Year Out Group

Executive Committee member

Trekforce Worldwide is proud to be a leading member of the Year Out Group. The year Out Group was set up to promote the incredible value of a structured expeditions and placements. The Director of TFW, Rob, sits on the Executive Committee of the YOG and TFW is a leading member of the Expedition sector; driving standards within the industry ever higher.

The Year Out Group is an association of independent UK-registered organisations of various sizes, at least one of whose principal activities is the provision of high quality structured programmes in the UK or overseas for young people taking time out between school or college and higher education or employment, or between higher education and a job.

Membership. Year Out Group sets specific membership criteria including finance, safety, security and quality that must be satisfied before organisations are allowed to join. All members are required to adhere to this Code of Practice and operational guidelines appropriate to their activities. Members provide annual confirmation that they continue to meet these criteria.

Financial Security. Members are required to comply with all UK statutory financial regulations applicable to their individual status as companies and charities and to have systems in place to protect money paid by customers for any placement arranged under the Year Out Group logo.

Accurate Literature and Websites. All members do their utmost to ensure that all their brochures, terms and conditions and other publications, print or electronic, clearly describe the year out placements and services offered.

Professional Support and Welfare. Members maintain high standards of personal service and individual support by thorough briefing of participants and training of staff. Courses, programmes, expeditions and placements are vetted and monitored by member organisations and security and safety procedures are in place. Where students are placed overseas, in-country support is provided.

Standards. Members are committed to continuous improvement of their Year Out Activities, have systems in place for participants to evaluate their programmes and welcome suggestions for improving performance and standards.

Ethical Considerations. Members are committed to ensure that relationships with the beneficiaries of their activities and programmes are conducted responsibly and with sensitivity regarding social, environmental and local issues. In this respect members seek to:

• Protect the Environment – its flora, fauna and landscapes.
• Respect local cultures – traditions, religions and built heritage.
• Benefit local communities – both economically and socially.
• Conserve natural resources – from office to destination.
• Minimise pollution – through noise, waste disposal and congestion.

Customer Relations. All members endeavour to deal swiftly and fairly with any issues their customers may raise. All members have a complaints procedure in place that forms part of their Terms and Conditions.

Operating Guidelines

Introduction

• Member organisations that run expeditions abide by the Guidelines for Youth Expeditions drawn up by the Young Explorers Trust (YET), (see www.theyet.org or www.rgs.org/eac).
• In addition Year Out Group members take full advantage of the guidance and advice (for adults, under 18s and school groups) provided by recognised sources, such as National Governing Bodies and the Adventure Activities License Authority (AALA) when establishing their operating procedures.
• The Operating Guidelines below are aimed at enhancing the YET Guidelines providing additional detail for members. Year Out Group members are not bound in law by these guidelines/regulations, however members recognise they reflect ‘good practice’. The various lists are designed to be illustrative; organisations may add or subtract from them as appropriate. Where members do not adhere to the guidelines then clear justification should be available if requested.

General

2.1 Terms and Conditions. Unambiguous Terms and Conditions are to be available to all participants at the time of application.

2.2 Participant Declaration. Members should require all participants to sign a declaration stating that they fully understand the nature of the programme they are undertaking and the physical and mental demands that may be involved.

2.3 Operational Procedures. Organisations should draw up and keep current an ‘Operations Manual’, which should be accessible to all staff.

2.4 Insurance. The organisation is to have adequate insurance cover, reflecting the size and activities that form part of the expedition. Information is to be available to participants detailing clearly what insurance cover is provided and what is not, and what is their responsibility to arrange.

2.5 Policies. The organisation is to have clear policies covering the following areas:

• Equal Opportunities.
• ‘Loco in Parentis’.
• Child Protection (For those working with under 18s’ and vulnerable young people).
• Criminal Record Bureau checks.
• Feedback - There is to be a system by which feedback from participants can be captured and analysed to enable the organisation to learn and change where necessary.

Expedition Staff

3.1 Qualifications. Staff must have the relevant and necessary qualifications and experience to fulfil their role.

3.2 Recruitment. Organisations should have clear and fair recruitment and selection policies and procedures in place to ensure that the appropriate people are recruited.

• Responsibilities. Once appointed staff are to be briefed on their role and responsibilities.

3.4 Documentation. Organisation should hold copies of all their staffs documents such as their qualifications, log books of previous experience, driving licence etc.

3.5 Training. Staff are to undertake appropriate training to ensure they are capable of carrying out their responsibilities. This may include both a UK and In Country training programme.

3.6 Local In-Country Staff. In many circumstances members may employ local staff in support of their operations. When doing so they should have policies and procedures in place for their recruitment and selection to ensure that they employ people with the right skills and experience and knowledge of working with young people.

3.7 Third Party Providers. If members intend to use the services of third party providers, then a full risk assessment should be undertaken to ensure they meet the appropriate standards.

Participants

4.1 Training. There is to be an appropriate level of briefing/training in both the UK and In Country prior to starting the expedition. Training may, where appropriate, include:

• Country Brief and Cultural Issues.
• Political and Security Issues.
• Programme and Project Briefings.
• Safety procedures.
• Crisis Management and casualty evacuation.
• Risk assessment.
• First Aid.
• Personal and Group Health and Safety.
• Environmental and Conservation Issues.
• Communications.
• Camp craft.
• Specific Activity Safety.
• Team Dynamics and management.
• Kit and Equipment.
• Transport.

4.2 Acclimatisation. There should be a suitable period of acclimatisation for participants on arrival in country before embarking on the expedition. Acclimatisation may be cultural, climatic or just an opportunity to overcome jet lag.

4.3 Kit Lists. Kit lists are to be provided.

Safety

5.1 Crisis Management. A central organisational Crisis Management Plan is to be in place. Staff are to be familiar with the procedures and have regular briefing and training on crisis management. There is also to be an In Country Crisis Management Plan, which is to dovetail into the central plan of the organization.

5.2 Risk Assessments. Full and comprehensive risk assessments are to be carried out for the expedition and all the activities involved in it. Risk assessments should cover:

• Country of Destination
• Expedition Programme
• Projects
• Activities

Participants should be encouraged to conduct their own risk assessment during the training sessions.

5.3 Incident Reporting. There is to be a system of reporting and recording incidents with the aim of:

• Learning lessons to improve procedures.
• To identify trends in incidents.

5.4 Communications. Good communications are essential at all times but especially to enable organisations to respond appropriately in times of crisis. The minimum lines of communications should be as follows:

• Between Head Office and In Country Office/Site - A minimum of two reliable forms of communication.
• In-country operations - Project sites should have adequate cover in order to operate safely.

5.5 Emergency On Call. There is to be a 24hr On Call System by which the organisation is able to respond to an incident.

Medical

6.1 Medical Screening. Medical screening and risk assessment is to be carried out as part of the application process for participants. This should including medical forms signed by GPs and doctors confirming the state of health of an individual and also recording the vaccinations that have been administered.

6.2 Medical Documents are to go to country and be held by volunteers/staff leading the expedition.

6.3 Medical Staff. Working in the field brings its own unique challenges. For organisations who elect to have expedition medics are to ensure that they have the appropriate qualifications and experience.

6.4 Medical Kits. These are to be relevant to activity, country, and terrain. The contents are to be reviewed regularly.

6.5 Medical Facilities. Staff are to know what medical facilities are available to them particularly with regards to location, services, quality, opening times and, when applicable, where specialist facilities can be found i.e. decompression chambers for diving projects.

Transport

7.1 Terrestrial vehicles. Vehicles should be:

• UK Roadworthy where possible.
• Serviced according to manufacturers recommendations if owned by the company.
• Appropriate for the terrain.
• Users must hold an internationally recognised, valid and full driving licence.
• Have suitable harnessing, e.g. Seat Belts.

7.2 Marine vehicles. Vehicles should:

• Have in country worthiness licensing where appropriate.
• Be driven by qualified or appropriately trained operative.
• Have engines serviced according to manufacturers recommendations.
• Have an appropriate communications outfit (e.g. marine VHF radio and EPIRB).
• Be equipped with medical kits plus appropriate emergency rations/supplies.
• Be equipped with life jackets/personal floatation devices for each crew member and passengers, which must be worn at all times.
• To have secure and correct seating for all passengers.
• Be appropriate for sea conditions.

7.3 Aircraft. Internal aircraft should be risk assessed.

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