1.1.10 Monitoring

Why This Matters

Monitoring helps ensure that visits and are safe, well organised and educationally effective. It allows schools and employers to confirm that agreed procedures are being followed and that visits provide high-quality learning experiences.

Employers have a statutory duty to monitor health and safety arrangements. While aspects of monitoring may be delegated to schools or settings, the employer remains ultimately responsible for ensuring these arrangements are applied consistently.

Monitoring should be supportive and constructive, helping staff reflect on their practice and identify opportunities for improvement.

What Monitoring Involves

Monitoring means checking that what is happening in practice matches what was planned or expected.

This may include reviewing:

• Health and safety arrangements
• Safeguarding practices
• The quality of learning experiences
• The suitability of external providers
• How visits are planned and managed

Monitoring helps ensure that procedures remain effective and that visits continue to meet expected standards.

How Monitoring Is Carried Out

Monitoring can take several forms. It may be linked to normal staff review processes or complement observation of teaching and learning by focusing on activities outside the classroom.

Online systems such as EVOLVE can also support monitoring by recording visit planning, approvals, evaluations and monitoring reports.

Effective monitoring may include field observation, where appropriate, such as reviewing visits in progress:

• A representative sample of visits
• Regular or routine activities
• Higher-risk or more complex visits
• Activities led by less experienced staff who may benefit from additional support

Employer Responsibilities

At employer level, monitoring should ensure that educational visits are planned and delivered in line with agreed policies and guidance.

Employers should ensure that:

• Policies and procedures remain up to date
• Staff have access to relevant guidance and training
• Professional advice is available when required
• Settings appoint trained Educational Visits Coordinators (EVCs)
• Visit notification and approval procedures are followed
• Appropriate records are maintained

Establishment Responsibilities

Monitoring responsibilities are delegated to schools or settings and these arrangements should be clearly described in the establishment’s policy.

Monitoring may involve the Head/Manager, EVC, senior leaders and Governors or management boards.

Clear procedures should exist for:

• Reporting accidents, incidents and near misses
• Reviewing visits after they take place
• Monitoring approval and planning processes
• Identifying training or development needs

Monitoring During Visits

Monitoring does not stop once a visit begins. Staff should ensure that:

• Supervision remains appropriate
• Planned safety measures are followed
• Participants’ welfare is protected
• Emergency procedures can be implemented if needed

Review and Improvement

Incidents or near misses should always be reported in line with school procedures.

After each visit, feedback from staff and participants should be used to review the experience, identify improvements and strengthen future practice.

Regular monitoring helps ensure that educational visits remain safe, well managed and beneficial for all learners.