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At Kellands we recognise the immense value of off-site visits and related activities to our students, and fully support and encourage those that are well planned and managed. The purpose of this page is to provide concise and supportive guidance for the planning and management of off-site visits and related activities.
The first step when planning a trip is to ensure SLT have approved in principle before any commitments are made.
Next complete Section 1 of the Kellands Excursion Application Form and submit to the SLT. This should be done at least 6 weeks before trips requiring transport and at least 2 weeks before trips within Inverurie.
Once the form has been signed and returned to you check the boxes in Section 2 and complete EVOLVE online (see Guidance). Letters to parents are usually drafted by the trip organiser and typed by the office, if you do your own letter, it must be approved, and a copy handed into the office.
If you need transport or there are costs for the trip complete Section 3 for the office to book transport or finalise the cost.
Once form and EVOLVE are completed hand form in at the office.
Kellands Excursion Application Form.docx
Evolve is a secure online tool for planning and managing educational visits, off-site activities, after school clubs and sports fixtures. This tool has been adopted by Aberdeenshire Council to support the recording, managing and authorisation of offsite excursions.
The following Staff Guide includes: How to Login to EVOLVE, How to Book a Visit (aka trip) and Submit for Approval, and How to Track Progress of Visit.
EVOLVE Staff Help.pdfRisk Assessment
Risk Assessment
This should be completed by the Trip Leader and uploaded onto EVOLVE where it will be checked by the member of SLT approving the trip. A paper copy should be printed by the Trip Leader and must be signed by all adults attending the trip. Before departure a discussion about the Risks/Safety must be had with the pupils.
Risk Assessment Template can be viewed and downloaded here:
riskplusassessmentplusform.docxThere are some generic risk assessments that may be downloaded and amended if you scroll to the bottom of this page.
The following diagram provides an outline of the basic planning structure used by Evolve when preparing an excursion. At Kellands, EVC (Educational Visits Coordinator) is any member of the Senior Leadership Team.
Parent Letter/Email
Parent Letter/Email
Complete the sections on the blank letter/wording for email and the office will type it up once they have a final cost.
Before the Trip
Before the Trip
The Parent Letter/Email will be distributed to your class (usually an email). Office staff will email you to let you know what has been emailed to parents i.e., trip info, links to Microsoft forms, transport details etc.
Once you have the names of your helpers add them to EVOLVE – if they need to be added to the list see a member of the SLT.
NEW TRIP LETTER - WORDING FOR EMAIL (1).docxParent Letter / Email Download
BASE CONTACT SHEET updated.docInformation for Base Contact Download
EMERGENCY RESPONSE CARD.docEmergency Response Card Download
ON The day of the trip
ON The day of the trip
Information for Base Contact - this should be competed, including mobile number of party leader on the day, and handed into the office before departing on the trip. Activity Consents will be kept on SharePoint as a Microsoft Form.
Please download an Emergency Response Card which has the emergency procedure and telephone numbers on it.
Please check you have:
Reviewed the Activity/Trip Consent Forms noting anything that is relevant to this trip. (Due to data security these should not be taken on the trip)
An attendance list – preferably on your phone or iPad
The Risk Assessment signed by the Trip Leader and all adults attending the trip in a supervisory role.
A First Aid kit and any medication, medical information or protocols required for individual pupils. (Please check contents of First Aid kit and after the trip replace anything you use)
All organised offsite excursions must be on Evolve to help ensure trips are well planned, risk assessed, have parental consent, are approved and covered by Aberdeenshire Council’s Offsite Excursion Insurance Policy.
Please read / download Aberdeenshire's Offsite Excursion Procedures for a full understanding of the process of organising your school trip / offsite activity.
The following excursions, as a minimum, must be entered on Evolve:
❑ Pupil day walks
❑ Trips involving transport
❑ Trips involving an overnight stay
❑ All adventurous activities
❑ Trips outside the UK
It should be noted that where a trip goes out without being entered on and approved via the Evolve system, it is unlikely that the Aberdeenshire Council Offsite Excursion Insurance Policy will cover the trip.
If staff have any questions regarding the planning of excursions or the use of Evolve they should discuss this with a member of the Senior Leadership Team.
offsite-excursion-procedures-25april2021-1.pdfGENERIC RISK ASSESSMENTS
GENERIC RISK ASSESSMENTS
Please find some generic risk assessment below that can be amended to and added to, to suit your trips needs.
Local Walks Risk Assessment .docLocal Walks Risk Assessment
Pupil Risk Assessment.docPupil Risk Assessment
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