The Role of the EVC

Overview

The Educational Visits Coordinator (EVC) supports the safe and effective planning of educational visits. The EVC works closely with the Head/Manager and Visit Leaders to promote good practice and ensure visits are well organised, inclusive and compliant with guidance.

All settings should appoint an EVC. In smaller settings, the role may be carried out by the Head/Manager, if necessary, but this does lose some layers of scrutiny. Where no EVC is appointed, the EVC role for educational visits sits with the Head/Manager.

The EVC should be an experienced Visit Leader with sufficient authority to guide colleagues and support safe practice. While some administrative tasks may be delegated, the role also involves professional advice, support and challenge.

Training

EVCs should complete EVC training as soon as possible after appointment. Training typically involves a minimum of six hours. E-learning alone is not sufficient.

Revalidation training is recommended every three years. Records of training should be logged on EVOLVE.

Key Responsibilities

The EVC helps maintain consistent and safe practice across the setting. Key responsibilities include:

• Promoting the value of educational visits and outdoor learning
• Supporting staff to plan visits that are safe, purposeful and well organised
• Assisting the Head/Manager with visit approval decisions
• Ensuring Visit Leaders are suitably experienced and supported
• Advising on supervision, staffing ratios and safeguarding arrangements
• Ensuring educational visits policies and procedures are followed and kept up to date
• Supporting communication with parents and ensuring consent is obtained where required
• Confirming that emergency procedures and contact arrangements are in place
• Checking that travel, equipment and insurance arrangements are appropriate
• Encouraging inclusive practice so that all pupils can participate
• Sharing information
• Liaising with the Educational Visits Adviser
• Monitoring

EVOLVE and Record Keeping

The EVC oversees the use of EVOLVE, helping ensure visits are recorded and managed correctly.

This may include:

• Managing staff access to the system
• Checking that visits are recorded and evaluated
• Ensuring relevant documents and policies are available

Monitoring and Review

The EVC helps monitor visits to ensure they meet the setting’s and employer’s expectations. This may involve:

• Reviewing visits and sharing lessons learned
• Recording and following up incidents or concerns
• Identifying training needs or areas for improvement

The EVC’s role is to support staff and enable safe, high-quality visits, not to create barriers. Early discussion with the EVC is encouraged when planning any educational visit or outdoor learning activity.

FAQs

Links to further reading

OEAP National Guidance available at https://oeapng.info