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Contents

1. Pre-Activity Planning and authorisation
2. Insurance
3. Financial Arrangements and meals
4. Transport Arrangements - General
5. Transporting Children
6. Risk Assessment
7. Prepare Children
8. Adventure Activities
9. Accommodation
10. Sleeping Arrangements
11. Absence whilst on an Activity

1. Pre-activity Planning and Authorisation

The term ‘Activity’ is defined in Scope of this Chapter . 

The following should be read/applied ‘as appropriate’, depending on the type of activity/trip. The general principle is that activities and trips must be properly planned and authorised, even ‘short trips’ to the shops.  However, it is not suggested that it is necessary to fulfil all the arrangements listed, unless they are appropriate to the activity/trip. The principles that apply to all activities are highlighted in this way.

1. The Manager or someone delegated to act on the Manager’s behalf, must oversee and authorise all activities/trips. As soon as it is known an activity or series of activities are likely or necessary, the Manager must be consulted and should oversee and approve all arrangements or delegate another person to act on the Manager’s behalf.  All arrangements must be recorded and signed off by the Manager or person delegated. All arrangements will require the consent of a Parent or person with Parental Responsibility. 
   
   Appropriate written consents must be obtained. Where Parental consent is not given, the Social Worker may need to seek legal advice as to whether the activity can go ahead.  If the child is travelling overnight, a copy of the consent should be carried by Staff.
2. Where a series or range of activities are necessary (the transporting of children to and from school, a series of supervised contacts or the undertaking of routine activities), the arrangements should be agreed with the Manager in advance, and a date set for the review of the arrangements.
3. A member of Staff should be designated as ‘in charge’ or as the Group Leader. If only one member of Staff/Carer is taking part, it is always assumed that person is in charge or responsible for the activity. Where more than one Staff/Carer is taking part, one person must be designated Group Leader (or person in charge) and other Staff/Carers should be given other responsibilities/roles as necessary. These other responsibilities must be overseen by the Group Leader and approved by the Manager.
4. The Group Leader must prepare and produce a route, timetable or schedule for the activity, including dates, times of travel, vehicle(s) to be used, the location of planned breaks, places/locations to be visited and people to be visited.
5. Consideration must be given to children’s needs and interests, including any medical or healthcare needs. The Group Leader must identify the children who will be taking part in the activity and consider what arrangements or plans must be made, taking account of:
   1. Care Plan or any other relevant plan e.g. Placement Plan or Placement Information Record
   2. Recent/relevant events/Incidents
   3. Group dynamics, Staff/Child relationships
   4. Child Protection Issues
   5. Violent or other offending behaviour
   6. The healthcare or mental health needs of the children
   7. Level associated with Drug/Alcohol etc. misuse
   8. Level of disability and associated special needs
6. Unless otherwise agreed with a Manager, children must be supervised by Staff with appropriate levels of experience and qualifications. A list of Staff or other responsible adults who are likely to take part must be drawn up. The child or children taking part should know at least one member of Staff and there must be one member of Staff from each gender for mixed groups. Where this is not possible the Manager must approve the alternative arrangements, ensuring that the best interests of the child are accounted for; in these circumstances the Staff/adults taking responsibility for the child must be provided with relevant information about the child to enable the activity to be undertaken safely.
7. The Group Leader must ensure the child/Staff ratio’s are adequate to meet the needs of the children and the risks posed. For example, where there is a risk of violence, hazardous activities are undertaken, or remote locations are used. 
8. Where there is a risk of confrontational or violent behaviour, the Group Leader/Manager must ensure that Staff/Carers undertaking the activity are suitably trained and are familiar with relevant procedures and guidelines contained in this manual relating to Behaviour Management, Incidents and the use of Physical Intervention.
9. The Group Leader must ensure that Parent(s) have been consulted/informed and consents obtained from them (Placement Plans for Looked After Children contains a Consent form).
10. All Staff/Carers must carry ID cards or a means of identity

2. Insurance

The Group Leader must ensure that adequate insurance arrangements are in place.

When arranging overnight activities a copy of the accommodation centre insurance will be required.

With regard to off-site activities, places such as open spaces may not have insurance therefore careful consideration must be given before participating in the activity.

All Local Authority establishments and amenities are adequately insured. For advice contact the Council’s Insurance Section located in the Finance Department.

Note: Normally, children’s holidays are insured fully under this insurance  for any holiday within the United Kingdom.  Where children are undertaking adventurous or hazardous activities provided by a centre or supervised by another company, the Group Leader must ensure they carry suitable insurance cover, and that Staff who may have unsupervised contact with children have had CRB Checks.

Holidays outside of the United Kingdom may require additional insurance for travel.

A European Health Insurance Card (EHIC) needs to be applied for prior to the holiday taking place if travelling outside the United Kingdom. To apply for a European Health Insurance Card go to the Department of Health website and follow links for 'Policy and Guidance' and 'Health and Advice for Travellers'.

3. Financial Arrangements and Meals

The Group Leader must decide what financial arrangements are necessary, and agree them with the Manager. The Manager must decide how finances will be recorded.

The Group Leader must ensure that adequate arrangements are made for meals, breaks; taking account of the dietary, healthcare and cultural needs/choices of the children, Staff and Carers.

4. Transport Arrangements - General

Also see, Section 5, Transporting Children

All Staff should be aware that transporting of children whose behaviour regardless of age can be unpredictable, needs to be carefully planned and risk assessed (see Section 6, Risk Assessments) before occurring. Consideration must be given to the likelihood of predictable problems during any journey.

Where two or more drivers take part, they must share the driving equally.

The following must be taken into account:

1. Passenger safety
2. Competence of the driver
3. Awareness of driver’s hours
4. Traffic conditions
5. Contingency funds and arrangements in case of breakdown/emergency
6. Weather
7. Journey time and distance
8. Stopping off points for long journeys and toilet breaks - 20 minutes every 2 hours
9. Unless otherwise agreed by the Manager, children and non-driving Staff/Carers may not sit in the front of vehicles
10. Unless otherwise agreed by the Manager, the driver must not be responsible for the supervision of the children in the vehicle
11. Appropriate seat belts or restraints must be used and fastened (see end of this section, below, for requirements)
12. The transport must have a first aid kit
13. A mobile telephone should be taken/carried by the Group Leader and each member of Staff likely to be separated from the Group Leader. If mobile ‘phones are not carried suitable arrangements should be made to enable communication between Staff undertaking the activity.
14. Before starting any journey, the Group Leader must undertake the following checks of the vehicle:
    • Ensure the vehicle is clean externally and internally, and does not contain any items which may be hazardous.
    • Check of water, fuel, engine oil and brake fluid.
    • Check brakes.
    • Check of tyre pressures (including the spare).
    • Check of jack and wheel brace.
    • Check fire extinguishers.
    • Where they are fitted, ensure that childproof lock is activated, thereby preventing the rear door being opened from inside the vehicle.
    • Check that tax disc is correct/in place at both ends of journey.

SEAT BELTS/RESTRAINTS

The following applies unless the person has a valid medical exemption, from a medical practitioner.

	Front Seat	Rear Seat	Whose Responsibility
Driver	Adult seat belt must be worn if fitted		Driver
Child under 3 years of age	Appropriate child restraint must be used	Appropriate child restraint must be used if available	Driver
Child from 3rd birthday up to 135cms in height (approximately 4’5”) or 12th birthday, whichever they reach first)	Appropriate child restraint must be used if available; if not adult seat belt must be worn	Appropriate child restraint must be used if available; if not adult seat belt must be worn if available e.g. in a Taxi, on a short trip in an unexpected necessity or if two occupied child restraints prevent fitting a third.	Driver
Child 12 or 13, or over 135cms (approximately 4ft 5ins) in height	Adult seat belt must be worn if available	Adult seat belt must be worn if available	Driver
Adult passengers	Adult seat belt must be worn if available	Adult seat belt must be worn if available	Passenger

General guidance regarding the use of seat belts and restraints:

• Rear facing infant carriers should not be used in the front of cars fitted with passenger air bags
• Children should never travel in the boot area of cars unless the model of car is specifically designed to take passengers
• All car seats and restraints must comply with either British or European Safety Standards
• Make sure that the car is properly fitted, as incorrectly fitted seats can be a danger and offer little or no protection
• For the first few months a baby will need the extra support and protection of a head support cushion
• Make sure seat belts and harnesses are positioned low on the child’s hips to avoid abdominal injuries in the event of an accident
• Never buy a second-hand car seat as the protective structure may be invisibly damaged, which could prove fatal in the event of an accident
• Always replace the child’s seat as they grow.  A car seat that is too small will not offer adequate protection
• Never carry a child on your lap in the front or rear of a car, even with a seat belt.  It is not only illegal, but also highly dangerous, as in the event of a crash you could crush and kill the child.

5. Transporting Children

Also see Section 4, Transport Arrangements - General.

Staff will be involved in the transportation of young people from and to various settings e.g. school, Home visits, activities, Court etc.  When undertaking such duties, Staff must first ensure that they have shown their driving license to a Manager. 

When transporting and escorting or transporting young people it is necessary for the Group Leader to take account of the procedures in Section 1, Pre-Activity Planning and authorisation  (which sets out the arrangements for planning and preparing escorts/activities).  The additional points should also be noted:

1.	Where a Risk Assessment states that two Staff should accompany a child, the child should never be left alone whilst on the activity.  Children under the age of 12 may not sit in the front of vehicles unless agreed by the Manager. If children are required to sit in the rear of vehicles,  they should be accompanied by Staff.
2.	Unless otherwise agreed by the Manager, a member of Staff/Carer must accompany children in the rear of the vehicle by. Where children are allowed to sit in the front of vehicle, they must be over the age of 12.
3.	Children may not hold or be responsible for vehicle keys and may not steer cars or use petrol pumps.
4.	All vehicle occupants must wear suitable seat belts or restraints at all times when in vehicles.
5.	Children must not tamper with or use any controls except, at the discretion of the driver, the radio/stereo.
6.	If it is assessed that a child may be distressed whilst in the vehicle or a child becomes distressed to the extent that the safety of the vehicle or occupants may be compromised, the vehicle must be stopped; preferably in a layby or suitable stopping place. However, the vehicle may have to be stopped at the side of the road or on the hard shoulder of a motorway. In these circumstances, the hazard warning lights should be activated, the occupants should get out of the vehicle and stand well away from the road, and the emergency services must be summoned.
7.	If the safety of the occupants is compromised, with the risk of Injury or Damage to Property, Physical Intervention may be used or the Police should be called to assist. See Physical Intervention Procedure.
8.	If the situation demands that a child with a history of violence must be transported, the Group Leader must ensure the following: The child must sit in the rear of the vehicle, supervised by a minimum of two Staff/Carers Staff/Carers must be instructed to hold or, if there is a risk to life or limb, Restrain the child The child must not sit behind, or be able to distract the driver The Group Leader must be satisfied that no items, which could be used as weapons, are available to the child. These could include tools, aerosols, pens etc It may be necessary to search the child before the activity starts Care should be taken when getting in and out of vehicles. This is the time when holds are weakened Some thought should be given to action on arrival at destination - will more Staff be needed? Is a room available? Is it easy to get the car close to the destination, and is it possible to avoid other children becoming involved? If the potential risks cannot be managed safely, the activity must not go ahead; or must cease and, if necessary, the Police be called to assist

6. Risk Assessment

It is not necessary to undertake a separate Risk Assessment for a repeated activity/trip. Where a range or series of activities may be undertaken (the transporting of children to and from school, a series of supervised contacts, the undertaking of routine activities), the Manager may approve a Risk Assessment and associated arrangements such as Staffing levels for a period; the Risk Assessment should then be reviewed if circumstances change.

1.	The Manager or person delegated to oversee the activity must approve a completed risk assessment in advance.
2.	A risk assessment for a visit need not be complex but it should be comprehensive. It does not generally require technical formulae or professional health and safety expertise, but specialised information for some visits may be necessary and Managers must ensure that the person assessing is competent to do so.
3.	A formal assessment of the risks that might be met on an activity should have the aim of preventing the risks or reducing them. Children must not be placed in situations which expose them to an unacceptable level of risk. Safety and protection of all concerned must always be the prime consideration. If the risks cannot be contained or managed, the activity must not take place.
4.	The risk assessment should be based on the following considerations as well as those described in Section 1: Pre-Activity Planning and Authorisation. What are the hazards Whom might they affect What safety measures need to be in place to reduce the risk to an acceptable level Can the designated Group Leader put the safety measures in place What steps will be taken in an emergency
5.	In undertaking the risk assessment, the Group Leader must consult all other Staff taking part and children who are capable of making informed decisions, record the risk assessment, arrange for it to be seen and signed off by the Manager and then provide copies for all Staff/Carers taking part. One copy must be left with the Manager.
6.	Frequent activities/visits to local venues such as swimming baths, or where a child is transported to and from school, may not need a risk assessment for each trip; but the Manager must ensure that a risk assessment is completed for the series/range of activities/visits; and a date set for the review of the risk assessment.
7.	A risk assessment that has been agreed for a series or range of activities/visits must be reviewed immediately after any information comes to light or any event/Incident occurs which compromises the safety of the children/Staff/Carers. In such circumstances, the activities/visits must be suspended until a review has taken place and the Manager is satisfied that a suitable new risk assessment has been completed.
8.	The Group Leader should take the following factors into consideration when assessing the risks: The type of visit/activity and the level at which it is being undertaken The location, routes and modes of transport The competence, experience and qualifications of the Staff Ratios of children to Staff The healthcare needs of the children The quality and suitability of available equipment Seasonal conditions, weather and timing Emergency procedures The need to monitor risks throughout the activity The children’s backgrounds. i.e. offending, health, absconding, child protection, drugs
9.	When approving the Risk Assessment and subsequent plan for the activity, the Manager should determine what latitude the Group Leader has to change the plan, the need for a contingency plan, an ‘on call’ or backup procedure to provide support, advice or direction to the Group Leader once the activity has started.

7. Prepare the Children

As soon as practicable before the activity is due to start, the children should be notified of the following; and this must be recorded.

1. The intention to involve the children in the planning
2. An explanation of the proposed activity, including its aims and objectives
3. Expectations about their behaviour and the implications of poor behaviour
4. Appropriate and inappropriate personal contact including sexual activity
5. Emergency procedures and safety precautions
6. Rendezvous procedures
7. Dangers e.g. coastal visits, mountain walking
8. What clothing they will require

8. Adventure Activities

If an activity holiday is proposed, the name, address and phone number of the organisation, activities involved and type of accommodation should be obtained.

There are a number of checks which must be made on activity holidays.

These must be undertaken by the social worker/Group Leader unless the holiday has been arranged by the child's school the school, in which case, the social worker/Group leader should be asked to confirm that these checks have been made and that sufficient staff or subcontracted staff will be present to supervise the children.

8.1 Organisations registered with the Adventure Activity Licensing Authority

The Social Worker/Group Leader should confirm that the organisation is licensed with the Adventure Activity Licensing Authority. The licence registers the organisation for sports in 4 categories (caving, trekking, mountaineering, water sports) and the conditions in which it is licensed to provide them. The Social Worker/Group Leader should look for:

• Licence number. This will be a double number e.g.: L1234/R5678.
• You should verify the licence by ringing the Licensing Authority (see link above)
• What sports and conditions it is licensed for.

The licence is an indication of the standard of health and safety the organisation achieves. It also indicates that police checks and references have been taken up for staff.

8.2 Organisations not registered with the Adventure Activity Licensing Authority

Some activities, which contain an element of risk, fall below or outside of the licensing level and requirements. For organisations not licensed with the Adventure Activity Licensing Authority, the following checks should be carried out:

Ask for the following:

• a list of staff and their qualifications for the activities offered.
• whether all staff and volunteers are police/CRB checked.
• whether references are taken up on all staff and volunteers.
• whether the organisation undertakes formal risk assessments on the activities; ask to be sent copy/copies of the risk assessment(s). These should identify risks as well as measures and procedures by which the risks are controlled.

9. Accommodation

Accommodation (Indoors)

1. The immediate accommodation area should be exclusively for the group’s use
2. There should be heating and appropriate ventilation
3. The accommodation must be safe i.e. locks on doors
4. The accommodation must have a fire alarm
5. The whole group must be made aware of the layout of the accommodation
6. There must be adequate space for storing clothing
7. There must be adequate lighting (take a torch)
8. There should be recreational accommodation/facilities wherever possible

Accommodation (Outdoors)

The above should be taken into consideration. For camping, there are numerous additional considerations to be taken into account, e.g. safety issues, security, cooking safety, fire. All concerns should be part of the risk assessment.

10. Sleeping Arrangements

1. Wherever possible, there should be separate male and female sleeping/bathroom facilities for children and Staff. If this is not possible, a rota system must be implemented.
2. Wherever possible, Staff should supervise the children at night (and remain in gender specific rooms).
3. A rota should be devised to enable the maximum supervision possible. The on call person should not retire until the children have been settled for one hour.
4. Individual/group needs must be taken into consideration at night e.g. a child may prefer not to sleep in a dormitory setting. Are there any child protection issues? Sleeping arrangements must reflect the fact that Staff have considered the individual needs of and associated risks to children on the activity. Sleeping arrangements must be detailed in the plan and approved by the Centre Manager.
5. Security arrangements must be implemented at night. Wherever possible, a child should be prevented from absconding.

11. Absence whilst on an Activity

If a child becomes absent, (that is, a child who goes Missing, whose absence is unauthorised or who has Absconded) it will be necessary to follow the procedures set out in Children Missing from Home Procedure.

End