ea educational visits risk assessment

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• Education, training and skills
• Pupil wellbeing, behaviour and attendance
• Health, safety and wellbeing in schools

Health and safety on educational visits

• Department for Education

Published 26 November 2018

Applies to England

© Crown copyright 2018

This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: [email protected] .

Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.

This publication is available at https://www.gov.uk/government/publications/health-and-safety-on-educational-visits/health-and-safety-on-educational-visits

Types of trip

The 2 main types of trip are:

• routine visits
• trips that need a risk assessment and extra planning

Routine visits

These involve no more than an everyday level of risk, such as for slips and trips, and are covered by a school’s current policies and procedures. They only need a little extra planning beyond the educational aspect of the trip and can be considered as a lesson in a different classroom.

Trips that need a risk assessment and extra planning

These are trips not covered by a school’s current policies. This could be due to considerations such as the:

• distance from the school
• type of activity
• need for staff with specialist skills

Sometimes a school may simply need to review its current plans or arrangements that were successful on previous trips. However, some trips will need a risk assessment, detailed planning and the informed approval of the headteacher or governing board. The person given the job of managing this should:

• have the skills, status and competence needed for the job
• understand the risks involved
• be familiar with the activity

Plans should be proportionate and sensible, focusing on how to manage genuine risks.

When to seek consent from parents or carers

A school must always get written consent for nursery-age children.

For children over nursery age, written consent is not needed for most trips, as they’re part of the curriculum. However, it’s good practice to tell parents or carers about them.

Written consent is usually only needed for trips that:

• need a higher level of risk assessment
• are outside normal school hours

The school can ask parents to sign a consent form when their child enrols. This will cover them for their whole time at the school. Advice on consent forms is available on the Outdoor Education Advisers’ Panel ( OEAP ) website.

A school should still tell parents or carers about such trips and give them the opportunity to withdraw their child.

Using outside organisations

Schools using an outside organisation to provide an activity must check the organisation has appropriate safety standards and public liability insurance.

The Council for Learning Outside the Classroom ( LOtC ) awards the Learning Outside the Classroom Quality Badge to organisations that meet nationally recognised standards.

Schools can check if an organisation holds the LOtC Quality Badge .

If an organisation does not hold the badge, the school must ensure that they’re an appropriate organisation to use. This could include checking:

• their insurance
• that they meet legal requirements
• their health and safety and emergency policies
• their risk assessments
• control measures
• their use of vehicles
• staff competence
• safeguarding
• accommodation
• any sub-contracting arrangements they have
• that they have a licence, where needed

The school should have an agreement with the organisation that makes it clear what everyone is responsible for. This is especially important if they will be taking over supervision of the children.

Adventure activities: caving, climbing, trekking and watersports

These kinds of activities should be identified and risk assessed as part of the visit beforehand. Staff managing or leading visits must not decide to add such activities during the trip. They should always consider the abilities of the children when assessing risk.

Organisations need a licence to provide some adventure activities. Organisations that hold the LOtC Quality Badge should hold a licence for the activity they provide.

Information about licensing is available on the Health and Safety Executive ( HSE ) website.

Watersports

When planning watersports, schools should consider the need for:

• instructors

A school should take particular care when using hotel swimming pools and other water-based leisure facilities that may not have a trained lifeguard on duty. Although there are no swimming-pool-specific health and safety laws, the OEAP provides useful advice about undertaking adventure specialist activities, including swimming.

Trips abroad

Trips abroad can present extra risks and need a higher level of risk assessment.

Schools should make sure that any organisation providing activities holds the LOtC Quality Badge or similar local accreditation.

The HSE does not cover incidents overseas. However, it can investigate work carried out in Britain to support the trip, such as a risk assessment. School staff could be liable under civil law for any injuries to the children due to negligence.

If the trip includes significant risks, such as challenging terrain, a remote location or an extreme climate, a school should follow the guide to the British Standard for adventurous activities outside the United Kingdom as the basis for its planning and risk assessment. Organisations employed by the school should follow this, too. If they have a LOtC Quality Badge, they follow this standard.

Schools should consider the Foreign and Commonwealth Office’s detailed guidance on safer adventure travel and volunteering overseas and foreign travel advice when organising a visit abroad.

Knowing what to do in an emergency

Schools should have an emergency response plan that covers what to do if there is an incident away from school. They should also have a communications plan that covers how routine communications should be handled, including regular check-ins and calls to reassure people. Trip leaders should be familiar with the plan.

Schools can get advice on creating a communications plan from their outdoor activity adviser or the OEAP website .

Evaluating trips

A school should set up a clear process for evaluating all visits once they have been concluded, from the planning through to the visit itself. It should keep a record of any incidents, accidents and near-misses.

This will help it:

• evaluate whether its planning has worked
• learn from any incidents which took place

Educational visits coordinators

Schools should appoint an educational visits coordinator and make sure they have the training they need. The headteacher assumes this duty if there is no coordinator. Local authorities or academy trust outdoor education advisers can advise on appointing and training coordinators.

The coordinator works with the outdoor education adviser to help their colleagues in school to assess and manage risks.

The coordinator should:

• be an experienced visits leader
• have the status to be able to guide the working practices of other staff
• be confident in assessing the ability of other staff to lead visits
• be confident in assessing outside activity providers
• be able to advise headteachers and governors when they’re approving trips
• have access to training, advice and guidance

Guidance is also available on the OEAP website .

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How to use the STAGED approach when planning educational visits

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When planning a visit and undertaking a risk assessment, teachers and EVCs can use STAGED to guide the thinking process. So, what does it mean and how can it help?

Teachers and EVCs can use the STAGED approach to plan effective visits.

Planning an educational visit can be complex with so many things to remember: Have I booked the coach? Do we have the medical information? Have we got the passports?

This is then compounded by the need to undertake a risk assessment and ensure all significant eventualities are considered.

For educational visits, there are checklists, training, guidance and the support of colleagues to help, but you can also use the ‘STAGED’ method which offers a framework to support you when planning your school visits. The STAGED approach is an expansion on National Guidance’s ‘SAGE’ alternative.

When planning a visit and undertaking a risk assessment, you can use STAGED to guide your thinking. This is done best as a staff team and not in isolation.

What does STAGED stand for?

S is for staffing:.

• Do you have sufficient staff?
• What are their competencies?
• What’s your staff contingency plan?
• Do they have any needs to be considered?

T is for transport:

• How are you travelling?
• Do you have qualified drivers?
• Are you stopping at services?

A is for activity:

• Is this provider-led and do they hold an LOtC Quality Badge?
• Are the staff appropriately qualified and trained if school-led?
• Do you have the right clothing and equipment?
• Are the learning outcomes clear?

EVOLVE Advice suggests educational visits coordinators should collaboratively plan and discuss any potential risks.

G is for group:

• Has the behaviour, medical, educational, emotional etc. needs been considered?
• Group dynamics and rooming?
• Team development?

E is for environment:

• Is this urban or rural?
• Is this near water or in challenging terrain?
• Is it summer or winter?

D is for distance:

• How far are you from school and how accessible for the emergency services are you and therefore, how far are you from help?

These are just some considerations but not an exhaustive list, and as a team you should discuss, prepare and undertake the STAGED planning collaboratively to ensure the skills, knowledge and views of your colleagues have been taken into consideration.

The STAGED approach can also be adapted to become a risk assessment model, as there are hazards and control measures within each STAGED variable.

Teachers and EVCs can dive deeper into the STAGED approach, used on EVOLVE Advice’s training courses at www.evolveadvice.co.uk/courses .

More from Jake Wiid

How to prevent incidents and manage emergencies on visits

Staff-student ratios: effective supervision for educational visits

Weighing up the cost and benefits of a school trip abroad

• EVOLVE Advice
• Travel Advice & Legislation

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DfE Guidance on Educational Visits updated 10/05/2021

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Extract from DfE Document - Schools Coronavirus (COVID-19) Operational Guidance

Changes made from the document issued on 06/04/2021:- We have updated our guidance in line with Step 3 of the roadmap, including information on face coverings, attendance, pupils travelling to the UK from abroad, educational visits, wraparound provision and extra-curricular activity, music, dance and drama, pupil wellbeing and state-funded school inspection.

We have also added further guidance on domestic residential educational visits and a section on transitional, taster and open days.

Educational Visits

We recognise the significant benefits of educational visits for children’s educational development, as well as their mental health and wellbeing.

We are taking steps to allow pupils to enjoy visits in line with the government’s roadmap.

The roadmap is driven by data, not dates.

The government will only move from one step to the next when it is safe to do so and based on 4 tests.

For that reason, all dates are indicative and subject to change.

This advice has now been updated to reflect the Prime Minister’s announcement regarding Step 3.

Advice will continue to be updated in line with the roadmap.

Educational Day Visits

In line with the roadmap , schools were able to resume educational day visits from 12 April.

Any educational day visits must be conducted in line with relevant COVID-secure guidelines and regulations in place at that time. This includes system of controls, such as:

   Keeping children within their consistent groups and the COVID-secure measures in place at the destination. You should undertake full and thorough risk assessments in relation to all educational visits to ensure they can be undertaken safely.

As part of this risk assessment, you will need to consider what control measures need to be used and follow wider advice on visiting indoor and outdoor venues.

You should consult the health and safety guidance on educational visits when considering visits.

Domestic Residential Educational Visits

In line with the roadmap, schools can undertake domestic residential education visits, from 17 May 2021.

Any domestic residential educational visits must be conducted in line with relevant COVID-19 guidance and regulations in place at that time.

You should keep children within their consistent groups (bubbles) for the purpose of the visit.

Risk assessment for residential educational visits

Annex C sets out the conditions that should be met when planning and undertaking a residential educational visit as part of Step 3.

You should undertake full and thorough risk assessments in relation to all educational visits to ensure they can be undertaken safely. You should consider the principles set out in the system of controls and annex C to assure yourself that you are taking children into a safe environment.

New Bookings

For new bookings, whilst there are still gaps in the traditional insurance market regarding COVID-19 cancellation cover, schools should be able to secure appropriate travel insurance for other aspects of their visit.

G iven the likely gap in COVID-19 cancellation related insurance, schools considering booking a new visit are advised to ensure that any new bookings have adequate financial protection in place.

Many providers are now offering no cost deferral to a later date or a full cash refund of all monies paid against a new booking should a deferral not be acceptable.  Other measures that may be available include:  

   Insurance backing of ‘COVID-19 guarantee’

   Extended payment terms

   Financial protection in case of insolvency

   Membership of industry organisations

You should speak to either your commercial insurance provider, the Risk Protection Arrangement (RPA) or an outdoor education adviser to assess the protection available and make sure it provides suitable protection in the event of a COVID-19 related cancellation. If unsure contact organisations such as the British Insurance Brokers' Association (BIBA) or Association of British Insurers (ABI) for independent advice on insurance cover and options.

International visits

The government has now published red, amber and green list rules for entering England.

Given the complexities attached to international travel at this stage of the pandemic, we recommend schools do not go on any international visits this academic year up to and including 5 September 2021.

The position beyond 5 September will be reviewed again in advance of Step 4.

Credit Notes

Any school holding ATOL or ABTA refund credit notes may use these credit notes to rebook educational or international visits. Risk Assessments For Domestic Residential Visits

Annex C: Domestic Residential Educational Visits

The purpose of this guidance is to highlight the issues that all schools and their designated Educational Visits Coordinator or visit leader should think about when considering any domestic residential educational visit.

General guidance about educational visits is available, with specialist advice available from the Outdoor Education Advisory Panel (OEAP) .

All educational visits must be fully compliant with COVID-19 requirements.

It is important to remember that the UK is still operating under COVID-19 restrictions and that any educational visit that takes you to either Scotland , Wales or Northern Ireland must be COVID-19 compliant with the required regulations at the educational visit destination.

In addition to the general COVID-19 guidance, you should operate within the principles outlined in this guidance.

This includes working within the system of control, especially keeping children within their established bubbles throughout the visit and following the COVID-19 specific health and safety advice in annex A: health and safety risk assessment .

All providers operating educational visits for schools should fol low requirements on hotels and other guest accommodation .

You should familiarise yourself with the content of this guida nce to ensure that accommodation arrangements for the educational visit are in line with the required standards.

You should be fully engaged with parents, carers and children about the organisation of the visit and the COVID-19 measures in place, from the initial planning to completion of the visit.

You should be very clear and able to demonstrate that the visit has been fully risk assessed and that measures are in place to ensure that, as far as is practicably possible, the visit is and will remain COVID-19 compliant.

This guidance will continue to be reviewed and updated in line with the roadmap which is the government’s approach to the easing of COVID-19 restrictions.

Considerations When Planning Educational Visits

Bubble Size

You should follow these principles when establishing your visit bubbles:

   bubbles should be formed from existing school bubbles such that residential visit bubbles only have pupils from a single existing bubble

   form bubbles no larger than circa 30 children - where possible aim to establish smaller bubbles

   only teachers and members of the school workforce already part of the established school bubble should accompany pupils on the visit as they are already part of the existing school bubble - they do not count towards the bubble size

   parents, carers or volunteers should not accompany the group to maintain the integrity of the bubble

Risk assessments

You must undertake full and thorough risk assessments in relation to all educational visits to ensure they can be undertaken safely. You should refer to:

Annex A: Health And Safety Risk Assessment

Health And Safety On Educational Visits

HSE’s Working Safely During The Coronavirus (COVID-19) Pandemic

The risk assessment should, amongst other things, set out how:

   the integrity of the bubble will be maintained throughout (including during  recreational times) - you should:

       not ‘top up’ or mix the bubbles at any time during the visit

       think very carefully about how you will maintain the integrity of large bubbles

       the integrity of the bubbles will be maintained and bubble mixing prevented if more than one bubble is going on the trip

       you will maintain the bubble throughout the visit and ensure that bubbles do not mix with other school groups or bubbles or other guests

       contingency plans enable a rapid response to symptoms developing in the group or someone needing to self-isolate

Your risk assessment and extra planning must reflect the public health restrictions in place and your residential visit provider should be able to demonstrate how their centre meets the requirements set out in the guidance on hotels and other guest accommodation .

You should request this information prior to any visit and pay particular attention to how the centre will manage any COVID-19 cases during your stay.

Secondary schools should consider how you might use asymptomatic testingto manage the COVID-19 risk.

Testing remains voluntary but strongly encouraged and you should consider how you utilise and encourage testing before and after the visit for secondary school children.

All schools should consider how you utilise and encourage testing before and after the visits for school staff.

You should consider if there are additional factors to be considered for children (and staff) with SEND and medical conditions to comply with COVID-19 safety measures at the venue.

Special schools and other specialist settings will help with this.

You should give consideration to spending as much time outdoors as possible whilst on the visit as this reduces the rate of transmission of the virus.

General Preparation

You should check in advance that the provider has assessed the risk of COVID-19 and implemented appropriate control measures.

In particular, you should ask the accommodation provider to confirm that they:

   are confident they can maintain the integrity of the school bubble and prevent mixing with other guests and bubbles

   have assessed overnight sleeping arrangements in line with the size of the group that will be expected to share rooms or dormitories, particularly in respect of measures to ensure appropriate ventilation (see more in the accommodation section)

   have measures in place to ensure the effective and frequent sanitising and cleaning of any shared facilities such as:

       bathrooms

       kitchen or dining

       any potentially shared equipment or communal facilities

       frequent touch surfaces

Both the school and the accommodation provider have a responsibility to ensure the integrity of the bubble is maintained throughout the visit. If asked, the provider should be in a position to set out how the integrity of the bubble can be maintained throughout the visit.

Accommodation

You should be familiar with the guidance on hotels and other guest accommodation.

It sets out for accommodation providers that schools organising residential visits are asked to limit bubbles to no larger than circa 30 pupils.

It also sets out that schools may bring multiple bubbles on a visit, as long as the integrity of the separate bubbles can be maintained.

The accommodation guidance sets out that residential educational visits organised by a school should be conducted in a way that maintains the integrity of the established school visit bubble.

Accommodation providers should reflect this in their risk assessments.

As part of your own risk assessment, you should carefully consider the size of the bubble proposed for the visit and how the integrity of that bubble can be maintained throughout the visit.

Overnight sleeping arrangements place children and staff at increased risk of exposure to COVID-19.

As a consequence, if the educational visit contains more than 6 people it is strongly recommended that the bubble is broken down into smaller groups for sleeping and room sharing is limited as far as possible.

You should speak to your accommodation provider about sleeping arrangements in advance of the visit.

It is also recommended that members of school staff have their own single room and do not share with other members of school staff.

The accommodation provider risk assessment should amongst other things manage the numbers in each room overnight, space between beds, space between groups of beds and reflect the HSE standards on the quality of ventilation.

In advance of any visit, it will be important for you to confirm arrangements with the accommodation provider, especially with regard to maintaining the integrity of the bubble, arrangements for overnight accommodations and travel to, from and during the visit.

The guidance on hotels and other guest accommodation sets out the process and procedures any accommodation provider should follow when they are welcoming education settings on residential visits.

As a school you should have an appropriate level of insurance cover whilst on an educational visit.

Whilst it may be difficult to secure COVID-19 cancellation cover for new bookings any visits booked prior to the COVID-19 pandemic are likely to include cover for COVID-19.

If unsure, you are advised to check with your insurance provider or broker, or the Risk Protection Arrangement (RPA), for information on the level of cover or protection available, especially in the event of a COVID19 related cancellation.

It is important to note that we do not get involved in disputes regarding your travel provider’s, or travel insurer’s, performance or behaviour.

Any dispute should be resolved in line with the contractual arrangements and in line with the relevant industry and sector?representative body bonds, standards or codes of practice, consumer rights legislation or the current regulator guidance or domestic regulations.

Any dispute should be resolved in line with the contractual arrangements and in line with the relevant industry and sector representative body bonds, standards or codes of practice, consumer rights legislation or the current regulator guidance or domestic regulations.

The Association of British Insurers (ABI) has produced information on?travel insurance implications?following the COVID-19 pandemic.

Schools should carefully consider and plan their travel arrangements to and from their destination and follow the advice set out in this guidance. It is important to observe and make travel plans that reflect the system of controls, especially in relation to maintaining the integrity and exclusivity of the educational visit bubble.

General information on travel is available in the safer travel guidance for passengers .    

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Educational off-site visits - Risk assessment

Advice for Heads of Service, Headteachers, Principals, Teachers, Educational Visits Coordinators, Establishment Staff and Governing Bodies with regards risk management.

Risk management is an integral part of the planning and implementation process of an educational off-site visit.  To assist staff in the completion of risk assessment documents, in the ‘Downloads and Resources’ section there are a range of generic risk assessment templates.  The information provided within the generic risk assessments is not by any means exhaustive or definitive and is designed to be starting point from which a visit specific risk assessment can be produced for a particular visit or series of visit.  It is the responsibility of the visit leader to review the risk assessments carefully and consider all the significant and foreseeable hazards which may occur in addition to those listed and implement appropriate measures to safeguard party members at all times.

Further information from OEAP National Guidance regarding risk management can be obtained on the  OEAP National Guidance website

If your school does not currently have access to the Local Authority educational off-site visits provision, please contact: 01302 737152

Parents should be aware that, in the event of any query concerning a school visit, they should contact the school concerned.

More information

• Learning Standards and Effectiveness
• email: [email protected]
• tel: 01302 737152

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