Policy and practiceRoles and responsibilities

1.1.5 Selecting and approving Visit Leaders

Last updated 30 August 2026

Overview

All visits must be led by staff who have been approved as competent for that specific visit or activity. Being approved for one type of visit does not automatically mean approval for all visits.

The Head/Manager, supported by the Educational Visits Coordinator (EVC), is responsible for approving staff. For adventurous or higher-risk activities, additional approval and specialist advice may be required from your Educational Visits Adviser or Employer.

What Does “Competent” Mean?

A competent Visit Leader has the experience, skills, knowledge, training, ability, attitude, and professional judgement to manage this visit safely and effectively. Competence depends on the activity, the group and the environment, and may change over time.

The Visit Leader and their team is the most important factor in keeping participants safe.

How Competence Is Assessed

To be approved as a Visit Leader, the Head/Manager will consider:

Experience Leading or supporting similar visits, working with the specific group involved, familiarity with the activity and the environment or venue.
Skills and Knowledge Planning visits, managing groups, following safety procedures, and responding effectively to unexpected situations.
Training and Qualifications Relevant training such as Visit Leader training, first aid, or activity-specific qualifications. Ensure qualifications are current.
Professional Judgement Remaining calm, making sound decisions, and managing safety and wellbeing, including in emergencies.
Observation and Feedback Day-to-day practice, feedback and evaluations from previous visits, and records of visits led or supported.
Ongoing Development Keeping skills and knowledge up to date through training and experience.

Visit Leader Training

It is strongly recommended that Visit Leaders and Deputy Visit Leaders undertake formal Visit Leader Training. EVOLVE Advice offers live Visit Leader Training and Visit Leader e-learning. Visit https://www.evolveadvice.co.uk/vl-training.

Alternatively, your employer may be comfortable with the EVC delivering ’in house’ training. Content and attendance should be formally recorded and a certificate issued.

Adventurous and Higher-Risk Activities

Some activities require additional skills, experience, or qualifications. Before leading these:

Upload relevant qualifications to EVOLVE and complete the required visit forms and activity leader sections (ALF)
Seek advice from a Technical Adviser, Educational Visits Adviser, or Employer as needed
Work strictly within your qualifications remit and experience

Key Points

Approval is activity and location specific
Competence is based on evidence and professional judgement
Records of experience and training should be maintained on EVOLVE
When in doubt, consult your EVC

FAQs

Do I need to be qualified to lead visits?

You don’t always need a formal qualification to lead visits, but for adventurous or higher-risk activities (like climbing, kayaking, or high ropes), you usually need the relevant National Governing Body qualification. If no qualification exists, you may still lead if you can show you are competent through experience and have a Statement of Competence from a qualified Technical Adviser. For routine or low-risk visits, qualifications are not required, but you must have relevant experience, training, and approval. In all cases, you must operate within your skills and experience, follow safety guidance, and have approval from the Head/Manager, your Educational Visits Adviser or Employer.

I have personal experience of hillwalking and want to lead my pupils on a walk up the hill behind the school. How do I get approval to do this?

To be judged competent to lead adventurous activities, a teacher or staff member needs relevant experience leading or assisting similar activities and supervising the age group involved, along with appropriate training or qualifications, such as a National Governing Body award or Visit Leader Training. Competence also requires strong planning, risk management, and leadership skills, including the ability to make safe decisions in changing conditions. Check the specific context with your EVC and Educational Visits Adviser