Policies

Caru Coed Woodland Adventures

Policies & Procedures

Updated to reflect expanded services:

Forest School, Wellbeing Days, Bush-craft and Survival, and Team Building Events

 

 

 

 

 

 

 

 

 

 

 

 

Contents

 

  1. Vision Statement

Session Procedures
a. Pre-Session Preparation
b. During the Session
c. Post-Session

  1. Health & Safety Policy

National Health and Safety Legislation

Equality Policy

Environmental Protection Policy

  1. The Role of Staff, Volunteers & Visitors

Tools and Equipment Policy
a. General Handling
b. Knife & Tool Use

Risk Assessment & Management Policy

  1. Accident/Incident Policy

Positive Behaviour Policy

Equal Opportunities & Inclusion Policy

  1. Restraint Policy

Disclosure and Barring Service (DBS) Policy

Safeguarding Policy & Procedure

Fire Safety Policy
a. Fires
b. Cooking & Ghillie Kettles

  1. Personal Protective Equipment (PPE) Policy

Mobile Phone/Camera Policy

Confidentiality Policy and Procedure

Consent & Medical Declaration Policy

  1. Lost or Missing Person Procedure

Loose Dog & Unknown Person Procedures

Refund & Cancellation Policy

  1. Alcohol & Substance Use Policy

Covid-19 Policy

Pet Policy

Implementation & Review

  1. Professional Conduct Guidelines

Appendix: Detailed Risk Assessments

 

 

 

1. Vision Statement

At Caru Coed, our goal is to provide support and encouragement in a beautiful natural environment. We help participants—children, adults, and corporate groups—develop wellbeing, resilience, and a deeper connection with nature. Our diverse offerings include Forest School, wellbeing retreats, bush-craft and survival training, and team-building events. We are committed to:

  • Facilitating deep connections between individuals and nature.
  • Offering inclusive, accessible, and affordable outdoor experiences.
  • Encouraging learning through play, bush-craft and survival learning skills, creativity, and reflection.
  • Promoting mental and emotional wellbeing through nature engagement and mindfulness practices.

2. Session Procedures

These guidelines apply to all our sessions, whether a Forest School day, wellbeing retreat, bush-craft and survival training weekend, or team-building event.

Pre-Session Preparation

  • Site & Equipment:
    • Conduct site inspections and a pre-session risk assessment.
    • Check and prepare all equipment (tools, first aid kits, fire safety gear, wellbeing accessories such as mats or blankets).
  • Participant Information:
    • Collect and review participant details including emergency contacts, allergies, and any medical declarations.
  • Personal Accessories:
    • Participants should bring any personal accessories they require (e.g. water bottle, hat, gloves, or any comfort/safety items).

During the Session

  • Brief participants on the schedule, safety procedures, and designated boundaries.
  • Maintain proper adult-to-participant ratios (e.g. 1:5 for young children, 1:8 for older children, and 1:1 for tasks involving tools).
  • For adult sessions, ensure clear instructions, scheduled breaks, and regular check-ins.
  • Supervisors continually monitor for hazards and enforce guidelines.

Post-Session

  • Conduct a debrief and headcount to ensure all participants are accounted for.
  • Securely store equipment and any sensitive documents.
  • Ensure the site is left in a safe and clean condition (e.g. fires are fully extinguished, rubbish removed, and temporary structures dismantled).
  1. Health & Safety Policy

Caru Coed is committed to providing a safe environment for all participants in compliance with current UK legislation (including the Health and Safety at Work Act 1974) and industry best practice. Our procedures include:

  • Legislative Compliance:
    • Adhering to all current health and safety legislation and guidelines.
    • Maintaining comprehensive action plans, emergency procedures, and regular staff training.
  • On-Site Procedures:
    • Conducting regular inspections, pre-session safety sweeps, and dynamic risk assessments.
    • Implementing immediate action plans and emergency procedures if incidents occur.
    • Designating on-site first aiders and ensuring accessible, well-stocked first aid kits.

4. National Health and Safety Legislation

We comply with the Health and Safety at Work Act 1974 and all related UK guidelines. This includes:

  • Maintaining safe working conditions and equipment.
  • Providing necessary training, instructions, and supervision for staff and participants.
  • Developing and reviewing action plans and emergency procedures to manage risks effectively.

5. Equality Policy

Caru Coed is dedicated to treating all individuals fairly and with respect:

  • No discrimination will occur on the basis of age, race, gender, disability, religion, or any other protected characteristic.
  • All participants are welcomed and supported.
  • Staff receive regular training in equality, diversity, and inclusion.

6. Environmental Protection Policy

We use the natural environment responsibly:

  • Activities are conducted to minimise ecological impact (e.g. sustainable fire practices, proper waste disposal).
  • Participants are encouraged to practise “leave no trace” principles.
  • Site-specific management plans and environmental impact assessments are maintained.

7. The Role of Staff, Volunteers & Visitors

All involved with Caru Coed must contribute to a safe, respectful, and inspiring environment:

Staff & Volunteers

  • Act as role models by adhering to policies and maintaining professional conduct.
  • Ensure activities are conducted safely and appropriately for the age and ability of participants.
  • Report and address any concerns promptly.

Visitors

  • Follow all guidelines during sessions.
  • Respect designated areas and maintain safe distances, particularly around active activities.

8. Tools and Equipment Policy

Tools are vital for our activities. All equipment is managed to ensure safety:

  • General Handling:
    • Equipment is inspected before each session and securely stored afterwards.
    • Participants are instructed in the correct, safe use of all tools.
  • Knife & Tool Use:
    • Personal knives/tools brought by participants must be declared to the session leader.
    • Only approved fixed-blade or folding knives are permitted; items deemed unsafe will be stored away by the team for the duration of the session.
    • All tool use is supervised, and safety guidelines are strictly enforced.

9. Risk Assessment & Management Policy

Caru Coed conducts comprehensive risk assessments for every session:

  • Detailed assessments cover environmental, activity-based, participant, and operational risks (see Appendix for full details).
  • Risk assessments are reviewed before each session and annually or after any significant incident.
  • All staff and volunteers receive training in risk management and emergency procedures.

10. Accident/Incident Policy

Participant safety is paramount. In the event of an accident:

  • Immediate Response:
    • Ensure the safety of all participants and administer first aid as needed.
    • Contact emergency services promptly if required.
  • Reporting:
    • Record all incidents in an Accident/Incident book.
    • Notify parents and relevant authorities as appropriate.
    • Review and update risk assessments following an incident.

11. Positive Behaviour Policy

We foster a positive, respectful atmosphere with clear rules and boundaries:

  • Behavioural Expectations:
    • Participants must follow safety guidelines and respect designated areas (e.g. remain outside the fire circle or tool usage zones unless instructed otherwise).
    • Examples of rules: “Stay within your designated area at all times; listen carefully to session leaders’ instructions; maintain a calm and cooperative demeanour.”
  • Management:
    • Positive reinforcement is used to encourage good behaviour.
    • Any disruptive behaviour is addressed immediately with clear, constructive feedback and, if necessary, one-to-one support.

12. Equal Opportunities & Inclusion Policy

Caru Coed is committed to inclusivity:

  • Every individual is treated with respect and given equal opportunities to participate.
  • Reasonable adjustments are made for those with disabilities.
  • Activities are designed to be accessible, although some woodland environments may present physical challenges.

 

 

 

 

 

13. Restraint Policy

Physical restraint is used only as a last resort:

  • It may only be applied if there is an imminent threat to life, severe injury, or significant property damage.
  • Any use of restraint is documented immediately and communicated to the relevant guardian or authority.

14. Disclosure and Barring Service (DBS) Policy

All staff and volunteers working with children must hold a valid DBS certificate:

  • DBS certificates are collected and securely maintained.
  • Any concerns regarding an individual’s suitability are promptly referred to the appropriate authorities.

15. Safeguarding Policy & Procedure

Protecting children and vulnerable adults is our highest priority:

  • A designated Safeguarding Lead (DSL) is responsible for all safeguarding matters.
  • Clear procedures are in place for reporting, documenting, and addressing any concerns.
  • Regular safeguarding training is mandatory for all staff and volunteers.

16. Fire Safety Policy

Fire plays a central role in many activities but must be managed with care:

  • Fires:
    • Fires are built only in designated, prepared fire pits with clear boundaries (e.g. marked by logs or stones).
    • An adult supervisor is required to monitor the fire at all times.
    • Proper extinguishing procedures must be followed at the end of each session.
  • Cooking & Ghillie Kettles:
    • These are only used on flat, cleared ground with proper safety checks in place.

 

17. Personal Protective Equipment (PPE) Policy

Appropriate PPE is provided and must be used when necessary:

  • Participants are advised on suitable clothing and footwear for outdoor activities.
  • Specific PPE (e.g. gloves, fire-resistant clothing) is provided for high-risk activities.
  • Staff provide instructions on the correct use and maintenance of PPE.

18. Mobile Phone/Camera Policy

To promote connection with nature and reduce distractions:

  • Mobile Phones:
    • Participants are encouraged to avoid using their mobile phones during sessions and to store them away.
    • This allows everyone to fully engage with nature and the activities.
  • Cameras:
    • Use is restricted around children unless explicit permission is obtained, and images must be managed in line with privacy guidelines.

19. Confidentiality Policy and Procedure

We treat all personal information with the utmost care:

  • Confidential data (medical details, personal records, photographs) is securely stored.
  • Only authorised staff may access sensitive information.
  • Personal data may be shared with authorities if requested by law or if necessary to protect participant safety, in accordance with GDPR.

20. Consent & Medical Declaration Policy

Informed consent is required prior to participation:

  • All participants (or their guardians) must complete a consent form detailing personal, emergency, and medical information.
  • The form confirms that participants agree to abide by session rules and safety procedures.
  • Consent forms are signed, securely stored, and reviewed as needed.

 

21. Lost or Missing Person Procedure

Ensuring participant safety is crucial:

  • Headcounts are taken before, during, and after sessions.
  • Clearly defined boundaries and check-in procedures are established.
  • If a participant is missing, immediate search protocols and emergency contacts are activated.
  • For children, designated pickup procedures are strictly followed.

22. Loose Dog & Unknown Person Procedures

To manage unexpected encounters in woodland settings:

Loose Dog Procedure

  • Participants are instructed not to approach unknown animals.
  • The session leader will intervene if a stray dog is encountered by asking the owner to restrain the animal or, if necessary, contacting the police.
  • An incident report is completed if required.

Unknown Person Procedure

  • Any unfamiliar individual encountered is to be reported immediately to the session leader.
  • The leader will approach the individual, determine their purpose, and, if needed, ask them to leave or contact authorities.
  • An incident report is maintained.

23. Refund & Cancellation Policy

Refunds and cancellations are managed as follows:

  • Forest School Sessions: Refunds are provided only if the session is cancelled by Caru Coed.
  • Wellbeing Days & Bush-craft and Survival Training:
    • Cancellations 7+ days in advance: Full refund.
    • Cancellations within 7 days: 50% refund.
    • Cancellations within 48 hours: No refund unless the space is filled.
  • No-Shows: Non-refundable.

 

 

 

 

  1. Alcohol & Substance Use Policy
  • At Caru Coed, maintaining a safe and respectful environment is paramount. To mitigate risk and ensure compliance with insurance and safety standards, the following rules apply:
  • General Sessions:
  • Alcohol consumption is strictly prohibited during Forest School, Wellbeing, and Bush-craft and Survival sessions. This ensures that all participants can focus on the activities in a safe, distraction-free environment.
  • Private Events/Team Building Sessions:
  • Alcohol may be permitted only with prior written agreement and only within designated areas that allow for safe and controlled consumption.
  • Responsible consumption is required, and the session leader will provide additional guidelines to ensure that alcohol does not compromise safety.
  • Behavioural Expectations:
  • Any participant found to be under the influence of alcohol or other substances in a way that compromises safety or disrupts the session will be subject to immediate action. This may include being asked to leave the session without a refund, and arrangements will be made for safe transportation if necessary.
  • Liability:
  • Caru Coed accepts no liability for incidents or injuries arising from alcohol consumption. Participants consume alcohol at their own risk.

 

25. Covid-19 Policy

Covid-19 measures are subject to current government guidelines. At present:

  • Participants, staff, and volunteers are advised to monitor symptoms and follow national protocols.
  • Hand sanitising, social distancing, and hygiene measures are in place where required.
  • This policy will be updated or removed as national guidelines evolve.

26. Pet Policy

Participants are taught to treat all animals with respect:

  • Interaction with animals is supervised, and hands must be washed after contact.
  • Any animal waste is promptly and safely removed from the site.

27. Implementation & Review

  • This document is reviewed annually or after any significant incident, legislative change, or update in services.
  • All staff and volunteers receive training on these policies.
  • Copies of these policies are available on request and displayed in relevant session areas.

28. Professional Conduct Guidelines

(See separate document titled “Professional Conduct Guidelines” for detailed expectations regarding behaviour, appearance, communication, and professional interactions with colleagues, participants, and the public.)

Appendix: Detailed Risk Assessments

The following detailed Risk Assessments are available in the accompanying document and cover:

  1. Weather Conditions
  2. Fire & Cooking
  3. Natural Hazards
  4. Wildlife Encounters
  5. Knife & Tool Use
  6. Shelter Building
  7. Climbing & Physical Activities
  8. Bush-craft and Survival Training
  9. Sound Baths & Wellbeing Activities
  10. Medical Conditions
  11. Alcohol & Substance Risks
  12. Transport & Arrival/Departure
  13. Lost or Missing Person
  14. Emergency Response

Reviewed & Updated: February 2025