Public Liability Insurance for Providers

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We have amended the National Guidance document 4.4h Using External Providers and Facilities to point out that the limit of public liability insurance for providers that hold the LOtC Quality Badge can be found on the Quality Badge website.

We have also changed 8p Provider Statement  so that the questions about public liability insurance are directed only at providers that do not hold the Quality Badge.

Providers

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We have revised the National Guidance documents 4.4h Using External Providers and Facilities, 4.4f Checklist – Assessing a Provider and 8p Provider Statement.  The revisions clarify the guidance about accreditation and explain why you should not ask for a provider’s risk assessments.

We have also added a new section to 4.4h Using External Providers and Facilities about working with provider staff, which links closely with our new guidance about roles and responsibilities in 4.2a Group Management and Supervision.

 

Exchanges and Homestays

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We have amended 7f Exchanges and Homestays in response to requests for more clarity about monitoring and supervision on homestays.  The amendments have reflected our thinking in recent updates of 4.4h Using External Providers and Facilities (seeing homestay hosts as providers) and 4.2a Group management and Supervision (more clarity about roles and responsibilities).

Participant Information and Data Protection

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Since the introduction of the General Data Protection Regulation (GDPR), we have received a number of requests for further information about how this impacts upon the collection, use and retention of participant information for educational visits.  We have also received enquiries about how data protection applies to photographs of children.

We have therefore revised and expanded upon our guidance document 4.4j Participant Information and Data Protection, and made corresponding amendments to 3.2a Underpinning Legal Framework, 4.3d Parental Consent, 4.3e Safeguarding, 4.4h Using External Providers and Facilities, 5.3b Writing an Establishment Visit Policy and 6d FAQ Retention of Documents.  We have also included a section about data protection in the new document 3.2i Contracts and Waivers.

New Guidance from the Department for Education

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The Department for Education (DfE) has revised its guidance “Health & Safety on Educational Visits“.  You can view the guidance here.

The guidance provides a summary of eight key points for organising educational visits, and refers the reader to OEAP’s National Guidance, which provides greater detail on each of these points.  To read the more detailed guidance, follow the links below:

  1. The 2 main types of trips:  4.3c Risk management – an overview  |  1b Foundations  |   5.2b Planning Basics for Outdoor Learning, Off Site Visits and Learning Outside the Classroom | 4.3f Risk  management – some practical advice
  2. When to get consent from parents:  4.3d Parental Consent
  3. Using outside organisations:  4.4h Using external providers and facilities  |  4.4f Assessing an adventure activity provider check list
  4. Adventure activities: caving, climbing, trekking, and watersports:  3.2f AALA Licensing  |  4.4f Assessing an adventure activity provider check list7a Adventure activities  |  3.2d / 4.4a Approval of Leaders  | 7o Natural Water Bathing  | 7x Swimming Pools
  5. Trips abroad:  7q Overseas expeditions |  7r Overseas visits
  6. Knowing what to do in an emergency:  4.1h Avoiding Accidents and Emergencies  |  4.1i Emergencies and Critical Incidents – An Overview   |  4.1k Visit Leader Emergency Checklist | 4.1j Off-Site Visit Emergencies: The Role of School Governors  |  4.1l / 8.1l Visit Leader Emergency Action Card – amendable version
  7. Evaluating trips:  6d FAQs: Retention of Documents  | 5.1a Establishment Self Evaluation Form  | 5.1c Learning outside and off-site visits: self evaluation using the Ofsted framework
  8. Educational visits coordinators:  3.4j Educational Visits Coordinator (EVC)  |  3.3a EVC check list

Asking for a provider’s risk assessments

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Do you ask to see a provider’s risk assessments?

Risk assessments tend to be technical documents.  Unless a visit leader is qualified to understand, assess and, if necessary, challenge them, there is little purpose in asking for copies. It makes much more sense to gain the information you need through a pre-visit or dialogue with the provider.

Nevertheless, providers tell us that they still get asked for copies of their risk assessments.  We have therefore updated the documents 6a FAQ Asking for a provider’s risk assessments and 4.4h Using external providers and facilities to underline that there are more effective ways to gain the information that you need.

The easiest way to check that the quality and safety of most providers has been externally accredited is to look for the Learning Outside the Classroom (LOtC) Quality Badge.

Anaphylaxis: emergency auto-injectors

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From October 1st 2017 Schools can purchase adrenaline auto-injectors, without a prescription, for emergency use with their pupils who are known to be at risk of anaphylaxis.  We have updated 4.4b First Aid and 4.4d Medication to reflect these changes.
We have also added a new document:  6o FAQs Recognising and managing anaphylaxis, containing an emergency protocol for use with allergic reactions/anaphylaxis.  The protocol is taken from Department of Health “Guidance on the use of emergency auto-injectors in schools” with is available at:
You can download the new FAQ here.