St. Nathy's School Policies - Effective: September 2010

SCHOOL TRIPS & TOURS

GUIDELINES FOR SPECIFIC TOURS / ACTIVITIES

TRIPS ABROAD

1. Travelling abroad can be hugely rewarding for students, but it is important that careful preparation takes place.

2. All trips abroad should be booked through a reputable travel agency with experience in the organisation of trips for schools and young people.

3. It is good practice to make an exploratory visit to the location. If this is not possible, the group leader should gather as much information as possible on the area to be visited from:

3.1 The tour operator
3.2 The provider of facilities at the location
3.3 The Department of Foreign Affairs
3.4 Embassy/Consulate
3.5 Other schools who have been to the area/used the facilities
3.6 The Local Authority and/or schools in the area
3.7 The Internet, books and magazines

4. A minimum supervision ratio of 1 teacher to 10 students should apply. There should be enough teachers in the group to cover an emergency.

5. Factors to consider for trips abroad include:

5.1 Language — particularly common phrases
5.2 Culture e.g. body language, rules and regulations of behaviour, dress codes, customs, attitudes to gender etc.
5.3 Drugs, alcohol usage
5.4 Food and drink
5.5 Money, how to carry money and valuables discreetly
5.6 How to use phones abroad & code for phoning home
5.7 What to do in an emergency

6. It is particularly important that parents are given the opportunity to meet teachers and others who will be taking the students overseas.

7. The group leaders must ensure that the group has comprehensive travel insurance.

8. One of the adults with the group should be able to speak and read the language of the visited country.

9. The group leader should ensure that all members of the group have valid passports and visas (if appropriate) in the early stages of planning the trip.

10. Photocopies of the group’s (individual) passports should be taken for emergency use.

11. If a group includes students whose national or immigration status or entitlement to an Irish passport is in doubt, it is advisable to make early enquires to the Department of Foreign Affairs, the Department of Justice and Law Reform and the Passport Office.

12. Students other then EU nationals may require a separate passport and/or visa and may need to use separate passport control channels from the rest of the group.

13. If a student is subject to a care order, foster parents will need to ensure that Social Services consent to any proposed trip. If a student is a Ward of Court, the principal should seek advice from the Court in relation to trips abroad well in advance.

14. Emergency medical facilities are available through reciprocal health care arrangements in EU countries to EU nationals. Form El 11 from the local Health Board is the certificate of entitlement and must be completed by the student’s parent and returned by the group leader.

15. It is advisable for the group leader to take a contingency fund in case treatment has to be paid for in advance and money has to be claimed back later.

16. The group leader should ensure that he/she obtains and takes with him/her:

16.1 Travel tickets, passports and visas. It is advisable to carry a separate list of the numbers of any travel documentation/passports and photocopies of the group’s documents in a sealed waterproof bag.
16.2 A copy of the contract with the Travel Agency and/or center / hotel, if appropriate
16.3 Medical documentation e.g. forms El 11 and significant medical histories. These should be carried by the group leader at all times.
16.4 Parental consent forms and permission for the group leader to authorise emergency treatment on parental behalf.
16.5 The phone numbers and addresses, at home and in school, of the Principal and/or of the school contact.
16.6 The names and addresses of parents and telephone numbers (home and work) where they can be contacted.
16.7 Copies of a list of group members and their details.
16.8 Details of insurance arrangements and the company’s telephone number.
16.9 The name, address and telephone number (including emergency number) of the Travel Agency.
16.10 The name, address and telephone number of the group’s accommodation.
16.11 Details of local hospital/medical and emergency services.

17. Full details of the trip must be retained by a designated person in the school while the trip is in progress. This should include:

17.1 The itinerary and contact telephone numbers/addresses of the group.
17.2 A list of group members and their details.
17.3 Contact names, addresses, telephone numbers of the parents and next of kin.
17.4 Copies of parental consent forms.
17.5 Copies of travel documents, insurance documents, medical papers, etc.
17.6 A copy of the contract with the Travel Agency, centre / hotel etc., if appropriate.

18. It is the principal’s responsibility to ensure that this information is available at all times. This is particularly important if the trip takes place when the school is closed.

19. The group leader must ensure that each student knows what action to take if there is an emergency or a problem.

20. The group leader and supervisors should know where the nearest Irish Embassy or Consulate is located and the telephone number.

21. The group leader needs to be aware that some diseases are more prevalent in some countries than in others and should know what action to take should a member of the group become infected, and what actions to take to prevent infections.

22. Many of the health problems of pupils on longer trips are caused by lack of food, liquid or sleep. The group leader should plan to minimize these risks.

23. The group leader should carry a contingency fund to cover the eventuality of a student running out of funds. This contingency fund should be used solely for the purpose of providing food and drinks for the student.

24. If appropriate, parents should be asked to provide suitably factored sun protection creams and sun hats/glasses and students should be advised about the dangers of over exposure to sunshine.
25. It is advisable, if appropriate, to check that the ship/aircraft or coach being used by the Travel Agency has a wheelchair service and lifting facility.

26. The group leader should resist any attempts to split the group while travelling. If this has to be done then each group should have a separate group leader.

27. The group leader should ensure that all supervisors are aware of their duties and responsibilities during the trip.

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