Is Your EVC Ready for the New Academic Year?

As the UK's leading experts in all aspects of school trip organisation Handsam Ltd's panel of experts have come up with a 20-point plan for Educational Visits Co-ordinators to work through so that they can ensure all aspects of trips are covered for the coming academic year.

Why not browse our 20 points below to see how your school matches up in terms of preparation at this time of year.

1. Check through the Educational Visits category in the Handsam Health and Safety Management system to ensure that appropriate persons are noted as being responsible for fulfilling each Task, and that the Tasks are appropriate for the school (contact Handsam's friendly support team on info@handsam.co.uk if you need assistance)
2. Check through the relevant school policies concerning school trips and off-site activities to see if any amendments need to be made (please contact Handsam if you need assistance in updating your policies)
3. Read the previous year’s reports/evaluations on your school trips to see if there is any information that needs to be taken into account (read more about the importance of post-trip evaluation here)
4. Read the current Risk Assessments that might be relevant for this year’s trips/activities and update as necessary (See Handsam Quick Guide document RAS03)
5. Consider whether the school’s Codes of Practice are still relevant and suitable
6. Ensure that the information sheets and proformas used by the school are up to date
7. Consider and determine the training needs of current and potential Group Leaders/Trip Planners (contact Handsam to discuss any aspect of your training needs)
8. Check the current status of any tour companies/Activity Centres to determine whether any action is required (this can be done by searching for them on Handsam SchoolTripsAdvisor)
9. Organise a check of all school-held equipment (e.g. camping; canoeing; sports equipment; First Aid boxes etc)
10. Check the information that the school normally sends out to pupils and parents and staff re: school trips to determine whether any amendments are necessary
11. Check the school’s current insurance arrangements for school trips/off-site activities
12. Check with the Bursar/Business Manager whether the financial arrangements for school trips/off-site activities have changed
13. Browse through the DfE and Handsam documents (held on the Handsam H&S management system) to check whether there is new information that needs taking into account, or passed to Group Leaders
14. Before meeting the relevant Group Leaders consider whether your personal management of school trips/off-site activities requires any changes
15. Make all relevant information available to Group Leaders and appropriate senior managers
16. Ensure all staff know to check the proposed venues' listings on Handsam SchoolTripsAdvisor
17. Meet current and potential group leaders to discuss the school’s programme of school trips/off-site activities and the management of them
18. Ensure all staff on trips know the importance of a detailed knowledge fo the emergency procedures and contact numbers in the event of any incident occuring
19. ​Check any school-owned transportation (e.g. Minibuses) has been serviced and is ready to use
20. Ensure all staff members know who can and cannot drive the minibus and the procedures for booking, necessity to take breaks etc

If you have any queries about any aspect of preparing your school for the coming year's trips then please do not hesitate to contact Handsam Ltd on 03332 070737 or at info@handsam.co.uk.