Educational Visits Policy

Fleetwood High School follows the Lancashire County Council Educational Visits Policy & Guidelines for Schools and the Youth & Community Service

A school educational visit may be broadly defined as any organised experience in which young people are taken away from the school site.

All such visits must be organised using the following procedure.  For the purpose of this policy, curriculum swimming, sports fixtures and area school events are not educational/off site visits. Sports Team Trips are covered by a generic letter sent to all students at the beginning of their school career with risk assessments carried out by the PE Faculty.


EVOLVE has now replaced the LCC Educational Visits website.  There are two types of educational visit, which will be uploaded using EVOLVE.

Approval for Type A visits must be obtained from within the school management structure.  Responsibility for approval of Type A Educational visits rests with the Educational Visits Co-Ordinator, as determined by the Governing Body.  Type A visits are recorded on EVOLVE, alongside a Form 5 Risk Assessment.  The visit is then submitted on line for EVC approval, as soon as is possible.

Type A Visits (approval by school/service)

  • Educational low risk off-site visits, up to one-day duration

The following are examples of what would normally constitute a Type A visit:

  • Theatre visit
  • Field study visits
  • Museum visits

Approval for Type B visits must be obtained by the Lancashire Educational Visits Professional Support Team.  All Type B visits are recorded on EVOLVE, alongside a Form 5 Risk Assessment.  The visit is submitted on line for LEA approval.  The required notice for Type B visits is at least 4 weeks.

Type ‘B’ visits (approval by the County Council)

  • Educational/ Off-site visits involving a planned activity on water or in which the presence of water is identified as a hazard on the risk assessment * or
  • involving adventurous activities** or
  • to farms or theme parks or
  • involving overnight stay or residential accommodation or
  • outside the UK, including Foreign Exchange visits.

Examples of Type B visits

  • Activities with Armed forces (residential only)
  • Archery
  • Airborne Activities
  • Caving
  • Climbing/Abseiling – outdoors or Artificial structure e.g abseil towers
  • Horse riding
  • Karting
  • Kiting
  • Kite Surfing
  • Team Challenges
  • Power Boating
  • Quad Biking
  • River Walking
  • Sand/Land Yachting
  • Show caves/Tourist Mines
  • Snowboarding
  • Snow sport activities
  • Sub Aqua diving
  • Trekking
  • Watersports

The member of staff organising the visit must ascertain which type of visit (see EVC if in doubt) they propose to run and then follow the appropriate Organising an Educational Visit procedure

  • It is the responsibility of all staff to familiarise themselves with the LEA, DFES and HASPEV guidelines before the trip. These are available from both the office and the EVC
  • It is the responsibility of the organiser to take Cover implications into account
  • Trip leader must email all staff 1 week prior to the trip a list of students who are attending; HOY/SEN to then advise if any issues the trip leader should be made aware of (e.g. physical or emotional).
  • Only reputable coach companies, who provide working seat belts for all passengers, should be used
  • Places to be visited must be reputable and in some cases will need to provide proof of qualifications, public liability insurance and risk assessments
  • The visit organiser is responsible for keeping a detailed record of all financial matters and on return complete a financial account of income and expenditure of the trip which is passed to school bursar


  • The visit organiser must be a qualified teacher with previous training/ knowledge or experience appropriate to the planned visit
  • Accompanying staff should have reasonable experience and skills related to the activity to be undertaken and be expected to fulfil a specific role in relation to the objectives of the visit
  • There will be a zero tolerance approach to alcohol consumption for all staff whilst undertaking a duty of care for all students.
  • On extended/ residential visits the visit organiser should form their team of accompanying staff in consultation with the EVC
    The following criteria should be considered when making up a team
    • Previous experience/ knowledge / skills
    • Need for professional development
    • First aid trained
    • Authorised mini bus driver
  • The minimum staff to pupil ratio for a Type A visit must be one adult for the first 10 pupils and then one additional adult for every 20 pupils
  • The minimum staff to pupil ratio for a Type B visit must be one adult for each 10 pupils.
  • Staffing for most visits (with the exception of those with very small numbers of pupil and those which are short journeys between school and another educational establishment) must have representatives of both genders
  • For Type A and B visits the trip leader will text/phone base contact at the end of the day (or each day if a residential) with a status report.

First Aid

First aid which is appropriate to the activity being undertaken should be available and accessible at all times.  The level of first aid cover and the number of qualified first aiders required will be identified by the Risk Assessment form.

For most Type A visits, it will be sufficient that the visit leaders has a good working knowledge of first aid and a suitably stocked first aid kit is carried.  For Type B visits, it is generally a requirement that a suitably qualified first aider is present at all times when the group is off site.


  • Staff taking pupils on a school visit are expected to exercise the care and duty of a “reasonable parent”. This should not be undertaken lightly for once assumed it cannot be set aside until students are returned to the care of their parents.
  • In reality this means standard of care expected of staff is higher than that expected of careful parents
  • Briefing of all accompanying staff should take place before the visit so that all teachers are aware of specific supervisory responsibilities (such as a particular group of children they are responsible for)
  • All pupils should be briefed before any visit and made fully aware of what is expected of them in terms of safety rules and acceptable standards of appropriate behaviour


This activity is not included in our policy as no swimming lessons take place in the curriculum and we do not participate in swimming galas. Pupil National Curriculum needs, in terms of swimming, met at KS2.