When planning school excursions, safety should never be an afterthought. A key element of any risk management strategy is having a designated safety officer who is competent, experienced, and ready to respond in any situation. The ISO 31031 risk management standard emphasizes the importance of this role, ensuring that schools can provide the necessary backup for field operations and manage emergencies effectively. However, appointing the right person for the job is crucial. This isn’t a passive, administrative role, but a critical position that could be the difference between a smooth response and a chaotic disaster.
 
Why a Competent Safety Officer is Essential
 
A safety officer’s responsibility goes far beyond simply being on standby. They must be alert, informed, and prepared to handle emergencies, from minor incidents to critical situations. Accidents can happen anytime, anywhere, and without warning. Therefore, the safety officer must have the experience and training necessary to respond swiftly and manage the situation effectively.
 
Unfortunately, not all organizations take this role seriously. Some view it as an “easy day in the office,” appointing inexperienced staff who treat it as a chance to catch up on admin. This attitude can lead to disaster when something goes wrong, as I’ve seen firsthand.
 
The Dangers of an Unprepared Safety Officer
 
One weekend at a residential outdoor education campus, we had 60 students out in the field. The designated safety officer was part of the admin staff with little experience in field operations. He treated the day as an easy shift, wandering around campus and talking about how he couldn’t wait to go home.
 
At around 3 pm, a call came in. A student had been bitten by a snake. Instead of springing into action, the safety officer panicked. There was confusion, scrambling for maps, and a general lack of preparedness. What should have been a straightforward evacuation turned into a five-hour ordeal. The boy, who thankfully was not poisoned, finally arrived at the hospital well after 8 pm, simply due to the officer’s lack of mental readiness and practical knowledge.
 
This wasn’t just an issue of slow response; it was a failure of risk management. If the situation had been more serious, the outcome could have been catastrophic. This example highlights the importance of having the right person in the safety officer role, someone who can handle emergencies calmly and efficiently.
 
The Role of ISO 31031 in School Trip Safety
 
ISO 31031 provides schools with a structured approach to risk management, emphasizing the importance of contingency planning and preparedness. This standard ensures that schools have the right systems in place to manage safety on excursions. However, having a plan isn’t enough—you need the right people to execute it.
Staff involved in safety management must be thoroughly trained, experienced, and mentally prepared to shift into response mode when required. A safety officer who is merely “on-call” or underestimates the potential for incidents is a liability. Schools must invest in proper risk management training for their staff, ensuring that safety officers are fully prepared to act when needed.
 
Key Responsibilities of the Safety Officer
 
A competent safety officer:
 

• Monitors the situation: They track the group’s location, assess potential risks like weather changes, and remain informed about any issues that arise during the trip.
• Manages communications: They are the hub for all trip-related contact, ensuring that communication is clear, timely, and accurately logged.
• Responds to emergencies: When something goes wrong, the safety officer must respond quickly, coordinating evacuations or medical support as necessary.

 
This is not a role for someone without field experience or a lackadaisical attitude. The safety officer must be the most capable person available and who is someone who can adapt to chaotic situations and make informed decisions under pressure.
 
School trips require careful planning and risk management. Appointing the right safety officer is a critical part of that process. With ISO 31031, schools can develop comprehensive risk management strategies, but these strategies need capable staff to execute them. Don’t leave safety to chance or assign inexperienced staff to handle emergencies.
 
Having the right person in the safety officer role ensures that, when something goes wrong, it is contained and managed swiftly. It’s not about luck, it’s about good planning, proper training, and preparedness. In the end, the difference between a smooth response and a potential crisis lies in having the right people in the right place at the right time.

​When planning school excursions, whether they involve outdoor expeditions or sports trips, safety should always be a top priority. One key element that often gets overlooked is the role of a dedicated safety backup officer. This person’s sole responsibility is to monitor, support, and respond to any incidents that may arise during the trip. Without a properly trained safety officer, schools increase the risk of harm to students and staff. The ISO 31031 risk management standard helps schools implement these safety roles, ensuring proper planning, communication, and emergency response capabilities.
 
Why Schools Need a Dedicated Safety Backup Officer
 
No matter how well you plan a trip, unexpected incidents can still happen. Be it vehicle breakdowns, medical emergencies, or sudden weather changes, something can always go wrong. If all of your staff on the ground are tied up running the trip, their ability to respond to an emergency is severely limited. This is why it’s critical to have someone whose only job is to be on standby, ready to step in if things don’t go as planned.
 
At one school I worked at, we had an effective system in place where all staff were trained in emergency and crisis response. Our safety backup officer rotated in and out of the safety position, ensuring they were familiar with the local area and current operations. This meant that if something went wrong, they could respond immediately and appropriately, knowing exactly what needed to be done.
 
Key Responsibilities of the Safety Backup Officer
 
The safety officer plays a central role in ensuring smooth communication and safety management throughout the excursion. Some of their critical responsibilities include:
 

• Monitoring group locations and progress: The safety officer is the hub for all communications between the trip leaders and the school. They track the group’s location and are aware of any specific needs or concerns.
• Maintaining communication logs: All contact with the group is documented to ensure there is a complete record of the excursion’s communication, allowing for efficient coordination.
• Emergency readiness: While much of their time may be spent in the office, monitoring conditions, the safety officer is always prepared to respond swiftly. They have vehicles, communication devices, and the necessary equipment ready to deploy at a moment’s notice.

 
In many cases, the safety officer’s day is quiet—checking weather reports, fire danger ratings, and logging communication updates. But when something does go wrong, the difference in having someone fully prepared and equipped to act quickly can significantly impact the outcome of an emergency.
 
Why the On-Ground Team Can’t Handle It All
 
Some schools mistakenly believe that teachers and staff on the ground can handle any issues that arise. In reality, this approach is not only inefficient but also dangerous. I’ve worked at a school where the safety officer was “on-call” and 2.5 hours away—hardly an ideal setup in the event of an emergency. Having a dedicated safety officer on-site, or at least nearby, ensures that incidents are addressed quickly and effectively, reducing the risk of harm to students and staff.
 
ISO 31031 emphasizes the importance of contingency planning and resource allocation. By limiting your ability to manage crises with insufficient backup resources, you increase the likelihood of serious incidents. The safety officer needs to be on the ground, monitoring real-time conditions like weather changes, potential environmental hazards (such as bushfires or floods), and other operational risks.
 
How ISO 31031 Supports Risk Management Training
 
The ISO 31031 standard provides schools with a structured framework to train staff in risk management and emergency response. Teachers and trip coordinators need to understand their role in managing both routine operations and unexpected crises. Having a safety officer who is trained in these principles ensures that school excursions are not left vulnerable to mishaps.
 
This role is not a “quiet day” job for inexperienced staff members. It requires some of your most capable personnel, as their ability to respond effectively can make all the difference in containing and mitigating the situation. Whether they’re coordinating a hospital trip for an injured student or ensuring weather warnings are communicated to the group, their role is vital to the trip’s success.
 
The role of the safety backup officer in school excursions is indispensable. With proper training and a well-structured risk management plan, schools can ensure that emergencies are handled efficiently, and the safety of students and staff is maintained. Implementing ISO 31031 into your school’s excursion planning process not only provides a solid risk management foundation but also ensures your safety team is prepared for any situation. Don’t leave your staff and students at risk. Ensure there’s always a trained, capable safety officer ready to respond.