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School trips

For the helpdesk team

School trips

Section titled “School trips”

The trips register handles educational visits — day trips, residentials, sports fixtures, cultural visits. Each trip is a single record with attendees, costings, transport, and the supporting risk assessment.

Lifecycle

Section titled “Lifecycle”
draft → proposed → approved → completed
                             ↘ cancelled
  • Draft — being planned. Free editing.
  • Proposed — submitted for approval. Visible to approvers.
  • Approved — signed off. A linked risk assessment is enforced before the system will accept this transition.
  • Completed — trip has ended.
  • Cancelled — abandoned. Stays in the register for audit.

What’s on a trip

Section titled “What’s on a trip”
  • Reference — auto-assigned.
  • Name — “Year 6 Hampton Court visit”.
  • Destination — where they’re going.
  • Trip type — day visit / residential / overseas / extended residential / adventurous.
  • Starts at / ends at — full datetime range.
  • Lead — the responsible adult.
  • Risk assessment — FK to the RA. Required before approval.
  • Transport — coach company, train, walk, drive. Free-text.
  • Costings — per-attendee cost, total budget.
  • Attendees — see below.

Attendees

Section titled “Attendees”

The show page lists everyone going. Each attendee has:

  • Role — pupil, staff, parent helper, external.
  • Name — required.
  • Parental consent status — not required / pending / granted / declined. Pupils default to pending when added.
  • Medical notes — free-text. Allergies, medication, accessibility needs.
  • Emergency contact — strongly recommended for pupils.

RA gate

Section titled “RA gate”

Approval requires a linked RA. The controller refuses the status transition without one. This is intentional — a school trip without a documented risk assessment is a regulatory failure waiting to happen.

Gotchas

Section titled “Gotchas”
  • The cost calculation doesn’t update once approved. If you discover a price increase post-approval, document it in the trip notes and raise a separate ticket for the budget conversation.
  • Parental consent status is a flag, not the evidence itself. Keep the signed forms (paper or digital) elsewhere; the status is your assertion that you hold them.
  • Trip cancellation doesn’t auto-refund attendees. Coordinate with finance separately.
Section titled “Related”