This policy sets out the establishment procedures within which all employees must operate.  Further details can be gained by referring to the Employer Policy as detailed in Section 2.

Every young person should experience the world beyond the classroom as an essential part of learning and personal development, whatever their age, ability or circumstances. 

Learning beyond the classroom is the use of places other than the classroom for teaching and learning. It is about getting children and young people out and about, providing them with challenging, exciting and different experiences to help them learn.

It is about raising achievement through an organised, powerful approach to learning in which direct experience is of prime importance. This is not only about what we learn but importantly how and where we learn. It is not an end in itself but rather a vehicle to develop the capacity to learn. Good quality learning beyond the classroom adds much value to classroom learning. 

1. Scope and responsibilities

This policy applies to all educational visits, outdoor learning and adventurous activities carried out with young people. It does not apply to work-experience placements, work related learning or alternative provision.

The Headteacher has appointed an Educational Visits Co-ordinator. They will have the training and experience to enable them to competently discharge their responsibilities as listed in The Employer Policy.

The Educational Visits Co-ordinator is: Helen Dudman

Administrative tasks will be carried out by: Tracy Briggs

2. Establishment policy and procedures

The North Yorkshire County Council Policy for Educational Visits, Outdoor Learning and Adventurous Activities (June 2018) has been adopted by the governing body of Carleton Endowed School as its policy. The Local Academy Council recognises that it is the employer and retains responsibilities for health and safety. It will discharge its duties through the adoption of the policy and retain competent advice, additional approval and monitoring through North Yorkshire Educational Visits Advisory Service. Specific local procedures will be in line with, but not duplicate this policy.

Where there is conflict with non-statutory guidance or advice from other sources the employer policy will take precedence with clarification sought from the Headteacher, and if required from North Yorkshire Educational Visits Advisory Service. 


Routine acknowledgement: Whilst it is not a legal requirement to gain parental consent for curriculum activities, written acknowledgement will be gained on enrolment for routine local visits and activities which are a part of our normal educational provision during the school day and information regarding the nature of the types of visit will be included with the acknowledgment request. We will always aim to fully inform parents by Teachers2Parents of the nature of each visit, activity or series of a similar nature, remind parents that they have acknowledged this, and give opportunity to update information and emergency contact details.  On occasions a curriculum opportunity may become available at short notice and we will always aim to notify parents that their child will be offsite but this may not be possible.

Non-routine consent:

Written consent [which may be electronic eg via email or scholarpack] will be gained on enrolment for those visits which are non-routine visits and activities and those visits which fall outside of normal hours. We will fully inform parents by written letter (this may be in email form) of the nature of each visit, activity or series of a similar nature. 

Specific consent:

Written consent [which may be electronic eg via email or scholarpack] will be gained for every individual visit, activity or series of a similar nature which involve a higher level of risk including but not limited to longer journeys, residential visits and adventurous activities. We will fully inform parents by letter via temail, of the nature of each visit, activity or series of a similar nature. In the case of residential visits, a parents meeting will also be held to discuss the trip.

Medical information:

We will use the medical information on record in our  Information Management system alongside any updated information which parents will be given the opportunity to provide for most visits and activities. Where visits or activities involve a higher level of risk it may be appropriate for separate medical information and consent forms to be completed.

Staff competence

Records will be kept of induction, training, relevant qualifications and competence using the ‘My Details’ section of Evolve.

To ensure sustainability of important visits deputy leaders will be appointed in order that contingency plans can be put in place should a visit leader be indisposed.

EVC Training

The Educational Visits Co-ordinator will attend appropriate training and revalidation as required by the employer.

Visit Leader Training

Visit leaders will be approved by the Headteacher and will have attended appropriate training as required by the employer.

3. Planning and approval procedures

Visit leaders should follow the employer policy, establishment policy, guidance, local procedures and standard assessments of risk.

Risk management is a vital part of planning and assessing benefits and risk associated with visits and activities. Sensible risk management relates to identifying significant hazards and mitigating against risk through appropriate control measures. It is not a paperwork exercise but a dynamic process before and during a visit or activity in order that young people can be kept safe from harm. At Carleton Endowed School we have identified a Local Learning Area which includes all the places that we visit and the activities that we undertake routinely.  Details of our Local Learning Area are contained within the appendix which includes generic risk assessment.  Wherever the need arises additional risks and significant findings will be recorded using event specific risk assessment.

External providers: Wherever possible visit leaders will gain credible assurances of health & safety management systems and quality provision through a Learning Outside the Classroom Quality Badge. Alternatively assurances will be gained through a Provider Statement as detailed in the employer policy

4. Visit Planning and Management System

Evolve is the North Yorkshire Education Services web-based system used to facilitate the efficient planning, management, approval and evaluation of visits.  All staff that lead or accompany visits can access their own account which is set up by the Educational Visits Co-ordinator.

The default option is a day visit within the United Kingdom. Visits can be further categorised as follows:

  • On-site or local learning area
  • Joint visit
  • Overseas
  • Residential 
  • Adventurous (provider led)
  • Adventurous (self-led)

Visits will be recorded as detailed in the summary table below.

Approval of visits will be made as detailed below. Initial approval in principal will also be gained as required in the employer policy. 

Governing Body: 

Additionally as the employer, approval will be retained for visits abroad and all self-led adventurous activities in line with the employer policy. The governing body delegate the approval or scrutiny of these visits to North Yorkshire Educational Visits Advisory Service.

Adviser: Visits abroad and all self-led adventurous activities regardless of location. (As detailed in guidance).

Headteacher: All visits and activities – when they are also the EVC

Educational Visits Co-ordinator: 

All visits and activities. (Local walking visits, bike ability training, local sports fixtures, local swimming visits and adventurous activities when led by a provider.)

Visit planning approval summary table for Carleton Endowed School.


Planning/Recording Process

Risk Management

Final Approval

On-site/Local Learning Area

Notify office staff upon leaving site and on return.


Swimming to be recorded on Evolve

LLA risk management supplemented by specific documentation where necessary


Day Visit outside Local Learning Area

Recorded on Evolve

School risk manages journey and non-provider led activities using LLA risk management supplemented by specific documentation where necessary



Recorded on Evolve

LLA risk management and supplemented by specific documentation necessary



Recorded on Evolve

LLA risk management and supplemented by specific documentation necessary


Adventure, provider led

Recorded on Evolve

Provider risk manages activities

School risk manages journey and non-provider led activities using LLA risk management supplemented by specific documentation where necessary


Adventure, self-led

Recorded on Evolve

Local Learning Policy/Specific Risk Management


5. Incident Management

In the case of an incident during a visit all members of staff will follow the establishment’s incident management plan as detailed in the appendix.

6. Monitoring of visits and procedures

Governors will monitor the implementation of this policy by acting as a critical friend in monitoring the implementation and effectiveness of the policy.

The Educational Visits Co-ordinator will ensure that there is a system in place for appropriate monitoring of visits and activities.

7. Charges for Off-site Activities and Visits

Charges for educational off-site visits and adventurous activities, including charges for visits and transport, requests for voluntary contributions and remission of charges are made in line with DfE guidance. Reference should also be made to Carleton Endowed schools charging and remissions policy.

8. Inclusion & SEND

We endorse the principles for young people of a presumption of entitlement to participate, accessibility through direct or realistic adaption or modification and integration through participation with peers.

We acknowledge that it is unlawful to treat a young person with a protected characteristic less favourably or fail to take reasonable steps to ensure that young people with protected characteristics are not placed at a substantial disadvantage without justification.

We also acknowledge that expectations of staff must be reasonable, so that what is required of them (to include a young person) is within their competence and is reasonable. Reference should also be made to Carleton Endowed schools SEND policy.

9. Safeguarding

Safeguarding procedures should be considered as part of the planning process with additional consideration for residential visits.  Visit Leadership Teams should:

  • As part of planning, liaise with the Designated Safeguarding Lead (DSL) and other staff to identify any relevant safeguarding issues
  • Have access during a visit to the DSL (or trained deputy) either directly or through the Base Contact.

Any volunteers who accompany any visit or activity will be vetted and be directly supervised by a member of staff. If they are to have significant unsupervised access to young people then an enhanced DBS disclosure will be obtained and they will undergo induction and training in their role and responsibilities as detailed in employer and school policies and local procedures. Reference should also be made to Carleton Endowed Schools safeguarding policy.

10. Insurance

Young people participating in visits and activities will have appropriate insurance arranged independently by the school. Any differences to this will be notified to parents/carers as appropriate before any consent or payment is made.

11. Transport

Careful thought must be given to planning transport to support off-site activities and visits.  Statistics demonstrate that it is more hazardous to travel to an activity than to engage in it and staff must follow any specialist guidance provided by your employer.  

Appendix - Local Learning Area 


The boundaries of the locality are shown on the attached map. This area includes the following frequently used venues: 

  • Carleton Park
  • Skipton Tennis centre
  • Sandylands sports centre
  • Skipton Rugby Club
  • Skipton Cricket club
  • Erymysted’s school
  • Skipton Girls High School
  • The Skipton Academy
  • Skipton Library
  • Skipton Town Hall
  • Holy Trinity church Skipton
  • Craven Pool and Leisure Centre
  • Tescos/Morrisons
  • Coffee and Clay
  • Greatwood Primary School
  • Ramper park Carleton

We use our Local Learning Area on a regular basis for a variety of learning activities, and visit leaders are allowed to operate in this area by inputting visits on EVOLVE using the Local Area Visit option, provided they follow the below Operating Procedure.Where the visit may be a repeated occurrence, such as curriculum swimming, we will input this through EVOLVE as a Local Learning Area visit.

Operating Procedure for visits within the Local Area visit

The following are potentially significant issues/hazards within our extended locality:

  • Road traffic.
  • Other people / members of the public / animals.
  • Losing a pupil.
  • Uneven surfaces and slips, trips, and falls.
  • Weather conditions.
  • Activity specific issues when doing environmental fieldwork (nettles, brambles, rubbish, etc).
  • River crossing (by footbridge) 

These are managed by a combination of the following:

  • The EVC must give verbal approval before a group leaves and be notified on their return.
  • Only staff judged competent to supervise groups in this environment are approved. A current list of approved staff is maintained by the EVC and office.
  • The concept and Operating Procedure of the ‘Local Area Visit’ is explained to all new parents when their child joins the school via consent form and policy document on the school website.
  • There will be a minimum of two adults. 
  • Staff are familiar with the area, including any ‘no go areas’, and have practiced appropriate group management techniques.
  • Pupils have been trained and have practiced standard techniques for road crossings in a group. 
  • Where appropriate, pupils are fully briefed on what to do if they become separated from the group.
  • All remotely supervised work in the extended learning locality is done in ‘buddy’ pairs as a minimum.
  • Pupils’ clothing and footwear is checked for appropriateness prior to leaving school.
  • Staff are aware of any relevant pupil medical information and ensure that any required medication is available. 
  • A mobile is taken with each group and the office have a note of the number. 
  • Appropriate personal protective equipment is taken when needed (eg gloves, goggles)
  • Adequate first aid kits will be taken with each group.

A PDF copy of this policy, suitable for printing is attached.