Schools are increasingly exploring how artificial intelligence (AI) can support the planning and management of educational visits. A recent Somerset Council training session highlighted how AI can be used as a practical tool to support Educational Visit Coordinators (EVCs), School Business Managers and visit leaders.
AI can help improve efficiency, consistency and risk awareness when planning visits, but it is important that its use remains proportionate and aligned with existing guidance and professional judgement.
What AI can support
AI can be used effectively at several stages of the visit planning process, including:
- Drafting structured visit plans using key elements such as learning outcomes, supervision, transport, and emergency arrangements
- Identifying potential hazards and suggesting control measures to prompt wider thinking
- Supporting contingency planning by generating alternative activities where plans may need to change
- Acting as a prompt tool to guide dynamic risk assessment thinking during visits
Used well, AI can help staff save time, improve consistency in documentation, and ensure a more structured approach to planning.
What AI must not be used for
It is essential to recognise the limitations of AI. It should not replace professional judgement or established processes. Specifically:
- AI cannot approve visits or act as the decision maker
- AI must not be used as a formal record system, with EEC, Evolve or school systems such as forms remaining the official record
- AI does not change roles and responsibilities within visit planning
- Provider assurance and safety checks remain essential and cannot be delegated to AI
AI outputs should always be reviewed, sense checked and compared against local processes and guidance before use.
Supporting dynamic risk assessment
AI can support structured thinking when responding to changing situations on a visit. However, decision making remains the responsibility of the Visit Leader.
The dynamic risk assessment process should follow a clear approach:
- Stop and consider the situation
- Think about hazards and who may be affected
- Assess the risks
- Decide and implement suitable control measures
- Communicate with relevant staff and groups
- Record key decisions proportionately
AI can act as a prompt for this process but cannot replace on-the-day judgement or experience.
Data protection and safe use
Schools must ensure that AI is used safely and in line with data protection requirements. This includes:
- Not inputting names, medical information, or identifiable pupil details
- Using anonymised descriptions where needed
- Following organisational policies on the use of digital tools
Governance and policy considerations
Schools should ensure appropriate governance arrangements are in place before adopting AI tools. This includes:
- Agreeing at Governor or Trust Board level which AI systems are approved for use, for example the use of Co-pilot within Somerset Council maintained schools
- Clearly setting expectations for appropriate and safe use by staff
In addition, schools should update their Outdoor education and off-site visits policy to reference the use of AI. This should make clear that:
- AI may be used to support planning, hazard identification, and development of control measures
- Final decisions, approvals, and risk assessments remain the responsibility of competent staff
Key message
AI is a useful support tool that can enhance planning and prompt effective risk thinking. However, it does not replace professional judgement, established processes, or statutory responsibilities.
Educational visits should continue to follow Somerset Council and national guidance, with AI used to support, not replace, good practice.
Learn more:
Dynamic Risk Assessment on School Trips and Visits
Health and Safety | Support Services for Education
eLIM Computing and Online Safety – Training and Support
