Cottesmore School


Supervision away from School Policy

Supervision away from School Policy

Away from School:

  • Matches at another school
  • Day Trips
  • Overnight

Away matches are a regular feature of Cottesmore’s Games programme. Fixtures are published in the Termly Fixture Card, although these are sometimes subject to change, in which case every effort is made to let all parents know as far in advance as possible. All children are registered as they board the Team Bus and again when they return to school. If children are returned by their parents then they sign back in to school when they arrive. For further details see Health & Safety Policy section – Driving on school business.

Day Trips and those involving accommodation overnight are specifically Risk Assessed. Staff are expected to give careful consideration to all aspects of children’s safety and welfare during these outings. All RAs must evidence appropriate precautions to ensure good supervision of children at all times.

It is considered good practice for staff to regularly do a head count, especially when groups are changing location. Responsibility for the group or groups should be explicit and known to both staff and children. When moving around on foot an adult must lead, another walk at the back of the group and, if possible, one also in the middle. Children should also be provided with contact details, either phone numbers or accommodation address, as appropriate. At all times staff must exercise due diligence.

Notice given:

to the Director of Studies, so that ‘cover’ can be arranged;
to the matrons, so that appropriate health issues for pupils are covered, e.g. the needs of any diabetic are known; and,
to the kitchen staff, so alterations to meals are arranged.

DBS checks should be carried out on volunteers and staff employed by contractors who will have regular contact with children and young people attending the school or college either on or off the premises. Cottesmore will ask the DfEE to carry out the DBS check.

Medical needs of Pupils

A medical consent form if not already signed will be sent out to all parents. Parents should be asked to agree to the pupil’s receiving emergency treatment, including anaesthetic or blood transfusion, as considered necessary by the medical authorities. If parents do not agree to this, the Headmaster may decide to withdraw the child from the visit - given the additional responsibility this would entail for the group leader.

The Headmaster will make every effort to include pupils with special educational or medical needs in school visits, whilst maintaining the safety of everyone in the group. Special attention should be given to appropriate supervision ratios and additional safety measures may need to be addressed at the
planning stage. Additional safety measures to those already in place in the school may be necessary to support pupils with medical needs during visits. Arrangements for taking medication and ensuring sufficient supplies for residential visits may be required

Communication with Parents

Parents will be informed in writing of any offsite activity or visit unless it is a regular part of the
school curriculum which parents have already been informed about through the school prospectus or a letter. Seeking annual consent for such routine visits is done in the Prep School. The Pre-prep parents will receive notification via a letter or e-mail and permission will be sought.
Before residential visits, or when the pupils are to travel abroad or engage in adventure activities,
parents will be sent written details of the proposed visit will also be provided.
Parents will be made aware that the teachers and other adult supervisors on the visit will be exercising the same care that a prudent parent would. The following information on matters that might affect pupil health and safety should be given to parents:
· dates of the visit
· visit’s objectives
· times of departure and return - parents must have agreed to meet their child on return
the location where the pupils will be collected and returned
· mode(s) of travel including the name of any travel company
· the size of the group and the level of supervision including any times when remote supervision may take place.

The Headmaster or group leader will seek consent for:
· non-routine visits involving pupils in school years1 to 3 (no matter how short the visit)
· adventure activities
· visits abroad
· other residential visits
· remote supervision.

The Headmaster will ensure that parents can contact their child via the school contact and the group leader in the event of a home emergency, and that they have a number to ring for information in the event of an incident during the visit or a late arrival home. Parents should therefore:
· know the destination details
· be aware of the emergency contact arrangements at home (particularly important during holiday periods when the school may be closed) and at all the venues the group will visit.

  • Last reviewed by Head 03/12/2019
  • Next review by Head 01/09/2020

In addition to everyone being acquainted with the date, time, venue, programme details, nature and purpose(s) regarding the visit in question;

· the pupils will need to be made aware of its relation to and implications for their recent, current or impending learning, and will need to know what will be expected of them at the venue in terms of their work and behaviour;
· any accompanying teachers and any non-teacher supervisors will need to be carefully advised about their roles and responsibilities.

The organising teacher must also ensure that everyone involved is aware of any contingency plans for inclement weather or unforeseen circumstances, aware of the first-aid facilities, and aware of any emergency telephone numbers. - the school has two mobile phones which are used on any out of school trips.

If transport by coach or minibus is to be involved, the organiser must be satisfied that the vehicle(s) and the operators comply with statutory requirements, and with any other requirements laid down by the School.

Members of the School Office staff should be notified, in writing, of the dates and times of all visits, and of the pupils and teachers involved. In all cases, the teachers from whose lessons, or extra-curricular activities, pupils will be absent, should be advised of that fact - use of the staff room notice board should be suitable for this purpose.

After The Visit:

In general, work completed by pupils either during or subsequent to an educational visit, could be displayed as and when appropriate, in a public area of the School. The teacher in charge should ensure that senior management are informed of the conduct of the pupils so that appropriate comments/praise can be made in chapel line-up. Staff who have covered lessons should be thanked in an appropriate way. A report of the visit should be forwarded to the Headmaster for inclusion in the next parents’ newsletter.