Holiday and Day Trip Guidelines Guidance for organisations supporting adults with learning disabilities to go on holidays and day trips

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1 Holiday and Day Trip Guidelines Guidance for organisations supporting adults with learning disabilities to go on holidays and day trips Compiled on behalf of Sheffield Learning Disabilities Partnership Board January 2012 Review Date: July

2 These guidelines are intended to represent good practice for organisations when supporting adults with learning disabilities to go on holidays and day trips. This may cover a wide variety of scenarios including, but not limited to: holidays organised by a provider for/with people they usually support holidays organised by a provider for people they do not usually support The guidelines are voluntary and are not an enforceable quality standard. However, they should serve as a useful checklist for organisations and also for people with a learning disability, and their carers, when they are planning a holiday. Organisations are encouraged to sign up to the guidelines, and to promote the fact that they are following them. The guidelines will be reviewed after six months and at regular intervals thereafter. Feedback is very welcome: If you have further suggestions for what could be included in these guidelines If you are concerned that any organisation is wrongly claiming to adhere to these guidelines The Partnership Board s contact details are shown at the end of the document. Choice is key, in that the views, wishes, finances and needs of the individual should determine the holiday that is chosen. The individual concerned should be involved in each step of the process, where possible. A correct understanding of the Mental Capacity Act and best interests should be an underpinning feature. 2

3 These guidelines cover the following key areas: Planning...3 Responsible person...3 Type of holiday and destination 4 Sleeping Arrangements...4 Booking the Holiday...4 Insurance...5 The individual s support needs...5 Risk assessments...6 Medication...7 Unforeseen circumstances, accidents and incidents...7 Alcohol and illegal substances...8 Care of valuables...8 Staff training...9 Staff hours of work...9 Important information...10 Handling money...10 Concerns...11 Planning Planning meetings should take place at each stage of the holiday process and be recorded. Responsible person The organisation supporting the individual on the holiday must identify a named responsible person. This person is responsible for overseeing all of the arrangements as detailed below, and should have appropriate levels of experience and training (as identified by the management of that organisation). 3

4 Type of holiday and destination The type of holiday and destination must be led by the individual (wherever possible) who is participating in the event, supported by the staff members, taking into consideration: the individual s preferences (including who they go with, who they will be supported by, when they want to go) the individual s needs their budget their preferred choice, i.e. all inclusive, half board, Bed and Breakfast, self-catering. Accommodation, e.g. caravan, chalet, cottage, hotel, guesthouse, barge, camp etc. Standard of travel company / accommodation etc (e.g. ABTA bonded) Sleeping Arrangements The sleeping arrangements must be considered before booking the holiday, taking into account: Individuals needs Risk assessments Male and female mix Which individuals agree to share Who has which bed and positioning of these Accommodation layout Availability of safety features e.g. bed rails, alarms etc Any other relevant information Booking the Holiday Before booking the holiday, full consideration should be given to the total cost and where the funds will come from. This should be done in 4

5 collaboration with the individual, if appropriate. If applicable, the individual s appointee should be consulted at this point. The following items should be considered to ensure the individual gets the best possible deal: Accommodation Cost of support staff* Staff accommodation* Staff subsistence (to include food, drink, travel and activities when supporting the client)* Vehicle hire / travel Petrol Individual spending monies Therapeutic activities Any other costs (to be listed) *A full break down of staffing costs should be very clearly stated by the organisation providing the staff. Insurance The responsible person needs to ensure that adequate insurance is in place for each individual. This should cover the relevant activities and take into account any existing medical conditions. All relevant insurance should be in place for the organisation and their staff. The individual s support needs The organisation and the staff supporting the person should have full knowledge of the individual s support needs. Arrangements for the holiday should ensure that these support needs can be met. This should include (but is not limited to) consideration of: Staffing ratio Communication 5

6 Medication Dietary requirements Mobility Aids and adaptations Personal care Continence products Allergies Fears / phobias Alternatives to restraint (see Operational Guidance for Learning Disability Services available on the Signpost Sheffield website) If the holiday is being organised by an organisation that does not usually support the person, they should liaise with the individual and their main support provider/carer. Risk assessments Written risk assessments and risk management plans should be completed for each of the areas detailed in the checklist, plus any other foreseeable areas of risk that have been identified as appropriate, (see appendix). If the holiday is being organised by the usual support provider, they should consider how their existing risk assessments and management plans will translate into the new environment. If the holiday is being organised by an organisation that does not usually support the individual, they should liaise with the individual, their main support provider/carer to ensure that all parties are happy with the arrangements. In the event of a disagreement, the duty social worker should be contacted to guide a decision-making process according to the Mental Capacity Act. If any additional risks become apparent during the holiday, the staff supporting the individual should write appropriate risk assessments and 6

7 management plans (taking advice from the organisation s on-call if necessary). Blank copies of risk assessment and management plans should be taken on the holiday to provide a framework for doing this. Medication The responsible person must ensure that the individual has enough medication to last the length of the holiday, plus extra supplies as contingency for travel delays and spoilt doses, etc. All of the individual s regular medication should be taken. This should include non-prescription medication such as paracetamol, plasters and sun cream, etc. If the holiday is abroad, the responsible person should check with the airline for up to date information and advice on carriage of liquids and medication. A risk assessment should be undertaken about medication administration and an agreed plan of action followed. Advice should be sought from the General Practitioner where necessary. If necessary, provision should be made available for the safe keeping of the medication and recording charts whilst on holiday i.e. locked box / container / cupboard. The responsible person for the holiday should have the responsibility for the key/key code (including arrangements for appropriate sharing of codes and contingencies for lost keys, etc). The responsible person should also ensure that all medication is appropriately recorded, in accordance with the organisation s medication policy and guidelines. Unforeseen circumstances, accidents and incidents When an organisation is supporting someone on holiday there must be an on-call contact within that organisation available 24 hours a day in the UK. 7

8 Organisations should be aware that legislation is likely to be different abroad regarding issues of mental capacity. Advice should be sought from the organisation s on-call provision where necessary. If possible, the numbers for emergency services, hotel contacts, and the location of local doctors and hospitals, should be found out before departure. If this is not possible, this should be done immediately upon arrival. Ensure adequate insurance cover is in place (see insurance section). Ensure disclosure of pre-existing medical conditions. Follow your own organisation s policy procedures regarding incident recording. Incidents must be reported to your organisation s on-call at first available opportunity. A first aid kit and accident forms should be taken on holiday and if the accident requires first aid beyond the expertise of the staff members, then treatment should be sought from the local accident and emergency and the on-call contact should be informed. Alcohol and illegal substances Staff must not drink alcohol or take illegal substances for the duration of the holiday. Care of valuables People should be advised not to take valuables but if they do so, this is at their own risk. The organisation should support people to access ways to keep their valuables safe, such as hotel safe deposit boxes. 8

9 If the person does not have capacity to decide if they should take valuables with them, the organisation should liaise with family or support network to devise a plan which is in the person s best interests. Staff and volunteer training All staff and volunteers supporting people on holiday must have appropriate training for the individuals that they support. As a minimum this should include: Awareness of safeguarding First Aid Medication where applicable Moving and handling where applicable Health and Safety (including fire safety) Food Hygiene where the holiday involves food preparation Staff and volunteers must also have received any relevant training around an individual s particular needs. Staff and volunteers hours of work Due consideration should be given to the need for staff and volunteers to have adequate breaks throughout the holiday. Before the holiday, staff need to be informed of, and agree to, their hours of work and any breaks / time off that will be available. They should also sign up to a code of conduct that reflects this document. If a staff member feels unable to agree to these conditions then alternative staff should be sought in consultation with the individual as appropriate. All staff and volunteers should be CRB checked. 9

10 Important information The responsible person should ensure that all important information is taken on the holiday. This will include, but is not limited to: key contact details and next of kin important documents (passports, European Health Insurance Card) Insurance documents Travel tickets Specific medical information (e.g. medication, medical history, hospital passport if available) GP Information The responsible person must hold the key contact details and next of kin details. For other documents, decisions should be made on an individual basis as to who looks after these. It is good practice to leave photocopies of documents with the on-call contact at home. Important information to be left at home A number to contact in case of emergency should be left with family/carers with details of the types of circumstances under which this can be used. This should be agreed by all parties after discussion but it is suggested that the organisation s on-call would be a suitable point of contact. Handling money There need to be clear lines of accountability regarding the individual s spending whilst on holiday. This will range from some individuals being independent in the management of money, to others requiring full support. Where individuals require support with their finances, there must be clear processes in place, e.g. keeping receipts and logging expenditure. Due consideration should be given to supporting the 10

11 person to access the best deal for exchanging money in a way that is safe (e.g. not carrying large amounts of cash). Where possible a contingency plan should be put in place for lost or stolen money. Concerns If anyone has concerns about the arrangements being made for an individual to go on holiday, please contact the duty social worker on Photo record Appropriate to the needs of the individual, it is suggested that the organisation seeks the person s consent for a pictorial record of the holiday to be put together, covering each day and evening activity. This will support the person to recall the holiday afterwards, and it is also evidence that staff have helped the person to have a fulfilling experience. Learning Disability Partnership Board January 2012 Contact (0114)

12 Appendix: Holiday Risk Assessment and Management Checklist Areas of Risk Accommodation Stairs Accessibility Windows Heating (including air conditioning and hot radiators) Fire Water (drinkable, temperatures) Moving and Handling Security (Alarms and Intercoms) Sleeping Arrangements Activities First Aid Clinical Waste Medication Consuming Alcohol (including interactions with medication) Food Storage Facilities Cooking Facilities Language (Foreign Holidays) Nearest Medical Support (GP/Hospital) Swimming, sea Sand Sun Insect Repellent Travel (Air/Car/Train etc) Lost or missing persons Any Risk not previously identified at any point during the holiday Risk Assessment and Management Plan Completed 12 Details

13 13

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