The Directors and Staff of WST Ltd recognise that client safety is a primary part of our business. We are committed to ensuring that all reasonable measures are taken so that clients are assured of a high level of safety throughout their tour.

A qualified teacher herself, Mrs Coates has twenty-nine years’ experience of managing a school travel company, of undertaking hotel, venue and coach inspections, of training staff and of advising group leaders regarding school visits abroad.

We shall achieve this by ensuring that:

1.1 WST establish and maintain a written Health and Safety policy and Safety Management System which comply with the recognised standards for school travel;
1.2 WST will facilitate and promote a positive health and safety culture throughout our own staff, our clients’ and our suppliers’ organisations world-wide, by actively researching and reviewing our tours and visits and maintaining communications with our clients;
1.3 the Directors are committed to provide both finance and resources to implement the safety policy;
1.4 we will actively encourage higher standards from our suppliers by ensuring they are fully aware of the safety standards we require;
1.5 our Safety Management System will set standards which meet the needs of our clients and which are measurable, achievable and realistic;
1.6 WST will measure and review the performance of our compliance with the standards set in the Safety Management System by regular monitoring and a full annual review by the Company Director;
1.7 in addition to our own review we will engage the services of a suitable qualified external expert to carry out a formal annual review.

SAFETY MANAGEMENT SYSTEM

This formal policy document sets out how WST Ltd is to ensure that the company safety objectives are being managed and reviewed. Our Safety Management System is established and maintained to conform to the requirements of the School Travel Forum.

2.1 Identification of Responsibility and Procedures

Policy Making and Planning:

2.1.1 The Managing Director has the overall responsibility for developing and managing the safety management systems.
2.1.2 Our safety management system will be established and maintained to conform to the requirements of the Schools Travel Forum.
2.1.3 The Directors will ensure that adequate resources will be provided by the Company to ensure policies are implemented.
2.1.4 Every effort will be made to ensure the Directors are kept up to date with the safety requirements and practices applicable to the provision of tours.
2.1.5 The management will ensure that all staff are trained and competent in the requirements of the Safety Management System.

Review Procedures

2.1.6 The Managing Director will monitor the standard of accommodation and facilities provided by agents.
2.1.7 WST will establish a monitoring and feedback system, including post visit contact with party leaders and a review of feedback forms provided to party leaders and coach drivers.
2.1.8 To ensure WST are kept up to date, contact will be maintained with the STF and ABTA, training seminars and by reference to travel industry publications.
2.1.9 The Directors will carry out an annual review of the Safety Management System, identify trends and ensure implementation of any remedial action required.

External Auditors

2.1.10 WST will identify and appoint an STF approved independent auditor, currently Overcoat, to annually audit the content and implementation of our Safety Management System within the framework of the HSG65 standards. The verification process will include sampling of WST paperwork and processes and spot-checks of constituent elements of the Safety Management System operating in the field.

3. Accommodation

3.1 Directly Contracted

3.1.1 All managers of accommodation contracted directly by WST will be required to sign a contract confirming that the accommodation conforms to local and national fire, safety and hygiene standards and including a set of specific safety standards aimed at further improving client safety.

3.1.2 WST will obtain from all contracted accommodation a copy of the current fire certificate or local equivalent and the supplier’s current public liability insurance policy and will endeavour to obtain a copy of the current hygiene certificate or local equivalent.

3.1.3 All accommodation that is featured in a WST brochure will be inspected by WST staff prior to using it for the first time and thereafter at least every three years, using as a minimum the STF “core questions”.

3.1.4 All accommodation not featured in a brochure and used by more than five groups or more than twelve nights in one year (whichever is the lesser) and where it is evident that this property will be used a similar amount in subsequent years, will be the subject of a full audit within twelve months of this becoming evident, using as a minimum the STF “core questions”.

3.1.5 WST will record accommodation audits in the following categories
Conforms: no areas of improvement have been identified.
WST will commend the management and encourage them to maintain their high standards.
Minor non-conformities: Aspects for improvement have been identified, but the defects do not render the building unsafe.
The defects will be brought to the immediate attention of the management at the time of auditing and followed up in writing within 14 days.
The auditor will evaluate the deficiencies and a schedule of remedial action will be agreed and monitored.
Unsafe: WST will remove the accommodation from its programme and will not consider its reinstatement until the defects have been rectified and the establishment has been re-audited to a standard that either conforms or has minor non-conformities.

3.2 Agent Supplied Accommodation

3.2. Where agents and ground handlers secure services, WST will ensure that all agents sign an Agents’ Contract. The contract will confirm that accommodation and services they provide comply with local and national regulations. Furthermore they should conform to a set of specific safety standards aimed at further improving client safety.

3.3. Every accommodation unit should hold a current fire certificate or local equivalent; appropriate public liability insurance; and a hygiene certificate or local equivalent if applicable. The Agent will hold copies of the above documentation.

3.4. WST will audit annually sample accommodation from a minimum of 10% of agents and ground handlers who provide such accommodation to them. The standard of the sample checks will be to the same standard as that for directly contracted accommodation.
(Compliance with the STF “core questions” as a minimum)

3.5. A record of all such accommodation audits will be maintained, and the agent appraised of the audit results. If any establishment falls into the unsafe category, WST will hold a formal review with the agent concerned and provide remedial training for the agents’ staff that secures accommodation on behalf of WST.

3.6. A schedule of all accommodation used will be recorded by WST, indicating the current audit status and the re-inspection programme details.

4. Coach Transport

4.1 UK Coaches

4.1.1. WST will obtain from all UK coach operators, prior to use for the first time, a copy of their operating licence, motor vehicle and public liability insurance. All coach companies will be required to sign a coach contract confirming that they comply with all national, local, trade and other laws, regulations, rules and codes of practice. This contract will stipulate a set of safety standards regarding driver’s hours, driver vetting, insurance cover and vehicle age.

4.1.2. WST will endeavour to select coach operators who belong to recognized industry bodies such as the Confederation of Passenger Transport (CPT), Guild of British Coach Operators or are Coach Marque accredited operators.

4.1.3. WST will establish and maintain a “regular use list” of UK coach operators that we use regularly or anticipate using more than five times in any one year; obtain annually and keep on record a copy of the operating licence, motor vehicle and liability insurance.

4.1.4. Each of the coach operators on the “regular use list” will be audited prior to their first use and thereafter at least every three years, using as a minimum the STF “core questions”.

4.1.5. WST will maintain a schedule of the audit status of coach operators and review it annually; ensure that their drivers have no material criminal record or detrimental employment record.

4.1.6. In certain circumstances, WST may not be able to provide transport from our “regular use list” i.e. use of a larger or smaller vehicle; unavailability of a booked vehicle; late group booking; particular location of school, special request from the party leader; unable to schedule an inspection visit prior to the group travelling due to distance or short notice. In all such cases WST will require the Coach Company to provide all the safety information contained in the first paragraph of this section prior to a booking being confirmed.

4.2 Non UK Coach Companies

4.2.1. For non-UK coaches, WST will ensure that all coach companies used complete a coach contract confirming that they comply with all applicable national, local, trade or other laws, regulations, rules and codes of practice. This contract will also stipulate a set of safety standards regarding drivers’ hours, driver vetting, insurance cover and vehicle age, to which the Coach Company must agree prior to use by WST.

4.2.2. Non UK coach companies contracted directly by WST and are to be used, or likely to be used, more than ten times in any one year, will be audited every three years. The standard for the audit will be the same as that for contracted UK coaches. Additionally WST will obtain annually from the company, a copy of their operating licence, motor vehicle and liability insurance

4.3 Agent Supplied Transport, Services

4.3.1 All agents providing coach services will be required to signs a contract in which they confirm that the coach companies they select comply with all applicable national, local, trade or other laws, regulations and relevant codes of practice. This contract will also stipulate a set of safety standards regarding drivers’ hours, driver vetting, insurance cover and vehicle age. The agent must provide this contract prior to the use of their services.

4.3.2 Where agents or ground handlers provide other services that would be the subject of a safety review if booked directly by WST, e.g. visits and excursions, the agent shall sign a contract agreeing to use the same standards as outlined appropriately elsewhere in this document.

5. Airlines, Rail and Public Transport etc

5.1. Airlines, rail transportation and public transport are regulated nationally and internationally, and there are no further measures that WST can influence.

6. Ferry, Eurotunnel

6.1. Ferry companies and Eurotunnel are regulated nationally and internationally and therefore no additional measures can be taken by WST. Liaison meetings will be arranged annually with major ferry companies to confirm the levels of on-board safety are being maintained and a record of these discussions will be maintained.

7.Excursion and Visit Venues

7.1 In relation to visits and excursions, WST will use reasonable endeavours to obtain from providers of visits and excursions evidence that health and safety at the venue has been evaluated, and they comply with local or national regulations. In addition we would seek an outline of any potential remaining risks which the provider wishes to bring to the attention of the youth and school groups.

7.2 Where WST are unable to obtain the necessary safety information prior to a group visiting a venue the party leader will be advised to carry out their own risk assessment on arrival.

8. Inspection Visits

8.1. Should a client wish to inspect a destination in advance of travelling with their group, WST are able to facilitate this to allow party leaders to carry our their own risk assessment. Details on the current arrangements are available on request from the WST Director, Mrs Coates.

9. Safety Information Prior to Travel

9.1. WST will provide written practical safety information to clients prior to their tour.

9.2. The pre tour information contains essential information specific to the tour and general safety information, which will assist party leaders.

10. Accidents, Incidents and Near Misses (including Emergency Procedures)

10.1. WST operates a duty officer system so that a staff member can be contacted at all times when groups are travelling. WST maintain a fully documented emergency procedure available to all clients and which is operational at all times. All group leaders, drivers of British coaches and agents will be provided with details of how to contact the Duty Officer in an emergency.

10.2. To ensure that any safety issues are brought to our attention WST have established a procedure for monitoring feedback from groups, including post-visit ‘phone calls and comment forms provided to party leaders and coach drivers. All of these elements are monitored for reported safety issues.

10.3. WST will supply and complete an accident report designed to include key information. All reported accidents will be investigated. A review of any incidents, accidents and “near misses” reported to the company will be carried out annually. As a result of the annual review the procedures in place will be updated as required.

11. Staff Training

11.1. WST staff will be appropriately trained and monitored to ensure their competency, with formal in-house staff training and update training following any safety issue reported.

11.2. Training for WST staff will be provided every six months, and will include training courses as appropriate; in order to equip staff to carry out the tasks assigned to them in the safety policy. All WST staff will be familiarised with the company’s Safety Management System, which will form part of the basic training.