On the trip

While you are away from the school site, remember the importance of on-going risk assessment.

This involves the group leader or other responsible adult reassessing risks while the visit is taking place and as the need arises. Generic and specific risk assessments are relevant (see Planning a trip), but the group leader may need to reassess risks in the light of changing weather, tiredness, illness, behavioural problems or emergencies.

Control measures include switching to the pre-assessed `Plan B', swapping activities, or following the emergency procedure. Group leaders are in overall charge of the group and should always be prepared to trust their own judgement. If they think that to continue an activity or a trip would compromise the health and safety of the group, they have the authority and responsibility to cancel it and to take action to safeguard the group or individual members of the group as they see fit.

Travelling

Make sure that every pupil has fastened their seatbelt before the mini-bus or coach has moved off. If any pupil refuses, consider excluding him or her from the trip.

Have lots of sick bags, rubber gloves, and black bin liners with you in case any pupil is sick.

Remember, you can only administer travel sickness pills to pupils if you have previous authorisation from the parents in line with your local authoritt's (LA) policy on the administration of medicines.

If you are using public transport for a trip

• When crossing roads, find out what your LA advises - for example, should everyone cross together or should pupils form a crocodile (pupils forming a line by holding hands in pairs)? Ensure that pupils know how to observe the safety rules set out in the Highway Code and the Green Cross Code. Pedestrian crossings and traffic lights or footbridges should be used to cross roads, whenever possible.
• Count heads every time you get on and off any mode of public transport.
• Tell pupils what to do if they get left behind for any reason – usually, this will be getting off at the next stop and waiting to be collected. 
• Consider the level of supervision that will be necessary on double decker buses/coaches - one supervisor on each deck should be appropriate in normal circumstances.    

Overnight stops

If the trip includes an overnight stop, party leaders should satisfy themselves as soon as the party arrives that they are familiar with the layout of the building(s) and surroundings, and are certain of the means of evacuation in the event of fire. A fire drill should be carried out shortly after arrival. 

The tragic death in Brittany of a 13-year-old student who was murdered in her room in an independent hostel in July 1996 emphasised the need for safe accommodation. Reputable travel companies ­ notably those in SAGTA, ­have put in place sound safety management procedures. These include regular visits to accommodation used by school parties to ensure that they meet and maintain the standards promised. Advice on fire precautions and fire risk assessment is contained in the ATL publication, The health and safety guide for schools and colleges. To download this publication, please see the ATL website.

Accidents and emergency procedures

Group leaders should always pre-plan to establish the nature and extent of potential emergencies so they can be dealt with promptly. In the event of an accident or emergency, during a visit group leaders should adhere to the following checklist :

• ensure that everyone in the group is safe
• establish the names of casualties and arrange immediate medical attention
• ensure a teacher accompanies casualties to hospital, providing doctors with any relevant medical information
• notify the police if necessary
• inform the school contact and provider/tour operator. Someone at the school should be available on the telephone at all times during the trip
• contact the school with the following information: the nature, date and time of the incident; where it happened; names of casualties and information about their injuries; what has been done so far and action yet to be taken
• notify the British Embassy or Consulate if an incident occurs abroad
• ensure that the school notify parents and, normally, insurers
• ascertain phone numbers for future calls
• write down what happened promptly, noting witnesses and preserving vital evidence
• keep an account of events, times and contacts after any incident;
• complete an accident report as soon as possible. Serious accidents or incidents involving violence may need to be reported to the Health and Safety Executive
• refer any media enquiries to a named contact in the LA or at the school
• do not discuss legal liability
• keep receipts of costs incurred in the emergency (for the insurers).   

Help and support

For further advice on this issue, ATL members can speak to their school rep, their branch secretary or their regional official. They can also call the London (020 7930 6441), Cardiff (029 2046 5000) or Belfast office (02890 327 990) or email info@atl.org.uk.

For out of hours enquiries, call the out of office hours helpline on 020 7782 1612 (Monday-Friday, 5-8pm during term time).

If you are not a member, join now.