Appendix 8 updated May 2014
Education, Communities and Economy
APPLICATION FOR APPROVAL FOR CATEGORY 3 OR 4
EDUCATIONALVISITS
EV1
This signed form should be submitted to william.stephen@midlothian.gov.uk OR to the Principal
Teacher of Outdoor Learning, c/o CLD Wing, Penicuik High School, 39a Carlops Road,
Penicuik EH26 9EP not less than 28 days prior to the date of the proposed activity.
Please ensure that the current Guidelines for Educational Visits are consulted prior to
completion of this form.
NAME OF
GROUP
ESTABLISHMENT
/
ADDRESS
TELEPHONE NO.
FAX. NO.
EMAIL
Name of person to
whom this form
should be returned
(i.e. group leader or visits coordinator)
SECTION A (To be completed by ALL
APPLICANTS)
Description of purpose and expected
outcomes & aims of visit (continue
on separate sheet as required)
Dates and estimated times of:
Departure
Return
Destination of Visit
Details of any accommodation to be used (name,
address & contact details)
Number of
participants
Age Range
Male
Female
Class(es)
Total
(where appropriate)
Appendix 8 updated May 2014
Name of Group
Leader
Male/Female
Contact details of
Group Leader for
duration of visit
Names of other
leaders/volunteers
e.g. Telephone
or Mobile
Male/Female
Job title/Role
Experience &
Qualifications*
First Aid
(incl. dates)
Job Title /Role
Experience &
Qualifications
First Aid
(incl. dates)
Form of Transport to
be used
(please refer to the relevant
Midlothian Policy Guidelines)
YES/NO
If establishment minibus does driver hold current MIDAS and Licence?
If using a hired vehicle please detail name, address and contact details of hirer(s). If using
personal car H.E. must check that licence is valid, and business insurance is in place.
Have you visited the destination / area before?
If NO is an exploratory visit planned?
Has risk assessment been undertaken and completed?
YES /NO
YES /NO
YES /NO
Have relevant checks been made on all external providers?
(e.g. Safety management, PVG, insurance & any relevant
Licence i.e. Travel, Adventurous Activity Licence in place,
e.g. ABTA, AALS, ATOL )
YES/NO
Details of programme of activities
*Use this space to expand on the organisation of the trip/event or visit. Alternatively
you could attach relevant planning documents and an itinerary D of E groups should attach
details of route i.e. map/route-card.
Previous experience of group
You should Include any
relevant training, or
preparation for the visit
Appendix 8 updated May 2014
SECTION B (Only complete if Outdoor Adventure Activities or overseas visits are being
undertaken)
NAME, ADDRESS AND CONTACT DETAILS OF ALL PROVIDERS USED DURING VISIT (
This includes internal provision e.g. Midlothian Outdoor Learning, Ranger Service, CLD should
be classed as an external Provider, etc)
Does the provider hold an AALA Licence?
YES / NO
(Group leaders responsibility is to check that external providers meet the standards set out in
the Guidelines for Educational visits )
SECTION C (Only complete if visit is to a foreign country)
Country (ies) to be visited
Is group leader / other leader(s) conversant in the language of the country
(ies) to be visited
YES / NO
SECTION D

I confirm that all planning and risk management for this trip has been carried out and
checked (as per MLC guidelines). The necessary risk assessments, child protection,
insurance and safety management procedures are in place for this trip.
Signed

Group Leader
Date
I confirm that I have read and understand what is required in Policy Guideline 5.5 –
Guidelines for Out of School Visits and confirm that the group leader and staff are
competent to supervise the visit.
Signed
Head of Establishment
Date
SECTION E
Recommended / Not Recommended / Comments (see overleaf and/or attached
memos)
Signed
Principal Teacher of
Outdoor Learning
Date
Head of Establishment or
Director of Education and
Children’s Services*
Date
SECTION F*
Signed
Appendix 8 updated May 2014
I have studied this Approval Form and am satisfied with all aspects, including the planning,
organisation, competence of leaders and staffing of this visit. Approval is given.
Sample monitoring will be undertaken and additional information may be requested before your
application will be processed.
* If the PTOL does NOT recommend the proposed visit and the Head of Establishment still
supports the application final authorisation must come from the Director, Education &
Children’s Services Division