Westermill is considering some notable changes with regard to our DofE booking process and Terms and Conditions.

Payment Deadlines

A. 30-Day payment deadline from date of the booking form submission

1. Please keep in mind that "far in advance" bookings are NOT required by Westermill Campsite — we will always make space available for DofE

B. Payment must be made before arrival — given the following consideration

1. Gold Groups may pay for themselves upon arrival — functionality for making such a notification is included in the form

C. Late payments may result in your institution being placed on the "Bad Bunny DofE" list

Purchase Order (PO) and Invoice Numbers (IN)

A. IF a PO or an IN is required by the booking institution, it is the responsibility of the person submitting the form to provide the necessary PO or IN number — in order to submit the form

B. IF a PO or an IN is required by the DofE institution and was not provided by the booking agent — which results in delay of payment beyond the timelines outlined above — it may result in your institution being placed on the "Bad Bunny DofE" list

Unsupervised Overnight Visits

A. Westermill Campsite has concerns regarding the number of "unsupervised" students staying overnight. The "accordion" below or the following link outlines some thinking on the issue:

Link: 2025 No Overnight Supervision Considerations

B. Westermill Campsite Online Booking Form

1. IF a group will NOT have overnight supervision: The online booking form will ask the person submitting the form the following question – their response will be recorded for reference only and will not affect submission of the form.

"Have the participants' parents or guardians been notified that the participants will NOT have institutional supervision overnight?"

YES – parents or guardians have been notified

NO – parents or guardians have not been notified

I Do Not Know – if parents or guardians have been notified

Groups staying at Westermill Supervisor/School/College leader on site:

1. Bronze Group Supervisor — At all times
2. Silver Group Supervisor — At least during arrival and departure
3. Gold Group Supervisor — Optional

The Duke of Edinburgh's Award (DofE) organization has strict guidelines and policies that govern the supervision of participants, particularly during expeditions. If a DofE institution were to leave participants (students) at a campsite overnight without providing supervision, several potential liabilities and legal concerns could arise, depending on the specific circumstances. Below are some key areas of liability:

1. Duty of Care

• Legal Obligation
  The DofE institution (and the adults involved, such as supervisors or leaders) have a legal duty of care towards participants, especially minors. This duty involves taking reasonable steps to ensure the safety and well-being of the students.
• Negligence
  If the institution fails to provide adequate supervision and a participant is injured, becomes lost, or suffers distress, this could be considered negligence. The institution could be held liable for any harm that occurs due to a failure to properly supervise.

2. Health and Safety Regulations

• Failure to Adhere to Health and Safety Guidelines
  The institution must comply with health and safety regulations, which include risk assessments, appropriate adult-to-student ratios, and ensuring that there are procedures in place for emergencies. Leaving students unsupervised could be seen as a breach of these regulations.
• Accidents or Injuries
  If any participant is injured, falls ill, or faces other emergencies while unsupervised, the institution could be found liable for failing to take appropriate steps to mitigate those risks.

3. Child Protection

• Safeguarding Obligations
  In the UK, and many other jurisdictions, there are specific safeguarding laws in place to protect minors. Leaving young people unsupervised, particularly in remote or potentially dangerous environments, could expose the institution to allegations of failing to meet safeguarding standards.
• Abuse or Exploitation Risks
  If the students are left unsupervised and any form of abuse or exploitation occurs (whether by a third party or among the students themselves), the institution could face serious legal and reputational consequences.

4. Breach of DofE Guidelines

• Non-Compliance with Award Conditions
  The DofE has specific rules that require supervision at all times during expeditions. Leaving students without supervision may violate these guidelines. If the students were registered for the Award and the institution failed to meet the required standards, this could result in the students’ expeditions being invalidated and damage to the institution’s relationship with DofE.

5. Insurance Coverage

• Insurance Implications
  Most organizations that run DofE expeditions will have insurance coverage for activities like camping, trekking, and outdoor adventures. However, if the institution does not provide proper supervision or fails to comply with DofE’s guidelines, their insurance may not cover any incidents that occur as a result. This could leave the institution liable for medical bills, legal fees, or any compensation awarded in the case of injury or loss.

6. Parental Liability

• Parental Expectations
  Parents and guardians trust the DofE institution to provide a safe and supervised environment for their children. If supervision is not provided and something goes wrong, the parents could take legal action, claiming that the institution failed to meet its obligations under the contract of care and duty.

7. Reputational Damage

• Damage to Reputation
  In addition to legal and financial consequences, leaving students unsupervised could significantly damage the reputation of the institution and the DofE program. This could lead to a loss of trust from the community, potential legal scrutiny, and challenges in attracting future participants.

Possible Scenarios of Harm:

• Injury
  If a participant gets injured or falls ill and there is no supervision, the institution could be held responsible for failing to ensure adequate care.
• Missing Participants
  If any of the students go missing, or if there is an issue with their whereabouts or safety, the institution would be liable for not providing oversight to ensure that all students are accounted for.
• Violence or Abuse
  Unsupervised students might be at greater risk of engaging in unsafe behaviours with each other, or encountering outside threats, and the institution could face legal consequences if any form of harm occurs.

Summary of Liabilities:

• Civil Liability
  For injury or harm to participants due to lack of supervision.
• Criminal Liability
  In the event of neglect or a breach of child protection or health and safety laws.
• Reputational Damage
  Loss of trust, potential negative media coverage, and impacts on future expeditions or partnerships.
• Insurance Risks
  Potential loss of coverage for incidents occurring while unsupervised.

In conclusion, leaving students unsupervised at a campsite overnight without a valid reason would expose a Duke of Edinburgh institution to significant legal, financial, and reputational risks. Institutions must carefully follow DofE guidelines, provide adequate supervision, and ensure the safety and well-being of all participants at all times.