3.9 EVOLVE

Overview

EVOLVE

is an online system used to plan, manage and review educational visits. It helps schools organise visits efficiently, maintain compliance with guidance, and keep clear records of planning and outcomes.

The system supports communication between Visit Leaders, Educational Visits Coordinators (EVCs), senior leaders and the Educational Visits Adviser while also providing a reportable audit trail of visits and approvals.

What EVOLVE Can Do

EVOLVE provides a range of tools to support the planning and management of visits. These include:

Visit Planning

Create visit records and capture key details such as the purpose of the visit, itinerary, participants and specific requirements.

Approval Processes

Submit visits for review and approval by the EVC and, where necessary, other approving authorities.

Risk Management

Record risk assessments, identify hazards and document appropriate control measures.

Guidance and Resources

Access templates, guidance documents and training materials to support visit planning.

Data Management

Securely store and manage staff and participant information, with options to integrate with school management systems.

Communication

Share information with staff and parents, request parental consent and provide updates about visits.

Evaluation and Reporting

Record outcomes, feedback and incidents after visits to support future planning.

Provider InformationKaddi.com

Integration with allows users to access reviews of thousands of educational visits providers and venues. It also shows whether a provider holds the LOtC Quality Badge.

Responsibilities of Visit Leaders

As the Visit Leader, you are responsible for ensuring that visits are properly recorded and managed within EVOLVE. This includes:

• Completing visit forms with accurate information
• Recording appropriate risk assessments
• Submitting visits for approval when planning is complete, in line with timescales
• Providing information to parents and obtaining consent where required
• Ensuring supervision and safety arrangements are appropriate
• Understanding and communicating emergency procedures
• Managing participant information securely in line with data protection requirements
• Recording evaluation information after the visit

Role of the EVC

The Educational Visits Coordinator (EVC) oversees the use of EVOLVE within the setting. This may include managing staff access, checking visit submissions, ensuring records are complete and running reports.

Visits recorded on EVOLVE create a clear audit trail, support compliance with guidance and help track the educational value of visits. Leaders can record intended learning outcomes and evaluate how successfully these were achieved.

Using EVOLVE consistently helps ensure educational visits are well planned, safely managed and effectively evaluated.