Visit Planning

3.4 Approval of Visits

Version v3 · Last updated 30 August 2026

Overview

Approval is the process of confirming that a visit meets the employer's policy requirements and appears to be safe, well planned, and beneficial for pupils. It helps ensure that risks have been considered, policies followed, and that staff and participants are properly prepared.

Approval protects participants, supports staff, and gives all parties reassurance that the visit is appropriately planned.

What Approval Confirms

When a visit is approved, it confirms that:

The visit has clear learning aims
Risks have been identified and managed through an appropriate risk assessment
The Visit Leader and staff team are competent and prepared
Safeguarding, health and safety, and school policies are being followed
Parental consent has been obtained where required
Costs and payments are agreed and lawful
Due diligence has been exercised on any external providers
Emergency and contingency plans are in place

Who Approves Visits

Head/Manager Provides final approval for most visits, confirming that the Visit Leader and staff team are competent to supervise participants.
Educational Visits Adviser or Employer Required for higher-risk visits. Approval confirms plans, staff competence, pupil needs, itinerary and contingency arrangements appear to meet expected standards.

The Approval Process: [this is a linear process and would work in a diagram]

The Visit Leader plans the visit and undertakes a risk assessment with their team
Visit details are recorded on EVOLVE
The EVC and/or Head/Manager review the plans
Higher-risk visits are submitted to the Educational Visits Adviser or Employer for review (4 weeks notice)
Once Approved, the visit can go ahead

On the Day of the Visit

You must ensure:

A competent leadership team is in place
An emergency contact is available throughout
Base staff know who is offsite and when they will return
You have information about participants’ individual needs and emergency contacts
Clear communication is maintained with the school

If you are unsure about the level of approval required, speak to your EVC before submitting your visit.

What counts as a higher risk visit?

OEAP National Guidance 8.1f includes a sample list of activities, but please note that the definition can vary between employers. Review the Adventurous Activities section of this guidance. If there is any doubt, speak to your EVC.

What if my visit isn’t approved in time?

Your Educational Visits Adviser or Employer needs time to check through your planning on EVOLVE. If they don’t have sufficient time, then they may not approve the visit and will instead “Process’ the visit. Your employer may audit ‘Processed’ visits. The Head/manager retains ultimate responsibility for whether the visit goes ahead and may not permit the visit to proceed.