3rd Party Vetting: Ensuring Safety with ISO 31031 for School Trips

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When it comes to organizing school trips, many institutions rely on third-party providers for services such as outdoor education programs, sports activities, or overseas tours. These providers often market themselves with promises like “We take care of everything!” While this may sound convenient, schools must exercise caution and thoroughly vet these third-party providers, as they remain ultimately responsible for the safety and well-being of their students.
 
ISO 31031, the new international standard for risk management on school trips, offers a structured approach to ensure that third-party providers meet the necessary safety requirements.
 
Why Vetting Third-Party Providers is Critical
 
Third-party providers may have extensive experience in managing risks specific to their area, such as in-country hazards or local environmental conditions. However, no third party knows your students, staff, or the unique dynamics of your group as well as you do. Relying solely on the provider’s risk management plans or marketing claims can leave significant gaps in safety, and that’s where schools need to be extra cautious.
Even when a provider promises to “take care of everything,” the duty of care for students cannot be contracted out. Schools are responsible for ensuring the health, welfare, and safety of their students, regardless of who is running the trip.
 
How ISO 31031 Helps in Third-Party Provider Vetting
 
ISO 31031 provides a framework for assessing and managing risks associated with educational trips, including those facilitated by third-party providers. The standard ensures that schools take a proactive role in understanding and managing risks, rather than relying entirely on external organizations.
 
Key aspects of vetting a third-party provider using ISO 31031 include:

• Risk Management: Reviewing the provider’s risk assessment processes to ensure they align with your school’s standards.
• Communication Protocols: Understanding what information the provider needs from you and how they communicate risks or incidents.
• Insurance and Liability: Checking the provider’s insurance coverage, but going beyond just insurance to evaluate their emergency response and backup systems.
• Provider Skills and Capacity: Assessing their expertise and whether they have the capacity to handle emergencies or unexpected situations.
• Consistency and Oversight: Ensuring that there’s an ongoing process for reviewing the provider’s safety practices over time to maintain a high standard of care.

 
Third-Party Provider Vetting
 
Imagine your school is planning an overseas tour for students with a third-party provider that promises “all-inclusive” services, including writing the risk assessment for you. While this may sound like a time-saver, it should raise red flags. By following ISO 31031, your school would ask critical questions: Does the provider understand the specific needs of your students? Do they have contingency plans if something goes wrong? How is communication handled in case of an emergency?
 
With ISO 31031, you’d require the provider to demonstrate their safety protocols, insurance coverage, and emergency response capabilities. The goal is to collaborate with the provider but also maintain control over the risk management process, ensuring your school’s standards are met.
 
Building Long-Term Relationships with Providers
 
ISO 31031 also encourages schools to build long-term relationships with their third-party providers. Rather than a one-time vetting process, schools should continually review the provider’s processes and performance. This ongoing relationship helps ensure that programs remain well-run and safety measures are consistently updated, fostering a shared culture of risk management between the school and the provider.
 
When contracting out school trips to third-party providers, schools must go beyond marketing claims and perform thorough vetting. ISO 31031 provides a comprehensive framework for assessing the capabilities and safety standards of these providers, ensuring that schools maintain ultimate responsibility for their students' safety. By following this standard, schools can confidently partner with third-party providers while ensuring that their programs remain safe, well-managed, and responsive to potential risks.