External educational activity provider due-diligence and responsibility record

Enter the provider's legal or trading name.

Include the named contact, telephone number and email address.

Describe the activity, venue or venues, and any relevant dates or itinerary information.

Enter the date on which the activity is planned to take place.

Name the person coordinating the school's checks and written agreement.

Select the status verified for this provider. If the provider does not hold the badge, complete the suitability checks below.

If the provider will supervise children, complete the competence, safeguarding and responsibility sections in particular.

Summarise the evidence reviewed, including document titles, dates and any limitations or follow-up actions.

Record the insurer, policy or certificate reference, cover period, limit of indemnity and any relevant exclusions.

Enter the expiry date shown on the evidence reviewed.

Where the provider does not hold the LOtC Quality Badge, record relevant legal requirements checked and the evidence or outcome. Include any requirements specific to the activity.

Record the policies reviewed, their dates or version numbers, and how emergency arrangements will work for this activity.

Record the activities and hazards covered, assessment dates or versions, and how the assessments relate to the planned visit.

Describe the key control measures, including any measures the provider expects the school or pupils to follow.

Complete where vehicles will be used. Record vehicle types, drivers, maintenance or inspection arrangements, insurance and relevant controls. If no vehicles are used, state that.

Record relevant qualifications, training, experience, role competence and any activity-specific requirements for provider staff.

Complete especially where the provider supervises children. Record relevant safeguarding arrangements, reporting routes, staff checks or other evidence reviewed, without entering unnecessary personal data.

Complete where accommodation is provided or arranged by the provider. Record the accommodation, relevant safety information and checks. If not applicable, state that.

Record any subcontractors, the services they provide, checks made and how responsibilities are allocated. If none are used, state that.

Record any licence required for the activity, the licence holder, reference and expiry date. If no licence is required, state the basis for that conclusion.

Summarise the written agreement, including supervision, activity delivery, risk controls, emergency response, communication, safeguarding, transport, accommodation and incident reporting as relevant.

Complete where the provider will supervise children or supervision is shared. Identify who supervises, when responsibility transfers, group arrangements and escalation routes.

Enter the date of the latest written agreement or review.

List anything still required, who will address it and by when. If there are none, state that.

This records the outcome of this review only; it does not replace the school's approval or visit-management process.

Enter the name and role of the reviewer.

Enter the date this record was completed.

Select this only when the information entered above accurately reflects the current review.

• Tick when complete