• Educational Visits (EV) Planner

    Educational Visits (EV) Planner

  • BEFORE YOU START PLEASE NOTE:

    • This form must be completed FOUR SCHOOL WEEKS before the educational visit
    • When you are completing this form, ensure your phase/year group leader is with you to sign it
    • Risk Assessment has now been incorporated in this form, therefore please ensure you have all the information in hand to complete the risk assessment section in this form. 
  • Date of visit*
     / /
    2 digit day, 2 digit month, 4 digit year
  • Date of preliminary visit*
     / /
    2 digit day, 2 digit month, 4 digit year
  • Please state the staff name who will be attending this trip, press + button to add more*
  • Is any volunteer attending this trip?*
  • Please state the volunteer name who will be attending this trip, press + button to add more*
  • Is there a cost for the visit? Cost is calculated excluding VAT*
    • PLEASE COMPLETE THIS RISK ASSESSMENT  

    •    RISK ASSESSMENT DOCUMENT

      The Educational Visit Planner is to be completed four weeks prior to visit by the year group lead or the staff member in charge of organising the event/activity. A signed copy must be handed to the admin team. Letters to parents, school packed lunches and free travel will be booked upon the offices receipt of this form. The final document once actioned by the admin team must be submitted along with the risk assessment by the Lead Organiser to the HT/EVC two weeks prior to the visit – it must be reviewed and singed no later than the day before the visit.

    • Assessment Date*
       / /
      2 digit day, 2 digit month, 4 digit year
    • Date of Activity/Event/Trip*
       / /
      2 digit day, 2 digit month, 4 digit year
    • Checklist for preparation of visit*

    • Risk 1: Children walking on the road/ wandering off 

    • Who is at Risk? You can choose multiple options*

    • Risk 2: Children walking across road

    • Who is at Risk? You can choose multiple options*

    • Risk 3: Getting on and off the bus

    • Who is at Risk? You can choose multiple options*

    • Risk 4: Getting on and off train

    • Who is at Risk? You can choose multiple options*

    • Risk 5: Breakdown or road accidents

    • Who is at Risk? You can choose multiple options*

    • Risk 6: Pupil left behind and the barrier closes

    • Who is at Risk? You can choose multiple options*

    • Risk 7: Pupils separated from main party due to over crowding

    • Who is at Risk? You can choose multiple options*

    • Risk 8: Pupil falling and tripping up/down the stairs and escalators

    • Who is at Risk? You can choose multiple options*

    • Risk 9: Pupil left on train at destination

    • Who is at Risk? You can choose multiple options*

    • Risk 10: Train broken down or delayed

    • Who is at Risk? You can choose multiple options*

    • Risk 11: Risk of falling off platform onto tracks

    • Who is at Risk? You can choose multiple options*

    • Risk 12: Injury resulting from sudden movement of the train

    • Who is at Risk? You can choose multiple options*

    • Risk 13: Getting lost/left behind at venue

    • Who is at Risk? You can choose multiple options*

    • Risk 14: Strangers – risk of getting lost/abducted

    • Who is at Risk? You can choose multiple options*

    • Risk 15: Using public toilets

    • Who is at Risk? You can choose multiple options*

    • Risk 16: Using other public spaces (members of the public)

    • Who is at Risk? You can choose multiple options*

    • Risk 17: Illness

    • Who is at Risk? You can choose multiple options*

    • Risk 18: Trips/falls during activities

    • Who is at Risk? You can choose multiple options*

    • Risk 19: Risk of getting scalded/burns

    • Who is at Risk? You can choose multiple options*

    • Risk 20: Weather Conditions (Hot/Cold)

    • Who is at Risk? You can choose multiple options*

    • Risk 21: Terrorist attack, Natural disaster

    • Who is at Risk? You can choose multiple options*
    • STAFF CONTACT DETAILS: Add more rows by clicking "+Add Row" button below.*
    • VOLUNTEER CONTACT DETAILS: Add more rows by clicking "+Add Row" button below.*
    • COMPLETE CHECKLIST - Before Departing
    •  

    • Staff Signature

    • Date*
       / /
      2 digit day, 2 digit month, 4 digit year

    • Phase / Year Group Leader Signature

      Staff should ask their phase / year group lead to sign this section. If phase / year group is completing this form, please sign it here again
    • Date*
       / /
      2 digit day, 2 digit month, 4 digit year
    • SLT APPROVAL 
    • Date
       / /
      2 digit day, 2 digit month, 4 digit year
    • Is this a Residential Trip?*

    • If this is a residential Trip, the following form must be completed by the Headteacher/Deputy Headteacher to inform Lewisham Health & Safety Team.  

    • Lewisham Health & Safety Residential Trip Form

    • Date From (Inclusive)*
       - -
      2 digit day, 2 digit month, 4 digit year
    • Date To (Inclusive)*
       - -
      2 digit day, 2 digit month, 4 digit year
    • Confirm that you have obtain the following documents for this trip*
    • Checklist for headteacher/deputy headteacher:*
    • Date*
       - -
      2 digit day, 2 digit month, 4 digit year

    • 34. Notes on the Approval Form

      Tick to confirm that arrangements have been made. Enter ‘NR’ if a box is not relevant. For regular educational and recreational visits, for example to school playing fields, church, the swimming pool, simply complete one form for each academic year. Supporting paperwork, for example the risk assessment for the activity should still be on file, as should any paperwork with providers. An opportunity to regularly review educational and recreational events should be made at least annually.

      Overseas visits

       35. The council would like to be made aware of all overseas visits taking place by Lewisham schools. In order to make this possible the following must apply.

      1. All Head teachers and EVC’s must inform the Outdoor Advisor of any visits taking place overseas. The advisors role is not to authorise these visits, as the scheme of delegation makes it clear that the best people to authorise these visits are headteachers and trained EVCs.
      2. The advisor will then collate this information and ensure that the relevant council officers are informed of School trips taking place overseas.
      3. The Advisor will also be able to offer support in the planning of these trips.
    • SLT APPROVAL 
    • OFFICE USE 
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    • Paid Trip
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    • Travel Arrangements
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    • Packed Lunches
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    • Risk Assessment
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    • OFFICE USE 
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