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Planning a Visit. Task – 5 minutes Think of the next few or three visits that are coming up at your establishment – or recent trips from last term Use.

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Presentation on theme: "Planning a Visit. Task – 5 minutes Think of the next few or three visits that are coming up at your establishment – or recent trips from last term Use."— Presentation transcript:

1 Planning a Visit

2 Task – 5 minutes Think of the next few or three visits that are coming up at your establishment – or recent trips from last term Use a ‘post it’ for each visit and briefly describe the visit Put them in the middle of the table for use later 77 Year 7 Alton Towers Day trip July staff 4 pupils special needs...

3 Task - Key stages in Educational Visits Your visit leader is running a residential visit to the Capital City. Detail the key issues they should cover at each stage of the visit: Before the visit During the visit After the visit

4 Pre Trip Planning Aims & objectives EVC / Head / Governors approval LA notification or approval Informing parents (full details of activities) Parental consent and information from parents: Medical / Special needs; Allergies; Diets and appropriate support in place Make sure all who are involved in leading the visit are aware of additional needs – of young people and staff Competence of visit leaders Kit list... behaviour expectations (red card offences). Itinerary /programme Value for money and accounting charging policy funding available voluntary contributions deposits & collection details…timing important Check out the provider

5 Comfort Zone The area where the most powerful learning takes place Challenge could be cognitive, physical, social, emotional or personal.

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7 Value for Money considerations Can we deliver this using our own staff? If not, which providers offer quality at a reasonable price? Could we train our staff to deliver this themselves in future? Do we need to travel a long distance if aims can be achieved locally without sacrificing impact and quality?

8 Outdoor Learning Cards One option is to empower staff to deliver activities themselves, further details:

9 Competent leaders What qualities/competencies does a visit leader need in your school/centre? How can you support the development of these competencies in your staff?

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11 Previous Trips Knowledge of Venue/s Knowledge of Pupils Knowledge of Activity Apprenticeship Recent & Relevant CPD Driving First Aid if relevant NGB Award if relevant Training e.g. Group Leader OCR Off Site Safety Mgt Training Trust Confidence Intuition ‘My Child’ Test Ongoing Risk Assessment Leader Competence

12 OEAP Leader Training Ongoing risk management Group management on Educational Visits A practical course Courses for individuals or whole staff teams We’ll contact you to let you know course dates

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14 Who Said This? “When anyone asks me how I can describe my experience of nearly forty years at sea, I merely say uneventful. Of course, there have been winter gales and storms and fog and the like, but in all my experience, I have never been in an accident of any sort worth speaking about. I have seen but one vessel in distress in all my years at sea... I never saw a wreck and have never been wrecked, nor was I ever in any predicament that threatened to end in disaster of any sort” E. J. Smith, Captain of the Titanic d.14 th April 1912

15 Competence of the EVC Be realistic about your knowledge and competence and seek advice for visits you aren’t sure about Types of visitPart of what establishment does My personal experience LittleA fewA lot Sports fixtures  Short visits close to the school/centre  Whole day visits needing transport  Residential visits  Visits abroad  Visits involving adventure activities or demanding environments  

16 Working with independent providers

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20 CHOOSING AN INDEPENDENT PROVIDER Leaders should look for the following: appropriate activities and services to meet the aims of your visit reliability – ask others acceptable booking conditions – scrutinise any limitation of liability, the cancellation terms and the insurance package on offer suitable safety procedures – independent accreditation? the right price, reflecting value for money in comparison with other offerings an interesting and relevant programme appropriate supporting literature and liaison Independent Provider Questionnaire: use this to carry out basic checks and keep record on file

21 CHOOSING AN INDEPENDENT PROVIDER For any provider check the following: appropriate activities and services to meet the aims of your visit value for money personal experience of venue best, failing that – recommendation by others This level of check is suitable for visitor attractions and public access venues – examples? zoo, museum, sports stadium, theatre, ice rink, lifeguarded swimming pool, historical/cultural sites, theme parks, hotels, bowling alleys etc. In addition to the above, you need to carry out a more detailed check for specialist venues or activity providers – examples? Provider must complete Form 5 (independent provider questionnaire) BEFORE you book with them Don’t ask for a copy of the provider’s risk assessments an outdoor activity provider, farm visit or similar:

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24 Preliminary visit required? Local knowledge – other users? Staff : pupil ratio. Mixed trip... Gender issues? Communications between group & back to base. What if(s) rehearsed? Critical incident plan? Alternative plan? Insurance arrangements (EHIC if abroad) Risk assessed - significant hazards... beware the ‘frolic’ Adult helpers CRB checked if required ‘adults with substantial access’ (unsupervised) Transport available? Minibus? Seat belts? Spare driver /supervisor if required? First aid cover? Pre-trip planning

25 First aid cover – what is needed?

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27 THE RADAR

28 On Site Distant Simple Complex Enhanced Planning required Activities that require detailed planning that reflects challenging environments, locations, higher perceived risk activities Activities that require detailed planning that reflects more complex student needs, leader competencies Off Site Simpler visits/activities, covered by ‘blanket parental consent’ and standard operating procedures

29 On SiteDistant Simple Complex Enhanced Planning required Simpler visits and activities Activities that require detailed planning e.g Local Park Off Site

30 On SiteDistant Simple Complex Enhanced Planning required Activities that require detailed planning e.g P.E. Fixtures, Weekly Swimming, Forest Schools Off Site Simpler visits and activities

31 On SiteDistant Simple Complex Enhanced Planning required Activities that require detailed planning e.g Residential Drama weekend Off Site Simpler visits and activities

32 On SiteDistant Simple Complex Enhanced Planning required Activities that require detailed planning e.g Abseiling off the school building Off Site Simpler visits and activities

33 Image: Learning through Landscapes

34 On SiteDistant Simple Complex Enhanced Planning required Activities that require detailed planning e.g Bolivia Trek Off Site Simpler visits and activities

35 On Site Distant Simple Off Site Activity Leader Competence Environmental Conditions Group Ability / Behaviour / Needs Complex Simpler visits and activities Enhanced Planning required Activities that require detailed planning

36 On Site Distant Simple Off Site Complex

37 Exercise Draw a rough ‘Radar’ Graph on a piece of flip chart paper Take it in turns to read out the details on the yellow stickers prepared earlier Group decides where each sticker should be placed on the graph

38 On Site Distant Simple Off Site Complex Enhanced Planning required Simpler visits and activities Activities that require detailed planning

39 During the trip Ongoing risk management... weather Medical forms, home contact details First aid kit Base / school contact details Looking after money... tutor groups Staff duty rota for residentials Downtime Rendezvous / meeting points Buddy systems, head counts, frequency? Group leaders, cards with names What if I get lost? Security of accommodation... Fire safety?

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47 After the trip Aims met? EVC / Head / Governors / LA feedback Evaluation / Review Visit details retained on file Accident/incident forms – follow LA procedures Near misses? Financial records - auditors Thanks to colleagues Ignore the staff that ask “Did you have a nice holiday?” Go home & reacquaint with family Plan the next one

48 Evaluation/review Were learning objectives met? Did staff and pupils enjoy and benefit from the visits? Was the visit value for money? Would you use the provider again?

49 The plan ‘…A plan is a position from which to adjust...’ Neil MacLaine

50 ‘...planning is an unnatural process – it is much more fun to do something else. And the nicest thing about not planning is that failure comes as a complete surprise; rather than being preceded by a period of worry and depression...’ Sir John Harvey-Jones


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