Appendix 1 - Trips and Excursions Policy
Perth and Kinross Council · 16 September 2026
Back to Learning and Families Committee — 16 September 2026 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality Appendix 1
Page 2
Trips and Excursions Policy 2 A Perth and Kinross where everyone can live life well, free from poverty and inequality Table of Contents Version History ................................................................................................................................. 3 Foreword ...................................................................................................................................... 4 1. Introduction ........................................................................................................................... 5 2. Legal Framework .................................................................................................................. 7 3. Responsibility for Excursions ................................................................................................ 8 4. Proposal for an Excursion ................................................................................................... 11 5. Planning Your Excursion ..................................................................................................... 14 6. Risk Assessments ........................................................................................................... 16 7. External Providers ............................................................................................................... 18 8. Driver Responsibilities and Rest Requirements .................................................................. 20 9. Travel Insurance ................................................................................................................. 23 10. Participant Information, Preparation and Expectations .................................................... 23 11. Communication with Parents ........................................................................................... 28 12. Emergency Procedures ................................................................................................... 31 13. Physical Capability and Activity Suitability ....................................................................... 35 14. Duke of Edinburgh’s Award (DofE) Expedition Training and Supervision ........................ 35 15. Use of External Providers for Outdoor Activities .............................................................. 35 16. Travelling Abroad............................................................................................................. 37 17. Monitoring of Off‑Site Excursions .................................................................................... 39
Page 3
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 3 # Date Summary of Changes 1 April 2026 Draft version 2 June 2026 Update following H&S Cttee and Education and Learning SMT • Inclusion of relevant legislation and guidance in Introduction Section • Link from Roadmap to Ratios • Inclusion of ASN legislative context 3 July 2026 Update following JNCT 4 August 2026 Changes following feedback from Children, Families and Justice • Addition of MiDAS information re driving times • Addition of reference to PKC Code of Conduct Version History
Page 4
Trips and Excursions Policy 4 A Perth and Kinross where everyone can live life well, free from poverty and inequality Foreword Off-site excursions offer meaningful opportunities to enhance participant experiences, whether through visits to other establishments, local outings, adventurous activities, or international trips. These activities allow Group Leaders to further motivate, engage, and educate those in their care. When working outside the usual workplace, Group Leaders must assess and manage the safety of the excursion, taking into account the health and wellbeing of: • participants • other supervisors • the general public This requires an awareness of potential hazards and the implementation of appropriate risk‑management measures to protect both the group and the wider public. This policy document provides guidance to support all staff involved in off-site excursions in meeting their responsibilities effectively.
Page 5
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 5 1. Introduction Educational excursions offer valuable learning experiences beyond the classroom, allowing participants to develop investigative skills, confidence, self‑esteem; and, during longer visits, greater independence. These experiences enrich learning by providing opportunities that are not otherwise available in traditional settings. This policy supports all staff involved in organising educational excursions to ensure participant safety and wellbeing. It takes into account all relevant legislation, particularly in relation to health and safety, whilst also recognising the importance of equity for all. This includes children and young people who may have additional support needs and for whom additional considerations may be required, as well as those who may face barriers to participation relating to cost. The relevant legislation and guidance is referred to in the relevant sections below but includes: • Health and Safety at Work etc. Act 1974 • Management of Health and Safety at Work Regulations 1999 • Equality Act 2010 • Education (Additional Support for Learning) (Scotland) Act 2004 • Adventure Activities Licensing Regulations 2004 • Road Traffic Act 1988 • Cost of the School Day Policy Developed by the Adventurous Activities Advisory Group (AAAG), it reflects current good practice across the Council and promotes inclusive access for all participants, regardless of additional support or medical needs, ethnicity, sex, or religion. The guidance is relevant to school staff, community learning and development groups, sports development teams, music tutors, and other activity coordinators. The guidance is also applicable to social services staff, countryside rangers, leisure and recreation teams, and others who may organise or lead educational excursions. It is intended to assist Heads of Establishment, Group Leaders, and Activity Leaders in planning safe and effective experiences for participants. For clarity, the following terms are used throughout this guidance: • Establishment – any school, youth centre, or setting organising an excursion • Participants – all individuals taking part in excursions • Heads of Establishments – those with overall responsibility for their establishment • Excursions – all activities delivered by Perth and Kinross establishments • Group Leader – any staff member organising or supervising an excursion • Activity Leader – a Council employee delivering the activity • Parents – parents, carers, or guardians • Base – the establishment from which an excursion is organised This document provides both guidance and Council policy on excursion practice. It is based on the Scottish Government’s Health and Safety on Educational Excursions (2004), available at Health and safety on school excursions: a good practice guide – gov.scot.
Page 6
Trips and Excursions Policy 6 A Perth and Kinross where everyone can live life well, free from poverty and inequality There is a separate policy relating to adventurous activities. Anyone planning a trip which includes any adventurous activity should consult this from the outset to ensure that all appropriate measures are in place.
Page 7
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 7 2. Legal Framework Employers have a legal responsibility under the Health and Safety at Work etc. Act 1974 to safeguard the health, safety, and welfare of their employees and to ensure, so far as is reasonably practicable, the safety of anyone affected by their activities, including participants on off‑site excursions. These duties apply to local authorities, which act as the employer for most establishments organising educational visits. The Management of Health and Safety at Work Regulations 1999 require employers to assess activity‑related risks, implement appropriate control measures, and inform employees of these arrangements. Employees and volunteers must, in turn, take reasonable care for their own and others’ safety, follow instructions and training, and report any significant risks. Staff leading excursions have a common‑law duty of care to act as a parent would in similar circumstances. In terms of equality legislation, the former Disability Discrimination Act 1995 has been fully replaced by the Equality Act 2010, which harmonises and strengthens anti‑discrimination protections across protected characteristics, including disability. The Equality Act remains current and up to date as of April 2026 and explicitly consolidates earlier discrimination laws. The Council must also comply with any relevant sector regulations, including the Adventure Activities Licensing Regulations 2004, which govern licensing for specified adventurous activities. In addition, duties under the Road Traffic Act 1988 apply wherever transport is used; for example, ensuring driver competence, vehicle roadworthiness, and adherence to insurance and licensing requirements. This legal framework underpins all educational excursions, ensuring that activities are planned and delivered safely, inclusively, and in accordance with national legislation and Council policy.
Page 8
Trips and Excursions Policy 8 A Perth and Kinross where everyone can live life well, free from poverty and inequality 3. Responsibility for Excursions Responsibility for the health, safety, and decision‑making relating to excursions is, in most cases, delegated to the Head of Establishment. No excursion may take place without their approval. 1. Head of Establishment Heads of Establishment are ultimately responsible for ensuring that every excursion complies with: • local authority regulations • local authority health and safety policies • guidance provided through AAAG and EVOLVE EVOLVE is used to formally plan, manage, and gain authorisation for excursions by ensuring all visits are risk-assessed, appropriately supervised, and compliant with local authority and organisational requirements. It provides a clear audit trail for approval, supports safeguarding and health and safety obligations, and helps ensure that all excursions are educationally purposeful, well organised, and safely delivered. Where events are repeated and all details remain the same, multiple dates can be selected on Evolve. In larger establishments, the Head may appoint an Excursions Coordinator to manage and monitor excursion procedures. AAAG will regularly review excursion processes through establishment and site visits. Excursions are normally planned and led by a Group Leader, and the Head of Establishment must ensure that the Group Leader is suitably competent and qualified to manage risks throughout the visit. When participating in an excursion, the Head of Establishment must follow the instructions of the Group Leader, who has sole charge of the excursion. A Head of Establishment Checklist is available on EVOLVE to support them in fulfilling their responsibilities. 2. Responsibilities During an Excursion All individuals involved in an excursion share responsibility for their own and others’ health and safety. Specific roles are outlined below. 3. Group Leader (Visit Leader) The Group Leader, referred to as the Visit Leader on EVOLVE, is the named individual in charge of the excursion. They have overall responsibility for: • the supervision and conduct of the group • ensuring the health and safety of all participants Where there are joint visits involving a number of schools or settings, each Headteacher or Centre Leader is responsible for the children and young people for their own setting. A separate Evolve form should be completed by each school or setting. The Group Leader must be appointed or approved by the Head of Establishment and may be:
Page 9
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 9 • a paid member of staff • a suitably qualified volunteer A Visit Leader Checklist is provided on EVOLVE to support this role. 4. Activity Leadership Activity Leaders may be: • Perth and Kinross Council employees, or • qualified external providers invited by the Group Leader They are responsible for safely delivering the specific activity assigned to them. 5. Depute Leader Some excursions may require a Depute Leader. Their responsibilities include: • supporting the Group Leader • taking over if the Group Leader is unable to continue their duties 6. Paid Perth and Kinross Council Staff Paid staff participating in excursions act as employees of the local authority, whether the excursion occurs during or outside normal establishment hours. They must: • prioritise the health and safety of all participants • act as any reasonable parent would in the same situation • act in accordance with PKC Codes of Conduct • follow Group Leader instructions and assist with control and discipline • intervene and notify the Group Leader if they believe an activity poses unacceptable risk 7. Adult Volunteers Adult Volunteers must be fully aware of their roles, responsibilities, and child protection expectations. They must: • support the health and safety of everyone in the group • never be left in sole charge of participants unless specifically agreed through the risk assessment • follow instructions from the Group Leader • raise any safety concerns with the Group Leader immediately All volunteers, including local authority employees acting as volunteers, must: • complete a Council volunteer application form • undergo a PVG Disclosure check
Page 10
Trips and Excursions Policy 10 A Perth and Kinross where everyone can live life well, free from poverty and inequality There is a range of guidance available in relation to the roles which require PVGs. Education and Learning have published guidance which is available on eric and Disclosure Scotland have detailed tools which support the identification of regulated roles which require a PVG. PVG-Guidance-for-Schools PVG scheme - list of regulated roles - mygov.scot Check if a role needs PVG scheme membership - mygov.scot 8. Participants Participants must be clearly instructed that they must: • avoid unnecessary risks • follow instructions from the Group Leader, supervisors, and venue staff • behave and dress responsibly • respect local customs and codes when abroad • report anything unsafe to the Group Leader Participants whose behaviour presents a risk to themselves, or others, may be excluded from the excursion. Where possible, alternative ways of meeting the excursion’s curricular aims should be provided. 9. Parents / Adults with Parental Responsibilities Parents or carers must be given sufficient written information, and may be invited to briefing sessions, to make an informed decision about their child’s participation. They should also be advised on how to help prepare their child, including reinforcing the excursion code of conduct. Parents/carers will be required to: • provide emergency contact details, ideally for two separate contacts • sign the consent form • provide relevant health information (emotional, psychological, physical) • ensure their child attends with the correct equipment and clothing They must also agree to any arrangements for sending a participant home early, including who will meet the associated cost.
Page 11
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 11 4. Proposal for an Excursion 1. Initial Agreement Before any excursion can take place, the Group Leader must obtain initial agreement from the Head of Establishment. The PKC Outline Proposal Form on Evolve can be downloaded from Evolve and used for this purpose. The Head of Establishment, in consultation with the Group Leader, must consider the purpose and objectives of the trip or excursion alongside the potential cost to families. This requires a trip outline, particularly for overseas trips, to be presented to, and approved by, the Head of Establishment prior to any commitments being made or any deposits being paid. The PKC Vision included within the Cost of the School Day Policy states that, “Cost will never prevent any Perth and Kinross pupil attending an educational excursion held during the school day.” There is an expectation that Heads of Establishment will carefully consider the educational benefit and costs of any residential school trip and consider options for support or subsidies for any family where the child or young person could miss out through not being able to pay. As part of this, hidden costs such as specialist clothing, casual clothing, sleeping bags, passports, toiletries and spending money, should also be considered. This initial discussion with the Head of Establishment allows the Group Leader to: • confirm the purpose and objectives of the excursion • consider any additional needs of participants in line with the Equality Act (2010) • begin drafting an outline plan • complete an initial risk assessment • outline indicative costs and support or subsidies for families where the child or young person could miss out for financial reasons 2. Head of Establishment Agreement and Central Registration After receiving initial approval, the Group Leader must identify which excursion category applies. Per PKC guidance on EVOLVE excursions fall into five categories. Each category requires a specific approval form.
Page 12
Trips and Excursions Policy 12 A Perth and Kinross where everyone can live life well, free from poverty and inequality 3. Categories, Minimum Supervision Ratios and Consents There should be a minimum of 2 adults on any trip or excursion. This ensures that there is appropriate supervisory cover should an adult fall ill or have an accident. Category Ratio Age Category Internal Agreement Parental Consent Central Registration and Approval Category 1: Regular Excursions eg: Sports fixtures and shorter local outings linked to the delivery of the curriculum Under 2s 1:3 2-3 years 1:5 3-5 years 1:8* P1-P3 1:10 P4-P7 1:15 S1-S4 1:15 S5-S6 1:15 Approval required from Head of Establishment Annual parental consent No Category 2: Optional Excursions eg: End of term outing, trips to a Heritage Centre As above Approval required from Head of Establishment Specific parental consent No Category 3: UK Overnight With or without adventurous activities Nursery and P1-5 not allowed P6-P7 1:12 S1-S4 1:15 S5-S6 1:15 Approval required from Head of Establishment Specific parental consent Yes (at least 6 weeks before) Category 4: Abroad With or without adventurous activities Nursery and P1-5 not allowed P6-P7 1:8 S1-S4 1:8 S5-S6 1:8 Approval required from Head of Establishment Specific parental consent Yes (at least 3 months before) Category 5: Day Trip With adventurous activities Please refer to the section on Adventurous Activities Approval required from Head of Establishment Specific parental consent Yes (at least 6 weeks before) *Where children aged three and over attend ELC settings for fewer than four hours in any one day the adult to child ratio can be one adult to 10 children. NB: There may be occasional situations where P4-P5 young people are involved in overnight excursions. Approval must be sought from Senior Managers for this.
Page 13
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 13 NB: These are the minimum ratios that must be adhered to in all circumstances. Ratios may vary if risk assessments identify particular needs within those attending. Approval Requirements: • All five categories require authorisation from the Head of Establishment through EVOLVE. • Categories 3, 4, and 5 also require technical approval from the Local Authority. • These excursions must be submitted on EVOLVE as early as possible and no later than six weeks before the excursion date. 4. Regular Sports Fixtures (Categories 1 and 2) For recurring sporting fixtures, such as football or rugby league matches, there is no requirement to submit a separate EVOLVE approval for every fixture. Instead use EVOLVE’s “regular dates” feature to cover a full year (or more) of fixtures. Any changes to planned events can be added in the “added notes” section. 5. Excursions Involving Home Stays Excursions that involve home stays (including reciprocal visits) require the approval of a Head of Service, in addition to normal approvals. Group Leaders must complete suitable and sufficient risk assessments to reflect the additional risks associated with home stays. 6. Parental Consent Parental consent is required for all excursions. Types of Consent • Category 1 excursions require annual parental consent (minimum requirement). • Categories 2–5 excursions require specific parental consent. Example consent forms for both types are available on EVOLVE.
Page 14
Trips and Excursions Policy 14 A Perth and Kinross where everyone can live life well, free from poverty and inequality 5. Planning Your Excursion Effective planning is essential for every excursion whether it is a short visit to a local park, museum, or swimming pool, or a residential trip within the UK or overseas. Planning must begin well in advance of the departure date. Planning must also include consideration of reasonable adjustments required for children with additional support needs, in line with the Equality Act 2010. The Education (Additional Support for Learning) (Scotland) Act 2004 should also be considered. This complements the Equality Act by focusing on meeting learner needs and enabling access. There is a duty to identify and meet additional support needs as well as to consider additional support which may be required for short or long-term periods. This means planning for excursions must consider a wide range of needs, not just disability. Visits to another school as part of transition or enhanced transition do not require the completion of a form in Evolve. A risk assessment may be required for transport especially where the child or young person has additional support needs. 1 Responsibility for Planning In most cases, the Head of Establishment delegates the planning of the excursion to the Group Leader. The Head of Establishment must be satisfied that the Group Leader: • is competent to lead the excursion • has sufficient experience to manage the visit safely and effectively All planning steps and required information are included within the EVOLVE form, located on the left-hand side of the EVOLVE page. This ensures a consistent and structured approach to planning. 2 Financial Guidelines Where a parental contribution is requested, the following financial procedures must be followed: • A receipt must be issued for every contribution received • A Financial Statement must be prepared at the end of the excursion The final Financial Statement must be shared with parents/guardians of participating pupils This ensures transparency and compliance with financial guidelines. Planning of trips and excursions should also take the Cost of the School Day Policy into consideration to ensure fairness and equity across all school environments.
Page 15
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 15
Page 16
Trips and Excursions Policy 16 A Perth and Kinross where everyone can live life well, free from poverty and inequality 6. Risk Assessments Effective risk assessment is a critical part of planning any excursion. It ensures that hazards are identified, risks are controlled, and appropriate safety measures are in place before the excursion takes place. Wherever possible, the Group Leader should carry out an exploratory visit to the location. This helps ensure that risks are accurately identified and that the environment, activities, and logistical arrangements are fully understood. EVOLVE provides access to a comprehensive suite of risk assessments to support safe and effective excursion planning. These include generic risk assessments for common activities, travel, and supervision, which can be adapted to individual visits, as well as specific risk assessments relating to venues, activities, environments, medical needs, and participant requirements. Together, these ensure that foreseeable risks are identified, proportionate control measures are in place, and responsibilities are clearly defined, enabling visits to be planned consistently and in line with health, safety, and safeguarding expectations. All staff involved in risk assessments must be appropriately trained. Details of training are available here. A written risk assessment must: • be completed well in advance of the excursion • be comprehensive but not overly complex • be approved and signed off by an individual with the authority to implement further control measures (in most cases, the Head of Establishment) Risk assessments do not require complex technical detail or professional health and safety qualifications, but they must be thorough and practical. Time should be made available for a pre-visit to any new establishment being visited for the first time to enable the completion of a risk assessment. EVOLVE provides examples of generic risk assessments and site-specific risk assessments. These can be used as a starting point. However, all event-specific details must be recorded in the “Event Specific Notes” section on EVOLVE to ensure accuracy. When an Excursion Cannot Proceed If identified risks cannot be controlled to a reasonable level, or if the programme cannot be adapted to reduce risks, the excursion must not take place. Key Considerations When Assessing Risk Risk assessment should address the following questions: • What are the hazards? • Who might be affected? • What control measures are needed to reduce risks? • Can the Group Leader ensure these control measures are followed? • How will the effectiveness of controls be monitored and reviewed?
Page 17
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 17 • What are the emergency procedures? Factors the Group Leader Must Consider When developing and reviewing the risk assessment, the Group Leader should consider: • Excursion and activity details • The type of excursion and level of activity involved • Location, routes, and transport arrangements Supervision • Competence, experience, and qualifications of staff • Group composition, including supervisors who may also have children on the excursion • Ratios of supervisors to participants Participants • Age, competence, fitness, and behaviour • Suitability of the activity for each participant • Additional support needs, including medical requirements Equipment and Environment • Quality and suitability of equipment • Seasonal conditions, weather, and timing • How to respond if a participant becomes unwilling or unable to continue Emergency Preparedness • First aid provision and emergency procedures • Ongoing monitoring of risks throughout the excursion
Page 18
Trips and Excursions Policy 18 A Perth and Kinross where everyone can live life well, free from poverty and inequality 7. External Providers What is an External Provider? An External Provider is any organisation or individual outside the Council that delivers adventurous or specialist activities during an excursion. The Council maintains a list of Approved External Providers. This can be accessed here or on Evolve. If a Group Leader wishes to use a new provider not currently on the list, this must be discussed with the Technical Advisor at least 3 months in advance of the planned activity. Duration of approval Once an organisation becomes an Approved Provider, they are subject to a three-year review cycle carried out by the AAAG and the Technical Advisor During this review, AAAG and the Technical Advisor will check: • insurance documentation • required licences to operate • quality of service and any feedback received If significant concerns arise, an immediate review will take place. Monitoring visits may also be carried out during the three-year approval period. How to enquire about an External Provider A register of Approved External Providers is available on EVOLVE. Alternatively, enquiries can be directed to the Technical Advisor. If the provider is already on the approved list, the excursion may proceed once all other required paperwork is completed as part of the normal excursion planning process. What if the provider is not on the Approved List? If the provider is not listed, then we cannot enter into an excursion agreement with them. Our Technical advisor will confirm this. To have them approved, AAAG will await instruction from the Technical Advisor, who will begin the necessary checks to determine whether approval should be pursued. No further arrangements may be made until approval is confirmed. At this stage, our Technical Advisor can also recommend alternative providers who already appear on the approved list. If instructed to proceed, AAAG will send the organisation an External Provider questionnaire. This questionnaire is designed to gather the information required to determine compliance with Council quality and safety standards.
Page 19
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 19 Approval process Once the provider submits the completed questionnaire, AAAG will review it. AAAG meets quarterly, but may request additional information, which can extend timelines. Approval is not guaranteed and may be refused. If approved, an Approved Provider Agreement is issued, signed by the AAAG Chair, and sent to the provider. The provider must sign and return a copy to AAAG. Only after this process is complete may excursions be arranged with the organisation. Because this process can take considerable time, early planning is essential when proposing a new provider. Responsibilities when using an External Provider All leaders using an external provider must: • understand their own roles and responsibilities • know exactly what the provider is responsible for • clarify supervision arrangements This includes agreeing in advance: • who supervises during free time • responsibilities during mealtimes • when staff must directly oversee participants Clear agreement prevents misunderstandings and ensures safe practice throughout the excursion. Approved Providers from other Local Authorities Providers approved by other local authorities may also be used. However, they must still meet the same approval processes and quality standards required by the Council. Using Tour Operators and Providers for Activities Abroad Before arranging any visit abroad: • contact the Technical Advisor and your Head of Establishment for guidance • discuss any adventurous or outdoor education components with the Technical Advisor at least 12 months in advance These early discussions ensure: • the tour operator is ABTA bonded • appropriate insurance arrangements are in place • activities are supported by qualified and competent providers
Page 20
Trips and Excursions Policy 20 A Perth and Kinross where everyone can live life well, free from poverty and inequality 8. Driver Responsibilities and Rest Requirements The Head of Establishment must ensure that all staff driving Council minibuses have an adequate rest period before driving. Drivers must also comply with all relevant Department for Transport (DfT) regulations. The Council’s Minibus Coordinator can provide guidance and appropriate reference materials regarding the safe operation of minibuses. General Expectations of Minibus Drivers Minibus drivers must: • follow local authority or establishment guidance • not drive if taking medication or undergoing any treatment that may impair judgement or ability • know emergency procedures • avoid long periods of continuous driving and take rest breaks when required. MiDAS guidance states that a 15-minute break should be taken after 2 hours driving. • mobile phones must not be used when driving – higher penalties of £2,500 fine plus 6 penalty points on licence. • comply with all relevant DfT regulations and insurance requirements • consider the impact of their working day or duties prior to driving Use of High‑Capacity People Carriers The Council does not currently offer formal driver training for high‑capacity people carriers. Until such training exists, drivers should be encouraged to: • complete MIDAS training • follow MIDAS best‑practice guidance when operating people carriers Maintenance and Safety Checks of Council Minibuses The Head of Establishment is normally responsible for minibuses located at their base but may delegate daily maintenance tasks to a trained member of staff. The designated staff member must: • carry out daily checks using the driver checklist • report all defects to Fleet Management using the defect report process • maintain the vehicle’s record‑of‑use, including service history and insurance • ensure all drivers have valid MIDAS certification • ensure the minibus is signed in and out correctly If an establishment borrows a minibus from another location, the borrowing establishment must complete its own safety checks. Important Contacts
Page 21
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 21 Fleet Management (Mon–Fri, 07:30–17:00) 01738 477135 01738 477138 Minibus Coordinator (Mon–Fri, 08:00–16:30) 07500 122820 Out of Hours – Breakdown (AA) 0800 424151 Reference: 0070758 For tyre repairs outwith normal working hours contact Redpath Tyres on 0131 334 7387. Use of Private Cars When Group Leaders, volunteers (including DofE), or others use their own cars to transport participants, they must ensure: • the vehicle is roadworthy • the driver holds a valid licence • the insurance policy for the vehicle/driver must include business use to allow the transportation of passengers • seat belts are fitted to all passenger seats • seat belts are worn at all times Drivers may be asked to show original documentation. Volunteers must be vetted before being permitted to transport participants. Child Seat Legislation The Group Leader must ensure the correct seats are available and used correctly. Age / Height Range Requirement Under 3 years appropriate child seat Age 3–12 / under 1.35m (4ft 5in) child seat or booster 12+ or 1.35m+ adult seat belt Additional Safeguarding and Safety Measures • Parents must give consent for their child to travel in others’ cars • Avoid situations where a driver is alone with a single child • Use a central pick-up/drop-off point rather than home drop-offs • Ensure that there are arrangements in place for wheelchair users which meet the requirements of the Equality Act 2010. Supervision on Transport Supervision levels must be included in the risk assessment. The Group Leader is responsible for behaviour, safety, and discipline at all times.
Page 22
Trips and Excursions Policy 22 A Perth and Kinross where everyone can live life well, free from poverty and inequality Normally, the driver should not supervise passengers, although this may be acceptable for short journeys with small groups of older pupils. All passengers must be shown: • emergency exits • first‑aid locations • fire safety equipment The Group Leader must also be aware of alternate routes or transport arrangements. Key Factors When Planning Supervision The Group Leader should consider: Double‑decker vehicles • One supervisor per deck (as a standard expectation) Road-crossing safety • Pupils must follow the Highway Code and Green Cross Code • Use pedestrian crossings, lights, or footbridges whenever possible Public transport (buses, trains, ferries, boats) • Clearly explain movement limits and behaviour expectations • Misbehaviour is a common cause of accidents • Ensure pupils know emergency procedures Booking public transport • Reserve seats early so the group can remain together Pick-up and drop-off safety • Ensure pupils behave safely while waiting • Pay particular attention when using UK transport abroad Rest stops • Plan stops in safe areas • Ensure compliance with legal driver rest regulations Breakdowns or accidents • Pupils must remain under direct supervision at all times Passenger headcounts • Use a checklist every time: Boarding Leaving After rest stops After refuelling
Page 23
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 23 Seat belts • Must be worn whenever seated and the vehicle is moving Visibility clothing • Consider using identifiable clothing (eg coloured hoodies, hats) Driver area access • No pupil may access the driver’s area at any time Travel sickness medication • Only administer with prior written parental consent • Must follow the authority’s medication policy 9. Travel Insurance Type of Insurance and Cover provided by Perth and Kinross Council The policy provides financial protection for a range of specified risks, including: • trip cancellation for individuals in certain circumstances • personal accident • medical expenses • loss of or damage to personal effects • legal liability expenses Full details of the cover are available here. 10. Participant Information, Preparation and Expectations 1. General Guidance Careful planning, good organisation, and proper preparation significantly reduce risks during excursions. Participants must receive clear information and guidance, so they understand: • what the excursion involves • what is expected of them • the behaviour standards they must follow • any potential hazards and how to act safely Good behaviour and discipline are essential. Many accidents occur when there is poor control, unclear rules, or unsafe conduct. Where appropriate, participants should also be involved in planning, carrying out, and reviewing aspects of the excursion. This may include linked curricular work or taking on different roles within an activity. Health and safety considerations should form part of these discussions. 2. Participation and Behaviour The Group Leader must ensure participants are capable of undertaking the planned activities. While young people should be encouraged to challenge themselves, especially in adventurous activities, they must never be forced into something they genuinely fear. A training or briefing session should be held before any adventurous activity.
Page 24
Trips and Excursions Policy 24 A Perth and Kinross where everyone can live life well, free from poverty and inequality If a participant behaves in a way that creates a safety risk to themselves or others, they should be withdrawn from the activity. On residential visits, the Group Leader may need to consider sending the participant home early. Parents and participants must be told in advance: • how behaviour concerns will be managed • the process for sending a participant home • who is responsible for meeting any costs 3. Equal Opportunities When a visit includes participants with additional support needs or diverse sexual orientations, the selected venue and activities must be appropriate, inclusive, and able to accommodate all participants safely and respectfully. Where practicable and with reasonable adjustments, excursions should be accessible to all participants, regardless of: • additional support or medical needs • ethnic background • religion • sex • other protected characteristics 4. Information for Participants The Group Leader may choose the format used to give information but must ensure participants understand key safety messages. For some pupils, especially those on their first overnight stay, this information is vital. Participants should be informed about: • the aims and objectives of the excursion • details about the destination • useful foreign words, where appropriate • local culture and customs • specific hazards and why rules must be followed • safety precautions and reasons for them • any additional measures for participants with disabilities • expected standards of behaviour, including appropriate personal and social conduct • items they must not bring into or out of the UK (eg drugs, weapons) • what to do if approached by someone outside the group • what to do if they become separated • rendezvous arrangements • emergency procedures • who is responsible for the group at all times Residential Visits All participants should carry the address and telephone number of their accommodation.
Page 25
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 25 Multiple Activities If the excursion includes activities with different requirements: • each activity must be separately assessed • participants must receive specific information for each task Participants must know who is responsible when duties are delegated to another leader or instructor. If plans change during the visit, the Group Leader must reassess new activities and ensure participants are briefed appropriately. 5. Preparing Participants for Remote Supervision Remote supervision must only occur when the Group Leader is satisfied that participants are ready, trained, and capable of being responsible. Before remote supervision takes place, participants should be given: • emergency contact numbers • money (where necessary) • maps, plans and relevant information • knowledge of the nearest phones and ensuring mobile phones are charged and can connect • clear understanding of out‑of‑bounds areas • identity cards and a rendezvous point Participants must be told: • not to separate from their group • which activities are permitted • what the ground rules are and why they matter 6. Transport Safety Participants using transport must follow basic safety rules: • arrive on time and wait safely • do not rush towards the vehicle • wear seat belts or appropriate child restraints • stay seated while the vehicle is moving • do not tamper with equipment or controls • keep aisles and exits clear • never board or leave a moving vehicle • do not lean out of windows or throw objects • do not leave the vehicle without permission • do not distract the driver • keep clear of doors • after disembarking, wait until the vehicle has moved off before crossing the road • follow the Green Cross Code when crossing roads in the UK • tell a leader immediately if they feel unwell
Page 26
Trips and Excursions Policy 26 A Perth and Kinross where everyone can live life well, free from poverty and inequality Group Leaders must ensure participants understand what to do if they miss the scheduled departure time. 7. Participants with Additional Medical and Support Needs Heads of Establishments must ensure reasonable adjustments are made to include participants with medical or additional support needs, while maintaining safety for everyone. Planning and risk assessment must consider: • appropriate supervision ratios • additional safety measures • any specific risks relating to individual participants (a) Participants with Medical Needs Additional arrangements may include: • ensuring medication is available, managed, and safely stored • making leaders aware of medical needs and emergency procedures • training staff to administer medication, where required • considering whether a parent or care assistant should accompany the trip Parents should provide: • PVG details • details of medical conditions • emergency contacts • GP information • previous experience of staying away from home • medication details and permissions • allergy and dietary information • toileting or mobility requirements • transport or equipment needs The Group Leader must check whether the insurance policy covers pre‑existing medical conditions. (b) Participants with Additional Support Needs Planning should ensure compliance with the Equality Act 2010 Consider: • how the participant can take part fully • whether activities need to be adapted • additional resources • clear communication of instructions • whether extra supervision is required • whether a supervisor who already knows the participant should accompany them
Page 27
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 27 The Group Leader should discuss arrangements with parents to confirm that suitable measures are in place.
Page 28
Trips and Excursions Policy 28 A Perth and Kinross where everyone can live life well, free from poverty and inequality 11. Communication with Parents 1. Overview Communication with parents is essential for all participants under 16, and for those aged 16–18 who are still in full‑time education. Parents must be kept fully informed about any off‑site activity or excursion, unless it is part of the regular school curriculum and they have already been notified through the school handbook or previous correspondence. For routine activities, seeking annual parental consent may be appropriate. 2. Pre‑Visit Communication For visits involving overnight stays, foreign travel, or adventurous activities: • parents should be invited to a briefing meeting. • written details of the visit should be provided. • information must be clear enough for parents to make an informed decision, recognising that some activities may appear high‑risk but are managed to safe standards. • alternative arrangements must be provided for parents unable to attend or those for whom English is not their first language. • parents should understand that group leaders and supervising adults will exercise the same level of care as a parent. 3. Information Parents Must Receive Parents must be provided with clear information on all matters affecting participant safety and wellbeing, including: • dates of the excursion • the purpose and learning objectives • departure and return times, including confirmation that parents agree to collect their child • pick‑up and drop‑off locations • transport arrangements, including travel providers and duration • group size and supervision levels, including any planned remote supervision • accommodation details, including security and supervisory arrangements • provision for participants with additional support or medical needs • procedures if a participant becomes ill • names of group leaders, staff, and accompanying adults • planned activities and the management of assessed risks • behaviour expectations, including rules relating to alcohol, smoking, sexual conduct, and prohibited items • insurance arrangements, including what is covered, exclusions, and whether parents should obtain additional cover • clothing and equipment requirements • pocket money arrangements and safekeeping • information required from parents and permissions needed • exchange visit details, including host family information
Page 29
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 29 • school policy on phone use during excursions • total cost of the visit including options for payment plans in line with the Cost of the School Day Policy. 4. Parental Consent Written parental consent must be obtained for: • annual routine excursions • optional excursions • UK overnight visits • overseas visits • adventurous activities Forms to support the collation of consents are available on Evolve. If parents refuse consent, the participant must not attend, and alternative learning opportunities should be provided where possible. If consent is conditional, the Head of Establishment must decide whether it is safe and appropriate for the participant to join the visit. 5. Consent Form Information The consent form should also gather essential participant information, such as: • allergies or phobias • medication details and administration arrangements • whether the participant self‑administers medication • any recent illnesses or contagious diseases in the household • GP contact details • medical or special dietary needs • travel sickness history • toileting considerations • night‑time tendencies (e.g., sleepwalking) for residential visits • swimming ability and water safety awareness • disabilities or identity information relevant to safeguarding • parent/guardian contact numbers (day and night) • alternative emergency contact details 6. Medical Consent Medical consent should form part of the parental consent process. Parents should be asked to authorise emergency treatment, including anaesthetic or blood transfusion, if deemed necessary by medical professionals. If parents do not agree to this, the Head of Establishment may consider excluding the participant from the visit due to the increased responsibility on the Group Leader. In emergencies, doctors will generally proceed without parental consent, but cultural or religious factors may require explicit permission. Some overseas medical professionals may also request written authorisation from the Group Leader.
Page 30
Trips and Excursions Policy 30 A Perth and Kinross where everyone can live life well, free from poverty and inequality Where relevant, a translated copy of the medical consent should be carried. Consent forms should reflect modern religious, cultural, and safeguarding considerations. 7. Other Forms of Consent Specific consent is required for: • transporting participants in a private vehicle belonging to a non‑teacher adult • transporting participants in another participant’s vehicle • (at the Head’s discretion) transporting participants in a teacher’s private vehicle • all vehicles and drivers must be appropriately licensed and insured. 8. Early Return Due to Behaviour Parents must be informed in advance if they may be required to fund the early return of a participant whose behaviour becomes a cause for concern. A written agreement may be appropriate. 9. Contact with Parents During the Visit Heads of Establishments must ensure that parents can: • contact their child through the Homebase Contact or Group Leader in a home emergency • receive information in the event of an incident or delay • use established emergency contact numbers both at home and at visit locations Parents should be reminded—ideally in the initial information letter—to: • know all destination details • be aware of emergency contact arrangements • provide day and night contact numbers Participant Contact with Parents The establishment should inform parents when the group has arrived safely. This can be done by: • agreed individual contact by participants • all arrangements must align with school policy on phone use (mobile or landline). If parents become concerned after direct contact with their child, they should contact the Homebase Contact rather than the participant.
Page 31
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 31 12. Emergency Procedures 1. Overview Staff in charge of children, young people and adults on an excursion have a duty of care to ensure that every reasonable measure has been taken to secure the health, safety and welfare of those taking part. In the case of children and young people, they also have a common duty to act as a reasonable parent would act and, in addition, they should be fully aware of how to respond to a child protection incident or allegation. Accidents and emergencies can occasionally occur and an essential part of planning an excursion is to anticipate any problems which may arise and have clear emergency procedures which are understood by all those involved. The Group Leader of the excursion is responsible for ensuring that emergency procedures are in place and that they are agreed by the Head of Establishment and communicated to all adults involved in the excursion. Key to any excursion is the identified Homebase Contact. An effective Homebase Contact can take the pressure off the Group Leader if an incident occurs. This would normally be the Head of Establishment, but he or she may delegate this responsibility. Each parent/guardian needs to know how to contact the Homebase Contact as there may be situations such as an emergency at home where information needs to be passed on. The Group Leader should also make contact with the Homebase Contact at a negotiated time at the end of an excursion to confirm a safe return home. In addition to a Homebase Contact, it is essential that all activities involving overnight stays, foreign travel and adventurous activities are registered centrally. This will assist the information flow in the event of an emergency occurring. 2. Information required by the Group Leader and the Homebase Contact is as follows: Every excursion must have an identified Homebase Contact—a key person who supports the Group Leader if an incident occurs. This is normally the Head of Establishment, but authority may be delegated. For visits involving overnight stays, international travel and/or adventurous activities the Homebase Contact must: • be available for the duration of the visit • know how to reach the Group Leader at all times • be contactable by parents in case of an emergency at home • receive an update from the Group Leader confirming the group’s safe return Along with possessing hardcopies of important group participant information the excursion must also be recorded accurately on the EVOLVE system. 3. Essential Information for Emergencies The Group Leader and Homebase Contact must hold up‑to‑date copies of: • approved excursion documentation • full participant list, including: o Name, age, address, gender o Emergency contact details o Medical needs and allergies o Swimming ability (if relevant)
Page 32
Trips and Excursions Policy 32 A Perth and Kinross where everyone can live life well, free from poverty and inequality o Role (participant, leader, instructor, volunteer) • Full itinerary and programme • Contact details for: o Group Leader during the visit o Homebase Contact If an Emergency occurs that is deemed outwith the norm ie not slips, trips or falls, or that can’t be dealt with by the Group Leader and/or Homebase Contact, they may decide to activate Council Emergency Procedures. To do this the following should be contacted: Contact Number Availability Emergency Response Duty Officer 07623 514867 24/7 Communications Lead 07796 193871 24/7 Insurance Officer 01738 475657 Business hours All emergency numbers must be checked and updated prior to trips and excursions. 4. Roles and Responsibilities During an Emergency Group Leader If an accident or incident occurs, the Group Leader must: • assess the situation quickly and accurately. • ensure immediate safety of the entire group. • identify any casualties and ensure the first aider administers first aid. • contact emergency services when required. • ensure a responsible adult accompanies any participant taken to hospital. • maintain supervision of the remaining group. • contact the Homebase Contact with a factual account of the situation and the support required • keep participants informed without causing alarm. • NOT speak to the media. • record all key details: o what happened o when and where it occurred o actions taken If emergency services or the Homebase Contact cannot be reached, a responsible adult must go to the nearest landline. The first aider must stay with casualties. Homebase Contact When notified of an incident, the Homebase Contact must: • confirm the situation and determine whether assistance is needed • check whether emergency services have been contacted and if not, do so • contact parents/emergency contacts to provide verified information • provide ongoing support to the Group Leader
Page 33
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 33 • contact the Council’s Emergency Planning team • maintain accurate records • NOT speak to the media Council’s Emergency Response Duty Officer: 07623 514867, 24/7 When notified, they must: • confirm emergency services involvement • notify the relevant Strategic Lead, or deputy in their absence • alert the Council’s Communications Team to appoint a media spokesperson • notify the Chief Executive or deputy in their absence • confirm that parents/emergency contacts have been informed Staff, Volunteers, and Parent Helpers They must: • ensure participant safety and welfare • know and follow emergency procedures • locate emergency contact numbers when needed • not engage with the media • share information only with relevant officials • record all details of the incident 5. Reporting of Incidents All incidents, including near misses, must be reported to the Group Leader immediately. A written incident record must be completed and should include: • date, time, and location • names and details of those involved • description of what happened • actions taken These should be completed on Evolve, using the Incidents button which can be accessed directly from the trip record. Copies must be shared with the Head of Establishment. Serious incidents must also be sent to: • the appropriate Service Manager • the Health and Safety Team Group Leaders and Homebase Contacts must use the Council’s online incident reporting system and be familiar with reporting procedures. A near miss is an event that caused no harm but had the potential to cause injury or damage.
Page 34
Trips and Excursions Policy 34 A Perth and Kinross where everyone can live life well, free from poverty and inequality 6. First Aid Requirements First aid provision must be adequate and appropriate for the excursion. Planning must consider: • group size and age • duration and distance from help • known medical needs • location and hazards • whether the group will split into smaller teams • access to emergency services Staffing Requirements At least one qualified first aider must accompany higher‑risk or remote activities. More than one first aider may be required for: • adventurous activities • overseas visits • residential trips If a first aider must accompany someone to hospital, backup first aid cover is required. 7. First Aid Equipment A properly stocked and labelled first aid kit must be available. Contents will vary according to risk assessment, but at minimum should include: • first aid guidance leaflet • sterile plasters • eye pads • triangular bandages • sterile wound dressings (various sizes) • safety pins • disposable gloves • resuscitation face shield (one‑way valve) Supplies must be replenished and expiry dates checked regularly. Refer to Council guidance on first aid for full requirements. 8. Administration of Medicines First aiders are not trained or authorised to administer medicines. The Head of Establishment must decide: • whether medication will be administered • which staff may administer medication • what training they require All medication procedures must follow the Council’s guidance on Administration of Medication in Schools.
Page 35
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 35 13. Physical Capability and Activity Suitability Physical Capability The physical capability of every participant must be assessed to ensure the planned activities are appropriate and safe. This assessment should be based on: • medical records • information provided by parents or carers • the instructor’s experience and knowledge of the group If there is any uncertainty about a participant’s fitness or ability, they must provide written medical advice or an up‑to‑date care plan confirming their suitability. The medical professional supplying this advice must be fully informed of: • the nature of the activity • the level of physical exertion required • any associated hazards Weather Considerations Weather conditions can significantly affect safety. Group Leaders must: • obtain reliable weather forecasts before the activity • check updated forecasts during multi‑day activities • use specialist sources where relevant (e.g., www.mwis.org.uk for mountain weather forecasts) rather than relying only on general national forecasts Activities should be adjusted or cancelled if weather conditions present unacceptable risks. 14. Duke of Edinburgh’s Award (DofE) Expedition Training and Supervision Groups participating in Duke of Edinburgh’s Award expeditions must: • follow all guidance in this document • comply with additional national and local DofE regulations and supervision requirements • ensure appropriate training, preparation, and supervision levels are in place 15. Use of External Providers for Outdoor Activities When using an external organisation to deliver outdoor or adventurous activities, the provider must be an Approved Provider (see Section 7 of your wider policy). This ensures the organisation has appropriate accreditation, including: • an Adventure Activities Licensing Authority (AALA) licence if legally required • verified qualifications for instructors • suitable insurance cover • robust safety management systems
Page 36
Trips and Excursions Policy 36 A Perth and Kinross where everyone can live life well, free from poverty and inequality If using freelance instructors, you must independently verify their: • qualifications • experience • insurance cover Approved providers are listed on EVOLVE. Adventure Activities Licensing Regulations (1996) Under the Activity Centres (Young Persons’ Safety) Act 1995, certain adventure activity providers offering services to under‑18s in a commercial capacity must hold a valid AALA licence. In general, licensing applies to activities delivered in remote or hazardous environments. Example: Climbing on natural rock requires a licence; climbing on an indoor wall usually does not. A licence confirms that the provider’s safety management systems meet required standards. It does not assess accommodation, food, or customer service. Since 1 October 1997, it has been a legal requirement that only licensed providers may deliver activities covered by the regulations. There is a separate policy which covers Adventurous Activities. This should be read in conjunction with this guidance to ensure all appropriate measures are covered. Adventurous Activity Staff and Volunteer Database The Council maintains a central database of all staff involved in delivering adventurous activities. This database includes: • Instructor/Leader names and contact details • verified lists of outdoor and activity-specific qualifications • records of required supplementary qualifications (eg First Aid) All qualifications must be: • verified by a Council representative • copied and signed to confirm the original documents have been seen This system ensures that only appropriately qualified staff lead adventurous activities.
Page 37
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 37 16. Travelling Abroad 1. General Overview Travelling abroad offers valuable learning and cultural experiences for children, young people, and young adults. However, it requires earlier, thorough planning and preparation, and most guidance for domestic excursions continues to apply. Along with contacting the Technical Advisor in relation to adventurous activities, the Group Leader must consider the factors listed below before final approval. 2. Key Preparations for Overseas Visits Travel and Insurance The Group Leader must: • ensure the travel company is ABTA/ATOL bonded for financial protection. • confirm comprehensive travel and activity insurance appropriate to the planned itinerary. • ensure adequate first aid arrangements, including suitable medical provision for the destination. • review the safety and suitability of transport arrangements. Emergency Planning The Group Leader must: • establish clear emergency procedures tailored to travel abroad. • gather detailed information about the destination, accommodation, and activity sites. Contact: • other schools with previous experience of the destination • local authority or partner schools in the host country • UK national travel offices • relevant embassies or consulates • travel agents or tour operators Information Research Along with contacting the Technical Advisor, the Group Leader must review up‑to‑date information via: • Government travel advisories Foreign travel advice - GOV.UK • reputable online sources • books or travel guides Health and Vaccinations The Group Leader must: • confirm whether vaccinations are required and ensure all participants receive them in good time. • check if the destination country requires proof of vaccination for entry.
Page 38
Trips and Excursions Policy 38 A Perth and Kinross where everyone can live life well, free from poverty and inequality • gather relevant medical information for all group members. Language and Identification The Group Leader must: • ideally include at least one adult who can speak or understand the local language. • request passport-sized photographs of pupils (and adults if helpful) for use in emergencies. Passports and Visas The Group Leader must ensure all participants and staff have valid passports early in the planning process. In some circumstances, a group passport may be used - Collective (group) passports: Overview - GOV.UK. Photocopies of all passports must be taken and carried separately. These are essential if a passport is lost or an adult other than the Group Leader must accompany a young person home. Nationality and Immigration Status Where any participant’s nationality, immigration status, or eligibility for a British passport is uncertain, early advice must be sought from the Home Office – Immigration and Nationality Directorate. As our school communities become more diverse, it is essential that Group Leaders consider all potential impacts for children and young people who may not hold a UK Passport. This should be discussed with the tour operator or travel agent prior to bookings being made. Young people who are not UK or EU nationals may require visas to travel within Europe. Some may qualify for visa exemption as part of a school group. This should be discussed with the tour operator or travel agent so that appropriate arrangements can be put in place. They may also be required to: • hold their own passport • use separate border control channels Looked After Children If any participant is a Looked After Child, advice must be sought at the earliest opportunity from the appropriate Service Manager. 3. During the Visit Abroad Participants should carry a small card (in the local language) stating: • the group’s accommodation address • instructions to help reunite them with the group • the Group Leader’s name and emergency contact number Money and Communication
Page 39
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 39 All participants should carry: • a small amount of local currency, and/or • a phone card or prepaid mobile credit for emergencies 4. Outdoor Activities Abroad It is essential that the Technical Advisor is consulted at the earliest stage of planning any overseas outdoor activity to ensure that all proposed arrangements meet the required safety, competency, and environmental standards. If outdoor or adventurous activities are planned overseas: The Group Leader must refer to the Adventurous Activities section of the policy. Council staff leading such activities abroad must be: • appropriately trained and qualified • experienced in the relevant country, terrain, and environment Group Leaders must consult the Technical Advisor regarding the validity of UK qualifications abroad, as requirements may differ significantly. 5. Transportation Overseas When travelling abroad, especially outside the EU, Group Leaders must be aware that: • road safety standards • seatbelt laws • driver licensing rules • vehicle safety regulations may differ from those in the UK. Transport arrangements must be risk assessed and checked for suitability 17. Monitoring of Off‑Site Excursions Purpose of Monitoring The primary aim of monitoring is to maintain high standards of health and safety and to quality‑assure all off‑site activities. Monitoring is conducted in a supportive and developmental manner, focusing on continuous improvement rather than inspection alone. Responsibility for Monitoring Monitoring will be carried out by the Technical Advisor or Duke of Edinburgh Development Officer. Selection of excursions for monitoring will be: • partly random, to ensure broad coverage
Page 40
Trips and Excursions Policy 40 A Perth and Kinross where everyone can live life well, free from poverty and inequality • partly risk‑based, focusing on excursions involving higher‑risk environments or activities Although all types of excursions may be monitored, those with greater potential hazards will receive particular attention. Role of Establishments Even though central monitoring is carried out independently, each establishment must: • operate its own internal self‑monitoring system • appoint an Excursions Coordinator responsible for overseeing the process locally • ensure that any excursion requiring authorisation is submitted to EVOLVE at least six weeks before departure to allow adequate time for monitoring and authorisation arrangements This internal monitoring is an essential component of effective risk management. How Monitoring Will Be Conducted Perth and Kinross Council will use the following methods to monitor excursions. 1. Annual Self‑Evaluation Questionnaire Each establishment will be sent a self‑evaluation questionnaire from AAAG that reviews: • Current systems and procedures • Staffing arrangements • Compliance with relevant safety and planning requirements This helps maintain up‑to‑date information and identify areas for improvement. 2. Review Meetings with the Head of Establishment Monitoring staff may arrange a meeting with the Head of Establishment to review: • Policies and procedures • Risk assessments • Documentation for specific excursions • Staffing plans and supervision levels 3. Fieldwork Monitoring (Observation of an Excursion in Progress) A monitoring officer may accompany a trip to: • Observe how procedures and risk controls are applied in practice • Assess staff competence and supervision • Understand the operational realities of the excursion • Offer advice and developmental feedback
Page 41
Trips and Excursions Policy A Perth and Kinross where everyone can live life well, free from poverty and inequality 41 If you or someone you know would like a copy of this document in another language or format, (on occasion, only a summary of the document will be provided in translation), this can be arranged by contacting the Customer Service Centre on 01738 475000. You can also send us a text message on 07824 498145. All Council Services can offer a telephone translation facility. BSL users can contact us via Contact Scotland BSL, the online British Sign Language video relay interpreting service. Find out more on the Contact Scotland BSL website https://contactscotland-bsl.org