SECTION D - EMERGENCY PROCEDURES

Framework for Party Leaders

Despite good planning and organisation there may be accidents and emergencies which will require an on the spot response by the leaders. These cannot be comprehensively defined but range from temporarily lost children, minor injuries and food poisonings to a more serious injury or fatality. A recommended framework of procedures to be followed in the event of an incident resulting in serious or fatal injury is provided below.

Activity centres should have their own emergency procedures. Organisers should have requested a copy of these in advance of the visit by sending the Activity Provider Risk Assessment form on the intranet. When received the organiser should compare them with the college's Emergency Action Checklist on the intranet. If the centre procedures are significantly different or appear deficient by comparison, before the visit is confirmed, organisers should agree with the centre management exactly what procedures will be followed. Centre staff and college staff supervising the party should be made fully aware of what is agreed. If there is any doubt about the safety of the arrangements, the trip should not take place.

The person on call at Wellington is the first port of call and should be contacted as soon as is possible. If they cannot be contacted continue trying until someone, preferably on the SMT, is contacted to take charge of the Wellington end.

For serious incidents where the media may be involved, try to identify alternative telephone numbers at "home" and "off-site base" as other lines will quickly become jammed. It is not for the party leader or other party members to discuss matters with the media; procedures for this are given below. Under no circumstances should the name of any casualty be divulged to the media.

The group leader should take charge in an emergency and ensure that emergency procedures are in place, back up cover is arranged and, if appropriate, liaise with the tour operator's representative.

The group leader should write down on his or her copy of the Emergency Action Checklist printed from the intranet as soon as practical all relevant details while they are still fresh in the memory. Other party staff members might also be asked to do so. A record should be kept of names and addresses of any witnesses. Any associated equipment should be kept in its original condition.

Legal liability should not be discussed or admitted.

All accident forms should be completed and insurers and the health and safety executive or local authority inspectors should be contacted if appropriate.

Mobile telephones carried by the accompanying staff could save valuable time in the event of a serious emergency, but should not be used on an aeroplane at any time.

Pupils must be told not to use their mobiles as any lines will become jammed as word spreads. Communication to parents should be managed from the Wellington end.

Framework for Head Teachers

The head teacher or designated senior staff member should alert all senior college managers and college governors as appropriate giving all details of the incident. They may identify further actions or help required (which might include financial assistance). Alternative and additional telephone lines may need to be identified at an early stage;

The head teacher should arrange to contact parents/carers of those involved. For a serious incident the head teacher should contact parents of all party members. It is also the head teacher's responsibility to act as a link between the group involved, senior college management, college governors and parents;

The head teacher or designated senior staff member should notify their insurers, especially if medical assistance is required

If it is necessary to talk to the media, or enforcement officers the college head teacher will make the necessary arrangements. A designated person (usually the chairman of governors or head teacher) will then act as the ongoing point of contact with the media to whom all involved should direct questions and requests. This person will need to liaise with the emergency services, perhaps on site.

The full process is detailed in the Crisis Management and Response file (CMAR) held by all SMT.

reviewed rca 18/12/09