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.

New Guidance from the Department for Education

Basic Essentials Emergencies Evaluation and reviewing Executing the plan Good practice Model Forms Must Read National Guidance Personalised check lists Planning and Evaluation Planning and Preparation Policies planning and evaluation Roles and responsibilities Specialist activities and visits

The Department for Education (DfE) has revised its guidance “Health & Safety on Educational Visits“.  You can view the guidance here.

The guidance provides a summary of eight key points for organising educational visits, and refers the reader to OEAP’s National Guidance, which provides greater detail on each of these points.  To read the more detailed guidance, follow the links below:

  1. The 2 main types of trips:  4.3c Risk management – an overview  |  1b Foundations  |   5.2b Planning Basics for Outdoor Learning, Off Site Visits and Learning Outside the Classroom | 4.3f Risk  management – some practical advice
  2. When to get consent from parents:  4.3d Parental Consent
  3. Using outside organisations:  4.4h Using external providers and facilities  |  4.4f Assessing an adventure activity provider check list
  4. Adventure activities: caving, climbing, trekking, and watersports:  3.2f AALA Licensing  |  4.4f Assessing an adventure activity provider check list7a Adventure activities  |  3.2d / 4.4a Approval of Leaders  | 7o Natural Water Bathing  | 7x Swimming Pools
  5. Trips abroad:  7q Overseas expeditions |  7r Overseas visits
  6. Knowing what to do in an emergency:  4.1h Avoiding Accidents and Emergencies  |  4.1i Emergencies and Critical Incidents – An Overview   |  4.1k Visit Leader Emergency Checklist | 4.1j Off-Site Visit Emergencies: The Role of School Governors  |  4.1l / 8.1l Visit Leader Emergency Action Card – amendable version
  7. Evaluating trips:  6d FAQs: Retention of Documents  | 5.1a Establishment Self Evaluation Form  | 5.1c Learning outside and off-site visits: self evaluation using the Ofsted framework
  8. Educational visits coordinators:  3.4j Educational Visits Coordinator (EVC)  |  3.3a EVC check list

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

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.

Visits and the threat from terrorism

Emergencies Essential Frequently Asked Questions Planning and Preparation

With heightened security in the UK following the Manchester incident, here is a reminder of OEAP’s 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.

Some advisers have been asked what difference does the increased security level make to visit plans?  In its advice to the public, the Government explains how we should respond;
‘Threat levels in themselves do not require specific responses from the public. They are a tool for security practitioners working across different sectors of the Critical National Infrastructure (CNI) and the police to use in determining what protective security response may be required….Sharing national threat levels with the general public keeps everyone informed. It explains the context for the various security measures (for example airport security or bag searches) which we may encounter in our daily lives.’

It may help also to reassure parents if the visit leader telephones the venue to check about its advice to visiting groups and the measures it has in place.