Requirements for Duke of Edinburgh s Award Expeditions on Foot

Requirements for Duke of Edinburgh s Award Expeditions on Foot 0

CONTACTS DofE Office Bracknell Forest DofE Manager Rachael Kenyon DofE Administrator/ Verifier Tracey Mays DofE Bronze Coordinator Isaac Walker DOFE@bracknell-forest.gov.uk 01344 464723 rachael.kenyon@bracknell-forest.gov.uk 01344 464727 07786691739 tracey.mays@bracknell-forest.gov.uk 01344 464723 isaac.walker@bracknell-forest.gov.uk 07770276690 Off-site and Outdoor Advisory Service (OVA) Brian Mallett DofE South East Regional Office wbmallett@aol.com 01635 36071 07831472458 southeast@dofe.org 01753 727450 USEFUL WEB PAGES BFC Offsite and Adventurous Regulations, Advice and Procedures http://schools.bracknell-forest.gov.uk/offsiteandhazardousactivitiesguidance.htm The Duke of Edinburgh s Award Scheme: http://www.dofe.org/ Countryside Leader Award: http://www.countrysideleaderaward.org/ Basic Expedition Leadership: The British Sports Trust: http://www.sportsleaders.org/ Mountain Leader Training: http://www.mountain-training.org/home-nations/england Adventure Activities Licensing: http://www.hse.gov.uk/aala/ USEFUL PUBLICATIONS All expedition trainers and supervisors must have access to the latest editions of the Expedition Guide and DofE Handbook. Current details are as follows: THE HANDBOOK FOR DofE LEADERS 7th Edition, 2012 Published by The Award Scheme Ltd (ISBN 9780905425 18 4) The DofE Expedition guide 13 th Edition, 2012 Published by The Award Scheme Ltd Full and up-to date information and programme information can be found on the DofE web site www.dofe.org and via edofe 1

CONTENTS PAGE INTRODUCTION - THE ROLE OF THE LICENSED ORGANISATION Insurance Quality assurance processes SECTION A - ORGANISING AN EXPEDITION Expedition planning chart Areas for expeditions on foot Bronze and Silver areas Gold areas Problems with Gold areas Participants with special circumstances SECTION B LICENSED ORGANISATION REQUIREMENTS... Requirements of age, duration and direct entry Training & practices Duration Number of participants Age requirements Direct entry Silver Qualifying Expeditions Gold Qualifying Expeditions Required qualifications for workers and volunteers Delegation of responsibilities Qualifications for expedition trainers/supervisors Approved Activity Providers (AAPs) Field supervision Supervision at campsites Checking in procedure, Staff and Home Contact First aid kit requirements SECTION C - EMERGENCY PROCEDURES... Safeguarding Accident procedure Reporting procedures SECTION D ASSESSMENT. The role of the assessor Duty of Care Who can assess The assessment process for Bronze, Silver & Gold expeditions Before the expedition The pre-expedition check During the expedition Circumstances leading to the withdrawal of assessment The end of the expedition Page 3-4 Pages 5-9 Pages 10-17 Page 18 Pages 19 21 SECTION E - COMPLAINTS... Page 22 APPENDICES.. Pages 1 Centre Staff Registration Form 23-57 2. 20 Expedition Conditions & Variance form- available via edofe Resource Zone 3. BFC Expedition approval form 4. Activity Sheets 5. Supervisors Expedition prompt sheets Practice/ assessed 6. Safeguarding Cue Card- www.proceduresonline.com/berks 7. Immediate action Emergency card 8. Incident Report form 9 BFC recommended kit list 2

INTRODUCTION THE ROLE OF THE LICENSED ORGANISATION Licensed Organisations (LO s) are responsible for the safety and well-being of Duke of Edinburgh s (DofE) participants and the approval of DofE instructors, supervisors and assessors and groups. LO s have activity procedures, which set out the training, experience and qualifications required for their instructors, supervisors and assessors. Leaders must ensure that LO s requirements are met. This guide explains the requirements of Bracknell Forest Council - the Licensed Organisation, Instructors, Supervisors and Assessors must work within these requirements. This document does not provide an exhaustive account of the conditions required by the DofE Award Scheme and is to be used in conjunction with the latest edition of the Expedition Guide (2012) and The Handbook for DofE Leaders Insurance Every person who holds a current Duke of Edinburgh's Award record book/participation pack or is registered through e-dofe, is covered by the DofE insurance scheme. In addition, every adult helper is also covered whilst they are fulfilling their specific role. It should, however, be stressed that the cover is limited, and that youngsters who are not registered on e-dofe, will not be covered by the DofE insurance. Whilst the coverage for third party claims is likely to be adequate, the cover for individual injury or loss of equipment is not great and some items are excluded (cameras, Mobile phones etc.) and participating groups are urged to consider purchasing additional cover. Participants and Leaders who deliver under the Youth Service trips and visits are also covered in their role within Bracknell Forest Council. Travel Insurance Travel Insurance for Offsite and Adventurous Activities is arranged by Bracknell Forest Council s Insurance Section, under an annual block policy which covers all activities undertaken by all Bracknell Forest establishments. Because this is an annual block policy there is no need to purchase Travel insurance on a visit by visit basis. The Bracknell Forest travel insurance policy also covers Offsite and Adventurous Activities undertaken by VA schools where they buy into the Insurance SLA Agreement to schools. Travel Insurance automatically included all adult participants (including Adult Volunteers) at no additional charge. The cost of Travel insurance is recharged to schools annually on a per pupil basis calculated by using the January school census results. Third Party Liability Insurance This form of insurance covers the policy holder against claims being made and subsequently proven in a court of law by third parties. e.g. if an accident occurred and a claim of negligence was made and proven. Any damages that might be payable in such a situation would be covered by such a third party liability policy, provided that the terms of the policy had been met. The Council maintains and will continue to maintain Third Party Liability Insurance which provides for compensation to a third party where negligence, on the part of any person employed by the Council, or under contract of service with the Council or any Adult Volunteer or Volunteer Instructor acting on behalf of the Council, has been proven. VA schools must buy into the Council s Insurance Service Level Agreement to Schools to be covered under this policy but for Maintained Schools this policy is always in force and no action need be taken to ensure that cover is provided. 3

Employer's Liability Insurance Should an employee of the Council claim that the Council as an employer has been negligent, and should that claim be proven, this policy would provide compensation for the employee. VA schools must buy into the Council s Insurance Service Level Agreement to Schools to be covered under this policy but for Maintained Schools this policy is always in force and no action need be taken to ensure that cover is provided. Quality assurance processes 1. There is a quality system control to monitor the quality of group training activities and organisation. These are formally conducted bi-annually and reviewed by the DofE Manager. 2. All expedition assessors must be nationally accredited through DofE Modular Training Framework (MTF). All BFC assessors are invited to attend an annual assessor forum for updates and to discuss issues 3. A meeting with the DofE Manager is required every 5 years for Assessors to continue to be registered with BFC. 4. Group Leaders (Centre Co-ordinators) and Head of Service must sign the Centre Staff Registration Sheet to recognise staff competency and a copy of this is to be held centrally at the DofE office and at the DofE centre. (appendices 1) 4

SECTION A ORGANISING AN EXPEDITION 1: Expedition Planning Chart INITIAL PLANNING BRONZE Plan expedition timetable including training, practice and qualifying expeditions. Submit to DofE office with registers of attendance submitted monthly. As above plus SILVER Plan extra training and practice expeditions for direct entrants. As above plus GOLD For overseas ventures, at least 6 months notice must be given. Consult the DofE Manager for advice as soon as possible in advance. BRONZE SILVER & GOLD If a variation to any of the 20 expedition conditions is required; in the first instance contact the DofE office at least 12 weeks before the expedition. You may then be required to submit a DofE variance form. Appendices 2 If in doubt, check with the DofE Office. DAY TRAINING EVENT At all levels, Group Leader to input on the Frontline System All school groups should also adhere to CYP+L Department /School notification procedures for Emergencies Carry out the training. Reflect and Evaluate with participants and staff OVERNIGHT TRAINING EVENT At all levels groups input on the Frontline System All school groups should also adhere to CYP+L Department/School notification procedures for Emergencies Carry out the training Reflect and Evaluate with participants and staff 5

BRONZE & SILVER PRACTICE & QUALIFYING EXDEPITIONS Informally communicate to the DofE office the proposed dates, as early as possible. Group Leader input on the Frontline System. Submit the Expedition Approval Form (appendices 3) to the DofE office a minimum of 6 weeks prior to the practice and final venture School groups should also adhere to CYP+L Department/School notification procedures for Emergencies Supervisor to arrange pre-expedition check for all participants 1-2 weeks before the expedition. Pre-expedition check takes place. Practice expedition takes place. Reflect and Evaluate with participants and staff A consolidation period is recommended. QUALIFIED EXPEDITION ONLY- As above plus Find an accredited assessor who is registered with BFC for the qualifying venture. If unable to find an assessor contact the DofE Office at least 12 weeks prior to the venture. Route cards to be sent to Assessor prior to pre-expedition check. Assessor be involved with Pre expedition check Qualifying expedition takes place Feedback regarding Assessors is welcome at the DofE office Participants feedback aim 6

PRACTICE & QUALIFYING EXDEPITIONS Informally communicate to the DofE office the proposed dates, as early as possible. Group Leader input on the Frontline System. School Groups should also adhere to CYP+L notification procedures for Emergencies Submit the Expedition Approval Form to the DofE office a minimum of 6 weeks prior to the practice together with 2 copies of the relevant Wild Country Form (Red/Green/Blue) and tracings. Wild Country Forms and tracings 1 must be sent to notify relevant Assessor Network of the practice expedition, at least 4 weeks prior to the expedition Supervisor to arrange pre-expedition check for all participants 1-2 weeks before the expedition. Pre-expedition check takes place. GOLD Practice expedition takes place Reflect and Evaluate with participants and staff A consolidation period is recommended. QUALIFIED EXPEDITION ONLY- As above plus Wild Country Forms and tracings 1 must be sent to notify relevant Assessor Network of the qualifying expedition, at least 6 weeks prior to the expedition. Supervisor and assessor agree arrangements for pre-expedition check Final routes to be sent to the assessor before the pre-expedition check. Timescale to be agreed with assessor. Pre- expedition check takes place Qualifying expedition takes place Feedback regarding Assessors is welcome at the DofE office ALL GROUPS Route Tracings must be appended to Frontline System where the team is venturing into any area of Wild Country for training, practice or qualifying expeditions All groups will be notified through Frontline if the venture has been authorised/ agreed. The Expedition Approval form is to ensure that the expedition falls into the remit for DofE and without prior approval the expedition may be disallowed. This MUST be sent to the DofE Office. NOTES 1 Tracings can be traditional tracings or print outs of routes using Memory Map or Anquet software or D of E mapping. Scale 1:50,000 7

2: Areas for expeditions on foot Bronze and Silver Areas The recommended areas for Bronze expeditions are East & West Berkshire, Surrey Hills, Wiltshire, and South Oxfordshire/Berkshire Downs. Please try to avoid New Forest/South Downs to limit pressure on these popular areas. Save for Silver. Silver expeditions can take place in New Forest, South Downs and Purbeck and similar areas. Remember there is some very good walking locally which can reduce transport costs and will make it more manageable to find a local assessor registered with BFC Gold areas Avoid towns and extensive use of roads use footpaths. Avoid extensive use of trails e.g. Tow Paths, where no navigation is needed. Avoid large, popular campsites during busy periods. Avoid campsites adjacent to pubs especially at weekends and holiday periods. The practice and the qualifying venture must be in wild country. Starting (or finishing) points are permitted to be off the moorland area provided that most of that day's route involves wild country. Avoid extensive use of Major Areas. Ensure that recognised access points are used to enter and leave Countryside and Rights of Way Act (CROW) land. (Google Earth is a handy tool for this) Ensure that at least two days training has been done on open moorland before the practice expedition. Try to avoid popular campsites at busy periods. Remember that the spirit of expeditions is concerned with remoteness and wild country. Training and practice walk areas can overlap, but the qualifying venture must be in unfamiliar country. NB Heavy usage is being made of the Peak District National Park, but more use could be made of the northern and eastern sections, (i.e. the Marsden area or around Stocksbridge and Holmfirth). Potential Problems with Gold areas Many Moorland Areas are grouse moors. From 12 th August each year specific moors will be closed for shooting, without notice. This may require an on-the-spot route change. However, public rights of way remain open. The National Park Authority may close moors due to fire risk. Information can be obtained from the National Parks web site on matters such as weather, closures and fire risks. 3: Participants with special circumstances Where participants have individual needs that mean one or more of the 20 conditions of the Expedition Section cannot be met, they may apply for a variation to enable them to complete their DofE expedition. Where a variation to DofE conditions is sought, in the first instance informally contact the DofE office at the earliest opportunity and at least 12 weeks before the practice expedition. You may need to complete and submit a variation application form to the DofE Manager; these MUST be received 10 weeks before any expedition. 8

Any variations MUST either be agreed by the DofE Manager or by DofE SE Regional Office (Gold only). Expedition Assessors will be notified, by the DofE Office, of any agreed variations. Expedition Assessors will not consider medical certificates or requests for variations at the pre expedition check or at the start of the expedition; these should always have been previously submitted and agreed. For details of the 20 Expedition conditions please pages 74/75 of the Handbook for DofE Leaders (7 th Edition), visit www.dofe.org or contact the DofE Office. Variation Forms can be downloaded from the edofe Resource area. 9

SECTION B Licensed Organisation Requirements 1: Requirements of age, duration and direct entry Training & practices Whilst training can be a series of day excursions, a practice should be a full self-sufficient expedition. Also, training must include camping. Practice expeditions with the emphasis on exploring should include trials of techniques required for the aim/purpose of the qualifying venture, rather than just journeying, more training and practice journeys may be required for the group/ individuals to be at the right level. The Final Practice and Qualifying Expeditions should be in the same expedition season. If not, an additional full day walk and 1 night s camping may be required as a minimum. Duration Level Practice Qualifying Bronze 2 days/1 night 2 days/1 night Silver 2.5 days/2 nights 3 days/2 nights Gold 3 days/2 nights 4 days/3 nights It is strongly encouraged that equipment be the same for the qualifying venture as on the final practice. Number of participants All qualifying ventures and practice expeditions must comprise 4 to 7 participants. If the number falls below 4 at any stage, the expedition becomes invalid it is good practice to have walking groups larger than 4. Age requirements In general, the age requirements are that; Bronze participants should be at least 14 yeas old, although some flexibility is allowed to permit the inclusion of members of peer groups who are just under 14 in Year 9, seek approval from the DofE office as early as possible. If enrolling participants from Yr 9 it is expected that they will start the programme around Easter. Silver participants should be at least 15 years of age, (concessions are possible to include participants within a school year group who may otherwise have to wait to the following year). Gold participants must be between 16 and under 25 years of age. No Gold training may commence before 16 years of age. Direct entry It is essential that participants who have not had the benefit of the previous level of the DofE receive adequate training. Different groups have their own methods of dealing with this; please consult the DofE Office for advice on this. 10

2: Required qualifications for workers and volunteers Expedition Roles The Group Leader (Lead Expedition Supervisor) is the person who has overall legal responsibility for the expedition walking group(s). They will have been assessed as competent and will take responsibility for the walking groups in the field. There may be more than one expedition supervisor however only one of these persons will be classified as Group Leader. An Expedition Helper is someone who may support the Expedition Supervisor but has not been assessed as competent to supervise a walking group. They may not take responsibility for the safety of the walking group(s). An Expedition Assessor has completed the Expedition Assessor Accreditation Scheme (EAAS) course and a supported assessment. They are approved by Bracknell Forest and are registered with the LO as an Assessor. They do not take responsibility for the health and safety of the walking group participants in the field. Expedition Supervisors Training Course (ESTC) Bracknell Forest recognises that qualifications are aimed at those working directly with people in the outdoors; they do not cover remotely supervising walking groups. For this reason Bracknell Forest ensures that all staff acting as an Expedition Supervisor will have undertaken the Expedition Supervisors Training course (ESTC). This requirement will be effective from September 2014. Remote supervision is a process that has to begin with supervisors gradually withdrawing their support from the walking groups during the training sessions and practice expeditions until the Expedition Supervisor is confident that the walking groups have sufficient competency and confidence to journey alone in their chosen environment. 11

Delegation of responsibilities NGB- National Governing Body RESPONSIBILITIES Enters trips/ventures on the Frontline System and takes overall responsibility for the health & safety of all concerned with an expedition To be in the field throughout the expedition to include the night before the venture if the participants are on site Responsible for deploying and supervising any supporting staff NOMINATED PERSON GROUP LEADER EXPEDITION SUPERVISOR Operates under the guidance and direction of the Group Leader/ supervisor May deliver training. EXPEDITION SUPERVISOR (Not Group Leader) Can carry out restricted duties under the supervision of the supervisor i.e. check pointing EXPEDITION HELPER QUALIFICATIONS NGB qualification see tables & up to date First Aid ESTC Familiar with the expedition/training area Registered with BFC & signed off as competent by Head of Service(HOS) NGB qualification or working towards: see tables & up to date First Aid ESTC Familiar with the expedition/training area Registered with BFC & signed off as competent by HOS & Group Leader. Considered by Group Leader to be competent to operate as directed. ESTC or booked onto course. First aid - recommended Reasonably familiar with expedition/training area. Registered with BFC & signed off as competent by HOS & Group Leader. Responsible for the delivery and signing off of one or more sections of the expedition training. EXPEDITION TRAINER NGB qualification see tables below & up to date First Aid Familiar with the training/expedition area Registered with BFC & signed off as competent by HOS & Group Leader. 12

Qualifications for Group Leaders/ Supervisors/Trainers- Non Camping activity Qualification Bronze Level Silver Level Gold Level Mountain Leader (ML)(Summer or YES YES YES Winter) Mountain Leader (ML) (Summer or YES YES NO* Winter) Trained Walking Group Leader Award (WGL) YES YES YES Basic Expedition Leader Award( BEL) YES YES NO Level 3 Basic Expedition Leader Award(BEL) YES YES NO Level 2 Countryside Leader Award YES YES NO Gold Award Holder with ESTC Completed Additional Leader Training Gold Participant Doing Award Leadership & with ESTC & completed DofE Expedition Training YES NO NO YES NO NO All MUST be signed of as competent by Head of Service and DofE Centre Coordinator (Group Leader) Qualifications for Group Leaders/ Supervisors/ Trainers - Camping activity Qualification Bronze Level Silver Level Gold Level Mountain Leader (ML)(Summer or YES YES YES Winter) Mountain Leader (ML) (Summer or YES YES NO* Winter) Trained Walking Group Leader Award (WGL) YES YES YES Basic Expedition Leader Award( BEL) YES YES NO Level 3 Basic Expedition Leader Award(BEL) YES NO NO Level 2 Countryside Leader Award YES NO NO Gold Award Holder with ESTC Completed Additional Leader Training Gold Participant Doing Award Leadership & with ESTC & completed DofE Expedition Training NO NO NO NO NO NO All MUST be signed of as competent by Head of Service and DofE Centre Coordinator (Group Leader) *NOTES. * WGL or ML trained does not indicate the person is qualified and specific approval from OVA must be obtained particularly for Gold training/ ventures. *If centre group leader does not have NGB qualification; one of the expedition supervisors could take on this role for the duration of the training/venture *Persons with other qualifications or experience can request further advice on appropriate exemptions from the DofE Manager/ OVA *All qualifications are valid only in appropriate areas/terrain. 13

Approved Activity Providers (AAPs) Guidance issued by South East Region DofE office. The AAP licence is a quality standard on an organisation s programme meeting the programme and sectional requirements of the DofE. PLEASE NOTE THAT THE AAP LICENCE DOES NOT GUARANTEE THE SUITABILITY OF AN AAP IN TERMS OF HEALTH AND SAFETY OR ITS FINANCIAL STABILITY. Licensed Organisations will have their own process for checking the suitability of AAP programmes in terms of health and safety requirements for their young people and they have the final say on the appropriateness of a course in this respect. Groups considering employing an AAP, should in the first instance, discuss their plans with the DofE Manager. 3: Field Supervision (Ratios) also refer to Activity sheets Staff & Volunteers All staff & volunteers act as agents of Bracknell Forest Council and the Group Leader/ Lead Supervisor has the ultimate responsibility for the safety of the expedition walking group(s) throughout the expedition and the development of the supervision plan. The Group Leader will complete and input on the necessary Frontline System in accordance with the instructions indicated in the Expedition Planning chart and complete the BFC expedition approval form detailed in this guide. The Group Leader must be familiar with the aims and objectives of the expedition section and with the 20 conditions that participants are required to fulfil. They are also responsible for taking reasonable steps to prevent inappropriate behaviour by participants throughout the expedition. Best practice should dictate that both male and female supervisors are in the area throughout the expedition. It is mandatory for the Group Leader of Bronze, Silver and Gold expeditions to be in the expedition area throughout the venture, including overnight. Supervisors should: (guidance used by Youth Service Open Centres in appendices 6) Check the well-being of the walking group(s) at the campsite at the beginning and end of each day. Visit the walking group(s) en route during the day; frequency will depend on the group needs. Initiate search and rescue in an emergency. Carry all the safety information which may be required and a list of procedures to be followed in the case of a serious incident. Whilst it is important to have access to a telephone or a message system, it is important also to note that mobile phones may not work in some areas. Must contact the Assessor if there are any changes or incidents which may affect assessment. Also any change in details, especially names and numbers of participants, dates of expedition, etc. must be notified to the DofE Office and through Frontline. 14

Multiple Expedition Walking Groups When there is more than one expedition walking group additional support will be required. The actual ratio of staff on expeditions will depend on the relationships of the various routes: e.g. where two walking groups are following different routes in different areas, they will need to be staffed separately, but where the walking groups are using common check points on different routes some saving in total staffing may result. It is suggested that there should always be one supervisor per team with a support vehicle.this allows for a supervisor to remain with a walking group if difficulties arise, as well as permitting a small degree of flexibility if other untoward events arise. Refer to Activity sheets for Bracknell Forests minimum requirements. Appendices 4 BRONZE STAFFING RATIO: A walking group is 4-7 participants EXPEDITION TRAINING (non remote supervision) 1 supervisor per expedition group with a minimum of 2 staff. PRACTICE EXPEDITIONS- 1 supervisor per 2 expedition groups with a minimum of 2; additional staff may be required in support vehicle. ASSESSED EXPEDITIONS- 1 supervisor per 2 expedition groups with a minimum of 2; additional staff may be required in support vehicle. If using in house assessors they can be included in the staffing ratio with prior agreement with the assessor. It is advisable to increase staff: participant ratio dependant on needs on individual young people. SILVER STAFFING RATIO: A walking group is 4-7 participants EXPEDITION TRAINING-(non remote supervision) 1 supervisor per expedition group with a minimum of 2 PRACTICE EXPEDITIONS- 1 supervisor per 2 expedition groups with a minimum of 2; additional staff may be required in support vehicle. ASSESSED EXPEDITIONS- 1 supervisor per 2 expedition groups with a minimum of 2; additional staff may be required in support vehicle. If using in house assessors they can be included in the staffing ratio with prior agreement with the assessor. It may be advisable to increase staff: participant ratio dependant on needs on individual young people. GOLD STAFFING RATIO: A walking group is 4-7 participants EXPEDITION TRAINING-(non remote supervision) 1 supervisor per expedition group with a minimum of 2. PRACTICE EXPEDITIONS- 1 supervisor per expedition group with a minimum of 2; additional staff may be required in support vehicle. ASSESSED EXPEDITIONS- 1 supervisor per expedition group with a minimum of 2; additional staff may be required in support vehicle. At Gold level assessors need to be independent from centre. It may be advisable to increase staff: participant ratio dependant on needs on individual young people. 15

Good Practice would suggest that no more than 2 walking groups should expedition and camp together but large centres may have no choice but to put multiple walking groups together. In this case supervisors must ensure an adequate level of supervision, if walking on similar routes start times are staggered by a minimum of 30 minutes. At campsite each walking group should operate as an independent unit. The person inputting to the Frontline System is responsible for organising supervision, and must be satisfied with the personnel; otherwise the expeditions should not proceed. The supervision arrangements are likely to be examined before approval is given by the OVA. Severe Weather Warnings If one is issued by the Met Office for your expedition area then the Group Leader/Expedition Supervisor should Seek Advice from the OVA. Where the forecast is poor the Group Leader/Expeditions Supervisor should obtain local weather information i.e. from the Local Ranger Service and local campsite managers. Plans can be adapted to accommodate some weather conditions. Kit - All kit should be checked as part of the pre- expedition check and signed off as appropriate by supervisor or assessor. If you encounter difficulty with this seek advice from the DofE Office. Supervision at campsites Remote supervision is normally required for assessments, and is essential at Gold. In some instances closer adult supervision may be appropriate; this need is to be determined by the requirements of the individuals and environment. At Bronze and Silver level s staff can camp on the same site but it is expected that enough space is given to walking groups to enable them to remain independent. At Gold level staff should not be staying in the same location as the expedition walking group(s). 4: Checking in procedures, Staff and Home Contact Training day: A home phone contact for the day should be in place, they should be contacted by the Group Leader at the start of the walk and when the day's walking has been completed. This is normally done before the journey home is started, so that the phone contact is aware that the party is off the hill. End of each day in a multi - day expedition: That home contact should be informed at the earliest opportunity that the party has reached the campsite. Unless the Assessor (on qualifying venture) asks specifically to be informed, no other checking-in action is required. End of assessed expedition: In addition to informing the home phone contact that the expedition is over, the Group Leader should also inform the Assessor, if he/she is not actually present at the end of the expedition. This provides the necessary information for the Assessor to sign off the Venture. It is essential for the assessor not only to know that the walking group(s) have completed the route, but also whether everyone completed. The Group Leader must inform the Assessor if any or all of the party abort or end early for any reason. Notify the DofE office, if after the start of an expedition, the expedition is cancelled before completion. Note that mobile phone signal is not always available and this potential issue should be discussed with the home contact prior to the venture. 16

5: First Aid Kit requirements All Expedition Supervisors MUST have a valid first aid certificate of the appropriate Level at all times. Level 2 Emergency First Aid at Work or equivalent which includes as a minimum CPR, Bleeding, Shock, Drowning, Hypo and Hyperthermia, Broken Bones and other minor injuries. Expedition walking group(s) must carry a general first aid kit and be trained in basic first aid. Individuals should also carry a personal first aid kit with any medication. Group Leaders MUST ensure they are aware of any medical requirements and feed relevant information to other staff on the expedition. Suggested Walking Group First Aid Kit Contents: Card giving first aid guidance Individually wrapped plasters of various sizes Various sizes of sterile unmedicated dressings Two triangular bandages Crepe bandage Disposable gloves Mobile phone/gps tracking if appropriate 17

SECTION C - EMERGENCY PROCEDURES 1. Safeguarding The Group Leader should carry the Bracknell Forest Local Safeguarding Children Board Cue Card and ensure all personnel have access to it. (Appendices 6) www.proceduresonline.com/berks If you have any concern that a child/young person may be at risk of harm or neglect The Group Leader should contact the Children s Social Care Duty Team and inform the Head of Service. If a child/young person makes a disclosure of abuse or neglect refer to the Bracknell Forest Local Safeguarding Cue Card for what action to take. 2. Accident procedure All staff should be aware of the appropriate Off-site Activity Emergency Procedures, it is strongly advised that all personnel be given a copy of Immediate Action Card (Appendices 7) For details refer to Offsite and Adventurous Activities Regulations, Advice and Procedures Document- Section 13. 3. Reporting procedures Improving safety is everyone s responsibility. Making a report is to raise awareness and to increase everyone s ability to avoid a repetition in the future. Reports are required, not to attribute blame, but to improve risk management. Events may occur during an expedition or training. They may be classified as ACCIDENTS, INCIDENTS or NEAR MISSES. An ACCIDENT is deemed to have happened if first aid is required over and above normal minor events such as treatment of ordinary blisters scratches or stings. All accidents must be reported within 24 hours of the group s return from the expedition. An INCIDENT is an unexpected event which could have or did adversely affect the outcome of the expedition. These must be reported. A NEAR MISS is something which you observe which you had not previously realised would be a hazard. If you believe it could lead to an accident or untoward incident in the future please report it. Please follow BFC procedures and complete an online Incident Report Form http://boris.bracknell-forest.gov.uk/corportate-services/human-resources/health-and-safetyhealth-and-safety-at-bfbc/health-and-safety-accident-reporting.htm While in the field you may not have access to the online system therefore it is strongly recommended that the Group Leader carry a hard copy of the form and ensure all personnel have access to it (appendices 8) PLEASE INFORM THE DofE MANAGER OF INCIDENTS/ ACCIDENTS THAT OCCUR ON DofE VENTURES AT THE EARLIEST OPPORTUNITY. 18

SECTION D - ASSESSMENT 1: The role of the Assessor All qualifying ventures must be assessed by an Accredited Assessor. Bracknell Forest Council will ensure that expeditions are assessed only by those who have competency in assessing and competency in the mode of travel. All those wishing to assess an expedition for Bracknell Forest must be Accredited Assessors with The Duke of Edinburgh s Award and registered with Bracknell Forest. An enhanced DBS check is required for all Expedition Assessors. Bracknell Forest recognises DofE Expedition Assessor Networks as having been DBS checked by the DofE Charity. Gold Assessors used will be external to the organisation. The prime roles of the Assessor are: To ensure that the conditions of the Expeditions Section of the DofE are met. To use their local knowledge to give advice on the safety of the venture, though the ultimate responsibility rests with the supervisor. To safeguard the general interests of the Duke of Edinburgh s Award in ALL expedition areas / all modes of Transport. To support the team and supervisor to have a successful expedition. To be a useful source of advice. In extreme situations, the assessor may withdraw assessment, thus rendering the qualifying venture invalid. Duty of care Both the DofE Headquarters and Bracknell Forest Council state that all assessors have a "Duty of Care" for young people in expedition walking group(s) and in circumstances where the supervisor/helper is not present and a problem arises, the assessor must take action to safeguard the welfare of the team. Such situations are covered from a Public Liability standpoint by the existing insurance arrangements. 2: Who can assess Level Bronze Silver Gold Assessor An independent or an internally appointed accredited assessor who has not been involved with the training of the walking groups. An independent appointed accredited assessor who has not been involved with the training of the walking groups. An accredited assessor who is totally independent of the DofE Centre. For this reason the assessor will be checked by DofE Manager. All Assessed Ventures must be approved by the DofE Office prior to taking place. 3: The assessment process for Bronze, Silver and Gold expeditions Before the expedition At Bronze and Silver levels groups may appoint an assessor internally. The DofE Office must be informed of the name and database number of the assessor via the expedition approval form If a group/school cannot find their own assessor they may contact the DofE Office at least 12 weeks prior to the venture. 19

At Gold level the group should request an assessor using the Network Assessor from the area that the expedition will take place. See edofe Resource Zone Contact the assessor to arrange the pre-expedition check. Before the pre-expedition check send to the Assessor, tracings, route card with details of aim, menus and equipment lists. Route cards must be checked by the trainer or supervisor, before sending them to the assessor. Route cards, menus and kit lists must be prepared by the participants. The pre-expedition check should usually take place 1-2 weeks before the venture. a) All members of the walking group(s) must be present. b) The trainer, supervisor or adult helper must be present. c) The pre-expedition check usually takes 1 hour per walking group being checked. d) Participants should bring all equipment packed as if for expedition, except food. If equipment is to be hired, a compromise may be agreed between trainer and assessor. e) The Supervisor MUST provide a completed training report from edofe for all participants or each participant MUST bring a participant pack with the expedition training section signed off. No participant will be allowed into the field, unless their completed training page has been seen by the assessor. f) The walking group should have decided who is to assess their presentation. g) During the pre-expedition check, the assessor will check: Aim of the expedition Route and route cards Menus - the walking group must cook and eat a substantial meal each day Kit, especially boots and waterproofs Maps at least 2. 1:25,000 maps Compasses and compass skills Camping equipment Bracknell Forest Council specifies that only double meths burners or gas stoves with self-sealing cartridges may be used on Bronze and Silver. First Aid and safety arrangements Mobile phones the assessor will expect to confirm arrangements. The Assessor will enquire into the state of health of the participants. (The Assessor should be made aware of any variations to DofE conditions, for any participant, which have been agreed with the DofE Office). Assessors will seek to establish that the walking group(s) have had adequate field training and practice h) If the assessor is not satisfied with any aspect of a walking group's preparation, they will advise on the points needing further attention, and may raise a concern/comment to the DofE office. Until such matters have been addressed the expedition may not continue. During the expedition The assessor will meet the walking group during the expedition. This may include meeting them en route - not necessarily at a check point - and seeing them at camp. As far as is possible, the assessor will not interfere with the smooth functioning of the expedition. 20

4. Circumstances leading to the withdrawal of assessment on qualifying ventures Non-compliance with the 20 Expedition Conditions Venture is judged by assessor to have become unsafe, i.e. sudden winter conditions Extenuating circumstances may be reported to the Assessor Network Proven bad and inappropriate behaviour of participants will lead to withdrawal of assessment. 5. The end of the Expedition Assessor delivers a de brief to participants Opportunity is given to Assessor to feedback to the Supervisor Expedition team provide feedback on Assessor for Group Leader to share with DofE office. 21

SECTION F COMPLAINTS PROCEDURE If you are unhappy with any aspect of the DofE operated within Bracknell Forest, please contact the DofE Manager. If after raising the issue with the DofE Manager, you still feel you have not had a satisfactory response, please contact the DofE South East.Regional Office. 22

APPENDICES 1 Centre Staff Registration Form 2 20 Conditions for Expedition & Variance form- available in edofe Resource Zone 3 BFC Expedition approval form- available in edofe Resource Zone 4 Activity Sheets- BRONZE / SILVER/ GOLD 5 BFC Expedition Supervisors prompt sheets Practice/ Assessed 6 Safeguarding Cue Card- www.proceduresonline.com/berks 7 Immediate Action Emergency card Home and Group Leaders 8 Incident Report form http://boris.bracknell-forest.gov.uk/corportate-services/human-resources/health-andsafety-health-and-safety-at-bfbc/health-and-safety-accident-reporting.htm 9 BFC recommended kit list 23

Appendix 1 Duke of Edinburgh s Award: Centre Staff Registration Details 2015/2016 CENTRE Please write in each box the date that each was obtained and attach any relevant certificates. Name DBS check & Number First Aid Minibus Itt DofE Introduction to DofE DofE LP Managing a DofE group DofE LP Teamwork & Leadership ESTC Supervisor Course EAAS Assessor Course Technical Competency. ( BEL, ML) Signature of Approval required from Head of Service: Date: 26 DofE Centre Coordinator:

Appendix 2 EXPEDITION 20 conditions for the Expedition section DofE Qualifying Expedition 1 All expeditions must be by the participants own physical effort, without motorised or outside assistance. 2 All expeditions must be unaccompanied and self-sufficient. Further explanation and interpretation of Motorised wheelchairs may be used where appropriate to the needs of the participant. a) The team must be unaccompanied, unguided and supervision must be carried out remotely. b) As part of effective remote supervision, teams may be more closely supervised for parts of the expedition where specific hazardous areas are unavoidable. This supervision should be kept to an absolute minimum. c) If a team does not possess the necessary physical, first aid and expedition skills required for an area, then they should not be in that area. 3 All expeditions must be supervised by an adult who is able to accept responsibility for the safety of the team. 4 The expedition must have an aim. 5 All participants must be properly equipped. 6 Participants must have completed the required training and practice expeditions. 7 At least one practice expedition must be undertaken at each level of the programme, in the same mode of travel in a similar environment to the qualifying expedition. 8 The team must plan and organise the expedition. The qualifying expedition must not be over the same route or in the immediate vicinity of routes used in practice expeditions. For overseas assessed expeditions, at least one UK practice must have taken place in an appropriate environment. Multiple teams should not travel in convoy but have individual routes from camp site to camp site. Where this is absolutely unavoidable at least 30 minutes must separate each team using the same route and they must operate as discrete teams. 9 Assessment must be by an approved accredited Assessor. 27

DofE Qualifying Expedition 10 There must be between four and seven in a team (eight for modes of travel which have tandem). 11 All participants must be within the qualifying age of the programme level. 12 Participants must be at the same level of assessment. 13 The team must not include those who have completed the same or higher level expedition. 14 Accommodation should be by camping. 15 The expedition must be of the correct duration. 16 The expedition should normally take place between the end of March and the end of October. 17 The expedition should take place in the recommended environment. 18 The expedition must meet the minimum hours of planned activity. 19 A substantial meal should be cooked and eaten by participants each day. Further explanation and interpretation of Unless in the event of an emergency, the team must always keep together. This is regardless of whether they are under assessment or not. Participants should have a similar ability or level of experience and must make a full contribution to the team. Participants should have a similar ability or level of experience and must make a full contribution to the team. See The Handbook for DofE Leaders (seventh edition), page 72 for further details. a) The expedition must be of the minimum number of days and nights and must include appropriate acclimatisation/ final preparation time. b) An acclimatisation day during an expedition due to extreme altitude may be included as long as the minimum hours of activity and journeying are still completed. c) An additional acclimatisation/rest day may be included during an expedition but this will not count toward the expedition days. The expedition must take place at an appropriate time of year for the expedition s location and aim and the enjoyment of the participants. The expedition should take place in an appropriate and challenging environment. Overseas expeditions should take place in an area appropriate to the level of the expedition. a) Six hours at Bronze, seven hours at Silver and eight hours at Gold. At least half of these daily hours must be spent travelling. b) Time associated with overnight accommodation and catering is additional to the minimum daytime hours of planned activity. c) At Silver and Gold levels this must be unfamiliar to the participants. Reasonable time for lunch and other appropriate breaks can be included within the hours of planned activity. This is optional on the final day. 20 A presentation must be prepared and delivered after the expedition. The presentation or report, which may be in any format the participants or teams choose, must be related to the expedition s aim. Variations to these conditions must be submitted to the DofE Head Office as a variation request or an adventurous project, and will only be considered in highly exceptional circumstances. 28

NOTES All conditions must be read in conjunction with the Expedition section of The Handbook for DofE Leaders. All qualifying expeditions must fulfil the conditions of DofE programmes. Further information on the Expedition section conditions can be found in The Handbook for DofE Leaders. Where approval has been sought for an assessed expedition, all team members must meet the conditions of the Expedition section. Where participants have individual needs that mean one or more of the above conditions cannot be met, then they may apply for a variation to these conditions to enable them to participate in DofE programmes. Variation application forms can be found on the DofE website and should be sent to the appropriate Licensed Organisation DofE Manager (for Bronze and Silver), DofE Regional/Country Office (for Gold) or DofE Head Office (for adventurous projects). A copy of applications sent to DofE Offices must also go to the participant s Licensed Organisation. Approved variations should then be attached to the appropriate expedition notification form when submitted by the expedition team. More detailed information and timescales can be found in The Handbook for DofE Leaders or online at www.dofe.org/expedition In exceptional circumstances, like extreme weather conditions, rock slides or political instability, a request for a variation may be made in advance through the usual process. Alternatively, should a change need to be made during an expedition, it is the Supervisor s responsibility to liaise with the DofE Assessor to ensure that the expedition will still meet the conditions of DofE programmes. The Duke of Edinburgh s Award is a Registered Charity no. 1072490 and a Royal Charter Corporation no. RC000806. Registered Office: Gulliver House, Madeira Walk, WINDSOR, Berkshire SL4 1EU 04/12 www.dofe.org info@dofe.org 30

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Appendix 3 Bracknell Forest Duke of Edinburgh s Award Expedition Approval Form Forms must be submitted to DOFE@bracknell-forest.gov.uk 30 working days prior to expedition. Centre Name Date of Expedition Start - Finish Level of Expedition (delete as appropriate) Expedition Area e.g Chilterns/ New Forest CONTACT TELEPHONE NUMBER (during expedition ) Number of Expedition Groups Number of Male participants Number of Female participants BRONZE SILVER GOLD PRACTICE ASSESSED All participants must be registered with the D of E at the appropriate level. Please attach page 2 One form per expedition group is required. Total Participant Numbers Staff Details- Include information on all staff supervising and assessing. All must be registered with Bracknell Forest as DofE leaders. GROUP LEADER NAME & QUALIFICATIONS/ EXPERIENCE GROUP LEADER CONTACT TELEPHONE NUMBER OTHER STAFF NAME ROLE Supervisor/ Assessor/ Helper/Driver (include Assessor number if assessing) QUALIFICATIONS/ EXPERIENCE ( BEL, WGL, ML) Office use: Date Received: Approved: YES Approval Number No Reason 34

Members (Please note the 8th row (shaded grey) is to be used for modes of travel that include tandem only, e.g. canoe, bike). Forename Surname Gender (Delete as appropriate) Age at date of expedition Tick if being assessed edofe ID Number Previous Awards Achieved (delete) F M B S Dates/areas of practice expedition(s) undertaken F M B S F M B S F M B S F M B S F M B S F M B S F M / B S Aim of expedition: Required for Practice & Assessed Type of presentation: To be reviewed by: Assessor Supervisor DofE Leader Other Expedition location information: (distance & height gain not essential but preferred) Hours Team Supervisors Day Date Journeying Planned Activity Location and place name Address with postcode Grid Ref Distance Height gained Location Grid Ref Base / / Start / / Night 1 / / Night 2 / / Night 3 / / Finish / / Declaration (to be signed by the DofE Leader or Supervisor): I confirm that all preliminary training has been successfully completed and that the performance of each member of the team during training and on practice expeditions has been such as to enable me to submit them for this expedition with confidence. Each team member is physically able to undertake the expedition. Signature or email address if submitting electronically: Name: 35 Date: Position: / /