Group and Young People Visits
GROUP AND YOUNG PEOPLE VISITS
(Please also see the Child Protection Policy)
Please remember that:
• schools are responsible for doing their own risk assessments, and that
• RAG staff or officials are unable to fill in, check or sign any sections of school risk assessment forms as these are not our responsibility.
We recommend that teachers refer to the DfES document ‘Health and Safety of Pupils/Young People on Educational Visits - A Good Practice Guide, 1988’.
http://www.teachernet.gov.uk/wholeschool/healthandsafety/visits. This clarifies that it is the responsibility of teachers and group leaders to complete a risk assessment prior to any visit being made.
The safety information we provide is intended as a preparatory tool. It does not replace the need for your own risk assessment specific to the needs of your group and in line with the official guidelines and school/LEA policies.
Our safety information outlines the control measures undertaken by the museum to avoid or reduce risk, together with rules of conduct for visiting groups. Your risk assessment will take into account the age, ability and specific needs of your group, any risk associated with your transport or possible weather at the time of your visit, in addition to the museum's safety information.
We advise that all teachers/supervisors on the visit have copies of your risk assessment/relevant safety information.
Lastly, at the end of the document we have attached extracts from the Museum’s Child Protection Policy, for information.
SAFETY STATEMENT
The RAG fully accepts its responsibilities under Health and Safety Legislation. A Health and Safety Policy is in place together with written risk assessments undertaken in respect of our legal duties relating to persons (i.e. visitors) coming onto our site and using our facilities.
Please be assured that the health and safety of visitors whilst on site is of our utmost concern. We work closely with the local authority regarding health and safety matters and want to ensure that your visit is a fun, enjoyable and learning experience.
We operate a policy for staff recruitment, training and assessment, which ensures that all staff with a responsibility for the safety and welfare of visitors/participants are qualified to undertake the duties they are assigned. However, the confined nature of the buildings, including the restricted access and some steep steps, means that visitors are required to take great care.
Teachers and other school staff are kindly requested to work in partnership with the RAG by actively supervising children within their care whilst on site.
Pupils remain the responsibility of the school throughout the visit, including any meal breaks.
We strongly recommend that group leaders conduct a preview visit in order to assess any potential risks for your group.
BACKGROUND
RAG is a charitable trust dating from 1957 which is strategically managed by five voluntary trustees. The day to day management is by a small team of professionals and volunteers who work under a manager/director. RAG is supported by an active group of around 450 Friends, who assist with exhibition invigilation.
Experience RAG has been open to the public since the late 1950s.
Venue / Attraction Details The Gallery offers visitors the opportunity to view art in accordance with the published programme (on the website) of exhibitions. A typical school visit might last up to 2 hours.
Visitor Numbers The RAG receives up to 20,000 visitors a year. Approximately 1000 of these are in organised groups.
Contact Information To book a visit, discuss aspects of your visit or arrange a preview visit, please contact the Manager RAG on: 01797-222433
After your visit if there are any concerns or problems regarding the safety and health of members of your party, the Trustees would welcome the opportunity to discuss these with you.
GENERAL INFORMATION
Animals Only assistance dogs accompanying visitors who are deaf or blind are allowed on site.
Drinking water is available on request.
Communication Systems There is a telephone system in the Gallery, which links the key parts.
Gallery staff who have regular and/or unsupervised access to children are subject to CRB checks.
Emergency Evacuation Emergency evacuation procedures are in place. Museum staff and invigilators are familiar with the arrangements.
In case of emergency, an alarm will sound and you should leave by the nearest safe exit and follow the guidance of invigilators or Gallery staff.
Visitors
with Special Needs RAG attempts to accommodate the requirements of all visitors with special needs. Please contact us in advance to clarify what provision can be made for members of your party who have special needs.
Schools and group leaders must ensure that suitable arrangements are in place in order that appropriate supervision and assistance is available to pupils with special needs.
First Aid If First Aid is needed, please contact a member of staff or Volunteer who will assist, including calling for NHS support as required.
Risk The Museum will have assessed the risks involved in a particular activity and will advise you of these and the control measures adopted.
Insurance / Public Liability As a charity the Museum carries only limited commercial insurance.
Lost children
Please advise children separated from their group to return to the Main Entrance and seek help from an Staff or Volunteer.
Maximum Group Sizes / Supervision Please ensure that your pupils are supervised at all times.
We ask you to keep to the following ratio :
School years 1 to 3(ages 5 to 8): 1 responsible adult : 6 children
School years 4 to 6(ages 5 to 11): 1 responsible adult : 10-15 children
School years 7 onwards (secondary age 11+) : 1 responsible adult : 15-20 children
The above are the ratios suggested by the DfES. Group leaders should assess the risks and consider an appropriate safe supervision level for their group.
Medical Needs The RAG should be contacted by the school or group leader if any pupil is known to have any specific or serious medical condition or requirement. We will need to consider and discuss emergency arrangements with you.
Where it is safe to do so, we will aim to include fully pupils with specific or serious medical conditions within activities offered.
Required Visitor Conduct We will expect you and the children under your care to:
• Not enter areas which are not open to the public
• Walk and not run around the galleries and the building;
• Not touch any exhibits;
• Behave in an orderly manner.
No food or drink is to be consumed in the Galleries.
Mobile telephones should be switched off during your visit.
RAG reserves the right to ask groups or individuals behaving in an offensive or unreasonable manner to leave the site.
All groups of students under the age of 16 must be supervised at all times and remain the responsibility of the school throughout their visit. Unsupervised groups may find that they are denied entry.
Schematic Map A floor plan of the Museum is included in the ‘Planning your Visit’ booklet. Please photocopy the required number for all your group leaders.
Site Inspections of Venue Facilities / Areas Museum staff conduct regular inspections of the facilities, which are recorded.
Site Staff Identification Gallery staff can be approached if you have any worries or concerns. They will be able to help you or direct you to the appropriate place for help.
Welfare Facilities Toilets are available within the Gallery in the Stormont Studio.
Eating Area Space can be made available for visitors to eat their lunch, but this facility must be booked through the in advance.
Gallery Building Please be aware that there are steep steps around the Gallery building.
Activities All of the activities offered are subject to specific risk assessment based upon current legislation, best practice, guidance and information.
Review This document and related safety information is updated regularly.
Summary: The HSE 10 Key Questions
1. What are the main objectives of the visit?
2. What is "Plan B" if the main objectives cannot be achieved?
3. What could go wrong ? Does the risk assessment cover:
• The main activity
• "Plan B"
• Travel arrangements
• Emergency procedures
• Staff numbers, gender and skill mixes
• Generic and site-specific hazards and risks (including for Plan B)
• Variable hazards (including environmental and participants’ personal abilities and the ‘cut off’ points).
4. What information will be provided for parents?
5. What consents will be sought?
6. What opportunities will parents have to ask questions (including any arrangements for a parents’ meeting)?
7. What assurances are there of the leader(s) competencies?
8. What are the communication arrangements?
9. What are the arrangements for supervision, both during activities and ‘free time’ – is there a Code of Conduct?
10. What are the arrangements for monitoring and reviewing the visit?
July 2009