Health and Safety Policy

E-ACT Statement of Intent

The Board of E-ACT, the employer of the staff who work in its headquarters and Academies, recognises and accepts its responsibility for providing a safe and healthy environment for the staff employed in the headquarters and Academies, for the students attending the Academies and for visitors and contractors, who come on to the premises.

E-ACT will take reasonable steps to fulfil these responsibilities within the framework of the Health and Safety at Work etc Act 1974 and the Management of Health and Safety at Work Regulations 1999 as well as those other Regulations, Approved Codes of Practice, Guidance, etc made under this legislation. E-ACT will ensure that appropriate policies are in place and kept up-to-date.

To this end, E-ACT will procure the services of appropriate Health and Safety consultants to advise the staff of E-ACT and its Academies on all related matters and to provide E-ACT and the Academies with up-to-date information in relation to its Health and Safety responsibilities. Any revision of this policy will be after appropriate consultation and negotiation through the E-ACT Joint National Council.

The responsibility for the implementation of this E-ACT policy at Academy level rests with the Local Governing Body and the Principal.

Each and every member of staff of E-ACT and its Academies must recognise that, under the Act, they have a personal responsibility for their own safety as well as for the safety of anyone who may be affected by their acts or omissions at work. They also have to co-operate, as far as is necessary, with their employer in fulfilling its duties under the Act and supporting legislation as well as under E-ACT’s Health and Safety Policy.

The Organisation and Arrangements through which E-ACT, the Academy Local Governing Body, the Academy Principal and staff aim to fulfil the requirements are set out in the following policy and its appendices.

E-ACT will ensure that sufficient resources are allocated by it and its Academies to ensure as far as is reasonably practicable that employees, students, visitors and contractors are kept healthy and safe.

It is a requirement that all members of staff read the Health and Safety Policy and its appendices, and sign that they have done so.

Signed: ______________________ Date: ___________________________ChairPrint: ______________________

Signed: ______________________ Date: ___________________________

Print: ______________________

Signed: ______________________ Date: ___________________________

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Print: ______________________

Signed: ______________________ Date; ___________________________

Print: ______________________

Further staff signatures to be added when the document has been read.

The Academy Health and Safety Policy

1. General

1.1 E-ACT is responsible for the overall health and safety policy.

1.2 E-ACT Statement of Intent

The following statement will be adopted by the Local Governing Body. It sets out the health and safety objectives for the Academy with the aim of ensuring best practice in the management of health and safety.

The Academy:

will take all reasonable steps to provide safe and healthy conditions for students, employees and others who may be affected by its activities;

will take steps to ensure compliance with all relevant health and safety legislation;

will provide adequate resources to implement this policy including access to support from health and safety competent persons. Where necessary external specialist advice and assistance will be obtained;

accepts that health, safety and welfare are an integral part of all its activities and will take steps to manage these effectively;

expects all employees and students to co-operate in complying with all legal obligations and to take reasonable care of their own health and safety and have regard for the health and safety of others;

is committed to providing the necessary information, instruction, supervision and training to all employees and students where applicable;

acknowledges and actively supports the role and responsibilities of employee representatives and will give full co-operation to elected Safety Representatives of recognised Trade Unions to enable them to carry out their duties effectively;

is committed to regular evaluation and review of its Health and Safety Policy to ensure its objectives are met and, as necessary, to modifying the Policy in light of new legislation, incidents and other changing circumstances;

will set out full details of the organisation and arrangements for the management of health and safety in the Academy in writing and communicate these to all employees.

Signed:____________________ Signed: _________________Chair PrincipalPrint: ____________________ Print: _________________

Dated: ____________________ Dated: __________________

Signed: ________________ (Governor) Dated: __________________

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Print: ______________________

1.3 The Local Governing Body and Principal are responsible for the local implementation of the E-ACT policy and for the arrangements and procedures which will ensure as far as is reasonably practicable the health, safety, welfare and security of staff and students, and the health, safety and security of contactors and visitors to the Academy.

1.4 The Local Governing Body will develop local arrangements for delivering effective health and safety management, which will set out in detail the roles, responsibilities and duties of named individuals who will co-ordinate, manage and carry out the local procedures, under:

the overall supervision of the Principal, and within the overall E-ACT policy.

2. Aims

The Academy aims to ensure that so far as is reasonably practicable:

all employees are safeguarded in respect of health, safety and welfare whilst at work;

safe systems and effective procedures are in place to protect the health, safety, security and welfare of students, and the health, safety and security of visitors to the Academy, including parents, contractors’ employees and members of the public affected by the work of the Academy;

arrangements are in place in the Academy to ensure that no work is carried out by the Academy or by contractors that is liable to expose employees, pupils, visitors or members of the public to hazards to health and safety unless suitable and sufficient assessments of the risk are made and necessary measures to prevent or control the risk have been put in place;

procedures are in place to enable all contractors to demonstrate that they have suitable risk assessments in place, and arrangements for securing proper health and safety of employees and anyone on the Academy site affected by their work;

Senior Leadership Team (SLT) managers in the Academy are suitably trained;

sufficient resources are provided as far as is reasonably practicable to enable suitable and sufficient safeguards to be put in place for ensuring as far as is reasonably practicable the health and safety of anyone on the Academy site or outside the Academy if engaged in Academy business; and

sufficient funds are provided as far as is reasonably practicable for the appropriate training of relevant staff in health and safety systems and safeguards.

2.2 The Academy’s objectives will be to:

have regard to the E-ACT Statement of Intent, and the provisions of this policy;

establish sensible conditions and systems of work for all employees which prevent as far as is reasonably practicable any danger to health and safety (This requires that risk assessments be carried out as appropriate to enable hazards and risks to be identified which will ensure as far as is reasonably

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practicable that suitable and sufficient standards of safety are adopted and enforced);

ensure that all departments (and areas of management) have suitable policies and procedures in place (including procedures for making and reviewing suitable and sufficient risk assessments) to ensure the health and safety of staff, pupils and visitors in their departments;

provide comprehensive information, instruction, training and supervision, so far as is reasonably practicable, to ensure the health and safety at work of all employees and students;

ensure that all plant and equipment is maintained properly and that none will be used knowingly when it presents any risks to the safety of the staff, students or visitors or the public, and where necessary appropriate training will be given;

ensure the provision of means of access and egress which are safe and without risks to health;

ensure safe arrangements are made for the storage, handling and transport of articles and substances;

ensure that the Academy will have and maintain up-to-date fire safety procedures and documentation, and that all employees and students (and as far as is practicable visitors) are familiar with them;

develop safety awareness among all employees and students and to promote individual responsibility for health and safety at all levels of staff and students;

ensure that the health, safety and welfare of all employees, students and members of the public are under continuous and reasonable review by managers at all levels;

appoint a competent person to oversee the implementation of the Academy’s health and safety policies and procedures;

ensure that the Academy has a Health and Safety Committee, which has a clear brief in line with this policy, meets regularly, and reports regularly to the Principal and Local Governing Body;

appoint a member of the Local Governing Body to be its health and safety representative;

provide sufficient funds to enable safe systems to operate and for the training of relevant staff; and

make reports as directed to E-ACT on the implementation of its health and safety policies and procedures.

3. Responsibilities

3.1 This policy is largely dependent upon the total co-operation of every person who works in the Academy. E-ACT expects all employees to co-operate in ensuring the health and safety of all staff, students and visitors.

3.2 E-ACT

The E-ACT Board will:

take into account E-ACT Statement of Intent; make and review regularly the overall health, safety, welfare and security

policies, and their implementation in the Academies; satisfy itself that each Academy has in place a policy and procedures that are

fit for purpose, and that the Academy reviews this annually; ensure that each Academy Local Governing Body knows and understands its

responsibilities;

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require each Academy to set up and maintain a Health and Safety Committee under the Safety representatives and Safety Committee Regulations 1997

expect each Academy to appoint competent persons (or bodies) to advise on the implementation of the health and safety policy and procedures in each Academy, and to ensure that the training of relevant Academy staff is kept up-to-date;

ensure that an appropriate management system is used by each Academy to prompt and record the carrying out of necessary health, safety and security tasks in line with E-ACT policies;

receive and consider an Annual Status Review from the Academies and determine any necessary response;

provide training, advice and guidance as necessary for the Academies; provide sufficient funds for the implementation of its policies;

3.3 Each Academy Local Governing Body will:

ensure that local health and safety procedures are in line with this E-ACT, Health and Safety policy and the Statement of Intent on page one;

set up and maintain an Academy Health and Safety Committee under the Safety Representatives and Safety Committee Regulations 1997;

ensure that the Academy Principal takes into account the views and recommendations of the Academy Health and Safety Committee;

appoint a member of the Local Governing Body to be responsible for liaison on Health and Safety issues with the Principal and Staff, who will also sit on the Academy Health and Safety Committee;

appoint a competent person (or persons) as the Academy Health and Safety Manager (or ‘Managers’) (HSM), and ensure that he/she is appropriately trained;

ensure that there is a system across the Academy for appropriate risk assessments to be carried out, recorded and regularly reviewed in line with the E-ACT policy;

ensure that appropriate standards of welfare are established and maintained for staff, students and visitors;

ensure that staff are trained in Health and Safety as appropriate; provide adequate resources to enable the Health and Safety policy to be

carried out; agree and maintain any necessary health, safety and security contracts with

contractors; ensure that a system is in place to enable contractors and persons hiring any

part of the premises to be made aware of, and to conform to, the Academy policy and procedures;

monitor the implementation of health and safety procedures through the Academy’s health and safety management system, and ensure that it is used effectively in the Academy;

receive a termly report on the progress of the Health and Safety policies and procedures, and an Annual Status Review from the Principal (or representative); and

report as directed to E-ACT.

3.3 Academy Health and Safety Committee

3.3.1 The Committee will consist of at least the Principal or his/her nominee, an Academy HSM, the nominated governor for health and safety and three members elected by the trade unions in each Academy.

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3.3.2 The Committee will meet at least three times per year and will report to the Principal,

3.3.3 Three members, including the Principal or his/her nominee, present will form a quorum.

3.3.4 The Committee may determine its own Chair and proceedings in line with any E-ACT or Academy policy.

3.3.4 The Committee may invite other members of staff and students to attend a committee meeting for specific agenda items.

3.3.5 Function of the Academy Health and Safety CommitteeThis committee will:

take into account the E-ACT Statement of Intent and policies; make and review regularly specific health, safety, welfare and security

arrangements for implementing this policy; consider accident, incident and ill health records and statistics; consider reports of any internal and external inspections; consider risk assessment and the management of risks; make recommendations on health and safety training throughout the

Academy; consider the efficacy of emergency procedures in the Academy; consider any changes that affect health and safety; receive and consider an Annual Status Review from the HSM and determine

any necessary response; consider any other items raised by management or the staff representatives;

and report as required to E-ACT.

3.4 Designated Member of the Local Governing Body for Health and Safety

This member of the Local Governing Body is responsible for: liaising with the Principal and the HSM between meetings of the Local

Governing Body to ensure that the E-ACT and Local Governing Body policies are carried out;

ensuring that proper oversight of any contract with contractors is maintained; participating in a site inspection at least once a year; participating in the working of the Health and Safety Committee; overseeing the use of the health and safety management system in the

Academy; inspecting the accident/incidents books at least once a term; and reporting as appropriate to the Local Governing Body.

3.5 The Principal

The Principal (or, when absent, a nominated Vice Principal) will be responsible for the overall implementation of the Health and Safety Policy.

The Principal is responsible for:

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the health, safety and welfare of staff, students, visitors and any other person using the premises;

ensuring safe working conditions for all of the above (staff, students, visitors etc);

ensuring safe working practices and procedures throughout the Academy, including those relating to the provision and use of machinery and other apparatus;

ensuring that staff are consulted appropriately on issues that affect them; implementing a student behaviour policy that will ensure as far as is

reasonably practicable the health and safety of students on site and when engaged in Academy activities off-site;

appointing members of the Academy management team to the Health and Safety Committee;

directing that health, safety and security issues are put on the agenda of all appropriate meetings throughout the Academy;

ensure that there is a suitable system in place for reporting accidents, near misses, and concerns about staff or student welfare;

ensuring that liaison with contractors is maintained and that regular reports are obtained;

arranging for appropriate supervision of students; carrying out periodic safety reviews and audits; ensuring that the health and safety training needs of all staff and students are

identified, and appropriate training provided; encouraging staff, students and others to promote Health and Safety and to

suggest ways of reducing risks; ensuring that sufficient and appropriate risk assessments are carried out and

effective control measures are determined and carried out; delegating to the HSM appropriate tasks for the day-to-day implementation of

the policy; ensuring that the health and safety management system or other (if any) is

used effectively by relevant users; ensuring that parents are kept informed on any health and safety issues and

enlisting their support as appropriate; making termly progress reports and an annual health, safety and security

Status Review and presenting it to the Academy Local Governing Body; and otherwise

keeping the Academy Local Governing Body informed of the progress of the implementation of the policy, and informed about changes to the law and guidance.

3.6 The HSM

The responsibilities of the HSM may be discharged by a team rather than a single individual.

3.6.1 The HSM will be a suitably qualified and ‘competent person’ (as defined below) responsible to the Principal for:

managing, co-ordinating and monitoring health and safety matters within the Academy;

ensuring that the Academy’s Health and Safety Policy and systems are implemented;

reporting regularly to the Principal on health and safety issues; participating in the work of the Academy Health and Safety Committee;

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assisting the Principal in compiling the Annual Status Review; liaising as appropriate with the member of the Local Governing Body with

health and safety responsibility; maintaining a suitable system in place for reporting accidents, near misses,

and concerns about staff or student welfare; ensuring that suitable and sufficient risk assessments are carried out, and

appropriate controls are implemented; liaising with any contractors and making reports to the Principal on the

progress of the contractual requirements; engaging external Health and Safety experts as appropriate, receiving their

reports and taking any necessary action; meeting with staff Health and Safety representatives; advising on all Health and Safety matters (including safety of buildings, plant

and equipment used and operated by the Academy); ensuring that teaching, administrative, catering, and all ancillary staff are

aware of aspects of the health and safety policy that affect them; ensuring that contractors and persons hiring any part of the premises are

aware of the E-ACT policy; ensuring that all necessary safety signs and notices are displayed; ensuring that instructions relating to specific areas are displayed and known

and understood by all users; ensuring that fire risk assessments are carried out, appropriate equipment is

in place and properly maintained, that regular fire drills are carried out recorded and monitored, that the required notices are in place, and that appropriate training is given to relevant staff in accordance with the Academy’s Fire Safety Policy;

putting in place procedures for ensuring that supply and peripatetic staff, visiting sports coaches and voluntary helpers understand and implement the Health and Safety policy as appropriate; and

overseeing the efficient use of any health and safety management system to prompt and record the proper discharge of all necessary relevant tasks.

3.6.1 The definition of a ‘Competent Person’ is the person who has responsibility as the competent person for advising the Principal and other Senior Managers in the discharge of their responsibilities under the Health and Safety at Work Act 1974, The Management of Health and Safety at Work Regulations 1999 and all other health and safety legislation, and for liaising with E-ACT and local Health and Safety Officers and enforcement officers (such as HM Inspectors of the Health and Safety Executive and Fire and Civil Defence Fire Officers.)

3.7 Staff with Departmental Responsibilities

Heads of Departments/Areas of the Academy will be appropriately trained and are responsible to the Principal through the HSM for the implementation and operation of the Health and Safety policy as it affects their areas of responsibility. In order to discharge this responsibility they will:

familiarise themselves with the Academy’s Health and Safety Policy and all regulations and codes of practice relevant to the work in their areas of responsibility;

participate as required in the work of the Academy Health and Safety Committee;

use the health and safety management system to record completion of the relevant tasks;

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make and regularly review a departmental health and safety policy (see the E-ACT template for a Departmental policy at Appendix 1);

set up and implement safe methods of work; ensure that the Academy’s Student Behaviour policy is implemented within

the Department as appropriate; apply effectively all relevant Health and Safety regulations, rules, policies,

procedures and codes of practice; instruct all staff, students and others under their jurisdiction in safe working

practices; carry out regular safety inspections of their areas and keep records of those

inspections; ensure that risk assessments are carried out on any relevant risk and

effective measures are taken to control those risks; ensure that all plant machinery and equipment is adequately guarded, is in

good and safe working order, and that all reasonably practicable steps are taken to prevent unauthorised or improper use;

make available appropriate protective clothing and equipment, first aid and fire appliances;

ensure that all departmental staff and students in their areas know the emergency evacuation procedures;

ensure that toxic hazardous and highly flammable substances are correctly used stored and labelled;

provide appropriate Health and Safety information to relevant persons; report any Health and Safety concerns to the HSM; participate in the work of the Health and Safety Committee if required to do

so; and assist the HSM in compiling an annual status review.

3.8 Site Manager

The Site Manager is responsible to the HSM for:

implementing the appropriate Academy policies and procedures; maintaining an appropriate cleaning schedule; ensuring that site staff are competent to carry out their responsibilities; arranging for the removal from service of any item of furniture, apparatus or

equipment which has been identified as unsafe; taking appropriate action where necessary to prevent injury to others on the

site who might otherwise be exposed to unnecessary dangers, e.g. erect barriers around open manhole covers;

ensuring that other site and cleaning staff are adequately supervised; ensuring that any personal protective equipment issued to staff is suitable for

the task and that training is provided in the use of the equipment; ensuring that all site and cleaning staff work in accordance with safe working

practices issued by the Academy.3.9 Head Cook/Catering Manager (if an Academy employee)

3.9.1 Where the Academy manages its own catering facilities, the Head Cook/Catering Manager, in addition to the above, will also be responsible for:

implementing the relevant E-ACT and Academy policies; applying the appropriate isolation procedures in the event of fire and

emergency evacuation of kitchen and dining room areas; supervising and training staff appropriately;

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training and instructing all catering staff in the emergency procedures; carrying out regular reviews of the procedures and informing the HSM of any

issues of concern; recording results of the monitoring and review of procedures; ensuring that all catering staff have opportunities for raising concerns about

Health and Safety issues; and assisting with the making of the annual status review.

3.9.2 Where the Academy contracts out the catering arrangements the HSM will ensure that the above responsibilities are fulfilled as part of the contract:, the contract will set out the Head Cook/Catering Manager’s responsibilities , and t the Contactor’s responsibilities.

3.10 All members of staff have a duty to:

take all reasonable steps to safeguard the health and safety of themselves, all other staff, students in their care, and any other persons who may be affected by their actions.;

understand and use the Academy reporting systems; take reasonable precautions in safeguarding themselves and others; know and understand the Academy’s and any departmental Health and

Safety policies; observe all Health and Safety rules and procedures set out by E-ACT and

the Academy and use all health and safety equipment provided; participate in assessing risks and the management of identified risks; follow all relevant codes of safe working practice and local rules; alert the HSM or Heads of Areas/Departments as appropriate to any

potential hazard noticed; report (through the Academy’s reporting system) all accidents, incidents or

near misses that have led or may lead to illness, harm or damage; ensure that students’ behaviour is regulated in accordance with the

Academy’s Student Behaviour policy; report any unsafe working practices to the Site Manager. report any concerns they may have about the health, safety and welfare of

any student in their charge in line with the Academy’s ‘Safeguarding Students’ procedures;

ensure that no person uses a prescribed dangerous machine unless fully instructed in the dangers and precautions to be observed, and have either received sufficient training in work at the machine, or are being supervised by someone with a thorough working knowledge of the machine;

ensure that no student is allowed to dismantle or clean a prescribed dangerous machine unless under appropriate expert supervision;

ensure that they are familiar with fire drills, fire alarm systems, means of escape and evacuation procedures. Staff should ensure that there is a fire drill notice clearly visible in the rooms in which they work;

use the health and safety management system of health and safety management where relevant;

participate in any relevant paid training; and read this Health and Safety policy and any sub-policies agreed by the

Academy, and sign and date the Academy’s logbook to indicate that he/she has done so. The following statement should be used:

‘I have read the Academy’s Health and Safety policies and understand my responsibilities.’

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3.10.1 All staff have a right to raise Health and Safety issues of concern at any time but in particular at formal meetings in their departments.

3.10.2 All employees who are members of recognised trade unions have a right to raise any concerns with their union representatives, who may discuss these with the HSM or Principal as appropriate.

3.10.3 E-ACT recognises that members of staff are not chartered or certificated risk assessors but expects all staff, in fulfilling their legal responsibilities for Health and Safety, to use their experience and knowledge as adults, and their training as teachers and support staff to make reasonable, common-sense decisions about risk assessment and control measures.

3.11 Staff Safety Representative

3.11.1 Trade Union representatives have the right to:

investigate potential hazards and to examine the causes of accidents in the workplace;

investigate complaints by any employee they represent relating to that employees health and safety or welfare at work;

make representations to the Principal and the HSM, as appropriate, on general matters affecting the health, safety and welfare of employees;

participate as an elected union representative in the work of the Academy Health and Safety Committee

carry out workplace health, safety and welfare inspections; participate in the work of the Academy Health and Safety committee; and have paid time off to carry out their functions and to receive health and safety

training.

3.11.2 None of the above functions given to a health and safety representative impose any legal duty or liability whatsoever on that person. A safety representative is in no way obliged to carry out any or all of the above functions.

3.12 Confirmation that the policy has been read and understood.Under arrangements made by the HSM, all employees with health and safety management responsibilities will sign the Academy logbook to indicate that they have read and understood the policy and their responsibilities.

Under arrangements made by the HSM, other staff without health and safety management responsibilities will sign the Departmental logbook to indicate that they have read and understood the policy and their personal responsibilities.

4. Consultation

4.1 Staff

Health and Safety will be a standing item on the agendas of all Departments,pastoral groups, and any formal management meetings in the Academy. Any points raised will be duly minuted and reported promptly to the HSM.

4.2 Students and Parents

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Students also play a part in overall Health and Safety and welfare of the Academy and will be encouraged to discuss Health and Safety issues at Year and Academy Student Council meetings, and raise any concerns, which will be reported to the HSM.

Academy Governing Bodies or Principals may decide to involve students further in the management of health, safety, welfare and security.

Parents may also be consulted on issues that they may be expected to have views and concerns on (e.g. security; safeguarding of students; road safety). Each Academy may determine the amount and manner of the consultation.

5. Organisation

5.1 Structure

E-ACT as the employer has overall responsibility for the policies and procedures in the Academy;

The Academy Heath and Safety Committee will consider and make recommendations on overall health and safety issues affecting the Academy and will report to the Principal;

The Academy’s Local Governing Body reports to E-ACT and will use a Designated Governor for Health and Safety for regular liaison with the HSM and Principal and to participate in the work of the Academy Health and Safety Committee;

The Principal has overall responsibility for the internal management of the Academy policies and procedures and reporting to the Local Governing Body;

HSMhas the responsibility for the day to day management, co-ordination and implementation of the policy and for liaising with contractors, and reporting to the Principal;

Heads of Areas/Departments have responsibility for Health and Safety within their areas and for reporting to the HSM;

Regular (at least termly) Department and Team meetings with reports going to the HSM;

Union Safety Representatives have the right to participate in the Academy Health and Safety Committee and to discuss health and safety issues as necessary with the HSM and/or the Principal; and

if agreed by the Local Governing Body, the Student Council may have an advisory role, reporting to the Health and Safety Committee and HSM.

6. Risk Assessment

6.1 All members of staff in charge of a departmental ‘Safety Areas’ are responsible for ensuring that risks are identified and appropriate assessments and control measures are made. Members of staff must be competent to carry out appropriate risk assessments. The HSM is responsible for ensuring that all staff who complete risk assessments are suitably qualified and competent.

6.2 The Academy will determine its own risk assessment pro forma, which must be used by all staff or other. Completed assessments must be sent to the HSM and retained on the health and safety management system, and made accessible to all relevant staff. Relevant staff will be provided with training on the health and safety management system.

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6.3 Risk Assessments must be reviewed regularly and at least once a year with a view to ensuring that the control measures have been effective.

6.4 The HSM will ensure that suitable and sufficient risk assessments are carried out, and determine which can be done locally or at Academy level and which by any other outside contractors. The HSM has the discretion to seek advice from E-ACT on appropriate delegation, and will report the reasons and response to the Principal.

7. Security

7.1 The Academy will take note of the E-ACT overall Security policy and adapt it to suit the particular situation of the Academy.

7.2 The Academy’s security arrangements for the relevant areas are contained in the Academy Handbook and are also available from the HSM.

The security arrangements will cover as relevant:

The site The buildings Notices Control of visitors to the Academy Locks and keys Out-of-bounds areas Dealing with trespassers Security of staff and student property Vehicles and cycles Movement around the site and buildings Transport and pedestrians arriving at Academy in the morning and leaving in

the afternoon Responsibilities for security aspects

8. Health and Safety Management Arrangements

8.1 The Academy will use an appropriate system of health and safety management. All relevant staff will be trained in its use.

8.2 The HSM will be responsible for the health and safety management system, and will make regular reports to the Principal on the progress of the annual cycle of health and safety management.

8.3 Staff with health and safety responsibilities will be responsible for completing tasks assigned to them and recording completion in the health and safety management records.

8.4 The Academy will review individual responsibilities and ensure that there is appropriate training, compliance and documentation on an ongoing basis.

8.5 E-ACT will make arrangements to review the implementation of the management system from time to time to ensure that the system is used to ensure that the Academy complies with law and regulations.

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8.6 The Academy Local Governing Body will receive termly reports on the implementation of its health and safety policies and procedures, and an Annual Status Review.

9. Training

9.1 The Academy will provide opportunities for all employees to have access to the information, instruction, supervision and training required to enable them to discharge their responsibilities safely and work in a safe environment. 9.2 All employees whether permanent or temporary will undergo Induction training which will include the following health & safety matters:

1. Emergency Arrangements2. Fire Drills3. First Aid Arrangements4. Accident Reporting5. Good Housekeeping6. Codes of Safe Practice and Guidance7. Health & Safety Handbook and Academy Arrangements8. Specific Hazards/Responsibilities Associated with Work Activity9. Special Needs of pupils including students with disabilities

Further training needs will be considered when employees transfer or take on new responsibilities or when there is a change in the work equipment or systems of work in use.

9.3 The HSM will identify with relevant Heads of Department and staff the appropriate Health & Safety training needs.

Staff who feel that they have a need for health & safety training of any kind should notify the HSM in writing.

9.4 The HSM will maintain records of individual employee training to ensure that training is up to date and appropriate for the duties undertaken. Where certificates of competence are required for potentially hazardous activities (e.g. woodworking machinery, swimming etc), Heads of Department are responsible for:

checking the validity of certificates; arranging refresher training when necessary; and keeping the HSM informed.

9.5 Responsibility for facilitating attendance and funding of training will be allocated according to the Academy’s CPD Policy.

10.Measuring Performance

10.1 The Academy will use an appropriate system to support relevant staff in carrying out their responsibilities for Health, Safety and Security in their areas.

10.2 The HSM will ensure that the following are carried out as appropriate, using the Academy’s management system for logging purposes:

Regular documented audits; Site inspections;

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Review of risk assessments and the subsequent control measures; Surveys by the health and safety committee; Attendance at health and safety meetings; Information coming out of department meetings, and how it is dealt with; Results of any external reviews/investigations; Regular review of accidents/incidents/near misses and use of the information

and experience gained from the review; A system of reviewing and developing improvement plans as identified; and Sharing experiences, findings and good practice inside the Academy.

11. Status Review

11.1 The Academy will, at the end of each academic year (or appropriate period), draw up a status report on each Safety Management Area covered by the Academy’s review.

The review will draw off the information on the management system and will comprise:

a statement of the number of uncompleted tasks on 31 August; a review of the overall fulfilment of risk assessments and other health and

safety tasks as recorded on the management system; a review of the overall decrease/increase in risks and reported incidents from

the previous year; a review of the overall decrease/increase in accidents/incidents; any other findings in the annual audit; changes in the Health and Safety organisation, policy or structure; new processes and new technology introduced for health, safety and security; a reference to external influences - legislation/guidance/British

standards/auditors, reports; and any proposals for improvements.

11.2 The Principal will ensure that copies of the Status Review will go to the Local Governing Body, E-ACT, all staff and union representatives

12. Staff Training and Involvement

12.1 All staff will receive this policy and will be expected to read it, and to read the sections and appendices on the arrangements that affect them in their work. E-ACT recognises that time must be provided for this to be undertaken.

12.2 All relevant staff will be trained to use the Academy’s management system.

12.3 The Academy management undertakes to keep staff informed of any changes to the policy and procedures through the Health and Safety Committee, minutes, communications with line managers, staff bulletins, staff meetings and briefings and e-mail messages.

12.4 The Academy undertakes to provide extra training for staff where a need is identified.

12.5 The Academy HSM is responsible for prioritising training needs, and engaging appropriate trainers, involving external trainers where necessary.

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13. Equal Opportunities

In making, reviewing and implementing this policy the Academy’s equal opportunities policies must be taken into account.

In particular the Academy must ensure that reasonable adjustments are made to the premises and facilities to enable disabled staff, pupils and visitors to use the Academy’s facilities and curriculum as far as is reasonably practicable. The Disability Accessibility Plan must be kept under review and implemented as appropriate, in order to ensure safe access for disabled staff, students and visitors.

14. Monitoring and Review

14.1 The HSM is responsible for: monitoring the implementation of the policy; the proper use of the Academy’s management system; the making of risk assessments; the state of training, and reporting to the Principal.

14.1.1 The HSM will assist the Principal in compiling the Annual Status Review.

14.2 The Principal is expected to show leadership in health and safety management.

The Principal will: monitor the implementation of the policy; ensure that the Academy’s procedures are fit for purpose; ensure that the management system is being used to ensure compliance; advise the Local Governing Body of changes in Health and Safety law,

regulations and guidance; keep the Local Governing Body up-to-date with any changes in the Academy

organisation that may require a fresh look at Health and Safety; and present an Annual Status Review to the Governing Body.

14.3 The Delegated Governor will oversee the implementation of the E-ACT and Academy’s policies, and will report to the Local Governing Body.

14.4 The Local Governing Body will: receive termly reports on health and safety and security in the Academy from

the Principal, and an Annual Status Review. report as directed to E-ACT on the working of the policy and procedures, and ensure that the Academy maintains, monitors and reviews its Health and

Safety policy, procedures and organisational arrangements; and send the Annual Status Review to E-ACT.

The Local Governing Body has the right to recommend to E-ACT amendments and additions to the policy, as agreed by the Health and Safety Committee.

14.5 The Academy Local Governing Body will review the implementation of the E-ACT policies in the Academy at least once every two years, or as instructed by E-ACT.

15. Appendices

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15.1 The attached appendices contain the main additional sub-policies that make upthe overall E-ACT Health and Safety policy to which each Academy must have regard.

15.2 Each Academy may decide to add additional sub-policies that are relevant to its situation and needs. If additional sub-policies are added, the Academy Local Governing Body must ensure that draft copies are submitted to E-ACT for consultation with the National Joint Council before being submitted to the Local Governing Body.

15.4 The Academy Local Governing Body will take into account any guidance from E-ACT and will incorporate any requirements set out by E-ACT before approving the sub-policy.

16. Date of the next review: __________________

Signed: _____________________ Date:_____________________Chair

Print: _______________________

Signed: _____________________ Date: _____________________Principal

Print: _______________________

APPENDICESThe following policies/procedures will form the Appendices:

Appendix 1. Template for the Departments’ policies 2: Template for risk assessment3. Accident and Incident Management4. Administration of Medication5. Anti-Bullying6. Asbestos7. Caretaking and Cleaning8. Contractors9. COSHH10. Crisis/Emergencies11. Design and technology12. Disability Accessibility 13. Display screens

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14. Drugs, alcohol and smoking15. Educational Visits- E-ACT Generic Policy and E-ACT approved detailed policy16. Electrical Equipment17. Fire safety18. First Aid19. Legionella bacteria20. Lettings21. Lone Workers22. Manual Handling23. Mini Buses and Use of Personal Transport24. Mobile phones25. Noise26. PE and Games27. Personal Protective equipment28. Pregnancy29. Safeguarding Students30. Science 31. Searching Students32. Security33. Staff Consultation34. Staff Welfare35. Stairs and Landings 36. Stress37. Student Welfare38. Sun Protection39. Trespassers40. Visitors41. Voice Care42. Waste Disposal43. Work equipment44. Working at heights________________________________________________________________

Appendix 1

TEMPLATE FOR A DEPARMENT HEALTH AND SAFETY POLICY(This model is intended to sit alongside the information available through the Academy health and safety management system. It can be amended by the Academy to suit local circumstances)

Name of Academy: __________________________________________

Name of Department;_______________________________________

Head of Department/Person with Health and Safety responsibilities: _________________________________________________________

1. The Academy Policy

1.1 The Academy’s health and safety policy aims to ensure that so far as is reasonably practicable that:

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All employees are safeguarded in respect of Health, Safety and Welfare whilst at work;

All students and members of the public, including parents, visitors and contractors’ employees who enter school premises, are not exposed to any Health and Safety risks during the course of their business;

No work is carried out by the Academy or contractors that is liable to expose employees, pupils or members of the public to hazards to health unless suitable and sufficient assessments of the risk are made and necessary measures to prevent or control the risk have been introduced;

All contractors are able to demonstrate that they have suitable risk assessments and arrangements for securing proper Health and Safety, including, where necessary, a written statement of policy.

1.3 The Academy’s objectives are to:

Provide conditions and systems of work for all employees which prevent any danger to health. This requires that risk assessments be carried out as appropriate to enable hazards and risks to be identified to enable the standards of safety to be adapted and enforced;

Ensure that all plant and equipment is maintained properly and that none will be used knowingly when it presents any risks to the safety of the staff or the public;

Provide means of access and egress which are safe and without risks to health;

Provide comprehensive information, instruction, training and supervision, so far as is reasonably practicable, to ensure the Health and Safety at work of all employees and students;

Ensure that the health, safety and welfare of all employees, students and members of the public are under continuous review by management at all levels;

Ensure safe arrangements are made for the storage, handling and transport of articles and substances;

Ensure that the Academy will have and maintain up-to-date fire procedures and documentation and that all employees and students are familiar with them;

Develop safety awareness among all employees and students and to promote individual responsibility for Health and Safety at all levels.

Copies of the Health and Safety policies are kept on the health and safety management system, or can be read in the Staff Handbook.

2. Purpose and Aims:

This Departmental policy sets out the means by which this Department will fulfil the Academy’s requirements for a healthy and safe environment for students, staff and visitors.

2.1 The Department aims to:

ensure that everything reasonably practicable will be done to safeguard students, staff and visitors;

make and keep under review relevant policies and procedures; make appropriate use of the Academy’s management system if relevant;

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make suitable and sufficient risk assessments and control measures where risks are identified;

take immediate action where hazards are likely to turn into risks; ensure that the Academy’s health, safety and security arrangements are

known and implemented within the Department;

2.2 Each member of the Department is expected to:

take all reasonable steps to safeguard the health and safety of themselves, all other staff, students in their care, and any other persons who may be affected by their actions.;

understand and use the Academy reporting systems; take reasonable precautions in safeguarding themselves and others; know and understand the Academy’s and any departmental Health and

Safety policies; observe all Health and Safety rules and procedures set out by E-ACT and

the Academy and use all health and safety equipment provided; participate in assessing risks and the management of identified risks; follow all relevant codes of safe working practice and local rules; alert the HSM or Heads of Areas/Departments as appropriate to any

potential hazard noticed; report (through the Academy’s reporting system) all accidents, incidents or

near misses that have led or may lead to illness, harm or damage; ensure that students’ behaviour is regulated in accordance with the

Academy’s Student Behaviour policy; report any unsafe working practices to the Site Manager. report any concerns they may have about the health, safety and welfare of

any student in their charge in line with the Academy’s ‘Safeguarding Students’ procedures;

ensure that no person uses a prescribed dangerous machine unless fully instructed in the dangers and precautions to be observed, and have either received sufficient training in work at the machine, or are being supervised by someone with a thorough working knowledge of the machine;

ensure that no student is allowed to dismantle or clean a prescribed dangerous machine unless under appropriate expert supervision;

ensure that they are familiar with fire drills, fire alarm systems means of escape and evacuation procedures. Staff should ensure that there is a fire drill notice clearly visible in the rooms in which they work;

use the health and safety management system of health and safety management where relevant;

participate in any relevant paid training; and read this Health and Safety policy and any sub-policies agreed by the

Academy, and sign and date the Academy’s logbook to indicate that he/she has done so. The following statement should be used:

‘I have read the Academy’s Health and Safety policies and understand my responsibilities.’ 3. Health and Safety Management Arrangements:

3.1 The Academy’s Health and Safety Management Structure

E-ACT as the employer has overall responsibility for the policies and procedures in the Academy;

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The Academy Heath and Safety Committee will consider and make recommendations on overall health and safety issues affecting the Academy and will report to the Principal;

The Academy’s Local Governing Body reports to E-ACT and will use a Designated Governor for Health and Safety for regular liaison with the HSM and Principal and to participate in the work of the Academy Health and Safety Committee;

The Principal has overall responsibility for the internal management of the Academy policies and procedures and reporting to the Local Governing Body;

HSM has the responsibility for the day to day management, co-ordination and implementation of the policy and for liaising with contractors, and reporting to the Principal;

Heads of Areas/Departments have responsibility for Health and Safety within their areas and for reporting to the HSM;

Regular (at least termly) Department and Team meetings with reports going to the HSM;

Union Safety Representatives have the right to participate in the Academy Health and Safety Committee and to discuss health and safety issues as necessary with the HSM and/or the Principal; and

if agreed by the Local Governing Body, the Student Council may have an advisory role, reporting to the Health and Safety Committee and HSM.

In the Department the Head of Department will be responsible for ensuring that the management tasks are competed and recorded.

3.2 Risk Management

Health and Safety will be on the agenda of all Departmental meetings, and minutes of any discussion and action will be taken, kept and passed to the Academy’sHSM where appropriate via the health and safety management system.The Head of Department will ensure that generic risk assessments are made and kept under review, and that the staff making the risk assessments are competent to do so. Members of the Department will make assessments they are competent to make, in areas they are responsible for, and will observe the risk controls that have been determined.

All members of staff undertake to inform the Head of Department of any potential risk as soon as they perceive it. The Head of Department will decide whether the risk can be managed within the Department, or needs the Academy’s help.

All risks and the action taken will be recorded in the Department’s log and passed to the health and safety management system administrator.

All staff will use the Academy’s agreed risk assessment template, and means of assessing risks.

Training in risk assessment and control will be provided by the Academy or Department as appropriate.

4. Managing Risks specific to the Department:

THE DEPARMENT SHOULD PUT IN HERE ANY RISK MANAGEMENT TASKS THAT ARE PARTICULARLY RELEVANT TO THE DEPARTMENT. (E.G. specific

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machinery; or layout of the Department; or use of sharp implements; or use of personal protective equipment; or activities that have an element of risk.

Departments that have a greater risk management responsibility like PE, Games, Science, Design and Technology, Drama, should set out their particular approaches to risk assessment and risk management here or in Appendices.)

All members of staff must wear appropriate protective clothing where relevant in accordance with current regulations on personal protective equipment. 5. Training:

The Head of Department will submit an appropriate training plan to the relevant HSM annually as per the Academy’s requirements..

6. Fire Safety:

All members of the Department will:

familiarise themselves with the fire safety procedures; ensure that fire doors open as intended and that nothing impedes their opening; ensure that any fire equipment for which they are responsible is properly

maintained and checked periodically; know any special fire precautions for equipment and materials that they use; check periodically that the fire notices are on display in their teaching areas; ensure that students know the alarm and evacuation procedure and route

from the area to the assembly area; keep a register of students present in each teaching period; report to the Head of Department any hazards likely to cause a fire.

The Head of Department (or senior member of the Department present) has the responsibility for directing any visitors to the Academy to the assembly area in case of fire. But all staff must be aware that visitors will need to be properly directed.

Training in action to be taken on hearing the fire alarm will be provided by the Academy.

7. Display Screens

Because there is so much use of display screens (VDUs) in the Academy all members of staff must pay attention to the Display Screen policy both as it affects staff health and safety and students’ health and safety.

8. Safeguarding Pupils:

All staff are must be aware of their duty to note and report any suspicions that a student might (however remotely) be subject to some abuse.

The Academy will provide periodic training in the requirements for safeguarding students and in recognising potential problems.

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Any suspicions will be reported immediately to the Academy’s designated teacher for safeguarding children. (NAME)

Teaching staff are expected to teach risk management to students according to the National Curriculum requirements in their subject, and any requirements the Academy may have.

9. Staff Welfare/Stress;

Staff are expected to be concerned for their own health and for the welfare of their colleagues and to provide support for each other.

Staff who feel under stress that is more than the normal expected stress of working in the Academy should report this initially in confidence to the Head of Department (or the member of the Leadership Team with responsibility for staff welfare).

Staff are also expected to report in confidence any concerns they may have about other members of the Department’s state of health.

10. Lone workers:

When a member of the Department is working alone in the Department he/she should ensure that the Academy’s procedure for signing in and communication are observed;(See the Lone Worker’s policy)

11. Records:

Appropriate records of risk management events and or other issues will be kept by the Head of Department. These will be kept on the health and safety management system and will be periodically inspected by the HSM.12. Accidents:All accidents to staff and students MUST be recorded as per the Academy’s system.

Staff who are unsure about the system must seek advice from the Head of Department.

13. Student Behaviour:

Student misbehaviour is one of the greatest risks to health and safety.All staff have a common law and contractual duty to maintain good order and discipline among students and to safeguard their health and safety. Staff must know the Academy’s Pupil Behaviour policy and rules that are designed to ensure student safety and to participate in ensuring that the rules are obeyed.

14. Status Review:

The Department will contribute to the Academy's annual health and safety status review.

The Department's report will review:

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the overall fulfilment of risk assessments and other health and safety tasks as recorded on the Health and Safety management system;

the overall decrease/increase in risks; the overall decrease/increase in accidents/incidents and near misses; any other findings in the annual audit; changes in the organisation, policy or structure; any risks associated with new processes and new technology; external influences - legislation/guidance/British standards/auditors reports;

and will make proposals for improvements.

15. Development Plan:

The development of health, safety and security within the Department will be part of the Department's Development Plan as appropriate.

16. Responsibilities:

16.1 The Head of Department will be appropriately trained and is responsible to the Principal through the HSM for the implementation and operation of the Health and Safety policy as it affects their areas of responsibility. In order to discharge this responsibility the Head of Department will:

familiarise themselves with the Academy’s Health and Safety Policy and all regulations and codes of practice relevant to the work in their areas of responsibility;

participate as required in the work of the Academy Health and Safety Committee;

use the health and safety management system to record completion of the relevant tasks;

make and regularly review a departmental health and safety policy (see the E-ACT template for a Departmental policy at Appendix 1);

set up and implement safe methods of work; ensure that the Academy’s Student Behaviour policy is implemented within

the Department as appropriate; apply effectively all relevant Health and Safety regulations, rules, policies,

procedures and codes of practice; instruct all staff, students and others under their jurisdiction in safe working

practices; carry out regular safety inspections of their areas and keep records of those

inspections; ensure that risk assessments are carried out on any relevant risk and

effective measures are taken to control those risks; ensure that all plant machinery and equipment is adequately guarded, is in

good and safe working order, and that all reasonably practicable steps are taken to prevent unauthorised or improper use;

make available appropriate protective clothing and equipment, first aid and fire appliances;

ensure that all departmental staff and students in their areas know the emergency evacuation procedures;

ensure that toxic hazardous and highly flammable substances are correctly used stored and labelled;

provide appropriate Health and Safety information to relevant persons; report any Health and Safety concerns to the HSM;

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participate in the work of the Health and Safety Committee if required to do so; and

assist the HSM in compiling an Annual Status Review.

16.2 All Members of the Department have the responsibilities set out in section 2.2 of this Departmental policy.

17. Equal Opportunities:

In implementing this policy all staff must ensure that the Academy’s policy on non-discrimination and equal opportunities is taken into account.

18. Monitoring and Review:

18.1 The Head of Department will monitor the progress of the policy.

18.2 The Head of Department will liaise with the HSM to ensure that it remains in line with Academy policies.

18.3 The Head of Department will assist the HSM in compiling the Annual Status Review.

18.4 The implementation of health and safety procedures will be reviewed annually at a Department meeting. The review will be recorded on the health and safety management system and will be available for the HSM to note.

Signed: _______________________________ Date: ________________Head of Department

Print _______________________________

Signed: _______________________________ Date: ________________

HSM

Print _______________________________

Signatures of Members of the Department

Signed: _______________________________ Date: ________________

Print _______________________________

Signed: _______________________________ Date: ________________

Print _______________________________

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Appendix 2

Making risk assessments in the workplace are covered by the Management of Health and Safety Regulations 1999. There is no law about how risk assessments should be done or recorded, although the HSE has issued guidance on these.

The Academy will determine a risk assessment proforma that will be used throughout the Academy. Below is an example.

EXAMPLE

THE RISK ASSESSMENT TEMPLATE TO BE USED THROUGHOUT THE ACADEMY

NO RISK IS AVERTED BY THE AMOUNT OF WRITING IN A RISK ASSESSMENT. BE BRIEF AND TO THE POINT. THE AIM IS TO REMIND YOURSELF AND ANY OTHER APPROPRIATE PERSONS WHAT NEEDS TO BE DONE TO PROTECT ANYONE LIKELY TO COME INTO CONTACT WITH THE RISK.

Department: ___________________________________________________

Name of Member of Staff: ________________________________________

______________________________________________________________

Risk: _________________________________________________________

Who is likely to be affected by the risk? _____________________________

______________________________________________________________

What level of risk is it? High/Medium/Low: ______________________

What needs to be done to minimise the risk?: __________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Who is going to see it is done ?: _____________________________________

What is the date by which it must be done?: ___________________________

_________________________________________________________________

Appendix 3

ACCIDENT / INCIDENT MANAGEMENT

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All accidents/incidents must be reported immediately to the HSM in the manner laid down by the Academy.

This includes:

Accidents – where an accident has occurred and harm / injury is sustained

Incidents – where an accident has occurred and harm / injury is not sustained

Near miss – where an incident occurred which could have (under similar circumstances) become an accident

The HSM will carry out investigation into all accidents under the guidance of any appointed competent person with the assistance and co-operation of the relevant Head of Department.

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 1995.

The HSM has the responsibility for reporting under RIDDOR Regulations.The HSM will inform the Principal of any such events.

The HSM will review the incidents recorded in the Accident Book at regular intervals to identify any trends. The HSM will sign the Accident Book and record it in the health and safety management system.

Appendix 4

Administration of Medication

1. Aim:This policy aims to:

provide a clear policy and set of procedures which will be understood and ac-cepted by staff, parents and students, and which provide a sound basis for ensuring that students with medical needs receive proper care and support at the Academy;

set out the necessary safety measures to support students with medical needs (including long term or complex needs.);

define individual responsibilities for students’ safety; and explain the procedures to ensure the safe management of any medications.

2. Responsibilities:-

2.1 Parents/Guardians

Parents/Guardians are responsible for making sure that their child is well enough to attend the Academy.

Normally any prescribed mediation should be administered at home. The Academy accepts, however, that it may be necessary for some medication to be administered during Academy hours.

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Under arrangement made by the Academy, parents/guardians should provide the Principal with sufficient information about their child’s medical condition and treatment or special care needed at the Academy

Parents/ Guardians are responsible for ensuring that these details are up to date. Parents are responsible for ensuring that any medicines that need to be administered during the school day are prescribed by a qualified medical practitioner and have the details of the medication and the administration of it clearly set out on the bottle/packet.

Where appropriate, parents/guardians should be involved in drawing up a Healthcare Plan for their child.

2.2 The Academy

2.2.1 No members of staff are obliged to give, or oversee the giving of, medication to students. Only the Academy Nurse (if appointed) or other Academy staff who are authorised and trained in the giving of medication, or trained volunteers working under the Academy HSM, are authorised to give or oversee the taking of, medication.

2.2.2 The Academy will only oversee the administration of medicines prescribed by a qualified medical practitioner.

2.2.3 The Academy is responsible for requesting information concerning details of all students’ medical conditions and treatment/care.

2.2.4 The Academy will make its own arrangements for administering medication in line with the government guidance in ‘Managing Medicines in Schools and Early Years Settings’, which is linked to the health and safety management system.2.3 The Principal, is responsible for:

ensuring that appropriate procedures are in place; ensuring the formulation of individual Healthcare Plans where necessary; appointing an Academy Nurse or other appropriately trained staff; in consultation with the Nurse (or trained staff), for drawing up and implement-

ing emergency medical procedures and First Aid arrangements; ensuring that staff who agree to accept responsibility for administering pre-

scribed medication to a student, have proper training and guidance organised by the Nurse or other appropriate medical practitioner;

ensuring that all parents are aware of the Academy’s Policy and Procedures for dealing with medical need; and

ensuring that arrangements are in place for requesting and receiving informa-tion from parents.

In the absence of the Nurse, the Principal is responsible for trained staff giving prescribed medication during the school day.

2.4 The HSM is responsible for:

Putting appropriate arrangements in place in consultation with the Nurse; Arranging regular reports from the Nurse or person appointed to oversee the

taking of medication by students; Ensuring the suitability of the procedures; and

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Reporting on progress to the Principal.

2.5 The Academy Nurse (if appointed)

The Academy nurse is responsible for:

collating information provided by parents; administering all prescribed medication; administering any non-prescription medication; ensuring the safe storage; providing Academy staff with guidance and training for staff and volunteers on

medical conditions and how they may affect the education of individual pupils; and

will report regularly to the HSM.

The Academy Nurse may be involved, in conjunction with parents/guardians and medical advisers in the formulation of Individual Health Care plans.

In conjunction with the local NHS Trust and the Principal, the Academy Nurse, if appointed) will be involved in advising/providing support for staff training on medical issues.

2.6 The teachers in charge of particular activities are responsible for ensuring that appropriate arrangements are made for students with medical needs during;

Educational Visits/Learning Outside the Classroom Sporting activities

2.7 All staff are responsible for: knowing the arrangements and following the procedures; and reporting any problems to the Nurse or the person appointed to oversee the

administration of medication.

3. Equal OpportunitiesIn making, reviewing and implementing of this policy E-ACT and the Academy will have regard to its equal opportunities policies, and in particular will have regard to the needs of any student with disabilities.

4. Monitoring and Review

The Principal in conjunction with the HSM will determine the monitoring and review arrangements in the Academy.

The Academy Health and Safety Committee will consider the working of the policy and make any relevant recommendations to the Principal via the HSM.

The Principal, will report on the management and progress of the policy to the Local Governing Body annually.

The Local Governing Body will report as appropriate to E-ACT in its annual report.

The Academy Health and Safety Committee will review the policy at least every three years, or when it considers it appropriate.

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5. Date of the next Review: _________________________________

Signed: ______________________________ Date: _______________Chair

Print _______________________________

Signed: _____________________________ Date: ______________Principal

Print _______________________________

___________________________________________________________________

Appendix 5

Anti-Bullying Policy (Students)

This policy is an anti-bullying policy regarding bullying of and by students. Each Academy has Staff Grievance and Staff Disciplinary policies that may be used in cases where harassment and bullying of staff is alleged.The template below is the approved policy of the E-ACT Board. Academies wishing to continue to follow Anti-bullying policies that they have already developed may do so as long as they submit their policy for confirmation by the E-ACT Board.

1. Aims

This policy aims to:

demonstrate that the Academy takes bullying seriously and that it will not be tolerated;

set out measures to prevent all forms of bullying in the school and on off-site activities;

support everyone in the actions to identify and protect those who might be bullied;

demonstrate to all that the safety and happiness of students is enhanced by dealing positively with bullying;

promote an environment where it is not an offence to tell someone about bul-lying; and

promote positive attitudes in pupils.

2. The Academy’s Commitment

2.1 The Academy is committed to providing a caring, friendly and safe environment for all students so that they can learn in a relaxed and secure atmosphere. Bullying of any kind is unacceptable at the Academy, whether it is on site or on off-site activities.

2.2 If bullying does occur, all students should be able to tell someone, and know that incidents will be dealt with promptly and effectively. This means that anyone who knows that bullying is happening is expected to tell the staff.

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2.3 All governors, staff, students and parents should have an understanding of what bullying is and what the Academy’s procedures are for responding to bullying.

2.4 The Academy takes bullying seriously. Students and parents should be assured that bullying will not be tolerated and that students will be supported when bullying is reported.

3. What Is Bullying?

3.1 Bullying is defined as the use of deliberate aggression with the intention of hurting another person. Bullying is persistent and results in pain and distress to the victim.

3.2 Bullying can be:

Emotional - being unfriendly, excluding, tormenting (e.g. hiding books, threatening gestures);

Physical - pushing, kicking, hitting, punching or any use of violence Racist - racial taunts, graffiti, gestures; Sexual - unwanted physical contact or sexually abusive comments; Homophobic - because of, or focussing on the issue of sexuality; Verbal - name-calling, sarcasm, spreading rumours, teasing because

of size etc; Cyber all areas of internet ,such as email & internet chat room mis-

use; and / or Mobile threats by text messaging & calls, misuse of associated tech-

nology, i.e. camera & video facilities

4. Why is it important to respond to bullying?

4.1 Bullying hurts. No one deserves to be a victim of bullying. Everybody has the right to be treated with respect. Students who are bullying need to learn different ways of behaving.

4.2 The Academy has a responsibility to respond promptly and effectively to issues of bullying.

5. Signs and Symptoms

5.1 A student may indicate by signs or behaviour that he or she is being bullied. To those who know the student this may simply be a feeling that ‘things aren’t quite right’. Adults should be aware of these possible signs and that they should investigate if a student:

Is frightened of walking to or from Academy; Doesn't want to go on the Academy / public bus; Begs to be driven to the Academy; Changes their usual routine; Is unwilling to go to Academy (school phobic); Begins to truant; Becomes withdrawn, anxious, or lacking in confidence; Starts stammering; Attempts or threatens suicide or runs away; Cries themselves to sleep at night or has nightmares;

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Feels ill in the morning; Begins to do poorly in school work; Comes home with clothes torn or books damaged; Has possessions which are damaged or " go missing"; Asks for money or starts stealing money (to pay bully); Has dinner or other monies continually "lost"; Has unexplained cuts or bruises; Comes home starving (money / lunch has been stolen); Becomes aggressive, disruptive or unreasonable; Is bullying other student or siblings; Stops eating; Is frightened to say what's wrong; Gives improbable excuses for any of the above; Is afraid to use the internet or mobile phone; and / or Is nervous or agitated when a cyber message is received.

These and other signs and behaviours could indicate other problems, but bullying should be considered a possibility and should always be investigated.

6.Training

6.1 The Designated Person for Safeguarding Students is responsible for arranging a programme of staff development, which will include anti-bullying strategies. This will include training for education support staff and governors as well as teachers.

6.2 The Academy will also arrange training for students (including assertiveness training) where the Principal considers it appropriate.7. Criteria for Success

7.1 The Local Governing Body will:

from time to time determine the criteria for success; require the Principal to report annually on the success of the polices and ac-

tions taken; request the Principal to produce an annual profile answering to the question

annually, 'How have we make sure our pupils are healthy, safe and well-sup-ported?'; and

incorporate the findings in the Annual Status Review.

8. Responsibilities

8.1 E-ACT will:

make, and from time to time review, a written statement of general principles to guide the Principal in determining measures to promote good behaviour;

8.2 The Local Governing Body will:

have regard to the E-ACT statement; consult the Principal, other appropriate members of staff, parents and all stu-

dents on this statement of principles; exercise their functions with a view to safeguarding and promoting the

welfare of students;

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require the Principal to produce an Annual Profile answering the question 'How do we make sure our pupils are healthy, safe and well-supported?';

have a race-equality policy in place, and review it regularly, having regard to any E-ACT policy;

assess and monitor the impact of the Academy policies (including the race-equality policy) on students, staff and parents, with particular reference to the impact on students' attainment;

have a disability equality scheme and make reasonable adjustments to avoid placing disabled students at a substantial disadvantage in comparison with students who are not disabled, and review the policy and outcomes reg-ularly; and

establish procedures for dealing in confidence with complaints about bullying and all matters relating to the Academy, having regard to any E-ACT policies, and publicise these procedures;

8.3 In order to discharge these legal duties the Local Governing Body will:

appoint a ‘Nominated Governor’ to liaise with the Chair, the Principal and ‘Designated Person for Safeguarding Students’ over all anti-bully-ing strategies, and individual cases where appropriate.

discuss, review and endorse agreed strategies on the initiative of the ‘Nominated Governor’, and in any case will discuss the Principal’s an-nual report on the working of this policy; and

make and implement the following policies in line with E-ACT guid-ance:

race equality; disability equality; equal opportunities; behaviour and discipline.

Ensure that a report on the progress of the policy is contained in the Annual Status Review.

8.4 The Principal

The Principal has a duty to draw up procedures to prevent bullying among students.

The Principal is required to:

determine the more detailed measures (rules, rewards, sanctions and beha-viour-management strategies) on behaviour and discipline that form the Academy's behaviour policy, acting in accordance with E-ACT’s statement of principles in so doing.

take measures with a view to 'encouraging good behaviour and respect for others on the part of students and, in particular, preventing all forms of bully-ing among students'.

publicise the measures in the behaviour policy and draw them to the attention of students, parents and staff at least once a year.

produce an Annual Profile for the Local Governing Body answering the ques-tion 'How do we make sure our pupils are healthy, safe and well-supported?'; and

ensure that appropriate training is provided.

8.4.b In order to discharge the duty the Principal will:

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determine measures to be taken to prevent bullying, taking into account any advice given by the Local Governing Body;

delegate appropriate responsibilities to the Designated Person and HSM; ensure that all staff have an opportunity of discussing strategies and review-

ing them; determine the strategies and procedures for developing positive attitudes and

relationships, encouraging good behaviour and respect for others; discuss development of the strategies with the Leadership Team; ensure appropriate training is available; ensure that the procedures are brought to the attention of all staff, parents

and students; and report annually to the Local Governing Body.

8.5 The Designated Person will:

be responsible for the daytoday management of the policy and systems; ensure that there are positive strategies and procedures in place to help

both the bullied and bullies; ensure appropriate teaching and learning of anti-bullying strategies; keep the Principal (or HSM if the Principal so determines) informed of

incidents; liaise with the Nominated Governor; arrange relevant staff training in the teaching of anti-bullying strategies

and developing staff and student skills in countering bullying; determine how best to involve parents in the solution of individual prob-

lems; help the Principal to produce an Annual Profile for the Local Governing

Body answering the question 'How do we make sure our pupils are healthy, safe and well-supported?'; and

make a termly report to the Principal.

8.6 Heads of Year (or Heads of Department) will:

be responsible for ensuring that the Academy’s positive strategies are put into practice; and

implement the Academy’s procedure for dealing with any incidents that are reported.

8.7 Tutors (Nomenclature??) will:

be responsible for liaising with (Head of Year/Department?) overall incid-ents involving students in their class/group;

be involved in any agreed strategy to achieve a solution; and take part in the anti-bullying programme in the PSHE and Citizenship

course or equivalent..

8.8 All Staff will:

know the policy and procedures; be observant about students’ attitudes; deal with incidents according to the policy; never let any incidence of bullying pass by unreported, whether on-site or

during an off-site activity;

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apply any disciplinary penalties fairly and in accordance with the Academy’s policies; and

participate in the PSHE and Citizenship course or equivalent.

8.9 Students are responsible for:

reporting instances of bullying as soon as possible; participating in any investigation; and taking any action determined by the staff for combating any bullying.

8.10 Parents are responsible for:

reporting any concerns they may have over possible bullying; encouraging the student to report incidents and to participate in any action

determined by the Academy; cooperating with the Academy in any action the school decides to take; and if a parent of a bully, to cooperate with the Academy in changing the student’s

behaviour.

9. Equal Opportunities

9.1 In implementing this policy the Local Governing Body, Principal and staff will take into account the Academy’s equal opportunity policies.

10. Monitoring and Review

10.1 The (Designated Person/HSM) will keep and consider reports on serious incidents, and make a termly report, with statistics, to the Principal.

10.2 The Principal will consider the reports with the Leadership Group to determine what can be learned from the incidents and how they were handled with a view to improving the Academy’s strategies.

10.3 The Principal will make an annual report to the Local Governing Body as part of the Annual Status Review.

10.4 The Local Governing Body will report to E-ACT annually,.

10.5 E-ACT and then the Local Governing Body will review the policy at least once every three years. 11. The Date for the next review is: _______________________

Signed: ____________________ Date: ____________________Chair

Print: _____________________

Appendix A

Anti-Bullying Education in the Curriculum

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1. The Academy will raise the awareness of the anti-social nature of bullying through a PSHE and Citizenship programme, assemblies, the School Council, use of tutorial time and in the national curriculum programmes of study as appropriate.

the HSM/Designated Person is responsible for initiating and developing with appropriate colleagues an anti-bullying programme as part of the PSHE and Citizenship course; and

Heads of Department/subject heads are responsible for introducing anti-bully-ing material in their programmes of study as appropriate.

2. Changing the attitude and behaviour of bullies will play a major part in the strategies used by the Academy.

Appendix B

Anti-bullying Procedures

The Principal is responsible for ensuring that procedures are in place and known by all parties.

The following are examples of procedures that could be used.

1. Parents

If parents suspect their child is being bullied they should contact a nominated member of staff. Parents should be prepared to explain to the Academy the signs and symptoms they have noted, and any suspicions they have regarding those carrying out the bullying.

Parents should be asked to leave the initial investigation to the Academy, since any attempt to resolve the issue themselves will inevitably make the matter worse.

Parents should encourage their child to talk to their Tutor/Learning Guide or other member of staff.

2. Students

If a student feels they are being bullied they must tell an adult, parent, Tutor/Learning Guide or other member of staff.

Students who witness bullying must tell an adult, parent, Tutor/Learning Guide or other member of staff.

3. Staff

If bullying is reported to a member of staff they will record the details as presented to them and pass on to the students’ (victims’) Tutor/Learning Guide.

Tutors will initiate the 3Rs process, with the support of other members of staff as appropriate:

Reflection – What has happened? Could it have been different?

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Resolution – How can we try to ensure this doesn’t happen again? Reconciliation – How we put things right between those involved?

Tutors must ensure that the Designated Person is kept informed at all times.

In cases of serious bullying, staff will record the incidents.

In serious cases parents should be informed and will be asked to come in to a meeting to discuss the problem.

If necessary and appropriate, police will be consulted.

Time out may be used if deemed appropriate. The level of time out will be determined by the success of the 3Rs process and the students’ records.

4. Students who have been bullied will be supported by:

offering an immediate opportunity to discuss the experience with tutors or a member of staff of their choice;

reassuring the student; offering continuous support with a designated member of staff; restoring self-esteem and self-confidence; referral to a Peer Mentor if appropriate; referral to a counsellor; or offering continuous support and advice to parents.

5. Students who have bullied will be helped by:

discussing what happened; discovering why the student became involved; establishing the wrong-doing and the need for change; informing parents to help change the attitude of the student; or referral to a counsellor.

Changing the attitude and behaviour of bullies will be part of the responsibility of the positive procedures used by the Academy. However, the Academy recognises that sanctions will also have to be used against bullies where necessary.

6. Counselling

The Academy is prepared in appropriate cases to arrange counselling for both bullies and the bullied.

7. Sanctions

Students who have bullied will be punished appropriately according to their behaviour, and in accordance with the Academy’s ‘Behaviour for Learning’ procedures. For persistent offenders or incidents considered as gross acts of aggression, a student may be permanently excluded.

Appendix C

Complaints

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1. If a parent or guardian is dissatisfied with the nature or swiftness of a response made by the Academy following a reported incident of bullying, he/she may wish to make a complaint. The complaints procedure for a case of bullying follows the guidance from the Academy’s Parental Complaints Policy. All complaints should be treated confidentially, and only staff who ‘need to know’ will have access to the source of any complaint.

2. The underlying principle of the policy is that any concerns raised should be handled, if at all possible, without the need for formal procedures. If however the informal procedures are unsuccessful and the complainant wishes to take the matter further, formal measures will have to be taken in accordance with the Complaints policy procedures.

3. The Complaints procedure is set out in the Academy’s Parental Complaints Policy.

Appendix 6

Asbestos Policy

The Academy HSM is responsible for making appropriate arrangements for:

ensuring that an asbestos survey has been carried out by a specialist company, any that annual reviews are made in line with the company’s recommendations;

taking appropriate control measures to prevent asbestos fibres from being released by ensuring that;

asbestos containing materials have been removed; asbestos containing materials have been encapsulated; asbestos containing materials have been sealed to prevent

contact; access is denied to asbestos containing materials; and asbestos containing materials are properly identified.

ensuring that no building maintenance work is carried out without reference to the asbestos register and survey report;

ensuring that awareness training is given to all staff who are likely to come into contact with asbestos containing materials, including:

identifying asbestos; different types of asbestos; the health hazards posed by asbestos; safe methods of work and safe disposal; and legal requirements.

carrying out annual surveys and recording these in the management system;

ensuring that the log of the monitoring is kept up-to-date on the health and safety management system; and

reporting on the situation in the Annual Status Review.

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_______________________________________________________________

Appendix 7

1. Caretaking and Cleaning

1.1 The persons responsible for all caretaking and cleaning tasks must:

be competent; be appropriately trained in the tasks they are required to carry out; have appropriate job descriptions setting out the limits of their management

responsibilities; and be responsible to the HSM for the discharge of their responsibilities.

2. Responsibilities

2.1 It is the responsibility of the Site Manager/Head Caretaker to ensure that:

the Academy’s policy is followed; equipment and materials are of a suitable standard and sufficient quantity; suitable risk assessments of areas, equipment, materials and personnel are

carried out and appropriate controls put in place; caretakers and cleaners are competent; records are kept as directed by the HSM; and reports are made as required to the HSM.

2.1 The Academy will ensure that procedures are in place to maintain acceptable standards of cleanliness for all areas including surfaces of floors, walls and ceilings. All workplace furniture, furnishings and fittings will be kept clean and tidy.

2.2 Additional cleaning will be provided when necessary to clear up spillages or other soiling.

2.3 All workplaces must be kept free from waste matter or discharges. It is the duty of every member of staff to clear up any spillages, in order to avoid accidents.

2.4 Care must be taken during cleaning operations not to expose any persons to substantial amounts of dust or risks arising from use of cleaning agents, trailing cables etc.

3. Use of Chemical Cleaning Agents

3.1 The control of chemicals or other hazardous substances will be assessed to comply with The Control of Substances Hazardous to Health Regulations 2002 (COSHH) where appropriate.

___________________________________________________________________

Appendix 8

1. Contractors

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Contractors will be selected on the basis of competence and suitability to undertake the required work.

The HSM will be informed of any proposals to engage a contractor.

All contractors will be CRB checked in line with the government guidance (currently set out in ‘Safeguarding Children and Safer Recruitment in Education’).

They will be required to submit a copy of their Health & Safety Policy and Risk Assessments to the HSM (or the person undertaking the contract if so directed by the HSM) before the contract commences.

Method statements and safe systems of work will also be required for approval. In addition contractors must provide evidence of adequate insurance cover.

2. Responsibilities

The HSM has the responsibility for signing off the health and safety arrangements as suitable and satisfactory before the work commences, and for ensuring that the progress of the contract is appropriately monitored. The HSM may obtain appropriate professional/expert advice if he/she deems it necessary.___________________________________________________________________

Appendix 9

1. Control of Substances Hazardous to Health Regulations 2002 (COSHH)

The Academy will provide a safe working environment and safe procedures for the handling, storage and disposal of hazardous materials, by undertaking suitable and sufficient COSHH assessment.

Information, training and instruction on the safe use, storage, handling and control of hazardous substances will be given where appropriate (where Risk Assessments identify a need). Appropriate supervision will be provided as necessary.

All employees and contractors must abide by the findings of the COSHH assessments when using hazardous substances and understand the hazards and safety precautions involved, or refer their concerns to the HSM.

An inventory of any chemicals in use (including those used by contractors) will be maintained by relevant Heads of Department, and the use for each chemical identified. These will be checked by the HSM using the health and safety management system.

Material Safety Data Sheets (MSDS) will be obtained from the manufacturers of each substance and will be kept for use by the relevant Head of Department and recorded on the management system. They will be provided to staff and union representatives on request,

Where substances need to be disposed of this will be through an approved licensed company, and records retained.

Users of relevant substances must ensure that the substances are not decanted into other containers unless they are suitable, and correctly labelled.

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The Academy will provide all necessary control measures identified by the COSHH Assessment, e.g. Personal Protective Equipment (PPE).

2. Responsibilities:

The relevant Head of Department is responsible for ensuring that: the COSHH assessments of all substances currently in use in the Department

are carried out; all COSHH records are maintained; and records are updated when the inventory changes.

The HSM will periodically check via the management system that these tasks have been carried out.___________________________________________________________________

Appendix 10

Crisis/ Emergency Policy

1. Introduction:The Local Governing Body of the Academy has adopted policies and procedures required by E-ACT to minimise risks to pupils and staff, and has a Health and Safety policy and procedures that are regularly reviewed.

E-ACT requires the Academy to have a policy and procedures to meet critical incidents and emergencies that are unusual and beyond the ordinary control of the Academy.

2. Aims

The aims of this policy are to: prepare governors, staff and pupils for any crises or disasters that may

occur; ensure that there is a plan that can be implemented swiftly in the case of

an emergency caused by a disaster; and guide responses to circumstances that are liable to strain the capacity of

those handling the situation to think clearly.

3. Use of this Policy and Procedures

This policy must be taken into account before any Academy visit takes place.

It must also be used in the aftermath of an emergency and by all members of staff managing the crisis.

All staff and Governors should be familiar with the contents of this guidance so that all those involved know what to do, or what not to do, if an emergency occurs.

4. What can happen

By ‘disaster' or’ crisis’ we mean an incident that has caused sufficient concernfor the Principal to declare that it constitutes a crisis/emergency.

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This will include a death or serious injury to a member or members of theAcademy’s community e.g.:

In the Academy or in the wider Community of the Academy:

the death of a student or member of staff from natural causes; a traffic accident involving staff or students; a deliberate act of violence; violence against staff or students; presence of a disease that is potentially infectious or contagious; a fire or major incident in a laboratory or workshop; and / or a serious accident of any sort involving death or mutilation.

Out- of -Academy or in the immediate community:

deaths or injuries on educational visits; tragedies involving students/children with many others (e.g. the Hills-

borough disaster); and a bomb incident.

5. Factors to be considered in planning

Most aspects of disasters are self-evident but two are important to emphasise for the purpose of planning:

Feelings of grief, guilt and insecurity caused by the disaster. These are felt by survivors, parents and staff alike (not only by those directly involved) and may strike at any time over a long period after the disaster. (see Post-traumatic Stress Disorder below).

Media interest. This will focus on the ‘human interest’ and on discovering ‘who is to blame’. To the media there is no such thing as an accident. Whether intended or not, the result can be to persuade people to say things in haste that they will bitterly regret at leisure.

Inappropriate media attention can sow discord. In the immediate after-math the media may interfere with communications and distract people from coping with the emergency.

6. The Early Stages

The following procedures are designed to deal with the problems in the early stages. It is assumed in what follows that the Academy’s first duty is the protection and well being of the Academy community and to support and help students, parents and staff involved.

The Academy must also be concerned to ensure that the handling of the disaster does not result in further damage to the Academy which will then cause all students and staff to lose in the long term.

It is essential that everybody knows:

the roles to be performed by each person; the communications strategy; and

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the basic principles we will follow with the students and parents.

7. Roles and Responsibilities

This E-ACT policy has been adopted by the Local Governing Body after consultation with the Principal and staff, and representatives of parents and students.

8. Disaster/Emergency Team

8.1 In term time, other things being equal, the crisis will be managed by a Disaster/Emergency team that will include:

the Chair of the Local Governing Body; the Principal the Vice Principals; Assistant Principals; the HSM; and other relevant staff, depending on the situation. (Change titles to suit)

8.2 The Principal

The Principal, if not for some reason unavailable, will be the first contact for the Media. It is probable that as things develop the Chair of Governors will need to make a statement and written statements may be issued by others.

The Principal should contact E-ACT and the Chair before responding to the media.

8.3 The Vice Principal or HSM (as determined by the Academy)

The HSM will be responsible for arranging the necessary communications network including allotting duties to other support staff for typing statements etc. He/She will also be responsible for checking with insurers etc. to make sure that we do not make mistakes at that stage of the crisis.

The exact roles of others will have to be decided at the time as any crisis will undoubtedly have its own particular character and need a different reaction but among the roles will be:

contact with parents; support for staff directly involved; liaison with remainder of staff and pupils; finding assistance for the school e.g. liaison with key E_ACT personnel

legal etc; and liaison with relevant authorities e.g. police/Foreign Office /Health and

Safety Executive.

Out-of-Term: the person in charge on site will contact as quickly as possible as many members of the Emergency Team as possible.

9. Precautionary Rules for Activities off Site

9.1 When a disaster occurs off site it is critical to know quickly who has been involved, therefore:

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all Educational Visit group leaders will make sure that there is a list in the Academy Office with the names of all students and a contact number/s for parent/s; and

every member of staff on the visit (not only the leader) will keep with them at all times a list of students on the trip. (This may be the only starting point for identifying students if the leader may be incapacitated).

9.2 It is also vital that information is passed to the Academy as soon as possible so that support can be given to the staff on the ground and parents and that accurate information can be given to the media etc.

9.3 All the staff on an off-site activity will:

know how an alarm is to be raised; and have a telephone number to contact to report any disaster. This will not be

the Academy number in case the media jam the phone lines. (Any such number must be kept absolutely confidential).

As soon as the injured etc are properly looked after and in the hands of competent assistance then communicating the news is the priority.

Once that has been done the priority of those on the ground becomes to look after students and each other. Dealing with the media, with parents and all other issues then becomes the job of the Disaster/Emergency Team.

10. Immediate Action in the Case of Disaster.

The Chair of Governors will be contacted immediately or in his/her absence, a nominated Deputy. Failing either, another governor will be contacted. The relevant governor will be asked to join the team at the Academy.

The police will be contacted immediately to ask for help in controlling ac-cess to the Academy;

E-ACT will be contacted and asked what resources they can make avail-able;

The Disaster Team will convene at an appropriate headquarters; Roles will be allotted; If the disaster is abroad then a contact will be opened up to authorities in

the foreign country through the appropriate embassy or the Foreign Office and arrangements made to get a senior member of staff and someone fa-miliar with the language (if possible) out to the scene of the disaster as a matter of urgency to take charge from the staff involved;

Parents will be contacted by mobile phone. Or it may be sensible to send someone off-site to phone from an exchange that will not be blocked or overheard by the media, and permits private telephone conversations;

Depending on the situation, headquarters will either be in the Academy Office or another suitable building on or near the Academy depending on the circumstances; and

If students are off-site, parents should be re-united with them as fast as possible. (The Principal (or delegated representative) will determine in the circumstances whether it may be helpful for parents to view the accident site so they can share the situation with their children.)

11. Communicating with Parents.

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11.1 Only nominated members of staff/governors have the authority to contact parents. Such persons, when answering or contacting parents will have a written list of known facts issued by the Principal (or delegated representative). The nominated person will only:

say what is known for a fact; say how parents will be updated as information becomes more complete; say how parents should contact hospitals etc; and check whether any help is needed with transport.

11.2 While the Academy's main responsibility is to parents whose children are involved, there will be other parents who, for one reason or another, will want to know what has happened. Depending on the circumstances it may be appropriate to:

send an account that is written; post information on the Academy web-site; and use the media to communicate with parents.

11.3 The Principal (or delegated representative) will make the decision.

12. Communicating with Students .

12.1 If the disaster occurs during term, much will depend on whether information is available while students are in the Academy.

12.2 The first priority will be to make sure that students know what is true.The second priority will be, as appropriate, for the Academy community to share its shock and/or grief.

12.3 The procedure will be: students will be given in tutor groups by selected staff or through an as-

sembly: the plain facts - no speculation; and absolutely honest responses to questions that cannot be

answered.

12.4 Normally the Academy will use the following strategy:

hold an assembly to give out information; return students to tutor group bases; and selected staff to go round the tutor groups and answer questions.

12.5 If a disaster occurs during the holiday, there may have to be special arrangements to allow families, friends and others to come into the Academy, and for an appropriate senior member of staff to be available to inform and support. This will be determined by the Principal (or the Principal's representative) and put into place by the Disaster Team.

13. Communicating with the Media.

13.1 Media interest is often inevitable. How you deal with this will often have a bearing on the perceived outcome of the situation you are dealing with. It may seem intrusive and unhelpful but media organisations are simply doing their job.. It is

45

important to realise, however, that their interest is legitimate. Used properly the media can help to communicate important messages to parents and the community. It is important to do everything to be helpful short of compromising the essential interests of the Academy.

13.2 The Principal will explain to the media what is happening but will stress that students' and parents' interests must come first.

13.3 The Principal will ask for the press's co-operation in achieving this aim.

13.4 The Principal and Disaster Team will liaise with E-ACT at all times in carrying out their role.

All statements to the media will be made after discussion with the Prin-cipal (or representative).

The Chair of Governors will make a statement at the earliest but appropri-ate moment;

Governors and staff will refer all questions to the Principal (or delegated representative) and must refuse to make any comment on any statement put to them by the media unless agreed in advance.

Remember that incidents often involve multi agency arrangements and it is important to liaise with all relevant organisations when making media announcements-such as police, health, local government.

13.5 The following will inform the Academy’s dealings with the media;

It should be remembered that the media will be looking for a story and headlines. However, there are important messages in difficult situations which demonstrate leadership and control- and demonstrates effective management:

Close-knit Academy community devastated by disaster; Staff trying to hold things together under impossible circum-

stances; Caring Academy trying to do what it can; and Each situation must be reviewed based on the circumstances.

Even the best prepared Academy or institution is affected by unex-pected events.

14. Legal factors.

14.1 It must be remembered that everyone must be careful that nothing that is said or done should increase grief or wrong-foot the Academy or Academy staff in possible legal action.

The media will normally not be invited onto the school site and if they do make their way into the site uninvited, they should be referred to the Principal, who will normally ask them to leave, and will explain why. The assistance of the police could be sought if necessary.

It is often possible to make an arrangement with the media and to manage or focus interest on specific briefings.

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14.2 It is the responsibility of the Principal, in consultation with the Disaster team and E-ACT advisers, to determine whether a Press Conference should be arranged in a place away from the students.

14.3 If there are signs of devastation on the school site, it may be inevitable that the press will have to be allowed to take pictures but the Disaster Team will attempt to ensure that these do not add to the grief of parents and others.

14.4 No addresses will be given to the media.

15. Equal Opportunities

In implementing this policy the Academy will have regard to the equalopportunity policies, especially regarding the treatment of staff or studentswith disabilities.

16. Monitoring and Review

16.1 The Principal will:

report any emergencies to the Local Governing Body and E-ACT as soon as practicable;

will keep the governors informed of the progress of any aftermath of the crisis; make a report on the response to the crisis and any lessons learned to the

Local Governing Body and to E-ACT; keep Academy staff informed of any developments following a emergency.

16.2 E-ACT and the Local Governing Body will review the policy at least every three years.

Date of the next review: ________________________

Signed:__________________________ Date: _________________Chair

Print: ____________________

Appendix A

Guidance to the Principal (or representative) on dealing with the media

The Principal will say that the Academy will:-

tell them everything known definitely as soon as parents have been told; tell them what we do not know at this stage; tell them when further information will be available; not speculate or go along with their speculation; and not give any names or confirming any names until all the members in-

volved in the crisis/visit are accounted for.

Within these limits, the Principal has the responsibility to give quotable statements and go on air.

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Interview Technique

Generally it will be important to 'come in under the question', being calmer and quieter than the questioners.

Two points clearly made and repeated are worth many made in a confused way.

It is crucial to remember that you are talking to the audience beyond the interviewer while answering the interviewer’s questions.

Meet aggressive questions with facts e.g.

'all trips go through a vetting procedure'; 'we have fire practices termly'; ‘we have records and once we have done our duty by our parents and pu-

pils we will check it out'.

Generally, the Academy will be saying over and over again that the Academy will turn its attention to causes and lessons to be learned when all those concerned have done what they can do for students and parents.

Appendix B

Short and Medium Term Actions

Short Term Action

The Local Governing Body will meet as soon as practicable after the crisis is over to be briefed by the Principal and Disaster Team, and to decide how any inquiry should carried. The Disaster Team will seek advice on this as appropriate.

It will be the responsibility of the Principal to make an announcement about any inquiry. The Principal will ensure that included in any public statement will be the governors' resolve to co-operate fully with any external inquiry.

The Disaster Team will determine in the circumstances how to help the Academy community come to terms with the shock and grief, and which appropriate agencies to use.

The Disaster Team will bear in mind in all its decisions the importance of enabling normal life to be resumed as soon as possible without denying or minimising what has happened.

Immediate steps should be taken to restore the situation in the case of fire etc. and lessons should be as normal as possible as soon as possible.

E-ACT advice will be sought..

Medium Term

The Disaster Team will determine how best to ease the return of students involved and what support they will need.

Normally appropriate consultancy/counselling will be sought (see Appendix C)

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The more detailed advice in 'Wise Before The Event' will be considered.

Appendix C

Note on Post-Traumatic Stress Disorder and the Role of Counselling

It must be expected that some of those involved in the disaster will suffer from post traumatic stress disorder. This may involve panic attacks, flashbacks, feelings of depression and guilt. They may be deeply disabling and are often affect adults more than children. Expert advice will be sought on this and part of the longer term plan must include plans to support both pupils and staff members who may be unable to return to school.

It was generally thought in the past that immediate access to counselling was helpful in the aftermath of a disaster. This has been shown to be counter-productive and in some cases damaging.

Advice now suggests that counselling should be postponed until at least a month after the event and then brought in for those who have been unable to ‘move on.’ The main thrust of the school’s policy must be not to deny the events but to emphasise that ‘life goes on’ and that ‘we have the strength to cope with even this.’ It is vital that children and adults are not disempowered in dealing with the trauma of the disaster by the suggestion that they cannot cope without help or that they must relive the disaster to come to terms with it.

___________________________________________________________________

Appendix 11

Design Technology

The Academy will ensure that an appropriate policy is agreed and implemented, based on the Template for a Departmental Policy in Appendix 1.

SEE SEPARATE ACADEMY POLICY DOCUMENT ___________________________________________________________________

Appendix 12

Disability Accessibility

The Academy will maintain a separate Disability Accessibility policy and Disability Access Plan

The main points are:

All policies and plans for Disability Accessibility must be in line with current law andgovernment guidance.

The Academy will make reasonable adjustments to its premises and workingpractices to meet the needs of any staff, students or visitors with disabilities thatcome within the definition of disability in the Disability Discrimination Act 1995 (DDA)

Staff who are, or become, disabled under the terms of the DDA are responsible for

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notifying the Principal who will discuss any implications for the individual or others as appropriate and arrange for reasonable adjustments to be made.

All members of staff must familiarise themselves with the policy and requirements for teaching students with disabilities. A copy is kept in the Staff Handbook.

Staff should refer to the Academy’s detailed Disability Accessibility policy and Disability Accessibility Plan.___________________________________________________________________

Appendix 13

Display Screen Equipment

The Health & Safety (Display Screen Equipment) Regulations are for the protection of staff and students and anyone using the equipment under extended school arrangements, who regularly use display screen equipment.

In accordance with Regulation 6, Provision of Training, the Academy must ensure that all users who make use of their workstations have been provided with adequate health and safety training.

The Academy has a policy for the use of Display Screens, which is set out in the Staff Handbook. All staff who use display screens must familiarise themselves with the requirements of the policy.

Below is a summary of the salient points.

A suitable and sufficient risk assessment must be made to identify any hazards and evaluate the risks. Risk assessment should be made of the following:

display screen; keyboard and mousepad; work desk/surface; work chair; space requirements; lighting and power; noise and heat emissions; environment; likely time that the display screen will be accessed; software; and persons using the equipment.

Appropriate risk controls must be in place under arrangements agreed with the HSM.

The member of staff in charge of the area must:

ensure that appropriate seating is provided and the sitting position is comfortable;

scrutinise daily work routines of display screen users (students and adults) to ensure that their work is periodically interrupted by breaks or changes of activity in order to reduce the possibility of any harm.

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The Academy will cover the cost to employees of any eyesight testing as well as making a contribution towards the cost of glasses or lenses for DSE use which qualify as ‘special corrective appliances’ under the regulations.

Staff can obtain details from the HSM.

Responsibilities

Staff who are in charge of display equipment will ensure that this policy is followed.The HSM will monitor the use of DSE and will report to the Principal any concerns.

Appendix 14

Drugs, Alcohol and Smoking

The Academy will determine a detailed policy on illegal drugs, smoking and alcohol, in line with the DFE guidance ‘ Substance Misuse: Practitioner Guidance and resources’, and which will have regard to the following.

Staff

This statement sets out the Academy policy in respect of any member of staff or contractor whose proper performance of their duties is or may be impaired as a result of drinking alcohol or the use of drugs.

The Academy does not allow smoking or non-medicinal drugs on the premises.

The Academy does not allow any member of staff who is under the influence of alcohol or drugs to enter the Academy premises or undertake work on its behalf.

Being under the influence of alcohol or drugs during working hours is a disciplinary offence, which might be considered gross misconduct. It could lead to disciplinary action including summary dismissal;

In line with DFE guidance drug or alcohol misuse should be treated in the first instance as a health issue rather than a disciplinary issue.

Students

The Academy policy will aim to:

ensure that the Academy is a healthy Academy, free from the misuse of drugs and other substances;

make clear to staff, parents and students the Academy’s approach to the problem of drugs;

explains the procedures to be followed in responding to drug-related incidents; and

set out the various responsibilities.

Main points of the policy:

Illegal drugs should never be in the Academy. Legal drugs are only allowed when they are medicines agreed by the Principal for use in the Academy under the Administration of Medication policy.

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Legal drugs that should not normally be in school include common ones such as:alcohol; tobacco; solvents, over-the-counter drugs, and prescribed drugs (except those agreed by the Principal under the Administration of Medication policy).

The Principal will ensure that there is a planned drugs education programme as part of the PSHE programme (and other appropriate areas of the curriculum eg Science)

Action To Be Taken In Incidents Involving Misuse of Drugs

Staff, students (and parents) must be clear about the action that will be taken in any drug related incident.

1. Staff should ensure that all cases of misuse of drugs, or suspected misuse, are reported to the Principal (or delegated representative)

2. In all instances involving substance misuse or supply on the Academy’s premises parents will be informed, and their co-operation sought.

3. The Academy will consider each drug incident separately and consider the appropriate response, bearing in mind the circumstances of the case, and the need to balance the interests of the student, other members of the Academy and the wider community.

4. It is essential that parents and students are clear about the normal sanction that will be applied in particular instances, as follows:

a) a student who supplies any drugs or other solvents (whether legal or illegal, and regardless of the seriousness of the use) on the Academy premises will normally be permanently excluded for a first offence.

‘Supply’ includes retailing drugs on the premises, communicating with a drug dealer on behalf of another student of the school, introducing fellow students to a drug dealer, and any other instance of procuring legal or illegal drugs for him/herself or other students.

‘Supply’ includes supplying for money or free-of-charge.

In the case of the supply of a drug which is legal (including over-the –counter drugs) the Principal will assess the seriousness of the incident before deciding whether to exclude permanently or for a fixed period.

Before making a decision on exclusion the Principal will ensure that satisfactory investigation has been carried out.

b) a student who has any legal or illegal drug in his/her possession will normally be excluded for a fixed period FOR A FIRST OFFENCE, to be determined by the Principal after considering all the circumstances of the case.

The Principal will also determine what counselling needs to be provided and/or other action needs to be taken during or after the exclusion.

For a SECOND OFFENCE the Principal will determine whether a further fixed term exclusion is appropriate, or whether it is appropriate to exclude permanently. In coming to a decision the Principal will take

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into account any medical/police/social service/ drug adviser reports that may be available, and consider whether further counselling is appropriate.

The Academy policy must be in line with government guidance and include arrangements for:

- searching students, in line with the E-ACT policy on Searching Students;

- notifying parents;- police involvement;- disposal of drugs.

HSMs should take note of the advice in ‘Substance Misuse: Practitioner Guidance and Resources’. which is linked to the health and safety management system.

___________________________________________________________________

Appendix 15

Educational Visits and Learning Outside the Classroom Policy

E-ACT GENERIC POLICY

The E-ACT Learning Outside the Classroom (LOtC) and Educational Visits (EV) Policy

This generic policy is accompanied by an example of an E-ACT approved detailed policy that can be adopted by the Academy, but each Academy has the authority to determine its own specific policy that covers all the headings in the approved policy, and has been submitted to and approved by E-ACT.

Contents

1. Introduction2. Statement of Intent3. Aims4. Objectives for LOtC/EV Activities5. Scope of LOtC6. Responsibilities

6.1 E-ACT 6.2 The Local Governing Body 6.3 The Principal

6.4 The LOtC/EV Coordinator6.5 The Group Leader6.6 Other Supervisors

6.7 Volunteers7. Management and Procedures8. Risk Management9. Finance and Insurance10. Equal Opportunities11. Monitoring and Review

Appendices

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A. Good Practice for Local Governing BodiesB. Good Practice for PrincipalsC. Good Practice for Group LeadersD, Assessing Risks

1 Introduction

1.1 E-ACT recognizes that learning that takes place out of the classroom is a valuable tool in every one of its students’ education if conducted within to a safe and healthy environment.

1.2 E-ACT believes that all students should be able to experience the world beyond the classroom safely, whatever their age, ability, aptitude and circumstances.

1.3 This policy is informed by the government guidance ‘Health and Safety of Learners Outside the Classroom’.

1.4 This generic policy is accompanied by an example of an E-ACT approved detailed policy that can be adopted by the Academy, but each Academy has the authority to determine its own specific policy that covers all the headings in the approved policy, and has been submitted to and approved by E-ACT.

2. Statement of Intent

2.1 It is the intention of E-ACT that all appropriate steps will be taken to meet statutory requirements, recognised codes of practice and government guidance in establishing a safe and healthy environment on school visits.

2.2 The overall high quality of planning and leadership on Academy off-site activities will be evident from the contribution these activities will make to the all round ethos of the Academy and the interaction between students and staff.

2.3 E-ACT and the Academy will ensure that all members of staff and volunteers who participate in learning outside the classroom activities have the training, skills and/or experience to organize and manage these activities safely.

2.4 E-ACT and the Academy will also ensure that all members of staff know that they have a duty to take reasonable care to avoid injury to themselves and others and to co-operate with the management and with each other to ensure statutory duties and obligations are fulfilled.

2.5 The Academy’s Learning Outside the Classroom (LOtC) Policy can only be successfully implemented with the full co-operation of everyone concerned.

3. Aims of the Policy

This policy aims to:

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set out E-ACT requirements for managing and running Learning Outside the Classroom (LOtC) activities;

make clear the aims and objectives that underpin educational visits and off-site activities;

give guidance on the procedures for ensuring suitable and sufficient risk as-sessment;

indicate who is responsible for what.

4. Objectives for LOtC/EV Activities

4.1 Every Academy Learning Outside the Classroom/Educational Visit activity must have clear aims and objectives. E-ACT general aims and objectives for learning outside the classroom and for educational visits/activities are to:

support the Academy’s curriculum; enhance teaching and learning; provide experiences outside the scope of the normal curriculum; enable students to learn a variety of new skills; develop self-confidence, self-reliance, maturity, awareness and a sense of re-

sponsibility; encourage students to work cooperatively with others; promote the achievement of short-term goals; reinforce the development of social and personal skills in new situations; and encourage self-assessment.

4.2 In addition, a residential experience may also provide the opportunity to:

encourage corporate spirit; promote and improve personal physical ability; visit a foreign country and encourage students to use a foreign language; and experience foreign culture.

4.3 For each activity/visit the specific aims and objectives should be set out in the Proposal Form.

4.4 Curriculum Links for Educational VisitsIt is E-ACT policy that each educational visit should also have clear curriculum links, identifiable in the Academy’s curriculum programmes.

5. Scope of LOtC

5.1 Learning outside the classroom includes:

Academy Grounds (though not when used for PE and Games, which have their own policy)

The local environment Places further afield Residential venues

5.2 This policy does not relate to:

Work experience (which has a separate policy and separate government guidance)

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Sporting activities or physical education (PE) (see AfPE website www.afpe.org.uk

Play (for which the government has separate guidance ‘Management of Risk in Play Provision’. http://publications.DfE.gov.uk

6. Responsibilities

6.1 E-ACT

E-ACT and the Academy recognise their responsibility for ensuring that staff and students are kept safe whether inside the grounds or off-site, and will observe its responsibilities as set out in the Management of Health and Safety Regulations 1999.

E-ACT is ultimately responsible for the quality and safety of all Academy off-site activities and will:

ensure that relevant E-ACT officers are familiar with the requirements of the appropriate legislation and codes of practice;

ensure that there is an effective and enforceable policy for the provision of health and safety on Educational Visits/Learning outside the Classroom throughout each Academy, and, that it is implemented;

ensure that each Academy uses an efficient LOtC/EV management system; provide guidance to the Academies on the financial management procedures

to be used; approve the charging and remissions policy for each Academy; support each Academy in any emergency situation, especially dealing with

the media; periodically assess the effectiveness of the Academy’s policy and ensure that

any necessary changes are made; and provide guidance on quality and safety aspects of off-site activities.

6.2 The Local Governing Body

6.2.1 The Local Governing Body will ensure that:

an E-ACT approved LotC/EV policy is determined and implemented and re-viewed periodically;

an approved structure and plan for the management of Learning Outside the Classroom and Educational Visits are in place, and are regularly reviewed;

support and guidance is given to staff so that they feel able and are willing to undertake Learning Outside the Classroom activities;

effective guidelines and risk management are in place to enable Learning Outside the Classroom/Educational Visits activities to occur ensuring the safety of both students and staff;

safe and healthy working practices are in place that take account of appropri-ate statutory requirements, code of practice and guidance;

supervision, training and instruction are provided so that all staff and students can undertake school-related activities and visits in a healthy and safe man-ner; and

guidance is available on adequate provision of safety and protective activity equipment and clothing, with associated guidance, instruction and supervi-sion.

procedures are in place to vet the quality, relevance and safety of each pro-posed off-site visit and to give approval for LOtC activities with higher level risks (see Appendix D);

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procedures are in place to vet the quality, relevance and safety of each pro-posed off-site visit;

ensure that procedures are in place to vet proposed contractors (eg tour oper-ators);

ensure that the Academy can be run efficiently in the absence of staff en-gaged in the activity or visit;

ensure that the arrangements are in line with any code of practice and guid-ance provided by the DFE and/or E-ACT;

determine the charging and remissions policy and appropriate procedures for the financial management of visits having regard to any E-ACT guidance, and endure the policy has been approved by E-ACT;

ensure that educational objectives are required for each visit; and agree which types of visit they wish to be informed about.

6.2.2 The Local Governing Body must approve the Higher Risk activities. (see Appendix D)

6.2.3 E-ACT’s advice on good practice for Local Governing Bodies is in Appendix A.

6.3 The Principal

6.3.1 The Principal has responsibility for the day-to-day development and implementation of learning Outside the Classroom/Educational Visit procedures and conditions for all staff and students.

6.3.2 The Principal will:

ensure that a structure and procedures are in place to manage Learning Out-side the Classroom and Educational Visits, and that a review mechanism is in place;

appoint a suitable senior person (or persons) to be the LOtC/EV Coordinator(s), to act on behalf of the Principal in ensuring the quality and safety of all the Academy’s educational visits, and ensure that all educational visits follow the agreed procedures.

ensure that the LOTCC/Educational Visits Coordinator(s) is appropriately trained;

personally approve all Medium Level Risk LOtC activities, and vet High Risk visits before passing them to the Local Governing Body for approval. (see Ap-pendix D)

determine which Low Risk visits to approve personally and which to delegate to the LOTCC/EVC;

6.3.4 Guidance on good practice is contained in Appendix B.

6.4 The Learning Outside the Classroom Coordinator/Educational Visits Co-ordinator (LOtCC/EVC)

6.4.1 E-ACT recognizes that the LOtCC and the EVC may be different persons. The job description that follows must be modified by the Academy to suit its organizational structure and the relevant skills of the staff.

The LOtC function covers mainly the curriculum management. The EVC function is to ensure the planning and risk management of each activity/visit.

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6.4.2 The functions of the LOtCC/EVC will be agreed with the Principal and will include a requirement to:

plan and organize learning outside the classroom as a curricular activity; ensure educational visits meet E-ACT and the Academy’s requirements; advise the Principal and Local Governing Body on any issues concerning the

approval of Low Risk, Medium and High Risk visits; advise the Principal on the relevance of the educational objectives of the visit; approve low level risk LOtC activities as agreed with the Principal (see Ap-

pendix D); ensure that pre-visits have taken place wherever feasible, and to advise the

Principal in cases where a pre-visit may not be feasible; assess the competence of prospective leaders and staff in terms of qualifica-

tions and/or experience; ensure risk assessments meet E-ACT and Academy requirements; make decisions about the balance of benefits and risks of any LOtC activity; organise appropriate training and induction; ensure that Criminal Records Bureau disclosures are in place as necessary; adequate provision of safety and protective activity equipment and clothing,

with associated guidance, instruction and supervision; ensure parents and relevant staff are fully informed on the arrangements for

all visits; ensure that for Medium and High Risk Visits a parents and students meeting

is arranged prior to the visit taking place. At this meeting at least one parent/carer and the student should be expected to attend as a prerequisite to the student being allowed on the trip. It should be made clear that the Academy expects at least one parent/carer to attend. However if it is not possible for the parent/carer of a student to attend the meeting the Academy will ensure that detailed notes on the information provided at the meeting will be sent to absent parents/carers, who will be expected to sign an appended slip indicat-ing that they have understood and accepted the information. Court cases have reinforced the importance of all parents/carers knowing exactly what their child is signed up to, and indicating that they have agreed to the detailed arrangements;

ensure parents are informed and give consent; ensure that emergency arrangements are in place for each visit; keep records of visits, incidents and near-accidents (sometimes called near

misses); review systems and monitor practice; and report as required to the Principal.

6.5 Group Leaders

6.5.1 The leader in charge of any Academy LOtC/EV activity must be an employee of E-ACT. He/she is responsible for planning and preparing for the activity, and to prepare any emergency and contingency plans.

The Academy has delegated the following responsibilities to group leaders:

a. to assess the risks of activities and record any significant risks;b. to make measures to control those risks;c. to inform colleagues about the risks.

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6.5.2 All Group Leaders

will make themselves familiar with the requirements of health and safety legis-lation and codes of practice, and financial regulations that are relevant to edu-cational visits;

will exercise the reasonable duty of care that a careful parent would exercise in the same circumstances;

will ensure that appropriate assessments of the benefits and risks of any visit/activity are made in good time;

will be fully conversant with the Academy’s Off-site Activities/Educational Vis-its Procedures and in ensuring that staff, students and others comply with its requirements.

6.5.3 Guidance on good practice for Group Leaders is contained in Appendix C.

6.5.4 A checklist for Group Leaders is in Appendix D.

6.6 Other Supervisors

6.6.1. All other group supervisors will:

do what is reasonably practicable to ensure the health and safety of everyone in the group;

make themselves familiar with the requirements of the Academy’s health and safety and educational visits policies;

be clear about the objectives of the visit; attend briefing meetings; understand the safety management procedures for the visit; undertake any organisational tasks assigned to them that are within their

competency;

6.6.2 All E-ACT Staff participating in group activities must:

look after their own and other’s health and safety; cooperate with the Academy management over safety matters; carry out activities in accordance with training and instruction from the

Academy management, and inform the management of any serious and immediate risks or systemic faults

in risk management.

6.6.3 These duties apply to the employee and employer:

when the work is during the working day; and when an employee has agreed to do something for the employer

earlier or later than the normal working day; or take place outside the term dates (during half term or other

holidays)

6.6.4 The duties apply for learning in the grounds or off-site in the UK. On visits outside the UK leaders will be subject to foreign law, but as the overseas visits are planned and prepared in the UK the risk assessments will be subject to UK domestic law.

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6.6.5 All members of staff should be concerned about any serious and immediate risk, and also about any systemic shortcomings. If the concerns cannot be settled within the staff leading the activity all staff will be expected to stop the activityAnd refer the matter to the LOtC/EVC or\ Principal.

6.6.6 E-ACT and the Academy recognise the right of members of staff to refuse to participate in an activity which they consider unsafe. In such cases the Plan B should operate.

6.7 Volunteers

6.7.1 Any adults on the visit/activity not employed by E-ACT must be clear about their roles and responsibilities during the visit/activity.

They must be CRB cleared.

6.7.2 Non-E-ACT employed adults acting, as supervisors must:

do what is reasonably practicable to ensure the health and safety of everyone in the group;

be clear about the objectives of the visit/activity; attend briefing meetings; not be left in sole charge of students except where it has been previously

agreed as part of the risk assessment; follow the instructions of the group leader and E-ACT-employed staff, and

help with the control and discipline; speak to the group leader or E-ACT- employed staff if concerned about the

health or safety of students at any time during the visit/activity; never supervise a party of more than 10 of any age; never be in sole charge of the students for more than six hours at a time; and never be in a situation remote from the support of the leaders or other appro-

priate members of staff.

6.7.3 The Academy recognises the right of volunteers to refuse to participate in an activity which they consider unsafe. In such cases the Plan B should operate.

6.8 The Health and Safety Committee

The Academy Health and Safety Committee will consider any draft policy, and any policies made under the Academy policy, and any amendments to the policies. The Committee has the right and duty to make comments and recommendations on any aspect of the policy.

7. Management and Procedures

7.1 It is the responsibility of the Principal to draw up a management plan for Learning Outside the Classroom and Educational Visits based on the provisions and guidance in this policy and appendices.

It is the responsibility of the Local Governing Body to consider, approve and review the management plan.

7.2 The Academy must use an E-ACT approved management system for the safe running of LotC/EV activities.

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8. Risk Management

8.1 E-ACT expects the Academy and Academy staff to follow the government guidance for risk assessment on LOtC/EV activities.

8.2 The Academy must determine and implement a common risk assessment system across all LOtC/EV activities.

9. Finance and Insurance

9.1 The Academy must ensure that robust financial management of LOtC/EV activities is in place and monitored in line with E-ACT financial requirements and arrangements.

9.2 The Academy must ensure that each LOtC/EV activity carries the appropriate insurance in line with E-ACT and Academy policy.

10. Equal Opportunities

10.1 In determining its policy the Academy must take into account the Academy’s equal opportunities policies.

10.2 The Academy must ensure that practical measures are in place to include students with special educational needs or medical conditions or other disabilities where that is reasonably practicable. They should have, where possible, the same learning opportunities as the others in the group.

11. Monitoring and Review

11.1 E-ACT will monitor the working of the policy through annual reports from the Local Governing Body.

11.2 E-ACT will review the policy at least every two years.

12. Date of the next review: ___________________________

Signed: ______________________ Date: ____________________

Chair of the E-ACT Board

Print: ______________________

___________________________________________________________________

APPENDICES

These Appendices are for guidance of the Academies. Academies may also add their own Appendices to aid the safe and efficient management of LOtC/EV activities.

Appendix A

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Good Practice for Local Governing Bodies

E-ACT considers that it is good practice for the Local Governing Body to:

ensure that the visit has a specific and stated objective; ensure through the management procedures that the Principal/group leader

shows how their plans comply with regulations and guidelines, including the Academy health and safety policy documents;

make arrangements for approving LOtC activities with higher level risks (see Appendix D);

ensure that reports of each visit are made and recorded; determine the timescale for the organizing of visits;. ensure that information and guidance provided by E-ACT or the DFE is avail-

able to inform the Academy’s policy, practices and procedures relating to the quality and health and safety of the staff and young people on educational visits. (These should include measures to obtain parental consent on a basis of full information, to investigate parental complaints, and to discuss and re-view procedures including incident and emergency management systems.)

ensure that the Principal and the LOTCC/EVC are supported in matters relat-ing to educational visits and off-site activities and that they have the appropri-ate time, expertise to fulfill their responsibilities;

ensure that the LOtCC/EVC and Group Organisers and Supervisors are ap-propriately trained;

ask questions about a visit’s educational objectives and how they will be met; ensure that bookings are not completed until external providers have met all

the necessary assurances. Also, ensure that specific items in the risk man-agement - for example, overnight security, room and floor plans - are checked prior to departure; and

ensure that the Principal and the LOtCC/EVC have taken all reasonable and practicable measures to include young people with special educational needs or medical needs on a visit.

Appendix B

Guidance on Good Practice for Principals

Principals should arrange that a system and procedures are in place which ensure that:

visits comply with regulations and guidelines provided by the DFE, E-ACT or Local Governing Body and the Academy’s own health and safety and Learn-ing Outside the Classroom/educational visits policies;

activities/visits are planned safely with a suitable contractor (eg tour operator) where appropriate;

an appropriate senior member of staff is appointed as the LOtCC and EVC (or two separate persons if appropriate);

the group leader is competent to monitor the risks throughout the visit; adequate safeguarding student procedures are in place; all necessary actions have been completed before the visit begins; risk assessment has been completed and appropriate safety measures are in

place;

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training needs have been assessed by a competent person and the needs of the staff and students have been considered;

the group leader has experience in supervising the age groups going on the activity/visit and will organise the group effectively;

the group leader or another supervisor is suitably competent to instruct the activity and is familiar with the location/centre where the activity will take place;

group leaders are allowed sufficient time to organise the visit/activity properly; volunteer staff on the visit are appropriate people to supervise children, and

are trained in their duties, and have been checked; the ratio of young people to supervisors is appropriate; parents have signed consent forms; at least one parent has attended a pre-visit meeting where this is required, or

alternative arrangements for informing parents who cannot attend a due meeting;

arrangements have been made for the medical, disability and special educa-tional needs of the students;

adequate first-aid provision will be available; the mode of travel is appropriate; travel times out and back are known including pick-up and drop-off points; there is adequate and relevant insurance cover; the contact details of the visit’s venue(s) are recorded in the Academy; a scheme for contacting students’ homes and parents is in place; the group leader, group supervisors and LOtCC/EVC have copies of agreed

emergency procedures; the group leader, group supervisors and LOtCC/EVC have the names of all

adults and young people travelling in the group, and the contact details of par-ents and the teachers’ and other supervisors’ next of kin; and

there is a contingency plan for any delays including a late return home.

In addition the Principal should:

approve all LOtC activities with medium level risks and agree with the LOtCC/EVC the procedure for the approval of a visit/activity with lower level risks at Academy level and for submitting LOtC activities with higher level risks to the Local Governing Body where relevant (see Appendix D);

ensure that arrangements are in place for the Local Governing Body to be made aware of relevant visits/activities so that questions can be asked as ne-cessary;

ensure that arrangements are in place for the educational objectives of a visit/activity to be inclusive, to be stated in the pre-visit documentation, and to be made known to all relevant parties;

be aware of the need to obtain best value; ensure that appropriate financial management procedures are in place in line

with E-ACT’s and the Local Governing Body’s requirements; ensure that there is an acceptable procedure for choosing appropriate con-

tractors (eg tour operators) and should ensure wherever possible that the contractor has a LOTCC Quality badge;

ensure that issues identified by exploratory visits have been satisfactorily re-solved within the risk assessment;

ensure that the accreditation or verification of providers has been checked (eg by checking that the contractor has a LOTCC Quality badge);

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ensure that visits are evaluated to inform both the operation of future visits and to inform training needs. Further staff training should be made available where a need is identified.

ensure that there is a contingency plan (plan B), covering, for example, the implications of staff illness and the need to change routes or activities during the visit;

ensure that serious incidents, accidents and near-accidents are investigated, recorded and reported to the Local Governing Body; (Accident and incident records should be reviewed regularly, and this information used to inform fu-ture visits;

ensure all staff are made aware of and understand the DFE and E-ACT guid-ance on emergency planning and procedures. Training and briefing sessions must be provided for staff;

ensure that the Academy has emergency procedures in place in case of a major incident on visits/activities. 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 the LOtCC/EVC has the authority to make significant decisions. He or she should be contactable and available for the full duration of the visit 24 hours a day. He or she should be able to respond immediately at the es-tablishment base to the demands of an emergency and should have a back-up person or number;

establish a procedure to ensure that parents are informed quickly about incid-ent details through the home based contact, rather than through the media or pupils;

recognise that special arrangements must be in place for dealing with media enquiries when there is an emergency;

check that contractors (e.g. tour operators) have adequate emergency sup-port procedures, and that these will link to the Academy and E-ACT emer-gency procedures;

ensure that the Academy’s equal opportunity policies are taken into account, particularly the requirement not to discriminate on the grounds of disability.

In relation to the LOTCC/EVC the Principal should:

delegate appropriate tasks to the LOTCC/EVC, having regard to the duties of the LOTCC/EVC;

ensure that the LOTCC/EVC informs the Principal of the progress of any visit;

make time available for the LOTCC/EVC to arrange for the induction and training of staff and volunteers and ensure that staff receive the induction and training that they need before the visit;

ensure that the LOTCC/EVC briefs the leader and supervisors about the emergency procedures as part of the risk assessment briefing and that the leader and supervisors have ready access to them during the visit; and

ensure that the LOTCC/EVC has a procedure for impressing upon parents the importance of understanding the arrangements and providing their emer-gency contact numbers.

The above responsibilities can be fulfilled through the management system which is in place and regular liaison with the LOtCC and EVC

Appendix C

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Guidance on Good practice for Group Leaders

The leader, and all other responsible adults, should be familiar with all the advice contained in DFE and E-ACT guidance.

Leaders have the responsibility to oversee the preparation and execution of the visit and to ensure that safety is the prime concern. They must also ensure that the visit is a quality experience for the students that meets the stated objectives.

The leader is also responsible for briefing all accompanying staff, supervisors, parents and helpers.

The group leader has overall responsibility for the supervision and conduct of the visit and should have regard to the health and safety of the group. The group leader must be approved by the Principal, and by the Academy Local Governing Body in the case of medium and higher level risk activities as appropriate.

With specific reference to health and safety the group leader will:

be able to control and lead students of the relevant age range; be suitably competent to instruct students in an activity and be familiar with

the location/centre where the activity will take place; obtain the Principal’s/LOtCC/EVC’s prior agreement before any off-site visit/

activity takes place; follow the Academy’s safety policies, guidance and procedures; appoint a deputy in line with guidelines issued with the express approval of

the Principal; conduct where possible an exploratory pre- visit in order to undertake a

proper risk assessment in accordance with the Academy policy; clearly define each group supervisor’s role during the visit/activity, and ensure

all tasks have been assigned; ensure that everyone is aware of and accepts the nature of the particular re-

sponsibilities and roles they will assume and that they are advised of their po-sition with regard to personal responsibility;

ensure that adequate first-aid provision will be available; undertake and complete the planning and preparation of the visit including the

briefing of group members and parents; ensure that briefing meetings are held as appropriate for the group leaders,

and for students and parents; undertake and complete a comprehensive risk assessment for aspects of the

visit/activity for which they have responsibility and ensure all accompanying adults have copies of relevant risk assessments;

review the records of previous visits and activities and advise the Principal where adjustments may be necessary;

ensure that teachers and other supervisors are fully aware of what the pro-posed visit/activity involves.

have enough information on the pupils proposed for the visit/activity to assess their suitability or be satisfied that their suitability has been assessed and con-firmed;

ensure the ratio of supervisors to pupils is appropriate for the needs of the group and in line with the Academy policy;

consider stopping the visit if the risk to the health or safety of the pupils is un-acceptable and have in place procedures for such an eventuality;

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ensure that group supervisors have details of the LOtCC/EVC; ensure that group supervisors and the LotCC/EVC have a copy of the emer-

gency procedures; ensure that the group’s staff and other supervisors have the details of young

peoples’ special educational or medical needs which will be necessary for them to carry out their tasks effectively;

ensure that wherever possible on a visit or activity, rendezvous arrangements with an appropriate place and time are agreed if the party should become separated. These would be best made on arrival at particular locations where possible so that suitable locations can be identified;

ensure that every member of the group knows in advance the course of ac-tion to follow if they get lost;

brief all the young persons about their tasks, arrangements, organisation, and the behaviour that is expected of them during the time of the visit/activity;

ensure that all accompanying adults are familiar with the Academy’s Safe-guarding Students (Child Protection) Policy and Procedures; and

following the visit/activity review and record the details of the visit as required in the Academy’s policy.

During a visit/activity the Group Leader is recommended to:

hold a brief daily staff meeting at the start of the activity or start of the day; have a “plan B” fully risk assessed and organised as a back up; establish clear procedures for safe practice during the visit/activity; communicate information to all interested parties both on, during and after the

visit/activity; ensure that other supervisors, assistants and adults carry out their duties and

responsibilities safely and responsibly.

Whenever a party is to be subdivided, or the leader is to be absent for any reason, the party leader must make a clear delegation of responsibility to another adult.

If a party leader delegates responsibility for the supervision of some, or all of the young persons, at various times to other members of the staff team, the leader must satisfy him/herself that this individual to whom they are delegating responsibility:

is competent to take charge of the group of young persons undertaking the particular activity in this locality;

has been fully and properly briefed as to their role and responsibilities; is aware of the next meeting place and time and is fully conversant with the

procedure to adopt in the event of an accident, or emergency arising within the party.

The party leader must ensure that at all times during the visit or activity, each member of staff knows exactly for which young persons they have a responsibility and where those young persons are at all times and that each young person knows who is the leader of their particular group.

The responsibility for a specific visits (i.e. Language Exchanges) will be written into the job descriptions of Academy Staff as appropriate._______________________________________________________________

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Appendix D

Assessing Risks

All staff who work in schools do risk assessment for much of their time. They are good risk assessors.

The Academy endorses the HSE’s view that risk assessment should be ‘sensible’ and not taken to extremes. On the other hand no member of the Academy staff must neglect the duty to assess significant risks.

The law requires employees to take reasonable steps to deal with reasonably foreseeable risks, not to do everything possible to deal with every eventuality.

Simple Assessments

These will normally be sufficient for activities in the Academy grounds or nearby. The assessment will often reveal nothing of significance and therefore there would be no need to record them.

A simple ‘Risks assessed; none significant’ recorded in a lesson plan would be sufficient.

More complex risk assessment

Where there are significant risks the Academy expects the LOtCC/EVC and Group Leaders to follow the Health and Safety Executive (HSE) guidance. This is contained in the HSE leaflet ‘5 Steps to Risk Assessment’.

The guidance makes the point that you may not be able to eliminate all risks but the law requires everyone to protect people as far as is reasonably practicable.

The 5 steps are:

1. Find out what the hazards are.2. Assess who might be harmed and how.3. Evaluate the risks and decide on precautions.

There is no need to carry out complicated calculations that are suggested in the guidance. In many cases the broad decision of ‘ACCEPTABLE’ or ‘NOT ACCEPTABLE’ will suffice. If the latter you should do something to make the activity acceptable. If you cannot then you must NOT do the activity.

4. Record your findings and (most important) put them into practice.5. Review your assessment every year or every time the activity is planned. You

might have to review your assessment during the activity if the conditions have changed significantly.

Risk Assessment for SEN students, and Disabled Members of the Group, and those with Medical Needs

The Disability Discrimination legislation and regulation place duties on the Academy not to discriminate against students for reasons relating to disabilities. Therefore, re-fusal to take a disabled student on an off-site visit must be justified otherwise it would be unlawful. The cost of making additional provision for the inclusion of a disabled

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student can be included in the overall cost of any visit. In certain circumstances, charity funding may be available for students with physical disabilities.

The LOTCC/EVC will help with details.

Where students are identified as having particular special needs this must be reflected in a higher staffing ratio, which must not be less than that which applies on-site, and in most cases will need to be higher. Staff would need to take into account the terms of the SEN and Disability Discrimination Act. All reasonable steps must be taken to include young people covered by the Act.

The risk assessment must explicitly cover how special educational needs and med-ical needs are to be addressed. should include details of any special aids and equip-ment that the student may need and, in particular, details of any such items to be brought from home or obtained prior to the visit. At this point a decision should be made as to whether the measures required to include the student are reasonable or not.

Where students have statements of special educational needs which provide support in school for access to the curriculum, and where the visit or activity takes place during term time, the level of ancillary support may be used at the same level as provided by the statement. The Academy should, however, build the costs of the necessary support beyond this into its planning for the visit or activity so that it is included in the overall package. In certain circumstances, other funding may be available for students with physical disabilities. For details please see the Educational Visits Co-ordinator.

For students with mobility difficulties who hold a “Blue Badge” for parking concessions, it may be beneficial for the Blue Badge to be displayed in the windscreen of the coach. Mention of this at the arrival of a venue may result in priority parking as close as possible to the venue entrance. Similarly, mention of a Blue Badge at a Ferry Port would usually result in priority loading such that the coach is parked close to the lifts on the vehicle decks. It may also be of significant benefit for a disabled student to carry some proof of their disability. Word of mouth is often not sufficient proof of their disability

Checklist: Assessing Benefit and Risk

Much of what is done outside the classroom needs no greater level of care than the care taken inside the classroom.

More complex activities may need staff to answer the following questions:

1. What are the main objectives of the LOtC activity?2. What are the main benefits? What will the group learn?3. What would be Plan B if the main objectives cannot be achieved?4. What could go wrong?5. Do parents need to be informed? What do they need to be told before the

activity? 6. What consents need to be sought and obtained?7. How and when can parents ask questions?8. What do the students need to be told?

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9. What assurances can the organiser/leader give about their competence as the group’s leader?

10. What assurances can be given about the competence of the other adults su-pervising the group?

11. Can the leader be reasonably satisfied that the group members will keep to the code of conduct?

12. How will contact be maintained with the school during the activity?

Lower Risk LOtC Activities (Category A): These are activities with no significant risks. e.g. local surveys, museum visits, field studies in benign situations, bronze level Duke of Edinburgh Award. These activities can be supervised by a teacher or member of the support staff assessed as competent by the Academy LOTCC/EVC.

Medium Risk LOtC Activities (Category B): These are activities which involve more significant risks, such as walking in non-remote country or camping, or low level initiative challenge, silver level Duke of Edinburgh Award.Such activities can be supervised by a Group Leader inducted specifically into that activity and the location by the EVC or an appropriate technical adviser Higher Risk LotC Activities (Category C): These are more demanding activities that are in wild or remote areas, including activities which fall into licensing scope when operated by an Activity centre.For such activities the Group Leader must have had a recognised course of training, OR recorded relevant experience, OR had his/her competence assessed by an appropriate technical adviser approved by the Academy Local Governing Body.

E-ACT Approved Detailed Policy

The Academy Learning Outside the Classroom (LOtC) and Educational Visits (EV) Policy

Contents

1. Introduction2. Statement of Intent3. Aims4. Objectives for LOtC/EV Activities5. Scope of LOtC6. Responsibilities

6.1 E-ACT 6.2 The Local Governing Body

6.3 The Principal6.4 The LOtC/EV Coordinator6.5 The Group Leader6.6 Other Supervisors

6.7 Volunteers 6.8 Health and Safety Committee

7. Management and Procedures8. Visits Abroad9. External Providers10. Adventurous Activities

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11. Involving students in the organizing of activities12. Codes of Conduct13. Risk Management14. Adult/Student ratios15. Parental Consent16. First Aid17. Safeguarding Students procedures18. Using Private Vehicles19. Training20. Finance21. Equal Opportunities22. Monitoring and Review

Appendices

A. Good Practice for Local Governing BodiesB. Good Practice for PrincipalsC. Good Practice for Group LeadersD. Group Leaders’ ChecklistE. Codes of Conduct

- Staff - Junior Students - Field Visits

F. Alcohol, Smoking and DrugsG. Assessing RisksH. Management ProceduresJ. Involving Students in organizing activitiesK. Students who misbehaveL. Parental ConsentM. InsuranceN. First AidO. Visits AbroadP. SEN and InclusionQ. Adventurous ActivitiesR. Reporting InjuriesS. Reconnaissance VisitsT. Telephone TreeU. Pre-Visit MeetingsV. Mobile PhonesW. Emergencies

1. Introduction

1.1 The E-ACT Academies Charitable Trust Board (E-ACT) recognizes that learning that takes place out of the classroom is a valuable tool in every one of its students’ education if conducted within to a safe and healthy environment.

1.2 E-ACT believes that all students should be able to experience the world beyond the classroom safely, whatever their age, ability, aptitude and circumstances.

1.3 This policy is informed by the government guidance ‘Health and Safety of Learners Outside the Classroom’.

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1.4 This Academy policy is an E-ACT approved detailed policy adopted by the Academy.

2. Statement of Intent by the Academy

2.1 It is the intention of the Academy that all appropriate steps will be taken to meet statutory requirements, recognised codes of practice and government guidance in establishing a safe and healthy environment on school visits.

2.2 The overall high quality of planning and leadership on Academy off-site activities will be evident from the contribution these activities will make to the all round ethos of the Academy and the interaction between students and staff.

2.3 The Academy will ensure that all members of staff and volunteers who participate in learning outside the classroom activities have the training, skills and/or experience to organize and manage these activities safely.

2.4 The Academy will also ensure that all members of staff know that they have a duty to take reasonable care to avoid injury to themselves and others and to co-operate with the management and with each other to ensure statutory duties and obligations are fulfilled.

2.5 The Academy’s Learning Outside the Classroom (LOtC) Policy can only be successfully implemented with the full co-operation of everyone concerned.

3. Aims of the Policy

This policy aims to:

set out the Academy’s requirements for managing and running Learning Out-side the Classroom (LOtC) activities, which are in line with the E-ACT policy;

make clear the aims and objectives that underpin educational visits and off-site activities;

give guidance on the procedures for ensuring suitable and sufficient risk as-sessment;

indicate who is responsible for what.

4. Objectives for LOtC/EV Activities

4.1 Every Academy Learning Outside the Classroom/Educational Visit activity must have clear aims and objectives. The Academy follows the E-ACT general aims and objectives for learning outside the classroom and for educational visits/activities, which are to:

support the Academy’s curriculum; enhance teaching and learning; provide experiences outside the scope of the normal curriculum; enable students to learn a variety of new skills; develop self-confidence, self-reliance, maturity, awareness and a sense of re-

sponsibility; encourage students to work cooperatively with others; promote the achievement of short-term goals; reinforce the development of social and personal skills in new situations; and encourage self-assessment.

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4.2 In addition, a residential experience may also provide the opportunity to:

encourage corporate spirit; promote and improve personal physical ability; visit a foreign country and encourage students to use a foreign language; and experience foreign culture.

4.3 For each activity/visit the specific aims and objectives should be set out in the Proposal Form.

4.4 Curriculum Links for Educational VisitsIt is Academy policy, in line with E-ACT policy, that each educational visit should also have clear curriculum links, identifiable in the Academy’s curriculum programmes.

5. Scope of LOtC

5.1 Learning outside the classroom includes:

Academy Grounds (though not when used for PE and Games, which have their own policy)

The local environment Places further afield Residential venues

5.2 This policy does not relate to:

Work experience (which has a separate policy and separate government guidance)

Sporting activities or physical education (PE) (see AfPE website www.afpe.org.uk

Play (for which the government has separate guidance ‘Management of Risk in Play Provision’. http://publications.DfE.gov.uk

6. Responsibilities

6.1 E-ACT

E-ACT and the Academy recognise their responsibility for ensuring that staff and students are kept safe whether inside the grounds or off-site, and will observe its responsibilities as set out in the Management of Health and Safety Regulations 1999.

E-ACT is ultimately responsible for the quality and safety of all Academy off-site activities and will:

ensure that relevant E-ACT officers are familiar with the requirements of the appropriate legislation and codes of practice;

ensure that there is an effective and enforceable policy for the provision of health and safety on Educational Visits/Learning outside the Classroom throughout each Academy, and, that it is implemented;

ensure that each Academy uses an efficient LOtC/EV management system; provide guidance to the Academies on the financial management procedures

to be used;

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approve the charging and remissions policy for each Academy; support each Academy in any emergency situation, especially dealing with

the media; periodically assess the effectiveness of the Academy’s policy and ensure that

any necessary changes are made; and provide guidance on quality and safety aspects of off-site activities.

6.2 The Local Governing Body

6.2.1 The Local Governing Body will ensure that:

an E-ACT approved LotC/EV policy is determined and implemented and re-viewed periodically;

an approved structure and plan for the management of Learning Outside the Classroom and Educational Visits are in place, and are regularly reviewed;

support and guidance is given to staff so that they feel able and are willing to undertake Learning Outside the Classroom activities;

effective guidelines and risk management are in place to enable Learning Outside the Classroom/Educational Visits activities to occur ensuring the safety of both students and staff;

safe and healthy working practices are in place that take account of appropri-ate statutory requirements, code of practice and guidance;

supervision, training and instruction are provided so that all staff and students can undertake school-related activities and visits in a healthy and safe man-ner; and

guidance is available on adequate provision of safety and protective activity equipment and clothing, with associated guidance, instruction and supervi-sion.

procedures are in place to vet the quality, relevance and safety of each pro-posed off-site visit and to give approval for LOtC activities with higher level risks (see Appendix G);

ensure that procedures are in place to vet proposed contractors (eg tour oper-ators);

ensure that the Academy can be run efficiently in the absence of staff en-gaged in the activity or visit;

ensure that the arrangements are in line with any code of practice and guid-ance provided by the DFE and/or E-ACT;

determine the charging and remissions policy and appropriate procedures for the financial management of visits having regard to any E-ACT guidance, and endure the policy has been approved by E-ACT;

ensure that educational objectives are required for each visit; and agree which types of visit they wish to be informed about.

6.2.2 The Local Governing Body must approve the Higher and Medium Risk activities under arrangements made by the Principal in consultation with the Local Governing Body.

6.2.3 E-ACT’s advice on good practice for Local Governing Bodies is in Appendix A.

6.3 The Principal

6.3.1 The Principal has responsibility for the day-to-day development and implementation of learning Outside the Classroom/Educational Visit procedures and conditions for all staff and students.

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6.3.2 The Principal will:

ensure that a structure and procedures are in place to manage Learning Out-side the Classroom and Educational Visits, and that a review mechanism is in place;

appoint a suitable senior person (or persons) to be the LOtC/EV Coordin-ator(s), to act on behalf of the Principal in ensuring the quality and safety of all the Academy’s educational visits, and ensure that all educational visits follow the agreed procedures.

ensure that the LOTCC/Educational Visits Coordinator(s) is appropriately trained;

personally approve all Medium Level Risk LOtC activities, and vet High Risk visits before passing them to the Local Governing Body for approval. (see Ap-pendix G)

determine which Low Risk visits to approve personally and which to delegate to the LOTCC/EVC;

6.3.4 Guidance on good practice is contained in Appendix B.

6.4 The Learning Outside the Classroom Coordinator/Educational Visits Co-ordinator (LOtCC/EVC)

6.4.1 E-ACT recognizes that the LOtCC and the EVC may be different persons. The job description that follows must be modified by the Academy to suit its organizational structure and the relevant skills of the staff.

The LOtC function covers mainly the curriculum management. The EVC function is to ensure the planning and risk management of each activity/visit.

6.4.2 The functions of the LOtCC/EVC will be agreed with the Principal and will include a requirement to:

plan and organize learning outside the classroom as a curricular activity; ensure educational visits meet E-ACT and the Academy’s requirements; advise the Principal and Local Governing Body on any issues concerning the

approval of Low Risk, Medium and High Risk visits; approve low level risk LOtC activities as agreed with the Principal; advise the Principal on the relevance of the educational objectives of the visit; ensure that pre-visits have taken place wherever feasible, and to advise the

Principal in cases where a pre-visit may not be feasible;; assess the competence of prospective leaders and staff in terms of qualifica-

tions and/or experience; ensure risk assessments meet E-ACT and Academy requirements; make decisions about the balance of benefits and risks of any LOtC activity; organise appropriate training and induction; ensure that Criminal Records Bureau disclosures are in place as necessary; adequate provision of safety and protective activity equipment and clothing,

with associated guidance, instruction and supervision; ensure parents and relevant staff are fully informed on the arrangements for

all visits; ensure that for Medium and High Risk Visits a parents and students meeting

is arranged prior to the visit taking place. At this meeting at least one parent/carer and the student should be expected to attend as a prerequisite to the

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student being allowed on the trip. It should be made clear that the Academy expects at least one parent/carer to attend. However if it is not possible for the parent/carer of a student to attend the meeting the Academy will ensure that detailed notes on the information provided at the meeting will be sent to absent parents/carers, who will be expected to sign an appended slip indicat-ing that they have understood and accepted the information. Court cases have reinforced the importance of all parents/carers knowing exactly what their child is signed up to, and indicating that they have agreed to the detailed arrangements;

ensure parents are informed and give consent; ensure that emergency arrangements are in place for each visit; keep records of visits, incidents and near-accidents (sometimes called near

misses); review systems and monitor practice; and report as required to the Principal.

6.5 Group Leaders

6.5.1 The leader in charge of any Academy LOtC/EV activity must be an employee of E-ACT. He/she is responsible for planning and preparing for the activity, and to prepare any emergency and contingency plans.

The Academy has delegated the following responsibilities to group leaders:

d. to assess the risks of activities and record any significant risks;e. to make measures to control those risks;f. to inform colleagues about the risks.

6.5.2 All Group Leaders:

will make themselves familiar with the requirements of health and safety legis-lation and codes of practice, and financial regulations that are relevant to edu-cational visits;

will exercise the reasonable duty of care that a careful parent would exercise in the same circumstances;

will ensure that appropriate assessments of the benefits and risks of any visit/activity are made in good time;

will be fully conversant with the Academy’s Off-site Activities/Educational Vis-its Procedures and in ensuring that staff, students and others comply with its requirements.

6.5.3 Guidance on good practice for Group Leaders is contained in Appendix C.

6.5.4 A checklist for Group Leaders is in Appendix D.

6.6 Other Supervisors

6.6.1 All other group supervisors will:

do what is reasonably practicable to ensure the health and safety of everyone in the group;

make themselves familiar with the requirements of the Academy’s health and safety and educational visits policies;

be clear about the objectives of the visit;

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attend briefing meetings; understand the safety management procedures for the visit; undertake any organisational tasks assigned to them that are within their

competency;

6.6.2 All E-ACT Staff participating in group activities must:

look after their own and other’s health and safety; cooperate with the Academy management over safety matters; carry out activities in accordance with training and instruction from the

Academy management, and inform the management of any serious and immediate risks or systemic faults

in risk management.

6.6.3 These duties apply to the employee and employer:

when the work is during the working day; and when an employee has agreed to do something for the employer

earlier or later than the normal working day; or take place outside the term dates (during half term or other holidays)

6.6.4 The duties apply for learning in the grounds or off-site in the UK. On visits outside the UK leaders will be subject to foreign law, but as the overseas visits are planned and prepared in the UK the risk assessments will be subject to UK domestic law.

6.6.5 All members of staff should be concerned about any serious and immediate risk, and also about any systemic shortcomings. If the concerns cannot be settled within the staff leading the activity all staff will be expected to stop the activity and refer the matter to the LOtC/EVC or Principal.

6.6.6 E-ACT and the Academy recognise the right of members of staff to refuse to participate in an activity which they consider unsafe. In such cases the Plan B should operate.

6.7 Volunteers

6.7.1 Any adults on the visit/activity not employed by E-ACT must be clear about their roles and responsibilities during the visit/activity.

They must be CRB cleared.

6.7.2 Non-E-ACT employed adults acting, as supervisors must:

do what is reasonably practicable to ensure the health and safety of everyone in the group;

be clear about the objectives of the visit/activity; attend briefing meetings; not be left in sole charge of students except where it has been previously

agreed as part of the risk assessment; follow the instructions of the group leader and E-ACT-employed staff, and

help with the control and discipline; speak to the group leader or E-ACT- employed staff if concerned about the

health or safety of students at any time during the visit/activity;

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never supervise a party of more than 10 of any age; never be in sole charge of the students for more than six hours at a time; and never be in a situation remote from the support of the leaders or other appro-

priate members of staff.

6.7.3 The Academy recognises the right of volunteers to refuse to participate in an activity which they consider unsafe. In such cases the Plan B should operate.

6.8 The Health and Safety Committee

The Academy Health and Safety Committee will consider any draft policy, and any policies made under this Academy policy, and any amendments to the policies. The Committee has the right and duty to make comments and recommendations on any aspect of the policy.

7. Management and Procedures

7.1 It is the responsibility of the Principal to draw up a management plan for Learning Outside the Classroom and Educational Visits based on the provisions and guidance in this policy and appendices.

It is the responsibility of the Local Governing Body to consider, approve and review the management plan.

7.2 Exploratory Visits: An exploratory/reconnaissance visit must be made by any member of staff who is to lead a group abroad, or on a residential visit or in a location that is not familiar to them. 7.2.1 The Academy accepts that for remote expeditions a prior visit may not be possible. 7.2.2The Principal will determine in consultation with the LOtCC/EVC whether the risk assessment and proposed risk controls are acceptable.

Further details about Exploratory Visits are in Appendix H.

7.3 Roll Lists

A list of names, addresses, ages and brief medical history should always be carried by the Leader. It is also advisable for all other adults to have copies of this information, within the considerations of some information being of a confidential nature.

The roll will also be recorded on the Academy management system and will be made accessible to appropriate senior members of staff.

7.4 Supervision

7.4.1 Duty of Care

All adults connected with a visit or activity owe a duty of care to the young people they accompany in common law.

The duty of care expected is that of a reasonable, prudent and careful parent applying his or her mind to the situation. The duty is continuous during the whole period of the visit and cannot be delegated to anyone else.

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7.4.2 Delegating Responsibility

The Group Leader is responsible overall for the group at all times. They may, however, delegate supervisory roles to other adults in the group.

When delegating supervisory roles to other adults the Group Leader should:

allocate supervisory responsibility to each adult for named students and ensure that all adults understand that they are responsible to the Leader for the supervision of the students assigned to them;

ensure that each adult knows which students they are responsible for; ensure that each student knows which adult is responsible for them; ensure that each adult has the means to contact the Group Leader and/or

other supervisors; and ensure that each adult has knowledge of and clearly understands the

OCL emergency procedures policy.

7.4.3 Supervision can be close or remote but is always 24 hours, including home-stay visits, but supervisors are not expected to stay awake for 24 hours each day! In order that each adult supervisor gets quality rest and recuperation a duty roster should be arranged. It is essential that everyone involved in the visit understands the supervision arrangements and expectations.

7.4.4 Close Supervision

Close supervision occurs when the group remain within sight and contact of the su-pervisor. Close supervision normally means that all supervisors:

have prior knowledge of the students including any special educational needs, medical needs and disabilities;

carry a list/register of all group members; regularly check that the entire group is present; have appropriate access to first aid; and ensure that each student knows what to do if they become separated

from the group.

7.4.5 Remote Supervision

Remote supervision occurs when, as part of planned activities, a group of students work away from the supervisor (eg on a D of E Award Expedition) but is subject to stated controls as recorded in the risk assessment. The supervisor is present but not necessarily near or in sight. The Group Leader still remains responsible for students during this time even though they are not in direct contact with them. When supervi-sion is remote:

groups must be sufficiently trained and competent for the level of activity to be undertaken, including how to deal with emergencies;

students should understand and accept the expected standards of beha-viour;

students will be familiar with the environment or similar environments and have details of rendezvous points and times;

clear and understandable boundaries must be set;

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there must be clear lines of communication between the students, the su-pervisor and the Academy;

the students should know the whereabouts of the Leader/supervisor and should have a means of contacting them;

a student should never be on his/her own. It is advisable that they be in a minimum group of at least three students;

the supervisor should monitor the group’s progress at appropriate inter-vals;

the supervisor will be in the activity area and able to reach the group reasonably quickly should the group need support in an emergency; and

there should be a recognisable point at which the remote supervision is completed.

Remote supervision will also apply to the times during home-stay visits when students are with their host families.

7.4.6 Night Time

In residential situations, during night time the security of the group is of paramount importance The Leader should ensure that, as far as is reasonably practicable:

staff (of both genders where appropriate) have sleeping accommodation on the same floor and as near as possible to the students’ accommoda-tion;

child protection arrangements are in place (following appropriate risk as-sessment) to protect both students and staff;

where hotel/hostel reception is not manned 24 hours a day, security ar-rangements are in force to stop unauthorised visitors;

in the absence of 24 hour staffing of reception, external doors should be made secure against intrusion and windows closed as necessary to pre-vent intrusion;

where possible, internal doors should be lockable but staff should have reasonable access to student accommodation at all times; and

all staff and students should know the emergency procedures/escape routes in the event of a fire or emergency evacuation.

8. Visits Abroad

E-ACT and the Academy encourage visit abroad. Guidance on how these should be managed is in Appendix O.

9. External Providers

9.1 Wherever practicable the Academy will use reputable external providers to run appropriate LOtC/EV activities, and especially visits abroad.

9.2 The providers should be holders of the ‘Quality Badge’ obtained throughThe Learning Outside the Classroom Council’s accreditation scheme for providers.

9.3 The Badge gives assurances of good and safe learning, and the Academy’s group leaders do not need to do any assessment other than checking that the provider or venue is suitable for the group’s requirements.

9.4 A risk questionnaire must not be sent to a badged provider.

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9.5 However, the Academy’s group leaders are free to use un-badged providers. In this case the Leader in liaison with the LOtCC/EVC must undertake appropriate risk assessment, and will check what other accreditation the providers hold.

9.6 In all cases the Group Leader must assess any likely risks posed by the members of the group. External providers cannot do this.

9.7 Group Leaders should check the website of the Council for Learning Outside the Classroom for details of the Badge scheme- http://www.lotc.org.uk/.

10. Adventurous Activities

E-ACT’s policy is that activities of a more adventurous kind should be arranged wherever practicable through a specialist provider.

Occasionally a member of staff may have the qualifications and experience to lead a self-organised visit, but approval will only be given by the Local Governing Body after the Principal has given his/her approval following consultation with the LOtCC/EVC and Group Leader.

Guidance to Group Leaders on what are licensable activities is contained in Appendix Q.

11. Involving Students in the Organisation of LOtC/EV Activities

11.1 It is E-ACT’s view that students are likely to manage risks better if involved than if they are just told what to do.

11.2 As far as is reasonably practicable students will be involved in the organization of LOtC/EV activities.

11.3 See Appendix J for further advice.

12. Codes of Conduct

12.1 Student Code of Conduct

A Student “Code of Conduct for all Out of School Activities” has been formally adopted by the Academy.

Parents and students should be asked to complete the Code of Conduct form accordingly.

A sample of the relevant form is shown in Appendix E.

12.2 Staff Code of Conduct

The Academy has formally adopted the following “Staff Code of Conduct for Educational Visits’’:

“The Academy expects that all adults acting in loco parentis on any school trip will be mindful of responsible and proper behaviour, so that they are able to exercise their professional judgement at all times”.

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Further details are in Appendix E.

13. Risk Management

13.1 E-ACT expects Academy staff to follow the government guidance for risk assessment on LOtC/EV activities.

13.2 Risk assessments should be done but done sensibly.

13.3 A simple ‘Risks Assessed. None significant’ can be recorded.

13.5 More complex activities may have significant hazards, which staff will have to avoid or overcome with proportionate risk management.

13.6 Types of Risk Assessment

13.6.1 There are three types of risk assessment suggested in the government guidance:

1. Generic: This will usually be prepared by the LOtC/EV and with the approval of the Principal. This covers activities/venues which the Academy frequently does or uses. (Some generic material is available on the LOtC website www.lotc.org.uk) Generic risk assessment will always be written and recor-ded in the management system.

2. Group-specific: These assessments address the needs of your particular group. They might show how an activity can be modifies to suit, for example, a disabled student. These will normally be written and will be recorded in the management system.

3. Ongoing : These assessments will be done during the visit/activity. They will take account of changing environment/conditions/group. An ongoing assess-ment may lead you to turn to a Plan B. These risk assessments will not usu-ally be written at the time, but what was done should be recorded later in the management system for the benefit of future activities.

13.7 Benefit-Risk Assessment

While assessing the risk the relevant Academy staff should also be assessing the benefits of the activity. These must then be balanced these against the risks.

Group Leaders who are in doubt about the balance of benefit and risk should consult the LOtCC/EVC. The LOtCC/EVC is empowered to make decisions on the balance of benefit and risk. Where the LOtCC/EVC is unsure he/she must consult the HSM, who has the delegated power to make such a decision.

More advice on how to balance benefits and risks is contained in Appendix G.

14. Adult/Student Ratios

14.1 The correct ratio for any activity will arise from the risk assessment. There is no specified government ratio, nor can E-ACT make such a prescription.

The ratio should help leaders achieve the objectives of the visit.

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14.2 The decision should take into account:

the gender, age, ability, competence and behaviour of the members of the group;

general and specific competencies of the supervisors; first aid requirements and knowledge of the supervisors; special educational needs and disabilities; duration and nature of the activity, including any journey; accommodation; and requirements of the venue.

14.3 However, the government in its guidance has given some indicative advice on ratios, as follows:

For activities at local venues a minimum ratio could be:

one responsible adult for up to six children in school year 1 to year 3; one responsible adult for up to 15 children in school year 4 to year 6; one responsible adult for up to 20 students in school years 7 onwards.

The ratio will be agreed with the LOtC/EVC after the risk assessment has been submitted and before the final planning takes place.

If E-ACT sets a minimum ratio for any activity the Academy must adopt that ratio as the minimum.

14.4 No visit/activity must take place without the risk assessment being signed off by the LOtC/EVC.

14.5 The Principal has the power to change the ratio after discussion with the LOtC/EVC and Group Leader, and may seek advice from the Local Governing Body and/or E-ACT.

15. Obtaining Parental Consent

15.1 The law does not require general parental consent to be obtained for ANY learning outside the classroom but it is good practice to obtain consent in some circumstances.

15.2 The Academy will inform parents of the general arrangements for learning outside the classroom via the Academy brochure.

15.3 It is E-ACT policy that parents should be informed of ALL Learning Outside the Classroom/Educational Visit activities (including sports fixtures and local visits as part of the curriculum), and that consent must be obtained for:

any activity or educational visit which the Academy has assessed as carrying a significant risk. (usually Medium ad High risk categories);

off-site activities extending beyond the normal start or finish of the Academy’s day;

all activities that will be during any holiday or closure period; all activities requiring remote supervision; and any activity where the Academy’s duty of care will be exercised by contactor’s

staff on behalf of the Academy.

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15.4 If agreement cannot be reached with any parent who refuses consent the student should be omitted from the activity and a different way found for the learning to be delivered for that student.

15.5 Parents who object to their child participating in a low risk activity must be referred to the Principal.

15.6 Consent for Medical Treatment

It is E-ACT and Academy policy that no Academy student will be allowed to participate in a LOtC/EV activity without having parental consent for medical treatment where such treatment is necessary.

15.7 Further advice on obtaining consent is contained in Appendix L.

16. First Aid

16.1 The Academy will make and review a First Aid policy, based on the generic E-ACT policy. Group Leaders must have regard to the policy when determining the first aid arrangements for a LOtC/EV activity.

16.2 The determination of the First Aid provision will be based on a consideration of the following:

the numbers in the group and the nature of the activity; the risk and type of injury that might be incurred and how effective first aid

would be in those circumstances; the availability of an ambulance service, and the distance to a hospital

with accident and emergency facilities.

16.3 Further guidance is in Appendix N.

17. Safeguarding Requirements

17.1 These must be considered at an early stage of the planning.

All supervisory staff or adult who are employed to instruct students whether paid or voluntary must be CRB checked before being allowed to supervise a group.

17.2 Guidance can be found in the Safeguarding Children and Safer Recruitment in Education guidance or the ISA guidance available at www.isa-gov.org.uk/default.aspx?page=42

18. Use of Private Vehicles

The Academy’s policy on staff using their private vehicles is contained in the Academy’s policy on Minibuses and the Use of Personal Vehicles.

19. Training

19.1 E-ACT expects the Academy to ensure that:

the LOtC/EVC keeps him/herself up-to-date in order to help colleagues to

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manage risks; and group leaders and any other accompanying adults are appropriately

trained in health and safety measures.

19.2 It is particularly important for the Academy to ensure that Academy Support Staff and non-E-ACT employed supervisors are trained appropriately in risk assessment and safety management, and are competent to carry out the supervisory duties.

19.3 Support staff who have the Higher Level Teaching assistant status may lead classes to learn outside the classroom, but will be under the direction and supervision of a teacher.

19.4 A teacher may not always be present during the activity but the HLTA is allowed to supervise learning outside the classroom not only in the grounds and nearby, but further afield. HLTAs can also supervise groups on distant activities, or more complex activities, where the Academy has determined that this is necessary.

19.5 The Academy is expected to monitor the supervisory competence of all staff including teachers, support staff, trainees and volunters The Academy will arrange through the LOtC/EVC an annual training plan to be agreed with the Principal.

20. Finance

The LOTCC/EVC or Group Leader will liaise with the Finance Director over the budgeting/estimates/and costings, and the financial arrangements for the activity.

20.1 Charging for Activities

The Academy has to conform with the government’s Charging for Activities regulations.

No charges can be made for any activity in Academy time or which is a part of the Academy’s general curriculum provision.

20.2 Charging for Residential Visits

20.2.1 The Academy can, however, charge for the cost of board and lodging during a residential visit. The cost must not exceed the actual cost of the provision.

20.2.2 Where the visit takes place wholly, or mainly, during normal Academy hours students whose parents are in receipt of the income support set out in the current regulations will be entitled to a remission of the charges as well as a free school meal.

20.2.3 The current regulations include:

income based support job seekers allowance; income Support support under part vi of the Immigration and Asylum Act 1999; child tax credit (provided the parent is not entitled to Working Tax credit

and their annual income does not exceed £15,575 (2008); and guaranteed state pension credit.

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20.2.4 A similar entitlement applies if the visit takes place outside Academy hours, but is necessary as part of the national curriculum, forms part of the curriculum for a prescribed examination for which the pupil is being prepared, or the syllabus for religious education.

20.2.5 In cases of financial hardship which are not covered by the above regulations parents may still apply to E-ACT for a grant. Parents should be informed of this in the visit information.

20.3 Voluntary Contributions

20.3.1 The Academy may ask parents for a voluntary contribution towards the cost of any activity which takes place in Academy hours. The contribution must be genuinely voluntary, but students of parents who are unable or unwilling to make a voluntary contribution must not be discriminated against.

20.3.2 Where there are not enough voluntary contributions to make the activity possible, and there is no way to make up the shortfall the activity must be cancelled.

20.3.3 The E-ACT policy is for the Academy to charge parents for residential visits as allowed by the regulations and to make relevant remissions of the cost to parents who qualify according to the regulations. In all other instances the Academy must request voluntary contributions and make up any shortfall from E-ACT or Academy sources. Where this does not cover the cost the activity must be cancelled.

20.4 Costing of Activities/visits

The member of staff in charge of a visit/off-sit activity is responsible for ensuring that the full costs involved are covered either by parental contri-bution or by pre-arranged subvention from Academy funds or E-ACT funds.

The following main costs need to be considered but others will apply de-pending on the nature of the journey:

any cost of cover for absent staff; accommodation; food; travel/transfers; excursions; administration costs in organising the journey; insurance; and contingencies.

20.5 Accounts A record of receipts and payments should be kept and supported

wherever possible by documentary evidence. The records should be available at any time for examination by the Prin-

cipal or the Finance Director and will be reviewed annually by the Academy’s Auditors. They should be retained at theAcademy for a min-imum period of six years.

For all practical purposes the Academy Finance Office will act as the bank for all visits and activities. All income relating to the journey should be passed to the Academy Office and all payments should be requested from

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them except in circumstances where imprest accounts have been author-ised for the trip by the Academy Finance Director.

In no circumstances should the personal accounts of members of staff be used for any Academy activity.

Where a student withdraws from a trip, or is banned from a trip because of bad behaviour, after arrangements have been made, sufficient funds should be withheld from the contributions already made by that pupil’s parents in order to cover any irrecoverable costs incurred on the pupil’s behalf.

On return from a journey, surplus funds should be repaid to parents where the sums are significant (minimum £10/£20 per child depending on the original cost). Any remaining surplus should be held over as contingency for succeeding trips.

Parents will be informed in the documents for the visit of the relevant visit budget, the finance procedures and rules.

20.6 Insurance Issues

The Academy will ensure that appropriate insurance is in place to cover employees (Employer Liability Insurance) and the Academy’s liability to the public (Public Liability Insurance).

The Academy will determine whether insurance needs to be taken out by parents for their children and to inform the parents of this necessity and how it is to be arranged.

Further details in Appendix M.

21. Equal Opportunities

21.1 In implementing this policy all relevant staff must take into account the Academy’s equal opportunities policies.

Organisers and Leaders of LOtC/EV activities must make reasonable adjustments to include would-be participants who have a disability.

21.2 The Academy must ensure that practical measures are in place to include students with special educational needs or medical conditions where that is possible. They should have, where possible, the same learning opportunities as the others in the group.

21.3 Further advice on inclusion is in Appendix P.

22. Monitoring and Review

The LOtC/EVC will report to the Principal annually or as necessary on the working of the policy and the efficiency of the management of LOtC/EV activities.

The Principal will report to the Local Governing Body annually or as directed.

The policy will be reviewed at least every two years.

23. Date of next review: ______________________________

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Signed: _______________________ Date: _____________________Principal

Print: _______________________I have read the policy and understand my role in ensuring the safe and efficient management of LOtC/EV activities in the Academy.

Signed: ______________________ Date: _____________________LOtCC

Print: ______________________

Signed: ______________________ Date: _____________________EVC

Print: ______________________

APPENDICES

Appendix A

Good Practice for Local Governing Bodies

E-ACT considers that it is good practice for the Local Governing Body to:

ensure that the visit has a specific and stated objective; ensure through the management procedures that the Principal/group leader

shows how their plans comply with regulations and guidelines, including the Academy health and safety policy documents;

make arrangements for approving LOtC activities with higher level risks (see Appendix G);

ensure that reports of each visit are made and recorded; determine the timescale for the organizing of visits; ensure that information and guidance provided by E-ACT or the DfE is avail-

able to inform the Academy’s policy, practices and procedures relating to the quality and health and safety of the staff and young people on educational visits. (These should include measures to obtain parental consent on a basis of full information, to investigate parental complaints, and to discuss and re-view procedures including incident and emergency management systems);

ensure that the Principal and the LOTCC/EVC are supported in matters relat-ing to educational visits and off-site activities and that they have the appropri-ate time, expertise to fulfill their responsibilities;

ensure that the LOtCC/EVC and Group Organisers and Supervisors are ap-propriately trained;

ask questions about a visit’s educational objectives and how they will be met; ensure that bookings are not completed until external providers have met all

the necessary assurances. Also, ensure that specific items in the risk man-agement - for example, overnight security, room and floor plans - are checked prior to departure; and

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ensure that the Principal and the LOtCC/EVC have taken all reasonable and practicable measures to include young people with special educational needs or medical needs on a visit.

Appendix B

Guidance on Good Practice for Principals

Principals should arrange that a system and procedures are in place which ensure that:

visits comply with regulations and guidelines provided by the DFE, E-ACT or Local Governing Body and the Academy’s own health and safety and Learn-ing Outside the Classroom/educational visits policies;

activities/visits are planned safely with a suitable contractor (eg tour operator) where appropriate;

an appropriate senior member of staff is appointed as the LOtCC and EVC (or two separate persons if appropriate);

the group leader is competent to monitor the risks throughout the visit; adequate safeguarding student procedures are in place; all necessary actions have been completed before the visit begins; risk assessment has been completed and appropriate safety measures are in

place; training needs have been assessed by a competent person and the needs of

the staff and students have been considered; the group leader has experience in supervising the age groups going on the

activity/visit and will organise the group effectively; the group leader or another supervisor is suitably competent to instruct the

activity and is familiar with the location/centre where the activity will take place;

group leaders are allowed sufficient time to organise the visit/activity properly; volunteer staff on the visit are appropriate people to supervise children, and

are trained in their duties, and have been checked; the ratio of young people to supervisors is appropriate; parents have signed consent forms; at least one parent has attended a pre-visit meeting where this is required, or

alternative arrangements for informing parents who cannot attend a due meeting;

arrangements have been made for the medical, disability and special educa-tional needs of the students;

adequate first-aid provision will be available; the mode of travel is appropriate; travel times out and back are known including pick-up and drop-off points; there is adequate and relevant insurance cover; the contact details of the visit’s venue(s) are recorded in the Academy; a scheme for contacting students’ homes and parents is in place; the group leader, group supervisors and LOtCC/EVC have copies of agreed

emergency procedures; the group leader, group supervisors and LOtCC/EVC have the names of all

adults and young people travelling in the group, and the contact details of par-ents and the teachers’ and other supervisors’ next of kin; and

there is a contingency plan for any delays including a late return home.

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In addition the Principal should:

approve all LOtC activities with medium level risks and agree with the LOtCC/EVC the procedure for the approval of a visit/activity with lower level risks at Academy level and for submitting LOtC activities with higher level risks to the Local Governing Body where relevant (see Appendix G);

ensure that arrangements are in place for the Local Governing Body to be made aware of relevant visits/activities so that questions can be asked as ne-cessary;

ensure that arrangements are in place for the educational objectives of a visit/activity to be inclusive, to be stated in the pre-visit documentation, and to be made known to all relevant parties;

be aware of the need to obtain best value; ensure that appropriate financial management procedures are in place in line

with E-ACT’s and the Local Governing Body’s requirements; ensure that there is an acceptable procedure for choosing appropriate con-

tractors (eg tour operators) and should ensure wherever possible that the contractor has a LOTCC Quality badge;

ensure that issues identified by exploratory visits have been satisfactorily re-solved within the risk assessment;

ensure that the accreditation or verification of providers has been checked (eg by checking that the contractor has a LOTCC Quality badge);

ensure that visits are evaluated to inform both the operation of future visits and to inform training needs. Further staff training should be made available where a need is identified;

ensure that there is a contingency plan (plan B), covering, for example, the implications of staff illness and the need to change routes or activities during the visit;

ensure that serious incidents, accidents and near-accidents are investigated, recorded and reported to the Local Governing Body; (Accident and incident records should be reviewed regularly, and this information used to inform fu-ture visits;

ensure all staff are made aware of and understand the DFE and E-ACT guid-ance on emergency planning and procedures. Training and briefing sessions must be provided for staff;

ensure that the Academy has emergency procedures in place in case of a major incident on visits/activities. 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 the LOtCC/EVC has the authority to make significant decisions. He or she should be contactable and available for the full duration of the visit 24 hours a day. He or she should be able to respond immediately at the es-tablishment base to the demands of an emergency and should have a back-up person or number;

establish a procedure to ensure that parents are informed quickly about incid-ent details through the home based contact, rather than through the media or pupils;

recognise that special arrangements must be in place for dealing with media enquiries when there is an emergency;

check that contractors (e.g. tour operators) have adequate emergency sup-port procedures, and that these will link to the Academy and E-ACT emer-gency procedures; and

ensure that the Academy’s equal opportunity policies are taken into account, particularly the requirement not to discriminate on the grounds of disability.

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In relation to the LOTCC/EVC the Principal should:

delegate appropriate tasks to the LOTCC/EVC, having regard to the duties of the LOTCC/EVC;

ensure that the LOTCC/EVC informs the Principal of the progress of any visit;

make time available for the LOTCC/EVC to arrange for the induction and training of staff and volunteers and ensure that staff receive the induction and training that they need before the visit;

ensure that the LOTCC/EVC briefs the leader and supervisors about the emergency procedures as part of the risk assessment briefing and that the leader and supervisors have ready access to them during the visit; and

ensure that the LOTCC/EVC has a procedure for impressing upon parents the importance of understanding the arrangements and providing their emer-gency contact numbers.

The above responsibilities can be fulfilled through the management system which is in place and regular liaison with the LOtCC and EVC

Appendix C

Guidance on Good practice for Group Leaders

The leader, and all other responsible adults, should be familiar with all the advice contained in DFE and E-ACT guidance.

Leaders have the responsibility to oversee the preparation and execution of the visit and to ensure that safety is the prime concern. They must also ensure that the visit is a quality experience for the students that meets the stated objectives.

The leader is also responsible for briefing all accompanying staff, supervisors, parents and helpers.

The group leader has overall responsibility for the supervision and conduct of the visit and should have regard to the health and safety of the group. The group leader must be approved by the Principal, and by the Academy Local Governing Body in the case of medium and higher level risk activities as appropriate.

With specific reference to health and safety the group leader will:

be able to control and lead students of the relevant age range; be suitably competent to instruct students in an activity and be familiar with

the location/centre where the activity will take place; obtain the Principal’s/LOtCC/EVC’s prior agreement before any off-site visit/

activity takes place; follow the Academy’s safety policies, guidance and procedures; appoint a deputy in line with guidelines issued with the express approval of

the Principal; conduct where possible an exploratory pre- visit in order to undertake a

proper risk assessment in accordance with the Academy policy; clearly define each group supervisor’s role during the visit/activity, and ensure

all tasks have been assigned;

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ensure that everyone is aware of and accepts the nature of the particular re-sponsibilities and roles they will assume and that they are advised of their po-sition with regard to personal responsibility;

ensure that adequate first-aid provision will be available; undertake and complete the planning and preparation of the visit including the

briefing of group members and parents; ensure that briefing meetings are held as appropriate for the group leaders,

and for students and parents; undertake and complete a comprehensive risk assessment for aspects of the

visit/activity for which they have responsibility and ensure all accompanying adults have copies of relevant risk assessments;

review the records of previous visits and activities and advise the Principal where adjustments may be necessary;

ensure that teachers and other supervisors are fully aware of what the pro-posed visit/activity involves;

have enough information on the pupils proposed for the visit/activity to assess their suitability or be satisfied that their suitability has been assessed and con-firmed;

ensure the ratio of supervisors to pupils is appropriate for the needs of the group and in line with the Academy policy;

consider stopping the visit if the risk to the health or safety of the pupils is un-acceptable and have in place procedures for such an eventuality;

ensure that group supervisors have details of the LOtCC/EVC; ensure that group supervisors and the LotCC/EVC have a copy of the emer-

gency procedures; ensure that the group’s staff and other supervisors have the details of young

peoples’ special educational or medical needs which will be necessary for them to carry out their tasks effectively;

ensure that wherever possible on a visit or activity, rendezvous arrangements with an appropriate place and time are agreed if the party should become separated. These would be best made on arrival at particular locations where possible so that suitable locations can be identified;

ensure that every member of the group knows in advance the course of ac-tion to follow if they get lost;

brief all the young persons about their tasks, arrangements, organisation, and the behaviour that is expected of them during the time of the visit/activity;

ensure that all accompanying adults are familiar with the Academy’s Safe-guarding Students (Child Protection) Policy and Procedures; and

following the visit/activity review and record the details of the visit as required in the Academy’s policy.

During a visit/activity the Group Leader is recommended to:

hold a brief daily staff meeting at the start of the activity or start of the day; have a “plan B” fully risk assessed and organised as a back up; establish clear procedures for safe practice during the visit/activity; communicate information to all interested parties both on, during and after the

visit/activity; and ensure that other supervisors, assistants and adults carry out their duties and

responsibilities safely and responsibly.

Whenever a party is to be subdivided, or the leader is to be absent for any reason, the party leader must make a clear delegation of responsibility to another adult.

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If a party leader delegates responsibility for the supervision of some, or all of the young persons, at various times to other members of the staff team, the leader must satisfy him/herself that this individual to whom they are delegating responsibility:

is competent to take charge of the group of young persons undertaking the particular activity in this locality;

has been fully and properly briefed as to their role and responsibilities; and is aware of the next meeting place and time and is fully conversant with the

procedure to adopt in the event of an accident, or emergency arising within the party.

The party leader must ensure that at all times during the visit or activity, each member of staff knows exactly for which young persons they have a responsibility and where those young persons are at all times and that each young person knows who is the leader of their particular group.

The responsibility for a specific visits (i.e. Language Exchanges) will be written into the job descriptions of Academy Staff as appropriate.

Appendix D

Academy Group Leader’s Check List – Off-site Visits

Organising an Academy LOtC/EV activity is a time-consuming business..This checklist is to help overcome some of the organisational pitfalls and omissions. 1. Before deciding to do a trip:

read Academy Procedures on charging for LOtC/EV activities; check proposed dates against Academy calendar; and if minibus required, check availability and make provisional booking.

2. On deciding to do trip:

see LOtCC/EVC (with proposed itinerary and financial details) to obtain initial approval to proceed;

see the LOTCC/EVC to check regulations and requirements; submit appropriate form, and put details in the weekly staff newsletter; and indicate if insurance is required or submit details of independent insurance for

approval.

3. On receiving approval:

circulate initial letter to target year/subject group(s) and collect deposits. (En-sure all relevant information is included. i.e. dates, cost, payment schedule, insurance details, any penalty clauses for withdrawal, selection criteria, mech-anism for dealing with over-subscription, any provision for families on bene-fits, details of parents evening, if passport required, etc);

set deadline for applications to be returned; and see Finance Dept and open an activity/educational visit account.

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4. fter applications have been received:

Submit list of pupils to LOTCC/EVC who will circulate the list to the relevant Heads of Department. If the organiser, LOTCC/ EVC or Head of Department has doubts about a student, designated member of SLT to be consulted.

If oversubscribed, consult the designated member of SLT before forming re-serve list.

Inform pupils and parents of their status. i.e. included on activity, reserve for activity, not included on the activity.

Circulate date of Parents and Students Pre- Meeting (If not included in initial letter).

5. Normally at least 3 months before activity:

Do risk assessments (generic ones are available) and submit to LOtCC/EVC; Submit staff permission of absence forms to designated SLT member for ap-

proval; and Submit provisional list of staff to LOtCC/EVC.

6. At least 1 month before activity:

Hold activity staff meeting to decide on activity/visit rules (N.B. must comply with Academy policies) and arrange roles. i.e. First Aider (preferably currently qualified), duty rota (if required), etc;

Arrange a risk review meeting with LOtCC/EVC; Hold parents and pupils meeting. (Include details of accommodation, trans-

port, emergency contact details, staffing, standards of expected behaviour, school policy on alcohol and drugs etc. Also include the provisional itinerary.);

Issue and collect in parental permission, health and alcohol forms; and Get list of pupils’ addresses, home phone numbers and parental contact num-

bers during the activity. (Ensure parents who are members of staff do not give the Academy number for daytime contact during the holiday period.)

7. At least 2 weeks before activity:

give final list to Finance Dept for insurance (if required); give final names, addresses and contact numbers for students, and staff, to

Academy office along with accommodation, transport and itinerary details. Copy complete folder to designated member of SLT and LOtCC/EVC;

arrange ‘cascade’ contact system – essential on overseas visits; arrange to withdraw a l travel first aid kit and Academyl mobile phone; check transport and accommodation details (with tour operator if necessary)

and issue memo to parents confirming arrangements.

8. The week before the start of the activity:

collect first aid kit; collect emergency contact cards from Finance Dept; give any revisions of party composition to office; collect petty cash (if required); collect Academy mobile phone; and

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check with LOtCC/EVCto find out which members of SLT are available during the trip.

9. After the trip:

write short report on the activity/visit. Include details of problems, difficult stu-dents, efficiency of tour company, etc. for help to future leaders. Give to LOtCC/EVC;

finalise accounts (with receipts and invoices where possible). Give to Finance Dept;

discuss the disposal of any surplus monies with the Finance Dept; keep permission and health forms for up to one year in case of problems or

claims; and write any thank you letters required.

10. After the dust has settled:

If considering another LOtC/EV activity, consider how well you think your team performed. If satisfied, return to top of page 1 and start organising your next activity!!

Academy Group Leader’s Check List – Evening/Day Visits

Organising an Academy day visit or even an evening outing is a time consuming task.This checklist is to help overcome some of the organisational pitfalls and omissions.

1. Before deciding to do a trip:

read Academy Procedures on charging for visits and for activities; check proposed dates against Academy calendar; and if minibus required, check availability and make provisional booking.

2. On deciding to do trip:

see LOtCC/EVC (with proposed itinerary and financial details) to obtain initial approval to proceed;

see the LOtCC/EVC to check regulations and requirements with regard to travel and risk assessments;

submit appropriate form and put details in the weekly staff newsletter; and indicate if insurance is required or submit details of independent insurance for

approval if required.

3. On receiving approval:

circulate initial letter to target year/subject group(s) and collect deposits. (En-sure all relevant information is included. i.e. dates, cost, payment schedule, insurance details, any penalty clauses for withdrawal, selection criteria, mech-anism for dealing with over-subscription, any provision for families on bene-fits, details of parents evening, if passport required, etc.);

set deadline for applications to be returned; and see Finance Dept and open trip cost centre account.

4. After applications have been received:

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submit list of pupils to LOtCC/EVC who will circulate the list to the relevant Heads of Learning. If the organizer, LOtCC/EVC or Head of Department has doubts about a student, the designated member of SLT to be consulted;

if oversubscribed, consult designated member of SLT before forming reserve list; and

inform pupils and parents of their status. i.e. included on trip, reserve for trip, not included on the activity.

5. The week before the trip leaves:

Give final list to Finance Dept for insurance (if required); Give final names, addresses and contact numbers for pupils, and staff, to

Academy office along with trip accommodation, transport and itinerary details. Copy complete folder to designated member of SLT; and

Collect emergency contact cards from Finance Dept.

6. After the trip:

write short report on the visit/activity. Include details of problems, difficult stu-dents, efficiency of tour company, etc. for help to future trip leaders. Give to LOtCC/EVC;

finalise accounts (with receipts and invoices where possible). Give to Finance Dept;

discuss the disposal of any surplus monies with the Finance Department; keep permission and health forms for up to one year in case of problems or

claims; and write any thank you letters required.

7. After the dust has settled:

if considering another trip, consider how well you think your team performed. If satisfied, return to top of page 1 and start organising your next activity!

Appendix E

CODES OF CONDUCT

Staff Code of Conduct on LOtC/EV ActivitiesThe Academy has formally adopted the following “Staff Code of Conduct for Residential Visits’’:

“The Academy expects that all adults acting in loco parentis on any school trip will be mindful of responsible and proper behaviour, so that they are able to exercise their professional judgement at all times”.

E-ACT accepts that members of staff may wish to consume alcohol during an off-site visit provided so long as this is within reason. Excessive drinking at any time is unacceptable and may lead to disciplinary proceedings. However, at least one member of staff should not be drinking alcohol at any one time.

Although responsibility for student welfare on a residential visit is a 24 hour responsibility, it is self-evident that supervisors cannot be on duty for 24 hours.

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The group leader will publish a daily duty roster, ensuring that proper all staff have sufficient rest periods.

All staff must ensure that they are on duty at the times set down, and have the necessary information about the group and the events at that time.

CODE OF CONDUCT: Junior Students on Academy Activities/Visits

The objective of Academy activities/educational visits is for students and accompanying staff to have experiences over and above those available in the classroom, in a safe, enjoyable and disciplined manner.

Students are expected to think of the well being of others whilst on off-site activities and behave in a sensible manner so that the safety and enjoyment of the many is not compromised by the thoughtless actions of the few.

The completion of the declaration below is required before acceptance on a LOtC/EVC activity. Please read the statements carefully and, if in agreement with the content, sign and return to the trip leader.

Declaration by Student and Parent/Guardian/Carer

I undertake:

1. to observe all applicable Academy rules;2. to cooperate fully and promptly with all group leaders and staff at all times;3. to behave in a manner which is sensible and considerate towards others;4. to ensure my conduct has the safety of myself and others in mind and reflects

credit on myself, the party and the school;5. to adhere to the smoking, drinking and drugs policy relevant to the trip as laid

down by the trip staff and the Academy. For students under 18 smoking, the drinking of alcohol and the possession/use of any drug not pre-scribed to them is NOT permitted under ANY circumstances;

6. to give permission for my possessions to be searched by staff if they have cause for concern; and

7. to ask staff for clarification if I am unclear on any instructions or detail.

I further accept that a full written report of any misconduct will be given to the senior leadership team of the Academy and my parents.

I understand I will be expected to serve any punishment imposed on me for misconduct, both on the activity and on return. I also understand and agree that I may be sent home or collected from the activity, at my parents’ expense, if required by the group leader. I further understand that, should I break the law of the country I am visiting, the local police may become involved.

Name of Student ( please print ) ………………………………..…Form……………

Signed …………………………………………………….. ( Student )

Witnessed ………………………………………………… (Parent/Guardian/Carer)

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Date ……………………………___________________________________________________________________

CODE OF CONDUCT: Students on Academy Field Courses

The objective of Academy activities/educational visits is for students and accompanying staff to have experiences over and above those available in the classroom, in a safe, enjoyable and disciplined manner.

Students are expected to think of the well being of others whilst on off-site activities and behave in a sensible manner so that the safety and enjoyment of the many is not compromised by the thoughtless actions of the few.

The completion of the declaration below is required before acceptance on an off-site activity. Please read the statements carefully and, if in agreement with the content, sign and return to the Group Leader.

Declaration by Student and Parent/Guardian/Carer

I undertake:1. to observe all applicable Academy rules and the law of the country being vis-

ited;2. to cooperate fully and promptly with all group leaders and staff at all times;3. to behave in a manner which is sensible and considerate towards others;4. to ensure my conduct has the safety of myself and others in mind and reflects

credit on myself, the party and the Academy;5. to adhere to the smoking, drinking and drugs policy relevant to the trip as laid

down by the trip staff and the Academy;6. to give permission for my possessions to be searched by staff if they have

cause for concern; and7. to ask staff for clarification if I am unclear on any instructions or detail.

I further accept that a full written report of any misconduct will be given to the senior leadership team of the Academy and my parents. I understand I will be expected to serve any punishment imposed on me for misconduct, both on the activity and on return. I also understand and agree that I may be sent home or collected from the activity, at my parents’ expense, if required by the leader. I further understand that, should I break the law of the country I am visiting, the local police may become involved.

Name of Student ( please print )

………………………………..…Form………………………..

Signed …………………………………………………….. ( Student )

Witnessed ………………………………………………… (Parent/Guardian/Carer)

Date ……………………………

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CODE OF CONDUCT: Students on Academy Activities/Visits

The objective of Academy sponsored/organised activities/educational visits is for students and accompanying staff to experience sights and activities, over and above those available in the classroom, in a safe, enjoyable and disciplined manner. Essentially, students are expected to think of the well being of others whilst on off-site activities and behave in a sensible manner so that the safety and enjoyment of the many is not compromised by the thoughtless actions of the few.

The completion of the declaration below is required before acceptance on an off-site activity. Please read the statements carefully and, if in agreement with the content, sign and return to the group leader.

Declaration by Student and Parent/Guardian/Carer

I undertake:

1. to observe all applicable Academy rules and the laws of the country being vis-ited;

2. to cooperate fully and promptly with all group leaders and staff at all times;3. to behave in a manner which is sensible and considerate towards others;4. to ensure my conduct has the safety of myself and others in mind and reflects

credit on myself, the party and the school;5. to adhere to the smoking and drinking policy relevant to the trip as laid down

by the trip staff and the Academy;6. to give permission for my possessions to be searched by staff if they have

cause for concern; and7. to ask staff for clarification if I am unclear on any instructions or detail.

I further accept that a full written report of any misconduct will be given to the senior leadership team of the Academy and my parents. I understand I will be expected to serve any punishment imposed on me for misconduct, both on the activity and on return. I also understand and agree that I may be sent home or collected from the visit/activity, at my parents expense, if required by the leader. I further understand that, should I break the law of the country I am visiting, the local police may become involved.

Name of Student ( please print )

………………………………..…Form………………………..

Signed …………………………………………………….. ( Student )

Witnessed ………………………………………………… (Parent/Guardian/Carer )

Date ……………………………

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Appendix F

Alcohol, Tobacco and Other Drugs on Academy Activities

Each Academy can determine its own policy. Below is an example.

Alcohol

The Academy does not allow any alcohol to be consumed on Academy visits and LOtC activities.

Tobacco

The Academy does not allow smoking of tobacco products on Academy visits and LOtC activities.

Other Drugs

The possession or use of any drug, other than legal over-the-counter medicines or medically prescribed drugs (pre-advice of which should be given to the staff in charge of the activity), is totally banned and the Academy will take a most severe attitude to any departure from this rule.

Sanctions

Any breach of the above guidelines relating to alcohol, tobacco and other drugs will be treated with the utmost seriousness and may result in any or all of the following sanctions:

The student being sent home immediately at their parent’s expense The student being banned from all future Academy trips Exclusion from the Academy.

Appendix G

Assessing Risks:

The Academy endorses the HSE’s view that risk assessment should be ‘sensible’ and not taken to extremes. On the other hand no member of the Academy staff must neglect the duty to assess significant risks.

The law requires employees to take reasonable steps to deal with reasonably foreseeable risks, not to do everything possible to deal with every eventuality.

Risks should always be assessed by persons competent to carry out such a risk assessment. Competence can be achieved by qualifications, specific training, or by verifiable experience.It is the LOtC/EV Coordinator’s responsibility to assess the competence of prospect-ive leaders and ensure that risk assessments meet E-ACT and Academy require-ments;

Simple Assessments:

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These will normally be sufficient for activities in the Academy grounds or nearby. An assessment must be carried out. However, the assessment will often reveal nothing of significance and therefore there would be no need to record them.

A simple ‘Risks assessed; none significant’ recorded in a lesson plan would be sufficient.

More complex risk assessment:

Where there are significant risks the Academy expects the LOtCC/EVC and Group Leaders to follow the Health and Safety Executive (HSE) guidance. This is contained in the HSE leaflet ‘5 Steps to Risk Assessment’.

The guidance makes the point that you may not be able to eliminate all risks but the law requires everyone to protect people as far as is reasonably practicable.

The 5 steps are:

1. Find out what the hazards are;2. Assess who might be harmed and how;3. Evaluate the risks and decide on precautions;4. (There is no need to carry out complicated calculations that are suggested in the

guidance unless the Academy requires this. In many cases the broad decision of ‘ACCEPTABLE’ or ‘NOT ACCEPTABLE’ will suffice. If the latter you should do something to make the activity acceptable. If you cannot then you must NOT do the activity.)Record your findings and (most important) put them into practice; and

5. Review your assessment every year or every time the activity is planned. You might have to review your assessment during the activity if the conditions have changed significantly.

Risk Assessment for SEN students, and Disabled Members of the Group, and those with Medical Needs

The Disability Discrimination legislation and regulation place duties on the Academy not to discriminate against students for reasons relating to disabilities. Therefore, re-fusal to take a disabled student on an off-site visit must be justified otherwise it would be unlawful. The cost of making additional provision for the inclusion of a disabled student can be included in the overall cost of any visit. In certain circumstances, charity funding may be available for students with physical disabilities.

The LOTCC/EVC will help with details.

Where students are identified as having particular special needs this must be reflected in a higher staffing ratio, which must not be less than that which applies on-site, and in most cases will need to be higher. Staff would need to take into account the terms of the SEN and Disability Discrimination Act. All reasonable steps must be taken to include young people covered by the act.

The risk assessment must explicitly cover how special educational needs and med-ical needs are to be addressed. should include details of any special aids and equip-ment that the student may need and, in particular, details of any such items to be brought from home or obtained prior to the visit. At this point a decision should be made as to whether the measures required to include the student are reasonable or not.

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Where students have statements of special educational needs which provide support in school for access to the curriculum, and where the visit or activity takes place during term time, the level of ancillary support may be used at the same level as provided by the statement. The Academy should, however, build the costs of the necessary support beyond this into its planning for the visit or activity so that it is included in the overall package. In certain circumstances, other funding may be available for students with physical disabilities. For details please see the LotC/EVC.

For students with mobility difficulties who hold a “Blue Badge” for parking concessions, it may be beneficial for the Blue Badge to be displayed in the windscreen of the coach. Mention of this at the arrival of a venue may result in priority parking as close as possible to the venue entrance. Similarly, mention of a Blue Badge at a Ferry Port would usually result in priority loading such that the coach is parked close to the lifts on the vehicle decks. It may also be of significant benefit for a disabled student to carry some proof of their disability. Word of mouth is often not sufficient proof of their disability

Checklist: Assessing Benefit and Risk

Draft government guidance in 2010 suggests that staff should balance the benefits of running a particular activity against any perceived risks. The Academy supports the notion of assessing the benefits of an activity, but emphasises that risks must be assessed in accordance with Academy policy.

Much of what is done outside the classroom needs no greater level of care than the care taken inside the classroom. However, more complex activities may need staff to answer the following questions:

What are the main objectives of the LOtC activity? What are the main benefits? What will the group learn? What would be Plan B if the main objectives cannot be achieved? What could go wrong? Do parents need to be informed? What do they need to be told before the

activity? What consents need to be sought and obtained? How and when can parents ask questions? What do the students need to be told? What assurances can the organiser/leader give about their competence

as the group’s leader? What assurances can be given about the competence of the other adults

supervising the group? Can the leader be reasonably satisfied that the group members will keep

to the code of conduct? How will contact be maintained with the school during the activity?

Lower Risk LOtC Activities (Category A): These are activities with no significant risks. e.g. local surveys, museum visits, field studies in benign situations, bronze level Duke of Edinburgh Award.

These activities can be supervised by a teacher or member of the support staff assessed as competent by the Academy LOTCC/EVC.

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Medium Risk LOtC Activities (Category B): These are activities which involve more significant risks, such as walking in non-remote country or camping, or low level initiative challenge, silver level Duke of Edinburgh Award.Such activities can be supervised by a Group Leader inducted specifically into that activity and the location by the EVC or an appropriate technical adviser Higher Risk LotC Activities (Category C): These are more demanding activities that are in wild or remote areas, including activities which fall into licensing scope when operated by an Activity centre.

For such activities the Group Leader must have had a recognised course of training, OR recorded relevant experience, OR had his/her competence assessed by an appropriate technical adviser approved by the Academy Local Governing Body.

Appendix H

Management Procedures Used by the Academy

The following forms will normally be used for the management of the Academy’s educational visits:

Risk assessment. Proposals for a visit. The approval of visits. The check-listing of group-leader tasks. Details of the approved visit for staff, students and parents. Parental consent. Contact details of venues and contractors. Contact details for emergency contacts. Emergency procedures. Accident reporting. Reviewing the Visit/Activity.

Some of these may be part of one combined form.

Appendix J

Involving Students in Organising a LOtC/EV Activity.

It is E-ACT’s view that students are likely to manage risks better if involved than if they are just told what to do. The Department issued Safety Education in 2001. This provides advice on making pupils risk aware rather than risk averse. Safety Educa-tion recognised adventurous visits as a useful way of doing this. But any learning out-side the classroom can include learning about risk.

Learning to manage risk is part of PSHE education, and is also contained in the pro-grammes of study of other subjects e.g. PE and Games, Design Technology, and Science. For example, in the PSHE Programme of Study at Key Stage 3, risk is a key concept:

Understanding risk in both positive and negative terms and understanding that individuals need to manage risk to themselves and others in a range of situations.

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Appreciating that pressure can be used positively or negatively to influence others in situations involving risk.

Developing the confidence to try new ideas and face challenges safely,

LOtC supervisors could get some of the group to assess the risks before the activity or visit begins. Students could also help to assess and manage the risks once the activity has started. But the responsibility still lies with the group leader or supervisor, to ensure the safety of the group when in the field.

Group Leaders/Supervisors should be aware that for some participants a residential visit will be their first time away from their families and in close company with their peers. For more on involving young people, please go to www.lotc.org.uk

Appendix K

Dealing with Students who Misbehave

Leaders/Supervisors need not put up with misbehaviour. Supervisors can and should withdraw anyone in the group who risks anyone’s safety or health. Group leaders on a residential visit can send an unruly student home early.

This sanction, and others, will form part of the briefing of the group and parents be-forehand how. The briefing will include details of the Academy’s method of dealing with such eventualities and who will meet the costs.

Appendix L

Good Practice in Obtaining Parental Consent where Consent is AdvisableThe government advises that if consent is advised the Academy should seek it from both parents – even if the parents are separated.

If the Academy cannot obtain a response from one of the parents the government advice is that the Academy can treat the other parent’s consent as enough.

If any one parent refuses consent the Academy should discuss the reasons. It may be possible to modify the activity for a particular child. But in the face of a confirmed refusal the Academy should omit the child from the activity.

Does the Academy need to get separate consent for medical treatment?

The government advice is ‘No’. Medical consent should be part of overall consent for an off-site visit.

The Academy should use the information form to tell parents about the arrangements for emergency treatment. The Academy should also add that group participants will receive emergency treatment, including anaesthesia or blood transfusion, as considered necessary by the medical authorities.

Some parents may refuse to sign an overall consent form because they cannot agree to medical treatment, as stated above, on religious or other grounds. E-ACT policy is that the Academy should tell these parents that their child will not take part in the

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visit. This is because school staff should not be expected to take on the responsibility for a child’s health and safety under such circumstances.

Doctors can be expected to carry out necessary emergency treatment without parental consent. But a surgeon in another country may be reluctant to operate on one of the participants if the group leader does not have documented consent. This is another reason why it is E-ACT policy that students without an overall consent form cannot be included on the visit/activity

A translation in the relevant foreign language of the relevant part of the consent form could be useful.

The government advice is ‘No’. Medical consent should be part of overall consent for an off-site visit.

The Academy should use the information form to tell parents about the arrangements for emergency treatment. The Academy should also add that group participants will receive emergency treatment, including anaesthesia or blood transfusion, as considered necessary by the medical authorities.

Some parents may refuse to sign an overall consent form because they cannot agree to medical treatment, as stated above, on religious or other grounds. The E-ACT policy is that the Academy should tell these parents that their child will not take part in the visit. This is because school staff should not be expected to take on the responsibility for a child’s health and safety under such circumstances.

Doctors can be expected to carry out necessary emergency treatment without parental consent. But a surgeon in another country may be reluctant to operate on one of the participants if the group leader does not have documented consent. This is another reason why it is E-ACT policy that students without an overall consent form cannot be included on the visit/activity

A translation in the relevant foreign language of the relevant part of the consent form could be useful.

Appendix M

Appropriate Insurance

See Insurance: a Guide for Schools (Department for Education and Skills 2003) at Teachernet, www.teachernet.gov.uk/management. This sets out the types of insurance available for a range of purposes. It’s also appropriate to other children’s services but is not specific to learning outside the classroom.

E-ACT holds employer’s liability insurance against the risk of injury to their employees, and Public liability insurance, against the risk of injury to others.

For a regular activity in the grounds of the Academy or nearby the Academy should consider whether to give insurance details in the information for parents. This could be in the Academy prospectus. For more complex learning outside the classroom activities the Academy should tell the parents what insurance arrangements are in place.

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The Academy should ask parents to accept the insurance arrangements through the consent form which details them. Additional cover may be necessary for some participants or for some types of activity.

Some parents may cancel their child’s place in an extra-curricular activity (one that takes place outside the Academy day or term). If the place cannot be refilled the Academy should forward the cancellation to the insurer and operator as soon as possible. This may help to avoid cancellation charges.

Appendix N

What first aid is necessary?

The government in its guidance says that this will vary. Leaders should decide levels and types of first aid as part of the risk assessment.

The Leader must bear in mind the Academy’s guidelines including those for minimum provision. The Leader should have a good working knowledge of first aid if not a first aider. This is a matter for the Academy to determine.

For more complex activities such as visits abroad or adventurous activities it’s sensible for at least one of the group’s supervisors to be a suitably trained first aider.

Minimum first-aid provision should comprise a suitably stocked first-aid box and a person appointed to be in charge of first-aid arrangements. Leaders must follow the Academy’s First Aid policy.

Further information is available on the HandSaM management system, which provides a link to current government guidance.

Appendix O

Visits Abroad

Visits abroad should include as far as possible at least one adult with the ability to speak and read the language of the visited country. This may be the tour guide from the tour operator.

PassportsIt is E-ACT policy that all students and staff on an Academy visit must hold a valid individual passport. It must, however, be noted that some countries may not allow in a traveller whose passport will expire within a few months of entry.

The Leader should check the passport details of all adults and students to obviate the risk of anyone being refused entry.

Details for individual countries can be obtained by contacting the UK embassy or consulate of the relevant country or the UK Passport Agency.

The LOtCC/EVC will be able to give further advice.

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1.1 Visa Exemption

Students who are not nationals of an EU country will need to travel using their own passport and will normally require a visa to travel to another EU country. However, a school can apply for visa exemption on behalf of the students. Details of visa exemption can be obtained from the Home Office or British Council. Should colleagues need assistance in this matter please see the LOTCC/EVC.

1.2 European Health Insurance Cards (EHIC)

In order that members of the party are covered for medical treatment under EU reciprocal agreements, it is advised that the Leader obtains a European Health Insurance Card (EHIC) for each participant. The Card has now replaced Form E111which is no longer valid. The Card is not valid indefinitely. Leaders should, therefore, check the expiry date on the Card. EHIC Application packs are available from School Reception or the Educational Visits Co-ordinator. Please note – The Card is not available from a Post Office, as was the Form E111, but must be applied for. The quickest way to obtain the Card is on-line at www.dh.gov.uk/travellers when delivery is guaranteed within 7 days..Customs Allowances and Prohibited Items

A leaflet “A Customs Guide for Travellers entering the UK” (Notice1), gives advice about customs allowances when travelling both within and outside the EU. It also details prohibited and restricted goods. The leaflet is available in unlimited quantities via HM Customs and Excise National Advice Service, telephone 0845 010 9000.

Travel Advice

Travel advice about the safety in specific countries is available from the Foreign and Commonwealth Office on their website, www.fco.org.uk/knowbeforeyougo. Once again, it must be remembered that there are often exceptions in insurance policies for claims under refusal to travel unless there is specific advice from the Foreign and Commonwealth Office not to travel.

Exchange Visits

E-ACT encourages student exchanges, but expects the Academy to ensure that rigorous checks are made as far as is reasonably practicable.

Detailed guidance is available in a document by The Outdoor Education Advisers’ Panel entitled “Young People’s Exchange Visits”. This document includes detailed advice and procedures including the need for Criminal Records Bureau (CRB) Disclosures and reciprocal checks. Relevant checks need to be carried out on the families hosting the home stay. This means:

CRB checks for British families. If there is a cost implication, since the measure is to protect British students, it is not unreasonable to pass the cost of such a check to parents as part of their contribution to the cost of the visit.

A relevant check for reciprocating families in the country to be visited. Where equivalent checks do not exist, in general the head of the receiving establishment will be requested to verify that to the best of their know-

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ledge hosts are suitable. The Principal must be informed if this is the case.

If satisfactory evidence cannot be ascertained or if hosts refuse to supply the information the Principal should consult E-ACT before determining whether the visit should continue.

What safeguarding checks must I do for exchange visits?

Guidance on the new legal requirements to safeguard vulnerable people can be found at http://www.isa-gov.org.uk/ Guidance on how this affects exchange visits is at www.globalgateway.org/visits

Hiring coaches and buses

The government guidance says that tour operators or coach companies holding a Quality Badge will have been checked under the relevant accreditation arrangements.

The group leader can reasonably presume adequate safety management.

The Group Leader should, however, check that coaches and buses are being hired from a reputable company.

Professional operators of buses and coaches must hold a public service vehicle (PSV) operators’ licence. The Leader should check for this when hir-ing a coach;

The Leader should ensure the coach has seat belts. (Buses (without seat-belts) aren’t normally safe enough for long journeys or local visits on fast roads);

If any of your group uses a wheelchair, the Leader should ensure the trans-port has access and securing facilities. Portable ramps may be appropriate.

Driving abroad

The government guidance advises that Leaders should not normally expect UK-based coach drivers to drive, for example, a French coach in France. In the event of an English coach breaking down abroad, a driver should not drive a left-hand drive coach without relevant experience. Alternative means of transport – such as a train or locally-hired coach (with seatbelts) and driver – should be used.

The Academy’s policy is that the Plan B will include such contingencies.

Appendix P

Supporting inclusion (disabilities, special educational needs, medical condi-tions)

Organisers and Leaders of LOtC/EV activities must make reasonable adjustments to include would-be participants who have a disability.

The Academy must ensure that practical measures are in place to include students with special educational needs or medical conditions where that is possible. They

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should have, where possible, the same learning opportunities as the others in the group.

Wherever reasonably practicable the activity can be adjusted for individual participants’ needs. The risk assessment can show such enabling measures. For guidance on inclusion, see the LOtC Out and About website at www.lotc.org.uk. (which can be reached via the link on the HandSaM system in the Educational Visits category).

If a child in the group is subject to a care order the relevant Social Services Department (SSD) should consent to any activity for which parental consent is advised. The SSD should be informed of any other learning outside the classroom activity.

The Academy should also ensure that foster carers are aware of this so that they take the necessary action. If any participant is a ward of court, the Academy should have local procedures for seeking advice from the court in relation to excursions and activities abroad well in advance.

Government Guidance on Special education needs and ratios

One to one supervision, may suffice in the classroom or during less complex activities outside the classroom. But this may not be enough during more complex activities.

Two to one supervision may be advisable when, for example, a participant has a history of wandering or otherwise leaving the area of supervision. An adult assigned to the supervision or care of one particular participant should not be included in the ratio for the group as a whole.

The SENCO should determine what ratio of supervision the student will need for learning outside the classroom and liaise with the LOtCC/EVC.

Appendix Q

Advice to Group Leaders on Adventurous ActivitiesUnless you’re well-qualified and experienced you should make use of the specialists. There are a lot of them. The Adventure Activities Licensing Authority inspects and licenses well over 1,000 of them for the Government.

If you’re a group leader, you should check – at www.aals.org.uk – if the providers is required to have a licence and, if so, that they have one.

What is licensable?

See the website as above but, in brief:

Caving (including mines, potholes) Climbing (including traversing, scrambling, some abseiling), Trekking (including some pony trekking and some mountain biking) Watersports (including canoeing, rafting, or sailing on sea or tidal or larger

non-placid waters).

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What adventure doesn’t have to be licensed?

Adventure activities abroad; and the wide range of adventure, such as nearby trekking or abseiling on a purpose-built indoor wall. The provision of non-licensable adventure activities is covered by less specific health and safety legislation. It may also be covered under non-statutory schemes managed by, for example, the Wales Tourist Board, certain National Governing Bodies (NGBs), or trade associations such as the British Activity Holiday Association (BAHA). We encourage providers to obtain overarching accreditation under the government-sponsored Learning Outside the Classroom Quality Badges scheme.

Catering, transport and accommodation as offered by the provider are not covered by the licensing scheme. As group leader, you should check these out – unless the provider is also accredited by the LOtC Quality Badge scheme.

Who must hold a licence?

Anyone who trades activities to groups of under 18s. This includes local authority centres when they make provision to pupils in educational establishments, for a fee or for free.

Who doesn’t have to hold a licence?

Licences aren’t required of

educational establishments providing to their own pupils. voluntary organisations providing to members.

The relevant legislation is the Activity Centres (Young Persons’ Safety) Act 1995 and the associated Adventure Activities Licensing Regulations 2004 - http://www.opsi.gov.uk/si/si2004/20041309.htm These have force in England, Scotland and Wales.

Visits to farms

The Chief Medical Officer suggests ratios as follows:

One to one supervision for every child younger than 12 months One adult for two children between the ages of 1 and 2 Gradually increasing ratios up to one adult for eight children between ages 5

and 8

There should be adequate trained adult supervision in order to ensure that children behave appropriate and wash their hands after touching an animal.

Go to http://www.lotc.org.uk/ and click on ‘farming and countryside’ for more detailed advice. The Health and Safety Executive has refreshed its health advice to farmers whose premises are visited by children at http://www.hse.gov.uk/agriculture/articles/health-alert-ecoli.htm

Establishment-led adventure activitiesColleagues may approach the EVC/LOTCC, about self-led adventure. They may wish to instruct or lead a group from your establishment on such activities. A licence would not be required. But you should take into account that such staff, though well-

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intentioned, are unlikely to have the experience of licensed providers. They may also lack a comparable level of skill. You must be satisfied as to safety management. For that reason it’s likely you’ll decide to use a licensed provider.

See the overseas expeditions pages of the LOtC Council at http://www.lotc.org.uk/ and the website of the Adventure Activities Licensing Service at www.aals.org.uk Activity in natural waters – don’t be afraid to say no.

The government guidance advises group leaders to be aware of water’s potential hazards.

Leaders should very carefully assess the benefits of activity in water against the significant risks. Strong swimmers can get into difficulties. Immersion in cold water can be lethal.

Leaders should never allow impromptu bathing. Any water activity must be carefully prepared and carefully managed.

Leaders should also take particular care in preparing for any activity

near natural waters such as river, lake or sea, where any - accidental entry into the water may require an understanding of rescue techniques;

in winter conditions; on or near cliffs or steep terrain; and in an area subject to extremes of weather or environmental change (for ex-

ample, variations in water flow or level).

All complex activities should be subject to the most careful risk management. They are listed at http://www.lotcqualitybadge.org.uk/howtoapply/route2awardingbodies

There is a link to the Quality Badge pages of the LOtC Council on the HandSaM system.

Appendix R

Reporting an Injury

Any serious work-related injury to a child or young person during learning outside the classroom in the UK must, by law, be reported to the Health and Safety Executive and be recorded.

Dangerous occurrences, sometimes known as near misses or near accidents, must also be reported. What and how and where to report is explained at http://www.hse.gov.uk/riddor/index.htm This also includes a report form. The relevant law is the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR).

A reportable injury to a child or young person who is not an employee is one which causes death or results in the injured person being taken to hospital – whether by staff, parent, or medical staff – from the place of injury. Further details are available on the HSE RIDDOR website as above.

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What else to do after an incident

The advice to Group Leaders is:

No-one in your group should give their version of events to the media. The names of those involved in the incident should not be revealed unless to the HSE or the police or medical professionals. Media enquiries should be referred to a designated person back at base.

No-one in the group should discuss legal liability with other parties. No-one should sign anything relating to accident liability without clear advice from their employer.

What if the police approach me?

You may not refuse to engage with the police. You may however seek legal advice, including from your union or professional association, before making a statement. If the police wish to interview you immediately, you also have the right to a duty soli-citor.

What can I expect from an investigation into a serious incident?

When a serious incident has taken place during a learning outside the classroom activity in the UK or abroad, you should expect your employer to conduct an investigation. In fact, the HSE recommends that employers investigate serious accidents in order to learn any lessons and prevent a repeat. The HSE’s Investigating accidents and incidents – a workbook for employers, union, safety representatives and safety professionals (2004) sets out straightforward ways in which this can be done.

It is good practice to identify an official who will act as the key point of contact for parents. This official should be sensitive to the family’s needs and should preferably have some counselling competence. He or she should inform the family of the progress of the investigation. He or she should answer their questions as helpfully as possible, and provide them with the facts.

Appendix S

Exploratory/Reconnaissance Pre-Visits

An exploratory/reconnaissance visit must be made by any member of staff who is to lead a group abroad, or on a residential visit or in a location that is not familiar to them.

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For remote expeditions a prior visit may not be possible. the Principal will determine whether the risk assessment and proposed risk controls are acceptable.

This will enable Leaders to gain first-hand knowledge of the area and facilities. This knowledge will then inform the risk assessment and pre-planning.

Any costs incurred whilst making an exploratory visit will be included in the total cost of the visit.

Some contractors (providers), e.g. school-travel specialist companies, may offer a pre-visit for the Group Leader free of charge. This can enable the Leader to gain a direct experience of the venue and environment and assist their appraisal of the contractor’s risk assessment.

An “Accommodation Checklist” and an “Attraction Checklist” are shown in Appendix ?? of this document.

If it is not possible for the Leader to visit the site/area beforehand, the Leader must make every effort to collect all appropriate information.

He/se must be able to satisfy both the LOtCC/EVC (and where relevant the Prin-cipal) that these alternative arrangements are sufficient for a risk assessment to be made.

If it is not possible for the Leader to make an exploratory visit, a reconnaissance should be made immediately on arrival at the venue whilst the rest of the group re-main in a secure place or are supervised by other staff in an activity for which a risk assessment has been made.

If using the facilities of a contractor, e.g. school-travel specialist company, the Leader should also arrange a meeting with the local representative or manager in order that both parties can be kept fully informed and any concerns can be raised. Any points discussed should be noted in writing.

Appendix T

Telephone Tree

In the event of any problems arising during the visit, such as an earlier or later return to the Academy later than published, it is imperative that Leaders construct and circulate a “Telephone Tree” in order that information can be relayed to all concerned in the minimum amount of time and at a minimum cost to any individual.

The “Telephone Tree” should begin with a local number that parents can ring, day or night, for information in the event of an incident during the visit or advice about the time of return.

The Academy telephone number can be used between 0830 and 1600 hours Monday to Friday in term time but an alternative number should be given for use out of Academy hours.

Some parents may wish to choose not to be included on a “Telephone Tree”. However, should this be the case, it is for the parents concerned to inform the Leader of their wish. In order to prevent unnecessary personal expense, the

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onus should then be for them to contact you in order to check upon details of the visit.

Appendix U

Guidelines for Pre-Visit Meetings

Rationale

The Academy’s policy is that all overnight visits must be preceded by a meeting for at least one parent/carer and the student, and that attendance at this meeting is a condition of the student’s participation on the visit.

The reason for this is to explain in detail what arrangements will be in place for the supervision of students at all times during the trip and what expectations there will be of students with regard to general co-operation and with regard to specific matters such as smoking and drinking and use of rooms.

It is important that parents are in no doubt at all about what will happen and what rules will apply, that they have the opportunity to question staff and that they have an opportunity to object (and therefore not participate) in advance of the visit.

Pre-visit meetings also have the advantage that they enable all the paper-work and much of the administration to be completed in one go.

The LOtCC/EVC or another senior member of staff will attend all pre-visit meetings.

Guidelines for invitations

Circulate letter with date of the meeting and time, as soon as you know the names of participants. At least three weeks notice of the meeting should be given, more if possible. The more advance notice is given the less will be the difficulty with parents who wish not to attend.

Include a ‘return’ slip with the letter so that you can make alternative arrangements to see parents who are unable to attend. Parents may well find it difficult to attend an early meeting. This will be a matter for the Principal and Council to determine

The letter should include the following wording:

‘The Academy’s Learning Outside the Classroom/Educational Visits policy requires us to hold an evening meeting for students accompanied by at least one parent.

The attendance at the meeting of both the student and a parent is compulsory if the student is to be accepted as an participant on the trip.

The meeting will be on ………………………(day and date) at ……. (time) in the…………. (venue). Please bring any outstanding forms and requested information to this meeting. We expect the meeting to last approximately an hour.

Any questions you have regarding the trip can be answered at this meeting.

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Please confirm, by returning the attached slip that you intend to attend the meeting’.

Arrangements for the Meeting

Book a large enough area well in advance and inform The Premises Manager about the meeting. Check with the Premises Manager the day before the meeting. Arrive early and lay out all the paperwork.

This may include:

medical information and consent form dietary information sheet Academy alcohol, tobacco and drugs on trips policy appropriate code of conduct packing list information regarding pocket money, gifts emergency contact details.

Welcome parents as they arrive. Give them a pack of papers to be getting on with while others arrive. (If you give the papers out to students in advance of the meeting,parents will be more likely to try to avoid attendance). Collect passports, photocopyof EHIC (European Health Insurance Card), photocopy of passport, 2 passport size photographs (for trips abroad).

Check all have arrived by taking a register of students and parents.

Content of the meeting

introduce other accompanying staff. you may wish to give information about itinerary and activities if this has

not been done in advance. deal with medical information: Parents should let the staff responsible for

the visit know of all medication being taken and of potential problems - even if this information has been previously given to the Academy. In the case of exchanges, this information will need to be passed to host famil-ies. Ask for questions.

deal with the question of supervision. Tell the parents how the students will be supervised at all times, including free time and meal times. Ask for any questions.

deal with alcohol, smoking and drugs policy. If senior students are to be allowed to drink alcohol, specify what you consider to be acceptable; what arrangements you have in place for those whose parents do not want their children to drink - remembering that there may be religious consider-ations involved and that parents may regard this with extreme serious-ness. Ask for any questions.

deal with discipline, responsibility and trust. Co-operation is expected and failure to co-operate will be regarded as a serious breach of trust with ser-ious consequences (being sent back home, banning from further trips). Staff will be offended by comments from students that they are on a free holiday. You may wish to address this point in advance by thanking the staff for giving up their time to accompany a trip. Ask for any questions.

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for exchanges, deal with the question of parties - parents will value guid-ance on this as they often feel quite at sea and under pressure from their children. Talk about how not to be a mutant teenager in someone else’s house and about how to participate in a civilised way in someone else’s family. Remind students about the reasons they are doing the exchange (e.g. language skills, international friendship, rather than an extended so-cial life). Ask for any questions.

Explain what the Academy has done about safeguarding students at the host venue, and explain that all British host families may be subject to a CRB check.

Appendix V

Mobile Phones

Mobile phones may be used by students at the discretion of the Group Leader.

As in the Academy premises, students will be responsible for their own belongings.

Owing to child protection issues mobile phones should not be used for taking photographs of other persons unless permission has been obtained from the person to be photographed.

For personal safety reasons, students should be advised not to carry mobile phones in a prominent and vulnerable position. On visits abroad, the cost implications of making calls from abroad should also be pointed out to students.

Mobile phones, however, can be a vital lifeline on Exchange Visits, and their use should be considered carefully by the Group Leader.

Staff should make arrangements whereby they can be contacted at all times when the group is not under close supervision. Each student should have the contact telephone number and should know an emergency code, e.g. a word or a phrase, to be used to indicate that there is a serious problem and help is needed.

Appendix W

Emergency Procedures for Off-site Activities

In spite of good planning and organisation, there may be accidents and emergencies that require an on-the-spot response.

In the first instance the Principal should be contacted by telephone, during Academy hours and at home out of hours. If not available, the Vice Principal should be contacted.

If neither the Principal nor Vice principal be available, the LOtCC/EVC should be contacted. Details of the Academy’s Crisis policy and emergency procedures, including key telephone numbers, are available from the LOtCC/EVC.

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END of DETAILED EDUCATIONAL VISITS/LEARNING OUTSIDE THE CLASSROOM POLICY___________________________________________________________________

Appendix 16

Electrical Equipment

1. The Academy will comply with the Electricity at Work Regulations 1989.

Staff must not attempt repairs nor make modifications to electrical equipment other than those normally associated with daily operations. Any defects or malfunctions must be reported.

2. It is E-ACT policy that:

The fixed electrical installation in the Academy will be inspected and tested on a 5 yearly basis by approved electrical contractors and any maintenance to prevent danger is carried out under the supervision of the HSM.

Only electrical equipment provided by the Academy will be used. Staff must be alerted by the HSM to the dangers of defective wiring and

equipment and be encouraged to visually inspect electrical equipment before use and to report any defects immediately.

It is E-ACT policy that, where portable electrical equipment is used outdoors, a residual current devise (RCD) be used to reduce the risk of serious electrical shock. Staff must use RCD adaptors if one is not fitted into the fixed wiring and to cease using any equipment, which causes the RCD to trip.

3. Staff

Only trained and qualified persons may be allowed to work on electrical equipment.

Any contractor must be demonstrate to the HSM that he/she is appropriately qualified.

The HSM has the responsibility for ensuring that persons working on electric equipment are appropriately qualified.

4. Portable Electrical Appliances

All portable appliances must be tested in accordance with the IEE Regulations. Formal inspections/tests of portable electrical equipment will be carried out annually to identify any maintenance that is required to prevent danger. (Low risk office equipment, such as computers where the mains cables are organised to prevent damage, are unlikely to require maintenance to prevent danger and may not be included at the HSM’s discretion.)

The HSM will appoint suitably qualified staff to make checks of equipment in the school. However, all staff who use any electrical equipment are expected to check the equipment for visible defects each time the equipment is used.

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Each piece of equipment will also carry a tag recording the date of the last check and initials of the person who carried out the check.

Each time an appliance is tested an inspection certificate should be completed by the person carrying out the test. The certificate will be kept on the health and safety management system.

All frayed, torn or split flexible cords and plug tops which are cracked or have broken insulation must be taken out of commission.

Tools and equipment that are smoking, sparking or becoming excessively hot must be switched off, unplugged and removed from use. Tools and equipment that have guards must never be used with guards removed or safety features by-passed.

A suitable asset register will be prepared to record each portable appliance, and will be kept on the management system.

5. Responsibilities

The HSM will be responsible for maintaining the Portable Electrical Appliance Register, and appointing competent persons to carry out the tests.

Staff and students who bring any electrical items from home for use in the Academy must obtain the permission of the relevant member of staff. The member of staff must ensure that a ‘PAT check’ has been carried out before the equipment is used. Any equipment provided for staff or students working from home will be maintained, checked and recorded as above.

The person responsible for carrying out the PAT must ensure that certificate tags are attached to each appliance tested and logged in the management log (or method chosen by the HSM)

__________________________________________________________________ Appendix 17

Fire Safety Policy

1. Aim

to ensure that the requirements of the Fire Safety Order 2005 are implemen-ted;

to ensure the safety of staff and students and visitors in case of fire; and to set out the responsibilities of relevant staff.

2. The Legal Position

2.1 E-ACT has ultimate responsibility for health and safety in its Academies.

2.2 However, under the Regulatory Reform (Fire Safety) Order 2005 (FSO) the Principal, as the person responsible for the site must ensure that its fire safety arrangements, and in particular, fire equipment, fire notices and fire drills, are in place and up-to-date.

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2.3 The ‘ person responsible’ for the premises is responsible for ensuring the safety of the premises and the occupants. 2.4 The Academy must have a comprehensive fire safety system based on relevant risk assessments.

2.5 The Academy must have in place a comprehensive fire safety system based on relevant risk assessments, having regard to any guidance provided by E-ACT.

3. Compliance

In order to comply with the requirements of the Order the Academy will take account of government guidance..

4. Fire Safety Law

4.1 Fire safety law puts fire safety measures into seven headings:1. measures to reduce the risk of fire and the spread of fire;2. means of escape;3. ensuring the means of escape can be used effectively;4. means of fire-fighting;5. means of detecting fire and giving warning;6. arrangements for action to be taken in the event of fire, including instruction

and training, and mitigation of the effects of fire;7. other measures prescribed in fire safety regulations.

4.2 The Principal must ensure that these are covered by risk assessments and appropriate policies.

5. Policies

5.1 E-ACT requires the Academy to have in place policies that aim to:

keep the risk of fire to a minimum; safeguard all means of escape; limit the spread of fire; specify who is responsible for what; ensure that there is at least one fire drill per term at different times of the day; and ensure that the lessons from fire drills are assessed and reviewed.

These policies must be approved by the Local Governing Body.

6. Risk Assessments

6.1 Under the Order the Principal must ensure that:- ‘suitable and sufficient assessment of the risks which relevant persons are exposed to for the purposes of identifying the general fire precautions the Academy needs to take to comply with the requirements and prohibitions imposed on the Academy under this Order’.

6.2 The Local Governing Body expect the Principal to agree an appropriate system with the Fire Safety Manager (FSM)and to ensure:

that it is regularly reviewed;

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and always reviewed after an incident that requires a consideration of the evaluation of the risk; or

where there is a ‘significant’ (undefined in the Order) change in the conditions in the workplace. The Local Governing Body has delegated to the Principal the responsibility to determine whether there is a ‘significant change in the conditions in the workplace’.

7. Information for Employees

The Principal (through the FSM) must provide employees with relevant information on:

the risks to them identified in the risk assessment; the preventive and protective measures; fire escape procedures; and the name of the person(s) responsible for fire fighting and fire detection

equipment and for evacuation procedures.

8. Dangerous Substances

8.1 No activity involving a dangerous substance may commence unless the risks have been assessed, and control measures applied.

8.2 The Principal will ensure that the relevant staff (e.g. Fire Safety Manager, caretaking staff; science staff; ICT staff; maintenance staff) consider the following:

the hazardous properties of any substance(s) they are about to use; information on safety provided by the supplier; the circumstances of the work, including the type and amount of the substance(s)

and the arrangements for handling and storage (e.g. cleaning agents kept in caretakers’ stores, or chemicals used in teaching.)

maintenance activities where dangerous substances are often used, and a poten-tial for high level risk;

the effect of the measures that have been or will be taken in view of the Order; whether there is any likelihood of any explosive atmosphere occurring, and in

what places; whether there are any likely ignition sources, including electrostatic discharges,

that may become active (e.g. it would be relevant to consider where students might smoke illegally, and where and how scenery for school drama is stored, or whether staff or students bring to the Academy untested electrical equipment, all of which have caused fires in schools);

the scale of the anticipated effects; and such additional safety information as the responsible person may need in order to

make the assessment.

9. Hazards and Risks

The Fire Safety Manager (FSM) will compile and review periodically a list of potential fire hazards on the premises, and to use this as a checklist, amending it as necessary. It will include:

sources of ignition; (e.g. heating and cooking appliances, electrical and electronic equipment);

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sources of fuel (e.g. combustible or flammable materials, solvents, paper used in lessons or in exhibitions of work, furniture);

work processes – in lessons, during preparation, in maintenance and service areas, in non-teaching areas, in circulation areas; and

unofficial practices (such as students smoking).

The record will be kept on the health and safety management system.

10. Fire Safety Culture

10.1 The Principal, through the FSM, will ensure that fire safety is included in the development of a culture of health and safety amongst staff and students. Training for staff and students will include ensuring that relevant staff (and students where appropriate):

follow safe practices for handling and storing flammable materials; follow the correct procedures when using machinery and equipment; only use machinery and equipment for which they have received appropriate in-

struction; are aware of the need for warning notices to indicate any likely fire hazards; are aware of the school plan showing safety routes, fire-fighting equipment, hy-

drants, safety doors, automatic detectors, main electrical and gas switches, and any other particulars that will help fire-fighters;

plan maintenance and service work; identify any parts of the Academy that might pose particular risks because of the

structure or fittings or use. (e.g. ducting, voids, boiler rooms, under-stage and back-stage areas, storage areas, stock cupboards, preparation rooms); and

identify specific persons/students at risk (e.g. disabled pupils or anyone who needs assistance to get off the premises, staff/students working in remote areas, technicians, cleaning staff).

10.2 The FSM will contribute to the fire safety culture by ensuring that:

warning notices are posted in every room/area of the Academy; detectors and all appropriate fire fighting equipment are in place and working; warning alarms are in place and work; appropriate emergency lighting is in place, and works; all appropriate fire exit signs are in place and that routes are clear and without im-

pediments; appropriate fire doors are in place, and are properly maintained and used; all staff and students know the fire safety arrangements; all staff/students know and practice the fire drill; fire drills are carried out regularly (at least once per term, with one drill taking

place at an ‘inconvenient time such as a lunch break); and lessons learned from the drills are noted and appropriate action taken.

10.3 The risk reduction will either take the form of removing or reducing the sources of ignition, fuel or oxygen, or removing the persons on site from the fire.

11. Out of Hours Meetings and Events11.1 In the event of meetings/events taking place out of Academy hours the person in charge of the meeting is responsible for:

informing persons at the event of the evacuation procedures;

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raising the alarm; ensuring the safe evacuation of all those attending; liaising with the fire service if present; ensuring a full head count at the fire assembly point; and dismissing the gathering when it is safe to do so.

12. Lone Workers and Fire Safety

12.1 As far as is reasonably practicable no member of staff or student may work alone in any building. Staff who have the need to work beyond the building closure time should inform the HSM (or person delegated by the HSM) or the key holder for that day, and arrange for another member of staff to be present with them. Both parties should leave the premises at the same time.

12.2 The Principal will determine procedures for ensuring that no student or member of staff or contractor or any other person will work alone on the Academy premises without the HSM or Site Manager knowing that they are there, and have appropriate methods of communicating to site staff in an emergency.(The following is provided in case it is relevant for the Academy).

13. Fire safety for Public Entertainment and Other Licences

13.1 When the Academy invites members of the public to dancing, music, stage or film shows then a public entertainment, theatre or cinema licence may be required.

13.2 Shows put on by amateur dramatic societies using the facilities will almost certainly require a public entertainment licence. 

13.3 Any function at which alcohol is offered for sale will need a licence, application for which should be made to the Clerk to the local Licensing Justices.

13.4 Other licences are issued by the Local Authority and will usually impose conditions, on amongst other things:

the number of people to be present; the type of seating; the layout of the seating; the marking of emergency exits; and the provision of emergency lighting.

←14. Responsibilities

14.1 The Local Governing Body will:

ensure that the Principal takes into account the implications of the law and regu-lations;

give guidance and support to the Principal and FSM in ensuring compliance with the law;

ensure that the fire safety systems are appropriately monitored; following consultation with the Principal, will appoint a competent senior member

of staff as Fire Safety Manager (FSM); ensure that he/she is appropriately trained; and consider regular reports on fire safety from the Principal.

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14.2 The Principal will:

ensure that fire safety risk assessments, policies and fire safety systems are in place, are known and implemented;

ensure that specific arrangements are in place to meet the requirements of the Order within the Academy in line with government and any E-ACT guid-ance;

ensure that staff are kept informed of the safety management systems. ensure that there is regular liaison with the local fire service to ensure compli-

ance; liaise regularly with the FSM; and report to the Local Governing Body and E-ACT as required.

14.3 The Fire Safety Manager (FSM) duties are to:

minimise the incidence of fire (fire prevention). (This will involve good housekeeping and security); make appropriate risk assessments; determine safety management systems based on the risk assessments; be responsible for fire safety training; produce an emergency plan; conduct fire drills; (See Fire Drill Flow Chart in Appendix B) ensure that fire drills are monitored and logged, and any lessons learned are

put into practice; ensure that staff receive appropriate information and support; check the adequacy of fire-fighting apparatus and its maintenance; conduct fire safety inspections at least once per term; (see Checklist in Ap-

pendix A) make more frequent informal checks to confirm that the fire safety rules are

being followed; ensure that fire notices are displayed; seek appropriate professional advice from E-ACT, the fire service and others

as appropriate; put systems in place to ensure that fire escape routes and fire exit doors /pas-

sageways are unobstructed and doors open correctly; check fire detection and protection systems are maintained and tested and re-

cords kept; ensure close-down procedures are followed; and include fire safety in the regular health and safety reports to the Principal and

Local Governing Body.

14.4 Responsibilities of Fire Marshals

Fire Marshals will be appropriately trained and the Academy will undertake to provide marshals with regular retraining as required.

This will include the use and application of Fire Fighting Equipment. They will be trained to determine in which circumstances the use of fire fighting equipment may be appropriate, but only where there is no personal risk.Fire Marshals will be responsible for ensuring that their respective areas are cleared in the event of an entire or partial evacuation being ordered.

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Following complete evacuation Fire Marshals should ensure that no one returns to the building until cleared to do so. The Fire Marshal will report to the member of staff appointed to be in charge of the Assembly Area.

They will report any learning points (positive as well as negative) to the FSM.

14.5 Staff must know:

how to raise the alarm; action to be taken on discovering a fire; evacuation procedure; assembly area and checking of pupils; location and use of fire-fighting equipment; and location of escape routes.

All staff must ensure that fire safety notices are kept visible and report any instances where fire doors do not work or are in any way blocked.

14.6 Students

All students must know how to handle safely any material or equipment that might be inflammable.

Students must also know the action to take when the fire alarm goes off.

15. Training and Support Requirement for the FSM

15.1 The FSM will need to:

understand the fire safety legislation as it applies to the Academy; have appropriate education, training, knowledge and experience in the principles

of fire safety; have an understanding of fire development and the behaviour of people in fire; understand the fire hazards, fire risks and relevant factors associated with occu-

pants at special risk (e.g. young children, disabled pupils, or students and adults who are not familiar with the Academy layout) within the Academy;

have a basic knowledge of appropriate fire-fighting equipment and how it should be used; and

have appropriate training and/or experience in carrying out fire risk assessments and determining safety management systems.

15.2 The FSM will be the person to undertake appropriate risk assessments once he/she has undertaken appropriate training, since an Academy employee is likely to know the propensities of the students and staff in the school, and the layout and potential problems of the premises, which even the most experienced external fire safety consultant cannot have.

15.3 Where the FSM is uncertain the Principal is authorised to obtain appropriate professional help and support.

16. Recording and Monitoring

16.1 The FSM will record risk assessments and what fire safety measures have been taken to control risks.

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16.2 The FSM will record on the health and safety management system:

significant findings from the risk assessment; the safety measures and actions to be taken; the persons at risk; and arrangements for the control, monitoring and review of the measures.

17. Equal Opportunities

The Principal, through the FSM, will ensure that the needs of disabled students, staff and visitors in case of fire have been considered, and appropriate risk assessments carried out, and appropriate systems put in place.

18. Monitoring and Review

18.1 The Principal will monitor the system in liaison with the FSM.

18.2 The Principal will review the working of the policy annually and after there has been a change of use of premises, additions or alterations to the premises, changes in working practices, increase in equipment, or when there has been an incident.

18.3 The Principal will report on fire safety annually to the Local Governing Body.

184 The Local Governing Body will review the working of the policy following the Principal’s report, and will review the policy itself every two years.

18.5 The Local Governing Body will report annually to E-ACT on the working of the policy, and will review the policy at least every two years.

19. Date of next review: _________________________

Signed: ___________________ Date: ____________________Chair

Print: ___________________

Signed: ____________________ Date: ____________________Principal

Print: ______________________

Appendix A to the Fire Safety policy

Termly Fire Safety Checklist

1. Is the Academy fire safety policy up-to-date? Yes/No

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2. Does the policy include the latest fire precautions, fire appliances, guidance on fire practice, training of staff, and instructions of students? Yes/No

3. Is the FSM’s training up-to-date? Yes/No

4. Does the FSM report regularly to the Principal? Yes/No

5. Are fire-fighting appliances in the correct places? Yes/No

6. Is the equipment regularly checked? Yes/No

7. Are relevant staff trained in its use? Yes/No

8. Are students instructed in what to do in case of fire? Yes/No

9. Are fire safety notices posted in each area, and visible? Yes/No

10. Is the alarm system regularly checked? Yes/No

11. Are all fire doors signed and kept closed? Yes/No

12. Are all exit routes free from obstruction? Yes/No

13. Are fire drills held at least once per term? Yes/No

14. Is a log kept of all fire drill practices? Yes/No

15. Are lessons from fire drills analysed and acted upon? Yes/No

16. Are the health and safety management tasks completed and recorded? Yeas/No

17. Are periodic reports made to the Local Governing Body? Yes/No

18. Has the Local Governing Body reviewed the policy within the past two years? Yes/No

Appendix B to the Fire Safety policy

Fire Drill Flow Chart

The following is for guidance when determining the Academy’s procedure.

GIVING THE ALARM SIGNAL

1. Person discovering a fire rings the alarm (or shouts ‘FIRE’ as per instruc-tions)

ACTION ON THE ALARM

2a. The Principal (or person with delegated responsibility) calls the fire service and gives known details to the operator.

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2b. Simultaneously, staff and students vacate the building (as per the instructions on the Fire Drill Instruction sheet posted in all classrooms/labs/workshops and other working areas of the school) and go to the designated Assembly Area.;

2c. Simultaneously the designated Fire Marshal takes charge of the Assembly Area;

2d. Simultaneously, if the fire is a small, local fire, a trained member of staff ) is authorised to use the appropriate fire-fighting equipment to extinguish the fire;

3. The Admin Officer (or other designated person) gathers the class registers/staff list/visitor list/signing out book and takes them to the Assembly Area and operates there under the instructions of the Fire Marshal.

4. The designated Fire Marshal is responsible for actions in the Assembly Area, ensuring an orderly check.

5. The Fire Marshal will order the evacuation of the Assembly Area on the in-structions of the Principal.

AT THE ASSEMBLY AREA

6. Staff check student registers, and the persons responsible for the staff list/vis-itor list and signing out book check the lists for persons present;

7. Each member of staff reports to the Fire Marshal on completion of the check;

8. If anyone is missing the Principal (or FSM if the Principal is not present) must determine what action to take;

9. The FSM liaises with fire service on arrival and takes instructions from the fire chief;

10. The Principal or FSM (in liaison with the fire chief) determines whether it is safe for staff and pupils to return to work, or whether to move the staff and pu-pils further away.

11. The Fire Marshal will control the Assembly Area and will act on the Principal’s instructions (or FSM if so designated).

AFTER THE EVENT

12. As soon as practicably possible The Principal or FSM informs E-ACT and Chair of the Local Governing Body

13. The Fire Marshal(s) make a verbal followed by written report to the FSM;

14. The FSM makes a report to the Principal on the event and the Academy’s re-sponse;

15. The Principal, FSM and Leadership Group will discuss lessons learned, and determine any action to be taken;

16. The Principal will inform the Chair of the Local Governing Body and E-ACT of the event, and the Academy’s response.

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___________________________________________________________________

Appendix 18

First Aid Policy

1. Introduction and Aims

1.1 E-ACT is required by health and safety legislation to have a first aid policy.The Academy will determine its procedures in line with this policy.

1.2 The aims of the policy are to:

ensure that the Academy has adequate and appropriate equipment, facilities and procedures to provide appropriate first aid;

ensure that the Academy’s first aid arrangements are in line with E-ACT’s policy;

ensure that the first aid arrangements are based on a risk assessment of the Academy’s likely requirements.

2. Responsibilities

2.1 E-ACT is responsible for: ensuring that the Academy has an appropriate policy; ensuring that the Academy provides sufficient funding for first aid provision; ensuring that the Academy has access to appropriate guidance on first aid is-

sues; receiving and considering reports from the Academy; and reviewing the policy at least every three years.

2.2 The Local Governing Body has the general responsibility for all Academy policies.

The Local Governing Body must have regard to the E-ACT policy in making and implementing its policy and procedures..

2.3 The internal management responsibility for first aid is delegated to the Principal.

2.4 The Principal is responsible for:

developing and reviewing detailed procedures; ensuring that staff, students and parents are aware of the Academy health

and safety and first aid policy and procedures.

2.5 The Local Governing Body will appoint a competent person to be in charge of first aid provision, who will:

ensure that the first aid provision is adequate and appropriate; carries out appropriate risk assessments in liaison with the Principal;

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ensures that the number of first aiders/appointed persons meets the as-sessed need;

ensures that the equipment and facilities are fit for purpose; ensures that all staff know the procedures for calling for first aid, and their du-

ties towards any person requiring first aid; and regularly keeps the Principal informed of the implementation of the policy;

2.6 Staff

E-ACT employees’ conditions of employment do not include giving first aid. Staff may, however, volunteer to undertake first aid tasks. Certain support staff may have the giving of first aid as part of their contract. They must be appropriately trained.

2.7 However, all staff in charge of students (including volunteer staff) must use their best endeavours at all times, particularly in emergencies, to secure the welfare of the students in the same way that parents would be expected to act towards children.

2.8 Trained staff may take action beyond the initial management stage. Other staff must provide aid only to the level of qualification or competence they possess.

2.9 If First Aid is required staff must not move the patient. A First Aider must be summoned.

3. Duties of a First Aider

3.1 A First Aider must:

complete an approved HSE training course; give immediate help to casualties; and ensure that when necessary an ambulance or other professional medical help

is called.

3.2 First aiders and appointed persons will be expected to follow any appropriate E-ACT or government guidance.

4. Number of First Aiders/appointed persons:

Guidance on the numbers of first aiders is given in Appendix A.

(The Academy should check Appendix A and put in appropriate numbers – and names.)

5. Appointed Persons

5.1 Appointed Persons are not first aiders.

5.2 They:

take charge when someone is ill or injured; look after the first aid equipment; and ensure that medical help is called when necessary.

They should not give first aid treatment for which they are not trained.

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5.3 The Academy will, however, ensure that they are trained in coping with emergencies. The training will include:

what to do in an emergency; and in particular cardiopulmonary resuscitation; what to do for the unconscious casualty; and what to do for a wounded or bleeding person.

6. Number and Location of First Aid Containers

6.1 The minimum first aid provision is:

a suitably stocked first aid container; (see Appendix B) an appointed person in charge of first aid; information for employees on first aid arrangements; arrangements for off-site activities; and out-of-school hours provision e.g. lettings.

7. Risk Assessments

7.1 The person responsible for First Aid must make suitable and sufficient risk assessments in the Academy to determine any extra provision required over and above the minimum provision.

7.2 The risk assessments must also cover the risks to employees and also any non-employees who may come into the Academy.

8. Insurance

E-ACT has procured insurance arrangements that provide appropriate cover for claims arising from actions of staff acting within the scope of their employment.

9. Training

9.1 The Academy will provide adequate and appropriate training for first aid staff and appropriate information for all staff to enable them to carry out their duty of care.

9.2 The Local Governing Body will ensure that there are sufficient trained members of staff to meet statutory requirements and the assessed needs, allowing for staff who are absent or off-site.

10. Guidance

National guidance is provided in the government’s document ‘First Aid in Schools’. Access to appropriate guidance can be made via the health and safety management system.

11. Equal Opportunities

11.1 The Academy will take particular care with the first aid provision for its disabled staff and pupils.

11.2 Appropriate risk assessments will be done by the person in charge of first aid, and suitable provision will be made in liaison with the Principal.

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12.Monitoring and Review

12.1 Monitoring of the first aid arrangements will be done via the health and safety management system.

12.2.The Principal will review the first aid needs and arrangements annually, and will ensure that the appropriate level of first aiders/appointed persons are in post, and that the appropriate standard are met.

12.3 The Local Governing Body will receive an annual report from the Principal and will review the policy every three years.

12.4 The Local Governing Body will report annually to E-ACT on the working of the First Aid arrangements or as required by E-ACT.

12.5 E-ACT will review the policy every three years.

13. The Date of the next review is: ___________________________

Signed: _______________________ Date: __________________Chair

Print: _______________________

Appendix A to First Aid policy

Number of First Aid Personnel

There are no national rules on exact numbers. The Academy will make a judgement based on local circumstances, having considered likely risks to staff, students and visitors.

The Academy will have regard to any advice from E-ACT.

The Health and Safety Executive (HSE) recommends:

- in low risk places including normally schools – 1 first aider to every 50 to 100 employees. In this Academy the ratio is 1 to every 50/100 pupils;

- In a medium risk place, which might include some special needs and spe-cialist engineering Academies - 1 first aider for every 50 employees.

The Academy will amend these to the actual number it requires in its circumstances but will be no lower than the HSE recommended numbers;

The Academy will also take into account the need for adequate cover at breaks and lunchtimes, during practical lessons and PE and Games activities, and on off-site activities.

Wherever practicable the Academy will train lunchtime supervisors in first aid.

Appendix B to the First Aid policy

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First Aid Boxes

The first aid boxes will be located as agreed by the HSM in liaison with the principal.

All staff should know where the first aid boxes are kept.

The boxes must contain a ‘sufficient quantity’ of first aid material and nothing else.

The Academy requires the following items to be in the box as a minimum.

Minimum for 51-100 employeesGuidance card 1Individually wrapped sterile adhesive dressings 40Sterile eye pads, with attachment 6Triangular bandages 6Sterile coverings for serious wounds (where applicable) 6Safety pins 12Medium size, sterile unmedicated dressings 10Large, sterile unmedicated dressings 6Extra large, sterile unmedicated dressings. 6

The person in charge of first aid in liaison with the HSM will determine whether there should be more than the minimum items.______________________________________________________________

Appendix 19

Legionalla Bacteria

The HSM is responsible for ensuring that:

arrangements are in place for checking the safety of water in the Academy; any control measures identified in surveys are put in place; regular inspections in line with HSE recommendations are carried out; appropriate remedial work is carried out to prevent contamination, and

prevent stagnant water gathering in dead legs of pipework etc; staff are kept informed of any incidence of legionella bacteria; and an inspection record is kept on the management system.

__________________________________________________________________

Appendix 20

Lettings and Extended School Activities

The Academy will have in place a contract for hirers that will cover health and safety aspects during the letting.

The HSM is responsible for co-ordinating lettings of the premises in accordance with the contract and any guidelines from E-ACT, and the Academy’s own policies.

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Where use is sought of specialist equipment or fittings a suitable qualified person must be available to supervise such use and no equipment or fittings will be removed or adjusted without previous approval from the governors.

The Site Manager (or other nominated person) is responsible for checking that the premises are left in a safe and reasonable order by others before locking up.

When the premises are used for purposes not under the direction of the Principal then the HSM will ensure that the principal person in charge of the activities will be responsible for implementing all safe practices as required by the contract.

The HSM must seek to ensure that hirers, contractors and others who are working on or hiring the Academy premises conduct themselves in such a manner that all statutory and advisory safety requirements are met at all times.

When the Academy premises or facilities are being used out of Academy hours for an Academy sponsored activity, the organiser of the activity, even if an employee, will be treated as a hirer and will comply with the requirements of the contract.

All hirers, contractors and others using the Academy premises or facilities must familiarise themselves with the relevant parts of this policy, comply with all safety directives of the Local Governing Body and ensure that they will not without the prior knowledge of the Principal:

a) introduce equipment for use on the school premises;b) alter fixed installations;c) remove fire and safety notices or equipment;d) take any action that may create hazards for persons using the premises

at that time, or staff or pupils of the school at a later time.___________________________________________________________________

Appendix 21

Lone Workers

E-ACT’s policy is that each Academy should make its own risk assessment and risk management for staff and students who come into the Academy, or stay in the Academy, in areas where there are no other members of staff in the vicinity. The assessments and management should take into account the particular circumstances of the Academy.

As far as is reasonably practicable no member of staff or student may work alone in any building. Staff who have the need to work beyond the building closure time should inform the HSM (or person delegated by the HSM) or the key holder for that day, and arrange for another member of staff to be present with them. Both parties should leave the premises at the same time.

The Principal will determine procedures for ensuring that no student or member of staff or contractor or any other person will work alone on the Academy premises without the HSM or Site Manager knowing that they are there, and have appropriate methods of communicating to site staff in an emergency.

Arrangements for registering and supervising the persons working alone should form part of the risk assessment, along with the provision of appropriate alarm systems.

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The policy will be set out in staff handbooks and brochures for students, and should also be prominently displayed in staff and student areas.

Part-time staff (especially cleaners and volunteers running activities should receive clear guidelines on working alone.

The Principal will require reports on how well the arrangements are succeeding.___________________________________________________________________

Appendix 22

Manual Handling

The Academy aims to provide safe working procedures and to comply with the Manual Handling Operations Regulations 1992.

Responsibilities:

The HSM will ensure that:

a suitable and sufficient assessment of the Manual Handling Operations for the purpose of assessing the health and safety risks is carried out whenever necessary;

all staff in charge of manual handling operations know their responsibilities; Lifting equipment will be regularly maintained, inspected, and certificated,

(This will be carried out as stated in the LOLER Regulations.) all operators of lifting equipment (i.e. Fork lift trucks, pulleys) are properly

instructed and trained in there use, and their training documented, monitored and reviewed;

suitable and sufficient training is provided as necessary; and all staff are informed not lift loads that are heavy, bulky, unwieldy, difficult to

grasp, unstable, unpredictable or unsafe (i.e. sharp) without a task-specific risk assessment to identify special hazards, appropriate equipment and suitable training.

_____________________________________________________________

Appendix 23

Mini Bus and Use of Private Transport Policy

The term ‘Transport Manager’ is used throughout for ‘the person with responsibility for the minibus.’ We believe it endows the post with more authority, but the Academy can use its own terminology. 1. Aims

to set out the various responsibilities for the management of the Academy mini buses;

to explain the policy for purchasing and managing the Academy transport; to confirm who is allowed to drive Academy transport; and to set out the policy on use of private transport for Academy activities.

2. Responsibilities

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2.1 E-ACT is responsible for:making and reviewing the policy.

2.2 The Governing Body is responsible for:

making local arrangements having regard to the E-ACT policy; sanctioning the purchase of mini buses; approving a maintenance garage; receiving reports from the Principal on the working of the policy; and making recommendations to E-ACT on the working of the policy.

2.3 The Principal is responsible for:

appointing an Academy Transport Manager (TM) (Or whatever system the Academy may already have.)

ensuring that the TM is appropriately trained and/or experienced; ensuring that the Academy policy is known by:

Governors; Staff; Parents; and Students.

ensuring that the policy is implemented; agreeing with the TM appropriate management and booking systems receiving reports from the TM on the progress of the policies and arrange-

ments; formally agreeing which employees are allowed to drive school transport; and reporting any incidents to the Local Governing Body.

2.4 The Transport Manager (TM) is responsible for:

drafting appropriate policies and procedures as required by the Principal; setting up and maintaining appropriate vehicle management and booking sys-

tems including: the checking of licences; maintenance of vehicle logs; liaising with persons booking the transport; and ensuring that the relevant Journey Report forms are

completed and kept. ensuring that the servicing and maintenance schedules are completed satis-

factorily as per the manufacturer’s guidance and legal requirements, and on time;

ensuring that vehicle licences, tax and insurance is in place at the right time; ensuring that all drivers hold appropriate and ‘clean’ driving licences for the

type of vehicle they will be driving, and that all drivers have held a full driving licence for at least three years;

training all drivers to drive the specific school vehicles and know the school policy on:

pre-use checks; vehicle and driver logs; load carrying for the particular vehicle; and driving limits.

oversight of the school’s policy on driving personal transport on school busi-ness..

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2.5 Academy Drivers

2.5.1 All drivers of Academy transport must be qualified to do so, and be approved under the Academy’s arrangements.

2.5.2 As soon as practicable all Academy minibus drivers must have completed the MIDAS training course i.e:

MIDAS or Accessible MIDAS-qualified to drive a minibus; have a valid driving licence and, in the case of E-ACT employees, hold at least an ‘authorisation to drive’ certi-

ficate.

2.5.3 All Academy drivers will be under the line management of the TM, and must abide by the policies and rules laid down by the Academy.

2.6 Academy drivers are responsible for:

following the Academy’s policies and systems; liaising with the person who has booked the vehicle and the TM as appropri-

ate; maintaining the vehicle and driver log (and tachograph if fitted) as required; making the required pre-use checks and initialling the checklist; ensuring that the loading capacity and passenger numbers are not exceeded; knowing and following the Academy’s policy on driving times and limits; ensuring that all passengers know the safety requirements (e.g. seat belts)

and required behaviour en route; ensuring that the passenger list and contact details are left with the appropri-

ate person in the Academy; ensuring that the appropriate person in the Academy knows the destination

and, if possible, the route and the timings; and ensuring that the person booking the vehicle signs the Journey Report form at

the end of the journey.

2.7 Persons Booking the Vehicle are responsible for:

following the Academy policy; liaising as appropriate with the TM and driver; ensuring that the driver knows and implements the policy; making a Journey Report on the Academy form at the end of the journey; and reporting any incidents or any other useful information to the TM.

3. Purchasing Academy Vehicles

All purchases of Academy vehicles will be through a contract negotiated by the Academy, approved by the Local Governing Body.

4. Servicing and Maintenance

4.1 All Academy vehicles must be serviced and maintained strictly according to the manufacturer’s service and maintenance schedule.

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4.2 The servicing and maintenance must be carried out by garages approved by the Local Governing Body.

4.3 Daily and Weekly Maintenance checks will be carried out by a named member of the Academy staff competent to do so, or an external contractor approved by the Local Governing Body.

4.4 The checker must pay particular attention to the legal requirement that the vehicle is in a roadworthy condition. The following must be checked at regular times laid down by the TM:

fuel system; seat belts; steering; mirrors; brakes; tyres; lights; indicators; exhaust emissions, and any other functions determined by the TM.

4.5 The Transport Manager will keep an up-to-date maintenance log

4.6 Pre-Use checks must be made before each journey under arrangements made by the Transport Manager. A list of pre-journey checks will be kept in the vehicle or in a readily accessible place in the Academy.

The driver must initial the checklist on completion of each pre-use check.

The checklist will be scrutinised at least once weekly by the Transport Manager.

All Academy drivers must be aware that the driver is responsible in law for ensuring that the vehicle is roadworthy before starting the journey.

5. Who may drive Academy vehicles

It is E-ACT policy that all drivers of Academy vehicles must be E-ACT employees (or others approved by the Local Governing Body), and:

have held a full driving licence for three years or more; hold a clean driving licence appropriate for the type of vehicle they are driving

(3 penalty points may be accepted by authority of the Principal); have satisfied the TM that he/she is competent on the Academy’s own

vehicle; and have satisfied the TM that he/she has full knowledge of the Academy’s

policies and procedures for vehicle management, booking and driving.

6. Fitness to Drive (This is based on the EEC regulations on PSV driving hours)

6.1 No driver of an Academy vehicle must drink alcohol while driving or in charge of a vehicle or who is over the permitted alcohol limit prior to driving.

6.2 On all journeys drivers must take a break of at least 30 minutes after every three hours of driving.

6.3 Where the journey is more than 24 hours Academy drivers must take a daily continuous rest period of not less than 12 hours in addition to the 30 minutes after every three hours.

6.4 For longer journeys (e.g. where the vehicle is used on field visits or visits abroad) the TM will ensure that the driver(s) know the current regulations. (go to www.minibuswebsite.com for a copy of the regulations.)

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6.5 The Principal in liaison with the TM will determine whether a particular journey requires two drivers.

6.6 Vehicle and driver logs must be up-to-date and will be checked by the TM who has the authority to stop a driver from driving for any reason until the Principal has made a decision on his/her fitness to continue driving.

7. Equal Opportunities

7.1 The Academy will have regard to the need to ensure reasonable access to Academy curriculum and facilities for students and employees with disabilities.7.2 The Academy will take account of other needs of disabled passengers (e.g. vision and hearing impaired and other physically impaired passengers).

7.3 Reasonable adjustments will be made by authority of the Principal to ensure that disabled passengers are able as far as is reasonably practicable, to have the benefits of using the transport provided.

8. Private Cars

8.1 The Academy accepts that there may be times when it is necessary for staff to use their own cars on Academy business and for students to travel in staff/parent/ or other student vehicles, and possibly for some senior students to drive their own vehicles on their own or carrying other students.

8.2 On each of these occasions the Principal or his/her nominee must give his/her personal approval; for the arrangement having satisfied him/herself that the vehicle is properly taxed, and is comprehensively insured for carrying passengers on Academy business, and that the driver holds an appropriate, full and clean driving licence.

8.3 The Principal or his/her nominee must ensure that: the owner of the car has given consent to it being used for the purpose and

with the named driver; the car is taxed and insured appropriately; the parents/carers of any passengers know the details of the arrangement

and have given consent to the student being a passenger in the vehicle (ex-cept in an emergency when the Principal or his/her nominee may give his/her permission).

8.4 Volunteers Using their own Vehicles:

Group leaders who want to use volunteers to help transport group membersmust make sure that:

they are aware of their legal responsibility for the safety of the persons in their vehicle;

hold the appropriate licence; are CRB checked; and conform with any Academy requirements .

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Staff and volunteers should not be left in sole charge of children or vulnerable adults, and the group leader should arrange a central dropping-off point for all group members rather than individual home drops.

8.5 The Transport Manager will be responsible for the Academy’s policy and its implementation.

9. Monitoring and Review

The Principal with the aid of the TM will monitor the policy and arrangements and will report on progress annually to the Local Governing Body.

Signed: ________________________ Date: _______________Chair

Print: ________________________

Appendices A to C are for guidance to the Academy. E-ACT recognises that Academies may have their own tried and tested forms.

APPENDIX A to the Mini Bus Policy

Notes for the Managers and Drivers of an Academy Vehicle

1.1 Roadside Checks

If you drive a minibus and you are found to be breaking the rules at a roadside check, you could find yourself with a Fixed Penalty Fine.

These tough measures apply to drivers of all minibuses, buses, coaches and other vehicles whether driven by volunteers or professionals.

Enforcement officers (The Vehicle and Operators Services Agency VOSA is one of the enforcement agencies) or the police who discover vehicle defects including other offences such as exceeding the drivers’ hours limits or overloading will have the power to issue offending drivers with a Fixed Penalty notice rather than attending court. NB that it is the driver who will be the offender.

Responsibility for the minibus rests ultimately with the driver, so the driver may collect penalty points on their driving licence as well as incurring financial penalties.

So how can the driver avoid these penalties? VOSA estimates that over 30% of mechanical defects can be easily identified by the driver undertaking a statutory walk around check, either before the day’s travel or during the course of the journey.

Everyone who uses a minibus on the road is required to keep it in a roadworthy condition. The following will be inspected at a roadside check:

fuel system; seat belts; steering; mirrors; brakes; tyres; lights and indicators; and emission tests, which are carried out using equipment similar to that used in MOT garages.

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If the vehicle has a serious defect a ‘prohibition notice’ can be issued barring the driving of the vehicle on the road. For very serious defects the ban can be immediate. For les serious defects the ban can be delayed for up to 10 days.

Serious defects can also result in court action.

To find out how not to break these rules and avoid these fixed penalty notices find out more through the minibus website: "http://www.minibuswebsite.com/htm/minibus_road_safety.htm” Minibus road safety section.

1.2 Section 19 Permits

Most schools/Academies operate minibuses under a section 19 permit, allowing them to collect fares and contributions from pupils on a not-for-profit basis. This permit also allows certain drivers with standard car licences to drive these minibus under these conditions.

However, VOSA says that there are a number of private schools which because of their private business status, operate their minibuses on a commercial operator's licence. This type of operation would exclude the driving of minibuses on a standard car licence. If you want to check the school’s driver status go to: http://www.minibuswebsite.com/htm/legally_drive_a.htm

If the Academy operates the minibus on a section 19 permit or otherwise you should consider these questions:

How can I tell the difference between a commercial operated minibus from one operated under a section 19 permit?

First, ask the person responsible for the running of the minibus (the Transport Manager) or look in windscreen of the minibus just above the tax disc where you should see another similar sized disc.

If this disc is either blue, green or orange the minibus is operated commercially.

If the disc is white, the minibus is operated under a section 19 permit.

1.3 Legislation on Minibus Speed LimitLegislation now in place will see many of the existing laws and restrictions which previously related to just larger buses and coaches now apply to minibuses. Changes which include the fitting of a speed limiter equipment to certain minibuses restricting a new top speed of 62mph, (100kph), an outside lane ban on motorways, and a new national speed limit for minibuses are now in place. The law insists that all those who drive and own minibuses must comply.

APPENDIX B

MINIBUS LOGS

There are many ways of designing vehicle logs. Below are some normal templates.

A. Vehicle Log

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Registration Number: _______________ Make and Model: ________________

Date of Purchase: _______________ Where Purchased: ________________

Vehicle Tax Date: _______________ MOT Date: ________________

Insurance Renewal: _______________ Name of Insurer: ________________

Tax/Insurance checked: ______________ Servicing Dates: ________________

Date Replaced: ______________________

Date Service Mileage Garage

POL

ExhaustEmission

Comments

___________________________________________________________________

B. Vehicle Journey Log

Vehicle Registration Number: ________________________________

Date Journey

Driver Staff i/c

Group Destination Mileage at start

Mileage at end

Stops Fuel

___________________________________________________________________

C. Driver Log

Name: ______________________ Position: ___________________

Licence Details Checked: ____________ By whom: __________________(Copy of Licence kept in secure file)

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Minibus Test Passed/Renewed: ____________________________

Date Vehicle Journey Group Destination Miles

Time Out

Time In

Stops

D. VEHICLE PRE-JOURNEY CHECK LIST

Date: ………………………………….. Vehicle Registration:……………………………

Driver: ………………………………… Destination: …………………………….

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Mileage Depart: ……………………… Mileage Return:………………………

Fuel Status on Departure: Empty: Quarter: Half: Three Quarters: Full:

The Following have been checked and any problems reported:Any Damage to the vehicle must be reported immediately and logged on this form

Outside the vehicle

FuelFuel CapLightsReversing LightsRear Fog LightsDoor LocksTyre ConditionMirrorsReversing Lens

Passenger Safety

Seat beltsDoor Locks

Emergency Kit

First aid KitFire ExtinguisherEmergency ExitsMobile Phone/radio

Paperwork

Tax DiscPermit Disc

EXTRA MILAGE

Start …………. Finish…………. Signature:………………Appendix C

Child Car Seats

Guidance notes available

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Status Indicators

FuelOilHandbrakeDirection Indicators

_ Hazard WarningSpeed Limiter

Driver’s Seat

Seat adjustment controlsMirrorsVentilation/Heating

Breakdown

Breakdown/Recovery service Doc

The Controls

Rear fog lightsFoot PedalsLights (side/dip/full beam)HornIndicatorsHazard WarningReversing BleeperWindscreen WipersWindscreen WashersChoke/starting procedure.

For information on child car seats, please click on the following link:http://www.childcarseats.org.uk/index.htm

Carrying other people’s children . This link provides advice about child car seats and seat belts for any who transports other people’s children in a car, taxi, coach or bus.

_______________________________________________________________

Appendix 24

Mobile Phones

E-ACT takes the view that the use of mobile telephones when driving, even when using a ‘hands-free’ kit, is dangerous, taking concentration away from the job in hand i.e. controlling the vehicle.

The Academy’s policy is that no member of staff should use a mobile telephone whilst driving on Academy business. Any person prosecuted for such an act may be subject to disciplinary action.

Mobile telephones should only be used in vehicles, whilst the vehicle is stationary, parked with the engine off. This includes the use of a ‘Hands Free’ kit.

Calls should neither be made nor answered when the vehicle is in motion, unless someone else is driving.

On the Academy site staff may use mobile phones in accordance with the Academy’s policy.

Staff are expected to respect the quiet and privacy of areas such as - common room areas, library, teaching areas.

The Academy will determine its own policy on students using mobile phones._____________________________________________________________

Appendix 25

Noise

The Academy has a legal duty to monitor noise levels and to keep noise within the legal limits.

The Academy will from time to time assess noise levels.

The first aim will be to reduce noise at source.

The Academy will also ensure that ear protection is freely available where required.E-ACT’s policy is that new tools and equipment purchased and used by staff must have noise reduction features built into the design.

Responsibilities:

The HSM will train as the ‘Competent Person’ under the Noise regulations.

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The HSM in consultation with the relevant Head of Department will decide if a noise assessment is required, and will carry out the assessment jointly.

The HSM is responsible for ensuring that where the noise is above the accepted level, measures are taken to reduce the level.

The HSM will establish as accurately as possible noise levels around the Academy, and the length of exposure.

In particular, the HSM will assess any risks arising from:

construction activities on the site; grounds maintenance equipment; staff working with reprographic and printing equipment; kitchen equipment; use of music and other electronic equipment; any other identified sources of noise;

and will make arrangements for the control of the risks identified.

The HSM is also responsible for training Heads of Department and other relevant staff in the unacceptable levels of noise and how to deal with them.

The HSM will record on the management system all actions taken and will note future actions

The HSM will report on actions taken to the Principal.

The Principal will report in the annual report to the Local Governing Body.

Appendix 26

PE and Games Policy

The Academy will ensure that an appropriate policy is agreed and implemented, based on the Template for a Departmental Policy in Appendix 1.

___________________________________________________________________

Appendix 27

Personal Protective Equipment (PPE)The Academy recognise that the Personal Protective Equipment at Work Regulations 1992 clearly state that Personal Protective Equipment should only be used when risks cannot be avoided or sufficiently reduced by other preventive measures or through work re-organisation. All PPE issued must be stored as per the manufacturer’s specification.

Responsibilities:

HSM

The HSM will ensure that:

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relevant Heads of Department have appropriate systems for determining the requirement for PPE;

provide a sufficient supply of PPE where required; all staff are suitably trained in the correct use and maintenance of their PPE;

and suitable records are kept (e.g. on the health and safety management system.)

Heads of Department

Heads of Department will ensure that:

all staff in their charge comply with the policy and directions.

Staff

It is the legal duty of employees and subcontractors:

to comply with the policy and directions; and not to alter or misuse any Health and Safety equipment, including PPE,

supplied for their safety.___________________________________________________________________

Appendix 28

Pregnant Staff and New Mothers

Under the Management of Health & Safety at Work Regulations 1999 the Academy will ensure that risk assessments are carried out and suitable controls are put in place.

Risk Assessments will identify any hazards being detrimental to new or expectant mothers. Examples are given on the health and safetymanagement system.

As soon as a pregnant or a new or nursing mother notifies the Principal, all activities being undertaken will be reassessed on a regular basis throughout the condition.

Hazards identified will be controlled or exposure reduced to a level no higher than the level of risk to be expected outside the workplace. The expectant mother must consult with their own doctor, and let the Principal know what the medical opinion suggests.

The Dangers

1. Working with hazardous substances2. Stressful environments3. Movement around the site4. Inherent risks in certain departments e.g PE, Science5. Manual Handling6. Confined working space7. Infectious diseases8. Using an unsuitable workstation

Responsibilities:

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The HSM is responsible to the Principal for:

assessing the risks in co-operation with the employee; agreeing an appropriate risk management programme; and arranging for appropriate monitoring and review of the programme.

The member of staff is responsible for:

obtaining relevant medical advice; agreeing an appropriate system of risk control with the HSM; and informing the HSM of any problems as soon as possible.

___________________________________________________________________

Appendix 29

Safeguarding Students and Missing Student Policy

The template below is the approved policy of the E-ACT Board. E-ACT accepts that Academies may wish to continue to follow Safeguarding policies that they have already developed. Academies may do so as long as they submit their policy for approval by the E-ACT Board.

1. Aims of the policy:

1.1 The Academy fully recognises its responsibilities for safeguarding students/child protection.

1.2 The aims of the policy are to:

ensure that there are effective procedures in place to deal with any safe-guarding issues, which may arise;

ensure that the Academy develops and implements policies and procedures in accordance with this policy;

assist staff to work safely and responsibly and to monitor their own standards and practices; and

set out the various responsibilities.

1.3 Principles Underpinning the Aims

the welfare of the student is paramount; it is the responsibility of all adults who work with students to safeguard and

promote the welfare of students; staff are responsible for their own actions and behaviour and should avoid

any conduct which lead any reasonable person to question their motivation and intentions;

the same professional standards should be applied regardless of culture, gen-der, language, racial origin, religious belief and/or sexual identity; and

staff should continually monitor and review their practice.

2. Contents of the Policy

There are five main elements to the policy.

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to ensure safe recruitment in checking the suitability of staff and volunteers to work with students;

to raise awareness of safeguarding students/child protection issues and equip students with the skills needed to keep them safe;

to develop and then implement procedures for identifying and reporting cases, or suspected cases, of abuse;

to support students who have been abused in accordance with his/her agreed protection plan; and

to establish a safe environment in which students can learn and develop.

3. Staff Recruitment

3.1 The Academy will ensure that each appointment panel has at least one member trained in safe recruitment techniques according to current government guidance.

3.2 All applicants will be vetted. Applicants’ personal details set out on the application form will be verified, and qualifications checked.

3.3 All applicants’ criminal records will be checked in accordance with government guidance, currently contained in the guidance ‘Safeguarding Children and Safe Recruitment in Education.’

4. Safeguarding Students on site and on Authorised Off-site Visits

The Academy recognises that:

the safety and protection of students is of paramount importance; students can develop a special and close relationship with Academy staff, and

view them as significant and trustworthy adults; students if they have been abused may confide or disclose sensitive information

to a teacher or other member of staff; staff are in a unique position to notice any change in demeanour or circum-

stances. There is the opportunity to notice injuries, marks or bruises when stu-dents are doing P.E., games or swimming which might indicate he/she has been abused; and

the Academy must take account of the government guidance in Safeguarding Children and Safer Recruitment in Education, and follow the procedures laid down in that document.

5. Allegations of Abuse

5.1. When a member of staff suspects that any student may have been subject to abuse, or a student has suggested that abuse has taken place either to themselves or another student, the allegation must be reported immediately to the Designated Teacher for Safeguarding Students.

5.2 The Designated Teacher will deal with the allegation in accordance with agreed procedures.

6. Allegations against Staff

6.1 The Academy will determine its policy for responding to allegations of abuse of a student made against members of the staff.

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6.2 Any allegation of staff abuse must be reported to the Nominated Governor.

6.3 Such allegations must also be reported to the Director of HR in E-ACT.

7. Support

7.1 Students and families

The Academy may be the only stable, secure and predictable element in the lives of students at risk.

Therefore, the Academy will endeavour to support students through:

The curriculum to encourage self-esteem and self-motivation; The Academy ethos, which promotes a positive, supportive and secure envir-

onment and which gives all students and adults a sense of being respected and valued;

The implementation of Academy behaviour management policies; A consistent approach, which recognises and separates the cause of the be-

haviour from that which the student displays; Regular liaison with other professionals and agencies who support students

and their families; A commitment to develop productive, supportive relationships with parents,

whenever it is in the student’s interests to do so; and The development and support of a responsive and knowledgeable staff group

trained to respond appropriately in child protection situations.

7.2. Staff

Receiving a disclosure or observing signs of abuse can be very distressing. The Academy will determine arrangements to enable staff to discuss their feelings with the designated teacher or other appointed senior member of staff, if they wish to do so.

Members of staff may be asked to attend a safeguarding student case conference for which they should provide a report. Staff involved will be helped by the Designated Teacher to provide relevant information.

Any member of staff who is concerned about involvement in child protection / safeguarding students issues can discuss the matter with the Principal.

8. Staff Conduct

8.1 Staff are expected to adopt a high standard of personal conduct in order to maintain the confidence and respect of colleagues, student and parents.

8.2 Staff should be aware that safe practice also involves using judgement and integrity about behaviour in places other than work.

8.3 No student should be in or invited into the home of a member of staff unless the reason has been firmly established and agreed with parents and the Principal.

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8.4 Any giving of gifts and reward should only be part of an agreed policy for supporting positive behaviour, and should be part of an agreed plan sanctioned by the Principal or a senior member of staff with delegated responsibility.

8.5 Students in exploring the digital world face safeguarding risks. Staff working in this field must ensure that they have established safe and responsible online behaviours.

8.6 There are circumstances where staff working with students displaying extreme behaviours can legitimately intervene by using restrictive and non-restrictive physical interventions. In such circumstances staff must adhere to the Academy’s policy and procedures.

8.7 Where students are in some distress and need reassurance some physical contact may be necessary. Staff must use their professional judgement in comforting students in an age-appropriate way while maintaining clear professional boundaries. At all times staff must adhere to the Academy policy and to seek guidance if in doubt. Staff must never touch a student in a way which might be considered indecent or inappropriate and not assume that all students seek physical comfort if distressed.

9. Listening to students

The following is for guidance.

9.1 The Academy recognises the importance of listening to students at all times, particularly when they are distressed, worried or concerned. It is appreciated that at times students may feel stressed and confused. The Academy will identify quiet areas and provide the opportunity to students to take respite from the normal day when necessary.

9.2 All staff will be made aware that students who are not known to be the subjects of concern may, however, be experiencing ill treatment, neglect or abuse. This means that staff should be aware of the need for sensitivity when dealing with students at all times.

9.3 The Academy recognises that students who are distressed through experiences outside the classroom may be less able to achieve their potential. While it is clear that such students need firm boundaries, staff must take into account the student’s distress when managing behaviour.

9.4 If a student confides in a member of staff and requests that the information is kept secret, it is important that the member of staff tells the student sensitively that he/she has a responsibility to refer the matter to the Designated Teacher for the student’s own sake. At the same time, the student should be reassured that the matter will be only be disclosed to the Designated Teacher, who will then decide on appropriate action.

10. Confidentiality

10.1 Staff have the professional responsibility to share relevant information about the protection of students with other professionals particularly investigating agencies under the guidance of the Designated Teacher.

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10.2 Staff who receive the information about children and families in the course of their work must pass this on to the Designated Teacher.

10.3 Safeguarding student/child protection records must be kept securely locked. The storing and processing of such information is governed by the Data Protection legislation. The Academy should give clear advice to staff on their responsibilities under this legislation.

10.4 The Academy regards personal information about all students and their families as confidential. All staff will aim to maintain this confidentiality. All records relating to child protection/safeguarding incidents will be maintained by the Designated Teacher and only shared as is consistent with the law relating to the protection of children..

10.5 There are some circumstances where a member of staff may be expected to share information about a student, e.g. where abuse is suspected. In such cases staff have a duty to pass on the information without delay to the designated person.

10.6 Where a member of staff is in doubt about whether to share information he/she should seek guidance from the designated person.

11. Working with Parents

Parents play an important role in protecting their children from abuse. The Academy is required to consider the safety of the student and should a con-cern arise the designated Teacher has the responsibility to seek advice prior to contacting parents;

The Academy will work with parents to support the needs of their child; and The Academy aims to help parents understand that it has a responsibility for

the welfare of all students and has a duty to refer cases to the appropriate Local Authority department in the interests of the child.

12. Action to be taken when a Student transfers to another school

12.1 In the event of a student who is being dealt with under the Academy’s safe-guarding procedures transferring to another school, the Academy will:

inform the Local Authority as appropriate; find out the name of the receiving school; contact the relevant member of staff at that school to discuss the transfer; send all information relating to the student to the receiving school; check with the receiving school that the student has actually arrived there on

the expected day; and inform all relevant agencies of the transfer.

13. Missing Students

13.1 Occasionally students may ‘go missing’ for a variety of reasons. Academy will determine appropriate procedures for responding to these situations.

13.2 Guidance on appropriate procedures is contained in Appendices.

14. Training

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The Designated Person will receive relevant training at least every two years; The Academy has a commitment to training and attendance at inter-agency

child protection meetings. Time will be given to enable this commitment to be met;

All staff will receive relevant training and up-dating at least every three years; Training will be organised by the Designated Person following a programme

drawn up by the Principal in consultation with the Designated Person, and agreed by the Local Governing Body; and

The Designated Person will be expected to cascade learning to the wider staff group via meetings and any other appropriate methods.

15. Case conferences and core group meetings

15.1 The Academy will determine appropriate procedures for attending and contributing to case conferences and ‘Core Group’ meetings.

15.2 Guidance is provided in Appendix B to this policy.

16. Responsibilities

16.1 The Local Governing Body

The Local Governing Body will:

determine the Academy’s policy and procedures; appoint a Nominated Governor to liaise with the Principal and Designated

Person on safeguarding pupils issues; agree the Academy’s training programme; receive and consider annually a report from the Principal on safeguarding stu-

dents in the school; determine any changes to the policies and procedures as appropriate; be responsible for reviewing and amending the policy as appropriate.

16.2 The Nominated Governor will:

liaise with the Principal and Designated Person over child protection/safeguarding student issues;

report as appropriate to the Chair and Local Governing Body.

16.3 The Principal

The Principal will:

be responsible for the implementation of the policy and ensuring that the outcomes are monitored;

determine an appropriate training programme in consultation with the Designated Person; and

report annually to the governors on the working of the policy.

16.4 The Designated Person

The Designated Person for safeguarding students/child protection is: XXXXXXXXTheir deputy or the person to contact in their absence is: XXXXXXXX

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The Designated Person is responsible for:

ensuring that all cases of suspected or actual problems associated with safe-guarding students are investigated and dealt with;

being aware of the latest national, E-ACT and local guidance and require-ments and keeping the Principal and staff informed as appropriate;

ensuring that effective communication and liaison takes place between the Academy and the relevant Local Authority department, and any other relevant agencies, where there is a safeguarding students/child protection concern in relation to a student;

ensuring that all staff have an understanding of child abuse and its main indic-ators;

advising staff on the Academy's and their own safeguarding/child protection responsibilities and supporting staff in their safeguarding/child protection role;

dealing with allegations of abuse in accordance with procedures agreed by E-ACT;

consulting with the Principal on an appropriate training programme; ensuring that appropriate training for staff is organised according to the

agreed programme; ensuring that adequate reporting and recording systems are in place; and liaising with the Local Governing Body’s Nominated Governor for safeguard-

ing students.

16.5 The Staff

All staff, including supply teachers and other visiting staff and those supporting educational visits, will be informed of the Designated Teachers’ name(s) and the Academy’s policy for the safeguarding of students;

During their first induction into the Academy; Through the staff/personnel handbook; and Whole staff training or briefing meetings.

All staff need to be alert to the signs of harm and abuse. They should report any concerns if not immediately, as soon as possible, to the Designated Teacher or named deputy. If in any doubt staff should consult with the Desig-nated Teacher.

All staff must have regard to their personal conduct and conform to the stand-ards expected by the Academy as set out and implied in this policy;

All relevant national and local procedures will be made available for staff refer-ence and is located in XXXXXX office.

17. Equal Opportunities

The Local Governing Body and all staff must take into account the Academy’s equal opportunities policies when discharging their duties under this policy.

18. Monitoring and Review

18.1 All staff are expected to monitor their own conduct and relationship with students to ensure that the standards expected of them are maintained

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18.2 The Designated Person will monitor the working of the policy and will report as required to the Principal and the Nominated Governor

18.3 The Principal will report to the Local Governing Body annually on the working of the policy.

18.4 The Local Governing Body will report on the working of the policy in their annual report to E-ACT.

Signed: ________________________ Date: ____________________Chair

Print: ________________________

Signed: ________________________ Date: ____________________Principal

Print: ________________________

Appendix A

Safeguarding Students - Staff Guidance

This template is for the guidance of Academies when they determine their procedures

A. Procedures to be followed:

Members of staff who suspect abuse of a child should report their suspicions to the designated teacher. The Designated Person, in consultation with the Principal, will determine whether the Local Authority, E-ACT, and, in some instances, the Police, will be notified. It is a role of the police to investigate this type of incident.

Information is received from primary schools, other schools, parents, the Local Authority and various other sources. Where it is thought that the local authority is not aware of the case it will be informed.

Risk Register. A confidential register will be maintained of all those students known to be at risk. Names will be entered on the register if it is confirmed by the local authority that the student is actually at risk.

Where a student is known to be at risk, the Designated Teacher will inform the relevant pastoral staff and members of the Leadership Team and Nomin-ated Governor.

Staff who organise educational visits must publish the names of those stu-dents involved and liaise with the Designated Teacher over any student at risk,

The Designated Person will attend any reviews called by the Local Authority, and may call on appropriate members of staff for reports.

Guidance is available in the document ‘Guidance for Safer Working Practice for Adults who Work with Children and Young People in Education Settings’, published by the DFE.

Procedures in respect of Child Abuse

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Abuse exists where children under the age of seventeen years have been physically or emotionally abused or severely neglected. Abuse of children who are over five years of age is likely to be noticed by staff and Health Workers or Education Welfare Officers . It is essential, therefore that all those whose work brings them into contact with children and their families know the signs of child abuse and are aware of the procedures that they must follow to safeguard the child.

The Education Service in general, and this Academy in particular, has the role of recognising and responding to potential indicators of abuse and neglect, all other action should be taken by those with statutory powers to help the child. Early contact and close liaison with such agencies is therefore regarded as essential by the Academy.

In the event of an actual or suspected case of child abuse by adults, parents, teachers or any other adult. It is the responsibility of staff to report this to the Designated Person as soon as possible. The Designated Person is responsible for ensuring that students are identified and the appropriate agency involved. It is important that if staff overhear children discussing ‘abuse’ or ‘neglect’ that this information is relayed for investigation.

Staff leading educational visits, particularly residential ones, should provide a list of those students taking part to the Designated Person to ensure that they are made aware of all essential information relating to the students in their care.

B. Indicators of Abuse and Neglect

Injuries

Bruises or abrasions especially about the feet, head, genitals or other parts of the body where they would not normally be expected to occur given the age of the child.

Damage or injury to the mouth of a child e.g. bruises or cut lips.

Bite marks.

Burns and/or scalds especially small circular burns (often cigarette burns)

Bilateral injuries such as two black eyes – this rarely occurs accidentally.

Fractures in children under two years old.Poisoning and other misuse of drugs

Repeated minor injuries and/or self harming

Other signs include:

Lethargy

Withdrawal

Wariness

Passivity

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Frozen awareness

An unkempt, dirty appearance

Developmental retardation without a medical condition

Over-solicitous behaviour towards adults

Failure to thrive or grow without an underlying medical condition

C Actions to be taken by Staff

i) Reporting to the designated teacher

Any concerns about students must be discussed with the Designated Person (or their named deputy in their absence) as soon as possible and at least by the end of the teaching session.

ii) Immediate response to the student

It is vital that any staff actions do not abuse the student further or prejudice further enquiries, for example:

Listen to the student, if you are shocked by what is being said try not to show it;

It is acceptable to observe bruises but not to ask a student to remove or ad-just their clothing to observe them;

If a disclosure is made the pace should be dictated by the student without them being pressed for detail by being asked such questions as “what did they do next?” or “where did they touch you?”. It is the staff role to listen not to investigate. Use open questions such as “is there anything else you want to tell me?” or “yes?” or “and?”;

Accept what the student says. Be careful not to burden them with guilt by asking questions such as “why didn’t you tell me before?”;

Acknowledge how hard it was for them to tell you this; Do not criticise the perpetrator. This may be someone they love; Don’t promise confidentiality, reassure the student that they have done the

right thing, explain whom you will have to tell (the Designated Teacher) and why. It is important that you do not make promises that you cannot keep such as “I’ll stay with you all the time” or “it will be alright now”.

iii). Recording Information

Staff should:

make some brief notes at the time or immediately afterwards; record the date, time, place and context of the disclosure or concern, recording facts and not assumption and interpretation. Notes must be signed and dated;

observed injuries and bruises are to be recorded on a Body Map available from the Designated Person;

note the non-verbal behaviour and the key words in the language used by the student (do not translate into “proper terms”); and

keep these original notes and pass them to the Designated Person.

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All referrals to Social Services must be followed up within 24 hours in writing us-ing the Academy’s referral pro-forma.

Appendix B

Staff Attendance at Case Conferences and Core Group Meetings

A member of staff may be required to attend a Child Protection case confer-ence. Where possible the member of staff will be accompanied by the Desig-nated Person but this may not always be possible. The member of staff should prepare a report to present to the Case Conference chair at the start of the meeting. The chair will gather all information and assess the risks.

If a child’s name is placed on the local Child Protection Register a Core Group will be agreed in accordance with the Local Authority procedures. All core group members meet regularly (at least monthly) monitor and progress the Child Protection Plan and Core Assessment. The Academy will give pri-ority to attendance at these meetings.

The Designated Person will be available to advise and support members of staff__________________________________________________________________

Appendix 30

Science The Academy will ensure that an appropriate policy is agreed and implemented, based on the Template for a Departmental Policy in Appendix 1.__________________________________________________________________

Appendix A to the Screening and Searching of Students Policy

The Legal Position

Confiscating pupils' propertyThe Education and Inspections Act 2006 (s94) provides that a person who seizes any item a pupil has in his/her possession and retains it for any period (or it is disposed of) is not liable in any proceedings in respect of the seizure, retention or disposal, or any consequential damage or loss.

The staff concerned will not be liable in any proceedings if they can prove that the seizure, retention or disposal was lawful. Nor will staff be liable for any damage or loss as a consequence if the seizure, retention or disposal is lawful.

Nothing in s94 applies when an item is seized under s550AA of the Education act 1996, which provides as to what is to be done with such an item being made by that section. See below)

The ASCL Act 2009 extends the searching without consent for ‘illegal’ items to include not only knives and other weapons but also drugs, alcohol, illegal drugs and stolen property.

Reasonable retention

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The provisions still beg the question of what is a 'reasonable' retention period. The writer of the 'Loss and Damage' chapter in Butterworth's Education Law Manual reckons that what is reasonable is more a matter of experience than legal precedent, and goes on to suggest - 12 hours for a sandwich lunch; a school term for a football sock, and a year for a decent watch!

If the property is stolen, illegal or dangerous the school could return it to the rightful owner, or to a parent, or hand it to the police - as appropriate. Or it must be returned to the student.

Although there is now a measure of protection against liability (s94 EIA) it is probably still good practice to return confiscated items at the end of the school day – either to the student , or to the parents(s) – or at least as soon as it is reasonably practicable to do so. If the property is not collected after reasonable notice and time elapsed it can be sold by the local authority (in the case of maintained schools) or the school/Academy (in other cases), but only after giving the owner (if known) written notice, and a further month’s grace in which to collect the item(s). (s41 Local Government (Miscellaneous Provisions) Act 1982 and the EIA 2006)

Safekeeping

Teachers and other members of staff are obliged to take reasonable care of confiscated property, in which case no liability will attach to the school/Academy for any loss or damage.

If it is damaged through a member of staff's negligence, the member of staff could be held personally liable. Therefore, the school/Academy should ensure that confiscated property can be locked away, and a record taken of the owner, who confiscated it and when and how long the confiscation is to last.

The Principal should consider adding to the Academy rules and sanctions policy the fact that staff might have to confiscate temporarily students’ property where it was necessary for disciplinary reasons.

The Academy should also consider whether it could insure against the loss of confiscated property, or to stand the risk of it being lost.

This is particularly relevant if the confiscated property actually belongs to someone else. The position of the Academy is not clear in these circumstances. The student could maintain that the property was always under the supervision of the Academy, and that, therefore, the Academy is liable to the third party. Or it might be found in the circumstances that the Academy is not responsible for the actions of its student.

Hence the importance of third party insurance.

Screening

The DFE has published guidance on searching students and on non-contact screening – Screening and Searching Pupils for Weapons: Guidance for School Staff.

The purpose behind screening students is to prevent or deter the carrying of offensive weapons into the Academy.

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You can screen students without suspicion and without consent if you use a walk-through or hand-held metal detector. No physical searching is involved this way. It is either no contact on students’ clothing or low contact.

Before carrying out screening parents should be informed that the Academy conducts screening as part of the behaviour policy. It is also useful to add that co-operation with this is required by the Academy. It is, therefore, an Academy rule.

The screening is best if done occasionally and random selection of students is made, such as a class or year group. Screening students as they enter the Academy should not normally be done, but it may be necessary in exceptional circumstances.

If you actually detect an object a member of staff can ask the student to hand the object over, and if this is refused can then carry out a search without the consent of the student.

Carrying weapons

The Violent Crime Reduction Act makes it an arrestable offence to carry an offensive weapon in public without lawful authority, or to carry in public any article with a blade or which is sharply pointed without good cause (other than a small pocket knife). It is an offence to carry an offensive weapon or knife on Academy premises. The police have the power to enter the Academy premises to search for an offensive weapon.

Searching for weapons

The Violent Crime Reduction Act 2006 gives Principals powers which arguably they already have and encourages yet more police involvement in Academies. Section 45 inserts a new section 550AA into the Education Act 1996. It applies to maintained and independent schools as well as Academies.

The Act gives the Principal and any authorised member of the staff who has reasonable grounds for believing that a student may have with him/her or in his/her possession a knife or offensive weapon, the right to search that student. i.e you have a reasonable suspicion (not reasonable belief) that the student may be carrying a weapon.

The DFE guidance warns against easy suspicions, such as stereotype images, or student’s age or race, or known personal characteristic. It is difficult to know quite how suspicions may be formed otherwise, but you just have to try to be objective.The person carrying out the search must be the same sex as the student and the search must be carried out in the presence of another adult also the same sex as the student. The search must be conducted in a private place.

The student cannot be required to remove any clothing other than outer clothing and if the student’s possessions are searched this must also be done in the presence of another adult. The person carrying out the search is able to use such force as is reasonable in the circumstances for exercising that power.

Principals cannot ‘require’ most of the Academy staff to conduct the searches, only ‘authorise’ them to do so. But they may ‘require’ security staff to carry out searches. Using trained security staff to carry out planned screening may in fact be the best option. There is no need to have security personnel permanently on-site for this purpose. If Academy staff are preferred any they will have to be properly trained in

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search techniques and conflict management and strategies for calming people. The DFE suggests schools/Academies to obtain information on selecting a suitable trainer

A student’s possessions may not be searched under s550AA searches without a second member of staff present, which means that a class teacher working on his/her own cannot require a student to empty a school bag under s550AA. Lawyers are of the opinion, however, that such a search can be carried out under the common law. It is unlikely that Academies will want to enter into such subtle distinctions! Principals would be well advised to make clear to all members of staff that they cannot search a pupil, or a pupil’s belongings, without a second member of staff present.

If a search under the s550AA rules reveals any ‘offensive weapons’ or knives, or ‘evidence in relation to an offence’ the Academy MUST call the police in. The Academy has no discretion in this, not even if the Principal or anyone else on the staff wanted to resort solely to internal discipline procedures.

Under the common law Academies have not been obliged to inform the police when illegal drugs are found on a pupil. But s45 in the Violent Crime Reduction Act 2006 obliges Academies to inform the police if a search reveals ‘evidence in relation to an offence’. It would be wise for Academies to have a policy that made this clear to all relevant staff.

You should be clear that there is no obligation to carry out without-consent searches. The Act gives schools a ‘power’ to do it if you think that this will help the Academy.

Recording searchesThe DFE advises that records should be made of all searches.

Police powers to remove pupils to designated premises

The EIA2006 extends police powers to remove excluded students to premises designated by the LA and notified to the police, (e.g. to the LA offices). Community Support Officers are also empowered to do the same.

Illegal Drugs

Guidance Circular 4/95 states that a member of staff may search a student’s locker or desk without consent, if there is reasonable cause to suspect that it contains illegal drugs. But where the student is suspected of having illegal drugs on his/her person, every effort should be made to persuade the student to hand over the drugs e.g. by asking them to turn out their pockets. The ASCL Act 2009 has included drugs as one of the items that schools can legally search a student for without consent, so long as the search is reasonable in all the circumstances. If the student refuses, it is difficult to imagine an Academy taking any other action than using its disciplinary procedures. If the Academy wishes to continue with the search, then at this point it would be advisable for the Academy to call in the police.

If drugs are found they should be handed to the police as soon as reasonably possible. It is a defence against the offence of possession of an illegal drug that, knowing or suspecting a substance to be an illegal drug, a person took possession of

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it in order to prevent another from committing the offence and that as soon as possible after taking possession the person took all reasonable steps to destroy the drug or hand it to the police.

Tobacco and AlcoholIt is now illegal for students to smoke in school. But it is theoretically possible to set aside a non-enclosed space in the grounds for smokers – whether staff or students.

It is still not illegal for children to possess and to use tobacco or alcohol. The offence is to sell these to children under 16 and 18 respectively.

If you confiscate these items you are covered by the EIA2006 protection concerning liability for seizing possessions. (see above). It is quite likely that the Academy policy will be to destroy these articles and substances.

It is good practice, and saves a lot of future trouble, if all parents are informed that this is the policy.

Again, you should record briefly the confiscations and treatment of the items – with dates and circumstances.___________________________________________________________________

Appendix 32

Security of Premises

(This is an overall E-ACT policy. Because of the varying nature of the sites and their different problems each Academy will need its own specific policy.)

1. Introduction

This policy needs to be read alongside the following policies:

Lone Workers; Security: Trespassers; Visitors; and CCTV policy, if installed.

2. Aim

The aim of this policy is to set out E-ACT’s policy which each Academy must take account of in making and reviewing its own policy.

3. Risk Management - Assessment of risks

The Academy will make a formal written assessment of the risks posed by:

the layout of the site; proximity to roads and houses; entrances and exits to the site and to buildings and facilities on the site; use of the site during and out of Academy timings; vulnerable persons on site; vulnerable equipment and materials; and any other consideration that may pertain to the particular site.

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4. Management Plan

The Academy will make a plan or plans to avoid or minimise the risks, taking into account how control of the risks can be managed by:

supervision; and/or protection; and/or training of key staff; and/or training of all staff; and/or training of students; and/or training of contactors and delivery persons; and/or information to visitors.

5. Communication

The plan(s) must be communicated appropriately to all relevant persons, including parents, contractors and visitors.

6. Responsibilities

6.1 The Local Governing Body is responsible for: adopting a site-specific policy ; providing sufficient resources for the adequate security of the site; receiving and considering reports from the Principal; and reviewing the policy from time to time.

6.3 The Principal is responsible for: considering the risk assessments; agreeing a plan for providing acceptable security for the site; ensuring that the HSM puts in place appropriate procedures, and monitors

them; receiving and considering reports from the HSM from time to time; providing adequate resources for the plan to be put into operation; and reporting to the Local Governing Body from time to time.

6.4 The HSM is responsible for: organising appropriate risk assessments; proposing a draft plan to the Principal; putting the agreed plan into action; training any relevant staff as appropriate; accounting for the resources provided for site security; monitoring the implementation of the plans; recording and taking account of any security breaches; reviewing from time to time all the security arrangements; advising the Principal and staff on security issues; and proposing to the Principal any amendments to the security arrangements.

6.5 The Site Manager and staff are responsible for: taking part in risk assessment as required; putting the security plan(s) into action; reporting and recording any security breaches; advising the HSM on possible improvements and amendments to the security

of the site; and training relevant site staff in security issues.

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7. Equal Opportunities

In making the risk assessments and security plans the HSM, Principal and Local Governing Body must have regard to the requirement to provide reasonable access for person with any disabilities to the Academy facilities.

8. Monitoring and Review

8.1 The HSM will:

monitor the implementation of the plans; record the monitoring on the health and safety management system; and report to the Principal from time to time.

8.2 The Principal will receive and consider reports from the HSM and determine with the HSM appropriate action. The Principal will make reports to the Local Governing Body as part of his/her regular report.

8.3 The Local Governing Body will: receive reports from the Principal and will pass any concerns to E-ACT as dir-

ected; review the policy at least once every three years.

9. Date of the next Review: _________________________

Signed: _______________________ Date: __________________Chair

Print: ________________________

Signed: _______________________ Date: __________________Principal

Print: ________________________Appendix 33

Staff Consultation

The Safety Representatives and Safety Committees Regulations 1997 require the Academy to consult with staff on matters relating to Health, Safety and Welfare, and provide appropriate information to enable the safe undertaking of any work activity or task.

E-ACT will involve union representatives in determining E-ACT’s overall health and safety strategy and policies via the E-ACT National Joint Council and in each Academy via the Academy Health and Safety Committee.

E-ACT’s policy is that Health and Safety information should be contained in the Staff Handbook and on the health and safety management system. The Health and Safety Law poster should be displayed appropriately in a public area of the Academy.

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Health and safety will be an agenda item at all designated Academy meetings designated by the Principal, and all staff will have the opportunity to put items onto the agenda.

Staff may also bring issues directly to the attention of the Head of Department or HSM, and have the right to consult their trade union Safety Representatives, who can take up issues with the HSM or Principal or the Health and Safety Committee.

E-ACT recognises the right of trade union health and safety representatives to form a health and safety committee, and encourages each Academy to form and develop an Academy Health and Safety committee to represent all staff interests.

Union safety representatives have the right to discuss health and safety issues with the HSM and Principal as appropriate. However, E-ACT and the Academy Council encourage all members of staff to take part in the spirit of the policy and regulations by actively taking part in discussions with the Academy management. It is the responsibility of the Academy management to ensure that adequate consultation takes place. ______________________________________________________________

Appendix 34

Staff Welfare

The Academy recognises its obligations and responsibilities under the Workplace (Health, Safety and Welfare) Regulations, which cover a wide range of basic Health and Safety issues, and the aspects of the Education and School Premises Regulations that Academies have to take account of under the Education (Independent School Standards) Regulations 2003. The Academy will ensure that the premises meets the Health, Safety and Welfare needs of all its staff, students, contractors and visitors.

The Principal through the HSM will consider and introduce measures to ensure the working environment is adequate in respect of ventilation, working temperature, lighting, traffic routes, house keeping, and general welfare - toilets, washing facilities, drinking water, changing rooms and eating/rest facilities.

The HSM will ensure that workplace facilities are maintained to an acceptable level, taking into account the requirements of the Health and Safety (Workplace) Regulations 1992 and the School Premises Regulations 1999

The Principal will from time to time consult the staff on other welfare features that staff might like to see in place.____________________________________________________________

Appendix 35

Stairs and Landings

Falls down stairwells are a major risk to students where there are multiple floors.

To minimise the risk, staff must ensure good discipline in these areas, making sure that students do not run or play about on stairs and landings.

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The guardrails on the stairs and landings must meet the safety requirements of the Health and Safety (Workplace) Regulations 1992 (at 900mm on stairs, measured vertically from the stair nose to the top of the rail and at least 1100mm on landings, both sufficiently in-filled so that gaps prevent easy climbing). There must be a guardrail on the open side of the stairs (and another on the other side if there is a particular need). The lighting of stairs and landings must be suitable and sufficient. The floor covering must be in a state that does not run the risk of slips and/or trips.

For the safety of sight-impaired students the forward edge of treads should be marked in yellow to enable sight-impaired persons to avoid slips. In addition stairwells should carry arrow signs denoting which is ‘up’ and which is ‘down’.______________________________________________________________

Appendix 36

Stress Management

E-ACT is required as an employer to take reasonable care to protect the psychological health and safety of its employees.

E-ACT expects the Academy to ensure that members of staff do not suffer unacceptably high levels of stress at work and, if they become ill, to take all reasonable steps to help them to recover.

E-ACT and the Local Governing Body support systems to prevent, lessen and alleviate stress.

The Academy will use:

Job Descriptions to bring certainty to the individual’s tasks and responsibilities;

Performance Management to regularly review staff performance and to identify early, problematic or stressful areas;

One to one interviews to assist in promoting good communications and a positive health and safety culture;

Surveys to ascertain where staff feel improvements to stressful work can be made;

Assessments of staff workloads and work/life balance; and Collective discussion in the Health and Safety Committee (and when

necessary full Staff Meetings) to consider developments and improvements.

Responsibilities

The Principal in conjunction with the HSM will ensure that:

sufficient attention is given to considering the management of stress; programmes for improving staff welfare in general and stress management in

particular are initiated; procedures are in place to respond to staff calls for any action ; procedures are in place for ensuring that individual staff who are under

unacceptable stress are dealt with sensitively; and determining what appropriate training should be arranged.

Members of staff are responsible for:

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their own health and safety; informing the Principal if they feel under stress; reporting to the Principal any concerns about colleagues’ state of health; and participating in any programmes of action designed to improve staff welfare.

______________________________________________________________

Appendix 37

Sun Protection Policy

It is now well proven that staff and students can suffer from injury due to overexposure to sun rays.

The Academy will determine whether to have procedures in place to avoid or minimise risks from the effects of the sun._______________________________________________________________

Appendix 38

Student Welfare

Promoting Student Welfare Policy

1. Aims

The Academy will develop policies and procedures to:

promote positively the welfare of all students in the Academy; develop a structure for achieving this; train staff appropriately; and provide any necessary guidance and equipment and materials.

2. Promoting Student Welfare

It is E-ACT policy that each Academy will develop policies and strategies to ensure that:

all students are enabled to reach their learning potential; the principles embodied in Every Child Matters are at the heart of the

Academy’s practices; the Academy becomes and remains a ‘listening Academy’ where the views,

opinions and concerns of all students can be voiced appropriately, are re-spected by staff and other students, and are dealt with appropriately by relev-ant staff;

equal opportunity/anti-discrimination policies and procedures are put into place that ensure that all students are enabled as far as is reasonably practic-able, to have access to the Academy’s curriculum, premises and facilities;

all students are enabled to participate in learning outside the classroom and have the opportunity to enjoy at least one residential experience during their career at the Academy;

all students are protected by appropriate health, safety and security policies; a ‘designated person’ for safeguarding students is appointed and is appropri-

ately trained;

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staff are trained in appropriate skills and practices for safeguarding students; and

sufficient resources are made available to support the aims of the policies.

(THE ABOVE LIST ENABLES THE ACADEMY TO EXPRESS ITS PARTICUALR APPROACH TO STUDENT WELFARE IN CREATING ITS OWN POLICIES)

3. Responsibilities for Promoting Student Welfare

3.1 The Local Governing Body is responsible for: ensuring that appropriate policies and procedures for fulfilling the aims are

made and reviewed; requiring and receiving reports from the Principal on the implementation and

progress of the policies and procedures; reporting to E-ACT as required on the progress of the policies; and providing adequate resources for implementing the policy requirements.

3.2 The Principal is responsible for: advising the Local Governing Body on the policies; implementing the agreed policies; ensuring that appropriate procedures for promoting student welfare are de-

veloped; ensuring that the policies and procedures are made known to all staff, and to

parents and students as necessary; appointing staff to be responsible as appropriate, including a Designated Per-

son for Safeguarding Students (see the Safeguarding Students policy); providing a budget to enable the requirements of the policies to be carried out

as far as is reasonably practicable; and monitoring the progress of the policies and procedures,

3.3 Staff given responsibilities under the policies are responsible for; ensuring that their responsibilities for implementing the student welfare

policies and procedures are carried out; monitoring the progress of the policy and the actions taken; providing appropriate training for all staff involved in student welfare; and reporting as required to the Designated Person/Principal.

4. Equal Opportunities

In making and implementing procedures for the positive promotion of student welfare the Academy’s equal opportunities policies must be taken into account.

5. Monitoring and Review

The Designated Person for Safeguarding Students is responsible for the implementation of the policy and procedures and will report directly to the Principal.

The Principal will report annually, or earlier if so directed, to the Local Governing Body.

6. Date of next Review: _________________________________________

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Signed: ____________________ Date: ______________Chair

Print: ________________________

Signed: ___________________ Date: ______________Principal

Print: ________________________

___________________________________________________________________

Appendix 39

Security: Dealing with Trespassers Policy

1. General

Visitors are welcome in the Academy, and many, such as parents, contractors and suppliers, have a legal right to be there for legitimate purposes.

The Local Governing Body has a duty to ensure the safety of everyone on the school site.

This policy sets out the guidance to staff on the procedures for dealing with trespassers and troublemakers.

2. Aims

The Academy aims to:

maintain the security of the site; have strategies in place to respond quickly and positively to any threat to the

safety of staff and students; and ensure that the staff have appropriate training and support;

3. Security

3.1 The Academy will:

ensure that the site is made secure as far as is reasonably practicable; ensure that staff and students are briefed on security aspects; and ensure that parents are informed of the security systems and procedures for

keeping students safe.

3.2 The Academy will determine appropriate security systems.

4. Trespassers

4.1 Types of Troublemaking

The most common problems facing the Academy may be:

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occasional abusive behaviour from parents; occasional incursions into the Academy by outsiders, including former stu-

dents; former students and others waiting outside the gates at the end of the day;

and occasional vandalism during and outside Academy hours.

5. Procedures

5.1 Contacts with the Police

regular contacts will be maintained with the police over security arrangements and crime prevention;

any emergency contact with the police can only be done by the Principal (or a deputy in his/her absence) or with the authority of the Principal; and

when calling the police the Principal (or person acting on the authority of the Principal) must give clear and sufficient information to allow the police to make a judgement about the scale of their response.

5.2 Routine Security

signs at Academy entrances make clear that visitors should report to Recep-tion;

further signs point the way to Reception; and at reception all visitors must sign in and receive the Academy’s security

badge, which they must wear at all times in the Academy.

The HSM will determine the Academy’s other security arrangements according to its circumstances.

If CCTV is used the Academy will take into account the legal restrictions and requirements for the use of CCTV.

5.3 Dealing with Strangers

a visitor not wearing a badge should be politely challenged by any member of staff and accompanied to Reception;

at Reception the Receptionist will ask the stranger the purpose of the visit, ask them to sign in and issue a badge;

if the member of staff or Receptionist has any suspicion about the stranger they must inform the Principal (or his/her deputy) immediately, and ask the stranger to remain in the Reception area;

if the stranger ignores the instruction the Principal (or deputy) must be notified immediately;

if a stranger is abusive, or a nuisance in any way, in the Academy. the mem-ber of staff must not take direct action, but MUST send for help, or inform the Principal (or deputy) as soon as this is possible. (Staff must never put their own safety at risk);

only the Principal (or his her nominee) may ask the stranger to leave the site; if the stranger refuses the instruction the Principal or his/her nominee may in-

form the police if he/she considers that there is a threat to the safety of any-one on the premises. This is entirely a matter for the judgement of the Prin-cipal or his/her nominee, who will have to judge also whether an incident

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threatens to undermine the confidence of parents in the security of the Academy; and

the police cannot arrest an intruder for trespass unless there is a breach of the peace, but have the power of arrest if there is a ‘minor nuisance’. They may be able to help solve the problem without resorting to arrest.

5.4 Where there are Offensive Weapons

5.4.1 Intruders

if staff suspect an offensive weapon is on site they must immediately inform the Principal;

the Principal will always call the police if the suspect is not a registered stu-dent, or where an incident involving a student takes place outside the Academy premises; and

the person will be kept under close surveillance while the police are awaited.

5.4.2 Students

following the ASCL Act 2009 Academies have the power to search students for knives, weapons, alcohol, illegal drugs and stolen property without con-sent;

staff are not obliged to search students, but if such a course of action could diffuse the situation it might be contemplated, BUT ONLY BY THE Principal (or someone with the Principal’s authority);

if the student refuses to co-operate, any search should be carried out by the police;

the student’s parents must be informed and asked to come to the Academy; if the student co-operates, at least two members of staff of the same sex as

the student must be present when a search is made. One member of staff will do the search while the other observes and takes notes. The search will be in private. It is advisable for parents to be present and to consent, but the stu-dent’s own consent is sufficient;

any confiscated articles should be handed to the police as quickly as possible by the Principal, unless he/she judges that it is reasonable to return it to the parents; and

at all times the suspect student must be kept away from other students, un-less this is not possible owing to the circumstances.

6. Reporting and Recording

staff must record all incidents in the Academy incident log, kept in the Academy office, and stored on the health and safety management system;

the log will be inspected by the HSM at regular intervals, and any necessary action taken;

The HSM will report termly to the Principal on the working of the policy and when any incident has taken place.

the Principal will report issues and actions taken in the Report to the Local Governing Body; and

issues will also be discussed by the (appropriate committee ) of the Local Governing Body at periodic intervals. This committee may inspect the log as necessary.

7. Equal Opportunities

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E-ACT and the Academy will take into account the equal opportunities policies when making, reviewing and implementing this policy.

8. Monitoring and Review

8.1 The HSM will monitor the working of the policy and consider annually whether any amendments need to be made. The HSM will report to the Principal.

8.2 The Principal will report any concerns to the Local Governing Body as necessary. 8.3 The Local Governing Body will review the policy at least every three years.

9. Date of next Review: ____________________

Signed: ____________________ Date: ________________Chair

Print: ________________________

Signed: ____________________ Date: _________________Principal

Print: ________________________

Appendix A to the Security: Trespassers Policy

(This is an example. Academies may determine their own recording methods.)

VIOLENCE AND AGGRESSION REPORT FORM

Date of Incident: Time:

Details of the Victim

Name: Staff member/student/other

Age: Gender: M/F Ethnic origin:

Form/Tutor Group (if student) Address: (if outsider)

Relationship with assailant:

Tel: Number:

Details of Incident

Place:

Description of what happened:

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Relevant events before the incident:

Outcomes

Medical Help? Police Informed?Any Time off School? Any Personal Injury?Any Loss/Damage? Any Action Against

Assailant?Any Claim Made?

Witnesses:

Name:Name:

Position in Academy:

Any Written Statements?

___________________________________________________________________

Any recommendations?

Date passed to the Principal:

Name of Person making this Record:

Signed: _________________________ Date: ______________________________________________________________________________________

Appendix 40

VisitorsThe Academy is responsible for the health, safety and security of visitors while on site.

Visitors must 'sign in’ and ‘sign out' at reception to facilitate effective roll call in an emergency, and must carry an identification tag at all times.

All visitors to the Academy will be given appropriate fire/emergency instructions when they arrive on site, under arrangements determined by the Academy.

In the event of out of hours meetings, the person organising and in control of the meeting or other activity involving the visitor will be responsible for all visitors during that time and for ensuring that the Academy’s security arrangements are used.

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The organiser must inform the HSM via the Academy’s usual procedures in order that the HSM can ensure that all the relevant persons are informed and the appropriate security arrangements are put in place.

All out-of-hours visitors must be accompanied upon entering and leaving the building with (the exception of workmen/contractors/maintenance people who need free access to all parts of the build.

Appendix 41

Voice Care

1. IntroductionE-ACT is aware that it has a responsibility for caring for the health and safety of employees.

Evidence shows that teachers are particularly at risk of developing voice problems. The government publication “Fitness to teach“ 2000 refers to teachers being at risk of suffering voice disorders because of work.

1.1 Female voices are more vulnerable and some subjects, e.g. physical education, music and technology are more risk to the voice than others.

1.2 Environmental factors can contribute to voice strain. In schools these can include:

class size; class layout and design; noise; acoustics; chalk dust, fumes, irritants; and uncomfortable temperature, poor ventilation.

1.3 Research also indicates that as the voice influences the listener’s reaction, the teacher’s voice quality can affect pupil learning .

1.4 The most common voice misuse is shouting and screaming, strained loud voice and also excessive throat clearing. The usual symptoms of voice problems are:

throat pain when speaking or swallowing; sore throat in the morning which disappears when the voice “warms up”; hoarse, tired voice in the evening; increase in mucus; and rapidly-changing pitch or loss of control of voice.

2. Aim

E-ACT aims to ensure that appropriate steps are taken in the Academies to minimise the risks to employees’ voices.

3. Responsibilities

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3.1 E-ACT recognises that under the Health and Safety at Work Act 1974, employers must do all that is reasonably practicable to safeguard the health, safety and welfare of their employees at work. This includes providing health and safety information, instruction and training, and providing a safe working environment, without risks to health.

3.2 E-ACT requires the Academy to have policies in place to:

make risk assessments; give information and guidance to employees; train relevant staff with responsibilities for staff welfare; monitor the support given; refer appropriate cases to the occupational health service; and seek advice if problems are encountered or complaints received.

3.3 The HSM will be responsible for:

making risk assessments; providing relevant information and support; providing appropriate training; keeping a log of cases on the health and safety management system; reports to the Principal.

4. Method

4.1 E-ACT requires the Academies to take appropriate steps to minimise the risks to employees’ voices.

4.2 The Academy will make risk assessments and determine appropriate controls to minimise damage to employees’ voices.4.3 The HSM will work with Departments to establish strategies for identifying, assessing and controlling damage to voices.

4.4 Employees will be encouraged to seek medical help if there is:

persistent hoarseness for more than 2-3 weeks; regular hoarseness or voice loss; significant voice quality changes; constant vocal fatigue; and difficulty or pain when swallowing.

5. Monitoring and Review

5.1 The HSM will: keep a log of any incidents or requests for help; work with Heads of Department to make appropriate risk assessments; ensure that appropriate action is taken; log progress and outcomes on the health and safety management system;

and make a termly report to the Principal.

5.2 The Principal wlll report on any cases to the Local Governing Body.

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5.3 The Local Governing Body will report to E-ACT annually on any cases and the working of the policy.

5.4 E-ACT will review the policy at least every three years.

6. Date of next review: _______________________

Signed: _______________________ Date: _________________

Print: ________________________

Appendix A.

The Voice Care NetworkVCN promoted the Year of the Teacher’s Voice, September ’05 - July ’06 to draw attention to the importance of teachers’ voices. There were a series of conferences, seminars and workshops.

VCN gives 7 tips for speaking to any group of listeners:

1) plan attention-getting routines;2) feel secure, let the territory you stand on be yours;3) find opportunities for ease, poise and stillness in addressing your listeners;4) use the visual message of your body language;5) consider how your tone of voice creates relationships;6) use muscular energy in key words instead of loudness; and7) allow pause and silence to strengthen your meaning

Voice Care Network (VCN) provides care for teachers and other voice professionals. It has 100 tutors in the UK who are voice teachers and speech therapists. They provide individual support, information, seminars and workshops.

Voice Care Network (VCN)29, Southbank Road, Kenilworth, Warwickshire, CV8 1LA.

Tel: 01926 864 0000Email: info@voicecare.org.ukWeb: www.voicecare.org.uk_______________________________________________________________

Appendix 42

Waste Management

The Site Manager will be responsible to the HSM for collecting, safe storage and disposing of waste.

All staff are responsible for:

arranging to clear up spillages, which occur whilst they are in charge of the area concerned;

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reporting accumulation of waste, or large items of waste that require special attention, to the Site Manager who will arrange for its removal and disposal;

reporting other spillages or leaks to the Site Manager, who will arrange for them to be dealt with.

The cleaning arrangements for the school are set out by and available from the Director of Finance.

Hazardous materials or substances require special procedures for disposal. The HSM is responsible for determining and maintaining procedures for safe disposal of hazardous materials and substances.

All ‘sharps’ finds should be reported to the Site Manager who will arrange for their collection, storage and disposal.

The Academy will also develop procedures for dealing with recycling and food waste as appropriate to its situation.

The HSM will monitor the procedures and determine whether changes are necessary._________________________________________________________________

Appendix 43

Work Equipment

All staff and contractors will be trained in the operation of machinery and equipment specific to their function. Relevant information will be supplied and appropriate supervision provided.

Academy employees are required to use all equipment correctly and in accordance with their training and the manufacturers’ recommendations. Suitable records must be kept. These will be retained on the health and safety management system.

Members of staff will::

NEVER remove, make inoperative or reduce the effectiveness of any equipment or machinery guard.

NEVER operate any equipment or machinery when it is functioning improperly or at any time when its use would be hazardous. Such equipment will be taken out of commission until repair or replacement is effected.

MAINTENANCEThe HSM will ensure that all staff in charge of work equipment keep a maintenance schedule on the health and safety management system

Staff using equipment will ensure that:

it is maintained in an efficient state, in efficient working order and in good repair; and

suitable records of equipment and maintenance will be kept.___________________________________________________________________

Appendix 44

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Working at Heights

Staff are reminded that falls from heights are the most common cause of fatal and serious accidents at work.

The need to reach things at heights should be eliminated wherever possible e.g. displaying pupils’ work and storing things below head height, using window poles instead of climbing to open windows. Where this is not possible, proper access equipment must be used and the following rules followed:

Staff must not use ladders or stepladders if they are working alone in or around the Academy; if an incident occurs there is no one to call for assistance.

Before using a ladder or stepladder, staff must make sure it is the right equipment for the work. Scaffold towers or specialist access equipment may be required to reach the position and enable the work to be carried out safely. In these cases the equipments must be erected in accordance with the manufacturers’ instructions by a person who is competent, having received sufficient instruction and training.

Each Academy will implement a set of rules for working at heights in line with the following rules:

Ladders and Step Ladders – General Rules for Employees

check that equipment is in good condition; do not use ladders or stepladders with cracked, broken or splinters stile/rungs/steps/hinges/cords/clips or other defects.

check the ladder is clear of overhead electricity cables. set the ladder at the correct angle (1 out to every 4 up) never climb higher than the fourth rung from the top to ensure adequate

handhold. if using the ladder for access onto a flat roof or platform etc. make sure it

extends at least 1.1m above the stepping off point so as to provide an adequate handhold, especially for coming down.

move ladders and step ladders so as to avoid the need to over reach. secure the ladder at the top wherever possible; this ensures the ladder cannot

slip sideways or backwards and whilst doing this get someone to foot the base.

if this is impracticable, see that it is firmly secured at the base or footed by a responsible person.

ladders less than 3m in length, where securing or footing is not practical, can be used unsecured or footed, providing they are set at the correct angle on a firm, level, non slippery surface.

ladders less than 3m in length must be secured as above or footed make sure that extension ladders have enough overlap to prevent collapse. stand the ladder or step ladder on a firm level base and not on loose material clean wet, icy or greasy rungs or steps before use; make sure footwear is in

good condition and free from mud or grease on the soles before climbing. carry light tools and equipment in pockets or a holster/tool bag slung from a

strap over the shoulder; use a hoist line to raise larger items when at the working position.

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stepladders must be long enough to reach the work and provide a secure handhold. Do not stand on the top step or platform on a stepladder unless it is constructed with a secure handhold.

always spread stepladders to their fullest extent for stability and check retaining hinges/cords/clips are secure.

whenever possible place step ladders at right angles to work, i.e. with the front or back of the steps facing the work. Pushing, pulling or reaching sideways whilst on step ladders should be avoided because it is less stable; where this is unavoidable another person should support the steps to prevent them tipping.

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