The Visit Leader has overall responsibility for supervision during a trip. Breaks from this responsibility during the visit need to be clearly identified, with clear handover arrangements, and co-ordinated by the Visit Leader. All adults who are in a supervisory role have a duty of care for the group at all times. There is no break from this responsibility during the trip.
There are numerous methods of supervising groups and examples can be found within the Toolkits section but general consideration should be given to the following:
- Establishing rendezvous points
- Carrying out regular head counts
- Wearing easily identifiable clothing*
- Having a buddy system
- Splitting large groups into smaller groups with an identified leader
The risk assessment process should identify suitable levels and methods of supervision. Consideration should be given to keeping parents informed about the supervision arrangements.
There may be times during a visit where the participants come under the care of a third party (e.g. a coach driver or outdoor instructor). In these circumstances, however, it must be realised that the Visit Leader still retains ultimate responsibility. If any concerns arise, the Visit Leader should discuss them directly with the third party in the first instance and then withdraw the group from the care of the third party if the problems are not resolved.
* The advantages of wearing easily identifiable group clothing (hoodies, caps, backpacks etc.) need to be measured against the risks associated with being a potentially high profile target group for a terrorist attack (seeSection 4.17 for further information).
