Work Quality Assurance Report

Educational Visit Approval Form
Pre-planning request for arranging an off-site educational visit

This form needs to be completed, if necessary with the support from your key stage admin lead. Attached to this form must be:
- Risk Assessment
- Proposed Letter Home
- Proposed List of Students, form group, gender and medical
Once authorised, you are able to commence with any arrangements.

Please note, this form will need to be submitted at least 4 weeks prior to the trip. This is so that the trip leader with the support of admin can make relevant arrangements, and to obtain approval from the Local Authority.

Any forms submitted less than 4 weeks prior to the event may be rejected.

Download Risk Assessment Template Here

Download Letter to Parents Template Here

Checklist for Educational Visits

International Visits Guide
Trip Leader Name*
Trip Leader Mobile No*
Subject Area/Department*
Staff Email*
example@example.com
Place of Visit*
Intended Outcomes*
Date of proposed visit*

DayMonthYear
Date
Anticipated time of departure*

Hour Minutes

AM/PM Option
Date of return*

DayMonthYear
Date
Anticipated time of return*

Hour Minutes

AM/PM Option
Will you be visiting the same location on other dates with the same students and staff?*

YesNo
If applicable, please provide the dates of your multiple visits to this location*
Mode of travel*
Year Groups involved*

Year 7Year 8Year 9Year 10Year 11Year 12Year 13
Total number of students*
Names of additional staff attending (to be completed with cover manager)*
Cost (will come from departmental budget)*
Do you need to hire the mini bus for this trip?*

YesNo
Mini Bus Hiring Form
Staff Name*
Staff Department*
Destination*
Reason of Hiring *
Date of Hiring*

DayMonthYear
Date
Return Date*

DayMonthYear
Date
No of students you will be carrying*
Write 0 if it is not applicable
No of adults you will be carrying*
Write 0 if it is not applicable
Are you carrying something else such as luggage, state the number or bags etc. *
Please tick the boxes below to confirm the statements*

I acknowledge that I am required to conduct pre-drive safety checks by scanning the QR code available in the minibus before taking it out.I also acknowledge that I am required to complete safety checks by scanning the QR code available in the minibus upon returning it.
Staff Signature*

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Print Name*
Date

DayMonthYear
Date
Documents Upload

You are required to upload the following documents. Please download the templates from the links provided at the top of this form.
Risk Assessment*

Cancelof
Letter to Parents*

Cancelof
List of proposed List of Students, form group, gender and medical*

Cancelof
Staff Signature*

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Date*

DayMonthYear
Date
Print Name*
Line Manager / SLT Approval

Please provide the name and email address of your Line Manager or a SLT member to whom this approval request should be sent.
Name of Line Manager / SLT *
Line Manager / SLT Email*
Notification will be sent to this email for an approval
Should be Empty:

Educational Visit Approval Form

Mini Bus Hiring Form

Documents Upload

Line Manager / SLT Approval