Educational Visits and Outings Policy & Procedure
Policy Statement
Regenerate Mentoring recognises the significant educational, social, and personal development benefits that come from activities and learning experiences outside the usual setting.
Educational visits and outings form an essential part of our mentoring approach — helping children and young people build confidence, independence, and positive relationships. However, the safety and wellbeing of all participants must always remain our highest priority.
This policy sets out how off-site visits are planned, risk-assessed, supervised, and reviewed to ensure they are safe, inclusive, and meaningful.
Legal and Policy Framework
This policy is guided by:
Health and Safety at Work etc. Act 1974
Management of Health and Safety at Work Regulations 1999
The Adventure Activities Licensing Regulations 2004 (where applicable)
Keeping Children Safe in Education 2025
DfE Guidance: Health and Safety on Educational Visits (HASPEV)
Regenerate Mentoring Safeguarding and Risk Assessment Policies
Aims
To ensure all visits and outings are well planned, risk-assessed and safely delivered.
To provide enriching experiences that support the mentoring goals of confidence, engagement and wellbeing.
To ensure all staff understand their responsibilities for supervision, safety and safeguarding during off-site activities.
To promote inclusion by making reasonable adjustments for all participants.
Roles and Responsibilities
DSL: Jonny Doidge
Deputy DSL: Amy Doidge
Trip Leader: Responsible for planning, organising and managing the visit.
Staff and Mentors: Must follow all safety procedures, supervision ratios and reporting requirements.
Senior Leadership Team: Authorises trips and ensures compliance with this policy.
Planning and Approval
All educational visits and outings must be planned in advance and authorised by a member of the Senior Leadership Team.
A written risk assessment must be completed for every trip using the organisation’s template.
Parental/carer consent must be obtained before participation.
Emergency contact and medical details for all participants must be available at all times.
Transport arrangements must comply with insurance and safety regulations.
Supervision
Staff-to-student ratios will vary according to age, needs and activity risk level, but must always ensure adequate supervision.
A minimum of two staff or mentors should normally attend any off-site activity, unless an approved exception has been agreed following risk assessment.
All staff must remain vigilant and attentive to the needs, safety and behaviour of participants.
Safeguarding
All staff and mentors must follow Regenerate Mentoring’s Safeguarding Children, Lone Working, and Positive Handling policies.
Any safeguarding concern during a visit must be reported immediately to the DSL or Deputy DSL.
Supervision must ensure that no staff member is left alone with a child or young person unless this is planned, risk-assessed and appropriate for mentoring purposes.
Emergency Procedures
Trip Leaders must ensure all staff know the emergency plan and relevant contact details.
In serious incidents, staff must:
Ensure the immediate safety of all participants.
Contact emergency services (999) if required.
Notify the DSL or Deputy DSL as soon as possible.
Record and report the incident promptly.
Inclusion and Accessibility
All visits will be planned inclusively to ensure participation for young people with additional needs or disabilities.
Adjustments will be made to meet accessibility and medical requirements.
Evaluation and Review
After each visit, staff should reflect on the experience, review risk assessments, and share learning to improve future planning.
Training
All staff and mentors receive training on off-site safety, risk assessment, and emergency procedures as part of their induction.
Trip Leaders receive additional guidance where required.
This Educational Visits and Outing Policy has been approved by the Board of Directors and will be reviewed annually and after any major incident or as necessary to remain relevant and effective.
Last Reviewed: September 2025
Next Review Date: September 2026