Health and Safety on Educational Excursions: A Good Practice Guide

Health and Safety on Educational Excursions

Chapter 8 Types of visit

Adventure activities using licensed providers

153. When planning to use adventure activity facilities offered by a commercial company or by a local authority the group leader should follow the policy of the local authority or establishment and check:

whether the provider is legally required to hold a licence for the activities it offers and, if so,
that the provider actually holds a licence.

154. Some 950 providers currently hold a licence across the UK. The relevant legislation is the Activity Centres (Young Persons' Safety) Act 1995 and the associated Adventure Activities Licensing Regulations 2004 (which replace Regulations made in 1996). It is illegal for a provider of licensable status to offer a licensable activity without a valid licence. The Adventure Activities Licensing Authority can check on the licence status of a provider. Their address is: Adventure Activities Licensing Authority, 17 Lambourne Crescent, Llanishen, Cardiff CF4 5GG, telephone 029 20755715 or fax 029 20755757. Their internet site is www.aala.org

155. A licensed provider does not necessarily have to hold a licence for all its activities - only those providers and activities stipulated by the 2004 Regulations. Other activities offered may be accredited under non-statutory schemes. The provider can give information on what activities are licensed or accredited.

156. Many of the activities that participants take part in will be covered by health and safety legislation alone. However, under the 2004 Regulations, the following activities - where undertaken by young people under 18 years unaccompanied by a parent - need a licence when commercial companies sell them, or when local authorities provide them with or without a charge:

caving: the exploration of underground passages, disused mines, or natural caves which requires the use of special equipment or expertise;
climbing: climbing, sea-level traversing, abseiling or scrambling over natural terrain or certain man-made structures which requires the use of special rock-climbing or ice-climbing equipment or expertise;
trekking: going on foot, horse (pony), pedal cycle, skis, skates or sledges over moorland, or on ground over 600 metres above sea level when it would take 30 minutes to reach an accessible road or refuge. Off-piste skiing requires a licence;
watersports: this comprises sailing, canoeing, kayaking, rafting and windsurfing, on the sea, tidal waters, inland waters at a location where any part of those waters is more than 50 metres from the nearest land, and turbulent inland waters. Rowing is exempt.

157. Holding a licence means that a provider has been inspected and the Licensing Authority are satisfied that appropriate safety measures are in place for the provision of the specified licensed adventure activities. Other elements of the provision - such as catering and accommodation - are not covered by the licensing scheme. These should be checked separately by the group leader. See Other issues to consider with all adventure activity providers paragraphs 164 - 166 and Residential visits paragraphs 190 - 191.

Adventure activities using non-licensable providers

158. Not all providers are required to hold a licence. Voluntary bodies and schools providing for their own members and pupils respectively are exempt. Commercial bodies and local authorities are also exempt if their activities fall outside the scope of the regulations. Not holding a licence does not imply a lack of safety. It might simply mean the provider or the activity is not licensable.

159. Many providers are accredited under non-statutory schemes run by, for example, VisitScotland and certain National Governing Bodies of Sport (NGBs). Establishments/ local authorities can contact these accreditors to ascertain a provider's management of safety. The British Activity Holiday Association and The Scottish Activity Holiday Association can provide advice on accreditations. A list of contacts is at Annex B.

160. Some local authorities have introduced rules along with specimen questionnaires which establishments can use to carry out appropriate safety checks at the planning stage.

161. If proposing to use a non-licensable provider, the group leader should obtain assurances in writing from the provider that:

risks have been assessed and that the provider's staff are competent to instruct and lead participants of the group's age range on the activity. Competence could be demonstrated by holding the relevant NGB award where it exists or through successful participation in an NGB approved in-house scheme overseen by an appropriately qualified technical adviser;
the equipment is appropriate and that its safe condition is checked before each use;
operating procedures conform to the guidelines of the NGB for the activity where this is appropriate;
clear management of safety systems is in place;
there is appropriate provision for first aid;
there are emergency procedures (including arrangements for informing next of kin and for alerting the group leader);
that the provider's staff are competent in the procedures and will hold emergency phone numbers and addresses of the group members;
and that the group will have a fire drill as soon as possible on arrival at the provider's base.

162. The group leader may wish to ask the provider for names of other establishments which have recently used its facilities, and to seek a copy of the provider's operating procedures and risk assessment documentation.

Other issues to consider with all adventure activity providers

164. The group leader should check and agree the provider's arrangements for supervision and recreation during the evenings and between adventure activities. The group leader should also provide any relevant information to the provider such as the group's age-range, relevant medical conditions, additional support needs, competence etc.

165. The group leader and other supervisors retain ultimate responsibility for participants at all times during adventure activities, even when the group is under instruction by a member of the provider's staff. The provider is responsible for the safe running of an activity. Clear handover and handback procedures should be in place. Everyone, including the participants, must have an understanding of the roles and responsibilities of the establishment's staff and the provider's staff.

166. The group leader and other supervisors should have sufficient information on what the activity involves before it takes place. They should approach the instructor at an appropriate safe interval if they are concerned that the participants may be at unnecessary or unreasonable risk. Assurances may be sought that the provider has:

checked the suitability of the staff, including temporary workers, to work with young people. See Vetting suitability in Chapter 3 paragraphs 65 - 74;
clearly defined the roles and responsibilities of its staff;
the appropriate security arrangements;
appropriate public liability insurance;
a health and safety policy and risk assessments.

Establishment-led adventure activities

167. If a member of the establishment staff is to organise, lead and instruct participants on adventure activities they should complete the checks set out in this guidance under Risk assessment in Chapter 2 paragraphs 35 - 44.

168. The education authority or managers of non-local authority establishments should satisfy themselves that:

the group leader and other supervisors are competent to act as leaders and/or instructors of participants in the activity - bearing in mind that some of these participants may be novices. Competences should be demonstrated by holding the relevant NGB award where it exists. The relevant NGB can advise on this. See Annex B for contact details;
there is access to technical advice where necessary;
the group leader is competent in safety procedures and the planning of adventure excursions;
an appropriate risk assessment has been completed;
the supervision will be appropriate;
there is adequate first aid provision, expertise and equipment within the group;
the emergency procedures include activity-specific measures and that supervisors are competent to carry them out;
the equipment is appropriate, safe and in good condition;
every participant is suited to the activity and is properly prepared and equipped.

169. See Model form 1 in Chapter 11 which sets out a format for seeking approval of a visit.

Employment of providers

170. Establishments choosing to employ, rather than contract with, an unlicensed freelance provider of adventure activities - who would otherwise need a licence to trade - take full legal responsibility for all aspects of the activity. If the provider, in the employment of the establishment, provides licensable facilities to those attending another establishment, the employing establishment will need a licence.

Remote supervision during adventure activities

171. Some adventure activities - such as those under the Duke of Edinburgh's Award Scheme - require participants to work in small groups without direct supervision. Particular attention needs to be given to the information provided to participants before supervision can be withdrawn.

172. The training given to participants must be sound, thorough and appropriate and should be assessed separately. The instructor should have the appropriate qualifications or experience to provide training in the activity. The group leader should be satisfied that the participants have acquired the necessary skills and have the necessary experience, confidence, physical ability and judgement to be left without direct supervision.

173. The withdrawal of direct supervision should be a gradual four stage process:

accompanying the group;
shadowing the group;
checking regularly at agreed locations;
checking occasionally at agreed locations.

174. Participants should be familiar with all equipment used or taken without direct supervision and, in addition to training, an initial element of adult supervision in the use of equipment may be required. The condition and suitability of any equipment, particularly safety equipment, taken or used during these activities should be assessed separately.

175. See Supervision in Chapter 3 and Preparing participants for remote supervision in Chapter 4 paragraphs 91 - 92.

Coastal visits

176. Group leaders and other supervisors should be aware that many of the incidents affecting participants have occurred by or in the sea. There are dangers on the coast quite apart from those incurred in swimming (for which see separate section below). The group leader should bear the following points in mind when assessing the risks of a coastal activity:

tides, rip tides and sandbanks are potential hazards - timings and exit routes should be checked;
ensure group members are aware of warning signs and flags;
establish a base on the beach to which members of the group may return if separated;
look out for hazards such as glass, barbed wire and sewage outflows etc;
some of a group's time on a beach may be recreational. Group leaders should consider which areas of the terrain and sea are out of bounds;
cliff tops can be highly dangerous for groups even during daylight. The group should keep to the path at all times. Group leaders should consider whether it is safe or legal for participants to ride mountain bikes on coastal paths.

177. The local coastguard, harbour master, lifeguard, local authority adviser, countryside ranger or tourist information office can provide information and advice on the nature and location of hazards.

Swimming in the sea or other natural waters

178. Swimming and paddling in the sea or other natural waters are potentially dangerous activities, particularly for a school or similar group. They should only be allowed as formal and supervised activities, preferably in recognised bathing areas which have official surveillance i.e. qualified lifeguard cover. Nonetheless, participants should always be in sight of their supervisors. One supervisor should always stay out of the water for better surveillance.

179. The group leader, or another designated supervisor in the group, should hold a relevant life saving award, especially where lifeguard cover may not be available. For further advice contact the Royal Life Saving Society. See Annex B for address details.

180. Some local authorities advise their establishments that a ratio of 1 adult to 10 pupils is a minimum for the purpose of supervision. The group leader should assess the risks and consider an appropriate safe supervision level for their particular group before the activity takes place. There should be someone in attendance with competence in life saving and resuscitation.

181. The group leader should:

be aware that many young people who drown are strong swimmers;
ascertain for themselves the level of the participant's swimming ability;
be aware of the local conditions - such as currents, weeds, water quality/pollution, a shelving, uneven or unstable bottom - using local information such as that provided by the lifeguard, coastguard, local environmental protection authority, harbour master, police or tourist information office;
designate a safe area of water for use by the group;
be aware of the dangerous effects of sudden immersion in cold water;
be aware of the dangers of paddling especially for young children;
ensure that participants have not eaten (at least half an hour) before swimming;
ensure the activity is suitable for the participants, especially any with disabilities;
adopt and explain the signals of distress and recall.

Swimming pools

182. Heads of establishments and local authority officers will be aware of their local swimming pool facilities for curricular activities. Group leaders should follow the recommended safe supervision levels at the pool for participants. Levels of supervision should take account of the age and swimming abilities of participants, and the nature of the facility being used.

183. If considering the use of a swimming pool not used before or monitoring the hazards of a regularly used pool it is advisable to observe and check the following:

is there constant pool supervision by a sufficient number of qualified lifeguards?
where there is no lifeguard the group leader should stay at the poolside at a raised location. In such circumstances, the group leader, or a designated supervisor, should have a relevant life saving award and be accompanied by an appropriate number of other supervisors;
is the water temperature appropriate?
is the water clear?
are there signs clearly indicating the depth - is there a shallow end and is the water there shallow enough?
does the deep end allow for safe diving?
what are the management arrangements for the use of flumes?
is there a poolside telephone?
are there a resuscitator and other pieces of first aid and rescue equipment, and is there someone trained to use them?
is there a changing room for each sex?
does the pool cater for participants with disabilities?
does the pool cater for any particular religious or cultural factors?
are the changing and showering facilities safe and hygienic?
can clothes be stored securely?
have the participants been instructed how to behave in and around the water?

184. See Model form 11 for parental consent for swimming activities and Model form 10 for a checklist on swimming safety, in Chapter 11. Parental consent does not mean that group leaders should not check for themselves the level of a participant's swimming ability.

Farm visits

185. It is recognised that there is great educational value attached to children visiting working farms, and a variety of areas in the 5-14 curriculum can usefully be explored before, during and after a visit. However farms can be dangerous even for the people who work on them, and there are obviously issues for schools and other similar establishments around identifying, assessing and managing the range of health and safety risks to which children could potentially be exposed.

186. To assist schools, in May 2003, all primary schools were provided with an information pack, Health and Safety Advice for Primary School Visits to Farms. The pack contained the following fact sheets:

Avoiding ill health at open farms - Advice to farmers - with teachers supplement - Health and Safety Executive Agriculture Information Sheet no 23 (revised 2002);
Farmwise - Health and Safety Executive MISC165;
Guidelines for Farm Visits - The Royal Highland Education Trust;
Taking the Classroom to the Countryside - The Royal Highland Education Trust;
E Coli 0157 Infection - The Scottish Executive Health Department;
E Coli 0157 Recreational Use of Animal Pasture - The Scottish Executive Health Department;
Health Tips for Teachers Leading School Visits to Farms - NHS Scotland.

All of this information is available and can be printed off from the Scottish Executive website on www.scotland.gov.uk/library5/health/ecsip-00.asp.

187. The main points from the first of the above leaflets are

Before visit -

consider the advice in the information pack, or other/additional advice prepared by the local authority;
decide the ratio of adults to participants;
discuss with the supervisors - who may be parents or staff of the schools, crèche etc - their role during the visit;
discuss with participants the rules for the visit;
make sure participants wear appropriate clothing, including footwear;
check that any cuts, grazes etc on participants' hands are covered with a waterproof dressing.

During and after the visit -
make sure the participants do not kiss animals;
that they always wash their hands thoroughly before and after eating, after any contact with animals and again before leaving the farm;
that they eat only food that they have brought with them, or food for human consumption, in designated areas, and never eat food which has fallen to the ground, or taste animal foods;
that they do not suck fingers or put hands, pens, pencils or crayons etc in mouths;
that they clean or change footwear before leaving, remembering to wash their hands after any contact with animal faeces on their footwear;
that they do not use or pick up tools;
that they do not climb on to walls or animal pens etc;
that they listen carefully and follow instructions given by the farm staff;
that they approach and handle animals quietly and gently;
that they do not chase, frighten or torment the animals.

If a child, or member of the group shows signs of illness after a visit, advise them or their parent or guardian to visit the doctor and explain that they have had recent contact with animals.

188. Additional advice and guidance is available from the Royal Highland Education Trust ( www.rhet.rhass.org.uk) which has resources in many parts of Scotland.

Field studies

189. Field studies associated with a range of subjects including geography, biology, geology and history might take participants to industrial sites and other urban areas as well as into the countryside and to the coast (see above, Coastal visits). The scope of field studies means that the group leaders, who will usually be subject specialists, should also be competent to lead and instruct participants within urban and non-urban environments at minimal risk. See Annex A and B for sources of advice and guidance.

Residential visits

190. A good rule of thumb ratio is 1 teacher for every 10 participants. Issues for the group leader to consider include the following:

the group should ideally have adjoining rooms with leaders' quarters next to the participants' - the leader should obtain a floor plan of the rooms reserved for the group's use in advance;
there must be at least one leader from each sex for mixed groups;
there must be separate male and female sleeping/bathroom facilities for participants and adults;
the immediate accommodation area should be exclusively for the group's use;
ensure there is appropriate and safe heating and ventilation;
ensure that the whole group are aware of the lay-out of the accommodation, its fire precautions/exits (are instructions in English or otherwise clear?), its regulations and routine, and that everyone can identify key personnel;
security arrangements - where the reception is not staffed 24 hours a day, security arrangements should be in force to stop unauthorised visitors;

the manager of the accommodation should be asked for assurances that the staff, including temporary workers, have been checked as suitable for work with young people. See also Vetting suitability in Chapter 3 paragraphs 65 - 74;

locks on doors should work in the group's rooms but appropriate access should be available to leaders at all times;
there should be drying facilities;
there should be adequate space for storing clothes, luggage, equipment etc, and for the safe keeping of valuables;
adequate lighting - it is advisable to bring a torch;
there should be provision for participants with additional support needs and those who fall sick;
balconies should be stable, windows secure, and electrical connections safe;
where possible, participants should not be lodged in ground floor rooms;
the fire alarm must be audible throughout the accommodation;
there should be recreational accommodation/facilities for the group;
the hotel/hostel should be able to meet any particular cultural or religious needs of the group;
there should be an appropriate number of group supervisors on standby duty during the night.

191. Before booking a hotel/hostel abroad, the group leader should confirm it has fire exits and lifts with inner doors and that it meets local regulations. After arrival at any accommodation it is advisable to carry out a fire drill as soon as possible.

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