The Earls High School Excellence – Care – Partnership

Are you planning a trip or activity?


  • Ratios:
    • Non residential – 15 students : 1 staff member
    • Overnight – 10 students : 1 staff member
  • Bus drivers, guides, venue staff, etc may count as a supervising adults at particular points in a visit, but they cannot be the counted at times when they are not with the group, so it is unwise to rely upon them. Anyone whom you are counting as a supervising adult must be DBS cleared and this must be confirmed with the operating company/venue.
  • If both sexes are represented among students, then ideally both sexes should be represented among staff. This is essential for residential experiences.
  • Staffing should ideally include an individual who is suitably first aid qualified, however a member of staff who has some basic first aid knowledge will suffice for single day, low risk activities. Provider staff can also be counted as first aid qualified for activities where qualification is necessary, however this must be verified in writing and documented on the risk assessment. Nominated first aiders must be willing to circulate their mobile phone number and also provide this for the risk assessment.
  • Mini-busses should have two members of staff on board except for local (e.g. <30 minute) journeys. For longer journeys, particularly those involving night time travel, this is essential!
  • Ensure that you have adequate systems in place for marshalling and registering students. This is particularly important in situations where students are given free/unsupervised time or where a supervised group is moving through a crowded public area.

Risk assessment:

  • This must be completed using the Evolve system.
  • Risk assessments should be completed in good time to allow for any required amendments, i.e:
    • Day trips: three working weeks minimum
    • Overnight visits/adventurous activities: six working weeks minimum – please note that overnight visits and adventurous activities must be processed externally and there is always  a backlog to be dealt with across the borough.
  • Please complete the risk assessment thoroughly and if you have any queries please ask for advice. In this respect please be mindful that risk assessments should not be left until the last minute! Please note:
    • Students with particular medical needs may require an individual risk assessment, which the Learning Support Staff are usually happy to supply, provided they’re given adequate notice!
    • Please ensure that even seemingly mundane hazards (crossing roads, dehydration and sun burn on hot days, kids getting separated from a group while moving through busy streets, etc) are covered as, by their very nature, these are the most likely eventualities to cause you issues.
    • Ensure that you detail your during-trip communications, mustering and registering procedures.



Please consult the financial guidance provided in order to ensure that financial procedures are followed appropriately.


Please ensure that all confidential documents that have been carried or kept in school for emergency use are destroyed upon your return. This will include contact information, copies of passports, medical information, etc.

GDPR and Photographs:

It is inevitable that when students are on trips or involved in special activities, that photographs will be taken. You must ensure that parents have given consent for images of their children to be used, particularly if they are to be posted to the school website or social media accounts.

General note:

If you are organising a trip or activity, particularly an overnight visit, it is essential that you consult early, to ensure that your planning doesn’t fall foul of any guidelines, etc. There are several members of staff at the school who organise trips regularly and who, therefore, represent a mine of information and advice. If you are planning a trip please contact Simon Hastings at the start of the planning process, in order that he can point you in the direction of relevant staff expertise.