2.2.2 Ratios for Educational Visits

Overview

Effective supervision is essential for all visits. Appropriate staffing ensures that participants are safe, well supported and able to benefit fully from the experience.

Supervision arrangements must be approved by the Educational Visits Coordinator (EVC) and Head/Manager, and should follow any relevant employer policies. A visit should not proceed if supervision is considered inadequate.

Key Principles

Supervision ratios should be based on thoughtful risk management rather than fixed numbers.

Ratios depend on risk

Staffing levels should reflect the staff competence, activity, environment and needs of the group.

Fixed ratios are uncommon

Some guidance may provide starting points, but these are usually intended for simple activities without additional needs.

Legal requirements apply in Early Years settings

These are set out in the EYFS Statutory Framework in England and the National Minimum Standards for Regulated Childcare in Wales.

Making Staffing Decisions

When deciding on supervision levels, you should consider:

• The type, level and duration of the activity
• The age, ability and needs of participants
• Behavioural, medical or educational considerations
• The competence and experience of staff
• The environment and location, including terrain and weather conditions
• Contingency arrangements if plans change or there is an incident
• The role of parent or family helpers, ensuring potential conflicts of interest are managed

Building Resilience

Planning should account for unexpected situations. For example, a member of staff may become unavailable during a visit.

Visit plans should therefore include:

• Deputy leaders or backup support
• Safe alternatives if plans change (Plan B)
• How participants will remain safe until additional support is available if needed
• Future capacity building

Competence Over Headcount

The quality and competence of supervision are more important than the number of adults present.

Staff should only be counted as supervisors if they are able to actively manage and support the group. Inexperienced adults may need additional support and, in some cases, may be treated as participants for supervision purposes.

Reviewing Arrangements

Supervision plans should be reviewed regularly, especially for repeat visits. Changes in group composition, weather, environment or activity may require adjustments.

While mixed-sex staffing is not always necessary, leaders should consider matters such as privacy, safeguarding and pastoral support when planning supervision arrangements and ensure participants and parents/carers are informed of arrangements.