3.8 External Providers

Overview

An external provider is any person or organisation outside the school or setting that is contracted to organise, lead, instruct, or supervise part of a visit or activity. When working with external providers, responsibility for the activity may be shared so it is important to ensure appropriate standards of safety, competence and safeguarding.

Clear checks and careful planning help ensure activities delivered by external providers are safe, suitable and aligned with the learning aims of the visit.

What Counts as an External Provider

Examples of external providers include:

• Outdoor education or activity centres
• Ski schools or expedition companies
• Educational tour operators
• Museums or venues where their staff lead activities
• Freelance instructors or guides
• Duke of Edinburgh’s Award centres
• Youth hostels or voluntary organisations where instruction is provided

These providers take responsibility for delivering activities, supervising participants or organising packages (e.g travel, accommodation, tourist services etc.).

Facilities

A facility is a venue or service that does not organise a package, instruct, or supervise the group. In these situations, school staff remain responsible for all supervision.

Examples include:

• Accommodation providers such as hotels, hostels, B&B’s or campsites
• Museums, galleries, farms, or tourist attractions where venue staff do not lead activities
• Sports or activity venues where school staff provide instruction

Facilities usually require fewer checks because they are not responsible for instruction or supervision.

Choosing an External Provider

The decision to use an external provider rests with the Visit Leader, EVC and Headteacher or Manager. There is no central list of approved providers.

You are encouraged to research providers using EVOLVE, review feedback on kaddi.com and select providers that offer the best overall value rather than simply the lowest cost.

Providers should demonstrate appropriate standards in areas such as:

• Health and safety procedures
• Emergency planning
• Staff competence and safeguarding
• Insurance and, where relevant, data protection
• Compliance with licensing requirements and industry good practice
• Subcontracting arrangements

Quality Assurance

The simplest way to confirm a provider’s suitability is to check whether they hold the Learning Outside the Classroom (LOtC) Quality Badge.

• Yes

Additional checks are usually not required, though you should still confirm suitability for your group and learning aims.

• No

A Provider Form must be fully completed to confirm minimum standards. For ongoing arrangements, validity should be reviewed periodically.

If a provider holds an AALA licence but not the LOtC Quality Badge, a Provider Check Form/Statement is still required.

Provider Form

A Provider Form should be sent to the provider at the provisional booking stage and must be completed before any deposit or commitment is made.

Completed forms should be uploaded to EVOLVE or retained on file. If a provider cannot meet the required standards or requests changes to the form, this should be discussed with the Lead Approver or EVC.

Completion of the Provider Form confirms minimum standards only. In some cases, a pre-visit, documentary evidence or recommendations from other schools may help confirm suitability.

Facilities

Most UK public facilities do not require additional checks when school staff remain responsible for leading activities.