dfe guidance on school trips ratios eyfs

Blog Ofsted: early years

https://earlyyears.blog.gov.uk/2023/04/20/how-staff-to-child-ratios-work/

How staff-to-child ratios work

The Chancellor recently announced an optional change to childcare ratios from 1:4 to 1:5 for two-year-old children. This change will apply from September 2023.

All other staff-to-child ratios remain the same.

While the Department for Education sets the ratios, we want to make sure that the way that they work is well understood.

We know that many providers find ratios complicated. The questions we get asked most frequently on our Childcare Registration Facebook page are about ratios.

We want to help by setting out the answers to a few frequently asked questions:

• Staff-to-child ratios apply to the whole provision, not each room. It is up to you how you deploy your staff. For example, you may need fewer members of staff in the baby room when they are sleeping than when they are awake. Or you may want more staff observing children during mealtimes. The decision is yours, but we may ask you to explain your rationale.
• We are sensitive to the pressures with recruitment and retention. We may only focus on ratio requirements if there are concerns for the children in your care. We will not be constantly carrying out headcounts when we’re inspecting. Our focus is on what it is like to be a child in your care.
• To be counted in the ratios, staff must be at least 17 years old (with some exceptions for apprentices). They must also be suitable. This means that each childminder should have an Ofsted suitability decision letter. Nurseries must carry out their own recruitment checks and determine suitability.
• For group providers, the ratio requirements are only for children, up until 1st September following their fifth birthday. However, you should consider whether the care of any older children has an impact on the early years children. You must be able to demonstrate that you can meet the needs of all children. For childminders, the maximum is always 6 children under the age of 8.
• There are some exceptions where you can exceed the ratios. However, you must maintain the quality of care and the safety and security of the children. We may ask you to demonstrate that you can do this. You should inform parents and carers about staff deployment and involve them in these decisions if possible.

Examples of when childminders can make exceptions are set out in the framework for the EYFS in paragraph 3.43. They include caring for siblings and caring for your own children. Even when exceptions are permitted, for childminders and assistants, the maximum is always 6 children per adult. Group providers can also make exceptions and this is set out in paragraph 3.31.

While we hope these pointers are useful, it is your responsibility to read, understand and demonstrate your ability to meet the ongoing requirements for registration. Ratio requirements are flexible, but you should be able to explain your rationale for how you deploy staff or assistants.

Our inspectors are not trying to catch you out. We just want to know that you are keeping children safe and providing high-quality early education and care. That is our priority.

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Adult to child ratios for working with children

Guidance on supervision levels for safeguarding children and young people.

When working with children and young people, you must make sure you have enough staff and volunteers to keep children safe. 

Adult to child ratios are different depending on the children and young people in your group, your setting and the activities you're carrying out. You must also ensure adults are suitable to undertake the tasks you need.

Supervision levels will vary depending on the children's age, gender, behaviour and the abilities in your group.

How many adults you need also depends on:

• the nature and duration of activities
• the competence and experience of staff involved
• location, accommodation or organisational requirements
• any special medical needs
• any specialist equipment needed.

Deciding appropriate levels of supervision

Carry out a risk assessment of the activities you are planning, taking the issues above into consideration. This will help you decide how many adults you need and what skills and experience they should have.

> Find out more about running safer activities and events

Who is suitable to supervise children?

You should carry out a range of safer recruitment processes and checks to ensure you employ the right people to work or volunteer in roles that have contact with children.

The types of checks needed will depend on the nature of the work being carried out, and whether or not the work will be supervised by other staff members.

It's important to make sure:

• all adults who have contact with children understand and agree to follow your safeguarding policy and procedures
• any staff or volunteers who have only had the checks required to work with children while supervised aren't left alone with a child.

If you work in performing arts you should make sure chaperones have the relevant licences.

> Find out more about safer recruitment including vetting and barring checks

> Find out more about safeguarding in the performing arts

What adults supervising children need to know

Staff and volunteers need to have:

• an understanding of their responsibility to keep children and young people safe
• clear procedures to follow if they have a concern about a child's wellbeing
• insurance for certain activities
• codes of practice which they understand and agree to follow.

Parents who attend activities with their children should not be used to supervise other children unless they have been recruited into the role, undergone the necessary checks and had the relevant child protection training.

> Find out more about safeguarding procedures

> Look at our example behaviour code

> Learn more about child protection training requirements for education and early years sectors

> Find out more about our introductory child protection training

Schools are expected to carry out their own risk assessment at the beginning of each academic year to determine appropriate levels of supervision for each class except the Early years and foundation stage.

The National Education Union (NEU) provides guidance on class sizes and advises schools to consider children’s emotional, behavioural and special needs when determining staff to child ratios (NEU, 2019).

Schools also need to carry out a risk assessment to determine appropriate adult to child ratios at breaks and lunchtimes. Things to consider include:

• the layout of the playground
• the number of children on the playground
• the ages of the children on the playground.

For children in the Early years and foundation stage there is specific guidance about supervision ratios - find out more in the section below.

In England , the Department for Education (DfE) publishes  guidance for early years providers which sets out statutory requirements about adult to child ratios (DfE, 2023). The required adult to child ratios vary depending on the setting and the age of children.

Key points for all early years settings include:

• staffing arrangements must meet the needs of all children and ensure their safety
• children must usually be within both sight and hearing of staff and always within at least either sight or hearing
• only those aged 17 or over may be included in ratios (and staff under 17 should be supervised at all times)
• students on long term placements, volunteers and staff working as apprentices may be included in the ratios if they are old enough and the provider is satisfied that they are competent and responsible.

Pages 28-32 of the guidance set out the statutory staff to child ratios for all providers and then specific guidance for:

• early years providers other than childminders
• those providing before and after school care
• those providing holiday care
• childminders.

In Northern Ireland , the Department of Health, (DoH) has published minimum standards for childminding and daycare for children under 12 (PDF) (DoH, 2018). Standard 11 sets out the minimum staff to child ratios for children of different ages in different settings. 

In Scotland , there is guidance from the Care Inspectorate for early learning and childcare settings (Care Inspectorate, 2018). It sets out adult to child ratios and the rationale behind them.

In Wales , the Welsh Government has published National minimum standards for regulated childcare (PDF). Standard 15 sets out staffing ratios including for childminders and day care.

There is no specific guidance about supervision ratios for organisations that are not in the education or early years sectors. We’ve put together some best practice guidance to help other organisations work out how many adults are needed to supervise children safely.

We recommend having at least two adults present when working with or supervising children and young people. We recommend the following adult to child ratios as the minimum numbers to help keep children safe:

• under 2 years - one adult to three children
• 2 - 3 years - one adult to four children
• 4 - 8 years - one adult to six children
• 9 - 12 years - one adult to eight children
• 13 - 18 years - one adult to ten children

Depending on the needs and abilities of the children, and the nature of the activity, you may need to have more adults than the minimum.

We recommend having at least two adults present, even with smaller groups.

If young people are helping to supervise younger children only people aged 18 or over should be included as adults when calculating adult to child ratios.

Children who have special educational needs, additional needs and disabilities

If you are working with children and young people who have special educational needs or disabilities (SEND) or additional needs you may need more supervision than the minimum ratios above.

You should carry out a risk assessment for each activity to help you decide on supervision ratios. This should take account of children and young people’s behaviour, ability and mobility. As far as possible, include input from children and young people and their parents and carers in risk assessments to ensure children’s needs are met.

> Learn more about protecting d/Deaf and disabled young people

Toilet ratios

If the group has both boys and girls there should be at least one male and one female responsible adult supervising visits to the toilet.

Adults who haven't previously volunteered and haven't had the necessary vetting checks shouldn't be left alone with children or take them to the toilet unaccompanied.

In larger groups of children, encourage groups to take a comfort break together with one responsible adult while the other adult(s) supervises the remaining children and keep a head count.

First aid ratios

We recommend that at least one adult is trained in first aid.

If you're running one-off events you will need to carry out a first-aid and medical risk assessment. Many organisations provide medical services but ensure the organisation you select is competent, trained in first aid and able to cope with the demands of your event.

Travelling ratios

When travelling with children and young people the recommended adult to child ratio can vary depending on:

• size of the group
• age of the children, their behaviours and needs
• size of the vehicle that you are travelling in.

If you are travelling in a vehicle it is recommended that there is one adult driving and one adult supervising the children. Larger groups and vehicles will require more adults to ensure adequate supervision. 

Care Inspectorate (2018) Guidance on adult to child ratios in early learning and childcare settings (PDF). Dundee: Care Inspectorate.

Department for Education (DfE) (2023)   Early years foundation stage (EYFS) statutory framework . [Accessed 17/08/2023].

Department of Health (DoH) (2018)   Minimum standards for childminding and day care for children under age 12 (PDF)   Belfast: Department of Health (DoH).

National Education Union (NEU) (2019)   Class sizes . [Accessed 17/08/2023].

Welsh Government (2023) National minimum standards for regulated childcare for children up to the age of 12 years (PDF). Cardiff: Welsh Government.

Safeguarding and child protection in schools  

Safer activities and events

Supervising children and young people's sport and activities

Related resources

Follow our steps to ensure the people who work or volunteer with your group or organisation are safe to work with children.

Provides advice on keeping groups of children and young people safe during activities, events, visits, outings and overnight stays whether they’re regular or one-off.

Guidance about taking, sharing, using and storing images of children. Includes information about CCTV and livestreaming online events and activities.

Safeguarding child protection

Training to help you keep children safe

Our cost-effective, CPD-certified elearning courses will give you the skills and confidence you need to safeguard children.

Increase your confidence in identifying and responding to possible signs of child abuse and neglect with our introductory online, live virtual and face-to-face training courses.

Training to safely recruit the right staff and volunteers to ensure they are safe to work with children and young people. Available as virtual training.

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DfE clarifies guidance around additional early years charges for parents

by Jess Gibson and Shannon Pite

The Department for Education (DfE) has confirmed that early years providers cannot place compulsory additional charges on families accessing the early entitlement offers, after a change to departmental guidance on charging prompted confusion among providers. 

The current version of Early education and, childcare: Statutory guidance for local authorities states that, though parents can “be expected to pay” for additional goods and services such as meals and snacks, trips, and nappies, these charges “must be voluntary”. In an updated version of this guidance, which will come into effect on 1 April 2024, the reference to the need for these charges to be voluntary has now been removed, leading to uncertainty over whether the rules on charging had changed. 

However, responding to a query on this change from the Early Years Alliance, the DfE said: "The policy has not changed. As set out in A1.36 of the guidance, local authorities should work with providers and parents to ensure that all parents, including disadvantaged families, have fair access to a free place, which must be delivered completely free of charge.  

“The free childcare entitlements are not intended to cover the costs of meals, other consumables (such as nappies or sun cream), additional hours or additional activities (such as trips). Providers may charge a fee for these additions. 

"However, we removed the line regarding charges being voluntary in order to provide clarity to readers. This was partially based on feedback we received during our testing period with a small number of local authorities, providers and relevant bodies. If a parent is unable to pay for consumables or if a parent wishes to provide their own, then the parent and provider can discuss alternative options. This could include allowing parents to supply their own meals or nappies, or waiving or reducing the cost of meals and snacks. As set out in clause A1.33 of the guidance, such charges should not be made a condition of accessing a free place." 

Both the current and new statutory guidance documents are available on the Gov.uk website . 

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• School Curriculum and General issues

Ratios For School Trips?

By Guest, March 16, 2010 in School Curriculum and General issues

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Does anyone know the ratios for school trips? Currently we say 1:2 for 4yr olds and 1:6 for 5+ but have been told that 1:2 is too low and should be 1:4 or 1:6.

I working a mixed YR/Y1 class.

Can anyone help? There doesn't seem to be any set ratios.

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Guest LornaW

There is no legal limit. You need to do your own risk assessment and decide how many adults you need. Sometime too many adults hinder the learning. Of course you have EYFS ratios for each age but you need to way up the risk and then have a ratio that will support the activity.

I agree with lorna, there is no legal national requirement, but its worth checking if there is a local guidance. In my old LA we had guidance sent out to us from time to time and our ratios were expected to be 4:1 for nursery age (in a school) and 5:1 for reception.

Scarlettangel

When I have queried this in previous times I have always been told there are no set limits.

Some places ask for a ratio so that the trip works well but otherwise I think you have to decide for yourself........... looking at where you are going and what you will be doing and any major risks that might crop up!

And of course the children you are taking with you can mean all the difference!!

At my school we stick to 1:3 in the nursery and then 1:4 for the 4 year olds and 1:5 for the 5 year olds in Reception. Have no idea where that came from but it is the way we've always done it. It works for us.

When we have had a child with a statement and 1-1 support we have stuck to that and had that extra person, but given the support assistant 1 other child to walk with so that the child with a statement has someone to interact with but without giving the support too many children (if that makes sense!!).

I teach Reception and it depends on where we go. We go to a nature resesrve and there is no charge for adults so we take as many parents offer there usualy ends up a ratio of about 1-4 and if i can i like to not have a group so i can over see everyone observe, take photos etc if i need to deal with behaviour etc talk to anybody or sort things out.

If we go and have to be charged for adults then i think it may work out more like 1-5 as the cost goes onto the children for taking the adults.

When we go on local walks around the village and down to the marina and farm we again take as many as we can because of walking along the road etc. If there is a real behaviour issue we have 1-1 so for example last week we walked to the farm i had 2 children 1-1 and then i had no group so i could lead then i had 7 other adults who had groups of 4.

Thanks for your comments, this should help next time we have a trip organised, 1:2 can be a problem especially in Autumn term!

I had the same querieS. Contact your LA as they will have some guidelines. I was advised 1:5 for 3+, but as mentioned before it will depend on your risk assessment and where you are going? As if we were going to a pool, i would lower my ratio to 1:3

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A Comprehensive Guide to School Trip Ratios

Making sure you have the right number of adults chaperoning your school trips is essential for overall risk management. Find out about student-to-teacher ratios for school trips, and why sticking to them is important.

Managing a coach-load of school children can be challenging for any one person, especially in an out-of-school environment. Most educational establishments will have a policy in place that states how many teachers should be present compared to the number of students.

When organising a school trip, it’s important to plan staffing arrangements well in advance, and over-compensate in case of changes in circumstance. Illness, family issues, and emergencies can all happen in the time between booking a school trip and going on one. If you plan with this in mind, you’ll never be caught short.

Ratios for school trips: Key factors

School trip ratios aren’t as simple as ‘x’ amount of students = ‘y’ amount of teachers . Other factors to consider include the nature of the trip, the trip duration, and the age of the students attending.

As educators, you know best how your students are likely to behave on a school trip. Ultimately, you will know better than anyone how many adults should be present, but the following should act as a guide to assist you in this decision.

Students’ age and needs

The age of the children you are taking care of will impact how many adults should be present. Younger children will naturally need extra pairs of eyes, as they may be more prone to wandering. Older children may be more trusted to venture off alone once at the destination, meaning fewer adults are needed to watch them.

It’s also important to take into account any students who may have additional needs. Some children may require 1-1 or specialised support, and others may feel most comfortable with a particular teacher. While it’s not essential to have staff that reflect the gender mix of the students, it is important to consider any safeguarding issues that may arise if a student needs specific support.

Where you’re going

Day trips in your local area are also likely to require less support than multi-day trips further afield. Gathering a large group of students in busy places like train stations and airports is a task that requires multiple adults. If you’re staying overnight, you also need to plan for any changes in circumstances, such as illness.

The activities you’ll be doing

The nature of your school trip will have a significant impact on how many adults are required. Sit-down activities, such as theatre shows, will need less supervision than practical activities or walking tours. If you’re going on a trip that includes sports, you will need to consider the possibility of injury and plan accordingly.

DFE guidance on ratios: What you need to know

Bearing in mind the factors listed above, the Department for Education (DFE) in the UK provides guidelines around school trip ratios to ensure the safety and well-being of students during educational outings.

Typically, the DFE advises schools to adhere to ratios such as:

• Primary schools: For primary school-aged children, the recommended ratio often ranges from 1 adult to every 6 to 10 students. This will depend on factors such as the age of the students, the nature of the trip, and any additional needs of the students.
• Secondary schools: For secondary school-aged students, the recommended ratio may vary but is often around 1 adult to every 10 to 15 students. Again, this can depend on the factors listed above.
• Specific activities or environments: For certain activities or environments that pose a higher risk or require closer supervision, such as water-based activities or visits to unfamiliar locations or abroad, the recommended ratios may be more stringent to ensure student safety.

It’s important for schools to consider these ratios as guidelines and to conduct thorough risk assessments before organising any school trips. Factors such as the destination, mode of transport, duration of the trip, and the presence of any students with additional needs should all be taken into account when determining appropriate supervision ratios.

Additionally, schools should ensure that all supervising adults have undergone the necessary training, have appropriate qualifications if required (such as first aid certification), and are familiar with the school’s policies and procedures for managing emergencies and ensuring the welfare of students during the trip.

What is the STAGED approach?

The STAGED approach is a framework used in education to support inclusivity for students with disabilities or special educational needs (SEN). Each letter in “STAGED” represents a key aspect of the approach:

• Screening and identification: Assessments and observations to identify students who may require extra support.
• Targeted provision: Specific interventions tailored to students’ individual needs. This could include classroom accommodations, and speech or occupational therapy.
• Assessment and evaluation: Ongoing processes used to monitor students’ progress. The assessments are designed to evaluate how effective the interventions have been and to make informed decisions moving forward.
• General curriculum access: To ensure students with disabilities or SEN have equal opportunities to their peers. This may involve making adaptations or modifications to curriculum materials or assessment practices.
• Educational planning and individualised support: The development of individualised education plans (IEPs) or support plans tailored to a student’s specific goals and needs. These plans are developed collaboratively by teachers, parents, and specialists, and are regularly reviewed and revised as needed.
• Data-driven decision making: Uses data, evidence, and feedback to inform support strategies.

The STAGED approach helps teachers identify and support students who require it, in ways that work for individuals. When it comes to planning a school trip, teachers can use the information they have gained from this to aid in planning extra support for these students so that they can get as much out of the experience as their peers.

Get further support planning your next school trip with NGT

Ready to start planning your next school trip? Get inspired by the range of school trips we offer with Next Generation Travel, and get a quote today! We’ll support you through the planning process, taking away some of the stress you might be experiencing, and helping you create the best experience for yourself and your students.

Knowledge Bank - Leadership

Staff to pupil ratio laws for primary schools in the uk.

The DfE says that ratios of staff to pupils specified in the EYFS framework apply at all times, including breaks and lunchtimes.

See the report link opposite ‘Statutory Framework for the Early Years Foundation Stage’ (page 17 onwards).

For children aged three and over in maintained nurseries or nursery classes in maintained schools (except in reception classes), the requirement is that:

•  There must be at least one member of staff for every 13 children
• At least one member of staff must be a ‘school teacher’
• At least one member of staff must hold a relevant level-3 qualification

The required presence of a ‘school teacher’ is an addition to the 2012 statutory framework. However, the revised EYFS does not change the position on breaks, short-term absence and non-contact time.

The minimum ratio (one member of staff for every 13 children) must be maintained, but teachers are not necessarily required to be present during breaks and lunchtimes.

Headteachers should exercise their professional judgement in determining what cover is required.

Staff to pupil ratios at breaks for children outside the EYFS:

The DfE does not set a minimum supervision ratio for breaks and lunchtimes for pupils who are no longer in the EYFS. This includes reception classes in which the majority of children will reach the age of five, six, or seven during the course of the school year.

The number and type of staff (teachers, teaching assistants or midday supervisors) on duty at any one time should be determined after a risk assessment. There is no specific requirement for staff on duty to be qualified teachers or support staff with certain qualifications. However, this should be taken into account in the risk assessment.

For other Key Stages, and in most reception classes, the number of staff on duty should be determined by a risk assessment.

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• Parenting, childcare and children's services
• Childcare and early years
• Data collection for early years and childcare

Occupancy and staff ratios at early years providers

Research into occupancy, spare capacity and staff ratios for early years providers.

Applies to England

Ref: ISBN 978-1-83870-195-6, DFE-RR1011

PDF , 1.13 MB , 108 pages

This report uses data from the survey of childcare and early years providers for 2019 and qualitative interviews with early years providers to examine:

• spare capacity and staff ratios at group-based and school-based providers, including factors affecting occupancy rates and decision-making

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