External Educational Activity Provider Due-Diligence Checklist

Use this checklist when an outside organisation provides an educational-visit activity. Apply the additional suitability checks below when the provider does not hold the LOtC Quality Badge.

Record the educational activity, provider name and planned visit or activity date so that the checks relate to the organisation and service being considered.

Check whether the organisation holds the LOtC Quality Badge and record the result.

Check the provider's safety standards and record the evidence reviewed.

Record the documents, statements or other evidence used to check the provider's safety standards.

Check that the provider has public liability insurance and record the evidence reviewed.

Record the provider's insurance evidence, including any policy or certificate reference supplied.

If the provider does not hold the LOtC Quality Badge, complete the suitability checks that follow. If the provider holds the badge, retain the result and continue with any checks relevant to the proposed activity.

Where the provider does not hold the LOtC Quality Badge, check that it meets the legal requirements relevant to the activity and record the evidence reviewed.

Where the provider does not hold the LOtC Quality Badge, check its health and safety policies and emergency policies.

Where the provider does not hold the LOtC Quality Badge, check the provider's risk assessments for the activity.

Where the provider does not hold the LOtC Quality Badge, check the control measures used for the activity.

Where vehicles will be used and the provider does not hold the LOtC Quality Badge, check the provider's arrangements for vehicle use.

Where the provider does not hold the LOtC Quality Badge, check the competence of the staff who will deliver or supervise the activity.

Where the provider does not hold the LOtC Quality Badge, check the provider's safeguarding arrangements relevant to the activity and children involved.

Where accommodation is provided or arranged by the provider and the provider does not hold the LOtC Quality Badge, check the accommodation arrangements.

Where the provider does not hold the LOtC Quality Badge, check any subcontracting arrangements used for the activity.

Where the provider does not hold the LOtC Quality Badge, check whether a licence is needed for the activity and, where one is needed, check that the provider has it.

Record the evidence reviewed for the applicable provider checks and note any matters requiring clarification before the activity proceeds.

Agree with the provider, in writing, what the school and provider are each responsible for in connection with the activity.

Record the written agreement and summarise the allocation of responsibilities, including who supervises the children where the provider will take over supervision.

Where the provider will take over supervision of the children, check that the written agreement clearly identifies this responsibility and the related arrangements.