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Visits to the Record Office are currently free. Workshops in schools are charged at £70 for half a day and £140 for a whole day.

Following a discussion with the Archive Education Officer and a booking we will confirm booking details and costs where applicable. An invoice or parked journal will follow. We ask that all invoices are paid within 28 days.

If it is necessary to alter the date or time after you have made a booking, please let us know as soon as possible.

Cancellations

If you have to cancel your booking please let us know as soon as possible.

Cancellations made up to and including 5 days beforehand will be eligible for a full refund. Cancellations made after that will not be refunded.

Hampshire Record Office reserves the right to cancel a booking at its sole discretion, with notice to that effect, at any time. In the event of a cancellation by the Record Office, any fees paid will be refunded.

Pre-visits

Visits are most successful when you share your learning objectives with us beforehand.

We ask that all visits are preceded by a discussion between the teacher and the Archive Education Officer.

You are also welcome to visit the archives to help with your planning and risk assessment.

Pre-visits can be arranged after school hours (3pm- 5pm, Monday-Friday) or during school holidays (subject to availability). Please contact the Archive Education Officer to make an appointment.

Planning

We can accommodate groups of up to 24 pupils/students.

Pupils must be supervised at all times while at the Archives.

Education Room

The Education Room is especially designed for school visits and is a welcoming space in which to help your pupils engage with original documents and enjoy activities that will bring history to life.

It is on the 1st floor with limited disabled access. Please contact us in advance if you have any special requirements.

Accessibility

Facilities include a portable induction loop on request and the cinema has a fixed hearing loop.

Accessible toilets are available on the ground and top floors

Toilets

Toilets, including accessible WC’s, are available on the ground and top floors, close to the education room.

Lunch room

We do not have a separate lunch room. If groups require lunch during their visit they can eat outdoors (weather permitting) or the workroom can be cleared of documents before lunch.

Copying

Staff can normally photocopy flat Ordnance Survey maps in A3 or A4 sections for you but tithe and enclosure maps and awards cannot normally be photocopied because of their large size and fragility.

Pupils are welcome to make a tracing if they use a sheet of melinex, which we can supply, to protect the documents before tracing. Tracing paper is available at a small cost.

To help protect our original documents we ask that only pencils are used when making notes.

Photography

Teachers may take photographs of the visit itself (i.e. of pupils interacting with documents) but we make a charge for photographing documents (currently £12 per permit)

Please note, this information is designed to be used to assist you in completing your own risk assessment as required by your school/local education authority. This list is not definitive and cannot cover all eventualities, but is designed to highlight the main areas of risk, what the level of risk is and what you can do to prepare your pupils for the visit to minimise the risk. Hampshire Archives cannot accept responsibility for loss or injury incurred while on the grounds.

• Coach parking in public car park. Crossing busy roads to Hampshire Archives.
  Teacher to warn pupils of this before arrival, keep pupils walking close together in a close group.
  Medium
  
• Mini-bus parked at Archives. Uneven footpath/gravel; parked cars.
  Teacher to warn pupils of this before arrival, keep pupils walking together in a close group on approach.
  Low
  
• Revolving door or heavy side door to access Hampshire Archives.
  Possibility of getting fingers trapped – teachers should avoid using the revolving door and use side door. Teacher to guide pupils through side door.
  Low
  
• Use of public toilets – hot water in taps, trapping fingers in doors etc
  Teachers to accompany pupils into the toilets wherever possible and provide adequate personal supervision of the group at all times.
  Low
  
• Use of common room or education room for lunch if necessary.
  Teachers to brief pupils on need to bring own lunch and stay within common/ education room area.
  
  Teaching staff to provide adequate personal supervision of the group at all times.
  Low
  
• Education Room – this is equipped like a classroom with tables, chairs and carpeted floor. It is on the second floor which is accessed by stairs. A public lift is available if required. NB the lift is not an emergency lift and must not be used in cases of evacuation.
  
  Disabled persons (permanent or temporary) can not go above ground level unless they are able to get themselves or be safely lifted into an evacuation chair.
  Teacher to prepare pupils for appropriate behaviour during workshop. Archive Education Officer to reinforce this to minimise danger from accidents caused by running.
  
  Teacher/s to advise if any pupils are disabled or can not be evacuated using evacuation chair – this is essential information for any visit.
  Low - Medium
  
• Equipment used in workshops – mainly writing and using documents. Scissors may be used for cutting out card in craft activities if appropriate for the workshop.
  Instructions on careful and safe handling of documents and use of equipment provided by Archive Education Officer at the start of the workshop.
  Low
  
• Behind-the-scenes visits: NB only available if pre-arranged with Archive Education Officer. Mobile racking in strongroom and cutting equipment in Conservation.
  Pupils must not operate mobile racking in strongroom – risk of crushing if caught between racks.Pupils must not touch equipment in Conservation.
  Medium