Off-Site Visits Policy
1. Purpose
This policy sets out how off-site visits, activities and trips are planned, risk assessed and managed to ensure the safety and wellbeing of pupils and staff within our Alternative Provision.
2. Principles
Off-site learning must provide safe, meaningful and educational experiences.
Activities must be appropriate to pupils’ needs, abilities and risk profiles.
No off-site activity may take place without prior planning, assessment and approval.
Safeguarding and health and safety procedures apply at all times.
Staff must prioritise safety over continuation of any activity.
3. Scope
This policy applies to:
Walks in the local area
Community-based learning sessions
Educational visits (museums, libraries, parks, etc.)
Recreational or therapeutic outings
Any session taking place away from the home or usual environment
It does not cover residential trips or high-risk adventure activities; these require separate approval and specialist risk assessments.
4. Roles and Responsibilities
4.1 Organisation
The organisation will:
Approve off-site activities before they occur.
Ensure staff understand procedures and risk assessment requirements.
Maintain emergency contact information for all pupils.
Review any incidents or concerns arising from visits.
4.2 Staff and Tutors
Staff must:
Complete activity-specific risk assessments in advance.
Check pupil suitability based on behaviour, medical needs and risk history.
Obtain consent from parents/carers when required.
Ensure appropriate staffing ratios, typically 1:1 unless otherwise agreed.
Carry a charged phone, first aid kit and relevant medication.
Follow all safeguarding and lone-working procedures.
End the visit immediately if safety concerns arise.
4.3 Parents and Carers
Parents/carers must:
Provide accurate medical and emergency information.
Give permission for off-site visits when required.
Ensure pupils have suitable clothing, equipment or medication.
5. Planning an Off-Site Visit
Staff must ensure:
The purpose of the visit is clear and educationally relevant.
The location is appropriate, safe and accessible.
Travel arrangements are safe and proportionate.
Weather and environmental conditions are checked.
A contingency plan is in place for emergencies or unexpected changes.
6. Risk Assessment
All off-site visits require a written risk assessment covering:
Hazards at the location
Travel risks
Pupil behaviour and individual needs
Medical conditions and required medication
Ratios and supervision arrangements
Emergency procedures
Communication plan
Risk assessments must be approved by senior staff before the activity takes place.
7. Consent
General local outings may be covered by broad parental consent.
Higher-risk activities require specific written consent.
Pupils aged 16+ may give their own consent unless safeguarding concerns apply.
8. During the Visit
Staff must:
Maintain sight and supervision of the pupil at all times.
Follow planned routes and activities unless safety dictates otherwise.
Continually assess risk and adapt plans as needed.
Keep communication open with the organisation if concerns arise.
Ensure pupils behave safely and respectfully in public spaces.
Pupils must:
Follow staff instructions.
Stay within agreed boundaries.
Behave appropriately and safely.
9. Transport
Where transport is required:
Public transport may be used if appropriate for the pupil’s needs.
Taxis must be pre-approved and booked through approved providers.
Staff must never transport pupils in personal vehicles.
Accessibility and safety must be considered before travel.
10. Emergency Procedures
In the event of an emergency:
Staff must prioritise immediate safety and call emergency services if needed.
The organisation must be contacted as soon as possible.
Parents/carers and the referring authority will be informed.
An incident report must be completed after the visit.
11. Medication and First Aid
Relevant medication must be carried securely and administered only as authorised.
A basic first aid kit must be available.
Staff must know any medical plans for the pupil.
12. Behavioural Considerations
Visits may not proceed if:
The pupil’s behaviour presents risks that cannot be safely managed.
The environment is unsuitable for the pupil’s needs.
Parents or professionals advise against participation.
If behaviour becomes unsafe during a visit, the activity must end immediately.
13. Recording and Reporting
For every off-site visit, staff must record:
Location, date and purpose
Risk assessment details
Any incidents, near-misses or concerns
Any changes to planned activities
Serious incidents must be escalated to senior management and safeguarding leads.
14. Review
This policy is reviewed annually or sooner if legislation, guidance or organisational needs change.