аЯрЁБс > ўџ R T ўџџџ ; < = > ? @ A B C D E F G H I J K L M N O P Q џџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџџьЅС } јП / bjbjОЮОЮ 8V мЄфfмЄфfn' ( џџ џџ џџ З є є ж ж ж џџџџ ъ ъ ъ 8 " T v L ъ Џ8 к Т Т ( ъ ъ ъ q! q! q! .8 08 08 08 08 08 08 $ ; Ж ?> T8 ж q! O! " q! q! q! T8 ъ ъ e i8 п# п# п# q! 8 ъ ж ъ .8 п# q! .8 п# п# т 5 Є О N7 ъ џџџџ №аѓж џџџџ ѓ! | &6 8 8 0 Џ8 <6 Я> o" И Я> , N7 Я> ж N7 Ь q! q! п# q! q! q! q! q! T8 T8 '# И q! q! q! Џ8 q! q! q! q! џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ џџџџ Я> q! q! q! q! q! q! q! q! q! є X L : Off Campus TripsInformation for Student Leaders INTRODUCTION The purpose of this information is to provide practical information that might be useful to any student leaders undertaking off campus trips, including sports trips, days out and Tour. This information does not replace local or other professional guidance or regulations. CONTENTS SUPERVISION Responsibilities Buddy System Night Time Health ONGOING RISK ASSESSMENT Supervision of Groups/Activities Plan B EMERGENCY PROCEDURES Preparation Emergency procedures framework during the trip REVIEW SUPERVISION Responsibilities It is good practice for each Society Leader to: have a reasonable prior knowledge of the students including any special needs, medical needs or disabilities; carry a list/register of all group members; regularly check that the entire group is present; have a clear plan of the activity to be undertaken; have the means to contact other committee members if needing help; have knowledge of the venue/location and any local customs or regulations; anticipate a potential risk by recognising a hazard, and acting promptly where necessary; continuously monitor the appropriateness of the activity, the physical and mental condition and abilities of the group members and the suitability of the prevailing conditions; clearly understand the emergency procedures and be able to carry them out; have appropriate access to First Aid; Each participant should: know who their group leader is at any given time and how to contact him or her; have been given clear, understandable and appropriate instructions; rarely if ever be on their own; alert the group leader if someone is missing or in difficulties; have a meeting place to return to, or an instruction to remain where they are, if separated; understand and accept the expected standards of behaviour. Buddy system - recommended for large groups Each participant is paired with a buddy. Each regularly checks that the other is present and is OK . This system should be set up prior to arrival at the destination. Night Time If youre overnight at an event, student leaders should ensure that: the groups immediate accommodation is exclusively for the groups use; where hotel/hostel reception is not staffed 24 hours a day, security arrangements should be in force to stop unauthorised visits; in the absence of 24 hour staffing of reception, external doors must be made secure against intrusion and windows closed as necessary to prevent intrusion; where possible, internal doors are lockable but staff must have reasonable access to the accommodation at all times; all staff and students know the emergency procedures/escape routes in the event of a fire. Where windows and doors are locked against intrusion at night, ensure that alternative escape routes are known and that all fire doors function properly. Health If travelling outside of the UK, participants are strongly advised to obtain a European Health Insurance Card (EHIC). This will entitle the holder to reciprocal health care arrangements which exist between countries within the EU/EEA or Switzerland. Participants should be made aware that a travel insurance policy will not cover them for injury or illness arising from self inflicted injury or illness, sexually transmitted diseases, solvent abuse, alcohol abuse, the use of drugs (other than prescribed by a Medical Practitioner) or self exposure to needless peril putting themselves in needlessly dangerous situations. ONGOING RISK ASSESSMENT Supervision of Groups/Activities groups should be sufficiently trained and assessed as competent for the level of activity to be undertaken, including first aid and emergency procedures. students will be familiar with the environment or similar environments and have details of the rendezvous points and the times of rendezvous; clear and understandable boundaries will be set for the group; the Student Group Leader should monitor the groups progress at appropriate intervals; the StudentGroup Leader will be in the expedition or activity area and able to reach the group reasonably promptly should the group need support in an emergency; there should be a recognisable point at which the activity is completed; there should be clear arrangements for the abandonment of the activity where it cannot be safely completed. You should always have a Plan B good forward planning will always include alternative plans in case the itinerary needs to be changed; a flexible itinerary can allow activities from later in the visit to be substituted for earlier activities if those are prevented by unexpected circumstances; group leaders faced with potential difficulties will feel more confident to change the itinerary if a pre-assessed alternative is available; regardless of whether alternatives have been pre-assessed, always take time to reassess risks if the itinerary changes; on arrival at an alternative site or activity that has not previously been risk assessed, we recommend that the group leader should risk assess the situation before allowing the participants to disembark from the transport; an unknown location might involve hazards not covered in the original risk assessment, for example if the original intention to visit a land-only site has to be changed at short notice to a lake or seaside location. EMERGENCY PROCEDURES Preparation By their nature, emergencies are usually unexpected. But careful emergency planning can mitigate the trauma of being caught up in an emergency. It is good practice for the group leader to: Follow the UCB Guild Accident/Incident Procedure, which includes 24-hour contact points at the Guild and clear roles for the group leader, the Guild contact, and other key people e.g. managing media interest, supporting parents of an injured student, transport arrangements etc; ensure that all members of the group know what action to take if there is a problem; hold evening briefings with committee members to discuss issues for the next day; hold, or ensure that others in the group hold, up-to date competence in first aid and other life saving competence as necessary for the activities; ensure that a first aid kit is properly stocked and accessible ensure that all participants medical needs (e.g. asthma, diabetes, anaphylaxis) are known and that staff are competent to handle them be aware that certain diseases are more common in some countries and know what preventative action to take and what to do if a group member becomes infected; recognise that many of the health problems of students on longer visits are caused by lack of food, of liquid or of sleep; if appropriate, advise group members about the dangers of over-exertion in the heat and of dehydration, which can cause headache, dizziness and nausea; ensure that drivers take adequate rest breaks on long journeys; practice emergency drills e.g. evacuation of mini-bus, accommodation fire drill; if abroad, know where the nearest British Embassy or Consulate is located and the telephone number. Emergency procedures during the visit The main factors to consider include: establish the nature and extent of the emergency as quickly as possible; ensure that all the group are safe and looked after; establish the names of any casualties and get immediate medical attention; ensure that a committee member accompanies casualties to hospital with any relevant medical information; notify the police if necessary; ensure that all group members who need to know are aware of the incident; ensure that all group members are following the emergency procedures and the roles allocated to them revise procedures and re-allocate roles as necessary; inform the Guild and provider/tour operator (as appropriate). The contact number should be accessible at all times during the visit; details of the incident to pass on to the Guild should include: nature, date and time of incident; location of incident; names of casualties and details of their injuries; names of others involved so that next of kin can be reassured; action taken so far; action yet to be taken (and by whom); notify insurers, especially if medical assistance is required; notify the British Embassy/Consulate if an emergency occurs abroad; ascertain phone numbers for future calls. Try not to rely solely on mobile phones; write down accurately and as soon as possible all relevant facts and witness details and preserve any vital evidence (take photographs if necessary) keep a written account of all events, times and contacts after the incident; complete an accident report form as soon as possible; no-one in the group should speak to the media. Names of those involved in the incident should not be given to the media as this could cause distress to their families. Refer media enquiries to the Guild; no-one in the group should discuss legal liability with other parties, nor sign anything relating to accident liability without clear advice from the Guild; keep receipts for any expenses incurred insurers will require these. REVIEW The majority of tours and trips follow similar patterns. It is good practice when the tour/trip is finished to get together with those involved with the planning to reflect and review the planning process and risk assessment used. This can be used to inform next years and other visits. Read by . 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