School Trip Ratios: What You Need to Know

Does the Department of Education (DfE) recommend school trip ratios?

A big misconception about educational visits is that there are legal adult-to-pupil ratios for every type of school trip.

In fact, other than in the Early Years Foundation Stage (EYFS), where minimum staffing ratios are set in law, there are no prescribed leader-to-participant ratios for off-site educational visits. (As Rayburn Tours does not offer trips for Early Years groups, this guidance focuses mainly secondary visits).

Instead, the DfE recommends that schools use the OEAP National Guidance, which states that supervision levels should be determined through a thorough risk assessment. Schools should also follow any requirements set by their employer, academy trust or local authority.

Rather than asking, “How many adults do we need?”, schools should instead ask, “What level of supervision does this particular visit require?”

This means there is no single ratio for school trips that applies to every educational visit, as supervision requirements vary depending on the specific circumstances of each trip.

Why there’s no one-size-fits-all ratio

Every educational visit is different, which is why fixed staffing ratios aren’t always appropriate.

For example, a day trip to a local museum presents very different supervision needs compared with a week-long ski trip or an overseas concert tour. Likewise, a group of experienced sixth-form students may require a different level of supervision than a Year 5 class visiting a busy city centre. Schools considering ratios for school trips KS2 may reach different decisions from those planning ratios for school trips KS1, as pupils’ age, maturity and the nature of the visit all influence appropriate supervision levels.

Factors such as the group’s age, maturity, previous travel experience, medical needs and the complexity of the itinerary all influence the number of adults needed.

Ultimately, effective supervision is about managing risk, and not about simply meeting a numerical ratio. Instead of relying on fixed ratios for school trips, schools should use their risk assessment to determine the most appropriate level of supervision for each group and activity.

The STAGER framework: Planning effective supervision

The OEAP recommends using the STAGER framework when planning staffing for educational visits. This helps group leaders consider all the factors that may affect supervision.

Risk assessment should always come first

Staffing ratios form just one part of the wider risk assessment process. 

Even if a school has run the same trip successfully for several years, it’s important to review supervision arrangements each time. A different group of students, changes to the itinerary, seasonal weather or new activities could all affect the level of supervision required. 

Risk assessments should reflect the specific needs of the current visit rather than simply repeating previous plans. 

Frequently asked questions

• Is there a legal teacher-to-student ratio for school trips?
  No. With the exception of the Early Years Foundation Stage, there are no legal staffing ratios for educational visits. Schools should determine supervision levels through risk assessment and follow any guidance provided by their employer.

• Does the DfE recommend a specific school trip ratio?
  No. The DfE recommends following the OEAP National Guidance, which focuses on effective supervision rather than fixed staffing ratios.

• Can schools decide their own staffing ratios?
  Yes, provided decisions are informed by a suitable risk assessment and comply with any requirements set by their academy trust, local authority or employer.

• Should residential trips have more staff?
  Often, yes. Residential visits, overseas tours and more complex itineraries may require additional staff to account for overnight supervision, emergencies and student welfare.