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Term Time Non-residential Trips Policy
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In general, expeditions in term-time must an extension of the general curriculum, and must serve an educational purpose. Inexperienced members of CR are advised to consult senior members of CR before undertaking the organisation of any expedition. The cost of any expedition must be carefully considered, and non-essential expenditure avoided.
1 If possible, plan the expedition sufficiently far ahead to enter the details in the Calendar. (Attend the Calendar Meeting in the previous term to ensure that there are no clashes of priority). If the event means that pupils will miss lessons then a Missing Lesson Form should be filled in advance of the calendar meeting.
2 Before the end of the previous term order transport in writing. A small group (under 16) may travel by minibus, provided the leader is qualified to drive the vehicle. A larger group normally travels by a coach supplied by Hodges. (NB at least 24 hours' notice is required by Hodges, Ltd. in the event of a cancellation).
3 If an expedition is arranged at shorter notice, permission to mount the expedition should first be obtained from the Deputy Organisation in accordance with the Safety Protocol and transport may be ordered from Hodges through the Domestic Manager, or a minibus booked using the diaries in the Common Room annexe. If the event means that pupils will miss lessons then to obtain that permission a Missing Lesson Form should be filled in as soon as possible. Do not book anything until you have this permission.
4 If travelling to an event by rail, contact the rail company in advance. Group rates can be very favourable.
5 Packed meals may be ordered from the Catering Manager using the forms available in the Common Room annexe. Allow at least 7 days' notice, and make your requirements absolutely clear. If the group is returning after tea and requires a meal to be kept, the Catering Manager can arrange this. However, it is the leader's responsibility to attend the meal and to ensure that the boys and girls take the food and clear it away properly. In many ways a packed meal is the easier option. Packed meals are usually collected directly from the kitchen.
6 The list of boys and girls attending the event must be drawn up in good time, allowing them to obtain HM's permission to be absent from College. Make sure that no formal College commitment is missed by checking the Shape of the Week Protocol. If there is a clash, the leader must consult the relevant member of CR to seek permission for a boy or girl to be absent, and permission may not necessarily be granted. If the expedition has Calendar status, it can be assumed that this permission will be forthcoming.
7 Please ensure that the Total Form (or possibly the Proposal and Risk Assessment Forms) are filled in at least a week in advance and forwarded on to the Deputy Organisation. The Deputy Organisation posts the information on the intranet. Any last minute changes (not to be encouraged) must be left at the Porter's Lodge. Make sure that boys and girls know whether they will need cash and, if so, give a guideline of the likely amount required.
8 An important part of the form is the medical information. This can be accessed via iSAMS. When you have the list of pupils in front of you, a flag appears if there is a medical concern. Hovering over the flag gives you some information. If you have any concerns about that or need to know more then contact the Medical Centre. Minibuses, coaches and trains all have first aid kits on them. If you are going to be a distance away from your transport, consider whether it is wise to take a separate first aid kit with you. If in doubt ask the Deputy Organisation.
9 Before leaving College, brief the boys and girls on the behaviour expected of them. Experience suggests that boys and girls behave well when they are given clear instructions, but may take advantage of uncertainty! Make sure that the times and places for any rendezvous are clearly understood, and that the boundaries and limits for the pupils are made clear. The member of CR in charge of the expedition should remain with the whole group throughout, and is responsible for their good behaviour and their safety at all times. It is important that it is clear which member of CR is in overall charge at all times.
10 In general, College Rules apply on school expeditions, as does the law of the land. If you are in any doubt about this, consult the Deputy Organisation in advance. If placed in a difficult situation on an expedition always apply the College Rules and the law of the land.
11 Please print off a copy of the Emergency Procedure and take it with you and follow it closely in the event of an emergency. Contact a member of the SMT as quickly as possible.
12 Great Gate is locked at 10.00 pm. The Teacher who brings a party back after 10.00 pm is responsible for letting the Porters know of this and ensuring that all pupils get into houses safely. Pupils must not be lent keys.
13 On return: check that vehicles are cleared of property and litter. Send a corrected list of boys and girls (with initials and units) who attended the expedition to the Accounts Department of the Bursary for charging, claiming a refund for any out-of-pocket expenses you may have incurred. Keep and attach any receipts you may have received. Inform the relevant HM and Deputy Organisation immediately of any untoward incidents affecting any of the pupils on the expedition.
14 School insurance will cover most trips. If your trip involves any activity out of the ordinary, it is crucial that you check via the Finance office, that the school insurance covers the activities. If unsure at all please ask.
15 If the trip is not part of the planned curriculum then parents should be informed if the cost to them is greater than £15.
16 All adults on the trip should also read four sections of the Residential Trips policy: Leadership; Participants; Staffing; Safety.
17 As ever the school's other polices, particularly the safeguarding policy, must be followed on all school trips.
18 If the trip involves high risk activities then separate parental permission should be obtained.
reviewed by rca 10/12/09
updated rca 14/06/10
updated eaw 05/09/10
updated eaw 19/10/11