C2105 Procedure - VPC - Trips and Duke of Edinburgh Awards

Number: C2105
Date Published: 18 December 2020
Version 3 – December 2020

1.0 Summary of Changes

This procedure has undergone its 2 yearly review. The only addition is within section 2 where reference is made, and a link given, to the new National VPC Safeguarding Policy.

2.0 What this Procedure is about

This procedure will provide Volunteer Leaders of Cadet Units with information and guidance relating to the following aspects of the Volunteer Police Cadet Activities Scheme:

• Camps and Away Trips;
• Duke of Edinburgh Award Scheme

It is also aimed as a source of reference for supervisors and managers within the organisation who have contact with VPC Units.

This procedure should be read by all members of staff who will be involved with the cadets.

See the National VPC Safeguarding policy which has been adopted by the Force.

Compliance with this procedure and any governing policy is mandatory.

3.0 Detail the Procedure

3.1 Camps and Away Trips

3.1.1 Notifications

All camps and trips away that involve an overnight stay should be notified to the Force VPC Coordinator on the notification form. The Cadet Leader in charge for every camp or away trip will be entered at the number “1” position in the supervision list.

Insurance cover is in place for personnel taking part in VPC general activities provided that they are carrying out activities for Essex Police and are under our direction and control.

All personnel involved in VPC activities must be adequately trained for the activities they will be carrying out, and any equipment they intend to use must be in good working order.

Any extreme/adventurous activities that are planned for cadets should first be notified to an insurance officer prior to participation in order to ensure appropriate insurance cover is in place and a separate risk assessment written in consultation with the health and safety department.

3.1.2 Documentation

The documentation required is outlined in above but including the above notification form.

All camps and away trips will be subject to individual risk assessment, which will be completed in consultation with the Health and Safety department and Force Cadet Coordinator.

3.1.3 Attendance

Camps and trips away should be open to all cadets, irrespective of ability, age or financial status. The only exception to this will be for events such as the DofE where there are pre-requisites to participation, or specific invitations to individual or groups of cadets to attend events.

It is especially important that no cadet is excluded through any disability or financial constraints & any medical and religious needs will be accommodated. Units should design their camps and trips with this in mind, rather than organising a trip and then finding some are excluded.

It is perfectly acceptable (and indeed encouraged) for Cadet Units to finance those cadets who cannot afford to participate, however care should be taken not to allow their financial status to become a source of embarrassment or their receiving of funding a source of resentment. This will be for the Unit to manage as funding is not available centrally.

Non-attendance at any event which requires payment either before or at the time of participation may result in the forfeiture of the payment, unless a refund would not result in financial loss to the Unit or other cadets.

It is also acceptable for leaders to exclude cadets from attending trips away based on their record of behaviour. If a cadet cannot be trusted to behave within the expected protocols to such an extent that they may be removed from the trip then they would jeopardise the entire trip as leaders would have to escort that cadet back home. In these circumstances the cadet may be excluded from participation, but this must be a local decision based on the leader’s knowledge of the cadet.

3.1.4 Supervision

Every camp or trip away must have a designated Cadet Leader in charge who will be attending the event. They will have their name inserted in the first supervision position on the camp notification form.

Supervision ratios will depend upon the character of the cadet group, the experience of the leaders and the nature of the activities that have been planned for the trip.

As a minimum this ratio should be 1 leader for every 8 cadets, with appropriate leader genders for the genders of the cadets, with a built in allowance for the abstraction of a leader for emergencies. This varies from the normal weekly meeting supervision ratio due to the differing nature of the activities. The final say on the required supervision ratios lies with the person holding the relevant qualification to supervise the activity and the person performing the risk assessment

3.1.5 Transport

See section 3.12 within C 2101 Procedure – Volunteer Police Cadets - Recruitment.

3.1.6 Accommodation

The best way to ensure suitability for the activity or event is to visit the proposed venue as part of the risk assessment process. If this is not feasible, then it is advisable to seek previous users' feedback/information and to obtain a copy of the site's risk assessment and emergency procedures. Fire is the greatest risk in any accommodation.

Careful planning should ensure the welfare of young people, meeting individual needs and providing protection from abuse. Sleeping arrangements for male and female cadets and staff must follow the instructions in the Child Protection section above.

Careful consideration must be given to religious and cultural diversity. For example, a prayer room may need to be allocated and time may need to be given for prayer and other religious activity.

Consideration should be made regarding access for those with any physical limitations.

Leaders or Cadet Instructors who are 18 years or older should not, if it is at all avoidable, share a room with cadets who are under 18 years old. Every effort should be made to allow Cadet Instructors (18-19 year old cadets) and cadet staff to have separate accommodation from each other and from cadets. If this is not possible then, for the sake of transparency, notification of this fact should be included on the notification form submission and in the health and permission form that is returned by the cadet or Cadet Instructor, signifying that they were aware of the need to share with other staff when they agreed to attend. It is accepted that this scenario may well arise, especially with the use of bunk houses and on boating events, where shared accommodation is the only option, and in fact it may be necessary to share with cadets as well.
If the sharing of accommodation is unavoidable then the management of changing and washing facilities and the placement of individuals within the accommodation must be managed by the leaders responsible for the trip.

There must never be mixing of cadets, leaders and cadet instructors in tented accommodation. Males and females must also never share tents.

3.1.6.1 Catering

Food poisoning is an avoidable hazard. If part of the activity/event involves some form of catering, then only qualified leaders should supervise this. The minimum standard for Cadet Leaders should be FSA Essential Food Hygiene certificate. It is important to cater for special dietary needs, for example vegetarian, religious and cultural diets. Where necessary, training will be provided.

Outside catering providers should be checked for suitable qualifications and that they are proficient in the production and preparation of food. This will be checked by the Volunteer Leader overseeing the event.

Attendees with food allergies must make this fact known to the organising leaders at the earliest opportunity (usually via the Health and Permission form), in order that precautions may be taken.

3.1.7 Equipment

Units should, finances allowing, try and maintain a stock of tents, stoves and backpacks suitable for use on the DofE expedition. However, as these can be expensive, neighbouring Units should consider mutual support, or equipment be hired from other agencies.

Equipment that is likely to be worn or used next to the skin is not to be shared. Cadets should provide or be provided with their own sleeping bag liner if they are to borrow sleeping bags.

Equipment must be suitable for the intended task. If you have any doubts over this advice should be sought from a suitably qualified source. In general terms a “technical expert” in outdoor walking activities will hold a minimum of a Mountain Leader’s Qualification.

Team equipment that must be included in any trip away should include:

• First Aid kit;
• Mobile phone (charged!);
• Maps/directions (including local emergency services/hospitals);
• Tickets/invoices/receipts for prepaid services;
• Health and Permission forms & contact details.

For trips involving any sort of expedition (not just DofE expeditions), the expedition supervisor (see next section) will be responsible for ensuring that all participants have the appropriate equipment with them or available within groups.

A suggested kit list is available on the DofE Website. Leaders and supervisors should include extra equipment suitable on the level of their qualifications, the terrain and prevailing conditions.

3.1.8 Activities

All aspects of the activity must be risk assessed. Only qualified, experienced staff must operate the activity. There must be more than one adult present during all activities in case the activity supervisor falls ill or is incapacitated in any way. There must be a contingency plan if the qualified person is unable to continue with the operation of the activity, e.g. due to injury. The National VPC strongly recommends that forces, although exempt from licencing, abide by the guidelines set out by the Adventurous Activities Licencing Authority (AALA). A guide to their standards is available from the Force VPC Coordinator. All outside providers that charge for their services in this area should be licenced by AALA.

Activities involving water have the potential for being dangerous and careful planning and risk assessment is essential. The main considerations here would be the ability/experience of the participants (i.e. the strength of their swimming – has this been tested?), the qualifications and experience of the staff delivering the activity (do they meet with the level expected from AALA?) and the quality and suitability of equipment (e.g. buoyancy aids, safety helmets, etc). Other outward bound activities, e.g. abseiling, rock climbing, etc. have dangers attached to them and must be as stringently planned/risk assessed as water based activities.

The type and extent of the activity should be considered bearing in mind the need to include participants from different religious and cultural backgrounds and also considering the capability and needs of individuals. Every effort must be made to provide equal opportunities to different groups and individuals.

One example may be that in a physical activity the clothing worn should be considered and care must be taken to include religious or cultural dress if it is safe to do so. Advice should be sought from the National Governing Body for the sport, the particular service provider and the official licensing body of the activity concerned.

3.1.8.1 Expeditions

For all activities that include any kind of trek or expedition, an expedition supervisor will be nominated who is responsible for the safety of the group.

This includes any expeditions or walks that are not being logged as part of the DofE expedition process. This supervisor may be from an outside service provider but they must have an appropriate qualification for the terrain.

Notification of expeditions will be as for DofE expeditions and route cards should be submitted to the Force VPC coordinator.

3.1.8.2 Qualifications of Supervisors

Due to the nature of the adventurous activities that we offer our cadets it is necessary to ensure that those people who are supervising them are properly trained and qualified. Essex VPC, as recommended the national VPC programme, will abide by the guidelines set out by the Adventurous Activities Licensing Authority.

The only exceptions to these standards considered appropriate by the National VPC are:

• The trekking qualification required for “Lowland Country” (for all outings that require a trekking qualification) within the VPC will be the Basic Expedition Leader’s (BEL) Award from SLUK. This has been considered by a Technical Expert (Summer Mountain Leader) as an acceptable standard of qualification for this terrain. It is believed that this qualification was not considered for the AALA standards as the National Governing Body they consulted was the Mountain Leader Training Board, who do not offer this qualification; and
• The cycling qualification required for the corresponding terrain for expeditions by cycle may be adapted to include local policing cycle qualifications as long as it has been confirmed by the organisation/branch in charge of such training that these cycling qualifications are equivalent or superior to the quoted AALA qualification. This must be documented and shown in the risk assessment locally.

3.1.8.3 Activity Providers

All activity providers must have the required Public Liability Insurance – the required level should be checked with an insurance officer.

3.1.8.3.1 Equipment

It is accepted that Cadet Leaders may not have the technical knowledge of the equipment that is typically used for adventurous activities, and therefore advice may be sought from external activity providers. However even to a lay person there are obvious signs of wear and tear that can and must be questioned with the provider. Leaders are also expected to ask an activity provider what their maintenance regime is for their equipment, who checks the equipment, and how often. If in any doubt Cadet Leaders should consider removing Cadets from the activity.

3.1.8.3.2 Emergencies

The first priority in any emergency is the safety of the cadets, leaders and other members of the public. It is inevitable that emergency situations will, from time to time, occur and we should be trained, equipped and prepared to deal with them in order to protect the wellbeing of those involved. This includes having supervisors with the proper qualifications and equipment for activities, first aid training, communication channels and an awareness of risk and risk mitigation procedures when appropriate.

A checklist of considerations for dealing with emergency procedures including critical incidents is outlined below.

3.1.9 Partnership Trips

Some Cadet Units undertake trips away in support of and in conjunction with other organisations.

An example of this is the Activenture scheme which offers the opportunity for young people aged 13+ (and adults) to accompany young people with impairments on adventure weeks and participating in the activities. Details of this organisation can be found here: www.activenture.org.

These trips are an excellent opportunity for cadets doing their Gold DofE to evidence their residential section.

3.1.10 Discipline

Cadets and Leaders should remember that when they are present at any event organised by, or for, the Volunteer Police Cadets they are representing the Police Service. This includes camps and trips away. It is very easy to forget this fact when out of uniform, in an informal setting.

Ground rules need to be set and participants must sign up to an agreed code of conduct. In particular it is important to decide upon suitable penalties for behaviour below the agreed acceptable standard – as per the VPC Code of Conduct. For example, arrangements need to be made to return the young person home following exclusion from the activity. Any cases of discriminatory behaviour must be challenged and dealt with firmly. Any offences will need to be reported and investigated appropriately. Parents/guardians/carers must be informed and incidents properly recorded. The Duty Officer for the Unit concerned must be informed of critical incidents and offences that have potentially serious consequences.

This should be done by way of phone-call through the control room as soon as practicable. The Duty Officer will in turn inform the area SLT lead for cadets according to local protocols. The Force VPC Coordinator will also be informed by way of phone-call or email by the Duty Officer or control room supervisor.

3.1.10.1 Alcohol

Cadets will under no circumstances consume alcohol whilst engaged in any event organised, run by or involving the VPC.

It is accepted that many leaders attend the camps and trips in their own time; however as an organisation we still have a legal obligation towards the welfare of the cadets in our care.

Police officers and staff who are in duty time are reminded that there are disciplinary regulations regarding drinking on duty.

It is for the VPC Leader in charge to ensure that there are sufficient capable leaders available to deal with any foreseeable emergency at any time. The VPC Leader in charge must make those people who are expected to be available in case of emergency aware of this fact.

Failure to provide a suitable number of fit and available leaders may constitute a breach of Health and Safety regulations and the minimum number of leaders that should be available should be outlined in the Risk Assessment under the hazard heading of “Insufficient Supervision”. This number must be strictly adhered to.

3.1.10.2 Smoking

Safe smoking areas should be identified for the cadets and VPC Leaders. Smoking indoors or in confined spaces, especially tents is not to be permitted. Underage smoking is not to be tolerated.

3.2 Duke of Edinburgh Award Scheme

3.2.1 General

The Duke of Edinburgh programme is a central part of the accredited training the VPC offers to its cadets. All Cadet Units will offer the Bronze, Silver and Gold levels.

The programme is designed to be inclusive for all, so every cadet is capable of completing the DofE to at least Bronze level. All cadets will be encouraged to register for the scheme.

For full details of the programme including standards and training requirements please see www.dofe.org. Further information is also available from the DofE Leader’s Handbook; leaders should refer to the most recent version.

3.2.2 Operating Licence

At this time it would be impractical for every service to have its own Operating Authority Licence to deliver the Duke of Edinburgh Award (DofE) through the VPC. Essex Police will deliver the DofE programme through Essex Fire and Rescue Service, who are a recognised centre of excellence will do until such time as there are sufficient trained staff within Essex VPC to operate the programme themselves. Essex VPC will operate under ECFRS Operator’s Licence.

It is intended that in the future a National Operating Licence will be arranged for all Cadet Units to operate under.

3.2.3 Administration

The DofE will be administered via the eDofE system. Guidance notes for the eDofE are available through the DofE website.

DofE participants (cadets) will be responsible for the information they input onto the eDofE system but must be advised about what is appropriate content.

The cadets undertaking the DofE are responsible for maintaining the electronic record book on the system and making sure that enough evidence is submitted.

3.2.4 Leaders Training the Award

Leaders who undertake the training or supervision of cadets participating in the DofE scheme must complete the on line training package, e-induction, as well as the “Introduction to the DofE” course (delivered by Essex County Fire and Rescue Service).

Leaders that train cadets in the expedition section of the DofE must hold the DofE Expedition Supervisor’s qualification (this training is available through Essex County Fire & Rescue Service) and an appropriate qualification for the method of transport and environment of the planned expedition (see below).

All leaders undertaking DofE leader, trainer, supervisor and assessor roles within the VPC must first have agreement from the Operating Authority Managers that they hold the necessary experience and/or qualifications to undertake the role and be suitably vetted if required.

3.2.5 Expedition Supervisors

Leaders responsible for the supervision of cadets for practice and qualifying expeditions must include at least one leader who holds the DofE Expedition Supervisors qualification. There is no requirement to hold the Introduction to the DofE qualification; however, this may be beneficial to supervisors.

For foot expeditions taking place in lowland areas (as defined by Sports Leaders UK), the expedition supervisor must also hold the Basic Expedition Leader Award. In terrain known variously as moorland, hill, fell, bog or down where the terrain is well defined by obvious boundaries, such as roads and coastlines (as defined by the MLTE) at least one person must hold the Walking Group Leaders (WGL) Award. In mountainous country (defined as wild country where walkers are dependent upon themselves and remote from any immediate help) one person must hold a Summer Mountain Leader’s (ML) Award. Expeditions in winter conditions require specialist skills, equipment and qualifications.

All expeditions by other means of travel must comply with the minimum qualification requirements for the environment and method of transport as laid down by the Adventurous Activities Licensing Authority (AALA) but with the inclusion of the BEL qualification in suitable terrain and local cycling qualifications (if appropriate) corresponding to the various terrains for BEL, WGL and ML. (Although the VPC falls outside of the remit for licensing by AALA, these standards will still be adhered to.)

At least one of the supervising leaders must hold a First Aid Qualification that is accepted by their forces as appropriate for the role. For BEL level Leaders this must be a service basic First Aid qualification or above, for WGL leaders or above preferably a Rescue and Emergency Care (REC) qualification or a FAAW (First Aid at Work).

Any person wishing to supervise an expedition must inform the Force Cadet Coordinator of their skills and any relevant expiry dates for inclusion on a skills database. This may include providing copies of any certification for their qualification.

3.2.5.1 Notification

Notification of all expeditions must be given to the Force Cadet Coordinator.

These should be on the local Trip Notification form (a suggested format for which can be found on the National VPC forum). In the case of all gold expeditions or any expedition taking place in designated “Wild Country” (see DofE webpage) route cards should also be submitted to the LO Manager for approval. Failure to notify may result in the expedition failing to be accepted as part of the DofE Award procedure.

Other notifications are required by the Operating Authority and DofE when running expeditions in various locations. Information on these can be found on the DofE website.

Wild Country Notifications (Green forms) must be submitted 6 week prior to the expedition. Expeditions abroad (Blue forms) must be submitted 12 weeks prior to the event, and Peak District forms (Red forms) must be submitted 4 weeks prior to the event.

3.2.6 Assessors

Leaders who wish to become Expedition Assessors must undertake Expedition Assessors Accreditation Scheme (part of the DofE Modular Training), hold appropriate qualifications for the environment and method of transport they wish to assess at (as above for supervisors), and be authorised to assess by the LO Manager. This training is now available through the National VPC central team via the Force VPC Coordinator.

Assessors must not have had any part in the training of the candidates. In addition, at Gold level the Assessor must be independent of the DofE Group and not associated with the team in any way.

Leaders who hold DofE Assessor status should notify the Force VPC Coordinator, including their assessor number and the modes of transport they are authorised to assess in.

3.2.7 Expedition Emergencies

The accepted emergency procedure that should be adopted for all cadet expeditions, and which must be taught to all cadets attending these expeditions is the DofE approved emergency procedure as outlined in the EX2 training, which every Unit should have a copy of. Additional guidance on post incident procedures can be found on the DofE website.

Cadets should be equipped and capable of dealing with all foreseeable emergencies before they are deemed fit to undertake the expedition. This must include at least two members of the group who are first aid trained.

It should be noted that the expedition supervisor is responsible for the safety of the expedition participants, not the assessor. However, the assessor may raise safety concerns with the supervisor at any time, and if necessary withdraw their services if their concerns are not allayed.

It must be emphasised to cadets during their training that if an issue arises that requires outside assistance then their first contact should be made with the emergency services (if required) and then the expedition supervisor. Under no circumstances should they phone friends or parents/guardians in the first instance as this will delay assistance and advice and may cause panic and miscommunication.

3.2.8.1 Data Standards and Protection

Police Service employees should not enter any personal data onto the eDofE system except for their name and date of birth.

As cadets are not police service employees they are not bound by service regulations but MUST be advised about the risks involved with in putting personal data onto the eDofE system or any other online system.

3.2.9 Electronic Equipment

3.2.9.1 GPS

A Global Positioning System (GPS) device may be carried by cadets during their expedition, however it should be sealed in an evidence bag with its batteries removed and only utilised in an emergency.

Cadets should be capable of navigation by map and compass in the terrain in which they are operating before being sent out on their own. Reliance on electronic devices for this purpose reduces the value of this section.

If cadets are to carry a GPS they must be adequately trained in its use before they undertake their expedition.

Cadets attempting their Gold DofE Expedition must carry a GPS device for safety.

3.2.9.2 Mobile Phones

There has been some confusion over the subject of cadets carrying mobile phones on expeditions. The 7th Edition of the DofE Leader’s Handbook gives clarity to this:

“…..the DofE strongly recommends that mobile phones be used for Emergencies only.”

Individual mobile phones will not be carried by cadets on their expedition. Each Group will be allowed to carry two mobile phones between them. These must be separated from their battery (if possible, if not, switched off), sealed in an envelope, in an evidence bag and checked prior to and after the expedition.

These phones should be programmed with all necessary emergency contact numbers and a waterproofed card with the numbers written on should also be sealed in the bag. The use of a mobile phone other than for an emergency may be grounds for a failure of the expedition section.

3.2.9.3 Cameras

It is accepted that many cadet will wish to take photographs of their expedition for evidence and also for their presentation. Rather than allowing cadets to use their mobile phones for this purpose they are to be encouraged to bring a camera with them or the Unit may provide one for them to borrow from cadet funds.

3.2.9.4 Personal Music Players

Cadets may bring personal music players on expeditions; however, they must not be used during activity time or when journeying. In addition, these should remain personal and not connected to loudspeakers at any time during the expedition.

3.3 Overseas Travel

There are a number of reasons why individual or groups of cadets may wish to travel abroad. The promotion of the VPC abroad has brought publicity and awareness benefits not just for the local unit, but for the Police Service as a whole and should be encouraged. Building ties with overseas youth organisations can reap great opportunities. In all cases notice should be taken of the advice contained within local travel policies.

3.3.1 Authority

Authority to travel should be authorised by the Force VPC Coordinator and Unit’s local District Commander. Notification of the trip may also be passed to the National VPC team for interest.

3.3.2 Initial Arrangements

Prior to any payments or arrangements being made, a fully costed proposal will be submitted by the organiser to the Force VPC Coordinator including the likely costs (based on expected numbers), planned activities, the length of the trip, proposed dates and any special circumstances.

Once approval is given, an initial meeting with interested parents/guardians will be held to give an overview.

Any requirements for the trip must be laid out in clear terms (i.e. cadets will be expected to have a passport and a visa if applicable. If they don’t have one now, details of timescales and costs should be made clear).

A non-refundable deposit should be asked for to cover booking costs. A letter will be issued outlining the proposed trip, expected costs and the fact that the deposit is non-refundable, with a tear off expression of interest for the cadet and their parent guardian to sign and return with the deposit. These deposits should be banked in line with local policies as soon as possible.

3.3.3 Risk Assessment

All trips abroad must be thoroughly risk assessed. The risk assessment must include a reference to the latest information from the Foreign and Commonwealth Office website concerning the proposed venue for the visit.

The question of site visits for the purpose of risk assessment will be decided locally. Organisers should use resources such as Trip Advisor, Google Earth and review websites to ensure that accommodation and service providers are suitable. A contingency plan should be in place if they are found to be unsuitable upon arrival. If a site visit is deemed necessary then a business case should be submitted via the Force VPC Coordinator to the strategic lead. VPC funds will not be used for foreign site visits.

3.3.4 Booking

The advice of local Force travel agents should be utilised to take advantage of any discounts they may be able to apply in close consultation with the Business Centre.

The Cadet Unit bank account may be used as a holding account for the Cadets’ payments while arrangements are made. This income must be clearly recorded and a receipt issued to the Cadet.

3.3.4.1 Insurance

All persons attending the trip will be covered under the Force Personal Accident/Travel cover (terms & conditions apply). The organiser of the trip must contact the Insurance Officer and advise them of the planned trip, including details of the destination, number of individuals and the duration of the trip. If individuals wish to obtain their own insurance then they are welcome to do so.

3.3.5 Leaders

There must be an adequate leader to cadet ratio for the duration of the trip which will be included in the risk assessment. The ratio will not fall below the required 1:8 for any event outside of a weekly meeting and may be substantially higher depending on the proposed activities. Adequate guidelines both to the cadets and parents/ guardians must be given, but equally the VPC Leaders are to ensure that they are aware of their obligations to the cadets, themselves and to Essex Police whilst travelling abroad. There should be a single point of contact (SPOC) for the duration of the trip, and their contact details should be given to parents/guardians and the Force VPC Coordinator.
VPC Leaders are expected to pay their own travel and accommodation costs while on VPC trips abroad unless otherwise approved by the VPC strategic lead.

It is not appropriate to utilise VPC funds nor have the cadets fund the costs of VPC Leaders.

3.3.6 Documentation

The required documentation is the same for any trip, including the notification form, risk assessments, cadet event form and any required insurance forms.

All of these forms must be submitted in the usual way to those that require them.

All cadets attending MUST have written and signed approval from their parent/guardian on a separate Health and Permission form. Included in this must be details of any medical or dietary requirements or any other additional needs of the cadet. Travel insurance is a MUST.

Prior to departure a parents meeting must be held to ensure full awareness of the itinerary.

3.3.7 Uniform

Cadets and VPC Leaders may take their VPC uniform with them on visits abroad if necessary. However, the wearing of police/PCSO uniform in foreign countries is strictly regulated and therefore authority at the appropriate level must be sought.

The wearing of uniform in foreign countries should be risk assessed prior to the trip, taking into account the prevailing political and social climate at the destination. Information on this subject is available from the Foreign and Commonwealth Office website. If in any doubt, uniform should not be worn and alternative group clothing should be considered e.g. polo shirts.

3.3.8 Travelling to Countries of High Risk.

Information on the prevailing social and political situation within foreign countries can be found at the Foreign and Commonwealth Office website.

Some countries also present a National Security risk to the UK Police Service & advice should be sought from Special Branch before any trip to the following countries;

Belarus, China & Hong Kong, Cuba, Egypt (CI & CT threat), Iran, Libya (CI & CT threat), North Korea, Russia, Syria (CI & CT threat), Ukraine (CI & CT threat), Vietnam, Northern Ireland (SEVERE CT threat from Dissident Republican Terrorists). Please see I 0301 Procedure – Foreign Travel Security Implications for more details.

3.3.9 Behaviour

The purpose of any overseas trip is to educate, build bridges, contacts and experience. However, on any such trip, both cadets and Cadet Leaders are representing the Police Service and must act accordingly. Behaviour must be of the highest possible standard. It must be impressed on both cadets and VPC leaders that misbehaviour may bring discredit upon the VPC and Police Service as a whole, and in any such case, discipline procedures will be brought.

Organisers should consider this fact when selecting who should and shouldn’t be allowed to attend the trips. It is perfectly acceptable to exclude a cadet or leader from a trip if it is believed that they cannot be trusted to behave appropriately. The fact that the trip is overseas means that sending a cadet or leader home is impossible and therefore this exclusion is justified.

4.0 Equality Impact Assessment

• EIA – December 2020

5.0 Risk Assessment

In-depth details regarding risk assessments for any planned cadet event including consultation and site visits and how to conduct these risk assessments can be found within C 2101 Procedure – Volunteer Police Cadets – Recruitment.

6.0 Consultation

The following have been consulted during the formulation of this document:

• Health & Safety;
• HR
• Uniform Review Group;
• Child Abuse Investigation;
• SCD Intelligence;
• Vetting Unit;
• Corporate Finance;
• Media Department;
• Unison
• Federation
• Equality and Diversity Co-ordinator
• Strategic Change Team
• PSD Superintendent
• Policy/Risk
• Specials Constabulary
• Special Branch
• Insurance Officer
• Business Services

7.0 Monitoring and Review

This procedure will be monitored and updated by the Force VPC Coordinator.

Updates from the National VPC team will be included in any updates as the VPC programme develops within the Force. Review will be carried out every two years by, or on behalf of, the owner.

8.0 Governing Force policy. Related Force policies or related procedures

• C 2100 Policy – Volunteer Police Cadets (VPC)
• C 2101 Procedure – Volunteer Police Cadets – Recruitment
• C 2102 Procedure – Volunteer Police Cadet Units
• C 2103 Procedure – Volunteer Police Cadets – Administration and Communication
• C 2104 Procedure – Volunteer Police Cadets - Operations, Events and Court Attendance
• X 2001Procedure – Provision of Uniform and Equipment
• C 0602 Procedure – Standards of Appearance
• B 2505 Procedure – Dealing with Vulnerable and Intimidated Witnesses within the Criminal Justice System
• G 0600 Policy - Managing External Media
• C 3011 Procedure – Private Use of Social Media Websites
• D 2000 Policy - Safe Driving
• D 2001 Procedure – Safe Driving and General Driving Requirements
• I 0301 Procedure – Foreign Travel Security Implications

8.1 Data Security

Essex Police have measures in place to protect the security of your data in accordance with our Information Management Policy – W 1000 Policy – Information Management.

8.2 Retention & Disposal of Records

Essex Police will hold data in accordance with our Records Review, Retention & Disposal Policy – W 1012 Procedure/SOP - Records Review, Retention and Disposal.

We will only hold data for as long as necessary for the purposes for which we collected. Victims/public should be reminded that Essex Police take the protection of personal data seriously as described in the privacy notice.

9.0 Other source documents, e.g. legislation, Authorised Professional Practice (APP), Force forms, partnership agreements (if applicable)

• Volunteer Police Cadets Manual of Guidance
• National VPC Safeguarding policy
• EIA – December 2020