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

Risk management

Good practice Must Read

We have rewritten 4.3c Risk management to be clear that risk management is not a document – it is a thought process.  It is a process of planning how to manage a particular group of young people in a particular outdoor learning experience effectively, so that they are kept as safe as they need to be while getting as much from the experience as possible. A risk assessment document (when needed) is simply a record of the important outcomes of this process and may be useful as a reminder when carrying out the plan.

We have also created two new documents: 4.3f Risk management – some practical advice, and 4.3g Risk management – what to record and how. As a result, 4.3c has been renamed Risk management – an overview.

You can download the documents here.

Parental Consent

Good practice Legal Framework Must Read Planning and Preparation Roles and responsibilities

Did you know that, with the exception of nursery age children, schools are not required to obtain consent from parents for pupils to participate in off-site activities that take place during school hours and which are a normal part of a child’s education, such as local studies and visits to a museum or library etc.?

After a query about this from an Educational Visits Coordinator, we have revisited the National Guidance document 4.3d Parental consent to clarify what the law requires.  You can download the revised document here.

We took the opportunity to separate out our guidance about the collection and dissemination of information about participants.  This guidance is now in a new document 4.4j Participant information.  You can download it here.

There was a knock-on effect to what we say in 3.4n Guidance for Parents, so we have amended that too.  You can download the revised version here.