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7.5 Leisure and Activities


The Enjoyment and Achievement Standard


This Chapter provides general guidance on planning activities, including outdoor activities.

NOTE: The term 'Group Leader' is used throughout, it means the member of staff with overall responsibility for the activity.


Section 9, Absence Whilst on an Activity was slightly amended in November 2013.


  1. Pre-Activity Planning and Authorisation
  2. Insurance
  3. Financial Arrangements and Meals
  4. Transport Arrangements
  5. Prepare Children
  6. Adventurous Activities
  7. Accommodation
  8. Sleeping Arrangements
  9. Absence Whilst on an Activity

1. Pre-Activity Planning and Authorisation

As soon as it is known an activity or series of activities are likely or necessary, the manager must be consulted and should oversee and approve all arrangements or delegate another person to act on the manager's behalf. All arrangements must be recorded and signed off by the Home's Manager or delegate.

If only one member of staff is taking part, it is always assumed that person is in charge or responsible for the activity. Where more than one staff are taking part, one person must be designated Group Leader (or person in charge) and other staff should be given other responsibilities/roles as necessary. These other responsibilities must be overseen by the Group Leader and approved by the manager.

The Group Leader should complete a Risk Assessment (see Transporting Children Procedure, Risk Assessment), which must be 'signed off' by the manager.

The Group Leader must prepare and produce a route, timetable or schedule for the activity, including dates, times of travel, vehicle(s) to be used, the location of planned breaks, places/locations to be visited and people to be visited.

The Group Leader must identify the children who will be taking part in the activity and consider what arrangements or plans must be made, taking account of:

  1. Care Plan, Placement Plan or other relevant plans;
  2. Recent/relevant events/incidents;
  3. Group dynamics, staff/child relationships;
  4. Child Protection Issues;
  5. Violent or other offending behaviour;
  6. The healthcare or mental health needs of the children;
  7. Level associated with Drug/Alcohol etc. misuse;
  8. Level of disability and associated special needs.

A list of staff or other responsible adults who are likely to take part must be drawn up. At least one member of staff should be known to the child(ren) taking part and there must be one member of staff from each gender for mixed groups. Where this is not possible the manager must approve the alternative arrangements, ensuring that the best interests of the child are accounted for; in these circumstances the staff/adults taking responsibility for the child must be provided with relevant information about the child to enable the activity to be undertaken safely.

The Group Leader must ensure the child/staff ratio's are adequate to meet the needs of the children and the risks posed. For example, where there is a risk of violence, hazardous activities are undertaken or remote locations are used.

Where there is a risk of confrontational or violent behaviour, the Group Leader/Manager must ensure that staff undertaking the activity are suitably trained and are familiar with procedures and guidelines contained in this manual relating to Behaviour Management, Incidents and the use of Physical Intervention.

The Group Leader must ensure that parent(s) have been consulted/informed and consents obtained.

All staff must carry ID cards.

2. Insurance

Adequate Public Liability Insurance must be obtained, usually already in place - consult your manager.

Normally, children's holidays are insured fully under the authority's insurance policy for any holiday within the United Kingdom. Also any resort or destination will be approached to confirm they too have Public Liability Insurance cover.

Holidays outside of the United Kingdom or hazardous activities may require additional insurance. In these circumstances, the Group Leader should consult the manager. When using public facilities e.g. leisure centre or hazardous activities staff should ask to see a valid copy of the current insurance certificate and record any findings on the relevant Activity Risk Assessment.

3. Financial Arrangements and Meals

The Group Leader must decide what financial arrangements are necessary, and agree them with the manager. The manager must decide how finances will be recorded.

The Group Leader must ensure that adequate arrangements are made for meals, breaks; taking account of the dietary, healthcare and cultural needs/choices of the children and staff.

4. Transport Arrangements

For detailed procedures, see Transporting Children Procedure.

5. Prepare Children

As soon as practicable before the activity is due to start, the children should be notified of the following; and this must be recorded:

  1. The intention to involve the children in the planning;
  2. An explanation of the proposed activity, including its aims and objectives;
  3. Expectations about their behaviour and the implications of poor behaviour;
  4. Appropriate and inappropriate personal contact including sexual activity;
  5. Emergency procedures and safety precautions;
  6. Rendezvous procedures;
  7. Dangers e.g. coastal visits, mountain walking;
  8. What clothing they will require.

6. Adventurous Activities

If an activity holiday is proposed, the name of organisation, activities involved type of accommodation, address and phone number of organisation should be obtained.

There are a number of checks which must be made on activity holidays.

These must be undertaken by the Group Leader unless the holiday has been arranged by the child's school, the school should be asked to confirm that these checks have been made and that sufficient staff or subcontracted staff will be present to supervise the children.

6.1 Organisations registered with the Adventure Activity Licensing Authority

The Group Leader should confirm that the organisation is licensed with the Adventure Activity Licensing Authority. The licence registers the organisation for sports in 4 categories (caving, trekking, mountaineering, water sports) and the conditions in which it is licensed to provide them. The Social Worker/Group Leader should look for:

  • Licence number. This will be a double number e.g.: L1234/R5678;
  • You should verify the licence by ringing the Licensing Authority (see link above);
  • What sports and conditions it is licensed for.

The licence is an indication of the standard of health and safety the organisation achieves. It also indicates that police checks and references have been taken up for staff.

6.2 Organisations not registered with the Adventure Activity Licensing Authority

Some activities, which contain an element of risk fall below or outside of the licensing level and requirements. For organisations not licensed with the Adventure Activity Licensing Authority, the following checks should be carried out:

Ask for the following:

  • A list of staff and their qualifications for the activities offered;
  • Whether all staff and volunteers are police/DBS checked;
  • Whether references are taken up on all staff and volunteers;
  • Whether the organisation undertakes formal risk assessments on the activities; ask to be sent copy/copies of the risk assessment(s). These should identify risks as well as measures and procedures by which the risks are controlled.

7. Accommodation

7.1. Accommodation (Indoors)

  1. The immediate accommodation area should be exclusively for the group's use;
  2. There should be heating and appropriate ventilation;
  3. The accommodation must be safe i.e. locks on doors;
  4. The accommodation must have a fire alarm;
  5. The whole group must be made aware of the layout of the accommodation;
  6. There must be adequate space for storing clothing;
  7. There must be adequate lighting (take a torch);
  8. There should be recreational accommodation/facilities wherever possible.

7.2. Accommodation (Outdoors)

The above should be taken into consideration. For camping, there are numerous additional considerations to be taken into account, e.g. safety issues, security, cooking safety, fire. All concerns should be part of the risk assessment.

8. Sleeping Arrangements

Wherever possible, there should be separate male and female sleeping/bathroom facilities for children and staff. If this is not possible, a rota system must be implemented.

Wherever possible, staff should supervise the children at night (and remain in gender specific rooms).

A rota should be devised to enable the maximum supervision possible. The on call person should not retire until the children have been settled for one hour.

Individual/group needs must be taken into consideration at night e.g. a child may prefer not to sleep in a dormitory setting. Are there any child protection issues? Sleeping arrangements must reflect the fact that staff have considered the individual needs of and associated risks to children on the activity. Sleeping arrangements must be detailed in the plan and approved by the Manager.

Security arrangements must be implemented at night. Wherever possible, a child should be prevented from absconding.

9. Absence Whilst on an Activity

If a child becomes Absent, Missing Without Consent or Absconded whilst on an activity it will be necessary to follow the procedures set out in Children Who Go Missing from Home and Care - Joint Procedure.