Policy and Procedures for Managing Fieldwork and Outdoor ...

Education Department Policy Document

Procedures for Managing Fieldwork and Outdoor, Off-site Activities

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Title :

Policy and Procedures for Managing Fieldwork and Outdoor, Off-site Activities

Status : Active

Approval Date : June 2011

Date for Next Review : December 2013

Originator : Managing Fieldwork and Outdoor, Off-site Activities Working Group

Originator: Reviewed by: Approved by : Managing Fieldwork and Outdoor, Off-site Activities Working Group

Chris Durbin, Jonathan Straker and Review Group

Date:

Date:

Date: June 2011

REVISION STATUS TABLE

Revision No Effective Date Summary of Revision

Reviewed Approved

By Date By Date

1 January 2011 Minor revisions AS 01/09

2 June 2011 Major revision

Rationalising into policy, procedures, guidelines and support documents with new forms as part of the procedures. Changes are based on annual review meetings as well as consultation with those who have used the policy.

CD/JS 05/11



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POLICY DOCUMENT ANNUAL REVIEW

This policy document is subject to an annual review by ESF that is formally documented to ensure its continuing suitability, adequacy and effectiveness. Areas subject to review include, but are not limited to, follow-up action from previous reviews, policy conformity, review of complaints, status of corrective and preventive actions, and improvements for the forthcoming year. ESF reserves the right to amend this policy by notice following such review in circumstances in which it considers such change to be necessary or appropriate.

Table of Contents Section Heading Page No

1. Purpose and Introduction 4 2. Scope 5 3. Definitions 5 4. Assessing Risk and Control Measures 10 5. Supervision and Activity Management 12 6. Training and Qualifications of Supervisory Adults 13 7. Equipment and First Aid 14 8. Insurance 16 9. Inclusion, Suitability, Behaviour and Medical Conditions 17 10. Hazards in Hong Kong 19 11. Briefing and Training of Students 22 12. Incident and Communication Management 23

13. Compliance, Monitoring and Evaluation 24 Appendices Heading Page No Appendix A1 Planning checklist for leaders – high and medium risk trips -

compulsory 26

Appendix A2 Planning checklist for leaders – low risk trips - compulsory 28 Appendix A3 Approval forms for all school trips – compulsory 29 Appendix A4 A checklist for the initial determination of risk level, high medium or

low -compulsory 30

Appendix B1 Risk assessment – all school trips – compulsory 31 Appendix C1 Medication log for prescribed medicines with permission from

parents – compulsory for all schools overnight camps and expeditions

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Appendix C2 Incident reports and first aid medical attention - - compulsory 36 Appendix C3 Confidential student medical information and contact details update -

compulsory 37

Appendix C4 Medical information and contact details update for all adults on medium and high risk trips - - compulsory confidential

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Appendix C5 Medical information and contact details update for low risk trips - advisory – confidential

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Appendix C6 First aid kits - advisory 46 Appendix C7 Medicines for trips to remote rural areas and developing countries –

advisory 47

Appendix D1 Emergency checklist for trip leaders and school leadership - advisory

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Appendix E1 Example of a parental consent form for out of school visits and activities including sporting and extra-curricular activities

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Appendix E2 Example of a parent consent letter for camps and overseas trips - 51



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advisory Appendix F1 Informing Hong Kong police procedures on outdoor activities –

compulsory if travelling to rural areas of Hong Kong 52

Appendix F2 Police notification form for school outing in rural area 53 Appendix G1 Approval of outside agencies – compulsory 54 Appendix H1 Monitoring fieldwork and outdoor education activities: collating

accidents and near accidents and school evaluation process– compulsory

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Appendix H2 Annual return: fieldwork and outdoor education activities– compulsory

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1. Purpose and Introduction 1.1 The purpose of this policy is to govern the management of fieldwork and outdoor, off-site activities.

The document represents the Foundation’s policy and procedures rather than guidance. This policy is to support and protect students, teachers and other adult helpers engaged in these activities. ESF recognises that extra-curricular and co-curricular activities as well as curricular fieldwork tasks are an integral part of an education at an ESF school. ESF is committed to sustaining and developing these activities and through this policy give confidence to all those involved.

1.2 These procedures were initially written in 2005 with the view to achieving higher standards and greater

consistency of practice across ESF schools. In achieving this, we have influenced the standards across providers of outdoor education in Hong Kong and many other international schools have improved their procedures based on this piece of work. Vigilance remains necessary and in annual reviews of risks, new and improved risk management has resulted.

1.3 The purpose of this review is to further embed the standards of risk management whilst sustaining the

richness of the adventures and fieldwork that is undertaken with students. These procedures have been reviewed by people with a variety of expertise and experience with the view to building on the dedication and diligence of school leaders and teachers over the last six years.

1.4 The objectives of this reviewed document are to develop procedures that:

• are clearer and sectioned appropriately;

• are built into the Gateway to enable schools to manage the process more effectively;

• embed monitoring arrangements at school and Foundation levels;

• include knowledge gained from the annual review procedure for accidents/near accidents;

• improve dovetailing with other, related procedures;

• include common risk assessment procedures; and

• incorporate additions where schools have enhanced the methodology of the original policy. 1.5 A further pool of expertise has been created through the further development of these procedures.

This group, though its membership is fluid according to need, will act as an advisory committee for the annual review of the procedures with the Director of Education [or a representative], the Head of Student Support and the oversight of the training and development programme, with the Head of Continuous Professional Development (CPD). The members of the current group are:

Name Contact Location Email Chris Durbin ESF Centre [email protected] Jonathan Straker ESF Centre [email protected] Nick Cotton Renaissance College [email protected] Paul Chillingworth Island School [email protected] John Ainsworth Bradbury School [email protected] Su Cowland South Island School [email protected]

Paul Hamblin Kennedy School [email protected] Lucy Clarke Emergency Care Training [HK] [email protected] Geoff Lofthouse Sha Tin College [email protected] James Fisher KGV School [email protected] Annette Chapman South Island School [email protected] Steve Fennelly Bradbury School [email protected]



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2. Scope 2.1 The procedures covered here aim to include activities at all ESF schools, PIS Schools and ESF

Kindergartens, irrespective of the age of the student. These now include all journeys off-site.

2.2 This document does not cover Health and Safety in Physical Education and Sports [reference Health and Safety in Physical Education and Extra-curricular Sporting Activities a New Policy for December 2011] however this document now covers the travelling to and from any events offsite. Provision is made for permission for visits to other ESF schools and very low risk and short duration trips.

3. Definitions 3.1 The procedures to be followed depend on the risks involved in the visit. Defining the risk, through a

consistent approach to risk assessment, is therefore very important. The purpose of this section is to:

• define the factors influencing risk;

• understand the levels of risk on a trip; and

• allow decision makers to decide which set of procedures to follow. 3.2 Factors in risk management 3.2.1 Risk assessment is about ensuring that clear thinking about health and safety takes place. Thinking

and systematic recording are required procedures, and in doing these, risks will be reduced.

3.2.2 Documentation and referral processes allow teachers to demonstrate that they have acted responsibly to anticipate risks. In preparing for risk, documentation supports teachers, and illustrates that teachers have shown appropriate and relevant care of all ESF students.

3.2.3 Risk assessment and management is about weighing up the balance of probability. This is illustrated in Fig 3.1 It is about analysing and bringing together three broad areas that influence risk: A. the nature of the activities and equipment; B. the environment in which they are set; C. the capacity of the student and accompanying adults to conduct the activities in the

environment.

Figure 3.1 Factors in assessing risks 3.3 Assessing the level of risk

The activities and

equipment

Adventurous nature

Equipment used

Contact with animals

Unsupervised work

Physical challenge

ASSESSING

RISK

The people

Medical conditions

Physical capability

Training and experience

Behaviour

The environment

Climate

Terrain

Water

Health and health

care availability

Communications

Access



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3.3.1 The continuum and the examples within Figure 3.2 are illustrative. The figure is designed to support trip leaders and school leaders in making judgement about the level of risk associated with an activity and therefore the level of planning and scrutiny necessary in the risk assessment.

Figure 3.2 Illustrative examples of Risk LOW HIGH Significantly low risks Medium to high risks Significantly high risk School visits to indoor venues such as art galleries, theatres conferences, cross school events

Adventurous activities including skiing, climbing using ropes, walking in mountainous terrain and cycling;

Fieldwork in parks, gardens Fieldwork in rural and semi-rural environments (suburban or village study); Fieldwork in busy urban areas with older students

Fieldwork involving rugged terrain; Fieldwork involving remote environments where the proximity to medical aid is likely to be difficult; Fieldwork in busy urban areas with younger students;

Activity involving still and shallow water below knee depth;

Any activity involving deep, moving bodies of water above knee depth including canoeing, scuba diving, swimming in the sea or rivers, fieldwork, raft-building;

Activities involving observing caged animals with no physical contact;

Activities involving close contact with animals, such as horse-riding;

Community service in indoor venues in Hong Kong;

General work experience supervised by the placement;

All overnight camps due to students being away from home;

All overseas trips due to students away from usual medical care;

3.3.2 In considering approval of trips, all trip and school leaders should consider the following questions

[also repeated in Appendix A4]. If any of the questions below are answered in the affirmative then the activity is deemed to be higher risk and therefore in need of careful planning to minimise risks.

1) Is the activity outside Hong Kong? [The need to prepare for students away from their usual medical care in Hong Kong should they become ill or injured] 2) Does it involve any students with high risk medical and behaviour conditions? [see Sections 9] [The need to consider the activity in relation to fitness and health of the students] 3) Does it involve deep and/or fast moving water above knee height of students? [The need to be preventative in avoiding overly dangerous water hazards and knowing about the uncertainties of natural water bodies, in particular, as well as taking precautions and preparing for rescue] 4) Does it involve adventurous activity and/or rugged terrain? [The need to prepare for broken limbs and immobility of participants] 5) Is the activity in a remote environment away from easy communications? [The need to prepare communication strategies in incidents of emergency] 6) Does it involve close physical contact with animals? [The need to minimise transmission of diseases and/or risks involving horse riding] 7) Does it involve unsupervised activity away from staff? [The need to prepare students to act responsibly and safely when out of direct supervision] 8) Does it involve an overnight stay? [Teachers are in loco parentis 24 hours per day] 9) Does it involve prolonged exposure to extreme environmental conditions?



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[The need to monitor and prepare for exposure to extreme weather conditions] 10) Does it involve an area where there is common incidence of communicable diseases? [The need to check travel health advisory for the destination as well as prepare for incidents of water or insect borne diseases and where hygiene makes students more vulnerable to vomiting and diarrhoea – leaders are required to reference website for travel health advisory www.dh.gov.hk and follow this advice] 3.4 Definition of activities that must never be considered 3.4.1 Some inherently dangerous activities should not be undertaken on school visits from ESF schools.

These include those where there is an inherent and high level risk of injury, and risk to the safety of students, and that despite the potential availability of qualified instruction and experience of students, ESF has taken a view that these activities are not worth the risk. They are usually activities that are excluded in travel insurance.

• Plans to travel or travel to a country where there is a ‘black flag’ assigned by the Hong Kong government or a country with a war zone, political unrest or military activity and where insurance is invalid;

• travel to a country with a widespread epidemic of a or high likelihood of severe natural hazards;

• activities involving flying and parachutes including parachuting, paragliding and parascending;

• bungee jumping;

• diving below 30 metres and cave diving;

• motor racing, quad-biking and go-carting;

• shooting of firearms;

• rock climbing without ropes;

• cycling without helmets;

• skateboarding without helmets;

• white-water rafting above Grade 3 rapids;

• boxing without headgear and without professional supervision; and

• skiing on high risk skiing routes for advanced skiers as well as off-piste skiing.

3.4.2 This is not an exhaustive list and schools can add to the list as appropriate. If in any doubt about the safety of an activity the party leader should refer it to the Principal or his/her delegated authority for visits. If the Principal or delegated authority is in any doubt, it should be referred to ESF Centre.

3.4.3 Party leaders should be vigilant around unsupervised periods and ensure that students are briefed

not to undertake adventurous activities of the nature above. 3.4.4 The list will be reviewed annually as part of the annual monitoring of these procedures. 3.5 Definitions of supervision related to the age of students

3.5.1 Risk is different for different age groups of students [Figure 3.3]. High risk activities should not be

unsupervised unless there is a specific educational justification for doing so, for example to fulfil the requirements of AYP gold, silver and bronze awards, and parents have given written consent.

3.5.2 Students in Year 3 and below should not be unsupervised by an adult at any time. For younger students, “unsupervised” is defined as out of sight of the adults who are therefore unable to respond immediately.

3.5.3 Students in Years 4, 5, and 6 are able to conduct unsupervised purposeful work in groups of at least

four students for short periods of time to conduct low risk activities. The party leader must have taken into account the behavioural record of the students, and act appropriately for individual



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students to offset risks to those students. This should be no longer than 20 - 40 minutes and accompanying adults should have a strategy for being located quickly should the need arise. Clear expectations of students should be established beforehand. If there is educational justification for a longer period of unsupervised activity, a strategy for checking on the students should be agreed by all parties beforehand so that no student is out of contact for more than the allocated time. One strategy for younger children has been for each child to have a phone number for the school on a wristband for example.

Figure 3.3 Overview of unsupervised work for low and medium risk activity [minutes]

Age group Kindergartens and Years 1-3

Years 4-6 Years 7,8,9 Years 10,11 Years 12,13

Unsupervised work permitted

No Yes Yes Yes Yes

Maximum time (minutes) without contact between teacher and student

None 20-40 for low risk activity

50-90 for low risk activity 30-50 for medium risk activity

50-90 for low and 30-50 for medium risk activity

80-100 for low and medium risk activity

Telephone contact is considered supervision

No No No Yes [low risk only]

Yes

Minimum group size N/A 4 4 4 2 – low risk activity 4- medium risk activity

3.5.4 Students in Years 7 8, 9,10 and 11 are able to be unsupervised by adults in groups of 4 or more for

no more than 50-90 minutes in low risk situations. The party leader must have taken into account the behavioural record of the students. Telephone supervision is only suitable for Years 10 and 11 in low risk situations. The educational justification should be expressed in writing in the risk assessment. Clear strategies for two-way communication need to be in place and at least two methods of communication should be established, for example i) known fixed check-in points with staff and (ii) use of mobile phones. In medium risk situations an educational justification will be needed for unsupervised work. A clear rationale for doing so must be given in the risk assessment and the maximum time away from supervision should be 30-50 minutes Accompanying adults should have a strategy for being located quickly should the need arise. Clear expectations of students should be established beforehand.

3.5.5 Students in Years 12 and 13 should be treated appropriately for their age group. Unsupervised work

can be conducted with a minimum of two students in low-risk situations and four students in medium-risk activity. No student should be unsupervised for more than 80-100 minutes in either low or medium risk situations; however, the use of telephones is appropriate for interim supervision to allow a period of 160-200 minutes to conduct in-depth work. The educational justification should be expressed in writing in the risk assessment. Clear strategies for two way communication need to be in place and at least two methods of communication should be established, for example (i) known, fixed check-in points with staff and (ii) the use of mobile phones. Clear expectations of students should be established prior to the visit and again just prior to the unsupervised activity.

3.5.6 There are cases when students may be engaged in Community Service Activities that they have

initiated themselves. Schools will need to seek permission of the School Council for allowing these



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activities when they are abroad. Should a school wish to allow a student to conduct a trip independently as a member of the school community, they must be in term 3 of year 12 or in year 13. There should be a minimum of two students to any one location. The school should support the student in conducting a risk assessment and only when this planning and risk assessment is complete should the school consider it. Permission from parents must be sought and evidence of insurance should be provided by the student or parent, responsibility for emergencies must lie with the parents although the school should support the parents and the students in defining the communication plan and should be given a copy of that plan. A school leadership team must consider the proposal and determine if the school supports the proposal.

3.6 Role definitions and descriptions

The Role of the Principal and the Principal’s Delegated Authority

In the school policy, the Principal is responsible for the approval of school trips.

The Principal is able to delegate the authority to one or more senior leaders with extensive experience of running school trips, while still being ultimately responsible

School Risk Management Advisory Panel

There will be an advisory panel of expertise in managing school trips, including a minimum of the Principal or their delegated authority and two experienced trip leaders. Schools can consider other appropriate adults that may be experienced, such as a parent or school council representative who has appropriate expertise. Should a school wish to seek external help, appropriate consultancy could be involved.

Party Leader[s] The party leader is the person responsible for the trip and the activities within it. S/he is accountable to the Principal or the Principal’s delegated authority and is responsible for health and safety on school trips.

For all trips, there should be a single designated party leader, or in some circumstances no more than two co-leaders, acting as the Principal’s delegated authority while on the trip.

The party leader or co-leaders have overall responsibility for health and safety and determining the nature of the risks involved.

A co or assistant leader is essential for high risk trips to support the party leader and to act as a critical friend. Roles should be clearly designated. A co-leader should lead on the curriculum content in order that the party leader may concentrate on health and safety issues.

A party leader on a high risk trip cannot be a person who has not led a trip before. Staff new to ESF and Hong Kong act as assistant leaders in their first year and not as leaders on high-risk trips in Hong Kong.

Accompanying Member of Staff

This is defined as a person employed by ESF, or who is well-known to the school as a responsible adult. This includes support staff and ESF registered supply teachers who have been used by the school on a frequent basis.

If a member of the school’s senior leadership/management team is present on the trip, the responsibility remains with the party leader. The SLT/SMT member should be seen in a supporting role to monitor the effectiveness of the trip as a whole, including the health and safety of the activities, and support in the case of incident management.

Accompanying Parent or Other Adult

This person must be over 18 (i.e. a parent, former student, school council member, spouse of member of staff), and well-known by the school to be responsible. The school must be able to demonstrate this with evidence if required. A accompanying adult may be permitted to lead a small sub-group within a party.

Accompanying Student Helper

Older students [year 12 and above] used to accompany younger students do not count in the staffing ratio. They should be known to be responsible (for example,



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if a secondary student from an ESF school accompanied a primary school activity, a short reference should be given).

Student The participants of the trip should all be ESF enrolled students with full school records.

In occasional circumstances, students other than those enrolled as ESF students will be allowed to join the trip at the discretion of the Principal or the Principal’s delegated authority. There should be educational justification and appropriate insurance arrangements need to be in place.

Expert Tutor The expert tutor is an adult other than a teacher or ESF assistant who offers tuition for students in their specialist area.

This may be a member of ESF staff but they also need to demonstrate that they are appropriately qualified.

4. Assessing Risk and Control Measures

4.1 Be clear about purpose with staff 4.1.1 All ESF staff engaged in trips should be briefed on the purpose of risk assessment. This is to

ensure that all adults accompanying students in off-campus activities are aware of both the risks involved in the activities and the steps that have been taken to reduce their likelihood and impact. Identification of a risk to the group should be seen as a positive process, allowing measures to be taken to maintain the highest possible levels of group safety. The risk assessment process is designed to identify risks and identify control measures to reduce their likelihood. Staff should not expect it to eliminate risk entirely. In cases where a potential but rare risk is identified, then a communication and response plan is necessary.

4.1.2 Level of risk assessment procedure will be determined at initial approval stage Appendix A3.1

4.2 Procedures and forms 4.2.1 In assessing risk, party leaders should complete a Risk Assessment Form - Appendix B1. This

should be submitted to the Principal’s delegated authority in advance of the trip. As such, it should be completed as thoroughly as possible and then checked by the Principal’s delegated authority.

4.2.2 The numerical coding is a guide to the impact of the risks that relates to the:

• Likelihood - the probability of the outcome occurring

• Outcome - the consequence to the trip as a result of the risk occurring

This allows trip leaders to consider control measures for the most likely eventualities. 4.2.3 In assessing the risk of activities, the Principal’s delegated authority should check that the following

has been assessed and control measures considered:

• nature of the activities and equipment, including the method of travel;

• nature of the environment in which they are set as defined in section 2; and

• capacity of the people, both students and accompanying staff to conduct these activities in the environment.

4.2.4 While it is possible to create a bank of completed Risk Assessment Forms for activities that are

frequently repeated, it is essential that these are not permitted to be submitted without direct adaptation for the off-site activity in question. The Risk Assessment process allows for generic risks to be identified for activities, but specific risks should be assessed for each individual activity.



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Discussion of risks is the point, and creating dialogue around the process makes for safer and better planned and managed trips.

4.2.5 The risk assessment process is not complete until it has been communicated to, and discussed

with, all participating adults. 4.2.6 Where appropriate, it is recommended that students are included in the Risk Assessment process. 4.3 Training in risk assessment 4.3.1 Training in risk management is required by at least 3 staff in school, the Principal and the Principal’s

delegated authority; two other experienced leaders of high risk trips in schools. This would form a decision making committee. Each school is recommended to create a team of trained and experienced staff who can be used as adviser by trip leaders and who can advise on the senior managers on the quality of risk management. Trip leaders should seek assistance from trained staff in school.

4.3.2 Training is available from ESF and the number of staff trained in risk management should be

monitored. Trip leaders of high risk trips are advised to refresh their risk management training every three years.



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5. Supervision and Activity Management 5.1 Ratios of students to staff and other adults 5.1.1 The ratio of adults to students will depend upon the nature of the outdoor activity undertaken and

the age and experience of students. 5.1.2 For all trips, the minimum number of accompanying adults is two, with the exception of trips to other

schools and or sports facilities in regular use by the school and low-risk trips with Years 9 and above.

5.1.3 For a residential or camping trip, where a group is mixed gender, then both male and female leaders

must accompany the group. Very occasionally, a trip may be permitted to have only one teacher as long as there are other adults of the opposite gender to the teacher present, and through the risk management process, school leaders have to be satisfied that students are safe and well cared for.

5.1.4 Senior students [year 12 and 13], even those who have reached the age of 18, cannot be counted in

the overall staffing ratio, but do not count as participating students either. 5.1.5 Educational assistants, support staff and parent helpers may only be included in the staffing ratio if

they have been briefed and trained for the venture by the trip leader. All parent helpers used should be selected by the school, based on the school’s knowledge of the parent. If a parent is supervising a small group independently, it can only be for low risk trips and permission of the parents of the students must be sought.

5.1.6 Qualified instructors who are paid employees of the outside providing company can be counted in

the staffing ratio provided that:

• at all times the staffing ratios are adhered to;

• the school knows them well and has done appropriate checks with references; and

• these staff take a full pastoral role in the trip and are on-call 24 hours;

If they are instructors for specialist activities only, then appropriate supervision ratios at other times in the trip need to be adhered to.

5.1.7 If an outside providing company is supplying members of staff for the main body of the trip and who

are in a 24 hour pastoral role, but cannot due to expense and practicality accompany students in transit, then staffing ratios for the journey can be moderated for this lower risk part of the trip. This is at the discretion of the Principal, and with the proviso that the appropriate risk assessment with an emergency plan has been completed. If in doubt, consultation and permission can be sought from ESF Centre.

5.1.8 For SEN students, staffing ratios will depend upon the individual needs of the students and may

require 1:1 supervision. 5.1.9 The following minimum ratios apply:

Activity Minimum Staffing Ratio

Sailing and Windsurfing 1:6 and 1:5

Skiing 1:12

AYP/Wild Camping/Orienteering 1:8

Canoeing/Rowing 1:8 [1:6 for aged 8-13]

Trekking overseas 1:8

Cycling 1:5



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Class trips for kindergarten children anywhere 1:6

Class trips for Year 1 & 2 students anywhere 1:10 Fieldtrips in country parks and rural areas in HK 1:12

Residential trips abroad 1:12

Class trips in urban areas 1:15

Residential camps in HK 1:15

6. Training and Qualifications of Supervisory Adults Whilst it is recognised that past experience in leading trips is very desirable, it is important to emphasise that experience alone is not sufficient. Staff, internal or external must be suitably qualified to lead the ventures they undertake. 6.1 Party leaders, co-leaders and leaders of activities 6.1.1 The minimum requirement of leaders will be:

• First aid training within the last two years by an ESF recommended or appointed trainer and training in risk assessment management appropriate to the activity.

• Where it exists, a qualification issued by the relevant supervisory body in Hong Kong. Examples of these are:

6.1.2 Schools should check qualifications, and keep on file copies of qualifications of leaders and those

leading activities; 6.1.3 Where a leader is unclear about the requirements or wishes to lead an activity not mentioned here

they should ask the Principal or his/her delegated authority to contact ESF Centre. Likewise if they feel they possess appropriate alternative qualifications, they should gain approval from ESF Centre.

6.2 Accompanying staff 6.2.1 The nature of training for accompanying staff will vary according to the activity: Activity Minimum Staff Qualification

AYP/Wild Camping First Aid + schools’ operating authority accreditation to Bronze level

Class trips in urban areas No additional training necessary

Residential camps in HK At least 2 staff to be First Aid trained

Fieldtrips in country parks and rural areas in HK

At least 2 staff to be First Aid trained

Cycling At least 2 staff to be First Aid trained

Trekking overseas All staff to be First Aid trained

Residential trips abroad e.g. music, drama, art

First Aid for at least one member of staff

6.3 Accompanying student helpers

Activity Qualification Orienteering Teaching certificate of the Orienteering Association of HK

Sailing/Windsurfing Bronze Medallion + proficiency test as Helmsman (EDB) AYP Instructor/Assessor registered with SOA to Gold/Silver level

Canoeing/Kayaking Appropriate Instructor Qualification from a recognised body Rock Climbing Appropriate Instructor Qualification from a recognised body

Fieldtrips in Country Park ESF Standard First Aid Trekking abroad Wilderness First Aid or equivalent



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6.3.1 Older students [year 12 and above] used to accompany younger students do not count in the staffing ratio. This means that they are not counted either as an adult or as child in the staffing ratio.

6.3.2 They should be known to be responsible (for example, if a secondary student from a ESF school

accompanied a primary school activity, a short reference should be given). 6.3.3 Where student leaders are used to help staff camps there should be a training program for these

students prior to the camp where role expectations are explained. 6.3.4 Student leaders should always be supervised by adults employed by the school. 6.4 Use of resident specialist instructors for high risk activities 6.4.1 Employment of qualified specialist instructors to teach activities is recommended. Resident

instructors employed by an external agency should have the necessary qualifications and experience, verified by the school.

6.4.2 Where a residential campsite or an NGO are sub-vented and subject to government regulations then there is no need to seek further verification. Examples of such instructors are employees of the Leisure and Cultural Services Department (LCSD).

6.4.3 A member of the school’s teaching staff, who is first aid trained, should always be present at high

risk activities in a supervisory and monitoring capacity. 6.5 Use of external agencies 6.5.1 Where external agencies are being used to deliver an activity, the suitability of the agency must be

assessed using Appendix G1. This asks for verification of the qualifications of the instructors, their experience in the field and for details of their insurance. Schools must also adhere to the safety standards of the external provider.

6.5.2 No overseas provider should ever be used without a recognised certification or a licensing number. 6.5.3 Reconnaissance is essential for all medium and high risk trips and wherever possible conducted in

person by the trip leader. In exceptional circumstances, for example trips involving long distance air travel, schools are able to determine, as part of the approval and risk management process, whether an external agency can provide this reconnaissance and the risk management process on their behalf. This exception cannot apply to agencies that any ESF school is using for the first time. If another ESF school has used that same external agency, then risk assessments and documentation can be passed between schools. It is the responsibility of the receiving school to verify whether the quality of the risk management measures is sufficient.

6.5.4 The Extra-curricular Tutors and Coaches Policy relates specifically to the employment of

external coaches and these regulations are pertinent here. 6.5.5 ESF Centre will collate and maintain a list of organisations that are approved for use.

7. Equipment and First Aid 7.1 Equipment 7.1.1 The equipment required will depend upon the nature of the activity undertaken. Ultimately the

process of risk assessment should inform equipment selection. 7.1.2 For High Risk trips:

• school owned equipment should be checked well in advance for defects and hazards and rectified;

• student owned equipment should be checked in advance of the trip; and



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• a final check of equipment should be conducted just prior to departure. 7.2 First aid kits and medicines 7.2.1 All medium and high risk trips require a first aid kit. Low risk trips would benefit from a small kit with

common items but if trips are travelling to a place where they know first aid is easily available, it may not be necessary.

7.2.2 The content of a first aid kit will be determined by the type of activities involved, the number of students (and their age), proximity to hospitals and the expertise of staff.

7.2.3 It is important that all teachers or adults carrying a first aid kit are familiar with its contents and have

used them in training. First aid training should be renewed every 3 years. The purchase of standard kits from Emergency Care Training is highly recommended.

7.2.4 Appendix C5 provides an annually updated list of recommended items for a first aid kit for medium and high risk trips. Schools can determine their own first aid kits for low risk trip.

7.2.5 More adventurous activities will require further specialist items. For example, items such as pocket

masks, oral /nasal airways, and pulse oximetry could be considered for remote activities, provided members of staff are trained in their use.

7.2.6 Seeking advice on what items to take on such trips should be undertaken as part of the preparation.

This advice can be from a student’s own parent, a school health professional, a qualified doctor or the agency’s staff and medical adviser.

7.2.7 Kits may be provided by external agencies such as skiing and trekking companies. Lead staff

should check with these agencies what they have and should always ask to check them at the beginning of the trip. ESF staff should take an appropriate kit of their own as back up.

7.2.8 Staff should use the list of medical conditions provided by parents in advance of a trip and ensure

that they fully understand the implications of any stated medical condition and obtain expert advice if necessary.

7.2.9 Medicines for these specific medical conditions may be administered by the student themselves,

with the support of an adult on the trip, providing there is written permission of the parents. If the medication is particularly complex, the parent must seek permission and written guidance from an appropriate qualified medical practitioner.

7.2.10 Teachers should always collect medicines from students in year 9 and below unless there is good

reason for not doing so. These should be stored appropriately. 7.2.11 Provision is made for teachers to administer routine medicines for minor symptoms of fever, nausea

and vomiting. If a trip leader wishes to gain permission in advance of the trip, they must list the medicines that they will administer and parents must sign and indicate if there is any known reason for not taking these medicines. Prior to administering the medicines, teachers should ensure the student is hydrated and use water or oral rehydration before medicines. Permission from a parent should be sought by text message or email. These permissions should be stored and not deleted.

ECT-HK

Room 3001-02,

69 Jervois Street

Sheung Wan

Hong Kong.

Tel: +852 2572 9651

Mob: +852 9137 7410

Fax: +852 2572 9848

www.ect-hk.com



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7.2.12 For major medical incidents, teachers should act in the best interest of the student, in accordance

with their first aid training. They should seek qualified medical help as soon as possible. If in wilderness areas abroad, party leaders should have a contact number for emergency medical care. If extreme circumstances, there may be the need to use emergency numbers to take medical advice over the telephone if necessary. [For example the company SOS provides this emergency service].

7.2.13 Any treatment or medication administered to a student should be logged using Appendix C1. This

should be reported to parents immediately at the end of the trip, with any medical advice or reports. 7.3 Communication equipment 7.3.1 On all trips in Hong Kong, every member of staff should have a mobile phone with the number left

with key contacts in school. 7.3.2 On longer ventures, it is important to reserve one phone for emergency use only, to avoid the

situation where batteries have depleted. Where possible, taking phones with different providers is desirable in order to widen the possible coverage. In the New Territories, coverage is patchy and sometimes one phone provider will have coverage, whilst another does not. A China Sim Card can also enhance coverage in remote parts of the New Territories.

7.3.3 In Hong Kong, where an activity is localised within a radius of 3km, it is possible for staff to stay in

contact by walkie talkies, provided a direct line of sight is achievable. This might prove useful for supervising groups doing fieldwork in the same area but not directly within sight of the teacher. Some AYP groups use them quite successfully.

7.3.4 On overseas trips, staff should have mobile coverage wherever it exists. On trips overseas, where

mobile coverage is not available, such as when trekking in some areas, satellite phones should be used. These are expensive but essential in these circumstances and their cost should be factored into the cost of the trip. Staff may wish to consider their use in more hazardous trips in Hong Kong where mobile phone coverage is not available.

7.3.5 In the case of emergency, dialling 112 rather than 999 will provide access to all mobile networks.

8. Insurance 8.1 All schools should familiarise themselves with the ESF Public Liability Insurance Policy, which is

available from the Procurement Department of ESF Centre. The documents can be found on the Gateway under Documents, Foundation-wide, Finance, Procurement, General Insurance then Group Travel Insurance Plan.

8.2 Public liability insurance is worldwide when engaged on ESF business and covers the supervision of

students on overseas visits. 8.3 Travel insurance including medical insurance is required for overseas trips and all residential trips in

Hong Kong. ESF provides an approved provider for travel insurance; details are available from the Procurement Department of ESF Centre. This travel insurance should be used unless there is a health and safety reason for using another provider. The premium may be included in trip fees and remains the responsibility of the school.

8.4 Any major accidents, of a serious or potentially serious medical nature should be reported to the

insurance company through the incident report Appendix C2.



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9. Inclusion, Suitability, Behaviour and Medical Conditions 9.1 Inclusion 9.1.1 ESF schools have an inclusive philosophy and schools should consider carefully when offering

opportunities to students whether these opportunities can be made available to students regardless of their physical abilities and medical conditions. Appropriate accommodations will need to be made.

9.1.2 The only justification for denying opportunities to students should be the health and safety of the student themselves and the risk to other students. Where a range of trips are available to a class, a year group or the whole school, schools should ensure that there is at least one, but preferably a choice of trips, on offer for all students.

9.2 Suitability of the trip for students 9.2.1 As part of the risk assessment an evaluation of the suitability of trips for students should be

undertaken. All students are considered for medical, physical and behavioural suitability. Before consenting to take a student on a trip the following three questions should be asked of all students:

Question Answer 1 Has the student the physical

capabilities to safely take part in all the proposed activities?

Where only one or two of the proposed activities on a trip are outside the physical capabilities of the student, alternative activities should be planned and staffed. However, where a student will be overly challenged by several of the planned activities the student should be advised not to go on the trip and to seek alternative experiences where possible. This is important in enabling a student to have a positive and enriching experience whilst at the same time ensuring both the safety of the individual and the group

2 Does the student have any of the medical conditions stated in the moderate or high risk areas of the next section 9.4.2 on ‘Risk stratification of students for participation in exercise’?

If ‘yes’ then thorough consultation should be made with the parents and doctor of the student before accepting a student on to a trip. In the event of such a student being deemed fit to go on an overseas trip, the trip leader should be given the support of trained medical personnel.

3 Has there been any previous behaviour which suggests that taking the student on the trip will be a liability to other students and staff?

If ‘yes’ then thorough consultation should be made with the appropriate staff before accepting a student on to a trip. For students who have breached schools’ codes of conduct on any previous trip, partaking of further overseas trips is at the Principal’s discretion. This information should be available from feedback forms from previous visits.

9.3 Behaviour on school trips 9.3.1 Schools’ codes of conduct apply on trips and therefore the schools’ rewards and sanctions policy

applies. If there are extra rules required as a result of the nature of the trip, these should be part of the briefing process to students. Sanctions are at the discretion of the school, the following table defines categories of behavioural incidents that may occur on trips. Trip leaders should seek support from the Principal or his/her delegated authority if in any doubt about the seriousness of the incident.



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1 Serious incident that puts the health and

safety of themselves or other students at risk, anything illegal, both in Hong Kong, or in the country of the trip.

The student may be excluded from the rest of the trip. Parents may be required to collect their son or daughter from the trip location and bring them home early. There will be no refunds for a student returning early; indeed parents may be required to pay more for any incurred expenditure as a result of the incident.

2 Major incident which jeopardises the well-being of the trip personnel and/or damages the reputation of the school.

The student may be excluded from a major part of the trip. This will be reported to parents on return and recorded for future reference. There will be no refunds of the particular activity within the cost of the trip.

3 Minor infringement of ‘codes of conduct’ Appropriate sanctions in line with school policy

9.3.2 All serious incidents should be reported to school immediately. Parents should also be notified within 24 hours. Trip leaders should keep records of serious and major incidents on trips and the usual school records should be kept. Schools should notify parents that inappropriate behaviour has taken place that might jeopardise future opportunities for trips.

9.4 Obtaining medical details for students and all accompanying adults; risk stratification of

students 9.4.1 As part of the preparation process, medical information should be sought from parents. Parents

should be asked whether students have any of the conditions below so that a risk stratification exercise can be undertaken. Certain activities may present a greater risk to students with pre-existing medical conditions. The following table lists conditions that involve risk. The medical information form Appendix C3 or 4 defines a minimum of further information to be sought:

Condition/Risk Factor Information to be sought Asthma Severity & frequency of attacks, management of medication,

date of last attack, whether hospitalization was required

Allergies What causes the allergy, signs & symptoms of reaction, whether anaphylactic shock can occur and what treatment is necessary.

Rare Blood Type Whether students have a rare blood type such as rhesus negative and the implications for blood transfusion in an emergency.

Diabetes Extent and management of the condition. Obesity Extent and management of the condition.

Epilepsy Severity & frequency of attacks, management of medication, date of last attack, whether hospitalisation was required.

Others such as a history of abnormal heart beat, fainting, heat illness or sudden death in family.

Extent and management of the condition.

9.4.2 Risk stratification – definitions and suggested management

Low risk No more than 1 risk factor listed above in 9.4.1 Medical clearance not necessary. Moderate risk

2 to 3 risk factors listed in 9.4.1 Medical examination and exercise testing recommended; students must be signed off by a doctor as fit to participate in the activity.

High risk 4 or more factors listed in 9.4.1 or any of the following:

Medical examination and exercise testing recommended; students



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Febrile illness/Convulsions Dizziness or loss of consciousness during exercise Heart Conditions Uncontrolled hypertension, asthma or diabetes mellitus Unusual fatigue, shortness of breath or chest pain with usual activities Anaphylaxis

must be signed off by a doctor as fit to participate in the activity.

10. Hazards in Hong Kong 10.1 Climate

10.1.1 The Hong Kong climate can prove unpredictable at most times of the year. With hot, humid

summer months, typhoons, winter monsoons, air pollution and rainstorms it can be difficult to find a suitable time slot for outdoor activities. Students are vulnerable to heatstroke especially from April to October. November to March is the cooler period for camping, but the weather can still prove hazardous if weather conditions are not fully assessed. Temperatures can fall rapidly (up to 20 degrees in 24 hours) as the winter monsoon strengthens. Wet and windy weather create the conditions for hypothermia if students are not suitably dressed. Dry conditions bring a greater risk of fire danger and air pollution is ever-present. With improving phone reception, it should prove possible to monitor weather conditions more closely in the field.

10.1.2 All schools should check any hazardous weather and assess whether the trip should go ahead or be

cancelled, or be adjusted to accommodate the weather. Schools should have a procedure to monitor the weather during the trip.

10.1.3 The following rules apply to outdoor activities in Hong Kong. The signals referred to are those issued by the Hong Kong Observatory www.hko.gov.hk

Signal Raised Before Venture During Venture Typhoon Signal 3 or above Do not proceed Return home*

Typhoon Signal 1 Consider postponing Monitor closely

Amber, Red or Black Rainstorm Do not proceed Seek suitable shelter/return to school & then to home*

Thunderstorm Warning Proceed once signal has been lowered but monitor closely

Return to school and then to home*

Fire Danger Warning Red Proceed but monitor closely Monitor conditions closely, including routes in/out of site

Fire Danger Yellow Proceed but monitor closely Monitor closely

Air Pollution Index (API) > 100 Do not proceed Monitor closely paying careful attention to asthmatics

API > 150 Do not proceed Return home*

Hot Weather Warning Do not proceed Consider returning home or curtailing outdoor activities. Limit exposure to very short periods of time.

Cold Weather Warning Ensure students are adequately equipped with warm clothing.

Consider returning home if students are not properly equipped.

*unless it is not safe or practicable to do so



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10.1.4 The hot weather warning is only raised when temperatures are forecast to be above 32ºC. When the humidity remains high, sustained exposure to the elements at temperatures below 32ºC is still undesirable. The heat index in the table below should be used to decide whether to go ahead with a planned venture. The greater the index, the greater the risk of heat exhaustion during prolonged exposure.

Temp

oC (as measured by Hong Kong Observatory)

RH % 28 29 30 31 32 33 34 35 36 50 28.4 29.7 31.0 32.6 34.4 36.3 38.4 40.7 43.1 60 29.4 31.0 32.8 34.8 37.1 39.5 42.2 45.1 48.1 70 30.7 32.7 35.0 37.6 40.4 43.5 46.8 50.3 54.2 80 32.1 34.7 37.7 40.9 44.4 48.1 52.2 56.5 61.2

90 33.7 37.1 40.7 44.7 49.0 53.5 58.4 63.7 69.2 100 35.6 39.7 44.2 49.0 54.2 59.7 65.5 71.7 78.2

Take Care – drink water and isotonic drinks regularly

Extreme Caution – Heat cramp and exhaustion possible – keep well hydrated

Danger – Heat Exhaustion likely with prolonged exposure – limit exposure to short periods

Extreme Danger – Do not proceed – Heat Stroke a real possibility

10.2 Biological hazards in Hong Kong – animals 10.2.1 Snakes: Common venomous snakes in Hong Kong include banded krait, many-banded krait, king cobra, cobra, bamboo pit viper. They are more active in spring, summer and autumn. There are also large non-poisonous snakes which are unlikely to attack but have been known to attack pets. Figure 10.1 Banded Krait

10.2.2 Bee Stings: Encounters with bees, hornets or wasps are not unusual in the countryside, especially in the summer & autumn months. Take caution when walking through bushes and ferns. Do not shake trees and do not disturb combs to avoid being attacked and stung by their swarm.

10.2.3 Spiders: The giant wood spider (Nephila maculata) is commonly to be seen hanging from large webs in late summer and autumn. It can grow to about the size of a hand and is distinguished by the yellow markings on its torso and legs. Its bite is fairly poisonous and will hurt because of the size of the fangs. However, it is fairly docile.

10.2.4 Wild Animal Attack: Strictly speaking, there is no dangerous wild animal in the wilderness in Hong

Kong. Most of the so called "wild animals", which sometimes become hazardous to hikers, are in fact domestic animals, usually dogs, which ran wild after being abandoned by their owners. Monkeys and wild boars are the only true wild animals which are more commonly seen in Hong Kong's wilderness. Wild Boars are on the increase. Be careful not to get between a mother and its young and beware of large males. Be patient if one appears on the path and doesn’t move, retreat to a safe distance. They usually move away into the undergrowth.

10.2.5 Wild Monkeys: Most of them are the native Rhesus macaque of Southern China. These monkeys

are found gathering around the popular picnic areas or along hiking trails near reservoirs in the central New Territories and Lion Rock and more recently in Sai Kung Country Park, near Chek Keng. Some are known to be really aggressive, attacking young children or even adults for food. Monkeys should not be fed.

10.2.6 Wild Cattle: They are peaceful animals in general and will not attack human under normal situations.

However, cows may become furious when they think that their young are under attack.



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10.3 Biological hazards in Hong Kong – dangerous plants 10.3.1 Thorns, berries, and Some common plants in the wilderness in Hong Kong are harmful to humans,

and should be handled with care. Here are four examples:

1. Wax Tree (Rhus succedanea L.) , which causes skin allergy;

2. Prickly Ash (Zanthoxylum avicennaee Lam. DC.), which causes scratches and skin allergies;

3. and poisonous wild fruits such as those of Poisonous Tomato (Solanum surattense Burm.f.)

4. Mountain Orange (Melodinus Suaveolens Champ. ex Benth.), which can be fatal if eaten.

10.4 Biological hazards - mosquito-borne diseases 10.4.1 Dengue Fever and Japanese Encephalitis are mosquito-borne diseases that occasionally occur in

Hong Kong but are also possible in other parts of Asia and tropical countries. Trip leaders and school leaders should be vigilant and check with the health authority to see if a planned trip is to any area of Hong Kong where these diseases have been notified.

10.4.2 In visits to rural areas it is important to minimise exposure to mosquitoes wherever they occur. This

can be done by encouraging students to wear long-sleeved clothes and long trousers and to use insect repellent over the exposed parts of the body.

10.4.3 Special attention should be paid to the activities conducted 2 hours after sunrise and several hours

before sunset or areas where mosquito Aedes albopictus are found. When camping, keep tents shut and ensure that mosquito nets are fully functional.

10.4.4 Teachers should remind students to report symptoms such as high fever, severe headache, muscle

and joint pain within three to five days after the trip. 10.5 Landscape hazards - eroded, steep, and seasonally overgrown paths. 10.5.1 When hiking in Hong Kong, the condition of paths encountered can be unpredictable. The condition

of a path can be gauged by consulting the countryside series maps, but paths can become quickly overgrown in the hot, wet summers. Students need to be made aware of how to make sensible decisions about whether to take a particular path and what alternative routes are available to them. They should avoid planning routes that take steep descents which can often be badly eroded.

10.5.2 Where students are planning routes independently, these should always be verified by a teacher as being safe and appropriate. Whilst it is not feasible on an activity such as AYP to check all paths that students will be walking, a good working knowledge of the area is necessary.



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10.5.3 There are certain areas in Hong Kong that are considered dangerous for conducting expeditions with students and should only be used with extreme care. Examples of these are given below, although this list is not exhaustive. Further information on the current condition of paths, including path closures is available from www.hkwalkers.net/pathinfo/announcement_eng.php

AREA COMMENT GRID REF.

Tiu Shau Ngam Descents NW to Ma On Shan town – precipitous KK 165813

Sharp Peak Badly eroded KK 299821

Tai Mun Shan (Mosquito Hill)

Precipitous drop off N

KK 288812

Luk Wu Gorge Waterfall path - Precipitous KK 275801

*Castle Peak Firing Range Area

Badly eroded and precipitous

Map 5

Lau Fa Tung Lo Fu Tau

Hills W of Discovery Bay badly eroded

HE 088695

Pok To Yan Path S to Wong Lung Hang – precipitous HE 035670

* Unsuitable for use

10.6 Landscape hazards - hill fires 10.6.1 Hill fires are a hazard during the drier months, particularly when the red fire danger warning is raised

and around the Cheung Yeung festival. Often you will hear or smell the fire before you see it. Panic is the greatest danger and, provided everyone stays calm, there should be plenty of time to take evasive action.

10.6.2 In the event of a fire, head in the opposite direction to the fire, moving downhill wherever possible. Avoid steep slopes and dense undergrowth. In the event that the fire is very close, abandon all non-essential equipment and inflammable material. To assist breathing, cover the mouth with a wet cloth and keep low.

11. Briefing and Training of Students 11.1 Equipment 11.1.1 Having students correctly equipped is essential to the safety of the expedition. Students should be

given an equipment list within one month of the trip and even earlier if it involves the purchase of expensive specialist equipment. In addition, teachers, accompanying adults, students (and parents) should be briefed about the type of equipment and its importance to the safety of the trip.

11.1.2 For most trips in Hong Kong during most of the year, the following should be regarded as essential:

• Hat

• Sun cream

• Adequate water/fluids food (see 11.1.4)

• Appropriate footwear (usually robust trainers will suffice) and socks

• Mosquito repellent

• Appropriate clothing to protect from sun, rain and cold weather.

• Head torch (if walking after dark is a possibility) 11.1.3 More substantial or extended trips, such as AYP will require a more extensive kit list. 11.1.4 It is not recommended that students drink (large amounts of) distilled water. It can wash essential

minerals from the body over a long period of time and is slightly acidic, irritating the stomach. A



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better choice is mineral or spring water, containing magnesium and calcium. During sustained activity and sports, isotonic drinks should be considered in addition to water, but not as a replacement, as they help to replenish the electrolytes sodium and potassium. Try to avoid those with excessive amounts of fructose. During the planning stage of a journey, thought should be given to providing ample opportunities to hydrate.

11.2 Training 11.2.1 Training/briefing sessions must be held well in advance of the trip. The number and scope of the

sessions will depend upon the nature of the activity.

11.2.2 For all trips to rural areas the briefing should include equipment, walking techniques, expected behaviour, country code and emergency procedures.

11.2.3 More substantial adventures would require specialist training such as map reading and camp craft. Students should have knowledge of how to perform Basic First Aid and how to get help in an emergency.

11.2.4 Students should be educated about the need to inform staff as to their well-being and that of their friends on a regular basis, using the buddy system. In this way, staff can act proactively in anticipating illness and medical problems.

12. Incident and Communication Management 12.1 General Communication 12.1.1 Schools and trip leaders must have an accessible means for rapid communication to parents. A

contact tree and also the ESF wide SMS system are both useful, in the event of a member of staff needing to communicate to parents.

12.1.2 Schools have made use of trip blogs to keep parents informed during the trip. 12.2 Emergency 12.2.1 In the event of an emergency, the plan set out in Appendix D1 should be followed including

informing ESF Centre and the insurance company at an appropriate stage in the process. 12.2.2 In the case of a critical incident the procedures outlined in the ESF Critical Incident Policy should

be followed. 12.3 Communication in an emergency 12.3.1 Schools and trip leaders are required to have a communication plan for emergencies. Schools and

trip leaders should have an accessible list of all trip members and emergency contact details of parents at all times.

12.3.2 The first point of contact after the emergency services will be the Principal or the Principal’s delegated authority, probably a senior leader in school on duty. The Principal or senior leader on duty will contact ESF Centre via the Head of Student Support or if not available a member of the senior management of ESF.

12.3.3 All parents should have a contact number at school for emergencies that happen in families in the event of needing to get in touch with their children.

13. Compliance, Monitoring and Evaluation



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13.1 Compliance is concerned with answering the question “Are the procedures being followed?” Evaluation is concerned with the impact of the procedures on the quality of fieldwork and outdoor activities as well as an on-going appraisal of the procedures so that they might be continually improved. In order to monitor compliance with procedures and to improve procedures, there should to be systems in place at school level and at ESF level.

13.2 At school level: The Principal is responsible for compliance, monitoring and evaluation and for

nominating a senior leader as his or her delegated authority for:

• collating the calendar of activities, residential and non-residential;

• in larger schools, setting up a small advisory group to support the Principal and his or her delegated authority. Appropriate expertise from the school council, teaching or support staff should be used to assess proposed trips, monitor risk management procedures, debate issues, act as advisors to trip leaders;

• liaising with each group leader to ‘sign off’ the Trip Planning Checklist, to ensure that preparatory procedures have been followed and validating the level of risk in the risk assessment;

• monitoring the record of serious accidents/near serious accidents Appendix H1 and keeping it available in school; a member of the school leadership team to meet termly with activity leaders to evaluate the effects of the procedures;

• ensuring that trip leaders complete an evaluation on the lower part of Appendix B1 of each activity within 7 days of the completion of the activity;

• acting as the point of contact with ESF and the Head of Student Support at ESF Centre;

• completing the annual return of serious accidents/near serious accidents to the Head of Student Support Appendix H2; and

• attending the annual review of serious accidents/near serious accidents and procedures. 13.3 At foundation level: The Director of Education is responsible for compliance, monitoring and

evaluation and/or for nominating a senior leader as delegated authority to work alongside the Head of Head of Student Support to:

• monitor the record of accidents/near accidents by collating Appendices H1 and H2;

• meet annually with Principals, or their delegated authorities, to discuss improvement to the procedures as well as to make recommendations on the basis of schools own monitoring;

• liaise with the expert Advisory Group, to suggest improvements to procedures. 13.4 External compliance

This policy complies with Education Bureau Guidelines: Guidelines on Study Tours outside Hong Kong www.edb.gov.hk/FileManager/EN/Content_100/e_st.pdf Guidelines on Outdoor Activities www.edb.gov.hk/FileManager/EN/Content_100/e_outdoor_2010_v3.pdf This has further advice on trips that may be useful.

13.4.1 Compliance with this policy Any matters concerning the implementation of this Policy in a particular school/organisation should be raised with the Principal or Senior Managers with a view to reaching a mutually workable solution. Any matters of non-compliance should be raised with the Director of Education at ESF Centre.



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APPENDIX A1 PLANNING CHECKLIST FOR LEADERS – HIGH AND MEDIUM RISK TRIPS - COMPULSORY Date each section when completed

Trip Proposed (brief]

Trip Leader[s]

Destination

Dates from (dd/mm/yr) to (dd/mm/yr)

Year Group(s)

Preliminary proposal for a high risk trip or activity ( 4 months ahead) (Appendix A3.1)

Prepare and complete a preliminary proposal including purpose/justification

Date & time, location/destination, student group, staffing estimates

Seek provisional approval (at least 4 months ahead)

Provisional approval granted by Principal and signed the preliminary approval form

Detailed research (at least 2 months ahead)

Site visit

Risk assessment ) (Appendix B1)

Travel arrangements/visas

Costing

Insurance

Confirm qualifications of any external experts

Final staffing

Assess staff training requirements, if any.

Seek final approval (at least 2 months ahead) (Appendix A3.2)

Final approval for trip granted by Principal

Communication and preparation (at least 1 month ahead)

Recruit students, collect passport numbers/copies

Finalise itinerary Proof read letter to parents (including detailed itinerary, travel details, staffing, contact numbers, inoculations, equipment list)

Collect permission forms

Collect medical/dietary information on students, helpers and staff ) (Appendix C3 C4 or 5)

Analyse medical information and follow-up if necessary

Assemble appropriate first aid kits

Schedule an information evening

Staff training

Staff briefing (at least one month ahead)

All accompanying adults fully briefed

Register trip details (at least 10 days ahead)

Full details left in school with person i/c trips

HK Police advised on Appendix E1 (if applicable)

Final risk assessment (1 day ahead)

Weather/signals checked prior to departure

Final review of risks (Appendix B1)

Post-trip evaluation (within 2 weeks of return)

Collate all incident/first aid forms (Appendices C1 and C2)

Complete and submit accounts

Complete evaluation and review for future trips – and submit to Senior leader



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responsible(Appendix B1) Signed: _____________________ Role: ________________________________________________ Date: _________________



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APPENDIX A2 PLANNING CHECKLIST FOR LEADERS – LOW RISK TRIPS - COMPULSORY Date each section when completed

Trip Proposed Complete

Trip Leader[s]

Destination

Dates from (dd/mm/yr) to (dd/mm/yr)

Year Group(s)

Proposal for a low risk Hong Kong trip (at least 1 month ahead) (Appendix A3]

Prepare a proposal including:

Purpose and justification

Date and time

Location

Staffing requirements

Site visit (if necessary)

Risk assessment (Appendix B1]

Travel arrangements

Costing

Equipment needed (if any)

Communication and preparation (at least 2 weeks ahead)

Advise students

Proof read letter to parents (including itinerary, travel arrangements, staffing, contact numbers, equipment list}

Book transport if needed

Collect parental reply slips

Collect medical/dietary information on students, helpers and staff

Analyse medical information and follow-up if necessary

Staff briefing

Seek approval (at least 1 week ahead)

Details reviewed and approval granted by Principal

Final risk assessment (1 day ahead)

Weather checked prior to departure

Final review of risks (Appendix B1) submitted to senior leader responsible

Post-trip evaluation (within 1 week of return)

Collate any incident/first aid forms

Complete accounts if any

Complete evaluation and review for future trips - (Appendix B1) submitted to senior leader responsible

Signed: _____________________ Role: ________________________________________________ Date: _________________



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APPENDIX A3 APPROVAL FORMS FOR ALL SCHOOL TRIPS - COMPULSORY

A3.1 PRELIMINARY APPROVAL FORM – ALL SCHOOL TRIPS

Destination Leader

Purpose and aims

Other staff

Year levels

No. Students

Special considerations (staff qualifications, training needs, equipment, etc)

Supply cover needed For whom? How much?

Activities Service provider[s]

In-principle, approval is given as a HIGH/MEDIUM/LOW risk trip

The planning process must follow ESF off-site activity guidelines and is subject to Principal's final approval.

Signed: Date:

----------------------------------------------------------------------------------------------------------------------------------------------------------------------------

A3.2 FINAL APPROVAL FORM – ALL SCHOOL TRIPS

Departure date & time Return date & time

Flight/ferry/bus details Flight/ferry/bus details

Formal risk assessment completed and recorded on form

Appropriate stages of trip planning completed according to ESF planning checklist Following information left with school contact:

• Student name and contact list

• Staff contact details

• Hotel/centre/camp and/or agent contact details

Appropriate travel insurance has been purchased (where applicable) Approval is given for the trip to proceed, subject to pre-departure checks.

Signed:

Date:



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APPENDIX A4 A CHECKLIST FOR THE INITIAL DETERMINATION OF RISK LEVEL, HIGH MEDIUM OR LOW - - COMPULSORY

A4.1 If any of the questions below are answered in the affirmative then the activity is deemed to be high risk and therefore in need of careful planning to minimise risks.

1) Is the activity outside Hong Kong? [The need to prepare for students away from their usual medical care in Hong Kong should they become ill or injured]

2) Does it involve any students with high risk medical and behaviour conditions? [see Sections 9] [The need to consider the activity in relation to fitness and health of the students]

3) Does it involve deep and/or fast moving water above knee height of students?

[The need to be preventative in avoiding overly dangerous water hazards and knowing about the uncertainties of natural water bodies, in particular, as well as taking precautions and preparing for rescue]

4) Does it involve adventurous activity and/or rugged terrain? [The need to prepare for broken limbs and immobility of participants]

5) Is the activity in a remote environment away from easy communications? [The need to prepare communication strategies in incidents of emergency]

6) Does it involve close physical contact with animals? [The need to minimise transmission of diseases and/or risks involving horse riding]

7) Does it involve unsupervised activity away from staff? [The need to prepare students to act responsibly and safely when out of direct supervision]

8) Does it involve an overnight stay? [Teachers are in loco parentis 24 hours per day]

9) Does it involve prolonged exposure to extreme environmental conditions? [The need to monitor and prepare for exposure to extreme weather conditions]

10) Does it involve an area where there is common incidence of communicable diseases? [The need to check travel health advisory for the destination as well as prepare for incidents of water or insect borne diseases and where hygiene makes students more vulnerable to vomiting and diarrhoea – leaders are required to reference website for travel health advisory www.dh.gov.hk and follow this advice]



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APPENDIX B1 - RISK ASSESSMENT – ALL SCHOOL TRIPS - COMPULSORY B1.1 The purpose of this Risk Assessment is to ensure that all adults accompanying students in off-campus activities are aware of both the risks involved in the activities and the steps that have been taken to reduce their likelihood and impact. Identification of a risk to the group should be seen as a positive step, allowing measures to be taken to maintain the highest possible levels of group safety. As such, it should be completed as thoroughly as possible. Seek assistance from trained staff in your school, if necessary.

FACTORS IN ASSESSING RISK The Environment & Transport People: Students, Staff The Equipment

⋅ Climate and terrain

⋅ Nature of water

⋅ Health care available

⋅ Communications

⋅ Transport

⋅ Access points

⋅ Contact with animals

⋅ Unsupervised work

⋅ Medical conditions

⋅ Physical capability

⋅ Training and experience

⋅ Behaviour

⋅ Nature of the physical challenge

⋅ The provider

⋅ Equipment used

⋅ First Aid Kits

⋅ Footwear

⋅ Torches

⋅ Kit Lists

⋅ Protection against the elements

⋅ What will the provider supply

1LIKELIHOOD

1 2 3

Extremely Rare Uncommon Quite common

2OUTCOME

1 2 3

Minor - irritation easily dealt with by group

Moderate - could affect group itinerary

Serious - involves external agency

L + O greater than 5 should involve further consideration and discussion with relevant people (operator, Principal, accompanying staff, parents etc.) and the Outline of Emergency Action Plan section should be completed. These factors should be assessed after control measures have been applied. B1.2 The Environment and transport

Risks Causal Factors Control Measures Emergency Action Plan L1 O

2

GENERIC

Name of Leader Location:

Date of Trip:

Types of Activities to be undertaken:

please attach itinerary]

Group size:

Age Range:

Activities &

equipment

The

environment

ASSESSMENT

RISK



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2

SPECIFIC

B1.3 People: Students, staff and accompanying adults


2

GENERIC

SPECIFIC

B1.4 Equipment


2

Student and Staff Considerations [Names and details] Individual Needs Allergies Asthma Other



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2

GENERIC

SPECIFIC

B1.5 Briefings

Points for Briefing

Staff briefing:

Student briefing:

Equipment needed and checked Student equipment Staff equipment



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B1.6 Authorisation

B1.7 Post Trip Risk Review

Were all risks covered in the risk assessment? Please list any additional risks that were encountered or any that proved to be more significant than anticipated:


2

SIGNED: DATE:

DISCUSSED WITH:

APPROVED BY:



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APPENDIX C1 MEDICATION LOG FOR PRESCRIBED MEDICINES WITH PERMISSION FROM PARENTS – COMPULSORY FOR ALL SCHOOLS OVERNIGHT CAMPS AND EXPEDITIONS

C1.1 This log should be kept in or with the first aid kit. C1.2 All prescribed medicines brought by students should be entered in the log when supervised by a member of staff. C1.3 Any unusual occurrences as a result of this should be reported to parents.

Student’s name Medication Dose

Route (e.g. oral, rectal, inhaled, Sublingual., Subcutaneous Intra muscular, etc)

Date Time Signature

This is a complete record of the medicines administered during the trip

Signed Date:



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APPENDIX C2 INCIDENT REPORTS AND FIRST AID MEDICAL ATTENTION - - COMPULSORY

C2.1 This log should be kept in or with the first aid kit whilst on the trip. C2.2 One copy should be kept for the school records and one copy sent home with the student at the end of trip

Name Class

Venue Date

Description of incident Parents, if you have any queries about this incident, please contact the school.

Treated by Party Leader

Other staff involved

Recommendations for follow up:



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APPENDIX C3 CONFIDENTIAL STUDENT MEDICAL INFORMATION AND CONTACT DETAILS UPDATE - COMPULSORY

This information needs to be provided by the parent and updated for every medium/high risk trip. It should be completed while considering the specific details of the trip provided by the school. [This can be in the form of a print out from a student’s medical information with a request for updating]

C3.1 Background details

Student Name School Age Birth Date Year/class Gender

Address Hong Kong ID number Parent’s Phone (Work)

Passport number Parent’s Phone (Mob) Nationality (by passport*) Phone (Home) (If under 11 years old *) Other emergency contact name

Parent’s Name Relationship to student Emergency contact phone

* Passport numbers are required for all students not in possession of a Hong Kong I.D. card. This data is required for the use of emergency helicopters or other related government service providers.

Please check carefully that the following medical information is up to date and inform of any changes.

C3.2 Medical conditions (not including asthma and allergies)

Does your child have any of the following medical conditions that may require EMERGENCY care?

Medical condition Yes No If Yes give further details

Anaemia or other blood disorder

Diabetes

Diagnosed Anorexic or Bulimic

Difficulty in hearing or vision

Dizziness/Fainting spells

Epilepsy (convulsions)

Frequent headaches

Frequent nosebleeds

G6PD

Heart Problems (e.g. abnormal heart beat)

High or Low Blood Pressure

Illness when exposed to high temperature

Kidney Disease or bladder problems

Movement difficulty (arthritis, injury)

Phenylketonuria

Previous hospitalization or surgery

Psychological condition

Rare Blood Type



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Rheumatic fever

Skin condition (e.g. eczema)

Tuberculosis/respiratory disorder

Other

C3.3 Immunisations

Has your child had the following immunizations? If Yes, indicate date Tetanus Yes / No

Hepatitis A Yes / No

Hepatitis B Yes / No

Tuberculosis (BCG) Yes / No

Others Yes / No If Yes, give details

C3.4 Background allergies

Does your child suffer from any allergies? YES / NO Does your child see a doctor about their allergies? YES*/NO *If YES – please provide name and contact details for Doctor

When did the last allergic reaction occur? What are they allergic to? How would you rate the severity of your child’s allergic reactions?

Mild with no change of activity needed

Moderate with a need for slight changes of activity

Moderate with the need for immediate change to activity

Severe with the need for medical attention

Has hospitalization occurred because of a reaction? YES / NO Date of last hospitalisation

Describe what happens during a reaction

In the event of a reaction, what actions are necessary

Name of allergy medication

Dose and route of administration

C3.5 Asthma

Does your child suffer from asthma? YES / NO

Does your child see a doctor about their asthma? YES*/ NO *If YES – please provide name and contact details for Doctor

When did the last asthma attack occur? How many attacks of wheezing has your child had in the last 12 months?

None 1-3 4-12 more than 12

What triggers the asthma episodes?



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When did the last asthma attack occur?

Is your child’s sleep disrupted due to wheezing? Never Sometimes Often Name of asthma medication

Dose and how the dose is administered

C3.6 Other conditions

Does your child have any other condition that may affect their schooling or trips? YES / NO Please provide details:

C3.7 Medications

Does your child take any medications? YES / NO

List the medicines

If YES, please give additional information (e.g. dosage, frequency and other information useful to the school)

C3.8 Safety in and around water

Is your child a confident swimmer? YES / NO Can your child keep afloat in water? YES / NO

Can your child swim at least 50 metres fully clothed? YES / NO

C3.9 Dietary information

Please outline below any special dietary requirements of your child and how best they should be catered for



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C3.10 Declaration

I have completed this medical form accurately, truthfully, and to the best of my knowledge as of today’s date. I understand that it is my responsibility as a parent to inform the school of any previous or new health problems or injuries and I am aware that if I have not, the school cannot be held responsible for the consequences.

The school will endeavor to contact the parent or emergency contacts should your child be ill or injured. However, if for any reason there is an emergency, I hereby give consent and full authority for the staff or agents of the school to arrange for and consent to any medical treatment or hospitalisation for my child / guardian while s/he is in the care of the school. I further authorise these staff members to enter into and execute, on my behalf, such documents or consents as may be required by Medical Practitioners, Health Care Professionals or Hospitals for such purposes.

Name of Parent / Guardian ________________________________

Signature of Parent / Guardian _____________________________

Relationship to student ________________________

Print name of student _________________________

Date _____________________________________



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APPENDIX C4 MEDICAL INFORMATION AND CONTACT DETAILS UPDATE FOR ALL ADULTS ON MEDIUM AND HIGH RISKTRIPS - - COMPULSORY CONFIDENTIAL

This information needs to be provided by each accompanying member of staff and updated for each medium/high risk trip. It should be completed while considering the specific details of the trip provided by the school.

C4.1 Background details

Name School Age Birth Date Gender

Address Hong Kong ID number Emergency contact name

Passport number Relationship Nationality (by passport) Phone (work)

Phone (home) Phone [mob]

Please check carefully that the following medical information is up to date and inform of any changes.

C4.2 Medical Conditions Other Than Allergies and Asthma

Do you have any of the following medical conditions that may require EMERGENCY care?

Medical condition Yes No If Yes give further details Anaemia or other blood disorder

Diabetes

Diagnosed Anorexic or Bulimic

Difficulty in hearing or vision

Dizziness/Fainting spells

Epilepsy (convulsions)

Frequent headaches

Frequent nosebleeds

G6PD

Heart Problems (e.g. abnormal heart

beat)

High or Low Blood Pressure

Illness when exposed to high

temperature

Kidney Disease or bladder problems

Movement difficulty (arthritis, injury)

Phenylketonuria

Previous hospitalization or surgery

Psychological condition

Rare Blood Type

Rheumatic fever



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Skin condition (e.g. eczema)

Tuberculosis/respiratory disorder

Other

C4.3 Immunisations

Have you had the following immunizations? If Yes, indicate date

Tetanus Yes / No

Hepatitis A Yes / No

Hepatitis B Yes / No

Tuberculosis (BCG) Yes / No

Others Yes / No If Yes, give details C4.4 Background allergies

Do you suffer from any allergy? YES / NO Do you see a doctor about your allergies? YES*/NO *If YES – please provide name and contact details for Doctor

When did the last allergic reaction occur? What are they allergic to?

How severe is the reaction? Mild with no change of activity needed

Moderate with a need for slight changes of activity

Moderate with the need for immediate change to activity

Severe with the need for medical attention

Has hospitalization occurred because of a reaction? YES / NO Date of last hospitalisation

Describe what happens during a reaction

In the event of a reaction, what actions are necessary

Name of allergy medication


C4.5 Asthma

Do you suffer from asthma? YES / NO Do you see a doctor about your asthma? YES*/ NO *If YES – please provide name and contact details for Doctor

When did your last attack occur? How many attacks of wheezing have you had in the last 12 months?

None 1-3 4-12 more than 12

What triggers the asthma episodes? When did the last asthma attack occur?



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Is your sleep disrupted due to wheezing? Never Sometimes Often

Name of asthma medication


C4.6 Other conditions that may affect the trip

Do you have any other condition that may affect your ability to participate in the trip? YES / NO

Please provide details:

C4.7 Medications

Do you take any medications? YES / NO

List the medicines

If YES, please give additional information

C4.8 Safety in and around water

Are you a confident swimmer? YES / NO

Can you keep afloat in water? YES / NO Can you swim at least 50 metres fully clothed? YES / NO

C4.9 Dietary information

Please outline below any special dietary requirements and how best they should be catered for

C4.10 Declaration

I have completed this medical form accurately, truthfully, and to the best of my knowledge as of today’s date. I understand that it is my responsibility to inform the school of any previous or new health problems or injuries and I am aware that if I have not, the school cannot be held responsible for the consequences.

I hereby give consent and full authority for the staff or agents of the school to arrange for and consent to any medical treatment or hospitalisation for me on this trip. I further authorise these staff members to enter into and execute, on my behalf, such documents or consents as may be required by medical practitioners, health care professionals or hospitals for such purposes.



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Name ___________________________________ Signature ________________________________

Date _________________



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APPENDIX C5 MEDICAL INFORMATION AND CONTACT DETAILS UPDATE FOR LOW RISK TRIPS - ADVISORY – CONFIDENTIAL

Activity Date of activity Activity leader Full Name of Student Class HK ID Number

Details of any current medical condition (e.g. allergies, asthma, diabetes, epilepsy, etc) Details of any current medical treatment including medication they are taking or will bring on the trip.

Details of any dietary requirement or allergy information. Are there any physical activities your child may have difficulty taking part in? Any other information about the student we should be aware of Emergency Telephone

Emergency Mobile

Declaration:

I have completed this medical form accurately, truthfully, and to the best of my knowledge as of today’s date. I understand that it is my responsibility to inform the school of any previous or new health problems or injuries and I am aware that if I have not, the school cannot be held responsible for the consequences.

I hereby give consent and full authority for the staff or agents of the school to arrange for and consent to any medical treatment or hospitalisation for my child / guardian while s/he is in the care of the school. I further authorise these staff members to enter into and execute, on my behalf, such documents or consents as may be required by Medical Practitioners, Health Care Professionals or Hospitals for such purposes. I have read the communications sent by the school relating to this trip and give consent to my son/daughter’s participation.

Signed

Date

Name Relationship to student



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APPENDIX C6 FIRST AID KITS - ADVISORY C6.1 Recommended ESF First Aid Kits for Medium and High Risk Trips It is strongly recommended that schools purchase standard first aid kits. It is important that kits supplied to staff are the same as those used in standard and wilderness first aid training courses. C6.2 For expeditions in Hong Kong, the following is recommended for a standard first aid kit: 1. Gauze pads, 7.5 x 7.5cm 2. Plasters/strip dressing (Primapore) 3. Clear wound dressings, 6 x 7cm such as Tegaderm or Op-site 4. Standard wound dressing (e.g. No.13) to handle big open wound 5. Micropore tape, 0.5cm 6. Insulation (electrical tape) 7. Elastic bandage, 7.5cm 8. Self-adherent elastic bandage, 7.5cm such as Coban or Co-Plus x 1 9. Triangular Bandage with safety pins x 1 10. Emergency Shears, 7 ½” 11. Tweezers 12. Saline solution, for use as eye wash 13. Ice pack x 1 14. SAM™ Splint x1 15. Sterilising Hand Gel 16. Gloves, disposable, large x 6. 17. CPR mask and plastic gloves; barriers to infection. 18. Emergency foil blanket 19. Light sticks/head torch 20. Oral rehydration powder (such as GES 45) 21. Whistle 22. Notebook and pen 23. Pocket First Aid Guide C6.3 Extra items recommended for remote trips *24. Ice pack x 1 *25. Triangular bandage x 1 *26. SAM™ Splint x 1 pc *27. Self-adherent bandage, 7.5cm such as Coban or Co-Plus x 1pc *28. Sterile-strips, medium size, to keep wound edge together x 1pack *29. Vaseline tube or stick, for blisters (closed) and ‘hot spots’



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C7 MEDICINES FOR TRIPS TO REMOTE RURAL AREAS AND DEVELOPING COUNTRIES – ADVISORY C7.1 Cautionary notes C7.1.2 These lists are advisory and are checked regularly by a medical adviser with experience of remote rural areas. Trip leaders should, through their risk management process, consider the necessity of these as part of an emergency kit. C7.1.3 Schools and trip leaders must seek the advice of an expert in wilderness first aid and or a medical professional qualified to prescribe drugs.

Items in bold/starred could also be part of a school based emergency first aid/medical room kit and could be administered in an emergency situation (as described below)

C7.2 Oral Medication Examples Likely Use Scenario

Antihistamine* Benadryl syrup, Piriton Clarityne

To relieve the symptoms of allergies, motion sickness and rashes.

Child has an allergic reaction to something unknown in the environment and is having trouble breathing and/or has developed a rash.

Pain Killers*/Anti-inflammatory

Ibuprofen, Paracetamol, Aspirin (for students over 11)

To relieve mild to moderate pain and inflammation

Child has sprained an ankle or minor fracture, but is some time from medical help.

Antacids* Mylanta Syrup To treat indigestion; stomach cramps.

Child has stomach ache and perhaps not eating very well (e.g. eaten sweets instead of dinner)

Charcoal Tablets*

Charcoal Tablets To treat side effects (nausea, gas and stomach cramps) of food poisoning

Child has suspected food poisoning or stomach ‘bug’ and is able to drink water.

Anti-diarrhea Imodium To decrease effects of diarrhoea

On a long journey, child has diarrhoea and limited access to toilets. Only used if there is no access to toilet, to prevent severe dehydration.

C7.3 Lotions

Cream/Lotion Examples Likely Use Scenario Sunscreen & Lip Balm

SPF 15++ Prevention of sunburn and windburn

Child had forgotten to pack their own, is pale skinned and it’s a hot day.

Insect Repellant Deet Prevention of insect bites, including ticks

In an area where mosquitoes prevalent and children are being bitten.

C7.4 Prescription Medicine for School Trips (as prescribed to individual students by a GP)

Medication Examples Likely Use Scenario Asthma Inhaler* (prescribed by the child’s GP. Teacher may have child’s spare)

Ventolin, Salbutamol Treatment of Asthma attack or wheezing

Child has a severe asthma attack; they have lost their inhaler but given a spare to the teacher. Teacher locates (clearly labeled) spare inhaler and gives to child use or assists child in using.

Anaphylaxis kit* (prescribed by GP and carried by child with spare carried by teacher)

Epi-pen (injectable epinephrine)

Treatment of severe anaphylactic reaction to stings, bites or other allergic reactions.

Child has self-administered first dose, but needs assistance to administer second dose. Alternatively, teacher carries the child’s spare epi-pen and administers the first dose on behalf of child.

Altitude Sickness Medication (prescribed by the child’s GP in advance but carried by the teacher/medic so that its usage can be monitored).

A specific groups of medications prescribed and used by medical staff accompanying the trip.

Treatment of the symptoms of acute mountain sickness, which can lead to pulmonary and cerebral oedemas

In a trek to high altitude (e.g. Nepal), child develops headaches and nausea. O2 levels are low. Child rests and/or descends to a lower altitude.

Prochlorperazine Stemetil (Oral) Dramamine(Suppository)

Only for the treatment of severe nausea and vomiting

Child is on a trek and has picked up a stomach bug. They have been vomiting and unable to keep food and water down.



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APPENDIX D1: EMERGENCY CHECKLIST FOR TRIP LEADERS AND SCHOOL LEADERSHIP - ADVISORY The following are suggested procedures in the event of an emergency.

Action Notes if necessary The leader should assume control quickly and firmly

Assess the situation. Do not endanger yourself. Delegate actions, including initial first aid

Ensure the rest of the group are safe.

Send or call for help 999/911 with a mobile phone etc. International Emergency call number 112 can always be used to summon help at places not covered by the local network

Evacuate the group with the casualty (if they can be moved) to a place of safety. Ensure rescue services know your intended location and medical details of the casualty.

Continue first aid treatment of casualties until medical assistance arrives.

Ensure an adult accompanies the injured student(s) to hospital and that you know which hospital they are being taken to. Confirm the identity of the students and give all medical information to emergency crew, including medical permission form.

Check the well-being of the rest of the group and inform them of events. Check all are present.

Inform your emergency contact who should implement the (critical) incident procedure. They should have your contact number already.

Record details so that an accident report can be completed later. Decide, in consultation with senior staff as to whether trip should continue or not.

Ensure all parents are informed, via the school contact. Immediately after the incident

Protect the rest of the group. Get help to record details from witnesses. Do not discuss the incident with anyone except the police and school contact.

Do not admit liability. Do not speak to the media without prior approval from the Principal or DP i/c school trips. If approval is given state only facts – do not answer questions or give opinions.

When further information about the incident is confirmed, school contact should inform all parents of the incident even if their own children have not been directly involved.

And Later Complete all paperwork, informing the Insurance Company, ESF Centre contact and completing accidents and near misses form

Review the effectiveness of current procedures with DP i/c school trips.



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APPENDIX E1 – EXAMPLE OF A PARENTAL CONSENT FORM FOR OUT OF SCHOOL VISITS AND ACTIVITIES INCLUDING SPORTING AND EXTRA-CURRICULAR ACTIVITIES

This is a model letter that should be adapted and completed at the beginning of the school year by all parents if the school wishes to undertake trips of a low risk nature.

Dear Parents, An ESF school experience involves short trips off campus for fieldwork, sports activities and visits to charities and other schools. These take place within the school day or immediately after school. The administration of these low risk activities would be unnecessarily bureaucratic if we had to write to you each time we wished to take your son/daughter off campus. We therefore request your general permission for staff to undertake such activities during the course of the year. This is not permission for anything that involves overnight stays, adventurous activities and/or anything that involves payment. For such activities separate consent forms will be issued. This permission covers such activities as transit to sports grounds, fieldwork in the immediate locality of the school, short trips to other schools and ESF Centre as well as visits to charities. Our teachers and other accompanying staff are well trained in managing students and also recognise their duty of care for your son or daughter. These trips will be age-appropriate and will be supervised and in places with easy access to medical care. Appropriate risk management will have taken place. If a medical emergency should arise, the staff will act in the interests of your child and, after contacting the emergency services, the leader will contact you as a matter of priority. However, in the event that this proves to be impossible we ask for your permission to authorise medical treatment. The permission you are giving does not absolve all rights under the law, and we also feel that you need to be aware that our school is undertaking such activities. [Optional] We also ask you to speak to your son or daughter and emphasise that the school code of conduct will apply. If you have any further questions please contact the school. Yours sincerely Principal/Vice Principal ------------------------------------------------------------------------------------------------------------------------------- I consent to my son/daughter ________________________ of Form/Class ______________ being allowed to join short term low risk educational visits and out of school activities organised by _____________School. I agree to him/her taking part in any of the activity or activities proposed. I have ensured that my son/daughter understands that it is important for his/her safety and the safety of the group that he/she obeys any rules and instructions given by the staff in charge. [Optional] In particular, my child has been made aware of the following Code of Conduct. Students will be expected to exercise self-discipline, to show courtesy and consideration to staff, fellow students and members of the public.



49

Should my son/daughter break this code of conduct and any Hong Kong laws, I agree to support the school’s implementation of appropriate disciplinary action which may include returning the student home at my expense. I understand that, whilst the staff in charge of the members of the group will take all reasonable care for their health and safety, however they cannot be held responsible should my child breech the rules or instructions of the trip, unless they are found to be negligent, for any injury, illness, damage or loss suffered by my son/daughter during which arise from of the journey. In the event of an emergency, I authorise the leader of the trip or any member of the school staff present, to consent to such medical treatment in an emergency and which, in the opinion of a qualified medical practitioner, may be necessary for my child. Parent's signature: _____________________________________ Date: ________________________ Parent’s name in block letters: ____________________________ Student’s HKID Card/Passport No_________________________ Emergency Phone Contact 1_____________________________ Emergency Phone Contact 2_____________________________ Emergency Phone Contact 3_____________________________



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APPENDIX E2 – EXAMPLE OF A PARENT CONSENT LETTER FOR CAMPS AND OVERSEAS TRIPS ADVISORY Dear Parents, Your son/daughter has requested to undertake the following trip with school: Name of Trip: ___________________________________________________ Date of Trip: ____________________________________________________ We are seeking your permission for your son/daughter to go on the trip. We enclose:

The synopsis ☐

The itinerary ☐

The costs ☐

Details of Group Personal Accident Insurance ☐

Contacts and medical information and consent will be sent by email and you will be able to update your son/daughter’s medical information via the Gateway. Please be aware that you are unable to do this then your son or daughter will not be able to attend the trip. Please could you return the consent form. Yours faithfully, ______________________ ______________________ Trip Leader(s) Principal/Vice Principal ______________________________________________________________________ I consent to the participation of my son/daughter ______________________ of Form/Class in the following trip organised by _______________________ (School). Trip name: ________________________ Date: ____________________________

I have read the synopsis/itinerary and agree to his/her taking part in the activities proposed. ☐

I undertake to update the contact details and medical information online and understand

that if I do not do so, my child will not be allowed to travel on the trip. ☐

I have understood the financial costs and the insurance details. I have ensured that my son/daughter understands that it is important for his/her safety and the safety of the group that he/she obeys any rules and instructions given by the staff in charge. [Optional] In particular, my child has been made aware of the following Code of Conduct. Students will be expected to exercise self-discipline, to show courtesy and consideration to staff, fellow students and members of the public. Should my son/daughter break this code of conduct and any Hong Kong laws, I agree to support the school’s implementation of appropriate disciplinary action which may include returning the student home at my expense.



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I understand that, whilst the staff in charge of the members of the group will take all reasonable care for their health and safety, however they cannot be held responsible should my child breech the rules or instructions of the trip, unless they are found to be negligent, for any injury, illness, damage or loss suffered by my son/daughter during which arise from of the journey. In the event of an emergency, I authorise the leader of the trip or any member of the school staff present, to consent to such medical treatment in an emergency and which, in the opinion of a qualified medical practitioner, may be necessary for my child. Parent's signature: _____________________________________ Date: ________________________ Parent’s name in block letters: ____________________________ Student’s HKID Card/Passport No_________________________ Emergency Phone Contact 1_____________________________ Emergency Phone Contact 2_____________________________ Emergency Phone Contact 3_____________________________



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APPENDIX F1 - INFORMING HONG KONG POLICE PROCEDURES ON OUTDOOR ACTIVITIES – COMPULSORY IF TRAVELLING TO RURAL AREAS OF HONG KONG

F1.1 At least 10 days in advance, send a fax to the police station in which the activity starts, with details of the activity. The Notification Form for Outdoor Activities in Rural Areas Appendix F2 can be used if necessary. F1.2 Expedition instructors should not vary the predetermined routes, unless the change is of absolute necessity. If changes have to be made, the relevant police station should be informed. F1.3 Expedition instructors should keep the personal particulars and emergency contacts of all participants. F1.4 In planning locations for the activity, easy access for rescue purposes during emergency cases, have to be always borne in mind. F1.5 The following is a short list of police stations. Others can be checked at the AYP Office or visit the following web site. In case of any query, please call the concerned police stations. (http://www.info.gov.hk/police/hkp-home/english/contactus/rr.htm) Police Report Room Address Telephone Fax Sai King Division 1 Po Tung Road, Sai King, Kowloon 3661 1630 2791 5129

Tsuen Wan Division 23-27 Tsuen King Circuit, Tsuen Wan, New Territories

2415 6003 2405 3687

Lantau North Division 1 Shun Tung Road, Lantau Island 2988 8520 2988 1822 Lantau South (Mui Wo) Division

1 Fu Kong Shan, Mui Wo, Lantau Island 2984 1660 2984 1408

Tai Po Division 4 On Po Lane, Tai Po, New Territories 2667 2292 2144 1271

Sheung Shui Division Fanling Roundabout, Sha Tau Kok Road, Fanling, New Territories

26,75 6364 2676 7569

Yuen Long Division 246 Castle Peak Road, Yuen Long, New Territories

2476 5886 2477 5963



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APPENDIX F2 POLICE NOTIFICATION FORM FOR SCHOOL OUTING IN RURAL AREA 在郊區舉行的戶外活動通知書在郊區舉行的戶外活動通知書在郊區舉行的戶外活動通知書在郊區舉行的戶外活動通知書

– COMPULSORY IF TRAVELLING TO RURAL AREAS OF HONG KONG

To: 受文者：

____________________________ __________________________(District) (區域)

(Policy Station Divisional Commander) 警署分區指揮官

From: 發文者：

________________________________________________________ (School Name)學校名稱

Details of school outing are as follows: 本校將舉行的戶外活動詳情如下：

Nature of outing 活動性質

Date 日期

Time 時間 From To Scheduled time of return) 由至 (預計回程時間)

Locality 地點

Route ♦ 路線 From To 由至

Number of participants 參加人數

Age range of participants 參加者的年齡範圍

Name and mobile telephone number (if any) of the leader(s) of the outing 領隊姓名及流動電話號碼 (如有)

Name and telephone number of the responsible person*who is not participating 並非參與活動的負責人*姓名及電話號碼：

Signed Head of School 校長

Note: ♦A map detailing the route is attached. 隨本通知書夾附有關上述活動的詳細路線圖一份。

*A responsible person should have ready access to details of next of kin of the participants, e.g. telephone number/address.



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Appendix G1 APPROVAL OF OUTSIDE AGENCIES – COMPULSORY In order to maintain the highest levels of safety for students and staff of the English Schools Foundation we request that outside agencies provide information about the services they provide. Please feel free to include supporting documents, or to include information which is not requested below, but which you feel is relevant. 1. How long have you been in this particular business?

2. How long have you been running the activities which our students will undertake?

3. Does your organization have written examples of the following: a. Safety Policies

b. Risk Assessment c. Incident Plans

3a. If ‘Yes” please provide copies of any relevant documents that you feel are appropriate

4. Do you have a training programme in risk management for your staff?

4a Specify the nature of the training and the dates of the last training

5. Are your staff required to hold recognized certification for the specialist activities that will be undertaken with our students?

5a. If ‘Yes’ please specify qualification and date of renewal for each member of staff that will be working with our students [attach certificates]

6. Are your staff trained in First Aid? 6a Please indicate the First Aid Qualifications of staff and date of last renewal [attach certificates]

7. Do you monitor the compliance of your staff with your organisation’s standards?

7a If ‘Yes’, please describe this process, using additional sheets as required

8. Do you have company guidelines for essential equipment to be carried by your staff for this activity programme?

8a. If ‘Yes’ please specify using additional sheet

9. Does your organization have Liability Insurance? 9a. If ‘Yes’ , please provide us with a copy of your Insurance Certificate

10. Does your organisation maintain records of accidents and near misses?

10a If yeas please provide an example

11. Would you be willing to provide the names of other organisations who have used your company in recent years?

11a. If ‘Yes’ please attach names and contact details on an additional sheet

Thank you for taking the time to complete this information. If you would like to discuss any aspect of the information requested, or would like to add anything which is not included, please get in touch with: Name:…………………………………………………Position……………………………………… Contact Details: (phone/fax/email) ……………………………………………



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Appendix H1 MONITORING FIELDWORK AND OUTDOOR EDUCATION ACTIVITIES: COLLATING ACCIDENTS AND NEAR ACCIDENTS AND SCHOOL EVALUATION PROCESS – COMPULSORY

H1.1 This form must be updated after every accident or near miss which will allow schools to act on this quickly to minimise risk and help prevent unnecessary accidents. These data is being collected ESF wide so that the advisory group may assess the extent to which there are patterns of accidents /near accidents and which can be acted upon through amendment of policy H1.2 This form will be submitted once per year December 31st to gather a Foundation-wide picture which will be followed by an ESF wide meeting not later than 28th February School

Principal or Principal’s Delegated Authority

Other Staff at meeting

Date of Review and Meeting

Trip Location and Date Accident/Near Miss Action Needed Reference documents

and location

Return to Head of Student Support at [email protected]



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APPENDIX H2 ANNUAL RETURN: FIELDWORK AND OUTDOOR EDUCATION ACTIVITIES – COMPULSORY

H1.1 These data is being collected ESF wide so that the advisory group may assess the extent to which there are patterns which can be acted upon through amendment of policy

H2.2 This form will be submitted once per year December 31st to gather a Foundation-wide picture which will be followed by an ESF wide meeting not later than 28th February

School

Academic Year No. of residential activities

No. of non-residential activities No. of residential activities involving foreign travel (i.e. outside of HK)

Staff training undertaken in this year Extent to which ESF procedures supported school activities

Suggested changes to ESF procedures

Signed

Date

Please return to Head of Student Support at [email protected] by 31st December each year.

Policy and Procedures for Managing Fieldwork and Outdoor ...

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