Activities

Supervision

Staffing ratios for activities during courses will vary according to the activity, the participants’ age and sex, the location, and the efficient use of resources.

There should be enough adults in the group to cover an emergency. There should be a minimum of two adults on every excursion and afternoon activity. Mixed gender groups should have at least one male leader and one female leader.

• Regular head counting of participants should take place, particularly where there are opportunities for participants to become separated.
• The activity leader and group leader will establish a rendezvous point and the group leader should tell all participants what to do if they become separated from the group.
• The group leader remains responsible for participants even when not in direct contact with them.
• All group members should carry the ID cards with the emergency contact number in case an individual becomes separated.

Supervision Ratios

It is important to have a suitable ratio of adult supervisors to participants of any excursion / activity. The following ratios for scheduled activities are required:

• under 8s 1:6
• 8-10s 1:10
• 11+ 1:15

For activities away from the school there should be a minimum 2 supervisors in order to deal with an emergency.

In providing adequate supervision a number of factors should also be considered. These include:

• sex, age and ability of group.
• those with additional support or medical needs.
• nature of activities.
• experience of adults in off-site supervision.
• duration and nature of the journey.
• requirements of the organisation/location to be visited.
• competence and behaviour of participants.
• first aid cover.

Unsupervised free time

For unsupervised/free time such as shopping, students are instructed to be in groups as below, and to make sure they can be contacted on their mobile phone. The age and location of students is taken into consideration.

• Students aged 16+ may have unsupervised free time and are free to do this individually or in a group.
• Students aged 12+ may have unsupervised time in groups.
• Students aged 12+ who are not in a group must be supervised by an adult during free time.
• Students under the age of twelve must be supervised by an adult during free time.

Students are advised of the meeting point and time, and that if they get lost or have any problems they should contact the emergency number. Students are given a maximum of 2.5 hours before meeting again (unsupervised time can resume again after meeting).

As a group leader, you are asked to ensure your students are in suitable groups or are supervised by an adult, and that they are contactable.

Transport

Participants using transport on an excursion should be made aware of basic safety rules including:

• arrive on time and wait for the transport in a safe place.
• do not rush towards transport when it arrives.
• wear your seatbelt and stay seated when travelling on transport.
• never attempt to get on or off moving transport.
• never throw things from the window of the transport.
• never kneel or stand on seats.
• stay clear of doors after boarding or leaving the transport
• tell a leader or supervisor if they feel unwell

Supervision on transport

• The level of supervision necessary should be considered as part of the risk assessment for the journey. The group leader is responsible for the party at all times including maintaining good discipline.
• Group leaders should ensure that all the participants are wearing their seatbelt. This is required by UK law, and failure to do so may incur a fine. Leaders are also advised to check the rules with the activity leader or driver.

Health and Safety

The school provides advice on Health & Safety, as well as Fire Procedures. The group leader should be aware of these and assist in communicating them to the group.

If the group leader becomes aware of any risks or issues regarding Health & Safety, they should advise a member of the school staff as soon as possible.

Planning

Languages United will provide the group leader with a risk assessment for an activity. The group leader should review this, and advise if they are aware of any additional risks, especially in relation to the specific needs of their group.

See Risk Assessment for more information on assessing risks.

The group leader and other supervisors should monitor the risks throughout the excursion/activity and take appropriate action as necessary.

The group leader should check that the insurance policy covers any group members with pre-existing medical needs.