Care Respect Inspire

School trip protocol

The following protocol outlines:

  • the procedures for assessing any risks that might be associated with an educational visit or school trip
  • the procedures for informing parents, gaining their consent and, when appropriate, involving them in educational visits and school trips
  • the reasons why students may not be allowed to attend school trips
  • the roles and responsibilities of group leaders and other supervisors during educational visits and school trips
  • the financial arrangements in relation to educational visits and school trips.

Awarding of places on trips & visits.

Access to school trips and activities is not an entitlement, they are either a requirement of the specification or essentially a reward for being part of our community.  As a school we make decisions in relation to who can attend a trip to ensure that trips can be run in a way that ensures the safety and wellbeing of both staff and students. This applies to all trips including, but not limited to: day trips, residentials, foreign trips, in-school events/activities, evening events, DofE, celebration events.

Attendance on trips is dependent on several key factors:

  • Student’s behaviour at school. This will be determined by the school considering a range of factors including Class Charts/ Suspension records.
  • Student’s attendance – Students at Pensby High School are expected to have an attendance percentage of above 95% unless there are special circumstances. Should students attendance fall below this they may not be eligible.
  • Parental Consent Form completion
  • Medication (such as epi-pens/inhalers) to be brought by student on the trip
  • Student and staff safeguarding

If any or all of these areas are considered to not be met by the Headteacher and/or Team Leader, a student’s place on the trip will be forfeited. Please note this may not result in a return of trip monies if too late to re-sell the trip place.

The final decision for this will be the Headteacher’s.


Planning and Preparation

The Headteacher will authorise all educational visits whatever the duration or purpose.

In preparing for a school trip, the lead organiser will provide the following information to the Assistant Headteacher & Finance Manager regarding the nature, purpose and length of the proposed visit or journey

  • the number and ages of the pupils who will be involved
  • the proposed number of supervisors, including the ratio of teachers to other adults, and how this relates to any local authority regulations or guidelines
  • the name and experience of the proposed group leader
  • the experience of any adults other than teachers who have been asked to act as supervisors for the trip
  • the proposed transport arrangements.

Risk Assessment

A Risk Assessment will be undertaken for every educational visit or school trip via Evolve. This will include consideration of key areas of risk.

  • What potential hazards are involved in the visit or activity?
  • Who might be affected by the hazards?
  • What safety measures need to be put in place to reduce any risks to an acceptable level?
  • Is the group leader able to put the safety measures in place without specialist assistance?
  • What arrangements are there for dealing with an emergency?
  • The risk assessment will take into account:
  • the type of activity and the level at which it is undertaken
  • the age, competence, fitness and temperament of the group members
  • any special educational or medical needs of individuals within the group
  • supervision ratios
  • the competence, experience and qualifications of the supervisory team
  • the location, routes and modes of transport to it.

Informing and Involving Parents

The school will obtain parental consent for all school trips, and will give parents the chance to opt out of specific trips if they have signed a generic consent form. Parents must complete the annual consent form for all trips (link). Additional consent forms will be sent out if the activity involves a residential activity or increased hazard.

Parents are expected to provide information about any medical conditions, allergies and special dietary needs that their child has when they join the school or when they are updated. Consent to emergency medical treatment will also be obtained, where possible, prior to the activity. Students who require any medicines or medical intervention such as epi-pens/ inhalers will be required to bring these with them on the trip. If these are not provided students will not be able to attend the trip.

Parents will be given full information concerning the proposed out-of-school activity or visit.

Overseas Travel and Residential Visits in the UK

For journeys involving overseas travel or extended residential journeys in this country, the school will hold a meeting with the parents of those pupils wishing to participate so that parents have access to full information before making a final decision on their children’s participation.

Meetings will cover generic items such as:

  • the dates and times of departure and return
  • the destination with full address and telephone numbers
  • the name of travel company/coach company, method of travel
  • the activities planned for the participants
  • the cost and what it covers
  • insurance arrangements
  • the date after which the deposit cannot be returned if cancelling
  • advice on pocket money
  • the identity of staff who will be responsible for money
  • a checklist of clothing and/or equipment required
  • details of any inoculations required
  • planned care for any pupils with special education or health needs
  • the names of the group leader, deputy leader and other staff and or parents accompanying the party
  • the ratio of pupils to supervisors
  • the rules
  • contact details in case of an emergency.

*Please note if inoculations/vaccinations are required by the school/group leader and are outlined in the initial trip letter this is deemed an essential requirement and students will not be permitted to attend the trip without these inoculations/vaccinations unless medical guidance is given from a medical professional outlining the reasons why the vaccination cannot be given.

Roles and Responsibilities

The Group Leader

The group leader will have overall responsibility for the group at all times. In delegating supervisory roles to other adults in the group the group leader will ensure that:

  • supervisory responsibility is allocated to each adult for named pupils
  • each adult knows which pupils they are responsible for
  • each pupil knows which adult is responsible for them
  • all adults understand that they are responsible to the group leader for the supervision of pupils assigned to them
  • all adults and pupils are aware of the expected standards of behaviour
  • The group leader will be expected to have made an exploratory visit to the location.


Individual supervisors will be expected to:

  • have a reasonable prior knowledge of the pupils including any special educational needs, medical needs or disabilities
  • carry a list/register of all group members
  • directly supervise the pupils, particularly when they are mingling with the public and may not be easily identified
  • regularly check that the entire group is present
  • have a clear plan of the activity to be undertaken and its educational objectives
  • have the means to contact the group leader or other supervisors if needing help
  • have prior knowledge of the venue (the group leader should normally have made an exploratory visit)
  • anticipate any potential risk by recognising hazards and act promptly where necessary
  • continuously monitor the appropriateness of all activities and the physical and mental condition and abilities of the group and suitability of prevailing conditions
  • exercise appropriate control of the group and ensure that pupils abide by the agreed standards of behaviour
  • have a clear understanding of emergency procedures and be able to carry them out
  • ensure that all pupils are aware of an appropriate rendezvous point
  • ensure that all pupils know what to do if they become separated from the group
  • have appropriate access to first aid.

Financial Arrangements

It is the policy of the school to provide financial support for Pupil Premium students generally up to 50% of the cost if this is required please email the trip leader via the school office@

We also understand that at times circumstances do change and finances might be tight. We will always try to help anyone who is struggling if this is the case please do apply in writing to the headteacher and we will always try to help.

Pensby High School
Irby Road, Heswall CH61 6XN
Tel: 0151 342 0570 Fax: 0151 342 0571
Email: Headteacher: Mr K Flanagan