Children playing shop while learning languages

A school exchange or a trip overseas is a fun experience, providing students and teachers with exposure to new cultures, languages and international awareness. It’s a valuable and often unique opportunity for young people to broaden their horizons beyond the classroom and to develop new skills, ideas and friendships.

Of course, the visit needs to be well planned, managed and conducted to help to keep everyone safe. We have created an International Visits toolkit which pulls together information to help you plan and run your exchange safely. The link is included in the downloads section at the bottom of this page.

Erasmus+

The UK is set to join the Erasmus+ scheme in 2027.

Erasmus+ offers transformative international experiences for learners, trainees and staff across the UK in education, youth and sport.

The programme supports both formal and non-formal learning opportunities, with projects that go beyond traditional ways of learning. Funding is available for schools for both long and short-term placements and partnerships. Erasmus+ is especially keen to encourage applications from people facing barriers to participation, including those with disabilities, additional learning needs or fewer opportunities. 

For schools in particular, Erasmus+ funding is available for:

• School visits and exchanges where pupils can spend time studying abroad, either as part of a class or individually.

• Staff working in schools to take part in international partnerships and professional development activities.

Visit Funding for Study, Training and Partnerships | Erasmus + to find out more.

The Department for Education’s Turing Scheme and Welsh Government’s Taith scheme will continue to support schools who have funding already in place to take pupils abroad in 2026-27 but are now closed for future applications. 

If you need help identifying a possible partner school, the British Council can support you. Visit our Partner with a school webpage to find out how.

 

The safeguarding and protection of children is central to any school trip. Before you start planning a trip overseas or within the UK, consider and evaluate your child protection policies. There is more information about this in our International Visits Toolkit (there is a link in the Downloads section at the bottom of the page).

The school organising the International School Exchange is fully responsible for duty of care for the students, staff and others involved. The school in receipt of a grant is responsible for:

  • ensuring a safe working environment 
  • providing information, advice, training and support 
  • ensuring appropriate policies and procedures are in place 
  • ensuring that employees and others involved in our activities understand their own responsibilities
  • carrying out risk assessments where appropriate to identify hazards and risks and putting in place control measures for these
  • ensuring adequate insurance policies are in place or where this is the responsibility of others ensure that this is clear
  • measures that are both reactive – providing a response in case of incidents and emergencies – and proactive – identifying and managing risks.

It is the school’s responsibility to make sure adequate insurance is arranged for the visit. 

Check what is covered in the insurance. Think about:

  • financial protection
  • travel issues, such as cancellation, loss of luggage and early return
  • third party liability
  • medical assistance
  • accident and serious illness
  • repatriation
  • death
  • legal assistance fees
  • special insurance for particular circumstances such as outdoor activities
  • protection from Covid-19 cancellation.

Check if the school’s insurance already covers teachers and staff for accident and liability while abroad. 

Your school could consider the government’s Risk Protection Arrangement for schools, if eligible. This is an alternative to commercial insurance designed for  public sector schools and which may save you time and money.

Independent advice on insurance cover and options can be sought from the British Insurance Brokers’ Association (BIBA) or Association of British Insurers (ABI). Any school holding ATOL or ABTA refund credit notes may use these credit notes to rebook educational or international visits.

Following the United Kingdom’s withdrawal from the European Union, you should note the new travel considerations for individuals and groups travelling to Europe. We have put together guidance to help you with this.

Simplify the planning of your next school visit by reading our School Exchange starter pack, containing sample templates and forms to help you organise your visit.

Please note that these guides were created prior to the COVID-19 pandemic and guidance may have changed

Read from the Association of School and College Leaders on how to plan international exchange visits with a homestay element. There's a link at the bottom of the page.

Take a look at the national guidance provided by the Department for Education - Keeping Children Safe in Education (updated 2022)

Other advice that can help you:

  • If it’s your first time in the role of Visit Leader, Outdoor Education Adviser’s Panel's website is a great place to start. They have blogs that cover a wide range of topics to help and advise you.
  • You should remember that looked-after children will require a letter of authority to let them travel abroad
  • Any accompanying adult not employed by the school must have a DBS criminal background check completed
  • A risk log/register should be kept updated throughout the preparations for the visit, identifying potential risks and recommended mitigations. Remember to take into account any public health advice, such as hygiene and ventilation requirements, and include that ask part of the risk assessment.
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