Introduction to OEAP National Guidance – and why it’s essential reading for outdoor education

The status, remit and rationale of this vital organisational resource…

“OEAP National Guidance is guidance for the management of outdoor learning, off- site visits and learning outside the classroom” begins document 1c Status, Remit and Rationale.

It has been developed with the intention that it can be adopted by employers to provide guidance to their establishments (such as schools, colleges, children’s homes and youth services), employees and volunteers.

The Outdoor Education Advisers’ Panel (OEAP) produces National Guidance, which provides comprehensive support for the management of high-quality outdoor learning, educational visits and adventurous activities.

The Health and Safety at Work etc. Act (1974) places a duty on employers to ensure the health and safety of their employees. Employers must provide their employees with the information necessary to carry out their duties safely.

OEAP National Guidance is designed to help employers to carry out this duty. Where an employer wishes to use this guidance as part of their own employer guidance, they should formally adopt it.

Incidentally, the document also recommends reading 1a Glossary and Definitions which provides definitions of key terms used in OEAP National Guidance.

“If your employer has adopted OEAP National Guidance, you must follow it, regardless of whether activities take place within or outside normal working hours, including weekends and holiday periods. It is therefore of critical importance to understand who your employer is.”

Remit of OEAP National Guidance

OEAP National Guidance applies to any occasion when a child, young person or vulnerable adult takes part in a visit or activity led or organised by their establishment, which is carried out beyond the boundary of the normal operational base.

Such visits and activities are known by various terms including Educational Visits, School Trips, Off-Site Visits, Outings, Outdoor Learning, Outdoor Education, Adventure Education, Outdoor Activities; Learning Outside the Classroom (LOtC), Residentials, Expeditions, Field Trips and Field Studies.

Topics covered in this document include:-

Status of OEAP National Guidance
Who is my Employer?
Remit of OEAP National Guidance
Rationale
Government Guidance.

Additional supporting documentation

The suite of OEAP NG guidance documents in Section 2 – Making the Case help to provide evidence that demonstrates how well-organised outdoor learning, offsite visits and Learning Outside the Classroom can have a powerful impact on young people’s learning and development and achieve a wide range of outcomes – including improvements to academic achievement, personal development and behaviour.

These downloads also contain direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 1c Status, Remit and Rationale »

An introduction to OEAP National Guidance »

Starting points for the planning and management of outdoor learning and off-site visits

by phil : Adventure activities : Educational visits : Exchanges : Homestays : Leadership roles : Learning Outside the Classroom : Legal considerations : Management and supervision : Offsite visits : Outdoor learning : Overseas visits : Residential visits : Safeguarding Essential NewsBlog

The three basic premises of OEAP National Guidance

OEAP National Guidance, states document 1b Foundations, starts from three basic premises:

Well planned and facilitated opportunities to learn in the real world, away from the classroom, and to experience adventure, help to improve the lives of young people.
Facilitating learning outside or off-site does not need to be more difficult than inside a classroom. Planning and management should, therefore, be practical, proportionate and non-bureaucratic.
The key to effective and successful outdoor learning and off-site visits is:
The right leaders doing the right activities with the right young people in the right places at the right times.
National Guidance seeks to describe good practice which builds on these basic premises.

This part of the OEAP NG category, 1 – Basic Essentials, could prove to be the ideal learning outside the classroom starting point for assistant leaders, employers, evcs, governors, heads/managers, LA Officers, Outdoor Education Advisers, parents and visit leaders.

The ‘SAGE’ Variables

The following variables should be considered in the planning, management and leadership of visits:

Staff
Activities
Group
Environment(s).

“While all activities and visits should have a single, designated, competent Activity Leader or Visit Leader, getting the competence and composition of the whole visit leadership team right is the single most important factor in the effective management of outdoor learning and off-site visits.”

Categories included in this document include:-

Good Practice
The ‘SAGE’ Variables (see above)
Standard and Enhanced Planning and Management.

Standard procedures should be reviewed regularly to ensure that they remain robust, says the Guidance. More complex visits or activities which are not covered by standard operating procedures, should be regarded as being in category 2 (Enhanced), and require specific planning and risk management.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 1b Foundations »

An introduction to OEAP National Guidance »

Updates to OEAP National Guidance Documents

by Richard Essential

Each month we amend the OEAP National Guidance Updates page to show how many documents we have added or revised in the previous month. We include a link to an update table showing brief summaries of each amendment. The table also includes links to each of the new or newly-amended documents.

During December 2022, we uploaded four new guidance documents, made revisions to twelve documents and made minor amendments to four documents. Six of the documents were Welsh translations of exiting English documents.

You can find links to the documents in the table of amendments.

Updated: reducing the risks caused by ice during outdoor activities

by phil : Adventure activities : Learning Outside the Classroom : Offsite visits : Outdoor learning : Risk management : Safeguarding : Transport Essential

Snow and ice can pose many different hazards

In the light of recent tragic events, the OEAP has updated two National Guidance documents with regard to the risks posed by cold weather during outdoor activities in the winter months.

Document 7.2j Weather and Group Safety has a new section “Snow and ice”.

7.2i Group Safety at Water Margins includes a new element called “Ice”.

7.2j Weather and Group Safety lists the potential hazards that a cold spell can bring about, from slippery driving conditions to the risks posed by thin ice on ponds, lakes and rivers.

“These hazards can be constantly changing and pose serious risks in terrain that is otherwise familiar and benign. When there is snow or ice around, you should be vigilant and constantly exercise dynamic risk assessment and management.”

Improvised activities such as sledging or skating on a frozen pond can be worthwhile and tempting, but can pose serious risks. The risks involved should always be fully assessed before deciding whether to proceed with the activity, says the guidance document.

The update on 7.2i Group Safety at Water Margins deals more specifically with the risks posed by ice.

“When ice forms on a pond, lake or river, it can be tempting to venture out onto it. However, this can be extremely dangerous, and lives are lost every winter when people fall through the ice. You should not allow participants to venture onto frozen surfaces unless you are absolutely certain that it is safe to do so.”

Even when the ice is thick, there can be dangers involve in venturing onto it. For example:

It is easy to fall and bang your head
The ice on a river or reservoir can collapse when water drains from
underneath it.

The guidance also draws attention to the Royal Life Saving Society advice on winter water safety.

The downloads also contain direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 7.2j Weather and Group Safety »

Download OEAP National Guidance document 7.2i Group Safety at Water Margins »

An introduction to OEAP National Guidance »

OEAP National Guidance Amendments

by Richard Essential

During November 2022, we created three versions of a new model form, made revisions to five guidance documents and made minor amendments to four guidance documents.

You can find links to the documents in the table of amendments.

How to enable effective ratios and supervision levels for learning outside the classroom

by phil : Educational visits : Management and supervision : Offsite visits : Outdoor learning : Risk management Essential NewsBlog

Help with planning visits and activities

“Establishments must ensure that the staffing of visits enables leaders to supervise young people effectively”, according to OEAP National Guidance 4.3b Ratios and Effective Supervision.

There are 5 main areas that should be considered as a starting point, namely:-

The nature and duration of the visit and the planned activities;
The location and environment in which the activity is to take place;
The nature of the group, including the number of young people and their age, level of development, sex, ability and needs (behavioural, medical, emotional and educational);
Staff competence;
The consequence of a member of staff being indisposed, particularly where they will be the sole leader with a group for any significant time.

Begin with a review of the previous plan

When planning a repeat visit or a series of activities, it is important to review the previous plan (no matter how well it worked in the past) to ensure that it meets current group needs and any other changes (e.g., time of year).

Staffing ratios are a risk management issue and should be determined through the process of risk assessment. It is not possible to set down definitive staff/participant ratios for a particular age group or activity.

“During some activities, staff inexperienced in that activity may need to be counted as participants rather than leaders when considering ratios.”

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 4.3b Ratios and Effective Supervision »

An introduction to OEAP National Guidance »

The definitive list of outdoor education activity and visit checklists

by phil : Educational visits : Homestays : Leadership roles : Outdoor learning : Policies : Residential visits : Risk management : Safeguarding : Transport Essential NewsBlog

Checklists and self-evaluation forms in OEAP National Guidance can now all be found here

A key elements of OEAP National Guidance are the useful checklists which have now all been published as fillable Word forms, with spaces to record details of the establishment and person completing the form.

This makes them easier to use for auditing and monitoring purposes as well as planning.

A recent enquiry “Must a mixed sex group be supervised by a mixed sex outdoor education leadership team?”, prompted the suggestion that it would be helpful to post all such forms in one place.

A list of checklists available

So here they are, along with an indication of who would benefit most from using them…

3.3a Checklist – EVC
This document is a checklist for head teachers and managers of establishments.

3.3b Checklist – Headteacher/Manager
This document is a checklist for head teachers and managers of establishments.

3.3c Checklist – Management Board / Governing Body
This document is a checklist for Governors or a Management Board.

3.3d Checklist – Parent/Guardian
This document is a checklist for parents and guardians.

3.3e Checklist – Visit Leader
This document is a checklist for visit leaders. It can be useful as a final check on planning or as a review tool for regular visits.

3.3f Checklist – Young Person
This document is a checklist for young people taking part in outdoor learning or off-site visits.

3.3g Checklist – Visit Leader (Overseas Visit)
This document is a checklist for visit leaders of overseas visits. It is designed to be a prompt for planning overseas visits, and a final check.

4.4f Checklist – Assessing a Provider
Choosing one coach company from another may seem a difficult task if you have no specialist transport knowledge. However, there are are ways to provide some assurance of suitability, and this checklist may help.

5.1b Establishment self-evaluation form
This form is intended to help an establishment to evaluate and monitor its management of outdoor learning and off-site visits. We suggest that the Educational Visits Coordinator (EVC) and Head/Manager of the establishment should complete this form together, and that the Governors/Directors/Trustees are involved as appropriate.

5.1c Self-evaluation and the OFSTED framework*
This document provides guidance to help establishments evaluate their provision of outdoor learning, offsite visits, residentials and learning outside the classroom against the current Ofsted framework.

*5.1c “Self-evaluation and the OFSTED framework” has been revised to use more generic language (such as “learners” instead of “pupils”) so that it can be used by establishments other than schools.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

An introduction to OEAP National Guidance »

Visit Leader Checklist features in Learning Outside the Classroom Yearbook

by phil : Educational visits : Leadership roles : Learning Outside the Classroom : Management and supervision : Offsite visits : Outdoor learning : Residential visits : Risk management : Safeguarding Essential NewsBlog

It’s designed to be a prompt for visit planning and a final check

The Learning Outside the Classroom Yearbook 2023 is now available to view and download online.

Described as “The guide to planning and delivering successful school trips”, the publication has recently been published. The whole document can be downloaded in PDF format: alternatively, you can also select key pages of interest copy to your computer or device.

Pages 70 – 73 features the OEAP National Guidance Visit Leader Checklist, which is designed to be a prompt for visit planning, and a final check. The article concludes with an introduction to the OEAP and National Guidance as well as relevant outdoor education related training.

Editable Word document

The guidance document in question document 3.3e Checklist ‒ Visit Leader – can also be downloaded direct from the OEAP website as an editable Word document. This list is “designed to be a prompt for visit planning, and a final check. The relevance of each point, and the complexity of the responses, depends on the nature of the visit.”

The checklist covers relevant elements such as:-

Establishment details and dates
General information (such as with alternatives and insurances)
Staffing considerations
Activities provided
The nature of the visiting group
Environmental considerations
… and two vital “sign-offs”
- “My decision is that this visit is well prepared and should take place.
- “The visit plan has been approved by my establishment/employer if required.”

You can also download just the Learning Outside the Classroom Yearbook article Visit Leader Checklist.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

The Learning Outside the Classroom Yearbook 2023 »

An introduction to OEAP National Guidance »

Outdoor education guidance regarding young people in a sexual relationship

by phil : Educational visits : Legal considerations : Management and supervision : Offsite visits : Outdoor learning : Overseas visits : Policies : Residential visits : Safeguarding Essential NewsBlog

This guidance contains a helpful hypothetical example

“Close relationships can develop during a residential visit. If you know or suspect that young people are in, or are developing, a sexual relationship you should consider the legal and safeguarding issues involved” says the OEAP National Guidance document 4.4m Young People in a Sexual Relationship.

This document takes you though the legal position and the steps you should take, if you know or suspect that any young people who are taking part in an educational visit are involved in, or developing, a sexual relationship.

A child under 16 cannot legally give consent to sexual activity.

Any evidence that a child of under 13 is sexually active, or that a child of under 16 is in a sexual relationship with an adult, is a serious safeguarding issue and the establishment’s safeguarding procedures must be followed.

“It is an offence for anyone over 18 to have any sexual activity with a person under 18 when the older person is in a position of trust in relation to the younger person. Young leaders should be made aware of this.”

While young people aged 16 and over can legally give consent, they are still at risk of sexual exploitation, even when they consider they are in a consensual relationship, says the guidance. Any suspicion of sexual exploitation should be discussed with the establishment’s designated safeguarding lead person.

The guidance document includes the following:-

Legal and Safeguarding Considerations
Managing Residential Visits
Overseas Visits
A useful example.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 4.4m Young People in a Sexual Relationship »

An introduction to OEAP National Guidance »

Amendments to OEAP National Guidance

by Richard Essential

During October 2022, we made revisions to seven guidance documents and made minor amendments to two guidance documents.

You can find links to the documents in the table of amendments.

Must a mixed sex group be supervised by a mixed sex outdoor education leadership team?

by phil : Educational visits : Leadership roles : Management and supervision : Offsite visits : Outdoor learning Essential NewsBlog

National Guidance on how to manage foreseeable issues

“There is no absolute requirement for a mixed-sex group to be supervised by a mixed-sex leadership team” states OEAP National Guidance document 6q FAQs: Staff Supervising Mixed-Sex Groups.

If this is not to be the case however, then there should be arrangements in place to manage foreseeable issues.

Suggested factors that it might be advisable to consider include:

the sex, gender orientation, age, maturity, ability and confidence of the participants;
needs for privacy and safeguarding;
needs for guidance and personal care;
the length and remoteness of the visit;
the nature of any residential accommodation;
the planned activities;
the availability of peer support or support from other adults (for example, from staff at a residential centre or hostel, or
from another establishment sharing the same accommodation);
the need for gender-specific role models.

Effective supervision and how to determine ratios for visits

Suitable learning outside the classroom staffing ratios and supervision, a closely related topic, are covered in the supporting National Guidance document 4.3b Ratios and Effective Supervision.

Establishments must ensure that the staffing of visits enables leaders to supervise young people effectively. Decisions about the staffing and supervision should take account of:

The nature and duration of the visit and the planned activities;
The location and environment in which the activity is to take place;
The nature of the group, including the number of young people and their age, level of development, sex, ability and needs (behavioural, medical, emotional and educational);
Staff competence;
The consequence of a member of staff being indisposed, particularly where they will be the sole leader with a group for any significant time.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 6q FAQs: Staff Supervising Mixed-Sex Groups »

Download OEAP National Guidance document 4.3b Ratios and Effective Supervision »

An introduction to OEAP National Guidance »

OEAP National Guidance Amendments

by Richard Essential

During September 2022, we made revisions to nine guidance documents and made minor amendments to nine guidance documents.

You can find links to the documents in the table of amendments.

Offsite visits – transport considerations

by phil : Educational visits : Leadership roles : Legal considerations : Offsite visits : Outdoor learning : Risk management : Transport Essential NewsBlog

Why it’s so important to give particular consideration to transport issues…

Here’s a sobering statement:-

“Statistics demonstrate that it can be more dangerous to travel to an activity than to engage in it.”

Thus begins the the newly updated OEAP NG guidance document 4.5a Transport ‒ General Considerations…

You must follow your employer’s guidance for transport, which is often provided in a separate policy, such as for transport or the use of minibuses. All national and local regulations must be adhered to.

Travel does not have to be merely a means to an end; it can make a major contribution to a visit’s learning opportunities. In deciding where to go and how to travel you should consider not only the cost, convenience and safety of particular modes of transport, but also other factors including:-

Walking and cycling have health benefits and low environmental impact;
Using public transport is environmentally friendly and helps participants to
develop independence and to interact with local people;
Flying has a high environmental cost;
Accessibility for any group members with disabilities (if a group member requires a wheelchair, the Visit Leader should ensure that the transport has appropriate access and securing facilities).

“You should consider the level of supervision as part of the risk management process when planning the journey” says the guidance.

“Whatever the mode of transport, you should ensure that group members are aware of the position of emergency evacuation exits, first aid stations and meeting points. You should also be aware of alternative routes or means of travel in the event of delay or cancellation.”

The document includes valuable information on the following:-

Deciding How to Travel
Cycling
Driving
Parents Providing Transport
Group Supervision when Travelling.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 4.5a Transport ‒ General Considerations »

An introduction to OEAP National Guidance »

Compelling arguments for the value of educational visits

by phil : Educational visits : Leadership roles : Offsite visits : Outdoor learning : Policies Essential NewsBlog

How to persuade head teachers, governing bodies and management boards…

OEAP National Guidance now features a newly updated document High Quality Outdoor Learning, which is described as “Evidence-based Education Outside the Classroom for Children, Teachers and Society.”

“…mounting evidence indicates that real-world learning outside the classroom contributes to unlocking the full potential of learners. “

The sheer weight of evidence regarding the benefits of learning outside the classroom, here presents information seldom seen with regard to relevant and in-depth research on this particular subject.

Section two of the document deals specifically with the benefits of outdoor learning, including:-

Education Systems Are Complex — A Call for Modesty
Outdoor Learning — A Sober Assessment
Outdoor Learning — Its Specific Contributions to Learning for a Viable Future

“…there are a number of factors …which seem to indicate that outdoor learning is not just a very important contribution to the UN-proclaimed Sustainable Development Goal No. 4 (‘Ensure inclusive and equitable quality education and promote lifelong learning opportunities for all’) …but to high quality education in general.”

How it supports teaching and learning

Learning in and with nature is not the panacea for solving all problems in school, states the document. It is nonetheless one of many useful, evidence-based, effective ways to support teachers and school teams in their daily work.

“But since outdoor learning, as understood here, is an add-in (directly enhancing and supporting high-quality curriculum-based work) and not an add-on (requiring additional time and resources beyond curriculum-focused teaching) approach, it is not a question of burdening the school with yet another task beyond the curriculum, but rather of supporting its core business, namely teaching and learning.”

Download Jucker & von Au (eds) (2022): High-Quality Outdoor Learning »

An introduction to OEAP National Guidance »

OEAP National Guidance Amendments

by Richard Essential

During July 2022, we created one new document, made revisions to seven guidance documents and made minor amendments to seven guidance documents.

You can go straight to the table here.

Joint Visits and Partnership Working

by Richard Good practice Good Practice Essentials

We have created a new OEAP National Guidance document 4.4o Joint Visits and Partnership Working.

The new document provides guidance for when schools or other establishments organise visits for participants from more than one establishment, or when they set up partnership arrangements with other establishments or providers.

You can download it here.

Adventure activities – reducing the risk, not the value

by phil : Adventure activities : Leadership roles : Management and supervision : Offsite visits : Outdoor learning : Overseas visits : Risk management Essential NewsBlog

A higher level of risk management is required…

For the purposes of OEAP National Guidance, an adventure activity is defined as an activity which is exciting and challenging and which involves significant inherent risk of harm, without which the activity would lose much of its value, or which takes place in a remote or hazardous location.

“Adventure activities require a higher level of risk management, and may require specific competence, in order to reduce the risks to an acceptable level.”

So says the OEAP National guidance document 7.1a Adventure activities.

Adventure activities can be hugely beneficial for those fortunate enough to benefit from them. Participating in adventure activities can be one of the highlights of a young person’s learning experiences.

While any off-site activity will probably be exciting, adding an extra dimension of personal challenge through participation in adventure activities can make the experience particularly memorable, the learning that takes place often being life-long.

“Students are active participants, not passive consumers, and a wide range of learning styles can flourish.”

The guidance document covers:-

A definition of adventure activities
The rationale of adventure activities
Leading adventure activities
Using an external provider
Licensing.

Specific competence requirements

Adventure activities require a higher level of risk management, and may require specific competence, in order to reduce the risks to an acceptable level.

To ensure this, employers and establishments should consider whether their policies should include special requirements for adventure activities, such as an approval process for leaders and activities.

Additional guidance regarding this can be found within 4.3c Risk management – an overview.

“Risk management is therefore not about eliminating risk – it is about reducing it as low as reasonably practicable and deciding if this is acceptable in order to gain the potential benefits. This is recognised by both HSE and the Department for Education (DfE).”

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 7.1a adventure activities »

An introduction to OEAP National Guidance »

An employer’s introduction to learning outside the classroom guidance

by phil : Educational visits : Leadership roles : Legal considerations : Management and supervision : Offsite visits : Outdoor learning : Overseas visits : Residential visits : Risk management Essential NewsBlog

Help for you, your role and responsibilities

An introduction for employers whose staff lead outdoor learning, off-site visits or learning outside the classroom activities.

One useful and efficient way for an employer to access relevant information is provided by the ability to search documents by role: National Guidance for employers is just one such category that can be found within OEAP National Guidance (NG).

The documents outlined below give essential guidance to you for your role and responsibilities – and will help you to implement appropriate systems.

Categories of Guidance for employers

Relevant Guidance for employers occurs in the following three categories of NG:

Category 1 – Basic essentials
Category 3 – Legal framework and employer systems
Category 4 – Good practice.

The document 3.1a Requirements and Recommendations for Employers is particularly helpful for people in senior or controlling positions in organisations that employ staff who provide outdoor learning and off-site visits. Roles that this is pertinent to include:-

Chief Executive
Chair
Company Secretary
Director
Councillor
Trustee
Governor
Proprietor
Owner.

“Employers are legally responsible for the activities that take place in their establishments. This includes a common law duty of care towards their employees and participants in the activities, and duties under the Health and Safety at Work etc. Act (1974) (HSWA) and other legislation.”

In addition to their responsibilities as an employer, local authorities also have a duty under the Children Act (2004) to ensure that there are clear and effective arrangements to protect from harm all children and young people in their area.

This means that, even though they are not responsible under the HSWA for health and safety in establishments for which they are not the employer (such as independent schools and academies), they do have an overarching responsibility to ensure that all establishments have suitable and sufficient arrangements in place for managing health and safety and child protection, including during outdoor learning and off-site visits.

The OEAP NG guidance document 3.2a Underpinning Legal Framework and Duty of Care will also prove to be most helpful.

There are also links to many other supporting OEAP National Guidance documents.

National Guidance for employers »

An introduction to OEAP National Guidance »

Amendments to OEAP National Guidance

by Richard Essential

During June 2022, we made revisions to three guidance documents and made minor amendments to nineteen guidance documents.

You can go straight to the table here.

Outdoor education guidance for parents and carers

by phil : Educational visits : Legal considerations : Management and supervision : Offsite visits : Outdoor learning : Parents and carers : Residential visits Essential NewsBlog

Helping your child to participate in learning outside the classroom

The ideal stating point for finding out how you can safely contribute

One useful and efficient way to access relevant information is enabled by the ability to search documents by role: National Guidance for parents (parents, legal guardians and others who have parental responsibility for a participant) is one such category that can be found within OEAP National Guidance (NG).

NG also helps with parents who may have more than one role within the supervision arrangements for the visit: care must be taken to ensure that the role of parent does not conflict with this other role.

Categories of Guidance for parents

Relevant Guidance for parents occurs in the following three categories of NG:

Category 1 – Basic essentials
Category 3 – Legal framework and employer systems
Category 4 – Good practice.

Not surprisingly, it is generally recommended that the ideal starting point is Basic essentials. Document 1a Glossary and Definitions deals with an overview of terms and definitions that will prove to be a useful reference. It states, for example, that an “Adventure Activity” is

“An Activity which is exciting and challenging and which involves significant inherent risk of harm, without which the activity would lose much of its value, or which takes place in a remote or hazardous location.”

Another significant NG document is the Legal framework and employer systems download 3.4n Guidance for Parents, which includes information on

Consent
What you can expect
Looked-after children
Helping with a Visit*.

*This category provides useful information for those parents wishing to take an active part in an activity:-

“Sometimes schools, colleges, youth groups and other establishments ask parents to give practical help during a visit. If you are considering helping with a visit, please see OEAP National Guidance document 3.4m Helper”.

There are also links to many other supporting OEAP National Guidance documents.

National Guidance for parents and carers »

An introduction to OEAP National Guidance »

Adventure Activity Qualifications

by Richard Frequently Asked Questions

We have revised OEAP National Guidance document 6h FAQ: Adventure Activity Qualifications, to provide links to a range of National Governing Body guidance. Some include matrices setting out the qualifications that are appropriate for each level of the activities.

You can download the revised document here.

Why “Ratios and Effective Supervision” is one of the most popular outdoor education guidance documents

by phil : Educational visits : Leadership roles : Legal considerations : Offsite visits : Outdoor learning : Overseas visits : Policies : Residential visits : Risk management Essential NewsBlog

It’s been downloaded over 48,000 times…

Planning, preparation and vigilance of competent leaders is key

“Establishments must ensure that the staffing of visits enables leaders to supervise young people effectively” says the National Guidance document Ratios and Effective Supervision.

This significant document covers decisions that will need to be made with regards to the staffing and supervision of learning outside the classroom related activities. Consideration should be given to:-

The nature and duration of the visit and the planned activities
The location and environment in which the activity is to take place
The nature of the group, including the number of young people and their age, level of development, sex, ability and needs (behavioural, medical, emotional and educational)
Staff competence
The consequence of a member of staff being indisposed, particularly where they
will be the sole leader with a group for any significant time.

“Staffing ratios are a risk management issue and should be determined through the process of risk assessment. It is not possible to set down definitive staff/participant ratios for a particular age group or activity.”

“Staffing, especially for visits to remote locations or overseas, should take into account how the group will be supervised effectively given the possibility of a leader becoming indisposed or having to leave the group, for example to accompany a sick child to hospital”, advises the document.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document Ratios and Effective Supervision »

An introduction to OEAP National Guidance »

OEAP National Guidance Amendments

by Richard Essential

During May 2022, we made revisions to three OEAP National Guidance documents and made minor amendments to nine documents.

You can find links to the documents in the Table of Amendments.

The table shows all changes to OEAP National Guidance in date order with notes from OEAP National Guidance writers.

How to find an adviser for educational visits

by phil : Educational visits : Management and supervision : Offsite visits : Outdoor learning : Overseas visits : Policies : Residential visits : Risk management Essential NewsBlog

Learning outside the classroom expertise is available across the UK

As the lead body for guidance, advice and training related to outdoor learning and educational visits in England and Wales, the Outdoor Education Advisers’ Panel (OEAP) supports members in their work with schools and services to children and young people.

“When planned and implemented well, outdoor education, offsite visits and adventurous activities contribute significantly to raising standards and developing knowledge and skills in ways that add value to everyday experiences in the classroom.”

They believe every child in every school should have access to a comprehensive programme of high quality outdoor learning, educational visits and adventurous activities as an integral part of their school curriculum.

“The OEAP recommends employing or engaging an OEAP member who can provide high quality advice and training. They have extensive, detailed and appropriate knowledge and experience of all relevant types of establishment and the range of outdoor learning, educational visits and adventurous activities that are provided to young people.”

How to find an OEAP adviser

OEAP members are advisers who support Local Authorities, schools and Academy Groups in England, Wales, the Channel Islands and many overseas settings. They work together to share and develop good practice in Offsite Visits, Outdoor Learning and Learning Outside the Classroom.

An introduction to OEAP National Guidance »

Outdoor education: the benefits of residential visits and how to organise them

by phil : Educational visits : Leadership roles : Management and supervision : Offsite visits : Overseas visits Essential NewsBlog

Residential elements of a visit – and specific management issues

The OEAP National Guidance document 4.2b Residentials, gives guidance on the residential element of a visit, as this introduces specific additional management issues.

While the types of residential visit and accommodation vary, the choice should, says the guidance:

be suitable for the age of the group and accessible to the range of abilities and disabilities;
support the learning objectives of the visit (for example, by choosing a small local hotel or hostel outside the main tourist area to give students more opportunity to use their language);
be cost-effective.

“Residential visits create powerful learning opportunities for young people, which can lead to step changes in an individual’s personal development and confidence.”

Topics that will prove to be invaluable for anyone in the early stages of planning a residential visit include:-

Coronavirus
Types of Residential Experience
General Considerations*
An Accommodation Arrival Checklist

*Irrespective of the type of residential experience, there are some general issues to recognise and manage, including fire safety, group safety and security, catering, drinking and drugs (including smoking), gender issues and appropriate relationships, and epidemics and the risk of infection.

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 4.2b Residentials »

An introduction to OEAP National Guidance »

Amendments to OEAP National Guidance

by Richard Essential

During April 2022, we added one new guidance document, deleted a guidance document after merging its contents with another, made revisions to fourteen guidance documents and made one minor amendment to a guidance document.

You can go straight to the table here.

New to outdoor education? This is the ideal place to start…

by phil : Educational visits : Leadership roles : Management and supervision : Offsite visits : Outdoor learning : Policies : Risk management Essential NewsBlog

Practical help and advice for educators, governors, parents, venues and providers

If you’re new to the area of outdoor education or learning outside the classroom, it can sometimes seem a little overwhelming with regard to aspects of health and safety, planning, organisation and so on.

The good news is that the Outdoor Education Advisers’ Panel (also known as the OEAP) has put together a comprehensive package of help, advice and expertise called National Guidance.

A useful introduction is 1a Glossary and Definitions which will remove any uncertainty regarding terminology used in the sector.

When you’re ready to get going, the document 1b Foundations explains the OEAP National Guidance starting points for the planning and management of outdoor learning, off-site visits and learning outside the classroom.

There are three basic premises:-

Well planned and facilitated opportunities to learn in the real world, away from the classroom, and to experience adventure, help to improve the lives of young people.
Facilitating learning outside or off-site does not need to be more difficult than inside a classroom. Planning and management should, therefore, be practical, proportionate and non-bureaucratic.
The key to effective and successful outdoor learning and off-site visits is:
The right leaders doing the right activities with the right young people in the right places at the right times.

The topics included will help you get off to a flying start – and will point you in the direction of further sector specific information that may vary depending on your role or status.

This invaluable overview covers a number of key topics, including:-

Good Practice
The ‘SAGE’ Variables – Staff, Activities, Group, Environment(s), as well as the Interplay of the SAGE Variables
Standard and Enhanced Planning and Management

The download also contains direct links a variety of other supporting OEAP National Guidance documents.

Download OEAP National Guidance document 1b Foundations »

An introduction to OEAP National Guidance »

Hiring a Coach

by Richard Transport

We have updated OEAP National Guidance document 4.5e Hiring a Coach to include a new section “During the Journey”.

You can find the revised guidance here.

The prevention and control of infectious diseases

by Richard : Covid-19 : Risk management Specific Activities and Hazards Specific Hazards

We have added a link to the UK Health Security Agency’s advice on the prevention and control of infectious diseases to several OEAP National Guidance documents:

7.1o Natural water bathing

7.1u Woodland Activities

7.2a Sepsis

7.2e Bites and Stings

7.2i Group Safety at Water Margins

You can also visit the UK Health Security Agency‘s advice here.

Places of Worship

by Richard Specialist activities and visits Specific Activities

We have created a new OEAP National Guidance document 7.1m Places of Worship.

The new guidance provides advice about visits to places such as cathedrals, churches, mosques, synagogues and temples, and much of it also applies to other places regarded as sacred, such as shrines, holy sites and places of pilgrimage.

You can download the new guidance here.

Outdoor education: how to reduce the environmental impact of snowsports

by phil : Outdoor learning : Overseas visits : Residential visits Essential NewsBlog

Method of travel, choice of resort can help significantly…

The OEAP National Guidance document 7.1v Snowsport Visits, has been updated to give more advice on reducing the otherwise significant environmental impact that these activities can have.

This guidance defines ‘snowsport’ to cover both skiing and snowboarding activities.

There are huge benefits to be achieved with a snowsport residential visit says the guidance – not least by a significant contribution to a young person’s personal and social development. Plus points often include for example, respect for self, others and the environment, self-awareness and self-confidence and an interest in a healthy physical activity that may become a lifelong pursuit.

Considering the environmental impact

The update with this particular document deals specifically with ways to reduce the potentially high environmental impact of this otherwise worthwhile form of outdoor education.

“The development of snowsport resorts can have a significant negative impact on the mountain landscape and wildlife, snowmaking uses large amounts of energy and water, and travelling (especially flying) to a resort has a high carbon footprint.”

Example given of ways to mitigate the impact include:-

A careful choice of destination
Consideration regarding the means of travel
Choosing activities such as cross-country skiing instead of mechanised downhill skiing.

Download OEAP National Guidance document 7.1v Snowsport Visits »

An introduction to OEAP National Guidance »

Snowsports

by Richard Specialist activities and visits Specific Activities

We have amended OEAP National Guidance document 7.1v Snowsport Visits to include advice about managing the environmental impact of snowsports.

You can download the revised guidance here.

Covid-19

by Richard : Covid-19 Good practice Planning and Preparation Specific Activities and Hazards Specific Hazards

We have amended OEAP National Guidance document 4.4k Coronavirus to refer to new guidance from HSE, to remove links to DfE guidance that has now been withdrawn, and to advise that assessing the risk of coronavirus should now form part of the normal risk assessment process.

You can download the revised guidance here.

Provider Statement

by Richard External Providers Good practice Model Forms

We have made a number of amendments to OEAP National Guidance document 8p Provider Statement, including removing questions about coronavirus, which should now be part of a provider’s risk assessment process, and removing some questions from Part 1 that are covered by the Quality Badge. There is also a Microsoft Word version 8q Provider Statement – Word Version.

You can find the revised document in PDF form here, and a Microsoft Word form here.

Risk Management

by Richard Good practice Good Practice Essentials

We have revised OEAP National Guidance document 4.3c Risk Management – An Overview to provide greater clarity about the importance of balancing risks and benefits during the process of risk assessment.

You can read the revised guidance here.

Vetting and DBS Checks

by Richard Employer Systems and Requirements Good practice Good Practice Essentials Legal Framework Legal Framework and Employer Systems

We have completely revised OEAP National Guidance document 3.2g Vetting and DBS Checks, giving more context to the need to make vetting checks beyond the legal requirements, and to why a provider might not be in a position to obtain checks on some staff.

We have also amended 4.3e Safeguarding as a result.

You can find the Vetting and DBS guidance here and the Safeguarding guidance here.

Coronavirus

by Steve Good practice Specialist activities and visits Specific Activities Specific Activities and Hazards Specific Hazards

We have revised OEAP National Guidance document 4.4k Coronavirus to take account of the most recent UK Government guidance update. We have also revised OEAP National Guidance document 7r Overseas Visits for the same reason, and have taken the opportunity of this revision to give more prominence to considering the environmental implications of travelling overseas.

You can download the coronavirus guidance here and the overseas visits guidance here.

Requirements & Recommendations for Employers

by Richard Employer Systems and Requirements Good practice Legal Framework Roles and responsibilities

We have revised OEAP National Guidance documents 3.1a Requirements & Recommendations for Employers and 3.4f Member of a Management Board or Governing Body to ensure that they are clear about the responsibilities of governors and others who might be in controlling positions in employer organisations.

The roles that the guidance applies to include Chief Executive; Chair; Company Secretary; Director; Councillor; Trustee; Governor; Proprietor and Owner, in organisations such as local authorities; academies and multi-academy trusts; voluntary-aided and foundation schools; independent schools and charities.

You can download 3.1a here and 3.4f here.

Overseas Visits

by Richard Specialist activities and visits Specific Activities

We have updated OEAP National Guidance document 7r Overseas Visits to refer to the NHS Covid Pass now being available for 12-16 year olds and to provide some additional advice about collective passports.

You can download the revised document here.

Underpinning Legal Framework and Duty of Care

by Richard Legal Framework Legal Framework and Employer Systems Roles and responsibilities

We have revised OEAP National Guidance document 3.2a Underpinning Legal Framework and Duty of Care to make what we say clearer, and, in doing so, we have added a section on the responsibilities of local authorities and Directors of Children’s Services. As a result we have also revised OEAP National Guidance document 3.4a Director of Children’s Services.

Searching for documents

by Richard Essential

We have created a new search facility for the OEAP National Guidance website. The search will now find all guidance documents containing your search term in its title or on its information page. If you don’t find what you are looking for, or if the search produces a lot of results, you may need to use an alternative or more specific search term.

You can find the search here.

Travelling to EU countries

by Richard Good practice Specialist activities and visits Specific Activities Specific Activities and Hazards Specific Hazards

The European Union has created an app and website Re-open EU, which provides information on the various measures in place in each EU country, including quarantine and testing, the EU Digital COVID certificate, and mobile coronavirus contact tracing and warning apps.

We have amended OEAP National Guidance documents 4.4k Coronavirus and 7r Overseas Visits to refer to it.

Coronavirus/Coronafeirws

by Richard Good practice Specialist activities and visits Specific Activities and Hazards Specific Hazards

We have amended OEAP National Guidance documents 4.4k Coronavirus and its Welsh language translation 4.4k (Cym) Coronafeirws to bring the Welsh guidance up to date and repair some broken links.

You can download the English version here, and the Welsh version here.

OEAP National Guidance Amendments

by Richard Essential

During December 2021, we made revisions to guidance documents five times and made three minor amendments to guidance documents.

You can go straight to the table here.

Amendments to the OEAP’s National Guidance Documents

by Richard Essential

During November 2021, we made revisions to guidance documents eleven times and made one minor amendment to a guidance document.

You can go straight to the table here.

Overseas Visits

by Richard Good practice Specialist activities and visits Specific Activities and Hazards Specific Hazards

The Department for Education has advised that schools, Further Education providers, Higher Education providers and out-of-school settings should consider whether to go ahead with any planned international educational visits, recognising the risk of disruption to education resulting from the need to isolate and test on arrival back into the UK.

We have amended OEAP National Guidance documents 4.4k Coronavirus and 7r Overseas Visits accordingly.

Guidance for Parents

by Richard Legal Framework Roles and responsibilities

We have fully revised OEAP National Guidance document 3.4n Guidance for Parents, including making it more relevant to a variety of educational settings. The document gives guidance to parents on issues such as consent, information they should expect to receive about educational visits, what they can expect, and what is expected from them.

You can download the revised guidance here.

Amendments to OEAP National Guidance Documents

by Richard Essential

During October 2021, we made revisions to guidance documents fifteen times and made minor amendments to guidance documents twice. We also deleted one document.

You can go straight to the table here.

Group Safety at Water Margins

by Richard Specialist activities and visits Specific Activities Specific Hazards

The DfES/CCPR document “Group Safety at Water Margins” was written 20 years ago. In 2017 we rewrote it as OEAP National Guidance document 7i Group Safety at Water Margins, updating the links and some of the wording. We have now completely revised the document, bringing it up to date to cover issues that were not considered in the original. You can download the revised version here.

At the same time we have updated OEAP National Guidance document 7o Natural Water Bathing, which shares some of the same issues. You can download it here.

Helpers

by Richard Legal Framework Roles and responsibilities

We have updated OEAP National Guidance document 3.4m Helper to improve the clarity of the guidance. You can download it here.

Transport in Minibuses

by Richard Good practice Transport

Did you know that if you drive abroad, your vehicle must now have a UK identifier?

If your number plate has any of the following:

a GB identifier with the Union flag
a Euro symbol
a national flag of England, Scotland or Wales
numbers and letters only – no flag or identifier

you must display a UK sticker clearly on the rear of the vehicle. If you are driving in Spain, Cyprus or Malta, you must display a UK sticker no matter what is on your number plate. If you have a GB sticker, you must cover or remove it before driving outside the UK.

We have amended OEAP National Guidance document 4.5b Transport in Minibuses accordingly.

You can download the document here.

Catering

by Richard Checklists Checklists Model Forms and Mindmaps Frequently Asked Questions Good practice Legal Framework Legal Framework and Employer Systems Specialist activities and visits Specific Activities Specific Activities and Hazards

We have amended four OEAP National Guidance documents to draw attention to the importance of considering potential allergies when providing catering for young people on educational visits, with specific reference to the new “Natasha’s Law“.

The amended documents are:

3.2a Underpinning Legal Framework and Duty of Care

3.3e Checklist – Visit Leader

4.2b Residentials

6o FAQ: Allergies and Anaphylaxis (which has also been revised and renamed to cover allergies more generally).

Provider Statement

by Richard Checklists Checklists Model Forms and Mindmaps External Providers Good practice Model Forms Specific Activities

We have deleted the OEAP National Guidance form 8r “Additional Provider Statement”, and have instead added questions about coronavirus to the forms 8p Provider Statement and 8q Provider Statement – Word Version.

At the same time, we have added additional points about coronavirus to 4.2a Residentials, 4.4f Checklist – Assessing a Provider and 4.4g Selecting External Providers and Facilities.

Updates

by Richard Essential

During September 2021, we created two new OEAP National Guidance documents, revised nine guidance documents and made minor amendments to one guidance document.

You can go straight to the table here.

Additional Provider Statement for Residentials during Coronavirus

by Richard Checklists Model Forms and Mindmaps Model Forms

We have updated OEAP National Guidance form 8r Additional Provider Statement for Residentials during Coronavirus. The amendments include additional questions about ventilation, and the provider’s ability to respond to changes in health advice.

You can download the revised form here.

Minibuses

by Richard Good practice Transport

We have revised OEAP National Guidance document 4.5b Transport in Minibuses to update the section on towing a trailer, and to make clear that although the document focuses on minibuses, much of it is also relevant to smaller vehicles such as people carriers and nine-seater vans.

You can download it here.

Swimming Pools

by Richard Specialist activities and visits Specific Activities

We have completely revised OEAP National Guidance document 7x Swimming Pools. Among other changes, the guidance now includes a section about qualifications and the assessment of competence.

You can download the revised guidance here.

Overseas Visits

by Richard Checklists Checklists Model Forms and Mindmaps Legal Framework Personalised check lists

We have updated OEAP National Guidance document 7r Overseas Visits to give more emphasis to the importance of checking the regulations of the countries to be visited, such as whether or not there is a requirement to be vaccinated against COVID.

We have supplemented this guidance with a new OEAP National Guidance document 3.3g Checklist – Visit Leader of an Overseas Visit – a new checklist for organising overseas visits.

Coronavirus and Educational Visits

by Richard Good practice Specialist activities and visits Specific Activities Specific Activities and Hazards Specific Hazards

We have updated OEAP National Guidance document 4.4k Coronavirus to reflect the most recent changes in government guidance in both England and Wales. The revised guidance also:

highlights the fact that the Channel Islands and Isle of Man are not part of the UK and have their own coronavirus regulations;
provides guidance about when parents, volunteers etc. who do not normally work in the establishment take part in a visit;
points out that the government’s Risk Protection Arrangement for schools does now have some COVID cover.

We have amended OEAP National Guidance documents 4.2b Residential Visits, 7r Overseas Visits and 7q Overseas Expeditions accordingly, and to reflect the fact that DfE and the Welsh Government no longer advise against residentials or overseas visits.

You can download the revised Coronavirus guidance here.

Bites and Stings

by Richard Specialist activities and visits Specific Hazards

We have rewritten OEAP National Guidance document 7e, which was previously about jellyfish stings, and have renamed it “7e Bites and Stings“. The revised guidance now includes links to advice about bites and stings from insects, snakes, animals and humans as well as jellyfish and other sea creatures. It also includes links to advice about stings and burns from some plants.

We have retained the original jellyfish URL for this document, so that other guidance that links to it will find an unbroken link. You can download the revised guidance here.

A New Video about Sepsis

by Richard Specialist activities and visits Specific Hazards

The UK Sepsis Trust has created a new video, aimed at explaining what you should look for in order to identify sepsis in young people as swiftly as possible. You can watch the video here.

We have updated OEAP National Guidance document 7.2a Sepsis to include a link to the video. You can download the guidance here.

OEAP National Guidance Updates

by Richard Essential

During August 2021, we created two new OEAP National Guidance documents, revised three guidance documents and made minor amendments to three guidance documents.

You can go straight to the table here.

Woodland Activities

by Richard Specialist activities and visits Specific Activities

We have created a new OEAP National Guidance document 7u Woodland Activities. It provides guidance about a range of activities that are commonly practised in woodland, although some may take place in other natural or urban environments (such as parks or school grounds).

You can download the new guidance here.

Coronavirus

by Richard Good practice Specialist activities and visits Specific Activities and Hazards Specific Hazards

The Government has revised its guidance about educational visits in England to add a contingency framework for managing local coronavirus outbreaks. We have revised OEAP National Guidance document 4.4k Coronavirus accordingly.

You can download the revised document here.

Sepsis

by Richard Essential Good practice Specialist activities and visits Specific Activities and Hazards Specific Hazards

Knowing how to identify sepsis can save lives. Young people often function normally as an illness develops and then experience a sudden and rapid deterioration.

In recent years two young people have died from sepsis on educational visits. It’s important that your visit leadership team knows how to identify the signs and what to do. We have therefore created a new OEAP National Guidance document, 7.2a Sepsis, with the help of the UK Sepsis Trust.

You can download the new guidance here.

Updated Documents

by Richard Essential

During July 2021, we revised seven guidance documents.

You can go straight to the table here.

Revised Guidance on Educational Visits During Coronavirus.

by Richard Good practice Specialist activities and visits Specific Activities Specific Activities and Hazards Specific Hazards

The Government has revised its guidance about educational visits in England, effective from 19th July 2021. We have therefore revised OEAP National Guidance documents 4.2b Residentials, 4.4k Coronavirus and 7r Overseas Visits accordingly.

Using the “Search National Guidance” function

by Richard Essential

When you use the Search National Guidance function on the OEAP National Guidance home page, the search will sometimes turn up long-deleted versions of a document. This is because Google saves frequently searched-for documents to its own servers to help to provide swift search results. An old version of a document that we have deleted and replaced may remain on their servers for some time.

To check whether you have the most recent version of a guidance document, we recommend that you download it via the Contents tab or Browse Documents button.

New and Updated Documents

by Richard Essential

During June 2021, we created four new Welsh translations of existing guidance documents and revised sixteen guidance documents.

You can go straight to the table here.

Model Code of Conduct

by Richard Checklists Model Forms and Mindmaps Model Forms

We have revised OEAP National Guidance document 8i Model Code of Conduct to add a section on Coronavirus. We also clarify that, for many groups or visits, it may not be necessary to have a detailed list of expectations and requirements, or even to have a written code of conduct at all. You should judge what is appropriate in your circumstances.

You can download the revised document here.

Residential Visits for schools in Wales

by Richard Good practice Specialist activities and visits Specific Activities Specific Activities and Hazards Specific Hazards

We have updated OEAP National Guidance documents 4.2b Residentials and 4.4k Coronavirus to provide information about the Welsh Government’s most recent guidance on residential visits.

You can find both documents here.

Provider Statement for Residentials during Coronavirus

by Richard Checklists Model Forms and Mindmaps Model Forms

We have added some further questions to OEAP National Guidance document 8r Additional Provider Statement for Residentials during Coronavirus. These include asking the provider to confirm the maximum number of participants and staff who will share sleeping accommodation, and whether changes from normal accommodation arrangements have affected security or safeguarding.

You can download the revised guidance here.

Camping

by Richard Specialist activities and visits Specific Activities

We have updated OEAP National Guidance document 7L Camping, to add a paragraph about camping during coronavirus restrictions.

You can download the revised document here.

Requirements and Recommendations for Employers

by Richard Employer Systems and Requirements Legal Framework

We have amended OEAP National Guidance document 3.1a Requirements and Recommendations for Employers to update what we say about training and to improve the flow of the document.

You can download it here.

OEAP National Guidance – Updated Documents

by Richard Updates

Each month we amend the OEAP National Guidance Updates page to show how many documents we have added or revised in the previous month. We include a link to an update table showing brief summaries of each amendment. The table has been changed this month to include links to each of the new or newly-amended documents.

During May 2021, we created one new guidance document, revised seven guidance documents and made minor amendments to one guidance document.

You can go straight to the table here.

Checklist for a Young Person

by Richard Checklists Model Forms and Mindmaps Personalised check lists Roles and responsibilities

We have updated the OEAP National Guidance document 3.3f Checklist – Young Person. The checklist is intended to be completed by each young person who is about to take part on an educational visit. It can be a useful way to ensure that they are aware of what they need to know.

You can download the checklist here.

OEAP National Guidance Updated Documents

by Richard Essential

Each month we amend the OEAP National Guidance Updates page to show the documents that have been added or revised in the previous month. We include links to each document and a table showing brief summaries of each amendment.

During April 2021, we created three new guidance documents, revised eight guidance documents and made minor amendments to six guidance documents.

You can view the updates page here.

Field Studies

by Richard Specialist activities and visits Specific Activities

We have made some significant revisions to OEAP National Guidance document 7h Field Studies, and added links to other relevant guidance.

You can download the revised document here.

Inclusion

by Richard Legal Framework Legal Framework and Employer Systems

We have updated OEAP National Guidance document 3.2e Inclusion. The document takes you through the legal position and provides some advice about how to ensure that your educational visits are inclusive.

You can download the updated document here.

Leadership & Management

by Richard Checklists Checklists Model Forms and Mindmaps Evaluation Evaluation and reviewing Good practice Leadership and Supervision Model Forms Planning and Evaluation Planning and Evaluation Policies planning and evaluation

What does good leadership and management of visits look like? We were asked that by an outdoor education adviser, and, as a result, we have created a new OEAP National Guidance document 4.2e Leadership and Management.

We have also created a new OEAP National Guidance document 4.2f Facilitating Learning and Development, which focuses on the processes that leaders can use to help participants to learn and develop.

This led us to review and revise OEAP National Guidance document 5.1a Establishment Self-Evaluation Form, and provide a Microsoft Word version as 5.1b. It now gives links to relevant guidance documents, and is aligned with the Headteacher/Manager checklist (document 3.3b).

Adventure Activities

by Richard Basic Essentials Specialist activities and visits Specific Activities

We have updated OEAP’s National Guidance document 7a Adventure Activities to bring it in line with other more-recently revised documents, to include a fuller definition of adventure activities and to create links to other relevant documents.

Alongside this we have also updated OEAP’s National Guidance document 1a Glossary and Definitions to include the adventure activities definition.

You can download 7a here.

OEAP National Guidance Updates

by Richard Essential

Each month we amend the National Guidance Updates page to show the documents that have been added or revised in the previous month. We include links to each document and a table showing brief summaries of each amendment.

During March 2021, we added seven new guidance documents and revised three existing guidance documents.

You can view the updates page here.

How to Find Your Way Around OEAP’s National Guidance Website

by Richard Essential

If this is your first visit to OEAP’s National Guidance website, or if you are referring someone new to it, a good place to start is the First Visit? tab in the menu bar. Here you will find a brief explanation of what OEAP’s National Guidance is, and advice about how best to find your way around the site.

Click here for more information.

How Can Outdoor Learning Contribute to Mental Health?

by Richard Frequently Asked Questions

We have created a new document 6v FAQs: Mental Health, which considers how outdoor learning can contribute to mental health and refers to the growing body of evidence that well-managed outdoor learning and adventure activities can be powerful ways of helping children and young people to develop their emotional and psychological wellbeing, mental resilience and happiness.

You can download the new FAQ here.

Coronafeirws

by Richard Good practice Specialist activities and visits Specific Hazards

We have updated the Welsh language version of our Coronavirus guidance 4.4k (Cym) Coronafeirws.

You can download it here.

Rydym wedi diweddaru fersiwn Cymraeg o’n canllaw 4.4k (Cym) Coronafeirws.

Gallwch ei lawrlwytho yma.

OEAP National Guidance Updates

by Richard Essential

During February 2021, we created three new guidance documents, revised 7 guidance documents and made minor amendments to two guidance documents.

You can view the updates page here.

Trampoline Parks

by Richard Specialist activities and visits Specific Activities

We have created a new OEAP National Guidance document 7d Trampoline Parks, which provides advice about deciding whether to use a trampoline park and, if you do, how to manage the visit. It replaces FAQ 6n Visiting Trampoline Parks.

You can download the new guidance here.

The COVID Symptom Study for School Communities

by Richard Good practice Planning and Preparation Specialist activities and visits Specific Hazards

The COVID Symptom Study is a not-for-profit initiative run by health science company Zoe with scientific analysis provided by King’s College London, endorsed by the UK, Welsh and Scottish Governments. It includes a COVID Symptom Study for School Communities. Getting involved in this has the following benefits:

schools receive daily Covid insights for their students that enable more informed and rapid decision-making to help keep them safe;
information is shared with children and their parents, reassuring parents and helping children to complete their education safely;
the data contributes to critical national scientific research into the impact of COVID on children and younger people.

We have updated OEAP National Guidance document 4.4k Coronavirus to include information about the study, including how you can join.

You can download the document here.

Learning Outcomes Mind Map

by Richard Checklists Model Forms and Mindmaps Making the case Outcomes for Children and Young People

We have created a new OEAP National Guidance mind map, 8.2a Learning Outcomes Mind Map, based on the information in document 2.1b Learning Outcomes. It provides a summary of the many areas where outdoor learning, off-site visits and learning outside the classroom can be particularly effective in achieving educational aims and desired learning outcomes. It replaces an earlier mindmap that was numbered 5.2a.

You can download the new mind map here.

Systems, Roles and Training

by Richard Basic Essentials Frequently Asked Questions Good practice

You can find guidance on the systems, roles and training necessary to effectively manage outdoor learning and off-site visits in several OEAP National Guidance documents. At the request of an OEAP Outdoor Education Adviser, we have created a new FAQ, 6f FAQs: Systems, Roles and Training, which provides a summary and links to relevant documents.

You can download the new FAQ here.

Using External Providers

by Richard Good practice Must Read Planning and Preparation

We have amended OEAP National Guidance document 4.3b Ratios and Effective Supervision to clarify that, if staff who are not competent or confident are taking part in an activity, the activity leader may need to regard them as participants when considering the leader to participant ratio.

OEAP National Guidance Document 4.4h Using External Providers provides advice about activities led by a provider. We have amended that advice to add the same point.

Visits and the Package Travel Regulations

by Richard Legal Framework Legal Framework and Employer Systems

We have updated OEAP National Guidance document 3.2h Visits and the Package Travel Regulations. Originally, this guidance document was aimed at establishments organising their own residential visits, to help them decide whether and how their visits are affected by the Regulations. We have added more information for establishments that purchase packages from a provider.

You can download the revised guidance here.

OEAP National Guidance Updates

by Richard Essential

During January 2021, we created four new guidance documents, revised 21 guidance documents and made minor amendments to two guidance documents.

You can view the updates page here.

Learning Outcomes

by Richard Making the case Outcomes for Children and Young People

We have created a new OEAP National Guidance document 2.1b Learning Outcomes, which provides a summary of the many areas where outdoor learning, off-site visits and learning outside the classroom can be particularly effective in achieving educational aims and desired learning outcomes.

You can download the new document here.

Indirect Supervision of Younger Children

by Richard Executing the plan Good practice

When taking younger children on an educational visit, how comfortable do you feel moving from direct to indirect supervision? Or even to remote supervision? The new OEAP National Guidance document 4.2d Indirect Supervision of Younger Children takes you through the process of planning a gradual move away from direct supervision, with examples.

You can download the new guidance here.

Hosting a Homestay

by Richard Specialist activities and visits Specific Activities

We have created a new OEAP National Guidance document 7s Hosting a Homestay. The guidance is aimed at parents who are organising and hosting a homestay guest in their own home.

You can download the new guidance here.

Young People in a Sexual Relationship

by Richard Good practice Planning and Preparation

We have created a new OEAP National Guidance document 4.4m Young People in a Sexual Relationship that takes you though the legal position and the steps you should take if you know or suspect that any young people who are taking part in an educational visit are involved in, or developing, a sexual relationship.

You can download the new document here.

OEAP Outdoor Learning Cards

by Richard Learning Outside the Classroom Specialist activities and visits

Schools and nurseries that are open for vulnerable children and children of priority workers can help to keep the coronavirus at bay by teaching outside as much as possible. The OEAP Outdoor Learning Cards are designed to give you lots of ideas for delivering the curriculum outside the classroom.

You can find out more by reading the newly-updated OEAP National Guidance document 7.3a Using OEAP Outdoor Learning Cards.

Updated Documents

by Richard Frequently Asked Questions Good practice Planning and Preparation Specialist activities and visits Specific Hazards

During December 2020, we revised one document twice and made a minor amendment to one other.

The National Guidance Updates Page lists the documents with links to each one, plus a link to a table that summarises the reasons for amendments.

You can find the Updates page here.

National Guidance Updates

by Richard Updates

You can view the updates page here.

Providers and Refunds

by Richard Good practice Legal Framework Legal Framework and Employer Systems Planning and Preparation Specialist activities and visits Specific Hazards

Many providers are now making promises of refunds or postponement if a visit cannot go ahead as a result of Covid-19, which will hopefully encourage establishments to begin planning again for educational visits. Where a promise has been made, you are encouraged to check that the promise is included in the terms and conditions of the contract and/or insurance policy. We have updated National Guidance documents 3.2i Contracts and Waivers, 4.4c Insurance and 4.4k Coronavirus to draw attention to this.

We have also amended 4.4k Coronavirus to increase the prominence of the reasons why you should be encouraging more of your learning to take place outdoors during the pandemic, and to add more details about the current restrictions on school sport.

New and Updated Documents

by Richard Checklists Model Forms and Mindmaps Evaluation Good practice Legal Framework Making the case Specialist activities and visits

During October, we revised nine documents, made a minor amendment to one document, and created three new documents. The National Guidance Updates Page lists the documents with links to each one, plus a link to a table that summarises the reasons for amendments.

You can find the Updates page here.

Reviewing and Evaluation

by Richard Evaluation Evaluation and reviewing Executing the plan Good practice Policies Planning & Evaluation Policies planning and evaluation

Do you know how to review and evaluate your educational visits? We have created two new National Guidance documents to help you: 4.2c Reviewing and 5.1d Evaluation.

The Package Travel Regulations

by Richard Good practice Legal Framework Legal Framework and Employer Systems Planning and Preparation Specialist activities and visits Specific Hazards

During the coronavirus pandemic, some schools have been concerned that package travel organisers have been unwilling to give a refund as their contract was between the company and the school, rather than made directly with participants or their parents. The Competition and Markets Authority has recently taken the view that the Package Travel Regulations do apply in these cases, and that individual customers should be entitled to a refund if they have paid money in advance for a group visit that is cancelled because of the pandemic.

We have updated 3.2h Visits and the Package Travel Regulations, 3.2i Contracts and Waivers, and 4.4k Coronavirus in the light of this, and included a link to what the Competition and Markets Authority said.

National Guidance Contents

by Steve Essential

Did you know that you can scroll through a list of all of the documents on the National Guidance website?

Just hover your mouse over the contents tab on the black menu bar, and you will see the option “View All Documents”. Click this to see the full list.

When we add new documents, or revise older documents, they appear immediately in this list, but they may take rather longer to appear in the Google search facility. So we recommend this as a way to ensure that what you are reading is the latest version.

Get Outside – Supporting Teachers to Take Learning Outside the Classroom

by Richard Learning Outside the Classroom Specialist activities and visits

OEAP and CLOtC have updated their guidance for supporting teachers in taking learning outside the classroom.

You can download the revised guidance, 7.3b OEAP (2020): Get Outside – Supporting Teachers to Take Learning Outside the Classroom, here.

Making the Case

by Richard Examples of Good Practice Learning Outside the Classroom Making the case Manifesto for LOtC National Curriculum Outcomes for Children and Young People Research and reports Supporting Documents

We have updated the documents in Section 2 of National Guidance, which makes the case for outdoor learning, off-site visits and learning outside the classroom. As well as updating existing documents, we have added several additional research reports.

For more information, see the National Guidance Updated Documents page.

National Curriculum and Learning Outside the Classroom

by Steve Lenartowicz Essential

We have updated 2.3a National Curriculum and Learning Outside the Classroom

Adapting to Covid-19 through Learning Outside the Classroom

by Richard Learning Outside the Classroom Specialist activities and visits

OEAP has created three new guidance documents aimed at helping you to use learning outside the classroom to manage and adapt to the current Covid-19 situation, while building strong foundations for improving school outcomes.

The documents are 7.3b OEAP (2020): How to Take Your Learning Outside the Classroom, 7.3c OEAP (2020): Learning Outside the Classroom – Activity Cards and 7.3d OEAP (2020): Taking Learning Outside the Classroom – Adapting Activities.

Foundations and Good Practice

by Richard Basic Essentials Good practice Must Read Planning and Preparation

We have fully revised and updated four documents that are fundamental to National Guidance: 1b Foundations, 1c Status, Remit and Rationale, 4.3a Good Practice – the Basics and 4.3c Risk Management – an Overview.

Alongside this we have deleted document 5.2b “Planning Basics” because its content is covered in the other four documents, and because document 3.3e Checklist – Visit Leader provides a comprehensive prompt for visit planning with links to useful documents across National Guidance.

Risk of Pandemic

by Richard Good practice Model Forms Personalised check lists Planning and Evaluation Planning and Preparation Policies Roles and responsibilities Transport

We have revised a number of National Guidance documents, either to refer to pandemics as one of the risks you should consider, or to link to the new document 4.4k Coronavirus.

The amended documents are as follows:

3.2i Contracts and Waivers

3.3a Checklist EVC

3.3b Checklist – Head Teacher or Manager

3.3e Checklist – Visit Leader

4.2a Group Management and Supervision

4.2b Residentials

4.3b Ratios and Effective Supervision

4.3f Risk Management – Some Practical Advice

4.4b First Aid

4.4c Insurance

4.4f Checklist – Assessing a Provider

4.5e Hiring a Coach

4.5f Checklist – Assessing a Coach Hire Provider

8p Provider Statement (PDF version)

8q Provider Statement (Word Version)

Emergencies and Critical Incidents

by Richard Emergencies

We have completely revised the suite of documents in section 4.1 of National Guidance that covers emergencies and critical incidents. Some documents have been merged with each other, and some have been renumbered. If your own guidance includes links to these documents, we recommend that you review the links.

The new suite of documents is as follows

4.1a Avoiding Accidents and Emergencies

4.1b Emergencies and Critical Incidents – Overview

4.1c Emergencies and Critical Incidents – Guidance for Leaders

4.1d Emergencies and Critical Incidents – Guidance for Establishments

4.1e Emergencies and Critical Incidents – Guidance for Employers

4.1f Emergencies and Critical Incidents – Guidance for First Contact

4.1g Model Emergency Procedures for Visit Leaders

4.1h Model Emergency Plan for Establishments

4.1i Model Critical Incident Plan for Employers

We have also made minor amendments to a number of other documents to update the links to emergency documents.

First Aid

by Richard Good practice Planning and Preparation

During the coronavirus (COVID-19) outbreak, the Government has temporarily modified the requirements for first aid qualifications in Early Years Foundation Settings. We have therefore updated the National Guidance document 4.4b First Aid to refer to that.

We have also taken the opportunity to update the guidance about ensuring that any medication is within its expiry date, and about recording and reporting.

You can download the revised document here.

First Aid etc. Certificates Nearing Expiry Date

by Richard Good practice Planning and Preparation

The Health and Safety Executive have released the following statement:

The Health and Safety Executive (HSE) is aware that people holding Offshore Medic (OM), Offshore First Aid (OFA), First Aid at Work (FAW) or Emergency First Aid at Work (EFAW) certificates nearing expiry date, might experience disruption to access to requalification training as a result of events or circumstances generated by the coronavirus pandemic.

HSE’s current guidance on the Health and Safety (First-Aid) Regulations 1981: here and the Offshore Installations and Pipeline Works (First-Aid) Regulations 1989: here is that those holding an OM, OFA, FAW or EFAW qualification should undertake retraining before their original certificate expires and HSE strongly recommends that employers, and individuals holding those qualifications should plan for requalification training well in advance of expiry dates.

If however requalification training is prevented for reasons associated directly with coronavirus or by complying with related government advice, it is reasonable and practical to extend the validity of current certificates by up to 3 months. Anyone taking advantage of this extension should be able to describe clearly their reasons for delaying requalification training, and demonstrate steps they have taken to undertake the training, if required.

This guidance comes into effect for certificates expiring on or after 16th March 2020. HSE will review this matter over the coming months and will issue further statements as necessary.

The Department of Education has commented as follows:

The Department for Education supports the HSE statement regarding the extension of first aid certificates during coronavirus emergency and that it can be applied to paediatric first aid certificates held by staff in early years provision.

Safety Training Awards (STA) have stated that other qualifications that they issue may also be subject to extension for these reasons. See their statement here.

External Providers and Facilities

by Richard Good practice Planning and Preparation

National Guidance document 4.4h Using External Providers and Facilities had become unwieldy as a result of covering such a wide ground. We have therefore split it into a new document 4.4g Selecting External Providers and Facilities, covering the selection process, and a revised document 4.4h Using External Providers covering monitoring and the respective roles of establishment and provider staff. As a result we have also made a minor amendment to 4.4f Assessing a Provider Checklist.

You can find all three documents in the Good Practice Section (section 4) of the National Guidance website.

Updated documents

by Richard Updates

When we create new documents or make significant revisions to existing documents, we will usually tell you here on the News section of the National Guidance website. All amendments are listed on the Updates page, and it is worth checking here from time to time to find out about documents that have had minor amendments.

Assessing a Coach Hire Provider

by Richard Checklists Checklists Model Forms and Mindmaps Good practice Transport

Choosing one coach company from another may seem a difficult task if you have no specialist transport knowledge. However, there are are ways to provide some assurance of suitability, and we have created a new checklist: 4.5f Checklist – Assessing a Coach Hire Provider to help you.

You can download the new checklist here.

We have also made minor amendments to the existing guidance document 4.5e Hiring a Coach.

Medication

by Richard Good practice Planning and Preparation

We have updated 4.4d Medication to update advice on written consent and the use of non-prescription medicines, including aspirin.

You can download the document here.

Transport in Minibuses

by Richard Good practice Transport

We have updated 4.5b Transport in Minibuses to include additional guidance about checks, inspections, insurance and seat belts.

You can download it here.

Overseas Visits

by Richard Specialist activities and visits

We have made minor amendments to 7r Overseas Visits to improve accuracy about visa waivers and health arrangements.

You can download the revised guidance here.

Unaccompanied Expeditions

by Richard Specialist activities and visits

We have created a new National Guidance document 7k Unaccompanied Expeditions. This brings together all information about unaccompanied expeditions into one place, and has enabled us to reduce the previously rather lengthy document 7b Duke of Edinburgh’s Award Expeditions so that the latter is now specifically about the Duke of Edinburgh’s Award.

You can find both documents in the Specialist Activities and Visits section of the National Guidance website.

Camping

by Richard Specialist activities and visits

By popular request, we have created a new document 7L Camping. You can download it here.

Checklist Updates

by Richard Legal Framework Personalised check lists

We have made extensive updates to three of our checklists: 3.3a Checklist -EVC; 3.3b Checklist – Head Teacher or Manager; and 3.3e Checklist – Visit Leader. You may find the checklists useful for auditing the management of outdoor learning/educational visits.

See Section 3 of OEAP’s National Guidance website for the revised documents.

Visits and the Package Travel Regulations

by Richard Legal Framework Legal Framework and Employer Systems

We have revised 3.2h Visits and the Package Travel Regulations in the light of the Package Travel and Linked Travel Arrangements Regulations 2018 (PTR). Most educational visits do not fall in scope of the regulations, but establishments should be aware that some can. It is worth noting that there can be legal implications even when an establishment does not organise a visit, but buys a package from a provider. These are explained in the document.

You can download it here.

Revisions to National Guidance Documents

by Richard Frequently Asked Questions Legal Framework Legal Framework and Employer Systems Planning and Preparation Specialist activities and visits

Since the 30th May 2019 we have made the following changes:

Minor amendments:
| 8b English Homestay Information Form (deleted)
| 8.4a English Homestay Information Form
| 6c FAQs: Duty of care when working with providers
| 3.2d Approval of Leaders
Role: evc, head/manager, Outdoor Education Adviser, visit leader
| 3.2i Contracts and Waivers
Role: evc, head/manager, Outdoor Education Adviser, visit leader
| 4.3d Parental Consent and Informing Parents
Role: evc, head/manager, Outdoor Education Adviser, parents, visit leader
| 4.4j Participant Information and Data Protection
Role: evc, head/manager, Outdoor Education Adviser, parents, visit leader
| 8.1q Provider Statement
| 8p Provider Statement - Deleted
| 3.2a Underpinning Legal Framework and Duty of Care
Role: employer, evc, governors, head/manager, LA Officer, Outdoor Education Adviser
| 6q FAQs: Staff Supervising Mixed-Sex Groups
| 7.2j Weather and Group Safety

Revised documents:
| 1b Foundations
Role: assistant leader, employer, essential, evc, governors, head/manager, LA Officer, Outdoor Education Adviser, parents, visit leader
| 7.1b Duke of Edinburgh's Award Expeditions
| 3.2d Approval of Leaders
Role: evc, head/manager, Outdoor Education Adviser, visit leader
| 3.3e Checklist - Visit Leader
Role: visit leader
| 4.4d Medication
Role: evc, head/manager, Outdoor Education Adviser, visit leader
| 5.1c Self evaluation and the Ofsted framework
Role: evc, head/manager

New documents:
| 6s FAQs: Events Organised by Parents

Deleted documents:
5.3a Writing policies to reduce bureaucracy for routine off-site activities and visits

Update Table
This shows the recent updates and previous documents revision history
[Download not found]

Events Organised by Parents

by Richard Frequently Asked Questions

Is a School Responsible for Events Organised by Parents?

That question was put to us recently, so we have created a new FAQ “6s FAQs: Events Organised by Parents“.

You can download it here.

Data Protection

by Richard Checklists Checklists Model Forms and Mindmaps Good practice Legal Framework Legal Framework and Employer Systems Must Read Planning and Preparation

We have updated a number of documents to improve clarity about data protection issues. The revised documents are: 3.2i Contracts and Waivers; 4.3d Parental Consent; 4.4j Participant Information and Data Protection; and 8p/8q Provider Statement.

Duke of Edinburgh’s Award Expeditions

by Richard Specialist activities and visits

We have amended National Guidance document 7b Duke of Edinburgh’s Award Expeditions to include more detailed guidance on the management and supervision of unaccompanied expeditions.

You can download the revised guidance here.

Transport

by Richard Good practice Transport

We have updated 4.5a Transport – General Considerations to include advice on choosing the most appropriate form of transport and to include advice on parents providing transport. We have also updated 4.5e Hiring a Coach to include a link to Government advice.

You can download both from the Good Practice section of National Guidance.

Overseas Visits

by Richard 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.

Model forms – Fill-And-Sign and Word versions

by Richard Model Forms

We have received feedback that the fill-and-sign PDF versions of the model forms: 8b English Homestay Information Form and 8p Provider Statement cannot be saved once filled in if you are using an un-updated version of Windows 7 or earlier.

We have therefore created Microsoft Word versions of both documents: 8a English Homestay Information Form – Word Version and 8q Provider Statement – Word Version.

3.3c Checklist – Management Board/Governing Body

by Steve Checklists Checklists Model Forms and Mindmaps Personalised check lists Roles and responsibilities

We have updated the National Guidance document 3.3c Checklist – Management Board/Governing Body.

Governing Bodies and Management Boards may find this a useful tool for ensuring that they are providing a sufficient oversight of their establishment’s outdoor learning, off-site visits and learning outside the classroom.

You can download the revised document here.

Establishment Roles

by Steve Employer Systems and Requirements Legal Framework Legal Framework and Employer Systems Roles and responsibilities

We have updated the National Guidance document 3.1b Establishment Roles and their Inter-Dependence to provide a clearer summary of the roles that OEAP recommends that each establishment should have.

You can download the revised document here.

Brexit and visits to EU countries

by Steve Planning and Preparation

The following links may be helpful to visit leaders planning visits to EU countries during this time of uncertainty about the Brexit outcome:

Government website: Visit EU after Brexit

ABTA website: Brexit Advice for Travellers

Public Liability Insurance for Providers

by Richard Checklists Checklists Model Forms and Mindmaps Executing the plan Good practice Planning and Preparation

We have amended the National Guidance document 4.4h Using External Providers and Facilities to point out that the limit of public liability insurance for providers that hold the LOtC Quality Badge can be found on the Quality Badge website.

We have also changed 8p Provider Statement so that the questions about public liability insurance are directed only at providers that do not hold the Quality Badge.

Providers

by Steve Checklists Checklists Model Forms and Mindmaps Executing the plan Good practice Planning and Preparation

We have revised the National Guidance documents 4.4h Using External Providers and Facilities, 4.4f Checklist – Assessing a Provider and 8p Provider Statement. The revisions clarify the guidance about accreditation and explain why you should not ask for a provider’s risk assessments.

We have also added a new section to 4.4h Using External Providers and Facilities about working with provider staff, which links closely with our new guidance about roles and responsibilities in 4.2a Group Management and Supervision.

Insurance

by Steve Good practice Planning and Preparation

We have revised the National Guidance document 4.4c Insurance. This was initially to add a reference to the Government’s Risk Protection Arrangement for academies, but ended up being a more comprehensive revision.
You can download the revised document here.

Glossary and Definitions

by Richard Basic Essentials

We have made minor amendments to 1a Glossary and Definitions to clarify the definitions of Activity Leader, Assistant Leader, Helper and Visit Leadership Team.

You can download the revised document here.

Exchanges and Homestays

by Richard Executing the plan Good practice Planning and Preparation Specialist activities and visits

We have amended 7f Exchanges and Homestays in response to requests for more clarity about monitoring and supervision on homestays. The amendments have reflected our thinking in recent updates of 4.4h Using External Providers and Facilities (seeing homestay hosts as providers) and 4.2a Group management and Supervision (more clarity about roles and responsibilities).

Farm Visits

by Richard Specialist activities and visits

Do you take young people on visits to farms? We have just updated the document 7g Farm Visits to cover a wider range of farm visits and to provide more comprehensive information about how to prepare for your visit and what to do when you are there. You can download the document here.

Group Management and Supervision – Roles and Responsibilities

by Richard Executing the plan Good practice

We have updated the document 4.2a Group Management and Supervision to be clearer about how important it is that leaders and helpers fully understand their roles and responsibilities. A new section explains the roles of Visit Leader and Activity Leader, and gives guidance on leaders working together or alone, and on parents as leaders

You can download it here.

Charging for Vetting and Disclosure and Barring Service (DBS) Checks

by Richard Legal Framework

We have updated 3.2g Vetting and Disclosure and Barring Service (DBS) Checks to better explain that there are costs involved with all DBS checks, including those for volunteers such as homestay hosts. We hope that this gives greater clarity to the arrangements in the DfE document Keeping Children Safe in Education 2018.

You can download the revised document here.

Participant Information and Data Protection

by Richard 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.

Contracts and Waivers

by Richard Legal Framework Legal Framework and Employer Systems

We have created a new guidance document 3.2i Contracts and Waivers. It provides advice on contracts, terms and conditions, data protection, use of “acknowledgment of risk” forms and waivers.

You can download the new document here.

First Aid

by Richard Frequently Asked Questions Good practice Planning and Preparation

We have updated two documents: 4.4b First Aid, and 6k FAQs: Visits and the Threat from Terrorism to refer to the government’s recent advice on first aid during a terrorist incident

New Guidance from the Department for Education

by Richard 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:

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
When to get consent from parents: 4.3d Parental Consent
Using outside organisations: 4.4h Using external providers and facilities | 4.4f Assessing an adventure activity provider check list
Adventure activities: caving, climbing, trekking, and watersports: 3.2f AALA Licensing | 4.4f Assessing an adventure activity provider check list | 7a Adventure activities | 3.2d / 4.4a Approval of Leaders | 7o Natural Water Bathing | 7x Swimming Pools
Trips abroad: 7q Overseas expeditions | 7r Overseas visits
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
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
Educational visits coordinators: 3.4j Educational Visits Coordinator (EVC) | 3.3a EVC check list

Visit Leader or Helper who is also a Parent of one of the Participants

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

We have made minor amendments to 3.4n Guidance for Parents, 4.2a Group Management and Supervision and 4.3b Ratios and Effective Supervision to provide advice about when a visit leader or helper is also the parent of one of the participants.

Exchange Visits and Homestays

by Richard 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.

Jellyfish and Portuguese Man-of-War Stings

by Richard Specialist activities and visits

Recent research has called into question the commonly-accepted treatment for lion’s mane jellyfish stings. Medical authorities have yet to have a chance to consider this research, so it is not yet included in NHS advice. With many people heading for the sea this summer, we have updated 7e Jellyfish and Portuguese Man-of-War Stings to refer to the new research.

You can download the revised guidance here.

Keeping Children Safe in Education (KCSiE)

by Richard Legal Framework Specialist activities and visits

The Government has recently updated its guidance on Keeping Children Safe in Education (KCSiE). As a result, and after discussions with DfE, we have made minor amendments to National Guidance document 3.2g Vetting and Disclosure and Barring Service (DBS), specifically about DBS checks for adults involved in homestays. We have similarly updated the document 7f Exchanges and Homestays.

You can download the revised document 3.2g here, and you can download the revised 7f here.

Transporting Young People in Private Cars

by Richard Good practice Transport

As a result of a recent Teaching Regulation Agency (TRA) ruling of a prohibition order against a head teacher, we have revisited National Guidance document 4.5c Transport in Private Cars to ensure that our advice on a member of staff transporting a young person alone in their car is as clear as possible and cannot be misinterpreted.

You can download the revised document here.

National Guidance Updates

by Richard Essential

Please see the Updates tab for information about all new and revised documents uploaded last month.

We have also made a change to the Table of Amendments for last month, to provide a short sentence describing what has changed for each revised document.

Outdoor Education Adviser

by Richard Legal Framework Roles and responsibilities

OEAP has developed new membership criteria and an accreditation process for Outdoor Education Advisers. It means that an Accredited Member of OEAP has demonstrated that they have all of the competences set out in the National Guidance document 3.4d Outdoor Education Adviser. We have recently updated the document, and you can read it here.

6p FAQs: Indirect Supervision and Younger Children

by Richard Frequently Asked Questions

We were recently asked to add some guidance about indirect and remote supervision for younger children on a visit.

We have therefore created a new National Guidance FAQ: “6p FAQs: Indirect Supervision and Younger Children“. You can download it here.

Charging for School Activities

by Richard Legal Framework

DfE have recently updated their guidance on charging for educational visits. The update doesn’t change anything that we say in 3.2c Charging for School Activities, since the relevant legislation (sections 449 to 462 of the Education Act 1996) has not changed.

However, we have taken the opportunity to review 3.2c to ensure that it is as clear as possible. You can download it here.

Updated Documents

by Richard National Guidance

Please see the Updated Documents page for details of National Guidance documents that have been amended over the past two months. You can find the page here.

Local Authority Officer

by Richard Essential Roles and responsibilities

You can now browse documents that set out the particular responsibilities of a Local Authority, as well as its responsibilities as an Employer. These documents are aimed at Directors of Children’s Services (and equivalent roles), Heads of Service, and local authority staff who have involvement with children and young people, such as through social services, youth services, education services etc.

See Local Authority Officer, under the Essential Guidance tab.

Corporate Parenting

by Richard Employer Systems and Requirements Legal Framework

A new National Guidance document has been published: 3.1c “Corporate Parenting”. This document provides guidance to Local Authorities about their role as Corporate Parents in relation to to outdoor learning, off-site visits and Learning Outside the Classroom. It discusses the need to achieve the right balance between safeguarding and the encouragement of opportunities for Looked-After Children, by ensuring that appropriate systems and advice are in place for different settings. It also highlights other relevant National Guidance documents.

You can download the new document here.

Asking for a provider’s risk assessments

by Richard 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

by Richard 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:

https://www.gov.uk/government/publications/using-emergency-adrenaline-auto-injectors-in-schools.

You can download the new FAQ here.

Group safety at water margins

by Richard Specialist activities and visits

We have decided it was time to replace the 2001 DfES/CCPR document Group Safety at Water Margins, which we had added to National Guidance in 2014. Although the content of the original document remains current, many of its links are out of date.

We have therefore created a revised document 7i Group safety at water margins, which updates the previous document. It covers activities that might take place near or in water – such as a walk along a river bank or seashore, collecting samples from ponds and streams, or paddling or walking in gentle, shallow water.

It does not cover swimming and other activities that require water safety or rescue qualifications and equipment or water-going craft. Leaders planning for young people to enter the water should also read document 7o Natural water bathing elsewhere in this guidance.

You can download the new document here.

Visiting trampoline parks

by Richard 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.

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

by Richard 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.

National Guidance Home Page

by Richard National Guidance

In response to user feedback, we have simplified the National Guidance home page, reducing the clutter and the amount of scrolling required to see the whole page.

This has also enabled us to make the latest news section more prominent and to add links to the most common downloads of documents.

If you have any comments on the new look, please let us know here.

Revised Provider Statement

by Richard Model Forms

We have made some minor revisions to the questionnaire: 8p Provider Statement. This is to strengthen the point that if a provider currently holds an LOTC Quality Badge, you do not need to get them to complete the questionnaire.

In response to requests from a number of people we have also created 8q Provider Statement (Word Version) for those who would like to be able to customise the questionnaire to meet their employer’s requirements.

You can download 8p Provider Statement (PDF Version) here, and 8q Provider Statement (Word Version) here.

Financial Support for National Guidance

by Richard Essential

OEAP is determined to continue to provide National Guidance, and to keep it regularly updated. We think it is vital that this resource remains free to all who wish to use it.

We therefore welcome offers of financial support from organisations committed to providing freely-available guidance in support of outdoor learning, off-site visits and learning outside the classroom. This support is offered altruistically as it confers no influence or control over any aspect of NG beyond contributing to its continued existence.

OEAP is therefore pleased to announce that the National Union of Teachers (NUT) has joined the Council for Learning Outside the Classroom (CLOtC) and the School Travel Forum (STF) as organisations who have agreed to contribute to the cost of maintaining and updating this resource.

We have added a new page to the “About” tab on the National Guidance home page where we list the organisations who provide financial support for National Guidance. You can view the page here.

High Quality Outdoor Learning

by Richard Making the case Research and reports

The English Outdoor Council published its new guide: High Quality Outdoor Learning in 2015. The guide is now available as a PDF for download.

It outlines the benefits of working in outdoor contexts and has been written to help evaluate, and set about improving, or further improving, the quality of outdoor learning. In support of this, it identifies ten key outcomes of outdoor learning, with a range of indicators attributed to each one.

You can download the guide here.

Keeping National Guidance Free

by Richard Essential

OEAP is determined to continue to provide National Guidance, and to keep it regularly updated. We think it is vital that this resource remains free to all who wish to use it.

OEAP is therefore pleased to announce that the Council for Learning Outside the Classroom and the School Travel Forum have agreed to contribute to the cost of maintaining and updating this resource.

Future of Adventure Activities Licensing

by Richard Legal Framework Specialist activities and visits

The Government has provided an update on the future of the AALA in England.

It has announced that licensing will continue, but that the licensing authority in England will be reformed to make its focus the active encouragement of greater levels of outdoor activity.

You can read the update here.

HSE AALA Qualification Matrices

by Steve Essential

HSE has revised the AALA Qualification matrices (AALAN 5.18 (rev1) – previously L77 Guidance from the Licensing Authority) to improve clarity in the paddle sports tables in order to accurately reflect the availability of awards. You can find the revised document on the HSE website here.

AALA to be retained

by Steve Essential

A report published by the Government this week states that Ministers have decided that there remains a place for the Adventure Activities Licensing Authority (AALA). The Improving Health and Safety Final Report says that this is because it is important that parents and other carers of children can have confidence that activity providers are following good safety practices.

AALA will therefore be retained.

You can find the report here

Raising achievement through the environment

by Steve Making the case Research and reports

We have acquired a PDF of the research document “Raising Achievement through the Environment: The Case for Field Work and Field Centres” and have added it to the National Guidance research and reports section as document 2.4f.

Although this document is over ten years old, it is a valuable addition to the case for outdoor learning, in that it was able to demonstrate that pupils can learn more in the field than they can within the classroom alone.

40 pupils from a year 6 group underwent a field study course at a centre, involving learning in groups in the field. 45 pupils remained at school as a control group, following the same curriculum topic – the geography of rivers at Key Stage 2. The control group mirrored the learning format but remained within the classroom. Both groups showed improved levels of knowledge, but, in understanding and skills, the centre-based pupils out-performed the control group by a factor of four.

In-depth analysis of the data and interviews suggested that fieldwork improves memory (“it puts pictures into your mind”), improves understanding, improves depth of meaning, improves awareness of personal growth, and improves motivation to learn.

You can read the document here.

Contents – list of all documents

by Steve Essential

In response to requests from a number of users of this website, we have created a list of all of the documents that are here. Previously, the only way to view them was to look at each group of documents.

The entire list is now available from the “Contents” drop down menu. You can also view it by following this link.

eVisit

by Steve Essential

OEAP will shortly be launching a Visit Planning & Management system called eVisit. It is designed to work in harmony with National Guidance. If you would like more information about eVisit please contact rebeccathomson@qes-online.com

HSE Revised Guidance

by Steve Essential

HSE has revised it’s guidance on controlling risks in the workplace. It is no longer called the “Five Steps To Risk Assessment” but the five steps are still there. You can download a free copy of Risk Assessment: A Brief Guide To Controlling Risks In The Workplace from the HSE website.

One quote from the document worth repeating: “A risk assessment is not about creating huge amounts of paperwork, but rather about identifying sensible measures to control the risks in your workplace.” It’s about what you do, not about what you write.

The Welsh Government Recognises National Guidance!

by Steve Essential

The Welsh Government have recognised OEAP’s National Guidance for use by all schools, youth services and other children’s services in Wales.

Croeso to our new friends in Wales.