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A flowchart guide for the procedures to be followed for the following categories of visit/activity:

Category A – local trips
Category A – trips using transport
Category B – adventurous activities, residentials, overseas trips, etc
Category C – Duke of Edinburgh’s Award expeditions

External Visit Flowchart.pdf

 

Guidance on the various requirements involved in planning and organising an external visit, including:

  • identifying the relevant category of visit/activity
  • formulating the proposal
  • identifying appropriate providers
  • confirmation of appropriate qualifications
  • conducting risk assessments
  • obtaining approval

  

Key Requirements For Enabling An External Visit To Take Place

Templates and Forms

Download the relevant EV forms, checklists, and other forms relating to the conduct of external visits/activities.

The following forms/templates are provided for all users to assist with planning and visit management.

(If you experience difficulty downloading any of the forms or templates please contact Graham Bowley on 01823 355089 or
oea@somerset.gov.uk.)

Users may add their school/organisation logo etc.  The aim is to maintain the essential elements: therefore users may add to the detail but are advised against removing the original contents.

  • Templates and Forms
TitleDescriptionDownload
Checklist for AccommodationChecklist for Accommodation description DownloadPreview
EV3 FormEV3 – Approval for Activity Leadership. EVC’s should ensure that all staff/supervisors that lead or intend to lead adventurous activities for their school/organisation are registered using an EV3 form.This form must be completed and submitted by post to the CHSU Office when a staff member from the school/establishment is proposing to lead an adventurous activity.Any staff/supervisors that hold SWMMLS Awards must use this form to register their active status as a leader.Approval from the OEA must be confirmed before the staff member can lead the activity.Please complete and return this form electronically to oea@somerset.gov.uk. DownloadPreview
EV5 Parent or Carer Consent for an External VisitThis form sets out required key points for parents/carers to complete prior to an external visit. DownloadPreview
EV5+ Parent or Carer Consent Form for an External VisitThis form sets out required key points for parents/carers to complete prior to an external visit. It covers older students in years 10, 11 and 12 who are still under the responsibility of schools. Please note that pupils over 18 still come under the duty of care of the school. Hence why consent is sought. DownloadPreview
EV5i annual consent - short versionThis form is a simpler, shorter version of the full EV5 Parental Consent form that schools can generate on an annual basis giving general consent for pupils to participate in off-site trips organised by the school. The form can be completed to confirm any changes to a young persons medical/dietary needs that was originally stated on the original EV5 form. Please take note of the additional guidance regarding emergency medical treatment when issuing this form – Emergency Medical Treatment Guidance for Schools – Parents and Pupils​. DownloadPreview
EV6 Parent or Carer Consent Form for Regular External ActivitiesActivities and visits which take place regularly in the immediate locality of the school/establishment and which are part of the school’s/establishment’s curriculum (for example traffic surveys, basic fieldwork, sporting activities) should not require written parental information and consent on each occasion. A useful procedure is to obtain written consent from all parents/carers at the start of the year for all such activities/visits using a form such as the EV6. DownloadPreview
EV7 Parental Information LetterThis template serves to facilitate the communication of all the key aspects of an external visit/activity for parents/carers. This can be adapted to suit the requirements of individual visits/activities. DownloadPreview
EV8 Exchange or Home Stay Visits - Host Family InformationThe EV8 form should be used to gather information about the host families. DownloadPreview
EV9 organisers checklist for exchange visitsThe EV9 form can be used by Headteachers/EVCs (page 1), Visit Leaders (page 2), and the participant involved and the parents/carers (page 3). DownloadPreview
EV10 Drivers Letter TemplateLetter to Drivers Transporting Young People - the EV10 provides a template containing an explanatory note and a checklist to confirm the appropriateness of the driver. DownloadPreview
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