⚠️ SAFEGUARDING-CRITICAL POLICY — REQUIRES HUMAN SIGN-OFF BEFORE USE This policy touches child safety on and off campus. Before it is published or relied upon, Al Fajer Private School leadership must: (1) fill every [NEEDS AFS INPUT] placeholder — in particular the supervision ratios for KG1 – KG2, which the source policy did not state, (2) confirm the school's trip-approval workflow and role holders, and (3) formally adopt it with real dates. Nothing in this document has been invented to fill those gaps.
DOCUMENT CONTROL
| Policy Reference | AFS-POL-33 (proposed scheme — see _ADAPTATION_NOTES.md) [NEEDS AFS INPUT: confirm policy-numbering scheme] |
| Date Adopted | [NEEDS AFS INPUT] |
| Last Review Date | [NEEDS AFS INPUT] |
| Next Scheduled Revision (yearly) | [NEEDS AFS INPUT] |
| Version | Author | Date | Changes |
|---|---|---|---|
| 0.1 | [NEEDS AFS INPUT: policy owner] | [NEEDS AFS INPUT] | Adapted for Al Fajer Private School (KG1 – Grade 6, American curriculum) from the source policy |
Table of Contents
- Introduction
- Scope
- Aims
- Trip Protocols
- Procedure for Trip Proposals
- Planning
- Adult-Student Ratios
- Financial Planning
- Information and Communication Prior to the Trip
- Information for Parents
- Insurance
- Trip Cancellation
- Consent and Medical Issues
- Risk Assessment and Planning
- Risk Assessment
- Pre-Trip Planning and Meeting with Students
- Hazardous or Unusual Activities
- Travel Arrangements
- Parents Accompanying Visits
- Emergencies
- First Aid
- Final Review
- Related Policies
- Legislation and Guidance
1.0 Introduction
1.1 The leadership team of Al Fajer Private School (AFS) fully recognizes its health and safety responsibilities to safeguard the wellbeing of all children in its care, and staff in its employ. The school is committed to ensuring that the utmost care is taken to protect the health and safety of students and staff involved in visits and activities out of school. AFS is a KG1 – Grade 6 school: every trip involves young children, and planning, supervision, and communication are set accordingly.
1.2 High-quality educational visits are offered to all students to enrich the curriculum and extend learning opportunities. Recreational visits provide both enjoyment and cultural enrichment.
1.3 AFS is active in supporting students with medical conditions and disabilities. This ensures that reasonable adjustments are made to enable all students opportunities to access educational and recreational trips and that individual needs are met with regard to trips.
2.0 Scope
2.1 This policy applies to all staff at Al Fajer Private School who have responsibility for organizing, assisting with, or accompanying educational or recreational visits. All relevant staff must understand and follow the procedures in this policy.
2.2 This is a whole-school policy (KG1 – Grade 6).
2.3 Trip Leaders and Assistant Trip Leaders are responsible for ensuring that all staff involved with their trip are fully conversant with the protocols of this policy, related policies including child-protection procedures, and risk assessments. The responsibilities of Trip Leaders and their assistants appear in section 6.
2.4 This policy is available to staff and parents for reference via the school website and the school network, and is available to parents upon request.
3.0 Aims
3.1 The primary aim of this policy is to ensure that all staff are aware of and adhere to agreed procedures to safeguard children in their care, and their colleagues, when engaged in educational or recreational trips.
3.2 The policy sets out protocols for educational and recreational visits to ensure a safe and consistent set of protocols is followed when planning and carrying out educational or recreational trips.
4.0 Trip Protocols
4.1 Types of trip.
4.2 Throughout the academic year there are four main types of academic / pastoral / sporting trips that may need organizing. The Trip Leader is responsible for following the accepted policy and procedures.
4.2.1 Half-day trips (local trips)
4.2.2 Day trips (local trips)
4.2.3 Evening trips (local trips)
4.2.4 Overnight trips (local trips)
4.2.5 Residential (international) trips
4.3 [NEEDS AFS INPUT: whether AFS runs overnight, residential, or international trips at all — as a KG1 – Grade 6 school these are expected to be rare, if run at all. The residential provisions retained in this policy (7.4, 9.2 – 9.3, 15.4, 15.7) apply only if such trips are approved by the Principal.]
5.0 Procedure for Trip Proposals
5.1 A Trip Proposal must be initially submitted to and discussed by the Trip Leader with the Principal. Initially, trip proposals are given outline approval. If the event is either residential or hazardous, there may be consultation with other senior members of staff. As soon as the Trip Leader secures initial approval, the Trip Leader is cleared to go ahead with preparations before final approval is given. The Trip Leader must submit the necessary documents through the school's trip-approval workflow in order to secure final approval. [NEEDS AFS INPUT: AFS trip-approval workflow — the source school used a proprietary online trips-approval system, which has not been carried over]
5.1.1 The information required for final approval is:
- Costing sheet
- Letter to parents
- Program or itinerary
- List of accompanying staff
- List of students
- Provider contract for booking
- Insurance
- Risk assessment
- Consent forms
5.2 The staff member responsible for trips administration [NEEDS AFS INPUT: AFS role — the source school had a dedicated events-and-trips officer] will cross-check that all information provided is correct. A trip cannot go ahead until final approval has been given in accordance with the required lead times (see 6.2).
5.3 Trip Leaders will be responsible for the safe and thorough execution of the trip, following all protocols, assisted by the Assistant Trip Leader. All Trip Leaders must be appropriately trained and/or sufficiently experienced to lead the trip. The school leadership team may revise proposed staffing or any other aspect of any trip should it be considered necessary.
5.4 Trip Leaders are required to:
5.4.1 Ensure that all documents submitted for approval are accurate and up to date;
5.4.2 Discuss costings with the finance office prior to submitting the costing sheet;
5.4.3 Explain the educational (or other) purpose of the proposed trip;
5.4.4 Designate an Assistant Trip Leader and appropriate staffing, following ratio guidance;
5.4.5 Provide detailed information about the place(s) to be visited;
5.4.6 Provide costings to parents/guardians;
5.4.7 Complete a comprehensive bespoke risk assessment;
5.4.8 Give assurance that staff involved with the trip have read and are familiar with the relevant school policies.
5.5 Trip Leaders must ensure that copies of the Trip Pack are produced immediately prior to the trip with full and final information. This is for use by the emergency contact within school and by the school office and/or designated member of the school leadership team.
6.0 Planning
6.1 Thorough planning is essential to ensure the quality and safety of the trip. Effective communication with parents and staff is also of vital importance. Trip Leaders must liaise with the school leadership team at the start of the planning process and arrange a planning meeting, using the lead times below, to ensure protocols are being followed and that a detailed risk assessment has been carried out. A final meeting prior to departure should be organized as best practice.
6.2 The required lead times for trip planning are: [NEEDS AFS INPUT: lead-time table by trip type — the source policy's timing table did not carry over from the source document and must be set by AFS]
6.3 Costings must be carefully planned with a contingency fund. The Trip Leader must liaise with both the school leadership team and the finance office before costs are requested from the bill payers.
6.4 In the event that a student can no longer attend a trip, or is requested not to attend by the school after the leadership team has approved this decision, the school may not always be able to refund the cost to the bill payer, as the school may still have to pay for the place.
6.5 Trip Leader responsibilities. The Trip Leader will have overall responsibility for the supervision of the visit, including all health and safety issues. The Trip Leader should:
6.5.1 Plan and prepare for the visit;
6.5.2 Follow the agreed procedures, guidelines, and policies;
6.5.3 Appoint a deputy;
6.5.4 Have enough information about the students to ensure that the visit is suitable;
6.5.5 Carry out a risk assessment prior to the trip and daily assessments, making suitable adjustments for variables such as climate, students' health, etc.;
6.5.6 Define clearly the role of any supervisors of smaller groups;
6.5.7 Be able to control and lead the students on the trip;
6.5.8 Ensure that there is appropriate first-aid provision;
6.5.9 Make sure that other staff members and volunteers on the trip are well briefed;
6.5.10 Ensure that student-adult ratios during activities allow for adequate supervision;
6.5.11 Be aware that the visit must be curtailed if health and safety may be compromised;
6.5.12 Ensure that people supervising groups have details of contacts and emergency procedures;
6.5.13 Be clear on the nature, qualifications, and abilities of outside agents / companies that help run or organize school trips. Clear responsibilities should be established;
6.5.14 Ensure Ministry of Education approval has been applied for where necessary;
6.5.15 Review the visit and record any changes in procedures for future visits;
6.5.16 Ensure everyone involved in the visit — students, staff, volunteers, parents/guardians — is aware of their responsibilities for the trip.
6.6 Trips administration responsibilities. The staff member responsible for trips administration [NEEDS AFS INPUT: AFS role] has overall responsibility for ensuring all necessary documentation and approval steps are completed by the Trip Leader and that no trip proceeds without final approval. This person should:
6.6.1 Provide assistance to the Trip Leader in completing all the required approval steps;
6.6.2 Follow up with the finance office and the Principal regarding their approvals;
6.6.3 Keep the approval record updated in case of any changes in the approval process;
6.6.4 Assist the Trip Leader in completion of the risk assessment;
6.6.5 Assist the Trip Leader in securing bus insurance or travel insurance.
7.0 Adult-Student Ratios
7.1 It is important to consider adult-student ratios for any visit. You need to think about:
7.1.1 The gender, age, and educational needs / ability of the students;
7.1.2 What additional supervision may be needed for students with special educational needs or medical / physical needs;
7.1.3 What kinds of activities will take place on the trip;
7.1.4 What experience the adults present have of off-site trips;
7.1.5 The duration and nature of the trip;
7.1.6 How competent the adults are;
7.1.7 The requirements of the site you are visiting;
7.1.8 The behavior of the students;
7.1.9 The need for first-aid cover;
7.1.10 The level of supervision required in the event of an emergency.
7.2 A general guide for visits to local historical sites and museums, or for local walks, in normal circumstances might be: (source ratios mapped age-true to AFS grade labels — see _ADAPTATION_NOTES.md §2b)
7.2.1 KG1 – KG2: [NEEDS AFS INPUT: KG1 – KG2 trip ratios — the source policy stated no ratio for children below its equivalent of KG3. AFS must set these ratios before any KG1 or KG2 trip runs; they should be at least as strong as the 1:5 ratio applied from KG3.]
7.2.2 1 adult for every 5 students in KG3 – Grade 2;
7.2.3 1 adult for every 10 students in Grades 3 – 5;
7.2.4 Grade 6: 1 adult for every 10 students is recommended. [NEEDS AFS INPUT: confirm — the source policy permitted 1 adult per 15 students from its equivalent of Grade 6 upward; extending the 1:10 ratio through Grade 6 is proposed as more appropriate for the oldest grade of a KG1 – Grade 6 school, and has not been asserted as adopted.]
7.3 These are minimum guides: the risk assessment may require more adults, and additional supervision must be provided where students with special educational or medical needs take part.
7.4 For residential trips (if run — see 4.3), the ratio is 1 teacher for every 10 students. Extra staff may be deemed necessary if students with special educational needs are present. Two staff must accompany the first 20 students, and then 1 extra staff member for each additional 10 students.
8.0 Financial Planning
8.1 The costing preparation for the trip is the responsibility of the Trip Leader.
8.2 The Trip Leader should ensure that the financial information is available, depending on trip requirements, prior to the submission of the costing sheet for pre-approval to the finance office before submitting the trip for final approval.
8.3 The financial requirements are listed below (but are not limited to):
- Participation fees
- Transportation fees
- Excursion fees
- Travel insurance fees
- Flight costs (residential/international trips only — see 4.3)
- Visa costs (residential/international trips only — see 4.3)
- Food costs
- Contingency funds
- Staff costs
- Substitute-staff costs
8.4 The Trip Leader must ensure that parents have early written information about the costs of the visit and how much each student on the trip will be charged. Administration costs and contingency funds must be included. The school does not aim to profit from school trips, and surplus monies will be returned after the trip.
8.5 The Trip Leader must secure confirmation from the finance office that all participants in the trip have completed their payments.
9.0 Information and Communication Prior to the Trip
9.1 Parents/guardians will be fully informed about all trips and visits in advance.
9.2 In the case of a residential trip (if run — see 4.3), parents/guardians and students will be invited to discuss details with the Trip Leader via a parents' meeting. The Trip Leader must always inform the Principal so that he/she can attend if possible, and must liaise with the school leadership team before such an event to go through what will be presented to parents/guardians.
9.3 For residential and international trips (if run — see 4.3), the Trip Leader should ensure that all matters related to the trip, including any risks associated with it, are communicated to parents in a timely fashion.
9.4 The Trip Leader must hold a pre-trip meeting with the staff involved to go through plans, risk assessments, student details, potential behavioral issues, medical details, etc.
9.5 The school's behavior protocols and policies apply when children are participating in any school-organized trip and visit. The school's Search and Confiscation Policy would also apply where trips take place where different laws may apply. [NEEDS AFS INPUT: a Search and Confiscation Policy is not in the current AFS policy set — create it or remove this reference] Children and parents/guardians will be briefed before any trip to ensure that behavioral expectations are fully understood. The full range of age-appropriate consequences under the Behavior, Rewards & Sanctions Policy may apply in the case of inappropriate behavior while on a trip. Students and parents/guardians will be made aware, via the trip presentation and consent form, that if a student's behavior is deemed unacceptable to such an extent that it is felt inappropriate for them to remain on the trip, arrangements may need to be made for their early return home. This will be at their parents' expense and is at the full discretion of the Trip Leader in consultation with a member of the school leadership team.
9.6 Parents/guardians will also be advised that the Principal (or the Principal's designee) reserves the right to exclude a student from a visit on behavioral or medical grounds. This decision may be made at any point during the planning process for the trip. However, the school will adhere to its policy relating to supporting students on trips with additional medical needs, and to its Educational Equal Opportunities Policy.
10.0 Information for Parents
10.1 Parents/guardians need enough information to make an informed decision about whether their children should participate in any off-site activities. An information sheet should be provided for parents.
10.2 The information sheet typically includes:
10.2.1 Location of trip;
10.2.2 Aim and objective of visit;
10.2.3 Details of transport;
10.2.4 Size of the group and levels of supervision;
10.2.5 Any accommodation details;
10.2.6 The names of the Trip Leader, other staff, and a contact person at school (a member of the school leadership team);
10.2.7 Details of planned activities;
10.2.8 Insurance details.
10.3 The sheet should also state what students need to bring and what they must not bring, with a comment to the effect that if students bring improper equipment, the Trip Leader has the right to refuse participation in an activity if health and safety issues are raised.
11.0 Insurance
11.1 The Trip Leader must ensure that adequate insurance arrangements are in place. The Trip Leader needs to take advice on the particular type of insurance needed for the trip and make sure that it covers all activities and all participants. Depending on the type of visit, you may need to consider:
11.1.1 Trip cancellation for any reason;
11.1.2 Employer's liability;
11.1.3 Public liability;
11.1.4 Personal accident cover;
11.1.5 Costs of medical treatment;
11.1.6 Specialized risk activities;
11.1.7 Damage or loss of hired equipment;
11.1.8 Programmed and non-programmed activities;
11.1.9 Transport and accommodation expenses in case of an emergency;
11.1.10 Compensation for loss of baggage or personal effects;
11.1.11 Legal assistance in the recovery of claims;
11.1.12 Failure or bankruptcy of the center or travel company;
11.1.13 Any additional cover needed for participants with medical conditions.
12.0 Trip Cancellation
12.1 It is at the Trip Leader's discretion as to whether the trip they are leading is safe to go ahead, up to the day of departure. The Trip Leader is responsible for checking weather forecasts and warnings, and for any other possible reasons why the trip cannot go ahead — for example, staffing ratios, road conditions, etc. The Trip Leader must liaise with the Principal before making a final decision. If the Trip Leader is unsure about any arrangements regarding their trip, they must liaise with the Principal.
13.0 Consent and Medical Issues
13.1 It is a requirement of admission to the school that parents/guardians complete up-to-date contact and medical details for each child in the school. These details will be used as part of the planning and preparation for each trip/visit.
13.2 Parental consent for each trip/visit also requires all parents to give details of any medical conditions and medication. This is essential information, and the responsibility lies with the parents to keep the school updated of any changes so that it is accurate. It is the responsibility of the Trip Leader to ask parents/guardians to update the information, and to consult with the school leadership team to ensure that the consent is adequate for the trip.
13.3 Care will be taken to ensure that those accompanying the trip are fully informed about the special or medical needs of any students participating, as notified by the parents. Parental consent is sought to provide any external providers with details of any health needs, including special educational needs and disabilities, to ensure that the student's needs are met and safely looked after. Each Trip Leader and Assistant Trip Leader will have all relevant medical information and will liaise with parents as to the sharing of that information.
13.4 Appropriate adjustments to the trip content or itinerary and risk assessment will be made by Trip Leaders to enable equality of access so far as is reasonable. All students are encouraged to participate in school activities, within their own abilities and, where necessary, with reasonable adjustment, unless medical evidence advises that this is not possible. Consideration will be given to the staffing of off-site and residential trips to ensure that the needs of a student with disabilities or a medical condition are fully met.
13.5 Trip Leaders will meet or communicate with the student, parents/guardians, the school clinic [NEEDS AFS INPUT: AFS clinic/nurse arrangements], and other healthcare professionals where relevant, prior to any off-site visit. They will need to plan additional extra care requirements needed to support the student to participate safely and as fully as possible. Information and decisions will be recorded, must accompany the student on any out-of-school activities, and form part of the trip's risk assessment together with any additional medical information.
13.6 The Trip Leader must obtain a copy of the full medical details for those students on the trip. This information must also be available in hard-copy format on the trip. All emergency contact details and medical information must always be readily available to the Trip Leader.
13.7 Accompanying staff must be fully conversant with the school's medical policies to ensure that they are aware of all relevant procedures, including those around asthma, anaphylaxis, head injuries, and procedures that may be of specific relevance to their trip.
13.8 Parents and students are advised that the student's personal data will be passed to external trip providers for the purposes of administering the trip and to comply with applicable data-protection law, including Bahrain's Personal Data Protection Law (PDPL). [NEEDS AFS INPUT: confirm with legal counsel that the PDPL is the data-protection basis governing AFS]
14.0 Risk Assessment and Planning
14.1 Early in the initial planning, the Trip Leader needs to seek approval in principle that the visit is reasonable. At this point, the risk assessment form must be submitted through the trip-approval workflow (see 5.1).
14.2 You need to consider:
14.2.1 The experience and skills of staff and supervisors;
14.2.2 The needs, age, experience, and abilities of the students;
14.2.3 Costs;
14.2.4 Distance from the school;
14.2.5 Accommodation and location of visits;
14.2.6 Local weather conditions at the time of year.
15.0 Risk Assessment
15.1 As part of the planning process, the Trip Leader must complete a detailed, written risk assessment for the agreed trip or for activities out of school, and must submit it through the trip-approval workflow. The Trip Leader should discuss the risk assessment with the colleagues who are attending the trip and ensure a copy of the risk assessment is included in the Trip Pack.
15.2 All staff are aware of the procedures around child protection and safeguarding, including the Staff Code of Conduct. Because AFS students are young children, staff need to be alert to the safeguarding risks most relevant to this age group on trips — for example, a child becoming separated from the group, contact with strangers, road and water hazards, and unkind behavior between children (see the school's anti-bullying procedures [NEEDS AFS INPUT: an Anti-Bullying Policy is not in the current AFS policy set — create it or remove this reference]). Where appropriate, the Trip Leader must reflect potential issues in their risk assessments. Every precaution must be taken prior to a trip to ensure that both students and their parents/guardians are informed about expected standards of behavior and safeguarding issues relevant to the proposed trip.
15.3 If risks are too great or cannot be controlled, then the trip / activity must not take place. The Trip Leader needs to make a written report on the risk assessment. Special care should be taken if visits involve coastal areas, rivers, farms, or swimming pools, etc. These destinations need additional and thorough health and safety checks and procedures.
15.4 In respect of residential trips (if run — see 4.3), where possible the Trip Leader shall undertake a pre-visit in order to identify any potential hazards and to plan the most appropriate itinerary for the trip. Where an outside provider is engaged by the Trip Leader, a pre-visit may be replaced with detailed reference to the provider's expertise. Where a pre-visit is not possible, the Trip Leader must do everything possible to ensure the location and accommodation are suitable. For overseas visits, the Trip Leader must arrange a planning meeting with the Principal to ensure protocols are being followed and that a detailed risk assessment has been carried out. For day trips, a meeting may not be required, but the Principal should always be consulted if there are any issues.
15.5 During a trip, the Trip Leader is responsible for the continued monitoring of safety and trip protocols and risk assessments, and is expected to make adaptations to the itinerary if circumstances dictate, such as severe or unexpected weather conditions or disruption to public travel systems. In case of doubt or emergency, the views of the school leadership team member acting as emergency contact must be canvassed.
15.6 A daily risk assessment should also be carried out for each of the activities that students are involved with.
15.7 For residential trips and trips abroad (if run — see 4.3), every group will have a list of emergency contacts in the school; the Trip Leader will take this on the trip in hard-copy format. This list will usually include members of the school leadership team. During school holidays, the Trip Leader will agree with the emergency contact(s) coverage of the trip prior to the trip departing. Emergency contact(s) will have access to the full details of the trip, including detailed student information, itinerary, and procedures as to how to deal with an emergency, should that be needed. A copy of the full Trip Pack should also be left at Reception / the Principal's office.
15.8 For day trips in term time, members of the school leadership team will be able to act as the emergency contact at school. Trip Leaders should always be clear about who is acting in this capacity. A Trip Pack should also be left with Reception / the school office.
16.0 Pre-Trip Planning and Meeting with Students
16.1 Ideally, the Trip Leader should make a preliminary visit to the intended area (especially if this is a new trip for the school). If this is not possible, then very detailed information needs to be obtained in order to do the risk assessment.
16.2 Detailed plans must be made addressing all the areas and activities.
16.3 Staff should share and discuss plans with the students in an age-appropriate way. Students must know about expected standards of behavior, emergency procedures, any risks, and the aims of the visit. Sufficient information must be given to ensure that students understand their responsibilities and the safety rules.
16.4 Care should be taken that any additional information or planning is completed to ensure that students with special educational needs or medical / physical conditions are included in the trip.
16.5 The transport to be used must be considered carefully (see section 18).
16.6 The safety checklist can be used as a guide to assist teachers through the planning process.
17.0 Hazardous or Unusual Activities
17.1 Any planned unusual or hazardous activities must be discussed with the school leadership team in advance, and must be age-appropriate for a KG1 – Grade 6 school. It is essential that those leading the activities are appropriately qualified and competent. It is the responsibility of the Trip Leader to ensure that the qualifications and licensing of providers are up to date and that providers hold any license or permit required by the relevant authorities in the place where the activity is delivered.
17.2 Where an external provider is used for any activity, the Trip Leader must verify that the provider is an appropriate organization to use, and document the checks made. This could include checking:
17.2.1 Their insurance;
17.2.2 That they meet legal requirements;
17.2.3 Their health and safety and emergency policies;
17.2.4 Their risk assessments;
17.2.5 Control measures;
17.2.6 Their use of vehicles;
17.2.7 Staff competence;
17.2.8 Safeguarding;
17.2.9 Accommodation;
17.2.10 Any sub-contracting arrangements they have;
17.2.11 That they hold a license where needed.
17.3 The documented checks must be added to the trip's approval record. Any proposal to use a provider that cannot evidence appropriate accreditation must be discussed with the school leadership team during the planning stage and may proceed only with suitable written assurances.
17.4 Unusual or hazardous activities led by AFS staff must only be undertaken by qualified staff. Staff members must ensure that their qualifications are kept up to date. These qualifications must be stated on the risk assessment, detailing the qualification, registration number (if applicable), and expiry date, together with a copy of the relevant qualification certificate provided for reference by the school. All equipment provided by the school must conform to the appropriate safety standards.
17.5 In some circumstances, where an extra qualified instructor may be required to support AFS staff, the extra member of staff will have to go through the usual school procedures, including the school's volunteer/vetting process. [NEEDS AFS INPUT: a Volunteer Policy is not in the current AFS policy set — create it or remove this reference] They will be managed under the relevant activity risk assessment and by the Trip Leader. The Trip Leader should liaise with HR in order to ensure the required checks are completed and documented.
17.6 Parents/guardians will be informed in writing of any hazardous activities involved, and these will be specifically mentioned when applying for travel insurance. Parents/guardians are required to give consent for hazardous or unusual activities to be undertaken. The school leadership team, via the Trip Leader, will make all reasonable inquiries to obtain written confirmation that all instructors and supervisors are formally qualified and experienced. A reference to the license and qualifications at the venue shall be made in the letter to parents.
17.7 To minimize the risk of children and staff catching any disease from animals, any organizer proposing a school trip to a farm must read the relevant guidance for visiting a farm and reflect it in the risk assessment.
18.0 Travel Arrangements
18.1 Students will be given clear safety instructions, based upon the risks associated with the type of travel, in advance of the trip. When traveling by coach or bus, seat belts must be worn. In the case of long journeys, students shall be given the opportunity to exercise after reasonable intervals. A member of staff will stay at the end of the trip until all students have been collected.
18.2 School vehicles may be driven only by drivers authorized and approved by the school, holding a valid, verified license for the vehicle class. [NEEDS AFS INPUT: whether AFS operates its own vehicles and who is authorized to drive them — the source policy contradicted itself (it required a dedicated school driver, separately permitted trained staff to drive small school vehicles, and elsewhere prohibited staff from driving them). AFS must state one rule.]
18.3 Wherever possible, students shall be transported in a coach, bus, or by public transport. While the use of private cars is discouraged, it may be appropriate in exceptional circumstances, such as a medical emergency. It is the responsibility of the Trip Leader in such circumstances to ensure that the member of staff has a valid driving license that has been checked and verified by the HR department. Parents are not permitted to convey students in their private cars on school business (other than their own child) and are not covered by school insurance to do so. If a staff vehicle is to be used for a trip, it must be declared within the risk assessment. Staff must be aware of the guidelines around transporting students in their own cars.
18.4 When traveling by coach or bus, the Trip Leader must ensure that all students are wearing seatbelts and shall brief the students on appropriate behavior prior to the commencement of the journey. Staff members should seat themselves at the rear, middle, and front — they should not form one group at the front of the vehicle.
18.5 If more than one vehicle is required, a passenger list must be created detailing which staff and students are on which vehicle. This information should be shared with the school office / emergency contact.
18.6 Coaches and buses:
18.6.1 Luggage must be stored correctly;
18.6.2 On long journeys, enough breaks must be arranged for students, staff, and drivers;
18.6.3 Students should remain seated (with seatbelts) throughout the journey;
18.6.4 Arrangements must be planned in the event of a breakdown or emergency;
18.6.5 Students and staff must be aware of emergency exits, first aid, and fire-fighting equipment;
18.6.6 Staff must ensure the driver is driving well and not using a mobile phone while driving;
18.6.7 Requirements must be specified when hiring the transport.
18.7 Walking. When walking with students, the group needs to observe safety rules appropriate for young children: plan the safest route, use pedestrian crossings whenever possible, and position adults at the front and rear of the group.
19.0 Parents Accompanying Visits
19.1 Wherever possible, everyone accompanying the visit shall be a qualified teacher or an employee of the school. The Principal will be responsible for ensuring that a group is adequately staffed and will take a variety of points into consideration when assessing the appropriate staff/student ratio, including the appropriateness of other adults, such as parents, to be included in the staffing ratios.
19.2 Staffing may include parent volunteers at the discretion of the Principal. Parents may be used as a supplement to the staff cohort but will not be taken into account in the calculation of the minimum number of staff required to supervise the group as set out above. In certain circumstances, the Principal may make exceptions to this general rule, provided that the Trip Leader is a qualified teacher.
19.3 Any parent accompanying the trip will be risk-assessed in accordance with the school's volunteer procedures [NEEDS AFS INPUT: a Volunteer Policy is not in the current AFS policy set — create it or remove this reference] and either supervised or subject to vetting checks.
19.4 All accompanying parents will be made aware of the school's safeguarding procedures. All staff are fully trained in this aspect.
20.0 Emergencies
20.1 Guidance on emergency procedures:
20.1.1 Establish the nature and extent of the emergency;
20.1.2 Ensure that all other members of the party are accounted for and safe. If a student cannot be accounted for, immediately follow the Missing Child Policy;
20.1.3 Establish the extent of any injuries and arrange for first aid;
20.1.4 Establish the names of the injured and call the relevant emergency services;
20.1.5 Advise other party staff of the incident and that emergency procedures are in operation;
20.1.6 Ensure that an adult from the party accompanies casualties to the hospital;
20.1.7 Ensure that the remainder of the party is adequately supervised throughout, and arrange for their early return to school;
20.1.8 Arrange for one adult to remain at the incident site to liaise with emergency services until the incident is over and all children are accounted for;
20.1.9 Control access to telephones until contact is made with the Principal and until they have had time to contact those directly involved. Take in mobile phones;
20.1.10 Pass on full details of the incident (name, nature, date and time of incident, location of incident, details of injuries, names and telephone numbers of those involved, action taken so far);
20.1.11 Identify alternative telephone numbers / mobile phone numbers;
20.1.12 Advise the school to contact the parents/guardians of those involved. In the event of serious incidents, the parents/guardians of all party members must be informed as soon as is practicable. Additionally, parents or guardians must be informed of any significant delays. Obtain names and contact details of any witnesses not linked to the school, for future reference;
20.1.13 Retain any physical evidence in its original condition (e.g., clothing should not be washed).
20.2 Following the incident, an accident form must be completed. The Trip Leader must attend a debrief meeting with the school's health and safety coordinator [NEEDS AFS INPUT: AFS role holder], who will inform the Principal; the Principal will then inform insurers.
20.3 Trip Leaders will prepare a contingency plan for all trips. By way of example, some scenarios include:
20.3.1 Unsuitable accommodation;
20.3.2 Change of transport;
20.3.3 Evacuations;
20.3.4 Hostile acts.
20.4 The Trip Leader shall record all relevant details appropriately. The Trip Leader will carry a school mobile phone obtained from the IT team and publish the number via the risk assessment and to the school office / emergency contact.
21.0 First Aid
21.1 Where possible, all trips must have a qualified first aider. A list of qualified first aiders is distributed to all staff at the start of the school year and when the list is updated. [NEEDS AFS INPUT: AFS first-aider roster — see First Aid Policy]
21.2 Trip Leaders must ensure that the appropriate number of first-aid kit(s) are carried on all trips and visits.
21.3 First aiders must familiarize themselves with the medical list of the students attending and discuss any concerns/issues with the school clinic and their trip staff before the trip commences. This should be done well in advance of the trip, with the student list shared with the clinic in plenty of time for staff to be briefed on any special student issues.
21.4 If the Trip Leader or Assistant Trip Leader does not have a current first-aid qualification, another member of staff with this qualification should accompany the trip. A first-aid kit must be requested from the school clinic and taken on the trip, even if the destination for the trip has first-aid facilities. The Trip Leader is responsible for having a first-aid kit available at all times.
21.5 Where it is not possible to have a qualified first aider on a trip, the trip risk assessment will put the necessary arrangements in place.
21.6 Medical and contact information must be completed fully and returned for each student and staff member going on the trip.
21.7 An appointed person takes charge when someone is injured or ill, looks after the first-aid equipment, and summons emergency help when needed.
21.8 Under no circumstances may a teacher give non-prescribed medication to a student.
21.9 If a student refuses to take their medication, the Trip Leader needs to contact the parents immediately.
21.10 Safety procedures must be in place for the storage and safe administration of medicines.
21.11 Any medications that are stored must be labeled with the student's name, the name and dose of the drug, and how often / when it needs to be administered (labels must be in English).
21.12 Consideration must also be given to the distance to the nearest hospital and methods of transport.
21.13 When prescribed medication is given, it must be noted on the record of medication administered.
22.0 Final Review
22.1 At the end of the off-site visit, a review excursion sheet must be completed. This should contain information about health and safety issues experienced on the trip. The completed form should be passed to the staff member responsible for trips administration [NEEDS AFS INPUT: AFS role] for review and possible improvement of future trips.
23.0 Related Policies
23.1 Safeguarding & Child Protection Policy
23.2 Staff Code of Conduct Policy
23.3 Educational Equal Opportunities Policy
23.4 First Aid Policy
23.5 Behavior, Rewards & Sanctions Policy
23.6 Smoking, Alcohol and the Misuse of Drugs and Substances Policy [NEEDS AFS INPUT: this policy is not in the current AFS policy set — create it or remove this reference]
23.7 Health and Safety Policy
23.8 Missing Child Policy
24.0 Legislation and Guidance
24.1 Kingdom of Bahrain Ministry of Education requirements for school trips and off-site activities apply: MoE approval must be applied for where necessary (see 6.5.14) before a trip is confirmed. [NEEDS AFS INPUT: confirm the current MoE approval requirements/circulars that apply to AFS trips]