Selecting Participants

In determining who should participate in specific trips /activities several criteria should be considered, e.g.

the aim of the visit/activity;
the class or group for whom the visit/activity is planned;
the number of available places; and
the individual needs of the participants, taking account of age, experience, ability and interest.

Activities for groups comprising either mainly or entirely of students with special educational needs will require more consideration in planning and organising.

Any relevant information about the participants, particularly those with special educational needs, should be made available for consideration by the activity provider in advance of the visit, so that assurances can be obtained that the child can be accommodated and can participate in the event safely. Such information might include skills, characteristics, aptitudes, needs, special health and dietary requirements, individual problems or weaknesses. The possible impact on teacher/instructor to student ratios of students with special educational needs will need to be considered carefully.

It is worth sending around a list of the pupils on the trips to all the HMs asking if there are any potential social issues.

The medical centre should be consulted about any medical issues of the pupils involved.

If there is any doubt about the health of a student, a qualified medical practitioner should be consulted and written "permission" obtained before the student is accepted for the visit.

Occasionally members of staff may ask to bring their own children on trips they are accompanying. Schools are strongly advised to have a policy on leaders and helpers bringing additional children on educational visits. If that policy allows additional children to be brought, it should make clear that each case should be subject to a risk assessment which includes possible conflicts of interest.

On a residential trip, all pupils should sign a code of conduct for the trip. This should be produced from the code of conduct on the intranet, adapted for the particular trips requirements. A blank copy of this form should be sent to the Deputy Organisation. It must also be countersigned by the parent.

If the trip is a homestay exchange trip, there is a different code of conduct that can be found here. The Deputy Organisation keeps a confidential list of pupils who behaved poorly on trips and this should be taken into account on trip selection.

rca 26/01/10