Written information should normally include:

• the date and purpose of visit
• the departure and return times
• the collection point(s)
• the travel arrangements (and name of any travel company)
• the number of students in the group and what the supervision arrangements are (including times of remote supervision)
• accommodation information (including security and supervision arrangements on-site)
• what the provision for special educational or medical needs are (see below)
• what the procedures are for students who fall ill (see below
• the name of the group leader and the names of other staff and adults who will go on the trip
• information about activities and how assessed risks will be managed (including information about Plan Bs)
• the standards of behaviour expected (e.g. in relation to alcohol, sexual behaviour, smoking, discipline and items which may not be taken on the trip). Parents should always be asked to sign a code of conduct form. Some school and colleges inform parents what the consequences will be if these standards are not met (e.g. withdrawal from activities and even asking parents to collect their child early in extreme cases)
• what the insurance arrangements are for lost luggage, accidents, cancellations, medical cover, as well as any exclusions from policies and if parents need to purchase any additional cover
• what clothing, equipment and money should be taken by each student q information about host families (on exchange visits)
• what the total cost of the visit will be.    

It is good practice to invite parents to a briefing before residential visits, travel abroad or adventure activities. 

The historic practice of asking parents to sign an indemnity form stating that the trip is being undertaken at the student’s risk is unacceptable and in any case is not likely to offer schools/colleges or teachers/lecturers any legal protection. 

Before the trip, parents should be asked to authorise in advance any emergency treatment of their child, including anaesthetics or blood transfusions, should it be considered necessary by medical authorities. Headteachers/principals should always consider removing the child from a trip if parents do not agree to this. 

Teachers/lecturers are sometimes pressed by their employer to take a student with either a known or recently diagnosed illness or a record of serious behavioural difficulties on a visit. After all, parents normally want their child to have as normal an education as possible, and schools and colleges will be mindful of their duties under the Disability Discrimination Act 1995. 

However, employers should consider carefully the extra responsibility and risk for the teacher/lecturer and the group, if a student whose illness is not under full control comes on the trip. 

If members face strong pressure to take with them a student whose health or behaviour record gives them real cause for concern, they should seek advice from ATL's London office.  

Obtaining information from parents

Bear in mind also that any information about a student that is likely to be relevant to the management of the school/college trip should be provided by parents.

Apart from specific information which might be required by the venue or tour operator, parents ought to be asked:

• if their child has any allergies or phobias
• if their child takes any medication (if so, who should administer it during the trip and how should this be done?)
• if their child has had any illnesses recently
• what the contact details for their child’s doctor are
• if their child has any dietary needs
• whether their child suffers from travel sickness
• whether their child has any irregular sleeping patterns
• about their child’s swimming abilities or other competencies, if relevant (e.g. skiing standard)
• if they can provide their contact details, including their reserve contact information
• if there is any other information they consider relevant.   

Parents have a duty to provide adequate information about their child to teachers/ lecturers who are organising a trip. On one residential field trip for example, a student wandered from the dormitory in the night and fell from a balcony. Her parents had failed to advise the school that their daughter was a sleep-walker. 

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.