Before a trip, the group leader and/or the educational visits co-ordinator should:

• obtain approval for the trip
• undertake or secure a risk assessment of the proposed trip
• decide what the staffing, supervision and training needs are
• ensure that the trip is insured adequately
• plan transport arrangements
• inform parents and obtain parental and medical consent q prepare students for the trip
• conduct an exploratory visit
• plan contingency and emergency arrangements.   

During a trip, the group leader must ensure that:

• other adults and students fully understand their supervision responsibilities
• regular head counts are performed
• supervision is ongoing during downtime before, between and after activities
• the accommodation is safe and secure
• there is proper supervision and basic safety during travel
• ongoing risk assessments are undertaken
• everyone understands and has agreed to the emergency procedures.   

Group leaders occasionally face problems when senior colleagues (say, the headteacher/ principal) accompanies the trip. What happens if they decide to take students into a situation which the group leader believes to be unsafe? Before the trip, senior colleagues should confirm that they understand that the group leader has overall responsibility for the trip and, at the end of the day, the final say on any matter.

Detailed guidance for group leaders can be found in the DfES document Health and safety of pupils on educational visits (HASPEV) and the supplementary guidance note, A handbook for group leaders. 

The handbook gives practical guidance on head counts, remote supervision, downtime, night time, travel, ongoing risk assessment, emergency procedures, and also on specific activities such as coastal visits, swimming in natural waters and farm visits. Order a copy from DfES publications (call 0845 60 222 60, or e-mail dfes@prolog.uk.com) or download it from the Teachernet website.

Help and advice

For more detailed advice, please refer to ATL's publication Taking students off-site.

For individual queries, please contact ATL's London office, e-mail the helpdesk, or contact your branch secretary. You may also wish to call the out-of-office-hours helpline.

If you need confidential support and advice, don't forget you can also call ATL's stress, crisis or legal helplines.