School External Activity Provider Responsibilities Procedure

Use this procedure when the school is considering [provider name] to provide [activity name] for [school name] on [visit date].

1. Confirm the provider's basic suitability

Before using the organisation, check that it has appropriate safety standards and public liability insurance.

Check whether the organisation holds the Learning Outside the Classroom Quality Badge. Record the result for [provider name].

2. Assess an organisation without the Quality Badge

If the organisation does not hold the Learning Outside the Classroom Quality Badge, assess whether it is appropriate for the proposed activity.

The assessment should consider the organisation's insurance, compliance with legal requirements, health and safety policies, emergency policies, risk assessments, control measures, vehicle use, staff competence, safeguarding arrangements, accommodation, subcontracting arrangements and any licence required for the activity.

Record the outcome of the assessment for [provider name] and the proposed activity at [activity location].

3. Agree responsibilities in writing

Agree responsibilities with the organisation in writing before the activity takes place. The written agreement should make clear what the school and the organisation are each responsible for.

Make the allocation of responsibilities especially clear where the organisation will take over supervision of children. Identify the supervision responsibilities of the organisation and the school for [activity name].

4. Proceed only with an agreed arrangement

Use the organisation for the activity only after the relevant checks have been made and the written allocation of responsibilities has been agreed.