Educational Visit Emergency and Communications Procedure

Use this procedure for an educational visit taking place away from school where an incident could occur or where planned communications with the school or families are needed.

Before the visit

The visit lead must ensure that an emergency response plan is available for incidents away from school and that a communications plan is available for routine communications, regular check-ins and calls to reassure people.

Record the visit contact arrangements, including the school contact at [school contact details], the planned check-in arrangement at [check in arrangement], the arrangements for reassurance calls at [reassurance call arrangement], and the escalation route at [escalation route].

Ensure that all trip leaders are familiar with the emergency response plan and communications plan before the visit begins.

Routine communications

Follow the communications plan for routine communications between the visit and school. Make each planned communication using [approved communication method] and record the communication in [communication record location].

Regular check-ins

Complete regular check-ins in accordance with [check in arrangement]. Report the agreed information to [school contact details] and record the time, method and outcome of each check-in in [communication record location].

Incident response

If an incident occurs away from school, follow the emergency response plan. Notify the designated school contact using [approved communication method] and use the escalation route at [escalation route].

Keep communications consistent with the communications plan. Contact relevant people identified in [relevant people contact arrangements] when the plan requires it.

Reassurance calls

Make calls to reassure people in accordance with [reassurance call arrangement]. Use the information authorised by [authorised information source] and record the call in [communication record location].

After communications

Continue routine communications and regular check-ins in accordance with the communications plan until the visit has ended or the designated school contact confirms that the arrangements have changed.