Information for Retention at the College

Full details of the visit should be retained at college while the visit is in progress. They should include:

All trips

• A copy of the specific risk assessment form including the contact telephone number(s) for the group
• A list of the names of all those involved on the trip including house and year group for pupils. This is required electronically -this is in the accounts file on the v drive if that process has been used.
• The itinerary.

Residential Trips

• Contact names, addresses, tel. numbers of the parents and/or next of kin, and of the location of the visit.
• Insurance documents if not the standard college policy.
• A copy of the code of conduct as signed by pupils.
• A copy of the parental consent form.
• A copy of the contract with the centre or provider (if relevant).
• A summary of any medical issues.

It is the head teacher's responsibility to ensure this information is available at all times. This is particularly important if the visit takes place when the college is closed. This information is either stored electronically where all who need can access it or if not submitted electronically it should be kept in the Master's PA Office, to which the Porters have access, or outside the Deputy Organisation's office. The group leader should keep the same information during the visit.

There must be an adult contactable 24 hours a day at Wellington who has access to this material either through easy access to the Master's PA office or having their own copy. He or she must be named on the specif risk assessments. He or she must also know who is the duty member of the SMT.

Information to have on the trip.

All Trips

• All the material mentioned above.
• A signed copy of the relevant generic risk assessment forms
• Emergency Action Checklist

Overseas Trips

• All the material mentioned above.
• A copy of the passports and travel tickets.

rca 28/05/08