Overseas Visits

Frequently Asked Questions Good practice Planning and Preparation Specialist activities and visits

We have amended 7r Overseas Visits to include advice about visits to countries where there is a risk of crime or terrorism.

Alongside this, we have created a new document 4.4e Terrorism to replace 6k FAQs: Visits and the Threat from Terrorism, which had developed into a guidance document rather than a FAQ.

6k FAQs: Visits and the Threat from Terrorism is now a straightforward FAQ, referring you to other sources of information.

Participant Information and Data Protection

Frequently Asked Questions Good practice Legal Framework Legal Framework and Employer Systems Must Read Planning and Preparation Policies Policies planning and evaluation

Since the introduction of the General Data Protection Regulation (GDPR), we have received a number of requests for further information about how this impacts upon the collection, use and retention of participant information for educational visits.  We have also received enquiries about how data protection applies to photographs of children.

We have therefore revised and expanded upon our guidance document 4.4j Participant Information and Data Protection, and made corresponding amendments to 3.2a Underpinning Legal Framework, 4.3d Parental Consent, 4.3e Safeguarding, 4.4h Using External Providers and Facilities, 5.3b Writing an Establishment Visit Policy and 6d FAQ Retention of Documents.  We have also included a section about data protection in the new document 3.2i Contracts and Waivers.

Exchange Visits and Homestays

Essential Frequently Asked Questions Legal Framework Model Forms Policies Specialist activities and visits

We have updated our guidance about exchange visits and homestays to provide greater clarity about when a DBS check may be required.  This has involved amending documents 3.2a Underpinning Legal Framework, 3.2g Vetting and DBS checks, 7f Exchanges and Homestays and creating a new FAQ 6r Hosting a Homestay.

We have also revised 8a English Homestay form (Word version) and 8b English Homestay Form (PDF version) so that they can be used to collect more of the information needed to make vetting decisions for homestays in the UK.

Asking for a provider’s risk assessments

Frequently Asked Questions Good practice Planning and Preparation

Do you ask to see a provider’s risk assessments?

Risk assessments tend to be technical documents.  Unless a visit leader is qualified to understand, assess and, if necessary, challenge them, there is little purpose in asking for copies. It makes much more sense to gain the information you need through a pre-visit or dialogue with the provider.

Nevertheless, providers tell us that they still get asked for copies of their risk assessments.  We have therefore updated the documents 6a FAQ Asking for a provider’s risk assessments and 4.4h Using external providers and facilities to underline that there are more effective ways to gain the information that you need.

The easiest way to check that the quality and safety of most providers has been externally accredited is to look for the Learning Outside the Classroom (LOtC) Quality Badge.

Anaphylaxis: emergency auto-injectors

Frequently Asked Questions Good practice Planning and Preparation
From October 1st 2017 Schools can purchase adrenaline auto-injectors, without a prescription, for emergency use with their pupils who are known to be at risk of anaphylaxis.  We have updated 4.4b First Aid and 4.4d Medication to reflect these changes.
We have also added a new document:  6o FAQs Recognising and managing anaphylaxis, containing an emergency protocol for use with allergic reactions/anaphylaxis.  The protocol is taken from Department of Health “Guidance on the use of emergency auto-injectors in schools” with is available at:
You can download the new FAQ here.

Visits and the threat from terrorism – updated 18th September 2017

Emergencies Frequently Asked Questions

Following an explosion on a London underground train at Parsons Green station on Friday 15th September, the Government raised the threat level within the UK to “critical”.  It has now been lowered to “severe”.  In its advice to the public, the Government explains that:
‘Threat levels in themselves do not require specific responses from the public.….Sharing national threat levels with the general public keeps everyone informed. It explains the context for the various security measures which we may encounter in our daily lives.’

As an outcome, the Prime Minister said that we will see more armed police providing extra reassurance and protection. The Metropolitan Police’s Assistant Commissioner has explained that we should remain “vigilant” but said that people “should not be alarmed”.

Unless the Government or your Local Authority Outdoor Adviser directs otherwise, consider every visit as you would normally, deciding what to do about each event on its merit.  OEAP has created guidance on planning visits when there is a threat from terrorism – 6k FAQs: Visits and the threat from terrorism.  You can download the guidance here.

As part of your planning, you will be taking into account the natural anxiety of parents, teachers and pupils. If making a decision to postpone or cancel, talk to your provider and insurer and understand the implications for recovery of costs.

Visiting trampoline parks

Frequently Asked Questions
Trampoline parks are a relatively new but growing destination.  Taking groups of young people to these public spaces is not as simple or straightforward as it may seem and may well be against many employers’ policies.  Our new document 6n FAQs: Visiting trampoline parks highlights some of the issues that you will need to address if you are considering taking a group to a trampoline park.
You can download the new document here.

Visits and the threat from terrorism – updated

Emergencies Essential Frequently Asked Questions Planning and Preparation

Over the past few days we have been in touch with the Metropolitan Police, the Centre for the Protection of National Infrastructure and the Department for Education to ensure that our guidance on visits and the threat from terrorism is up to date and that it is consistent with what they are saying.

As a result we have updated 6k FAQs: Visits and the threat from terrorism to include some additional advice that we think you will find useful.

You can download the revised guidance here.