Off-site Educational and Safeguarding Visits Policy and Procedures 2020
POLICY NAME
Off-site Educational and Safeguarding Visits Policy and Procedures
Off-site Educational and Safeguarding Visits Policy and Procedures 2020
UPDATE BY Head of College
NEXT REVIEW October 2022
DEVELOPED BY/AUTHOR David Jewitt
P.2 Introduction
P.2 Abbreviations
P.3 Role of Visit Leader
P.4 Timeline
P.5 Off-site Day Visit Checklist
P.10 Residential Visit Checklist
P.16 General
P.17 Ratio
P.20 Finance
P.23 Communication
P.24 Pre-departure Sessions
P.27 Travel
P.29 Adventurous Activities
P.30 Risk Management
P.33 Accommodation
P.35 Implications
P.36 Students
P.36 Staff Team
P.39 Emergency Action Plan
P.43 Safeguarding
P.44 Medical and Dietary
P.47 Post Visit Evaluation
P.48 Appendix
Introduction
Off-site educational visits are an integral part of both core and extra curricular learning, offering invaluable opportunities to build cross curricular bridges, develop practical wisdom and nurture intra-and interpersonal skills.
This document is designed to guide Dulwich staff involved in the planning and leading of off-site educational visits starting with a timeline and checklist that leads up to departure.
Whilst we actively encourage the provision of visits beyond the school environment to enrich learning, offsite educational visits must maintain the welfare of our students. As part of this commitment, we ensure that safeguarding underpins all policies and procedures.
The checklist contains hyperlinks to corresponding explanation, supporting documents and serves as the final approval from the College Leadership Team.
Abbreviations
VL Visit Leader
DVL Deputy Visit Leader
HoS Head of School
HoC Head of College
DM Duty Manager
EVC Educational Visits Coordinator
DBA Director of Business Administration
Role of Visit Leader
Adventure residential Visit Leaders will work collaboratively with the Head of Outdoor Education, external providers, Head of School, Duty Manager, Child Protection Officer, Wellbeing Lead and School Nurse to ensure all aspects of the implementation of the adventurous residential or journey are thoroughly organised, safe, age appropriate and support the mission of the College.
The Adventure Visit Leader attracts an annual KRW 1,000,000 stipend. The role description can be found in appendix 18.1
Non adventure residential and day Visit Leaders will work collaboratively with external providers and / or host organisations, Head of School, Child Protection Officer, Wellbeing Lead and School Nurse to ensure all aspects of the implementation of the educational or extra curricular visits.
Reports to: Head of School
This role does not attract an annual stipend.
Off-site Day Visit Checklist
All items detailed as ‘attached’ must be provided to Head of School and / or College Leadership Team together with this checklist. Final approval is granted once the Duty Manager / Head of School is satisfied that the Visit Leader has undertaken sufficient planning for the visit to achieve its objectives safely.
Visit:
Visit Leader:
1. General
Click item to follow
1.1 Purpose of visit consistent with the aims of College
1.2 Initial day / Residential visit approval form completed
1.3 Appoint Deputy Visit Leader
1.4 Visit noted in staff school calendar. Moved to public calendar upon HoS approval
1.5 Site visit conducted with Deputy Visit Leader
1.6 External Provider and Site Reconnaissance / Background Checklist (attached)
1.7 Correct adult:child ratios and gender balance adhered to
1.8 Full itinerary (attached)
1.9 Parent consent forms (attached)
1.10 Visit booklets complete and distributed (attached)
2. Finance
2.2 Proposed budget for the visit – showing income and expenditure (attached)
2.3.2 A contingency of 5 - 10% built in
2.3.7 Cash float generated with sufficient reserve to cover emergencies (discussed and approved by DBA)
2.3.8 Billing letter to include refund statement
3. Communication
3.1.1 A copy of all information letters / consent requests sent to parents (attached)
3.1.2.5 Packing list distributed to parents 2 weeks before departure (attached)
3.1.2.6 Parents informed of any hazardous activities including any that may be a plan B activity as a result of bad weather etc
3.3.1 One phone per travel group, for example group is split over two buses or three trekking groups.
3.3.2 Group mobile chat created for all accompanying staff
4. Pre-departure sessions
4.1 Staff meeting - 2 weeks before departure (overview and allocation of roles)
4.1.3 Staff meeting - 2 weeks before departure (student safeguarding, chaired by Child Protection Officer)
4.1.4 Staff meeting - 1 week before departure
4.4 Student information session conducted - 2 days before departure
4.7.4 Travel and behaviour briefing - 2 days before departure
5. Travel
5.1.1 Reserve travel arrangements as soon as the initial survey is returned
5.2.8 Buses / coaches booked have seatbelts
5.1.10 Buses booked from DCSL if required - minimum of 3 weeks before departure
5.1.6 Parents informed as to their responsibilities in terms of departure and collection times before and after the visit - (attached)
5.1.8 Travel arrangements confirmed (attached) - 1 week before departure
5.1.11 Book packed meals from DCSL if required during the journey
5.1.7 Travel groups and group leaders allocated (attached)
5.2.5 Students issued ‘emergency what to do and who to contact card’
5.2.9 Sick bags organised
TL HoS
HoS
6. Adventurous Activities
6 No adventurous activity is permitted without prior consultation with Head of Outdoor Education and with written parental consent
6.1.1 Students ability to swim 50m obtained from Head of Swimming for any activities involving water.
6.1.3 Adventurous Activities External Provider Agreement signed and returned (attached)
6.2.2 Any and all activities in or on water must be supervised by an appropriately qualified instructor or lifesaver.
7. Risk Management
7.1 Plan A risk assessments completed (attached)
7.2 Collect blank reporting systems forms: Medication, accidents, incidents, near miss safeguarding statements and visit medical treatment record.
7.4.1 Permission from the Head of College for activities identified as ‘high risk’ within the risk assessment (attached)
7.4.3 Plan B risk assessments completed (attached)
8. This section is not applicable to day visits
9. Implications
9.1 Cover for any lessons/ duties / ECAs of all accompanying staff
9.2 Lunches / snacks cancelled with kitchen
9.3 Buses cancelled
10. Students
10.1 Updated Student Profile Form - addresses, telephone numbers, photographs, medical and dietary information.
10.3 All staff team downloaded EduLink app
11. Staff Team
11.1 Staff roles allocated
12. Emergency Action Plan
12.1 External provider, host organisation, emergency contact form (attached)
12.4 All staff team downloaded International SOS app
12.5 Activity emergency action plan including DCI contact details (attached)
12.6 Safeguarding emergency action plan (attached)
13. Safeguarding
13.1 Safeguarding and Deputy Child Protection Officer appointed.
13.3.2 Provider to share safeguarding policy / police checks for all staff delivering on the programme.
13.3.3 Provider signed and returned DCSL Safeguarding Statements from all staff delivering on the programme
14. Medical and first aid / dietary
14.2 Assessment of students pre-existing medical conditions form complete
14.4 Student and staff dietary requirements sent to travel agent and / or provider as required. The College ‘no-nuts’ policy must also be explained to all residential centres and eating establishments. Contact numbers and photos for accompanying staff attached together with next of kin details (attached)
14.6.1 Appoint staff as CPR qualified first aiders responsible for the duration of the visit
14.6.2 First aid kits and medication obtained from school nurse appropriate for visit
14.6.3 Precautions for sun protection and dehydration
14.7.6 Signed “in loco parentis” agreement for student to receive emergency medical treatment, as considered necessary (copy attached, original to be taken on visit).
14.7.7 Edulink app downloaded by all accompanying staff (teachers only)
HoS
HoS
HoS
15. Visit Leader declaration
I confirm that as the Visit Leader the items detailed within this checklist have been implemented to the standards set out in DCSL Off-site Educational and Safeguarding Visits Policy.
Signed Print Date
16. Visit sign off
Proposed educational visit
Proposed dates
Visit Leader
Duty Manager or Head of School
I am satisfied that the Visit Leader has presented sufficient planning for the visit to achieve its objectives safely.
Signed Print Date
Residential Checklist
All items detailed as ‘attached’ must be provided to Head of School and / or College Leadership Team together with this checklist. Final approval is granted once the Duty Manager / Head of School is satisfied that the Visit Leader has undertaken sufficient planning for the visit to achieve its objectives safely.
Visit:
Visit Leader:
1. General
1.1 Purpose of visit consistent with the aims of College
1.2 Initial day / Residential visit approval form completed
1.3 Appoint Deputy Visit Leader
1.4 Visit noted in staff school calendar. Moved to public calendar upon HoS approval
1.5 Site visit conducted with Deputy Visit Leader
1.6 External Provider and Site Reconnaissance / Background Checklist (attached)
1.7 Correct adult:child ratios and gender balance adhered to
1.8 Full itinerary (attached)
1.9 Parent consent forms (attached)
1.10 Visit booklets complete and distributed (attached)
2. Finance
2.1 Finance manager appointed from staff team or VL within small teams
2.2 Proposed budget for the visit – showing income and expenditure (attached)
2.3.2 A contingency of 10 - 20% built in
2.3.7 Cash float generated with sufficient reserve to cover emergencies (discussed and approved by DBA)
2.3.8 Billing letter to include refund statement
3. Communication
3.1.1 A copy of all information letters / consent requests sent to parents (attached)
3.1.2.5 Packing list distributed to parents 6 months before departure (attached)
3.1.2.6 Parents informed of any hazardous activities including any that may be a plan B activity as a result of bad weather etc
3.2 Communication to parents whilst away shared and approved
3.3.1 One phone per travel group, for example group is split over two buses or three trekking groups.
3.3.2 Group mobile chat created for all accompanying staff
3.3.3 Roaming purchased by each member of staff for their personal phones (for reimbursement)
4. Pre-departure sessions
4.1 Staff meeting - 3 months before departure (overview and allocation of roles)
4.3 Parent information meeting held prior to visit - 6 weeks before departure
4.4 Student information session conducted - 1 month before departure
4.4.5 Students rooms discussed with children and allocated (attached)
4.1.3 Staff meeting - 1 month before departure (student safeguarding, chaired by Child Protection Officer)
4.5 Student training - activity / risk management specific (if required)
4.6 Student kit check - 2 weeks before departure (run by Visit Leader and all accompanying staff)
4.7 Student safeguarding session conducted - 1 week before departure
4.7.4 Travel and behaviour briefing - all students signed code of conduct (attached)
4.1.4 Staff meeting - 1 week before departure
5. Travel
5.1.1 Reserve travel arrangements as soon as the initial survey is returned
5.2.8 Buses / coaches booked have seatbelts
5.1.4 Parents advised to organise own visas if required - 6 weeks before departure
5.1.5 Check for any country specific entry requirements with International SOS
5.1.6 Parents informed as to their responsibilities in terms of departure and collection times before and after the visit - (attached)
5.1.7 Travel groups and group leaders allocated (attached)
5.1.8 Travel arrangements confirmed (attached) - 1 month before departure
5.1.9 Dietary requirements for any in transit meals organised
5.1.10 Buses booked from DCSL if required - minimum of 3 weeks before departure
5.1.11 Book packed meals from DCSL if required during the journey
5.1.12 Passports / ARC’s collected 10 days before departure (copies attached)
5.2.5 Students issued ‘emergency what to do and who to contact card’
5.2.9 Sick bags organised
6. Adventurous Activities
6 No adventurous activity is permitted without prior consultation with Head of Outdoor Education and with written parental consent
6.1.1 Students ability to swim 50m obtained from Head of Swimming for any activities involving water.
6.1.3 Adventurous Activities External Provider Agreement signed and returned (attached)
6.2.2 Any and all activities in or on water must be supervised by an appropriately qualified instructor or lifesaver.
7. Risk Management
7.1 Plan A and B risk assessments completed (attached)
7.2 Collect blank reporting systems forms: Medication, accidents, incidents, near miss safeguarding statements and visit medical treatment record.
7.4.1 Permission from the Head of College for activities identified as ‘high risk’ within the risk assessment (attached)
7.5 Check insurance provision is adequate for all activities and advise parents if additional insurance is necessary (attached)
7.6.1 International SOS state overseas location is safe to travel
8. Accommodation
8.1.1 Provider ready to present emergency plan for accommodation upon arrival
8.2 Bathroom facilities discussed and approved
8.3 Students rooming lists and room map (hotels, dorms hostels only). Copy to each member of staff (attached)
8.4.6 Tent cards created with student and staff names (camping only)
8.4.7 LED lights brought to illuminate staff tents (camping only)
8.4.9 Whistles for every student included on student kit list (camping only)
9. Implications
9.1 Cover for any lessons/ duties / ECAs of all accompanying staff
9.2 Lunches / snacks cancelled with kitchen
9.3 Buses cancelled
10. Students
10.1 Updated Student Profile Form - addresses, telephone numbers, photographs, medical and dietary information
10.2 Signed Code of Conduct – standards of behaviour expected in respect to alcohol, smoking, sexual behaviour and general group discipline (attached)
10.3 All staff team downloaded EduLink app
11.
Staff Team
11.4 Staff roles allocated
12. Emergency Action Plan
12.1 External provider, host organisation, emergency contact form (attached)
12.2 MERP form completed (available here) and emailed to International SOS
12.3 Trip Medical Support Plan received from International SOS (attached)
12.4 All staff team downloaded International SOS app
12.5 Emergency action plan including DCI contact details (attached)
12.6 Safeguarding emergency action plan (attached)
HoS
13. Safeguarding
13.1 Safeguarding and Deputy Child Protection Officer appointed.
13.3.2 Provider to share safeguarding policy / police checks for all staff delivering on the programme.
13.3.3 Provider signed and returned DCSL Safeguarding Statements from all staff delivering on the programme
14. Medical and first aid / dietary
14.2 Assessment of students pre-existing medical conditions form complete
14.4 Student and staff dietary requirements sent to travel agent and / or provider as required. The College ‘no-nuts’ policy must also be explained to all residential centres and eating establishments. Contact numbers and photos for accompanying staff attached together with next of kin details (attached)
14.5 Check with International SOS which health precautions are advised for the location(s) to be visited i.e. vaccinations and any other medication requirements
14.6.1 Appoint staff as CPR qualified first aiders responsible for the duration of the visit
14.6.2 First aid kits and medication obtained from school nurse appropriate for visit
14.6.3 Precautions for sun protection and dehydration
14.7.6 Signed “in loco parentis” agreement for student to receive emergency medical treatment, as considered necessary (copy attached, original to be taken on visit).
15. Visit Leader declaration
I confirm that as the Visit Leader the items detailed within this checklist have been implemented to the standards set out in DCSL Off-site Educational and Safeguarding Visits Policy. On return from the Visit I will undertake section 17. Post Visit Evaluation
Signed Print Date
16. Visit sign off
Proposed educational visit
Proposed dates
Visit Leader
Duty Manager or Head of School
I am satisfied that the Visit Leader has undertaken sufficient planning for the visit to achieve its objectives safely.
Signed Print Date
1. General
1.1.
Purpose of visit consistent with the aims of College
At Dulwich College we believe that education goes beyond books, bricks and mortar. Our programme of outdoor and adventurous learning has been carefully constructed to nurture inter-and intrapersonal growth, transferable to and beyond the classroom, helping students prepare for a future that is indefinable.
Our mission is to develop creativity through exploration, build resilience through challenge and foster environmental, individual and social responsibility through journey and service.
We believe in creating the leaders of tomorrow with learning opportunities that stimulate and inspire the confidence to act, think critically and adapt to change with compassion, empathy and integrity.
1.2.
Initial day / Residential visit approval form completed
One approval form is used for both day and residential visits and is required for all off site visits (appendix 18.2) Information not required for day visits may be marked as N/A. Once approval is granted, the form should be brought to the Educational Visits Coordinator.
1.3. Appoint Deputy Visit Leader
A Deputy Visit Leader must be appointed by the Visit Leader and approved by the Head of School or Head of College. They must be fully versed in all aspects of the visit and confident to act as Visit Leader if required.
1.4. Visit noted in school staff and public calendar
This should be noted in school staff calendar as soon as initial visit approval has been received and moved to school public calendar upon HoS approval.
1.5.
Site visit conducted with Deputy Visit L eader
The site visit serves to evaluate sites, accommodation and / or activities for the proposed off-site educational visit, therefore underpinning its risk assessment.
Note: A site reconnaissance is mandatory within Korea.
1.6. External Provider and Site R econnaissance / Background Checklist
This checklist should be used during the reconnaissance assessment and submitted to the Head of School for approval before continuing with planning the proposed offsite educational visit (appendix 18.3)
Note: A site reconnaissance should be completed each year to ensure risk management is accurate and up to date.
1.7. Correct adult:child ratios and gender balance adhered to
Implementing sufficient staff to student ratio is vital for both safeguarding and pedagogy of the educational visit.
Off-site day visits
Primary School
Reception -
1.7.3. Year 1 -
1.7.4. Years 2 to 4 - 1:6
1.7.5. Years 5 and 6 - 1:8
Senior School
1.7.6. Years 7 to 13 - 1:10
Note: For sport fixtures in Seoul the following principles apply: a minimum of two school adults must be present at each event venue; there must be a minimum of one staff member per team.
Off-site residential visits
Primary School
Adult: child ratio
1.7.7. Nursery - 1:1 plus Visit Leader
1.7.8. Reception - 1:2 plus Visit Leader
1.7.9. Year 1 - 1:5 plus Visit Leader
1.7.10. Years 2 to 4 - 1:6 plus Visit Leader
1.7.11. Years 5 and 6 - 1:8 plus Visit Leader
Senior School
1.7.12. Years 7 to 13 - 1:10 plus Visit Leader
These ratios must be seen as the bare minimum and are subject to increase based on the nature of activities or the medical and behavioural needs of the students. In addition, mixed gender groups must be accompanied by both female and male staff members. Where possible a native language speaker for the country of visit should also be included.
Accompanying staff must also complete Accompanying Staff and Visit Leader Training as appropriate:
Accompanying parents may be used to supplement Dulwich staff:student ratios on day visits and in exceptional circumstances, residential visits. They must always be under the supervision of a teacher, attend all staff briefings on the lead up to departure and have signed the Visit Safeguarding Statement (appendix 18.5).
Note: The Head of College must approve any and all deviations from policy on ratio.
1.8. Full itinerary (attached)
The itinerary must include:
1.8.1. Dates
1.8.2. Locations
1.8.3. Approximate timings
1.8.4. Travel arrangements
1.8.5. Activities
1.8.6. Eating arrangements
1.8.7. Accommodation
Note: The itinerary will be shared with parents
1.9. Parent consent forms
Parents are required to submit up to three documents:
1.9.1. Initial survey (electronic) - Mandatory
In principle, parents would like their child to attend the visit based on itinerary and cost.
1.9.2. Student Profile Form - Mandatory
Gives permission to attend visit and provides current medical, dietary status and grants DCSL staff permission for us to act in loco parentis. If water activities are planned, this must include details on the student’s ability to swim.
1.9.3. Medication Permission Form - If required
Provides dosage instructions for any student requiring medication administered during visit.
1.10. Visit booklets complete and distributed
Once the Visit Lead has collected all the required information for the trip to be signed off, the booklets can be compiled by either Primary School or Senior School Admin. This information required to complete the booklet should be placed within the respective folders found in ‘shared drive’. The Visit Lead is responsible for providing the information highlighted in Italic below. Once are complete booklets should be distributed to visit staff team and College Leadership Team.
1.10.1. Staff information
1.10.2. Register
1.10.3. Student photographs
1.10.4. Student medical information
1.10.5. Student dietary information
1.10.6. Parental contact information
1.10.7. Passport / Visa / Insurance
1.10.8. Student code of conduct
1.10.9. Travel groups
1.10.10. Tickets
1.10.11. Itinerary
1.10.12. Clothing / equipment list
1.10.13. Risk assessments
1.10.14. Emergency action plan
1.10.15. Accident form
2. Finance
2.1. Finance Manager Appointed
A finance manager should be appointed from the staff team. The Visit Leader may be the appointed person within small teams. Their role is to oversee all aspects of finance and reconciliation.
2.2. Proposed budget
Visits will either be covered within curriculum fees or at the additional expense of parents.
Either way, costing any visit requires careful planning and should follow local finance policy and procedure. DCSL is unable to cover accompanying staff costs through students.
2.2.1. Day visits
Day visits will usually be organized internally and therefore requires all costs to be considered. Planning should include:
2.2.1.1. Local transfers
2.2.1.2. Activities
2.2.1.3. Equipment hire related to activities
2.2.1.4. Entrance tickets
2.2.1.5. Local taxes
2.2.1.6. All food, drink and snacks
2.2.1.7. Travel / activity insurance
Note: Check activity insurance cover carefully. Adventurous activity insurance is likely to incur additional cover and expense.
2.2.2. Local residential visits
Local residential visits will usually either be hosted by an organization or through an external provider. Hosted events may only cost for entrance to an event, whilst residential visits organized by an external provider maybe all-inclusive cost. The same considerations apply for costing local residential visits as day visits, but will also need to include:
2.2.2.1. Accommodation
2.2.2.2. All food, drink and snacks required during travel
2.2.3. International residential visits
The same considerations apply for costing international residential visits as local residential visits, but will also need to include:
2.2.3.1. Transfers to the airport / ferry port / train station / bus terminal
2.2.3.2. Travel tickets
Note: Check travel insurance cover carefully. The school travel insurance is unlikely to extend to international cover.
Note: Be aware that currency exchange rates fluctuate, so prudent exchange conversion rates are advised in your costings for overseas travel.
2.2.4. Additional costs not factored by Dulwich College Seoul
Parents to be made aware that they will be responsible for organizing any and all of the following items in their own time and at their own expense:
2.2.4.1. Visas required to enter the country of destination
2.2.4.2. Inoculations required by visiting country
2.2.4.3. Travel insurance for students visiting their country of origin
2.2.4.4. Medical insurance
2.2.4.5. Personal property insurance
2.2.4.6. Alternative travel arrangements pre or post residential
2.2.4.7. Clothing and personal items required during residential
2.2.4.8. Travel costs incurred as a result of student expulsion during residential
2.2.4.9. Pocket money during visit
2.3. Finance procedure
2.3.1. An estimate for the cost of the visit must be presented on the Visit Initial Approval Form.
2.3.2. It is also important to factor in a contingency. 5-10% is recommended for day visits and 10-20% for residential visits.
Once the external provider has been appointed, the itinerary and risk assessments have been generated and the initial attendance survey has been collected:
2.3.3. Flights should be reserved through a reputable agent. Ideally the agent should also be able to organize visas if required (parents to deal directly).
2.3.4. Accommodation (if organising independently of external provider) should also be reserved once groupings are organised.
Note: Cancellation policies must be discussed and approved by DBA before booking.
2.3.5. An invoice for a deposit covering the immediate costs of the visit should next be raised to parents. This may include, but not limited to; flights, provider deposit or event tickets. This deposit is non-refundable which must be made clear to parents at the earliest opportunity.
2.3.6. An invoice for the remaining balance should be raised to parents 30 days prior to departure.
2.3.7. A cash advance request (available on SharePoint) should be requested 2 weeks prior to departure with sufficient reserve to cover emergencies (approved by DBA).
2.3.8. All billing letters must include the following statement:
“Please be aware that cancellation following payment is likely to incur penalties on refunds at the discretion of the provider or airline up to the whole amount depending on when cancellation is given”
2.3.9. During the visit all receipts should be collected and should detail reason for expense. In cases where receipts cannot be issued, expenditure should be written in a petty cash book.
2.3.10. Upon return from the visit, cash float must be reconciled and submitted to the Finance Department in accordance with local procedures.
3. Communication
3.1. Communication with parents prior to visit
Clear and timely communication with parents is essential to establish confidence in visit planning. Providing as much information in advance will assist parents to budget accordingly, purchase any items required for the visit and accommodate personal schedules.
3.1.1. At the beginning of the first term parents are made aware of the educational and extracurricular visits calendar for the academic year. This details estimated cost, proposed dates and student eligibility. However, Visit Leaders are reminded that communication with parents should align with the timeline detailed at the beginning of this document.
3.1.2. Parents should receive first direct communication from Visit Leaders 6 months in advance of departure for residential visits and 2 weeks in advance of departure for day visits. Details should include:
3.1.2.1. Purpose of visit
3.1.2.2. Estimated cost of visit and payment schedule
3.1.2.3. External providers used (if appropriate)
3.1.2.4. A general itinerary in enough detail to install sufficient confidence in visit management
3.1.2.5. A packing list. Purchasing personal clothing and or equipment required for visits can be difficult and expensive at short notice
3.1.2.6. Any hazardous activities including any that may be a plan B activity as a result of bad weather etc
3.1.2.7. Initial attendance survey
3.1.2.8. Details of parents information session (residential visits only)
3.2. Communicating with parents during visit
Direct communication between visit staff and parents is highly discouraged. All communication should go through the Duty Manager or Head of School.
For children on adventure and sport residentials, parents should be kept up to date using the relevant Instagram account; either dcsl.adventure or dcsl_sport. The College Instagram policy can be found in appendix 18.6 For all other residential visits, communication to parents should be sent by email. Either way, parents should receive a minimum of 1 group photo per day.
3.3. Communication within the staff team
Establishing effective lines of communication within the staff team are essential to ensuring a safe, meaningful and efficient visit (see pre-departure sessions below). To ensure effective inter-staff communication the following resources may need to be considered:
3.3.1. Essential - 1 phone per travel group, for example group is split over 2 buses or 3 trekking groups.
3.3.2. Strongly recommended - Group mobile chat for all accompanying staff
3.3.3. Roaming purchased by each member of staff for their personal phones. Reimbursed upon return.
3.4. Communication with Duty Manager during visit
The duty manager should be contacted:
3.4.1. Upon arrival
3.4.2. At the end of each day
3.4.3. Just before departure
3.4.4. Any significant changes to itinerary or travel
3.4.5. Safeguarding concerns
3.4.6. Injury or illness requiring medical attention (not first aid)
3.4.7. Unusual occurrences where safety / wellbeing of students is compromised.
4. Pre-departure sessions
4.1. Staff pre-departure meetings
Clear and timely communication with the accompanying staff team is essential for staff training, shaping the itinerary, delegation of responsibilities and discussing attending students.
4.1.1. The first visit specific meeting should take place 3 months (residential visits) or 2 weeks (day visits) prior to departure and provide an overview for the visit and allocation of roles.
4.1.2. Activity or risk management specific staff training may take place anywhere up to 1 year prior to departure.
4.1.3. The second staff meeting should take place 1 month (residential visits) or 2 weeks (day visits) before departure to discuss student safeguarding (co-led between Visit Leader and college Child Protection Officer.
4.1.4. The third and final staff meeting should take place 1 week prior to departure to finalise all logistical arrangements and issue resources and or documentation as required.
4.2. Day visit parent information session
4.2.1. Parent information sessions for day visits are rarely required. Generally, it is sufficient to inform parents of the arrangements by email and by receiving electronic consent. The information provided to parents should include:
4.2.1.1. Purpose of visit
4.2.1.2. Activities
4.2.1.3. Staff team
4.2.1.4. Dates
4.2.1.5. Cost and payment schedule
4.2.1.6. Time and place of departure / return
4.2.1.7. Detailed itinerary
4.2.1.8. Travel arrangements
4.2.1.9. Behaviour expectations
4.2.1.10. Clothing and equipment required
4.2.1.11. Catering arrangements
4.2.1.12. Pocket money
4.3. Residential visit parent information session
4.3.1. Parents should be invited to attend an information session once the itinerary, travel and accommodation is organised and a site visit and risk assessments have been completed. Ideally this should be approximately 6 weeks prior to departure.
4.3.2. The information given about residential visits during the information session should include as detailed in 4.1.1 and in addition:
4.3.2.1. Visas and passports for overseas travel
4.3.2.2. Health requirements / inoculations
4.3.2.3. Insurance arrangements
4.3.2.4. Communication during residential
4.3.2.5. Discipline and visit expulsion procedure
4.4. Student information session
Students should be reminded that they are ambassadors of Dulwich College and are expected to be polite and courteous at all times. Student information sessions should take place 1 month (residential visits) or 2 days (day visits) before departure.
It is essential that all students:
4.4.1. Understand the purpose of visit
4.4.2. Know the staff team
4.4.3. Are aware of basic local customs and cultural etiquette
4.4.4. Are aware of risk management / emergency principles
4.4.5. Rooms allocated with students (attached) and room safety discussed
4.4.6. Understand clothing and equipment required
4.4.7. Understand the importance of reporting accidents or breakages.
4.5. Student training sessions
In some cases, students may benefit from receiving activity specific training prior to departure. Training should introduce or underpin activities being undertaken during the visit. Examples may include; using camping stoves, reading maps or riding a bike.
4.6. Student kit check
When undertaking adventurous journeys, students should bring in the items detailed on their kit list for inspection 2 weeks before departure. Staff should comment against missing or inappropriate items to ensure amendments or additions are made.
4.7. Student safeguarding session
For residential visits, students should receive an additional safeguarding session 1 week before departure. This should broadly cover all aspects of the visit that have the potential to negatively influence student wellbeing. These should include:
4.7.1. How to cope with difficult situations (e.g. being approached by strangers)
4.7.2. Appropriate and inappropriate personal and social conduct
4.7.4. Understand behavioural expectations and sign behavioural code of conduct (appendix 18.7) (attached)
5. Travel
5.1. Pre travel
Each college will have its own procedures for booking transport, but the following general guidelines apply:
5.1.1. Reserve travel arrangements as soon as the initial survey is returned. Transport should be arranged directly or through a reputable agent. Request a deposit from parents which, as a minimum should cover transport costs. Pay particular attention to ‘hidden extras’ as well as cancellation dates and charges.
5.1.2. Public transport may be used at the discretion of the Head of School and responsibility of the Visit Leader.
5.1.3. Minibuses and private travel may only be used at the discretion of the Head of College
5.1.4. Visas should be organised directly by parents as required. It is advised that applications should be processed 6 weeks before departure.
5.1.5. Check for any country specific entry requirements with International SOS. For example, the Philippines require an affidavit signed by parents at an embassy for children under the age of 15 to travel without a parent.
5.1.6. Parents to be made explicitly clear of all transport arrangements and their responsibilities for drop off and collection.
5.1.7. Students organised into travel groups supervised by a member of staff.
5.1.8. Travel arrangements confirmed 1 month (residential visits) and 1 week (day visits) before departure.
5.1.9. Dietary requirements for any in transit meals should be organised when confirming travel arrangement 1 month (residential visits) and 2 weeks (day visits) before departure.
5.1.10. School buses are booked through SharePoint - a minimum of 3 weeks before departure.
5.1.11. Book packed meals from DCSL if required during the journey (low waste, sustainability friendly)
5.1.12. It is advised that passports are collected by the Visit Leader 10 days before departure. These should be collected by reception staff and stored securely in the College safe.
5.1.13. A risk assessment for all journeys must be completed.
5.2. During travel
General
5.2.1. Staff should conduct regular head counts especially when arriving to and departing from locations.
5.2.2. Students should always be ‘sandwiched’ between staff when walking, with a ‘back marker’ checking all students have exited or gone through. This is especially important at immigration, boarding boats etc.
5.2.3. Students using public toilets during travel must seek approval from their travel group leader and should always go in groups of 4.
5.2.4. Students should travel in ‘Dulwich’ clothing, either PE kit or visit specific (where possible).
5.2.5. All students issued with an ‘emergency card’ with Visit Leader, external provider and Head of School contact number and address of accommodation. Written in English and visiting language.
Road travel
5.2.6. Vehicles should appear safe and well maintained. If in any doubt, request or use alternative. If no other is available, contact Head of School / Duty Manager for advice.
5.2.7. Road vehicles must always have seatbelts for all passengers. If the transport provided does not have seatbelts and no alternatives are available, then the Visit Leader should discuss with the Duty Manager if it will be safer to remain in place until alternative transport arrives or to use the transport provided.
5.2.8. Prepare for travel sickness. Students prone to travel sickness should sit at the front.
5.2.9. Students must remain seated at all times.
5.2.10. A staff member should sit near the driver and by the safety exit.
5.2.11. There should be 2 drivers on long journeys. The coach company must ensure that drivers follow the regulations concerning total working hours each day.
5.2.12. Rest stops should be planned for all journeys over 1 hour.
5.2.13. Staff should check vehicle is left tidy.
Rail / underground travel
5.2.14. Where possible, students should travel in the same carriage. If group is split, staff must be positioned accordingly.
5.2.15. Students should be seated where possible.
5.2.16. Whole party clear on when to leave train. Back marker to ensure no students are left on the train. ‘What if’ scenarios during pre-departure sessions with staff and students should clarify this procedure.
Boat travel
5.2.17. Any and all boat travel may only be used at the discretion of the Head of College.
5.2.18. Boats should appear safe and well maintained. If in any doubt, request or use alternative. If no other is available, contact Head of School / Duty Manager for advice.
5.2.19. Life jackets must be available on small boats at risk of capsize and life rafts must be available on larger passenger type ferries.
5.2.20. Emergency evacuation procedure must be explained before departure.
5.2.21. Safety briefing given to students before departure clarifying meeting points, emergency evacuation and consideration for dangers on board. Students should not be allowed on deck unsupervised.
Air travel
5.2.22. It is advisable to go ‘airside’ before allowing students to roam freely in the airport.
5.2.23. Once airside, take students to departure gate to establish ‘base’.
5.2.24. Students briefed on navigating airport.
5.2.25. Students may only travel independently at the discretion of the VL and in groups of no less than 4 returning no more than every 45 minutes to check in. Boarding cards should be distributed at the discretion of VL. Where this is deemed inappropriate, purchases at airport shops should be supervised by a staff member who can retain boarding cards after purchase.
6. Adventurous Activities
By definition ‘adventure’ carries a degree of risk and uncertainty. However, when carefully managed, ‘risk and uncertainty’ provides an effective platform from which to nurture strong inter and intrapersonal skills. Therefore, these guidelines are written from the perspective that managed risk enables adventure, not restricts it.
Note: No aquatic or adventurous activities are permitted without prior consultation with Head of Outdoor Education and or Head of School and with written parental consent
6.1. Planning
6.1.1. Students ability to swim 50m obtained from the Head of Swimming for any activities involving water. Any student’s ability that is not known must be tested by the Head of Swimming prior to departure.
6.1.2. The Adventurous Activity Leader Guidelines (AALG) (available on SharePoint), should be used to underpin all aspects of planning.
6.1.3. External Provider and Site Reconnaissance / Background Checklist completed (appendix 18.3)
6.1.4. The Educational Visits External Provider Agreement (appendix 18.8) should be signed and returned.
6.1.5. International SOS provide comprehensive pre-visit advice.
6.2. During
6.2.1. In circumstances where a threat to a student wellbeing is imminent, staff are strongly encouraged to stop the activity, secure the group and seek guidance from the Visit Leader and / or Head of School.
6.2.2. If water-based activities are planned, ensure that an appropriately qualified person will be present during activity. They must always be in the water, with other staff observing from the land. This may be a member of staff or a professionally trained person at the venue.
6.2.3. Dulwich staff should promote the transference of learning from ‘adventurous activity to real world’ (see AALG) (available on SharePoint).
6.2.4. International SOS provide unlimited, 24/7 real-time access to doctors and security specialists online, on-call, and on the ground.
7. Risk Management
The principles of assessing the risk of an activity are:
Identify the hazard - (something with the potential to cause harm)
Identify who might be at risk
Identify the risk - (the likelihood of the hazard causing harm)
Consider the severity - (what is the worst-case scenario?) How can the risk be managed to an acceptable level? A watertight plan in the event of the worst-case scenario
7.1. Risk assessments
Since it remains the responsibility of the Visit Leader to oversee the risk management during the visit, it is important to compile all external providers risk assessments into one cogent ‘Dulwich format’ before the visit can receive final approval. This may require some translation with the help of each provider. Risk assessments should follow a modular construction, built with separate assessments of the following:
7.1.1. Travel
7.1.2. Activities (Plan A and B)
7.1.3. Residential & Accommodation
The following documents and templates should be used to inform this process:
7.1.4. Adventurous Activity Leader Guidelines (available on SharePoint)
7.1.5. External Provider and Site Reconnaissance / Background Checklist (appendix 18.3)
7.1.6. Assessment of Students Pre-existing Medical Conditions Form - (appendix 18.9)
7.2. Blank reporting systems
All staff should have copies of blank reporting systems forms: Medication, accidents, incidents, near miss, safeguarding statements and visit medical treatment record.
7.3. Risk matrix
The risk matrix is used to calculate the risk of a specific hazard. The example below calculates the risk of sunburn during a summer canoeing session. Severity is multiplied by likelihood which generates the risk.
Note: Activity specific risk assessment templates are provided in your visit specific folder
Cover exposed skin until casualty is in safe area. Cool area with after sun and drink water.
7.4. Supporting notes
7.4.1. Permission is required from the Head of College for activities identified as ‘high risk’ (orange). Risks calculated as ‘intolerable’ (red) must not proceed.
7.4.2. The risk assessment process must be seen as ‘ongoing’ and ‘dynamic’. Professional judgement and decisions regarding safety will need to be made during the activity.
7.4.3. There will be occasions when circumstances may prelude the safe conduct or continuation of programmed activities. This may be as a result of bad weather, illness or injury. A ‘plan B’ for these eventualities should be considered and risk assessed during planning. The lead or deputy teacher have the authority to modify the planned programme at their discretion, however it is vital that they continue to report any modifications to the appointed Duty Manager.
7.5. Insurance
7.5.1. Check insurance provision is adequate for all activities, especially adventurous activities.
7.5.2. Students travelling back to their country of origin will not be eligible for the travel insurance provided by Dulwich College Seoul. In this instance, parents should be notified and additional travel insurance purchased directly by parents if required.
7.5.3. It is important to note that the College policy will not cover the loss of personal property, so this information will need to be communicated to parents and additional insurance purchased directly by parents if required.
7.5.4. All students on residential visits must have their medical insurance policy information contained within their Student Profile Form.
7.6. Travel advice
7.6.1. An International SOS security consultant should be contacted regarding the safety of overseas location.
7.6.2. Governmental foreign travel advice websites should also be used to inform both initial planning and final approval stages of residential visits.
8. Accommodation
8.1. Rooms (indoor)
8.1.1. Students briefed on fire evacuation procedure, location of assembly points and potential hazards, i.e balconies upon arrival.
8.1.2. Ensure a suitable degree of privacy, try to avoid ground floor rooms.
8.1.3. Girls and boys should be accommodated on different floors if possible.
8.1.4. Girls are not permitted to enter boys’ rooms and vise versa.
8.1.5. Students of the same gender should not visit other students’ rooms without permission from Visit Leader.
8.1.6. Same gender staff should be accommodated close to students.
8.1.7. Ensure that mini-bars, kettles, knives, scissors, matches, condoms etc are removed from student rooms.
8.1.8. Check that balconies in rooms are secured and parental controls set on TV to avoid viewing of inappropriate material.
8.1.9. Student room labels should be avoided, and a room map used instead.
8.1.10. Students given extension number and understand how to contact teachers if there are problems in the night.
8.1.11. Ensure students can operate the door locks.
8.1.12. Students understand only to answer door to teachers.
8.1.13. A lights out time should be strictly enforced.
8.1.14. Students should never leave their room after lights out unless in an emergency or to use the bathroom and accompanied by their buddy.
8.2. Bathrooms
8.2.1. Allocate separate bathrooms for staff and students wherever possible. If this is not possible set designated times for staff and students.
8.2.2. Staff should not enter a toilet designated for opposite gender unless in a clear emergency situation.
8.2.3. If there are only shared facilities, then staff should plan to avoid any accidental sharing between staff and student or opposite genders.
8.2.4. Ensure there is adequate provision for washing / sanitizing hands.
8.3. Rooming list
8.3.1. A rooming list organised in advance of arrival is essential.
8.3.2. Wherever possible students should be consulted about room groupings.
8.4. Camping
8.4.1. Bathroom arrangements should be organised upon arrival, in accordance with [8.2]
8.4.2. Students briefed on fire evacuation procedure and location of assembly points upon arrival.
8.4.3. Tents should be clustered into male and female camps.
8.4.4. Staff should be pitched in between male and female camps.
8.4.5. Tents should be pitched a minimum of 3 metres apart.
8.4.6. Tent cards should be attached for both students and staff.
8.4.7. LED lights should be used to illuminate staff tents.
8.4.8. Bathroom lights should be left on.
8.4.9. A whistle should be included on student kit lists to use in the event of an emergency. Spare whistles should be brought by the Visit Leader.
8.4.10. Students should always wake up their tent partner should they need to go to the bathroom in the night.
8.4.11. Students should never be in possession of any fire lighters, matches or flints without Visit Leaders permission.
8.4.12. For certain locations and or age groups, staff should rotate the position of night warden. This should be discussed with HoS prior to departure.
9. Implications
The implications on the College from taking students outside school must be considered:
9.1. Cover for any lessons/ duties / ECAs for accompanying staff should be organised by the individual staff directly.
9.2. Lunch and snacks should be cancelled with the kitchen.
9.3. Places cancelled on buses for students that use them to get to and from school.
10. Students
10.1 Student Profile Form
A student profile form will be populated from SIMS by Admin. This will include student information; photographs, NOK contact information, medical and dietary requirements, swimming ability and consent to dispense paracetamol, ibuprofen, immodium and antihistamine.
10.2 Signed Code of Conduct
Students will be expected to sign that they will adhere to standards of behaviour in respect to alcohol, smoking, sexual behaviour and general group discipline (attached). A copy of each signed consent should be left with the Duty Manager as well as being taken on the visit.
10.3 EduLink app downloaded on all staff phones
ID: dulwichcollegeseoul
Username: yourname@dulwich-seoul.kr address and respective password.
11. Staff Team
11.1. Duty Manager / Head of School
A Duty Manager (normally the Head of School) will be on call, available to be in College within one hour and fit to assume responsibility of normal school duty 24 hours a day for the duration of the visit. They must be fully versed on all aspects of the visit including primary, contingency and emergency plans.
The Duty Manager serves 4 main functions:
11.1.1. Liaison
Acts as the link between parents, the organisation and Visit Leader for the duration of the visit. Only the Duty Manager should contact parents / guardians where appropriate, should unforeseen circumstances arise. The Duty Manager may also act as the emergency contact for parents outside of normal school hours.
11.1.2.
Monitor
All residential visits must ‘check in’ with the Duty Manager every day at a specified time. The Duty Manager should log any and all changes to primary plans. Teams on Adventurous Journeys should carry a GPS spot device from which the Duty Manager can access the team's location.
11.1.3. Critical friend
The Duty Manager will also be available as a critical friend for the duration of the visit. Whilst the lead or deputy teacher has the authority to modify the planned programme at their discretion, it should where possible be following discussions of intent with the Duty Manager.
11.1.4.
Emergency coordinator
Emergency protocol will be initiated by the Duty Manager upon request of the Visit Leader or after an agreed period of no contact.
11.2. Visit Leader / Deputy Visit Leader
11.2.1.1. Day Visit Leader role
The Day Visit Leader should be experienced in leading off-site visits and are required to attend level 1 and 2 training.
11.2.1.2. Residential Visit Leader role
The Visit Leader will work collaboratively with the Head of Outdoor Education, External Providers, Head of School, Duty Manager, Child Protection Officer, Wellbeing Lead and School Nurse to ensure all aspects of the implementation of the residential visit are complete.
The Visit Leader should follow the visit checklist to ensure comprehensive planning is implemented.
11.3. Accompanying staff
Staff are reminded that they are acting in loco parentis and as such supervision should be that which a reasonable parent would provide on holiday with his/her own child. Good sense and normal school rules apply.
All staff are expected to:
● Assist the Visit Leader in managing any and all aspects of the visit
Whilst supporting teachers are not expected to possess any technical expertise in adventurous activities, they are expected to have familiarized themselves with any relevant information contained within the Adventurous Leader Activity Guidelines (available on SharePoint). Internal staff are encouraged to highlight any and all concerns at any time with the Visit Leader or External Provider.
● Ensure the wellbeing of all students.
In circumstances where a threat to a student wellbeing is imminent, staff must stop the activity, secure the group and seek guidance from the Visit Leader and or emergency action plan. If it doesn't feel right, it probably isn't.
● Promote the transference of adventure to the ‘real world’ (see teaching and learning in Adventurous Activity Leader Guidelines available on SharePoint).
11.4. Staff Roles
The staff team should be allocated single and or multiple roles during the visit. This is at the discretion of the Visit Leader, but should include as a minimum:
11.4.1. Deputy Visit Leader
11.4.2. Designated Child Protection Officer (see 13.1)
11.4.3. Deputy Safeguarding Lead
11.4.4. Medication dispense (vital that only 1 staff member per group location performs this role)
11.4.5. CPR and first aid lead
11.5. Volunteer / Parental support
● All volunteers who have either unsupervised access to students must have received full safeguarding training and background check.
● All volunteers who participate in a visit in a support role (i.e. always supervised) must have received a short safeguarding induction and have signed and returned the Visit Safeguarding Statement.
12. Emergency Action Plan
Staff in charge of students during educational visits have a duty of care to ensure both their physical and emotional wellbeing. Safety must always take precedence over anything else.
12.1. External provider, host organisation, emergency contact form
The purpose of this form is to provide the contact information of all providers, local hospitals, accommodation and insurance (appendix 18.10).
12.2. MERP emailed to International SOS
A MERP form should be completed and emailed to International SOS (appendix 18.11).
12.3. Trip Medical Support Plan received from International SOS
The Trip Medical Support Plan received from International SOS (attached).
12.4. International SOS app downloaded on all staff phones
A user guide to the app is available here
Staff should register the app using their @dulwich-seoul.kr address.
International SOS membership number: 07B865360
12.5. Activity Emergency Action Plan
Establishing an emergency action plan during any visit is a fundamental aspect of the risk assessment. This should be written in conjunction with external providers (if applicable) and taken on all visits. The Activity Emergency Action Plan is:
Stop activity
Check for danger
Secure group away from danger
Limit the possibilities for further injury to people or extensive property damage
Assess injury or illness
Provide emergency care according to the accepted procedures for the level of training you have. Appoint someone to complete incident/accident forms
Minor / uncertain
Administer first aid as required
For help with diagnosis only:
Call International SOS
Call from app or +82 23140 1791
Membership # 07B865360
Monitor for next 12 hours
Major
Call emergency services
Dial:
Country specific number
Call Duty Manager
12.5.1. Stop activity
“If it doesn’t feel right, it probably isn’t”. Whilst external providers maybe taking the lead in specialist or adventurous activities, internal staff must be proactive in calling stop if at any time they feel that student wellbeing is compromised.
12.5.2. Check for danger
It may not be possible or safe to stop the activity straight away. The purpose here is to highlight the hazards
and minimize the risk of it causing harm until the activity can be stopped and the group secured safely.
12.5.3. Secure the group
At the earliest and safest opportunity, the group should be secured away from anything with the potential to cause harm and provide the ‘space’ necessary to assess any injuries or the situation. Where external providers are employed, they must take the lead in securing the group during technical or adventurous activities. Ideally a safe location will be:
12.5.3.1. Away from any hazards such as roads, rivers, heights etc
12.5.3.2. Provide shelter for whole group
12.5.3.3. Have telephone signal
12.5.3.4. Be accessible for emergency evacuation
12.5.4. Assess injury or situation
Once the group is secure, the situation must be assessed by the Visit Leader and if required emergency care provided. Call International SOS to assess and advise.
Note: Do not proceed with direct assistance from International SOS without prior authorisation from Head of College or Director of Business Administration
Note: If emergency services are called the Head of College and Duty Manager must be informed.
Note: Changes to the itinerary must be communicated with the Duty Manager / Head of School. Replacement activities may not proceed unless risk assessed and parents were informed in original consent letter.
An overview of factors to consider during assessment phase
12.5.4.1. Nature and severity of emergency
12.5.4.2. Provision of emergency care
12.5.4.3. Physical and emotional wellbeing of group
12.5.4.4. Safety of current location
12.5.4.5. Impact on staff to student ratio if staff member is needed to accompany students to hospital
12.5.4.6. Safe to continue with or without changes to plans
12.5.4.7. Documenting emergency care and / or incident
12.5.4.8. Prohibiting all student phone calls, photos, videos, social media
Note: No staff or students may communicate with the media. All enquiries should be directed to the Head of College.
12.6. Safeguarding Emergency Action Plan
Establishing a process for safeguarding issues is essential, since students will be exposed to unfamiliar environments, activities and people. The following process should be observed if any concerns are presented during the visit.
Listen and record
Never make non-disclosure promises or ask leading questions
Assess situation with Visit Child Protection Officer. VSL assumes responsibility
Visit Related Non-Visit Related
Remove student(s) from any immediate concern
Call Duty Manager ASAP
Call Head of College if allegation is against member of Dulwich staff
12.7. Medical referral
Assess immediate wellbeing of student
Call Duty Manager
Call Head of College if allegation is against member of Dulwich staff
If medical attention is required, the following guidelines should be adhered to:
12.7.1. Head of College and Duty Manager informed.
12.7.2. A member of staff must remain with the student until they are discharged, or parents / guardian arrives.
12.7.3. Contact relevant insurance company if on a residential visit.
12.7.4. Any medical notes must be brought back.
12.7.5. Obtain receipts for any payments made.
13. Safeguarding
Safeguarding off-site visits is central to ensure the same degree of welfare for our students as when they are in school.
13.1. Designated Child Protection Officer
The Visit Leader may act themselves or appoint a visit staff member to act on behalf of the College’s designated Child Protection Officer. He or she should also appoint a deputy of the opposite sex. Together their role is to ensure that all aspects of the visit promote and respond to student wellbeing. This will ensure that all aspects of planning have been dutifully considered with regards to people, activity and place:
13.1.1. The physiological needs of each student
Appropriateness of the environment, accommodation, food and physical challenge
13.1.2. The safety of each student
Cognizant over the level and place of challenge, persons coming into direct contact with students and what could go wrong.
13.1.3. The social wellbeing of each student
Ensuring each student has supportive connections from positive relationships.
13.1.4. The self-esteem of each student
The aims and objectives of the visit encourage students to reflect positively on their personal performance.
13.1.5. The potential of each student
The challenge(s) of the visit can be differentiated to optimize the potential of each student.
13.2. Accompanying staff
13.2.1. All staff accompanying a visit must have received safeguarding training and be background checked. This also applies to any volunteers who have unrestricted contact with students either on a day or residential visit.
13.2.2. Mixed groups should always be accompanied by both male and female staff.
13.2.3. Staff are not permitted to be under the influence of alcohol or mind-altering medication for the duration of the visit.
13.2.4. Staff should never smoke in front of students.
13.2.5. Visit Leader must be aware of any staff taking sleeping medication.
13.2.6. At the discretion of the Visit Leader accompanying staff may take set periods of free time during the visit provided they remain contactable and it is not at the detriment of student supervision.
13.2.7. Visits from a staff members friend or family member during visits are only permitted at the discretion of the Head of College.
13.3. External providers
13.3.1. External providers must sign and return the Educational Visits External Provider Agreement (appendix 18.8). In addition, they should provide:
13.3.2. All external providers should provide their company safeguarding policy and background checks certifying all employees as appropriate to work with children.
13.3.3. The provider must sign and returned DCSL Safeguarding Statements from all instructional staff involved with delivering on the programme who will come into direct contact with our students (appendix 18.5).
13.4. Student safeguarding meeting
13.4.1. All students attending an offsite visit should attend a pre-departure safeguarding meeting. Points to include within the meeting:
13.4.2. Full itinerary
13.4.3. Safeguarding scenarios
13.4.4. Student code of conduct (appendix 18.7)
13.4.5. Equipment - what to and what not to bring
14. Medical and Dietary
It is vital that Visit Leaders have up to date medical and dietary information on all attending students. This is compiled in the student information check sheet.
14.1. Student Profile Form
Parents are required to complete the Student Profile Form which serves the following purposes:
14.1.1. Check main and emergency contact details are correct
14.1.2. Check and update medical history
14.1.3. Check food allergies and dietary requirements are correct
14.1.4. Consent to transfer of personal information to third party providers
14.1.5. Provide consent to participate in activity.
14.1.6. Provide “in loco parentis” agreement for the student to receive emergency medical treatment, as considered necessary by the medical authorities. This should include the use of an anaesthetic or blood transfusion.
14.2. Assessment of pre-existing medical conditions
The assessment of students' pre-existing medical conditions form (appendix 18.9) should be completed by Visit Leader to help screen any students with pre-existing medical conditions to attend / take part in the proposed visit. Visit Leaders must request that parents inform them of any illness their child has suffered in the 24 hours preceding the visit. This includes unusual headaches, vomiting, high temperatures and diarrhoea. Visit Leaders are not obliged to include any student who may still be contagious or who may jeopardise the visit due to illness.
14.3. Medication Permission Form
The Medication Permission Form (appendix 18.12) should be completed when a child may need either regular or occasional medication administered by a member of staff during the visit. This should also include sleepwalking and bedwetting. This should be handed with the medication directly to the Visit Leader on the day of departure.
14.4. Dietary
Any special dietary requirements should be communicated by parents using the Student Profile Form.
14.4.1. The College ‘no-nuts’ policy must be communicated to all external providers and eating establishments.
14.4.2. Any special dietary requirements should be sent to the travel agent and or external provider as required.
14.4.3. Purchasing of food from street vendors is not recommended.
Note: Purchasing food from street vendors is not allowed under Korean regulations
14.5. Inoculations and health precautions
Check with International SOS which health precautions are advised for the location(s) to be visited i.e. vaccinations and any other medication requirements.
14.6. First aid
14.6.1. Appoint a CPR qualified staff member responsible as the first aid lead for the duration of the visit
14.6.2. Ensure first aid kits are booked out from the School Nurse through SharePoint. The following medication should be requested at the time of booking:
14.6.2.1. Paracetamol
14.6.2.2. Imodium
14.6.2.3. Antihistamine
14.6.3. All students should bring and apply their own sunscreen. However, the VL should also take spare factor 50 lotion and emergency rehydration salts.
14.7. To be taken on visit
14.7.1. Up to date medical lists obtained from the School Nurse - should check for suitability for climate ie. bugspray, bite cream etc (attached)
14.7.2. Up to date medical and next of kin details for each attending staff member.
14.7.3. Up to date dietary requirements for every student and staff (previously communicated to all external providers and or eating establishments).
14.7.4. First aid kits obtained from School Nurse
Note: 1 large first aid kit for every 25 students must be carried. If students are split across different locations, then 1 large first aid kit is required at each location.
14.7.5. Female sanitary products prepared (a minimum of 1 pack suitable for girls). See chapter on managing menstruation in the Adventurous Activities Leader Guidelines (available on SharePoint)
14.7.6. The original signed “in loco parentis” agreement for student to receive emergency medical treatment, as considered necessary by the medical authorities.
14.7.7. Edulink app downloaded by all accompanying staff (teachers only). School ID is dulwichseoul.
15. Visit Leader declaration
The Visit Leader is confirming that as the items detailed within the checklist have been implemented to the standards set out in DCSL Off-site Educational and Safeguarding Visits Policy. Incidents, accidents or near misses resulting from the negligent completion of this policy may result in disciplinary action.
16. Visit sign off
The Duty Manager or Head of School is satisfied that the Visit Leader has presented sufficient planning for the visit to achieve its objectives safely. Any misleading information presented to the Duty Manager or Head of School at the time of sign off may result in disciplinary action taken against the Trip Leader.
17. Day and Residential Post Visit Evaluation
The purpose of the post visit evaluation is to establish the safety, enjoyment and efficacy of each visit. The report should draw on feedback from students, staff and parents resulting in recommendations and refinements for the following years programme.
Once completed the evaluation should be shared and discussed with the Head of College and or Head of School.
Day and Residential Post Visit Evaluation (appendix 18.13)
18.1. Adventure Visit Leader Role Description
The Adventure Visit Leader will work collaboratively with the Head of School, Head of Outdoor Education, external providers, Child Protection Officer, Wellbeing Lead and School Nurse to ensure all aspects of the implementation of the educational visit are complete.
This role attracts an annual stipend of 1,000,000.00 KRW
Reports to: Head of School
Essential attributes
Applicants must be positive with a can-do attitude and able to: organize with meticulous precision, motivate others in uncomfortable situations, make tough decisions with confidence, respond dynamically according to change and communicate with empathy to ensure student and staff wellbeing is fully maintained. Applicants with a particular interest in experiential and adventure education, field-based learning, leadership and global citizenship are encouraged to apply.
ATL Leadership, Coordination, and Responsibilities:
1. Completion of Level 3 TL training.
2. Champion the philosophy of adventurous learning and value of Dulwich College Seoul Adventure.
3. Liaise with the Head of School and all external providers to ensure all logistical arrangements are in place within the agreed timeframes.
4. As necessary, support Head of Outdoor Education with pre-trip reconnaissance.
5. Support students and families in their preparation for all residential trips to ensure a very high level of participation and commitment.
6. Responsible for ensuring the overall wellbeing, safeguarding and personal care of student and staff team during the adventurous residential or journey.
7. All planning underpinned by the Off-site Educational and Safeguarding Visits Policy and Procedures and the Adventurous Activity Leader Guidelines (AALG)
8. Collaborate with School Nurse to ensure sufficient and appropriate medical / first aid provision during the adventurous residential or journey.
9. Collaborate with Wellbeing Lead and Child Protection Officer to lead student workshops on safeguarding and behaviour prior to departure to ensure the highest level of safeguarding during the adventurous residential or journey.
10. Liaise with students, tutors and appropriate Assistant Head when organising student groupings and sleeping arrangements.
11. Liaise with subject specialists, Head of Outdoor Education and external providers to actively promote cross-curricular learning opportunities during the adventurous residential or journey.
12. Manage petty cash and other miscellaneous funds, with support from Finance Administration.
13. Collaborate with Head of Outdoor Education to implement pre-trip learning and post trip reflection with staff, students and parents.
14. Ensure all staff team have appropriate means by which to communicate during the adventurous residential or journey.
15. Facilitate regular communication with Head of School and student families during the adventurous residential or journey.
16. Provide full assessment of destination prior to departure.
17. Provide and brief Head of School with a comprehensive information pack prior to departure on the adventurous residential or journey.
18. Submit final signature confirming the assuming of overall responsibility for implementing DCSL policy during the adventurous residential or journey.
19. Collaborate with Head of Outdoor Education in post the adventurous residential or journey recommendations.
20. Support Head of Outdoor Education in coordinating post the adventurous residential or journey activities and / or showcase.
21. Delivery of Level 1 Adventure Trip Leader Training.
18.2. Day and Residential Trip Initial Approval Form
This form must be completed and submitted to the Head of School during the planning of all day and residential visits.
Date of request
Proposed destination / venue
Proposed date of visit
Visit Leader
Deputy Visit Leader
Accompanying staff
Checked against College calendar
Purpose of visit
Proposed departure place and time
Proposed return place and time
Transport details
Insurance required
Proposed cost per student
Payment
Staff costs (if applicable)
Staff cover needed
Number of students
Year group(s)
Teacher/Adult: Student ratio
Snack and lunch required
Hazardous activities planned
Safeguarding implications
Curriculum Parent Department
Head of School approval Signature: Date:
Comments
18.3. External Provider and Site Reconnaissance / Background Checklist
This checklist serves to evaluate external provider provision and / or sites of accommodation and / or activities for off-site educational visits during reconnaissance and or background checks. It must be used in addition to policy detailed within:
● Off-site Educational and Safeguarding Visits Policy and Procedures 2020
● Adventurous Activities Leader Guidelines (AALG)
● Within the remit of Trip Leader Training
This checklist should be completed and discussed with the Head of Outdoor Education before being submitted to CLT for itinerary approval.
Proposed Educational Visit (EV):
External Provider:
Reconnaissance conducted by:
Date: Location
Proposed location
Proposed date
Precipitation pcm (mm)
Min - max day time temp (0C)
Min - max night-time temp (0C)
Humidity %
Subject to seasonal extreme
Foreign travel advice
Activities
External provider draft itinerary received
Activities involving water
Activities involving height
Activities involving speed
Activities involving traffic
Activities exposed to general public
External provider to student ratio
Activities requiring the use of Personal Protective Equipment (PPE)
PPE cross check against framework within AALG
External provider qualified to deliver activities
Transfers
Organised by
Type of transport 1
Type of transport 2
Seatbelts / Buoyancy aids
Route hazards
Time of day
Toilets
Food and water
Duration of transfer
Food and Accommodation
Accommodation type
Site capacity
Public access
Road access
Environmental hazards
Wildlife hazards
Staff sleeping arrangements
Student sleeping arrangements
Dining arrangements
Accommodation for dietary requirements
Toilet / washing facilities
Drinking water source
Communication - signal / network / WIFI
Group space (brief/debrief)
Balconies, kettles, mini bar, TV remotes
Lighting around site
Fire management
Emergency Procedure
Emergency equipment available at site
Safeguarding policy
EP emergency transport available
Maximum time to GP
Maximum time to ER
Exit points
Medevac provision
External Provider Documents
Business registration
Public liability
Safeguarding policy
Risk assessments
Police checks (or equivalent)
External structures endorsement (activities at height)
First Aid qualifications of instructors
Activity specific qualifications
Additional Safeguarding
Any safeguarding concerns
Sign off
Proposed Educational Visit (EV):
External Provider:
Reconnaissance conducted by:
Date:
I am satisfied that the reconnaissance / background check of external provider provision and / or proposed sites of accommodation and / or activities have been completed in accordance with the Off-site Educational and Safeguarding Visits Policy and Procedures 2020 and see no reason that the proposed educational visit cannot proceed.
Trip Leader Signed Print Date
Duty Manager / Head of School
Signed Print Date
18.4. Accompanying Adventurous Staff and Visit Leader Training
1.7.7 Level 1- Day Visits
Duration:
● 3 hours
Targeted at:
● All staff who are involved in Educational Visits and / or Adventurous Activities
Content:
● Mission, objectives, philosophy
● Staff roles and mindset
● Risk Management on Trip and Duty of Care
● Safeguarding systems and protocol
○ Psychological well-being
○ Physiological well-being
● Well-being scenarios
● Reading and interpreting risk assessments
● Leave No Trace
● Using Trangia’s
● When to call STOP
● First aid and administering medication
● Emergency Action Plan
1.7.8
Level 2 - Residential Visits
Duration:
● 3 hours (in addition to L1)
Targeted at:
● Aspirant Trip Leaders and accompanying staff in Adventurous Journeys / Residentials.
Content:
● Safeguarding, wellbeing and activity scenario ice-breakers
● Fitting PPE; buoyancy aid, helmet and harness
● Reflective practice
● 60 minute challenge
● Transferring outdoor education back in the classroom (cross-curricular links)
● Session briefing and debriefing
● Fitting a backpack
● The frayed rope scenario
1.7.9 Level 3 - Adventurous Residential Visits
Duration:
● 6 hours (in addition to L2) + 8 hour first aid course
Targeted at:
● Aspirant Trip Leaders of Adventurous Journeys / Residentials.
Content:
● Site scenario - managing safeguarding and wellbeing
● Live risk assessments and when to call STOP
● Fire building and risk management
● Reviewing an SOP
● Kit scenarios (what kit and when)
● Working alongside external providers - written scenarios and discussion
● Inter-team communication systems
● Pitching tents
● ES Visits Policy Checklist - allocation of roles within staff team
● External Provider and Site Reconnaissance / Background Checklist
All volunteers or educational providers on educational visits should sign and return the following statement of Safeguarding expectations at Dulwich College Seoul. Dulwich College Seoul believes that every child and young person, regardless of age, has at all times and in all situations a right to feel safe and protected. The following guidelines are intended to safeguard all members of the Dulwich College Seoul community.
Please take some time to read these, sign the statement and return a copy. If you have any questions or any concerns about Safeguarding, please talk to the Dulwich College Seoul staff member who has organised the visit and who will be working with students during the supervised activities. The following is a list of important suggestions for ensuring the safety of our students.
Please do:
• Be aware that verbal interaction with students may be interpreted by them as being offensive or inappropriate, even if this was not your intention
• Report any unacceptable behaviour from a student
• Respond to an allegation made by a child. If you have any serious concerns at any time during the time of the school visit, please immediately contact the trip leader.
Please do not:
• Take any photos or film the students unless you have received the school’s permission
• Instigate physical contact with students or make sexually suggestive comments to a child, even in fun
• Respond to physical contact from students. If this occurs, then please report it immediately to a member of staff from the College
• Give your personal information to any student
• Engage in rough, physical or sexually provocative games or allow children to use inappropriate language unchallenged, or use such language yourself when with children
• Accept personal information from students
• Accept physical or verbal abuse from a student
• Spend time working with children in isolation and do not take children alone in a car, however short the journey
• If you have to help a child, ensure you are in full view of others, preferably another adult.
I have read and understood the statements above and I agree to the terms outlined in this document.
Printed name: ___
Signature: ___________________________________
Date: _______________________________________
Visit Safeguarding Statement (Korean)
교육 관련 학교 여행시 아동보호 유의 사항 서약서
교육관련 학교 여행시 동행하는 자원봉사자와 교육 관계자는 덜위치칼리지의 아동보호 서약서에 서명 후 본교에 제출하여 주시기 바랍니다 덜위치 칼리지는 모든 아동은 나이에 관계없이 어떤 상황에서든 보호받아야 하고 안전해야 한다고 믿고 있습니다 아동보호를 위해 덜위치 칼리지 커뮤니티의 모든 멤버는 다음의 아동보호 지침사항을 지켜 주시기 바랍니다
아래의 내용을 읽어보신 후, 서명하여 제출 부탁드리며 아동보호 관련 질문 사항이나 우려되는 점이 있으신 경우 덜위치 칼리지 교사 및 교직원에게 문의하여 주시기 바랍니다
학생의 안전을 위해 아래의 사항을 지켜 주세요
• 학생과 대화 시, 당신의 의도와는 다르게 학생은 불쾌하거나 부적절하게 오해할 수 있다는 것을 주의해 주세요
• 학생이 부적절한 행동을 한 경우 보고해 주세요
• 학생이 제기한 혐의에 대해서는 적절히 대응해 주세요 만약 학교 여행시 심각하게 우려되는 점이 생길 시, 여행 리더에게 바로 연락해 주시기 바랍니다
학생의 안전을 위해 아래의 사항은 삼가주세요
• 학교 승인 없이 아동의 사진 또는 동영상을 촬영하지 말아 주세요
• 학생과는 신체 접촉을 삼가주시고, 아동에게 농담이라도 성적이거나 또는 성을 연상시키는 말을 삼가주세요
• 학생의 신체 접촉에는 응하지 말아 주시고, 만약 신체 접촉이 있었을 경우, 교사 및 교직원에게 바로 보고해 주세요
• 학생에게 자신의 개인 정보를 주지 말아주세요
• 학생과 거칠고 신체 접촉이 많거나 성적으로 자극적인 게임은 피해 주시고, 학생의 부적절한 언어를 사용하지 못하게 하고 자원봉사자, 교육 제공자 및 제공 기관도 욕설 및 부적절한 언어는 쓰지 않게 해 주십시오
• 학생의 개인 정보를 받지 말아 주세요
• 학생으로 부터의 육체적 또는 구두의 인신공격을 용납하지 말아 주세요
• 학생과 고립된 장소에 시간을 보내는 일은 없게 하시고, 아주 짧은 거리라도 학생을 혼자 차에 태우지 말아주세요
• 학생을 도와야 하는 경우, 최소 성인 한명이 모든 상황을 볼 수 있는 곳에서 도와 주시기 바랍니다
위의 내용을 읽고 이해하였으며, 이 서약서의 내용에 동의합니다
이름 : ________
서명: ________________________________
날짜: ________________________________
18.6. Instagram Policy
Accounts dcsl.adventure dcsl_sport
Introduction
The purpose of this policy is to provide guidelines for the appropriate use of the dcsl.adventure and dcsl_sport instagram accounts, referred to hereinafter as ‘the accounts’. The accounts serve two primary purposes; 1) to update parents with children taking part on visits and 2) to promote Dulwich College Seoul Adventure and Dulwich College Seoul Sport in accordance with the Off-site Educational and Safeguarding Visits Policy and Procedures.
Keys points will be drawn from the policies detailed above throughout this policy.
Users
Staff given permission to publish content on the account may only do so in accordance with the following policies:
● DCI Social Media Policy DCIAMC 005 2016
● DCSL E-Safety Policy 3.3.2
● DCI Group Guidelines for Social Media Sites
● DCSL Acceptable Use Policy
Only the Head of Outdoor Education, Director of Sport and each Visit Leader will be provided with a password to access and post content. The password will be reset at the end of each academic year.
The College Marketing Manager will act as the administrator with the Head of Outdoor Education for the dcsl.adventure account and Director of Sport for the dcsl_sport account. Joanne Kim and the College Leadership Team will act as moderators. Any concerns must be flagged up immediately to The College Marketing Manager. This may need to be further escalated to the Headmaster and group Director of Marketing and Communication.
Publishing student images
By signing the school terms and conditions, parents provide consent for the College to publish photos of their children; in line with these conditions, parents may withdraw this consent by writing to the Head of College. Any photos published by the College will be selected carefully and will comply with good practice safeguarding guidance on the use of such images. Content
As a general rule, no item may be published on a social media site that could not be published in a College publication or on the website. Published content must be worthwhile and accurate; staff should remember what is published on the site will reflect on the College’s image, reputation and services. All individuals working for the College are bound by a legal duty to protect confidential information to which they have access to during the course of their work. Posting confidential information on social media would be a breach
of that duty. Personal opinions should not be expressed on official sites. Any breach of this policy may lead to disciplinary action being taken against the staff member(s) involved.
Student names may not be used in full on any College sites; first names only may be used. Staff must exercise due discretion and caution about appropriate choice of photos for College social media sites and be aware of the students whose photos may not be used for publishing either in print or online.
Guidelines for Posting
Only the Head of Outdoor Education, Director of Sport or Visit Leader may post content. Content should be posted conservatively. It is important to remember that a parent following either account will continue to receive updates on visits regardless of whether their child is taking part.
Published content should therefore be limited to a maximum of 2 images of each student as part of a group ‘proof of life’ per day. Images of individual students should not be published. Images taken with students wearing personal protective equipment such as helmets, buoyancy aids and harnesses must ensure they reflect the policy on personal protective equipment within the Adventurous Activity Leader Guidelines.
Comments
Comments should be turned off to ensure that account followers cannot add comments. This avoids the account being used as a means of communicating between parents or between parents and staff.
To turn commenting off:
1) Tap (iPhone) or (Android) above your post.
2) Select ‘Turn off commenting’.
18.7. Student Code of Conduct for Educational Visits
On trips and visits outside school, students are expected to adhere to the same high standards of conduct as they would when in school and failure so will result be dealt with under the Behaviour Management policy.
When on visits outside school, students must:
• Listen to and cooperate with teachers and other accompanying adults
• Be punctual at all times
• Always return to the agreed meeting point and/or accommodation at the agreed time
• Stay in their designated room or sleeping area at the times specified by the trip leader
• Not enter the rooms of other students unless given leave to do so by a teacher and never to enter the room or sleeping area of a member of the opposite sex
• If granted indirectly supervised time, always remain in a group of at least four students and never to go off alone
• Participate fully in the activities and sessions during the trip
• Be aware of others and avoid behaviour that may inconvenience others
• Respect the environment and leave it as you found it
• Dispose of all rubbish in an appropriate and ecologically sound manner
• Use electronic devices in a manner and at a time specified by the teachers
• Abide by the laws, rules and regulations of the countries and places visited
• Neither purchase nor consume any tobacco or alcohol products
• Be aware of local social and cultural customs visited and show due consideration for them
• If in doubt on any matter, consult with a member of staff, particularly if this relates to the safety of themselves or any other student on the trip
• Understand that a full written report of misconduct on trips will be submitted to the Head of School and kept on record
• Understand that misconduct on trips may result in the school not permitting travel on future visits
Students who fall below the expected standards or who act in a way that compromises either their safety or the safety of others may be asked to return home. In such cases, parents will be contacted and parents will be expected to make the necessary arrangements to collect their child.
I have read, understood and agree to abide by the Code of Conduct for External Trips and Visits:
This agreement is entered into and between Dulwich College Seoul and [name of the Second Party], hereafter shortened to [??]. The term of this Agreement will become effective once both parties have signed and shall continue until [date of agreement termination, if applicable].
The specific terms of this Agreement are as follows:
1.0 Service
[name of the Second Party] are appointed to act as the external provider of Adventurous Activities as directed by DCSL.
2.0
Pre-arrival information
[name of the Second Party] is expected to advice DCSL of any required technical or specialist clothing or equipment not supplied by [name of the Second Party] before DCSL
3.0 Activities
[name of the Second Party] will ensure that any and all proposed activity(s):
3.1 Are appropriate for the age and ability of the group
3.2 Are appropriate for the climate at that time of year
3.3 Are appropriately risk assessed (available upon request).
3.4 Follow standard operating procedures (available upon request).
3.5 Include an emergency action plan (available upon request).
3.6 Are staffed with an appropriate ratio instructor: student. As a minimum DCSL expect one instructor for on-site and two instructors (one female / one male) for all off-site activities.
Then:
● Ratio of 1:8 for students between years 3-6
● Ratio of 1:10 for students between years 7-9
● Ratio of 1:12 for students from year 10 onwards
4.0
Visiting DCSL Staff
DCSL reserve the right to stop and / or withdraw from any session if it is deemed unsafe or inappropriate. We expect [name of the Second Party] staff to ensure the safe and prompt return of all concerned ‘back to base’ upon the request of DCSL staff.
5.0
Change of plans
DCSL understand that the dynamic nature of the outdoors means that on occasion plans will need to change due to change. However, no changes should be made without consent of DCSL staff unless in immediate danger.
6.0 Insurance
You are expected to have the appropriate level of cover for any and all activities proposed (available upon request).
7.0 Risk management
7.1 All risk assessments should be current and specific for location, group and activity. They should be well considered and pursue best practice guidelines as set out by international governing bodies.
7.2 It is expected that [name of the Second Party] will plan, organise and staff activities in such a way as to minimise any risks.
8.0 Safeguarding / child protection
8.1 [name of the Second Party] staff in direct contact with DCSL students will have undergone a police check that certifies them appropriate to work with children.
8.2 [name of the Second Party] staff adhere, sign and return the DCSL code of conduct and safeguarding framework.
8.2 DCSL encourage all of its partners develop their own policy concerning safe recruitment, professional development and referral procedures. DCSL are happy to advise and support providers who have not yet implemented formal policies.
8.2 [name of the Second Party] are expressly forbidden from taking pictures and or video without prior consent from DCSL staff.
8.3 DCSL promotes ‘challenge by choice’. No student or staff member should ever be subject to unwanted pressure to undertake an activity.
8.4 DCSL understand that physical contact during activities is sometimes unavoidable. Students understand that ‘safe touch‘ should only precede after verbal guidance fails and after seeking approval to touch the student.
8.5 Physical contact with children should never occur in a way that could be construed or misconstrued as sexual in nature.
9.0 Equipment
9.1 DCSL expect that all activity equipment used by [name of the Second Party] is regularly inspected with quarantine procedures are in place for faulty equipment. DCSL encourage all prospective partners to follow the guidelines as set by:
● British Canoe Union
● British Mountaineering Council
● British Cycling
● European Ropes Course Association
● British Association of Snowsports Instructors
9.2 DCSL staff and students cannot be held responsible for any damage to equipment if used as instructed by [name of the Second Party] staff.
9.3 DCSL expect that [name of the Second Party] will provide personal protective equipment [PPE] in good condition, appropriate for the activity and available in a range of sizes. It is expected that PPE adheres to the following standards:
● Climbing Helmets conform to UIAA 106 or equivalent
● Climbing Harnesses conform to UIAA 105 or equivalent
● Buoyancy aids conform to CN 50N or equivalent
● Canoe / Kayak helmets conform to CE 1385 or equivalent
● Cycle helmets conform to BS EN 1078 or equivalent
10.0 Instructors
DCSL requires:
10.1 All [name of the Second Party] staff who ‘instruct’ DCSL students understand the educational aims of their visit.
10.2 All [name of the Second Party] staff maintain the highest personal and professional profile, avoiding any language or behaviour that may be inappropriate or potentially abusive towards children.
10.3 All [name of the Second Party] staff will respect children's rights and treat them with fairness, honesty, dignity and respect.
10.4 All [name of the Second Party] instructors are appropriately qualified to deliver the activity they are assigned to (available upon request).
10.5 All [name of the Second Party] instructors have an up to date first aid qualification.
10.6 All [name of the Second Party] staff in direct contact with DCSL students will have undergone a police check that certifies them appropriate to work with children.
10.9 All [name of the Second Party] staff refrain from the use of tobacco products, alcohol and drugs when working with DCSL students.
10.10 All [name of the Second Party] condemn behaviour by children that is illegal, abusive or endangers their safety.
11. Education
It is encouraged that [name of the Second Party] actively promote:
11.1 An adventurous spirit.
11.2 A positive environmental attitude.
11.3 Effective problem solving and risk management skills.
11.4 Effective organisation and planning skills.
11.5 Leadership potential and skills that promote team cohesion.
11.6 A breadth of practical knowledge.
11.7 Confidence with self-directed learning.
11.8 Refined reflective practice skills.
11.9 Cogent and critical decision making.
11.10 Task not ego driven focus on success.
11.11 Individual and social responsibility.
11.12 Flexibility in adapting to change.
In consideration of the agreement detailed above, DCSL agrees that it shall provide [name of the Second Party] with the information required to fulfil the brief set by DCSL.
In consideration of the agreement detailed above, [name of the Second Party] agrees that it shall fulfil to the best of their abilities the details stated within this agreement. This agreement cannot be modified in any way unless such modifications are made in writing and signed by both Parties. This document constitutes the entire agreement between the Parties.
12. Declaration
It is agreed. By signing below, the Parties agree to be bound by the terms of this agreement.
Signed on behalf of Dulwich College Seoul
Date: 20
Dulwich College Seoul 6 Sinbanpo-ro 15-gil, Banpo-dong, Seocho-gu, Seoul, 06504
Signed on behalf of [Second Party]
Date: 20
[Name of Second Party] [Street Address] [City, State Zip Code]
My signature confirms that I have read this agreement and that, as a person working with children, I agree to follow these standards.
18.9. Assessment of Students Pre-existing Medical Conditions
This form may be used to help screen any student with pre-existing medical conditions to attend / take part in the proposed Off-site Educational Visit.
Student Age
Student Recent Illness
Student receiving Vaccination/Chemoprophylaxis
Student Pre-existing Medical Condition
Students
Students
Student with any known medical condition that:
1. Has a functional deficit
2. Is on any injectable / intravenous / subcutaneous therapy
3. Has previous severe attache resulting in hospitalisation
4. Is still having ongoing attacks /flares
5. Previous surgery for cardiac /respiratory / hepatic/kidney conditions
6. Carries a physician warning against activities considered to be high risk.
Common Pre-Existing Medical Conditions
Asthma
Food or Drug
Allergy
Seizures
Asthma with no attacks in last one year and medication discontinued
Allergic Reaction selftreated with over the counter medications or topical creams
Childhood febrile seizures (or other known triggers) with no attacks in the last two years and not on medication or active follow up
Diabetes Pre- diabetes not on any medication
Asthma with no attacks in the last 6 months but still on medication
Allergic reaction requiring medical review and on current medications and/or active follow up
Seizure free for the last one year but still on medication and active follow up
8 points Requires Head of College approval
G6PD
Eczema /Atopy
Allergic Rhinitis
Cardiac Conditions
Known G6PD deficiency but asymptomatic
Self-Treated with over the counter medication or topical creams with no flare in the last one year
Diabetic on oral medication but no history of diabetic complications or hospitalisation for hyperglycemia/ hypoglycemia
Asthma with ongoing attacks and/or previous hospitalisation
Known epilepsy and /or previous stay in ICU for seizures and /or seizures in the last one year
Condition with flare in the last one year requiring medical review and/or active follow up
Any stable asymptomatic cardiac condition including minor valve problems or septal defects (mitral valve prolapse, small atrial septal defect)
Diabetic on parenteral medication and/or with a history of diabetic complications or hospitalisation for hyperglycemia/ hypoglycemia
Known G6PD deficiency with previous symptoms and/or hospitalisation
Previous hospitalisation for condition
Any history of Kawasaki Disease or Brugada Syndrome or Congenital Heart Syndromes. Any Cardiac condition that required previous surgery. Any
cardiac condition that affects effort tolerance.
Environment (Standard of Medical Care)
Centre of Medical Excellence
● International level of care offered at medical facilities
● Tertiary referral centres and specialists are available
● Regional centre of referral for complex medical conditions
● Blood supplies are safe and medication availability is excellent - Examples of areas include Singapore, Bangkok and Hong Kong.
Good Medical Care
● Medical facilities offer good primary care and less-complex specialist outpatient care.
● Similar surgery such as appendectomy can be performed
point
● Blood supplies are generally safe and medication availability is adequate - examples of areas include Penang, Chiang Mai and Shanghai. 3 points
Basic Medical Care
● Medical facilities offer basic primary care
● Most invasive procedures or surgery is not recommended
● Blood supplies may not be screened to international standards and may be considered unsafe.
● Common medication is not widely available and medication standards cannot be guaranteed - examples of areas include Yangon, Vientiane and Phnom Penh. 6 points
Appointed / designated adult should minimally have a basic first aid certification. The First Aid Kit should incorporate medication and equipment as listed in the AALG.
Supervising adult should have Advanced First Aid Training qualification or Nurse. External providers must prove that staff are a certified Advanced First Aider.
Head of School to approve any student that falls within this category.
Consider the use of additional medical staffing support such as Nurse, Paramedic or Doctor depending on nature and remoteness of programme.
Head of College to approve any student that falls within this category.
18.10. External Provider, Host Organisation, Emergency Contact Form
Educational Visit
Dates
Dulwich Staff
Trip Leader
Mobile number
Deputy Trip Leader
Mobile number
External Provider / Host Organization
Name
Key contact Position
Key contact mobile number (including country code)
Key contact email address
Secondary contact Position
Key contact mobile number (including country code)
Key contact email address
Accommodation 1 address
Contact number
Dates at accommodation 1
Accommodation 2 address
Contact number
Dates at accommodation 2
Accommodation 3 address
Contact number
Dates at accommodation 3
Accommodation 4 address
Contact number
Dates at accommodation 3
Note: Continue overleaf if further accommodation is planned.
Travel insurance
Name Policy number
Contact number
Note: Attach policy documentation for any students with separate travel insurance
Hospitals identified in risk assessment
Local hospital or clinic
Address Contact number
District or main hospital
Address Contact number
Local emergency services contact numbers
Police
Ambulance
Fire and Rescue
CC. Yvette.Xing@internationalsos.com
School Name: Dulwich College Seoul
Membership Number: 07B865360
Assistance Case Number:
Visit Name: Date of trip:
Trip Location Address:
Provider name & main contact number: Age range of Students: Number of students:
Students with pre-existing medical conditions: Trip Leader name & contact number: Deputy Trip Leader name & contact number:
Duty Manager name & contact number:
School Authorised Persons, for Evacuation or Guarantee of Payment Arrangement:
Gudmundur Hegner Jonsson Head of College +82 10 6532 8505 Gudmundur.jonsson@dulwich-seoul.kr
Colin Seymour Director Business Administration +82 10 9809 8540 colin.seymour@dulwich-seoul.kr
Insurance information:
18.12. Medication Permission Slip
I hereby authorize the following medication to be administered in accordance with the instructions detailed below. If medication needs to be given during an educational visit, it should be submitted together with this form in a clear zip lock bag to the Visit Leader.
I confirm that any medication listed below that requires a doctor’s prescription has been duly prescribed by
a registered doctor (Doctor’s prescription must be attached to this slip).
Student’s date of birth (dd/mm/yyyy): _________________________________________________
For how many days must the above detailed medicine be administered?___________days
Start date (dd/mm/yyyy): __________________ End date: (dd/mm/yy): __________________
Is the medicine to be sent home every day? Yes / No
Parent name (please print): __________________________________________________________
Parent signature: _____________________________ Date (dd/mm/yyyy):________________
18.13. Day and Residential Post Visit Evaluation
The purpose of this report is to establish the safety, enjoyment and efficacy of each day and residential visit. The report is an assessment of several layers of data resulting in recommendations for the following years programme.
One: Overview
Year Group:
Dates:
Provider:
Activity:
Location:
Accommodation type:
Number of students:
Number of staff:
Staff leader:
Two: Methodology
Review was constructed using mixed methods; 1) an electronic form with DC staff, 2) written feedback from DC staff, 3) interviews with DC staff, 4) a facilitated review with students a 5) an electronic form with parents of students who attended each day and residential visit and 6) any completed accident, incident and near miss forms.
Rating
Pre-departure information
Equipment list
Itinerary
Student information
Transport
Safety
Comfort
Accommodation
Quality
Facilities
Emergency briefing
Food
Enjoyment
Quantity
Quality
Range
Activities
Appropriateness
Level of challenge
Purpose and value
Safety
Pre-activity briefing
Student involvement
Activity management
Ratio (staff:student)
Environment
Location
Weather
Challenge
Comfort
DCSL staff
Ratio staff:student
Team
Instructors
Professionalism
Leadership
Confidence
Safety management
Knowledge
Coaching
Reflective facilitation
Communication
Interaction
Awareness
Support
Enjoyment
Student
Staff
Safeguarding (any concerns must be discussed with CLT or Child Protection Officer)
