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

Learning outside and off-site visits: self evaluation using the Ofsted framework

Evaluation and reviewing Policies planning and evaluation

Do you know how to evaluate the impact of learning outside and off-site visits in terms of their impact on outcomes for pupils?

In the document School inspection handbook, Ofsted explains that self-evaluation is intended to help schools to assess how well they are doing against the core areas set out in legislation. Ofsted do not want schools preparing solely for inspection purposes, but the headings and questions in our revised document 5.1c Learning outside and off-site visits: self evaluation using the Ofsted framework correspond to the Ofsted framework and will help schools to review and evaluate the effectiveness of their learning outside provision.

This document combines and replaces the information in three other previous Ofsted-related documents: 3.4p, 5.1d and 5.1e.  These will be deleted.

You can download the revised document here.