3

3

3

2

2

2

2

1

1

1

Total:

ACTION:

If your total number of points fall below SIX what action do you plan to bring your staff up to strength?

ASA Primary Teacher’s Certificate (BT Top Sport)

Seek qualified help from parents/local swimming club

Pay qualified pool staff to teach, with DfES teacher cover.

7.3 SAFE SUPERVISIONfor teaching and coaching swimming

Amateur Swimming AssociationThe Institute of Sport & Recreation ManagementThe Institute of Swimming Teachers & Coaches

The Royal Life Saving Society UK

This guidance is aimed at the owners and operators of all swimming pools where teaching or coaching takes place, and at those who undertake such activities. It is endorsed by the Amateur Swimming Association, the Institute of Sport and Recreation Management, the Royal Life Saving Society UK and the Institute of Swimming Teachers and Coaches. It deals with risk assessment, safety supervision and the safe ratios of pupils to teachers and coaches.

The Legal Background

Owners, operators and occupiers of swimming pools must follow the general duties and responsibilities in the Health and Safety at Work Act 1974 and the Management of Health and Safety at the Work Regulations, 1992. They are obliged to take all reasonable and practicable measures to ensure teaching and coaching activities are conducted safely. They have the overall responsibility for every person on the premises.

The role of risk assessment

The circumstances and design of swimming pools vary greatly; a standard solution to cover every pool is not practicable. So risk assessment is the essential first step – for any pool, and certainly when setting up teaching or coaching. Risk assessment must: -

identify hazards assess risks indicate, as far as is practicable, the measures required to control these hazards and risks

These control measures should then be incorporated in written ‘Normal Operating Procedures’ (NOPs) and Emergency Action Plans (EAPs). When preparing these, management should consult fully with swimming teachers, coaches, schoolteachers and others who bring groups to the pool.

NOPs and EAPs must clearly state the safety and supervisory requirements for all activities in the pool when prepared, they must be known and understood by coaches and teachers. This ensures consistency of standards.

Safety Factors in Risk Assessment

Each pool will have unique features that make particular demands on safety. But sections below list the six likely factors.

Pool Design

The suitability of the general design of the pool area for teaching and coaching includes:-

shape blind spots resulting from the position of features special water features such as sprays, inlets and wave machines glares, reflection and lighting

Depth

Its importance in relation to the ability and height of the pupils includes:-

the depth and extent of shallow water areas the extent of deep water areas the pool floor profile, in particular sudden changes in depth the possibility of being able to segregate the shallow water area (e.g. roping off or using a

boom).

Water quality

Two factors need to be considered:-

the temperature of the pool water (and the air) in respect of comfort – bearing in mind pupils’ size, age, physical and mental condition, and ability

clarity of the pool water.

Pool organisation

The arrangements of the lesson must be considered:-

is there exclusivity of use? is there shared use with other activities? if use is shared what are the implications?

Staffing

The skills and numbers of staff are important; consideration needs to be given to:-

adequate numbers of teachers, coaches and lifeguards the appropriate levels of skill of teachers, coaches and lifeguards the degree of support and help provided by responsible helpers, including parents, school

assistants, and auxiliaries who has the responsibility for the pool.

Young People and ability

The factors to be considered include:-

the age of young people the range of their swimming ability. This should be known by the youth worker or coach and

each new young person should be checked at the first session, in shallow water the ability of young people to comprehend instructions including their command of the language

in which the lesson is taught how any difficulties will be overcome any physical disabilities or learning difficulties.

Programmed and unprogrammed activities

This publication is about programmed activities – those with a formal structure; disciplined, supervised or controlled and continuously monitored from the poolside. Programme activities include swimming lessons, coaching sessions and other tuition such as water aerobics. ‘Safety in Swimming Pools’, a guidance document from the Health and Safety Executive and the Sports Council, indicates that unprogrammed activities should, under certain circumstances, have more lifeguards than programmed activities.

Safety Supervision

Safety in Swimming Pools recommends that everybody providing lifeguarding functions – whether lifeguards or teachers and coaches – should hold an appropriate life saving award or qualification.

Where programmed activities only in the pool, teachers or coaches may provide the safety cover, but they should hold one of the following appropriate swimming teaching/coaching qualifications:

Royal Life Saving Society UK National Pool Lifeguard Qualification, or its equivalent Rescue Test for Teachers and Coaches of Swimming Award.

This last award is jointly recognised by the Amateur Swimming Association, the Royal Life Saving Society UK, the Institute of Swimming Teachers and Coaches and the Institute of Sport and Recreation Management.

Where the pool is in shared use it must ideally, be clearly divided between programmed and unprogrammed swimming activities, and suitably qualified teachers and coaches must take responsibility (both for lifeguard cover and teaching and coaching) – but only for the programmed area of the pool. The arrangement must work within the agreed ratio of young people to teachers and coaches.

Where teachers are directly responsible for supervising the swimming pool, performing the role of lifeguards in an unprogrammed pool session, they should hold a nationally recognised pool lifeguard qualification.

Where the shared use is not clearly defined between programmed and unprogrammed activities, supervision must be provided in accordance with the pool’s normal operating procedures.

Helpers and support teachers who are not qualified can play a valuable role in supporting qualified staff responsible for the safe delivery of programmed pool activities.

Pupil to teacher ratios

Our recommendation is that, in the vast majority of cases encountered, pupil teacher ratios should not exceed 20:1 – and in some cases, as indicated in the list opposite, should be less than that. (Exceptions in next column deals with those routine circumstances in which the 20:1 ratio can be relaxed).

Having taken into account the safety and other guidelines already dealt with, the recommendations here should be helpful in determining actual ratios for programmed swimming activities. The ratios given are for pupils in the water. Where the teacher is also responsible for pupils not in the water but on the poolside, the ratio may need to be improved.

It is recommended that teacher or coach should remain on the poolside during each session. If they enter the water, another adult must take over supervision.

The ratios – not to be exceeded

12:1 NON-SWIMMERS AND BEGINNERS

Young children (including nursery and primary aged children) or adults being introduced to swimming. If more than this number is being taught, other adults may be used to help the teacher/coach – see Exceptions below.

20:1 IMPROVING SWIMMERS

Swimmers of similar ability to each other who can swim at least 10 metres competently and unaided on their front and back; it is recommended that the lesson is confined to an area of the pool where pupils are not out of their depth.

20:1 MIXED ABILITY GROUPS

Pupils with a range of ability (from improver standard to competent swimmers) but where the least able and least confident are working well within their depth. Swimmers’ technique, stamina and deep water experience should be considered.

20:1 COMPETENT SWIMMERS

Those swimmers who can swim at least 25 metres competently and unaided on front and back, and can tread water for two minutes.

30:1 COMPETITIVE SWIMMING

Training only, with very competent swimmers.

SWIMMERS WITH DISABILITIES

Each situation must be considered independently as people with disabilities do not form a homogenous group. Care must be taken to ensure that there are sufficient helpers in the water to provide a 1:1 ratio for those needing constant support and a sufficient number of other helpers to

provide the degree of support demanded by the range of disabilities within the group. There are national organisations for specific disabilities from whom further guidance may be obtained.

Exceptions

Organisational demands will sometimes make a teaching ratio within 20:1 virtually impossible. In these circumstances a qualified and skilled teacher can adopt a number of strategies to help with the management of the group. For example, another responsible person on the poolside, who is competent to recognise and respond to a pupil in difficulty, may provide the necessary supervision. In a school they could be an interested parent, a teaching auxiliary or a sixth form student training for a sport leader or similar award. They must always work under the supervision of the teacher and be absolutely clear on the nature and extent of their role.

Alternatively, pupils can be taught to work in pairs, immediately halving the number in the water at any one time. The teacher instructs the resting pupils, who must be out of the water, to constantly observe their partners and to bring any concern to the immediate attention of the teacher.

Teachers can adopt these measures only where they are included in the pool’s normal operating procedures, and not where there is:-

a wide variation in the swimming ability of the pupils language or learning difficulties a larger water area (more than 250 square metres) deep water areas into which poor ability swimmers could stray and be out of their depth difficulty in seeing beneath the water surface due to glare or reflection

Teachers’ responsibilities

Teachers and coaches must be trained, and be able to carry out their role in the pool’s emergency action plan. They must ensure that:-

the pupils understand and regularly practise their response in an emergency the emergency procedures to evacuate the water and summon assistance are practised regularly

in accordance with the requirements of the emergency action plan.

Safety considerations must always be paramount. If an employer or organiser insists on a pupil: teacher ratio considered by the teacher involved to be inappropriate and potentially unsafe, then the teacher should express that concern:-

verbally to the appropriate supervisor and/or employer at the time in writing, passed to the appropriate supervisor and/or employer.

In extreme circumstances a teacher or coach may have to consider whether it is safe to continue with a swimming lesson.

Further information and guidance

Amateur Swimming Association (ASA)Harold Fern House, Derby Square, Loughborough, LE11 5AL (01509 618700)

The Institute of Sport and Recreation Management (ISRM)

Giffard House, 36-38 Sherrard Street, Melton Mowbray, LE13 1XJ (01664 65531)

The Institute of Swimming Teachers and Coaches (ISTC)Dawson House, 63 Forest Road, Loughborough, LE11 3NW (01509 264357)

The Royal Life Saving Society UK (RLSS UK)Mountbatten House, Studley, Warwickshire, B80 7NN (01527 853943)

7.4ADVICE TO TEACHERS AND COACHES

The teaching and coaching of diving from the poolside, in-water diving practicesand swimming involving dives from the poolside must take place only in

accordance with the following table of minimum dimensions.

1.1.1.1.1.1.1 Water Depth RangeUnder 0.9m 0.9–1.49m 1.5–1.79m 1.8–2.99m 3.0–3.49m Above 3.5m

A

MAXIMUM PERMITTED FREEBOARD i.e. distance from water surface to poolside

0.38m 0.38m 0.38m 0.38m

B

MINIMUM FORWARD CLEARANCE i.e. horizontal distance at which water depth is maintained

7.6m 7.6m 7.6m 7.6m

CDivingTeachingLevel

ASA Preliminary Diving Skills One and Two Star (see Note 3)

ASA Preliminary Diving Skills One and Two Star and CSA(see Note 3)

ASA Preliminary Diving Skills One and Two Star and CSA (see Note 3)

ASA Preliminary Diving Skills One and Two Star and CSA; Novice Diver

D

Programmed Diving Activitye.g. training, coaching, competition

*Racing Dives (see Note 1)

*Racing Dives(see Note 2)

Racing Dives

Racing Dives

Note 1: a starting block of up to 500mm above water level may be used.Note 2: a starting block of up to 750mm above water level may be used.

Note 3: subject to the available water depth meeting the ‘shoulder height’ and ‘full reach height’ minimum dimensions for the pupil, as set out in the Preliminary Diving Skills One Star and Two Star award conditions.

Note 4 : the swimmer must have achieved the standard of the Competitive Start Award (CSA) beforehand.

RESCUE TEST FOR TEACHERS AND COACHES OF SWIMMING

A basic assessment in lifesaving for anyone teaching or coaching swimming or other programme activities in a swimming pool

THIS IS NOT a recognised lifeguard qualification and isunsuitable for those supervising unprogrammed casual swimming

RLSS (UK), UK ASSESSMENT SYLLABUS – Issue 1 January 1997. This is correct at the time of print but is subject to possible change . Please contact the RLSS(UK) for an up-to-date syllabus.

ASSESSMENT CRITERIA the principles of safe class management accident prevention swimming pool emergency response the rescuer’s swimming ability pool rescue and Life Support

Assessment Conditions Pre-requisites: 16 years of age

ability to swim competently Assessors: RLSS(UK), UK Pool Lifeguard Trainer/Assessor

or aRLSS(UK), UK Rescue Test for Teachers and Coaches of Swimming Assessor

Assessors must be in current RLSS(UK), UK membership The maximum number of candidates that can be assessed by one Assessor at one session is four The Rescue Test must be completed in one session Assessors must take part in the preparation of candidates for assessment

Insignia Certificate (additional woven badge may be purchased)Validity 24 monthsTrainingAlthough training may be provided by anyone, it is strongly recommended that it is co-ordinated by an approved RLSS(UK), UK Pool Lifeguard Trainer Assessor. A minimum of 12 hours training is recommended, although the number and fitness of candidates, their prior knowledge and the availability of the pool time and trainers should be considered.Dress: Candidates: normal poolside teaching clothing – (a minimum of shirt and shorts/skirt)

Casualties: swimwear

Test Conditions Guidelines referenceOral TestAnswer 1 question on each of the following:a) swimming pool hazards;b) swimming behaviour.

RLSS Pool Life guardingObservation and Vigilance, awareness activity and physical hazards

Test Conditions Guidelines referenceAnswer 1 question on each of the following:a) class management;b) organising activities safely.

ASA Swimming and Coaching Level 1 SafetyorASA The Introduction to Teaching and Coaching Safety

Answer 2 questions on the following:the principles of the swimming pool Emergency Action Plan and Normal Operating Procedures as they relate to programmed swimming including class ratios in use at the assessment centre.

RLSS(UK) Pool Life guardingWriting the Emergency Action Plan (EAP)and Normal Operating Procedures (NOP)ISRM Pool Written Operating Procedures:ChecklistSafe Supervision for Teaching and Coaching SwimmingASA/ISTC/RLSS UK/ISRM Joint Policy (RLSS UK Policy Statement SH008)

Answer 1 question on each of the following:a) basic casualty care that may be

required;b) the resuscitation of children or babies

(depending on the type of class that is taught)i.e.(parent and baby or children’s swimming lessons)

RLSS UK Life Support and Pool Life guardingEmergency Response, How to Resuscitate, and Resuscitation of Babies and Children

Practical TestSwim 20 metres on your front and 20 metres on your back and climb out without assistance

Stroke Technique, style or speed will not be assessed. An obviously weak novice or learner swimmer should not qualify

Without entering the water, select an item of rescue equipment located on the poolside to

The rescuer’s clothing or floats for swimming tuition cannot be used as the rescue aid

rescue a conscious pupil treading water in the maximum depth of water you are likely to teachMaximum pool depth <1 metre:Wade or swim to a pupil who is unable to stand. Assist them to the nearest point of support and help them to leave the water.Maximum pool depth >1 metre:Swim 10 metres to a pupil, rescue them using a contact tow for 10 metres to point of support in deep or shallow water

Depending on the maximum pool depth, this can be a wading or swimming rescue

Rescue SequenceIn the maximum depth or water where you teach or are likely to teach retrieve a rescue manikin from the bottom of the pool and bring it to the surface.

Exchange the manikin for a simulated unconscious casualty and tow them to the poolside.Check your casualty’s airway, breathing and circulation.

On finding there is no breathing and pulse, take the appropriate action and with assistance, remove your casualty from the water.

Exchange your casualty for an RLSS (UK) approved Adult or Child Cardio Pulmonary Resuscitation manikin and demonstrate single person simulated Cardio Pulmonary Resuscitation for 3 minutes.

Place a simulated unconscious, breathing casualty in the recovery position.

The depth must be clearly marked on the assessment form and will appear on the candidate’s certificate.

The Rescue Test for Teachers and Coaches of Swimming is only valid for the depth of water shown on the certificate.

If the swimming pool used for the Rescue Test assessment is not the pool where the candidate normally teaches, the depth for this part of the assessment should correspond with, or be deeper than the maximum depth, where the candidate normally teaches or is likely to teach.

A candidate not sending for the emergency services will automatically fail this section.

Where a candidate normally teaches children, the sequence for Child CPT on a child manikin should be demonstrated.

Initiative RescueTeach a class of at least six people between 2 and 3 minutes incorporating the centre’s Emergency Action Plan and using your initiative, rescue a pupil whose condition is previously known to you.

Lifesavers – The Royal Life Saving Society UKRelevant Lifesaving Awards

Award Outline qualification Significant issues Skills acquisition Training and Validity

Suitable for

National Beach Lifeguard Qualification

The beach lifeguard is deemed to be responsible for safety at open water sites either inland or coastal, surf and estuarial locations.

Not site specific Need to be a

reasonable swimmer 400m/9 mins

Advanced Life Support

Hazard identification

Communications systems

Zoning Advanced open

water rescue techniques & tests.Tow up to 200m.

Recommended minimum for new candidate 34 hours training

Valid for 24 months

Over 16 years old

Teachers taking children to any open water site following appropriate risk assessment and operational plans.

National Rescue Award for Swimming Teachers and Coaches

To provide a unique combination of lifesaving skills appropriate to the teaching and coaching environment. Programmed activities are judged to carry a lower risk to the safety of those taking part. (HSE acknowledgement)This is a pool award.

Pool base award Not a great test

of swimming/towing ability

Recovery/rescue in clear water

Risk Assessments NOP/EAP Emergency

action/response First Aid

Spinal cord injury management

Life Support Water rescue

tests Class

management and safety

Must be 16 years old

Recommended training 12 hours (novice)

Valid for 24 months

Should be able to swim 40m

Not suitable for open water, but a possible pre-requisite.

Aquatic Rescue Test for Outdoor Activity Supervisors

A test of competence in accident prevention, water rescue and life support for those supervising others at a recognised site used for activities on, in or near open water.

Each individual award is specific to the site where the candidate is assessed. The site should already have an EAP and NOP

Does not cover class management and safety

Tested on site specific pans and equipment

Various swim/tow and resuscitation rescues (up to 50m)

Initiative test Oral tests on

rescue and survival

Must be over 18 years old

Must hold a current RLSS UK Life Support 2 or higher (6 hours)

Recommended training 12 hours

Valid for 24 months

Teacher taking children to a known site, with clear operational plans already in place.

Emergency Response Open Water

To provide training for those in an open-air environment, where there is a stretch of open water e.g. parks with lakes, stretches of rivers/canals/beaches etc. It is designed for those persons who are likely to come into contact with an aquatic environment as part of their daily job and may have to undertake a basic rescue or assist others in an emergency.

Award is generally site specific

Can be achieved by non-swimmers

Water safety Site specific plan

and equipment Life Support Land based

rescues

Must be 16 years old

Recommended 8 hour course

Valid for 24 months

Assistant’s award – could be non-swimmer

APPENDICES

App 1: Parental Consent Form

App 2: Risk Assessment Example

App 3: Risk Assessment Record (Blank)

App 4: Off-Site Considerations

App 5: Medical Questionnaire

App 6: Form RV 1 - Approval for ResidentialVisit

App 7: Form DV 1 – Approval for Non-Residential Visit

App 8: Form AA 1 – Adventurous Activity Notification

App 9: Form EC 1 – Visit Contact Sheet

App 10: Serious Accidents - Action

App 11: Visit Evaluation

App 12: Young Person Visit Evaluation

App 13: Procedure Checklists :

Trips Abroad

Sports Event, Day Trip

Residential Ski Course Abroad

Planning the Visit

App 14: Useful References

App 15: Contacts - Poole

Appendix 1

PARENTAL CONSENT

I confirm that I have parental responsibility for ………………………………………..(name).

He/she is in good health and I consider him/her capable of taking part in the activities in your letter

dated ……(day)/……(month)/ ……(year).

I consent to him/her taking part in the programme as detailed in your letter.

In the event of illness or accident, I consent to any necessary medical treatment which might

include the use of anaesthetics.

Signed: ………………………………………………………………………….

Address: …………………………………………………………………………

………………………………………………………………………….

………………………………………………………………………….

Appendix 2 SAMPLEOFF-SITE ACTIVITY RISK ASSESSMENT RECORD

Establishment: ABC Primary School Assessment No. PE/1202/01Activity Assessed: Swimming lesson in indoor swimming pool Date of Activity: 09/01/03Activity Location: Dolphin Swimming Pool, Poole, tel: 01202 677217 Risk Rating: Lowafter control measures are in place assess risk: High, Medium, Low, InsignificantAssessment to cover: Travel, Venue, Activity/Program, Environmental Conditions, First Aid, Emergency Procedures

WHO MAY BE HARMED Teachers [ x ] Assistants [ x ] Volunteers [ x ] Pupils [ x ] Contractors [ ] Public [ ]

SIGNIFICANT RISKS CONTROL MEASURES ALREADY IN PLACETravel: Driver passed mini bus training course and still in-dateSchool Mini bus condition/serviceability, Driver conducted daily vehicle checklist, seat belts functionalDriver not trained/competent Vehicle regularly serviced and inspected (records up-to-date)Road traffic accident / breakdown Passengers and baggage secured during travel, assistant in backUnruly behaviour Breakdown recovery cover in-date

Venue: Pre-visit of swimming pool undertaken, pool safety measures checkedPoor access for mobility impaired 2 x Lifeguards always available, safety aids on pool side, alarm system inSlips, trips & falls Pool signage erectedCuts from floor/pool tiles Part of pool exclusive use and roped off – all areas visibleLoss of child whilst changing Family changing facility, reception counter to monitor exit doors

Activity / Program: Teaching staff hold appropriate life saving qualification, 3 present at lessonDrowning Assistants completed criminal disclosure formsSickness/vomiting Pupil to leave pool and stay at side if tired/ill, towel available to keep warmFatigue/cramps No eating at least 1 hour prior to swimming

Environmental conditions: Daily monitoring of water qualitySore eyes from chlorine in water Regular inspections of facility undertakenPoor water qualityNoisyWater temperature to coldHigh humidity / poor ventilation

First Aid: St John qualified first aider in partyMinor cuts, bruises from falls etc Travel first aid kit on mini busFainting Venue has on-site facilities with trained staff if necessary

Emergency Procedures: School contact number: 01202 987654Sudden serious illness Next of kin details available for all pupilsLost child Nearest hospital (Poole General) No: 01202 665511

Frequent head counts, no movement from venue until all accounted for. If a child runs, ensure group is contained in refreshment area. Mr Bloggs to try to retrieve child if unsuccessful contact police and school. School to inform parents

ADDITIONAL CONTROL MEASURES REQUIRED DATE IMPLEMENTED

BY WHOM

Pre-visit of swimming pool 011202 Mr BloggsCheck pupil records for medical needs / medication 070103 Mr Bloggs Pupils briefed on expected behaviour conduct prior to departure 090103 Mr Bloggs

INFORMATION, INSTRUCTION AND TRAININGSwimming Teacher (Mr Bloggs) qualified DfEE teacher, Assistants competent swimmers (ASA Assistant Award held)Familiar with ‘Safety in Swimming Pool’ guidance

EQUIPMENT REQUIRED (include personal protective items)Towel, swimming costumes Floats available from venueTravel First Aid KitSchool Mobile No: (No: 07797 123456)

COMPLETED BY: Joe Bloggs SIGNATURE: DATE: 080103

Appendix 3OFF-SITE ACTIVITY RISK ASSESSMENT RECORD

Establishment: Assessment No.Activity Assessed: Date of Activity:Activity Location: Risk Rating:after control measures are in place assess risk: High, Medium, Low, InsignificantAssessment to cover: Travel, Venue, Activity/Program, Environmental Conditions, First Aid, Emergency Procedures

WHO MAY BE HARMED Youth Workers [ ] Assistants [ ] Volunteers [ ] Young People [ ] Contractors [ ] Public [ ]

SIGNIFICANT RISKS CONTROL MEASURES ALREADY IN PLACE

ADDITIONAL CONTROL MEASURES REQUIRED DATE IMPLEMENTED

BY WHOM

INFORMATION, INSTRUCTION AND TRAINING

EQUIPMENT REQUIRED (include personal protective items)

COMPLETED BY: SIGNATURE: DATE:

Appendix 4OFF-SITE ACTIVITY CONSIDERATIONS

Essential Research Travel Venue Activity/Programme Communications Environmental Factors

Emergency Procedures

1. Knowledge of Groupa) Group composition Age Gender Previous experience Ability Numbers Match to activity

b) Special requirements for individuals

c) Establishment’s staffing requirements Qualifications and

experience Ratios to group Constraints

2. Safety Guidelinesa) Local Establishment LEA Regional/area

accredited scheme

b) National Government National Governing

Bodies Professional and

Voluntary Ass.

3. LegalResponsibilities

1. Assembly areas Arrival – dispersal Size/location Security/lights Lost child Slips, trips & falls Weather Behaviour

2. Mode of transport Mini bus, coach,

train, ferry Company vetting Suitability of

transport/toilets etc. Seat belts Maintenance records Competency of

drivers, medical ok Traffic conditions Toad accident Distance, driving

hours Routes/terrain Weather conditions Abroad, different

side of road, signs Stop off points Load security Passenger control Supervision/ratios Breakdown

procedures Passenger illness First Aid Kit Communication with

base and other vehicles in party

1. Residential Base Security day/night Sleeping

accommodation Fire procedures,

alarms, exits, assembly point

Safe access/egress Lighting Safety glass Guard rails on

stairs/landings Hygiene Catering Housekeeping Student ‘no go’ areas

explained Assess surrounding

area, main roads, ponds, railways etc

Medical facilities Contact details Liase with other

users Child protection

vetting

Nature of the activity What significant

risks Activity matched to

group Qualifications of

activity staff Qualifications &

experience of group leaders

Ratio of helpers Personal clothing

and equipment required and condition

First Aid requirements

Procedures

Contact numbers within the group, venue, home base, emergency services, LEA

Internal phone number

Mobile phone number

Signal strength, poor reception area

Spare batteries or recharging kit

Weather conditions Sudden changes,

floods, avalanche, temperature etc

Seasonal variations Location of activity

Sufficient qualified First Aiders

First Aid Kit Spare clothing Sleeping bag/blanket

etc Water/food Map/compass Overdue/lost

procedure Medical emergency

RISK EVALUATIONIdentify significant hazards considering the worse likely outcome (severity) and the chances of it happening

(likelihood). When assessing consider the control measures already in place.Risk Rating = Likelihood Scale x Severity Scale

‘H’ denotes high risk – do not undertake, reduce risk‘M’ denotes medium risk – reduce risk, close supervision‘L’ denotes low risk – monitor, supervise

Likelihood Scale* Low – remote or unlikely to occur* Medium – will occur in time if no

preventative action is taken* High – likely to occur immediately

Severity Scale* Low – may cause minor injuries/illness/’tlc’ required* Medium – may cause injury/illness requiring first aid

* High – may cause serious or fatal injury/illness

L Low Medium High

Appendix 5

Off-site activitiesConfidential medical questionnaireName of participant …………………………………………………………………………………………………………….

Date of birth ………………………………………………………………………… Tick if aged 18 or over

Name of next of kin ………………………………………………………………………………………………………………………..

Next of kin contact address during the activity ………………………………………………………………………………………………………………………...

…………………………………………………………………………………………………………………………

Contact telephone no: Home: ..……………………………………..Work:………………………………………..

Name and address of participant’s doctor .………………………………………………………………………………………………………………………

……………………………………………….………………………………………………………………………

Telephone no: …………………………………………………… Participant’s NHS no: …………………………………………..

Has the participant had any of the following?

Asthma or bronchitis Yes No Allergies to any known medication Yes No

Heart Condition Yes No Any other allergies, e.g. material food, plasters Yes No

Fits, fainting or blackouts Yes No Other illness or disability Yes No

Severe headaches Yes No Travel sickness Yes No

Diabetes Yes No Regular medication Yes No

If the answer to any of these questions is Yes, please give details.

If it is considered necessary, do you agree to mild pain killers (e.g. Paracetamol) being administered?

Yes No

Has the participant received vaccination against Tetanus in the last 10 years?

Yes No

Is the participant receiving medical or surgical treatment of any kind from either your family doctor or hospital?

Yes No

Has the participant been given specific medical advice to follow in emergencies?

Yes No

If the answer to either of the last two questions is Yes, please give details here (including dosage of any

medicines/tablets).

If there is any other relevant information relating to your child’s health or medical treatment, please specify this.

In the event of any illness or medical treatment occurring after the return of this form and prior to the activity, I undertake to inform the party Worker in Charge.

Signed ……………………………………………………………………………………. (for participants under 18 years)

Person with parental responsibility

Signed ……………………………………………………………………………………. (for participants 18 years and over)

Participant

Date …………………………………………………………………………………….

Appendix 6

Form RV1 Approval Request for Residential Visit

This must be submitted, preferably by e-mail, at least 8 weeks before the proposed visit. Emergency contact information must be completed.

Centre/Project Name:

………………………………………

……………………………………….

To: Youth Services, Borough of Poole, Dolphin Centre, Poole, Dorset BH15 1SA

Address: …………………………………………………………………………………….

Telephone: ………………………………………………

Youth Group contact person : Name…………………………………………….

Telephone: ………………………(Day)…….…………………

Details of Visit:

Dates: from ………………………………………. to ………………………………………………..

Travel to and from the venue is by …………………………………………………………………

Other travel arrangements during stay …………………………………………………………….

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Destination address ………………………………………………………………………………..

…..………………………………………………………………………………………………….

……………………………………………………………………………………………………...

Emergency Destination telephone number …………………………………………………………

Accommodation details ……………………………………………………………………………

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Details of Party Members

Male: No. of adults: No. of young peopleFemale: No. of adults: No. of young people: Age of Young People

Name & address of tour operator / …………………………………………………………………

company if used: …………………………………………………………………

…………………………………………………………………

Telephone: ……………………………………………………

Cost: ………………………………………………………….

Names of StaffName Area of Responsibility M/F

Other Adults (must have been police cleared if staying overnight)Name Area of Responsibility M/F

Please attach copy of Daily Programme and Risk Assessments.If Adventurous Activities are involved please complete RV3. We confirm that the supervisory staff have read the Borough of Poole Offsite Activities Policy and have made the appropriate preparations.

Signed: ………………………………………………….. Senior Youth Worker (H&S)

Date: ……………………………………………………

Approval - for office use

Signed……………………………………………………Date……………………………………………...

Comments……………………………………………………………………………………………………

………………………………………………………………………………………………………………

………………………………………………………………………………………………………………

Appendix 7Form DV1 Visits not requiring overnight

stay

Approval Request for visit not requiring overnight stay. This must be submitted, at least 2 weeks before the proposed visit. Emergency contact information must be completed.

Centre/Project Name: To: Youth Services,Dolphin CentrePoole BH15 1SAinternet: www.poole.gov.uk

Address:

Telephone:

Youth Group contact person: Name:

………………………………………………………………

Telephone: …………………… (Day) …….……………...(Night)

Details of Visit:

Dates: from ………………………………………. to ………………………………………………..

Travel to and from the venue is by ………………………………………Reg No (if applicable)

Other travel arrangements during stay …………………………………………………………….

………………………………………………………………………………………………

Destination address ………………………………………………………………………………..

………………………………………………………………………………………………………

Emergency Destination telephone number …………………………………………………………

………………………………………………………………………………………………………

Details of Party Members

Male: No. of adults No. of young people:

Female: No. of adults No. of young people: Age of young people

cont’d oveleaf

Name & address of tour operator / company if used:

…………………………………………………………………

…………………………………………………………………

…………………………………………………………………

Telephone: ……………………………………………………

Cost: ………………………………………………………….

Names of StaffName Area of Responsibility M/F

Other Adults Name Area of Responsibility M/F

Please attach copy of Daily Programme. If adventurous activities are involved please complete AA1. We confirm that the supervisory staff have read the Poole Borough Offsite Activities Policy and have made the appropriate preparations.

Signed: ………………………………………………….. Senior Youth Worker (H&S)

Date: ……………………………………………………

Approval - for youth office use

Signed: ………………………………………………….. Date: …………………………………….

Comments:

…………………………………………………………………………………………

…………………………………………………………………………………………

Appendix 8

Form AA 1 Adventurous Activity Notification

Is there an adventurous pursuit / activity on the programme?

Yes No

If yes, who is instructing/leading/supervising the adventurous pursuit(s)? Centre/company staff?

If yes, check out the qualifications of instructors.

If yes, give details of qualifications and experience (See Part 5 of Offsite Activities Policy Document):

Name Activity Qualification Date Obtained

Previous experience of instructing/leading this activity:

Name Experience of Activity / Qualification

Appendix 9Offsite Activity

Form EC1 Emergency Contact Sheet

Centre/Project……………………………………..Date…………………..Venue …………………….

Vehicle……… Reg No…………………………….(no. if more than 1 vehicle)

Onboard Tel No. …………………

Passengers Contact Tel No.12345678910111213141516 Drivers123

Dates /Times of Trip

Base Contact

Route

Appendix 10Appendix 10

Action to be taken by the Party Leader (or by other party staff) in the event of a serious accident

A serious accident or incident is defined as:

an accident leading to a fatality, serious or multiple fractures, amputation or other serious injury, orcircumstances in which a party member might be at serious risk or have a serious illness, orany situation in which the press or media are or might be involved.

Assess the situation.

Protect the party from further injury or danger.

Render first aid or other service as appropriate.

Call Rescue Services (999) and/or police, as appropriate.

State the nature of the emergency.

Give your name and address/location and telephone number followed by:

the location of the incident;the nature of the incident;the names of the individuals involved;the condition of those involved and where they are located.

Phone base contact person ASAP (i.e. Head of Service or Youth Officer).

It is probable that both staff and young people will be in a state of shock, therefore:

remove remainder of party to some secure accommodation and place under the care of a member of staff able to protect them from the attention of the press/mediaif necessary request the police to assist

calm and comfort young persons and arrange for their evacuation

commence log with timings of actions taken

Do not make any statements to press/media or allow anyone else to make statements other than expressions of sympathy.

Do not allow party members to telephone home until base contact has been made, who will contact other service units as appropriate.

Retain all equipment involved in an unaltered condition.

Do not allow anyone to see any party member without an independent witness being present.

Head of Service / Youth Officer Emergency Contact No’s Peter Read Chris White Mobile 07977 259061 Mobile 07977 259062

No-one, unless they are in a relevant official capacity, has the right to see anyone who does not wish to see them

Appendix 11

Borough of PooleVisit Evaluation

Evaluation of the visit to be completed by the group leader for future reference.

School/Youth Group:

Group Leader:

Number in group: Boys: Girls: Supervisors:

Date(s) of Visit:

Purpose(s) of Visit:

Venue:

Commercial Organisation:

Please comment on the following features:

Rating out of 10

Comment

1. The Centre’s pre visit organisation:

2. Travel arrangements:

3. Content of education programme provided:

4. Instruction:

5. Equipment:

6. Suitability of environment:

cont’d

Rating out of 10

7. Accommodation:

8. Food:

9. Evening activities:

10. Courier/Representative:

11. Other comments and evaluation including

“close calls” not involving injury or damage:

Signed: ……………………………………………………. Date: ……………………………

Group leader’s full name: ……………………………………………………………………….

To be completed after all ventures.

Appendix 12

Suggested Young Person Evaluation Questions after the Visit or Residential

What did you enjoy about the visit/residential?

What new things have you learned?

What do you think you did well?

What did you find most difficult?

What would you have done differently?

Would you like to go on this visit/residential again or on a similar one?

Appendix 13

Offsite Activities Procedures Checklist - Residential Trips Abroad

Procedure When does it need to be done? Completed?1. Initial visit/residential proposal, with aims and

objectives, approved by EVC, Head and governors.

1 year before

2. Pre-visit arranged : check suitability of venue, activities/visits, undertake risk assessments, etc.

9 to 10 months before

3. Planning : Itinerary and dates confirmed Insurance cover checked Arrange transport Check staffing, ratios and qualification of

provider, including CRB checks Have all costs been covered ? Establish system of financial accountability Seek school staff to go on trip, including

assistant leader and qualified first aider.

9 to 10 months before

4. Advertise trip and send initial letters to parents 9 to 10 months before5. Reply slips and deposits or payments received

(payment cards issued if required).9 to 10 months before

6. Information evening for parents. 6 months before7. Letter to parents with : medical form and dietary

requirements; kit list; information on E111, collective passport; permission form regarding host family; parental consent for activities e.g. swimming; request information on next of kin and contact numbers during visit; issue insurance details to parents.

4 months before

8. Check forms received. Go through medical forms and seek further information/advice if required. Ensure all staff have relevant information , taking into account Special Needs.

8 weeks before

9. Send in RV1 Form to LEA Adviser. 8 weeks before10. Send in Collective Passport application. 6 weeks before11. Check mobile phones will work abroad 4 weeks before12. Final brief of staff - allocate groups, etc. 2 weeks before13. Brief pupils and parents and introduce conduct

form/behaviour contract.2 weeks before

14. Finalise itinerary details/payments, etc. 2 weeks before15. Confirm emergency contacts (staff as well as

pupils); check first aid kit and any changes to medical requirements.

1 to 2 weeks before

16. Release emergency foreign currency funds. 1 week before17. 24 hour emergency contact confirmed and

details given out, assembly point and final trip details.

1 week before

18. Carry out ongoing risk assessments on trip and make at least daily contact with the school and Senior Management Team (SMT).

Whilst on trip

19. Complete after-trip evaluation, including pupil evaluation and near misses, etc.

After trip

20. Submit trip accounts/expenses to SMT. After trip

Appendix 13 (cont’d)

Offsite Activities Procedures Checklist - Sports Event example : Town Sports Day, Summer term

Procedure When does it need to be done? Completed?1. Initial proposal, with aims and objectives,

approved by LEA, including Event, Assistant Event Organiser, at least one qualified first aider and two organisers for each activity.

10 to 12 months before

2. Book venue - two dates (an alternative) - with costs, access, insurance cover etc. agreed with host Head teacher and Governing Body.

10 to 12 months before

3. Letters to schools detailing dates and times, advice on transport arrangements, disciplines/events, age and size of teams and joining instructions, details of further communications, etc.

6 months before

4. Reply slips and joining details received 4 months before5. Pre-visit arranged : check suitability and range

of disciplines/activities and risk assess each; determine fine weather and wet weather procedures and other site and access management details.

3 to 4 months before

6. Team planning details for schools : Confirm team details - names, ages, etc. Letter to parents asking for permission and any

necessary medication details Organise certificate and programme printing Contact Daily Echo for coverage and arrange

for guest presenter of awards Confirm necessary venue and transport

bookings Organise sound system and first aid equipment Hold school organisers’ meeting if deemed

necessary

2 to 4 weeks before

7. Organise for all equipment to be delivered to host school with instructions to site manager and others on how to set out.

Day before

8. Essential activities over the day of the event : Co-ordinate setting up of activities Ensure site management, first aiders and

supervising teachers are briefed Give welcome speech Carry out ongoing risk assessments on the day

in consultation with activity organisers With guest, present awards and say thank you

On the day

9. Complete after-event evaluation, including pupil evaluation and near misses, etc.

After the event

Appendix 13 (cont’d)

Offsite Activities Procedures Checklist - Day Trip to Poole Waterfront Museum

Procedure When does it need to be done? Completed?1. Initial visit proposal, with aims and

objectives, approved by EVC, Head and governors.

Part of annual diary of trips and dates submitted to Head,

Governing Body and LEA2. Waterfront Museum, Scaplens and transport

booked and staff to go on trip sought.6 months

3. Pre-visit arranged : check suitability of venue, activities, undertake risk assessments, etc.

4 months before

4. Planning : Itinerary and date confirmed Insurance cover checked Check staffing, ratios and qualification of

provider, including CRB checks Have all costs been covered ? Establish system of financial accountability Seek school staff to go on trip, including

qualified first aider.

2 or 3 months before

5. Advertise trip and send letters to parents 1 or 2 months before6. Reply slips and payments received. 2 to 4 weeks before7. Brief accompanying school staff and decide

on groups. Ensure that all staff have relevant information, especially special medical/educational needs.

2 weeks before

8. Hold parent helper(s) briefing; check coaches and Free School Meals lunches.

1 or 2 weeks before

9. Charge mobile phones, teacher tabards, check first aid kit, etc.

Day before

10. Carry out ongoing risk assessments on visit and make contact with the school to inform of arrival/departure.

Whilst on trip

11. Complete after-trip evaluation, including pupil evaluation and near misses, etc.

After trip

Appendix 13 (cont’d)

Offsite Activities Procedures Checklist - Residential Ski Courses Abroad

Procedure When does it need to be done? Completed?1. Initial visit/residential proposal, with

aims and objectives, approved by EVC, Head and governors.

At least1 year before

2. Pre-visit arranged : check suitability of venue, activities/visits, undertake risk assessments, etc.

9 to 10 months before

3. Planning : Itinerary and dates confirmed Insurance cover checked including

special cases e.g. diabetes Arrange transport Check staffing, ratios and qualification

of provider, including CRB checks and ski school qualifications

Have all costs been covered ? Establish system of financial

accountability Seek school staff to go on course,

including assistant leader and qualified first aider.

9 to 10 months before

4. Advertise course and send initial letters to parents

9 to 10 months before

5. Reply slips and deposits or payments received (payment cards issued if required).

9 to 10 months before

6. Information evening for parents. 3 to 6 months before7. Information from parents: Consent forms – participation and “in

loco parentis” Medical forms Dietary requirements Passport information E111 Next of kin Contact numbers Spare photos Artificial ski lessons consent Previous ski experience

3 to 4 months before

8. Information to parents Full itinerary including evening

programme Name of tour operator Insurance details

4 months before

Payment plan Passport arrangements Daily programme Behaviour Policy (contract) Visit to artificial ski slope Clothing list Clothing rental arrangements Physical preparation9. Send in RV1 Form to LEA Adviser. 12 weeks before10. Check forms received. Go through

medical forms and seek further information/advice if required. Ensure all staff have relevant information taking into account special needs.

8 weeks before

11. Send in Collective Passport application.

6 weeks before

12. Check mobile phones will work abroad 4 weeks before13. Final brief of staff - allocate groups,

etc.2 weeks before

14. Finalise itinerary details / payments / rooming arrangements

2 weeks before

15. Confirm emergency contacts (staff as well as pupils); check first aid kit and any changes to medical requirements.

1 to 2 weeks before

16. Release emergency foreign currency funds.

1 week before

17. Carry out ongoing risk assessments on trip including fire drill within 24 hours of arrival.

Whilst on course

18. Maintain agreed level of contact with school

Whilst on course

19. Complete post ski course evaluation, including pupil evaluation and near misses.

After ski course

20. Submit ski course accounts/expenses to SMT.

After ski course

Appendix 13 (cont’d)

Planning the Visit(adapted, with references, from Health and Safety of Pupils on Educational Visits, DfEE, 1998, p.12)

See Ch 1 Outline proposal to head teacher or governing body, or LEA, seeking approval in principle. Proposal might include:

Visit’s objectives. Likely date, duration, venue. Pupil group, staffing. Resources, estimate of costs.

[Proposals for longer visits may need making well before the start of the relevant academic year].

See Ch 2,3 Planning Contact tour operator. What are the transport options? Who would lead the group and who would help to

supervise it? Who would pay for the visit? Risk Assessment. Research visit – strongly recommended.

See Ch 2,3,6,7,10

Substantive proposal to head teacher, or governing body, or LEA Details of dates, risk assessment, emergency procedures,

transport, insurance, costs, group membership, staffing.

SeeCh4,5

See Ch4,5,7,8,9,10

SeeCh 1,5

Residential and abroad Obtain approval to prepare the visit subject to

satisfactory preparation

Information to and from parents. Briefing evening (meet the supervisors). Brief pupils.

Deposits / full payments and consent forms from parents.

Obtain final approval from LEA or governors.

Go on visit monitoring the risks at all times.

Evaluate (Form)

Appendix 14

Useful References

Safe Practice in PEBAALPErevised 1999Tel: 01384 813706/7

Health & Safety of Pupils on Educational VisitsDfEE 1998Tel: 0808 100 50 60and supplements at DfES.gov.uk

Circular 14/96 - Supporting Pupils with Medical Needs in School - A Good Practice GuideDfEE also DfES First Aid Guidance at the above website address

Field Studies Centres: Best Practice Guidances. Quality, Safety & Sustainability (published Sept 2003) National Association Field Studies Officers (NAFSO)Tel: 01780 782386

Adventure Activities Licensing AuthorityTel: 01222 755715 (National Contact) 01929 422126 (Local Contact – Leeson House)

Expedition Advisory CentreRoyal Geographic Society1 Kensington GoreLondonSW7 2ARTel: 020 7591 3030Fax: 020 7591 3031Email: eac@rgs.org

NB:Safety helmets may be borrowed from Canford Environmental – Tel: 01202 881881orHeatherlands First School (small helmets) – Tel: 01202 743918

Appendix 15

Contact Lists

Further advice and information can be provided by the following:

Borough of Poole

For Outdoor Adventurous Activities (OAA) training, staff certification, residential visit and issues related to contractors / providers:

Debbie Priest PE & Arts AdviserSchool Advice & Support ServicesBorough of PooleCivic CentrePoole BH15 2RUd.priest@poole.gov.uk

01202 633554 fax: 01202 633866

For off-site visits organised by the Youth Service including Duke of Edinburgh Award Scheme Chris WhiteYouth OfficerYouth ServicesBorough of PooleDolphin CentrePoole BH15 1QEc.white@poole.gov.uk

262281

Outdoor Education provision in Poole: Mark AbelCentre ManagerHamworthy Outdoor Education CentreHamworthy Park

01202 678336

Poole BH15 4DQhoec@freeuk.com

Child protection support issues:

Head of Pupil & Parent Support ServicesBorough of PooleDolphin CentrePoole BH15 1QE

01202 262261

Emergency Communications:

Borough of Poole Control Room(The Control Room holds a copy of the Borough’s education emergency contacts list)

0800 506050

Insurance issues:

Allan WarrenFinancial ServicesBorough of PooleCivic CentrePoole BH15 2RUa.warren@poole.gov.uk

01202 633177