Learning Outside the Classroom (LOtC) could be one of those initiatives that feel like a burden. Alternatively, as with any potential threat to the running of a school, gaining accreditation for excellence in learning outside could be a significant opportunity. If we set aside all stakeholders other than the students, we know that such enrichment and extension experiences come with an added value that cannot be immediately inferred from results.

When offering such opportunities, there are procedures for best practice. Staff may be reluctant to take on the burden of school trip planning due to the additional workload and risk involved. Yet, with a solid understanding of how to succeed, you could influence teachers to step beyond the classroom. Here we offer a guide to planning a trip within the UK’s borders. We will then explore the additional issues faced when traveling abroad.

Planning School Trips at Home

Clear vision

Planning for the trip should begin early. The more ambitious the undertaking, the sooner this planning should start. Not only will planning time allow staff to complete administration without pressure, but it will also allow parents time to budget. You want to do all you can to inspire inclusivity; consequently, affordability should be one of the criteria you hold close when planning and executing a trip.

The starting point for a school trip anywhere is a clear sense of purpose. The teacher involved needs a clear vision of what they hope to achieve by undertaking the experience. As with all learning, beginning with the objectives and then planning to accomplish these will make the effort worthwhile for all. Ideally, this experience should fit within an ongoing learning process, with activities before and after the trip for preparation and reflection.

If the itinerary has an evident and powerful educational purpose, it will be easier to gain traction with parents. Therefore, before offering the trip, teachers must understand how the trip will progress and how each activity will benefit the students.

It is a good idea to make the most of external providers, who will have all procedures and experiences predesigned with educational outcomes in mind. If you are negotiating with an outside venue or trip supplier, sharing the objectives and your understanding of valuable learning experiences will help them deliver your vision. Staff should still be encouraged to collaborate in the planning in the day with these external providers. It should be a shared process not least because the teacher will need to take ownership of the day and project confidence.

Safety considerations

Risk is always a part of life, whether inside or outside the classroom. However, fears of litigation are still going to be a hurdle in the mind of teachers. Therefore, helping staff understand how to offer the appropriate duty of care when away from the school building is vital to the success of school trips.

As all leaders know, risk management is about assessing the likelihood of an incident, the potential severity of this incident and then putting mitigation in place. It might be as simple as increasing the teacher to student ratio in a crowded city, for instance, or hiring a specialist trainer for activities that require specific skills.

Your school risk assessment needs to balance the complexity of risk against the need for a simple tool that will invite participation. For a school trip within the UK, you are likely to be happy to use a generic risk assessment that includes such questions as:

• What are the risks?
• Who might be at risk?
• What measures will reduce the risk to an acceptable level?
• Is there a need for someone with specialist training to implement these measures?
• What will happen in an emergency?

If you are using an external provider, you should demand to see the provider’s health and safety credentials. It would help if you also encouraged staff to undertake an inspection visit before going with students.

Launching the trip

Assuming that you will get buy-in from students and parents is a common reason for the failure of a trip. With insufficient numbers, the plans will be scuppered from the start. Therefore, it is crucial to create a buzz about the trip by holding a meeting with students, using videos and photos and an idea of the itinerary. Then, once students know the journey, inviting parents in to view a similar presentation.

Planning School Trips Abroad

Research from the Learning Away project from 2015 noted that trips abroad hold countless benefits. Not only do you increase young people’s sense of independence and give them the experience of other cultures, but you also allow them the unique opportunity to bond with their school friends.

There are a host of additional considerations when taking students across borders. For instance, cost becomes a significant issue now. Setting up a budget plan for parents and finding a way to support those who are unlikely to afford such a trip should be considered. The Closing the Gap agenda makes it imperative that such experiences are open to all. The learning gains on such a trip are substantial. It would be hard to justify more vulnerable student subgroups missing out.

Working with an operator who knows the area becomes even more essential. These providers offer a package that reduces the burden of administration and with health and safety already mapped. However, even though operators provide insurance, it is still essential to take out your school insurance on top. Most operators offer the lowest level of cover.

You might also want to be wary about packages that involved flights. The price offered for these flights is likely estimated in your original quotation. Teachers need to budget for a supplement payment, as flights may be priced higher than was predicted. You can demand the exact costs when offered a quotation, but this might lead to the operator over-estimating the potential price of flights.

Finally, seek a contract with parents about responsibility when on the school trip abroad. Parents will naturally be nervous and want to retain some sense of control. However, teachers need to have authority while away. Therefore, finding a way to provide parental peace of mind could mean all the difference to the success of the trip. It might be a great idea to set up a social media page where pictures and updates of the trip can be posted.

Risk and Reward

It is often the case that with higher risk comes increased reward. Nothing is more accurate than with the planning and execution of a school trip. If you would like support in the implementation of experiences outside the classroom, contact us today.