Co-op Academy Southfield

Educational Visits and Learning Outside the Classroom (LOtC) Policy

Educational Visits and Learning Outside the Classroom (LOtC) Policy

Co-op Academy Southfield Draft Version: April 2026

1. Overview

At Co-op Academy Southfield, we believe that the world beyond the classroom is a vital component of our learning. For our students, educational visits are not merely "add-ons" but are essential pedagogical tools used to provide concrete, real-life experiences. Our intent is to move learning from the abstract to the practical, allowing students to solidify their knowledge, practice functional life skills, and build independence in diverse environments.

Learning Outside the Classroom is integrated into our curriculum pathways. These activities are planned to meet the specific sensory, cognitive, and physical needs of our students, ensuring that the environment provides real learning opportunities for our students.

The success of our visits is measured by the progress students make toward their individual EHCP outcomes and curriculum targets. By bridging the gap between school and the community, we ensure our students develop the confidence to navigate the "real world" with increasing autonomy.

2. The Value of LOtC for Our Students

Educational visits are an integral part of the entitlement of every pupil to an effective and balanced curriculum. Benefits include:

• Concrete Learning: Translating classroom concepts into tangible "real-world" experiences to aid memory and understanding.
• Strategic Awareness: Developing the ability to navigate public spaces, manage transitions, and process sensory input.
• Social & Emotional Intelligence: Building trust with staff and peers in non-traditional settings.
• Risk Competence: Moving from "risk-averse" to "risk-aware" by making supported decisions in a safe environment.
• Physical Wellbeing: Acquiring physical skills and developing a fit, healthy lifestyle through active exploration.

3. Application and Scope

This policy applies to any activity that involves students leaving the school grounds. It must be read in conjunction with:

• The Co-op Academies Trust ‘Educational Visits Statement’.
• National Guidance: www.oeapng.info

Co-op Academy Southfield uses the EVOLVE system for the planning, management, and recording of all educational visits.

4. Types of Visit & Approval Deadlines

5. Roles and Responsibilities

• Visit Leaders: Responsible for planning, entering details on EVOLVE, and conducting dynamic risk assessments. They must obtain "outline permission" from a nominated EVC before beginning the EVOLVE process.
• Educational Visits Coordinators (EVCs): Joe Brown, Tom Hodgson,  Rachel Hodgson and Tim Rushworth provide support, challenge, and technical oversight.
• Head Teacher: Responsible for the final authorisation of all visits.
• The Governing Body: Acts as a "critical friend," reviewing visit data twice yearly.
• The Trust: Provides final approval for overseas, residential, and adventurous activities.

6. Staff Competence

We recognise that staff expertise is the cornerstone of student safety. Competence is managed through:

1. Apprenticeship Model: New staff shadow experienced leaders before leading their own trips. Less experienced staff are encouraged to lead on localised, less adventurous trips as a starting point.
2. Supervision: Senior staff provide oversight on complex visits.
3. Specific Training: Staff are supported to attend EVC or activity-specific training.

7. Inclusion and Accessibility

Co-op Academy Southfield is committed to the principle of universal access. We will make all reasonable adjustments to ensure every student can participate in offsite activities, regardless of their complexity of need.

8. Practical Procedures

Parental Consent

• Standard Curriculum: Consent is not required for routine activities within the School Learning Area during school hours.
• Higher Risk/Time: Consent is required for visits outside school hours, residentials, or adventurous activities.

Transport

• School Minibuses: Must be booked in advance; drivers must be on the approved school list.
• Public Transport: Requires a specific risk assessment addressing sensory needs and crowd management.

Charging and Funding

• Curriculum-Linked Trips: In accordance with national guidance, we do not charge for activities or trips that take place during school hours and are a required part of the National Curriculum. While we may occasionally invite voluntary contributions to make certain enhanced experiences possible, no student will be excluded or disadvantaged if a contribution is not made.
• Residential Trips: Charges typically apply only to residential trips to cover the cost of board and lodging. However, we are committed to poverty-proofing our enrichment opportunities. We actively use our Pupil Premium strategy to subsidise these costs, ensuring we close the gap of inequality and provide every student with the chance to participate, regardless of financial circumstances.
• Free School Meals (FSM) For any trip involving a lunch break, the school kitchen will provide a packed lunch for students entitled to Free School Meals. To ensure these are ready, the Visit Leader must coordinate requirements with the catering team at least two weeks in advance.

Safeguarding and Emergency Protocols

Immediate Reporting: All safeguarding concerns must be reported immediately in line with established school procedures. Out-of-Hours Incidents: Should an incident occur outside of standard school hours, the Visit Leader is responsible for contacting the on-call Designated Safeguarding Lead (DSL), whose contact details must be clearly identified on the trip’s Risk Assessment.

First Aid and Medical Provision

• Mandatory Cover: All trips and visits must be accompanied by at least one qualified first aider with a valid certificate appropriate to the age group and environment.

• Specialised Medical Needs: Any students with specific medical requirements must be supported by a staff member who is specifically trained and competent in the required procedures (e.g., EpiPen administration, diabetes management).

• Training Validity: All medical and first aid training must be in-date for the duration of the trip; it is the Visit Leader's responsibility to verify this during the planning stage.

Appendix 1: Our Local Learning Area

What is the Local Learning Area?

We are lucky to have some fantastic spaces right on our doorstep. We treat these areas like an extension of our classrooms. Because these spots are familiar, we don’t ask for a new permission slip or fill out an EVOLVE form every time we use them.

Where can we go?

This area includes:

• The Atrium Café
• The School Yard and Sensory Garden
• The Road Crossing between the main campus and Southfield Sixth Form
• The Main Site Car Park
• Southfield Sixth Form Outdoor Areas (including the cricket pitch and football field)

Staying safe together

Even though these spots are close by, we are always careful. We keep an eye out for things like traffic, uneven paths, or changes in the weather. To manage this, we:

• Make sure we have enough staff for every student (usually at least a 2:1 ratio, or whatever is best for that specific group).
• Always carry a mobile phone and let the main office know when we are leaving and when we expect to be back.
• Wear the right gear—like hi-vis vests or sturdy shoes—when we need to.

After-school and special events

If you are organising an after-school event on-site that isn't covered by our general building safety rules:

• A specific Risk Assessment (RA) is required.
• As the event organiser, it is your responsibility to review the standard RA and add any extra information specific to your event (like guest numbers or special equipment).

Appendix 2: Emergency Procedures

Definition of a Critical Incident: Any event that exceeds the normal coping mechanisms of the leadership team.

1. Base Contact: A nominated emergency contact (the School Office during hours; SLT out of hours) is mandatory for every trip.
2. Information: Leaders must carry medical info and emergency contacts for all students and staff.
3. Communication: In the event of a serious injury, fatality, or media interest, the Co-op Academy Trust must be contacted immediately.
4. Testing: This procedure is tested bi-annually via "scenario calls" or desktop exercises.