Saturday 20 January 2018
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LA Guidance for Visit Leaders and Managers

Visits Guidance (VG)

How to manage, organise and lead visits (for visit organisers, leaders, and managers).


Visits Guidance Summary - An introduction to the key points (word 538kb)

An introduction to the key points.


Recent amendments (pdf 7kb)

A summary of changes since the guidance was last revised in Nov 2017.


VG Chapter 1 Type of visit (PDF 203kb)

What type of visit is it and who should it be sent to for approval.


VG Chapter 2 Purpose of visit (PDF 26kb)

What are the aims and objectives of the visit?


VG Chapter 3 Group members (PDF 116kb)

Who to take and how to cater for special needs (inc. equality issues).#


VG4 Visit Organiser (PDF 51kb)

What are the qualities and responsibilities of the group leader.


VG Chapter 5 Assistant Leaders (PDF 189kb)

How to choose a suitable deputy/assistants (inc. DBS and first aid needs).


VG Chapter 6 Supervision (PDF 130kb)

How to choose suitable staff and ratios for effective supervision.


VG Chapter 7 Accommodation (PDF 84kb)

How to choose suitable places to stay and visit.


VG Chapter 8 High-risk activities (PDF 240kb)

How to organise visits involving hazardous activities and environments.


VG Chapter 9 Risk assessment (PDF 223kb)

How to assess and manage risks sensibly and effectively.


VG Chapter 10 Insurance/finances (PDF 98kb)

What needs to be insured and what charges can be made.


VG Chapter 11 Overseas visits (PDF 277kb)

How to organise visits abroad, including exchanges and expeditions.


VG Chapter 12 Transport (updated Jan 2018) (PDF 212kb)

How to organise travel arrangements, including coach/minibus/car.


VG Chapter 13 Parental consent (PDF 122kb)

What information should be given to, and obtained from parents.


VG Chapter 14 Emergency procedures (PDF 191kb)

How to prepare for, and respond to possible incidents.


VG Chapter 15 Group preparation (PDF 81kb)

How to prepare and train group members.


VG Chapter 16 Documentation (PDF 27kb)

What supportive documents need to kept, and for how long.


VG Chapter 17 Visit approval (PDF 47kb)

How to seek and obtain visit approval from managers.


VG Chapter 18 Approval status (PDF 26kb)

How to know if a visit has been approved or if changes are needed.


VG Chapter 19 Amendments (PDF 22kb)

How to make and record changes to visit plans.


VG Chapter 20 Visit review (PDF 37kb)

How to review past visits and record accidents and incidents.

Code of Practice (CP)

Describes management roles and responsibilities (mainly for Managers/Headteachers/Governors/EVCs, but some chapters are relevant to all).

BE1 Introduction (PDF 32kb opens in new window)  

An overview of the LA’s offsite visits guidance.


BE2 Introduction: Benefits (PDF 33kb opens in new window) 

The value and importance of offsite visits and outdoor learning.


CP01 Safety measures (PDF 29kb opens in new window) 

How the council aims to promote good practice.


CP02 Glossary (PDF 22kb opens in new window)

A list of the terms and abbreviations used in the guidance.


CP03 Legal framework (PDF 41kb opens in new window) 

A summary of the legal background and the liability of managers.


CP04 Management (PDF 17kb opens in new window)  

An overview of management roles and responsibilities.


CP05 Local Authority (PDF 22kb opens in new window) 

A summary of the LA’s role and responsibilities.


CP06 Governing Body (PDF 22kb opens in new window)  

A summary of the Governor’s role and responsibilities.


CP07 Headteacher/Manager (PDF 99kb opens in new window)  

A summary of the Headteacher/Manager’s role and responsibilities.


CP08 Visits Coordinator (PDF 26kb opens in new window)  

A summary of the Visit Coordinator’s role and responsibilities.


CP09 Monitoring (PDF 31kb opens in new window)  

How and when should standards and practice be checked.


CP10 Training (PDF 22k opens in new window)


What training should be given to staff.


CP11 LA Contacts (PDF opens in new window 14kb)  

A summary of useful LA contacts.

Visits Guidance Appendices (VGA)

Useful forms and additional information linked to the Visits Guidance above (for visit organisers, leaders, and managers).

VGA 1.1 Visit leader checklist - PDF [27kb]

VGA 1.1 Visit leader checklist - Word [60kb]



VGA 1.2 Guidance for users of ROVER Online - PDF [82kb] 
 
VGA 1.2 Guidance for users of ROVER Online - Word [97kb]


VGA 3.1 Equality Act and Educational Visits - practical guidance - PDF [69kb]

VGA 3.1 Equality Act and Educational Visits - practical guidance - Word [86kb]


VGA 5.1 Volunteer Code of Conduct Agreement form V1 - PDF [30kb]    
VGA 5.1 Volunteer Code of Conduct Agreement form V1 - Word [147kb]


VGA 5.2 Safeguarding young people during offsite visits - PDF [49kb]    
VGA 5.2 Safeguarding young people during offsite visits - Word [55kb]   


VGA 5.3 Safeguarding - child protection concerns on offsite visits - PDF [37kb]

VGA 5.3 Safeguarding - child protection concerns on offsite visits - Word [58kb]   


VGA 6.1 The administration of medicines, and the use of alcohol, tobacco, drugs, solvents and other substances during offsite visits - PDF [48kb]

VGA 6.1 The administration of medicines, and the use of alcohol, tobacco, drugs, solvents and other substances during offsite visits - Word [59kb]

    

VGA 7.1 Offsite Visits Provider Enquiry form (EV2) - PDF [47kb] 
 
VGA 7.1 Offsite Visits Provider Enquiry form (EV2) - Word [153kb]



VGA 8.1 Adventure activities staffing requirements - PDF [73kb]

VGA 8.1 Adventure activities staffing requirements - Word [100kb]



VGA 8.2 ERYC Registration of Approved Adventure Activity Leaders - PDF [23kb]

VGA 8.2 ERYC Registration of Approved Adventure Activity Leaders - Word [36kb]



VGA 8.3 Do you need an AALA Licence flowchart? - PDF [14kb]

VGA 8.3 Do you need an AALA Licence flowchart? - Word [39kb]



VGA 8.4 Duke of Edinburgh Award Expedition staffing matrix - PDF [51kb]
VGA 8.4 Duke of Edinburgh Award Expedition staffing matrix - Word [63kb]



VGA 9.1 Generic Risk Assessments user guidance notes - PDF [45kb]

VGA 9.1 Generic Risk Assessments user guidance notes - Word [63kb]


VGA 9.2 Generic risk assessment example - PDF [48kb]

VGA 9.2 Generic risk assessment example - Word [92kb]



VGA 9.3 Specific Visit Risk assessment template - PDF [30kb]

VGA 9.3 Specific Visit Risk assessment template - Word [66kb]




VGA 10.1 Template letter to parents requesting voluntary financial contributions - PDF [98kb]

VGA 10.1 Template letter to parents requesting voluntary financial contributions - Word [28kb]



VGA 10.2 When to charge for educational visits - a flowchart - PDF [14kb]

VGA 10.2 When to charge for educational visits - a flowchart - Word [32kb]



VGA 11.1 English Home exchange - host enquiry form - PDF [36kb]

VGA 11.1 English Home exchange - host enquiry form - Word [160kb]




VGA 11.2 French Home exchange form - host enquiry form - PDF [35kb]

VGA 11.2 French Home exchange form - host enquiry form - Word [162kb]




VGA 11.3 German Home exchange form - host enquiry form - PDF [34kb]

VGA 11.3 German Home exchange form - host enquiry form - Word [152kb]




VGA 11.4 Spanish Home exchange - host enquiry form - PDF [34kb]

VGA 11.4 Spanish Home exchange - host enquiry form - Word [131kb]



VGA 11.5 Italian Home exchange - host enquiry form - PDF [38kb]

VGA 11.5 Italian Home exchange - host enquiry form - Word [159kb]




VGA 12.1 Drivers of private vehicles - Validation form (V4) - PDF [45kb]

VGA 12.1 Drivers of private vehicles - Validation form (V4) - Word [206kb]




VGA 12.2 Coach and minibus hire company enquiry form (EV3) - (updated Jan 2018) PDF [61kb]

VGA 12.2 Coach and minibus hire company enquiry form (EV3) - (updated Jan 2018) Word [112kb]




VGA 13.1 Parent information checklist - PDF [19kb]

VGA 13.1 Parent information checklist - Word [27kb]




VGA 13.2 Parental consent form (C1) for regular offsite visits - PDF [29kb]

VGA 13.2 Parental consent form (C1) for regular offsite visits - Word [146kb]




VGA 13.3 Specific visit consent form (C2) and emergency contact details - PDF [30kb]

VGA 13.3 Specific visit consent form (C2) and emergency contact details - Word [162kb]




VGA 13.4 Personal and medical information and consent form (C3) - PDF [54kb]

VGA 13.4 Personal and medical information and consent form (C3) - Word [188kb]



VGA 13.5 Good behaviour contract for group members - sample form - PDF [16kb]

VGA 13.5 Good behaviour contract for group members - sample form - Word [26kb]




VGA 14.1 Accident and emergency procedure (form A1) - PDF [29kb]

VGA 14.1 Accident and emergency procedure (form A1) - Word [41kb]




VGA 14.2 Emergency contact numbers (form A2) - PDF [21kb]

VGA 14.2 Emergency contact numbers (form A2) - Word [33kb]




VGA 14.3 Emergency action cards - PDF [34kb] 

VGA 14.3 Emergency action cards - Word [54kb] 

 


VGA 14.4 Emergency procedure checklist for Home Contact - PDF [46kb]

VGA 14.4 Emergency procedure checklist for Home Contact - Word [76kb]



VGA 14.5 Emergency procedures telephone log sheet, decision records and action plan - PDF [26kb]

VGA 14.5 Emergency procedures telephone log sheet, decision records and action plan - Word [44kb]



VGA 14.6 Remote Accident Request for Assistance form - PDF [21kb]

VGA 14.6 Remote Accident Request for Assistance form - Word [38kb]



VGA 15.1 Group member briefing checklist - PDF [22kb]

VGA 15.1 Group member briefing checklist - Word [34kb]



VGA 15.2 Personal ID and emergency contact cards - PDF [18kb]
 
VGA 15.2 Personal ID and emergency contact cards - Word [29kb]



VGA 15.3  Model code of conduct for group members during offsite visits - PDF [23kb]

VGA 15.3  Model code of conduct for group members during offsite visits - Word [35kb]



VGA 20.1 Post visit review and evaluation form - PDF [21kb]

VGA 20.1 Post visit review and evaluation form - Word [45kb] 

Code of Practice Appendices (CPA)

Useful forms and additional information linked to the Code of Practice above (mainly for Managers/Headteachers/Governors/EVCs, but some forms are relevant to all).

CPA 3.1 National Governing Bodies' contact details - Word [34kb]

CPA 7.1 - School Educational Visits Policy model template - Word [146kb] 

CPA 11.2 Trusts, Associations and Societies' contact details - PDF [42kb]

CPA 11.3 Government Departments and Agencies' contact details - Word [32kb]

CPA 11.4 Tourism Organisation contact details - PDF [33kb] 

CPA 11.5 Unions and Associations' contact details - Word [29kb]


Top of page

Model School Educational Visits Policy

A model School Educational Visits Policy is now available. The aim of a School Policy is not to duplicate the LA Educational Visits Guidelines, but to state how the LA Policy will be specifically implemented in each school. Much of the content can been slimmed down considerably, but it has been included initially to highlight the key aspects of the LA Visit Guidelines that Headteachers might wish to consider and comment upon in relation to their school.

Headteachers should give particular attention to the sections of the model policy that are in bullet points and highlighted by bold/italic text.

Most schools already have excellent policies in place that do not need changing, but this model policy may be helpful when the policy is next reviewed. Any feedback or suggestions for improvement will be welcomed.

Appendix CPA 7.1 Model Schools' Educational Visits Policy (pdf 77kb opens in a new window)

Appendix CPA 7.1 Model Schools' Educational Visits Policy (word 146kb opens in a new window)


National Guidance ( supplementary - refer to LA Visits Guidance above for main guidance)

Outdoor Education Adviser Panel Guidance (external website - opens in a new window)

DfE Guidance on Health and safety: advice for schools (external website - opens in a new window)


Supplementary external guidance

Additional helpful guidance regarding the planning and organisation of educational visits, such as:

Sports fixtures and events

Sports fixtures and events guidance (PDF 338KB opens in a new window)

Sports fixtures and events guidance (Word 1.0MB opens in a new window)

AfPE guidance on the use of coaches in PE and Sport 2010 (PDF 73KB opens in a new window)

ERYC Accredited Sports Clubs (Word 255KB opens in a new window)

ERYC Guidance for schools in use of sports coaches and volunteers 2009 (Word 73KB opens in a new window)


Use of teaching assistants and support staff on visits

The Role of Support Staff When Working Outdoors and Away From The Classroom (PDF 110KB opens in a new window)

The Role of Support Staff When Working Outdoors and Away From The Classroom (Word 44KB opens in a new window)

DCSF guidance for safer working practice for adults who work with children and young people 2009 (Word 381KB opens in a new window)

ERYC Volunteer standard application form 2012 (Word 287KB opens in a new window)


Overseas expeditions

Overseas Expeditions OEAP Booklet (PDF 5KB opens in a new window)

Overseas Expeditions Revised (PDF 218KB opens in a new window)

Expedition Providers Association standard for the provision of overseas expeditions for young people 2009 (Word 197KB opens in a new window)


Overseas/Home Exchanges

Pupil Exchange Visits Guidelines (PDF 149KB opens in a new window)

Pupil Exchange Visits Guidelines (Word 174KB opens in a new window)


Ski Visits

Snowsport Helmet Guidance (PDF 39KB opens in a new window)

Snowsport Helmet Guidance (Word 34KB opens in a new window)

Snowsport Ski Guidance (Word 24KB opens in a new window)

Snowsport Ski Guidance (PDF 15KB opens in a new window)


Farm Visits

Farm Visits Advice (PDF 64KB opens in new window)

Farms Advice to Teachers (PDF 14KB opens in new window)

Farm visits - preventing ill health through contact with animals 2012 (PDF 173KB opens in new window)

Health Protection Agency guidance on avoiding infection on farm visits 2011 (PDF 1.0MB opens in new window)

HSE Farm visits guidance 2010 (PDF 423KB opens in new window)

HSE guidance on preventing ill health from animal contact at visitor attractions 2011 (PDF 245KB opens in new window)


Adventure Activities

Adventure Activities Licensing Service technical competence matrices 2012 (Word 89KB opens in a new window)

ERYC guidance on the use of commercial high ropes courses 2012 (Word 36KB opens in a new window)

HSE guidance on assessing competence of adventure activity instructors 2010 (Word 42KB opens in a new window)


Early Years and Foundation Stage

DCSF Early Years Foundation Stage statutory framework 2008 (PDF 1.0MB opens in a new window) 

Early Years and Foundation Stage-specific legal requirements for ratios of adults to children 2008 (PDF 33KB opens in a new window)

Early Years and Foundation Stage supervision requirements 2008 (PDF 24KB opens in a new window)


DfE and HSE guidance

DfE Legal guidance on school visits 2011 (PDF 61KB opens in a new window)

HSE School trips guidance - tackling the health and safety myths 2011 (PDF 296KB opens in a new window)


Duke of Edinburgh Award expeditions

Duke of Edinburgh Award guidance on use of Trangia stoves 2012 (PDF 405KB opens in a new window)

HSE Guidance on Duke of Edinburgh expedition supervision 2009 (PDF 31KB opens in a new window)


Transport

ERYC Guidance on use of car seats 2012 (Word 48KB opens in a new window)

ERYC Driving for work policy Oct 2012 (Word 159KB opens in a new window)

Guidance Documents

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