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Description of Location
The outdoor accommodation is situated within tents, each suitable for two or three pupils or one adult. The tents are sited on the southern and western edges of the Centre field in two inward facing rows. Where possible, with mixed sex groups, boys are placed in tents in one block of tents and girls in the other block. Teacher and adult helper tents are evenly distributed amongst the total number of tents used with an adult tent at each end of the rows of tents.
Chain link and iron fencing surround the Centre field. On the east side of the site this fence is six feet in height and on the other three sides it is four feet in height. There are three gate access points within the perimeter, two foot gates and one vehicular gate. Group leaders have keys for the gate locks on these gates to control access to the site, particularly vehicular access and all access after the end of a normal school day.
They also have keys that allow access to the main school buildings, particularly the toilet blocks for evening and night-time usage. All building structures have a mix of sodium and halogen lights to give good visibility in dark periods. These lights are light level sensitive and give three quarter coverage of the site.
An additional fire extinguisher is also placed with the group leaders tent in case of fire risk. Camp and cooking fires are not permitted on site, and the Centre has a no smoking policy in line with the DMBC policy.
Field furniture and users vehicles should be placed by camping groups in such a way as to not restrict access to the buildings at night-time, and rigid three foot wooden fencing has been placed around the pond on-site to minimize the risk of a child wandering into the pond whilst going to the toilet in the night.
Likely Hazards.
Furniture and vehicles placed on site in such a way as to restrict free access around the site in hours of darkness.
Smoking in tents
Possible group members with mobility difficulties.
Exit/entrance gates not locked after the end of the school day allowing access by person or persons unknown or vehicles moving around on site.
Light levels on site insufficient during hours of darkness.
Sleepy children may wander to inappropriate areas around the site.
Group behaviour may be inappropriate for an overnight, outside setting.
Danger of tent users tripping over or falling on tent pegs.
Danger of getting wet in tents in rainy periods due to incorrect usage, overloading of tents.
Existing Precautions.
Evacuation procedures are outlined and practiced with groups
Effects and consequences of inappropriate behavior will be discussed at the start of each residential session. Rules to be agreed by all as to acceptable behavior.
Children instructed on what equipment should be placed in tent and how it should be placed to avoid inclement weather conditions. Children instructed on general rules for usage of the tents.
Keys for access to building held by user group leader.
Children/users will be shown the safe and acceptable method for entering, leaving and moving around tents.
All games should be played well away from the tent area.
Keys for control of gate access held by user group leader.
Fire extinguishers placed leaders tent for emergency usage and serviced by annual contract.
Each group should have a list of tent occupants provided by the residents group leader and a designated adult in charge of each section of tents who has this list. This person will be the named person for ensuring the Emergency Evacuation Plan is followed.
Each group should have a Personal Emergency Evacuation Plan (PEEP) for each member of the group who has mobility difficulties. For each person with a PEEP there should be a named adult responsible for ensuring that persons safety and evacuation from the tents in an emergency. The nature of any mobility disability means that each group must undertake their own full risk assessment for each individual, to determine what appropriate measures should be put in place to assist in the safe and timely evacuation of the individual.
There should be sufficient adults with the group to undertake the PEEP and the safe evacuation of all able-bodied persons.
Schools/groups should adhere to the staffing ratios specified by their authority/ruling body for the size of group they bring. If the school/group is from out of authority, Doncaster regulations will be enforced unless that authority/body ratio is lower.
Each tent should have additional light aid to help users who require to use the toilet overnight.
Effective external lighting provided. Each group should ensure it is working and use it effectively to illuminate desired areas of the site.
Adults are evenly spaced throughout the tent lines, with the extremes of each tent line covered.
Overnight user groups and occupancy dates forwarded to police who will make regular checks on the site throughout the months of usage.
Groups have access to emergency services via mobile or landline phones.
Additional Factors That Could Be Taken Into Account To Reduce Risks Or Risk Factors.
Mobile phones carried by all party leaders.
Experience in aspects of general safety as a safety aspect whilst on site
Increasing the ratios of school staff and adults participating.
Ensuring the schools/groups policy on helping adults is known and understood before the visit by all those adults participating.
Ensuring the activity provider has a thorough understanding of all your requirements for the activity, the numbers, age, general health (including disabled / handicapped within able bodied groups) of the users, and where necessary staff involved, ability range of pupils/users and those likely to cause problems.
Please also consider when making your assessments, as this generic one does not include, the competence, experience and qualifications of all supervisory staff sent by the schools/groups.
Does anyone on the trip hold First Aid certification?
How long has the teacher/group leader in charge of each class/group been qualified?
Has that person previous experience of organizing / participating in a residential activity?
But above all ......................... do the pupils/users understand what you expect of them from the visit? Have they, and how have they been prepared for this experience?
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