Health and Safety on School Day Trips

Before each trip, organisers are expected to complete a school visit form on the Cardiff EVOLVE website.

This guide outlines your obligations and responsibilities in connection with school visits and outings. It will help you to manage and control the health and safety risks associated with taking pupils out of school.

The purpose of school trips;

  • to stimulate the mental, spiritual and physical development of the child
  • to enable the child to spend time intelligently and happily, sharing experiences with others
  • the development, implementation and transfer of key skills in a real environment
  • to enable the child to acquire resourcefulness, initiative and self-reliance
  • to enable the child to cultivate good fellowship and unselfishness
  • to fulfill the requirements of the National Curriculum orders.

Every off-site visit requires written parental consent, please do not accept verbal consent. Each trip must include a qualified first aider.

Pupil/supervisor LEA recommended ratios are:

Nursery 1: 3
Foundation Phase 1: 1 0
Key Stage 2 1: 15

The ratio will depend on a number of factors such as – the degree of responsibility and discipline shown by the group; pupils with special educational or medical needs; the type of activity being undertaken, the age and number of the pupils involved; the experience of the supervisory staff available.

In all cases the duty remains with the head teacher and leader to ensure adequate supervision for a particular group and for the particular activity.

Before undertaking any school trip you are legally required to carry out a written risk assessment, and in any activity where there is an element of risk, you will need to show that you have considered and taken all reasonable precautions.

Mr Gareth Wyn Evans and Mrs Rhiannon Roberts are the Education Visit Co-ordinators, responsible for all the paper work relating to any trip requiring County permission (e.g. adventure trips). However, it is the responsibility of the member of staff who is arranging the visit to liaise with the co-ordinators and register any trip on the EVOLVE system, and await an approval from the Head teacher.


  • Have a common law duty to act as a responsible parent
  • Must ensure the meticulous planning and preparation of the school trip, including:
    – Risk assessment of all activities, and a post-trip feedback meeting
    – Are responsible for all pupils in their care throughout the entire trip,
    – Must safeguard the health and safety of pupils
    – Must maintain good order and discipline at all times.
  • Carry a list of all group members
  • Allocate supervisory responsibility to each adult for named pupils
  • Ensure that each adult knows which pupils they are responsible for
  • Ensure each pupil knows which adult is responsible for them
  • Ensure all adults understand that they are responsible to the group leader for pupil supervision
  • Ensure that all adults and pupils are aware of expected standards of behaviour
  • Ensure that a school contact is fully informed of the proposed arrangements and furnished with contact numbers associated with the day’s programme.
  • Ensure that any special medication is carried on the trip.

Group leaders should have prior knowledge of the venue – an exploratory visit should normally have been made, where that is reasonably practicable, and safety information about each particular managed venue requested. Many venues will have pre-prepared information on safety available to help you make your assessment.

Supervisors should:

  • Have a reasonable prior knowledge of pupils – including any with special educational needs, medical needs or disabilities
  • Have prior knowledge of the venue and proposed activities
  • Carry a list of all group members
  • Directly supervise the pupils
  • Regularly check the entire group is present
  • Have a clear idea of the activities to be undertaken
  • Have the means to contact the leader/ other supervisors if necessary
  • Anticipate any potential risk and arrive at any point of hazard before pupils do
  • Clearly understand emergency procedures
  • Have access to first aid
  • Be of mixed sexes, where possible or practicable, when escorting a mixed party
  • Ensure that pupils know what to do if they become separated from the group


  • All pupils must wear seatbelts at all times
  • Supervisors should be reserved seats that allow them to supervise well
  • Supervisors should perform headcounts when boarding and leaving the coach and before leaving the visit site
  • Standards of behaviour should be high, and the driver should not be disturbed
  • Emergency exits should be clear and luggage stored safely
  • There should be adequate supervision at all times whilst travelling
  • There should be adequate rest stops for drivers
  • If the travel arrangements are deemed not suitable / safe by the group leader it is his/her responsibility to halt the trip.