4.14 Exchange Visits

Overview

Exchange visits provide valuable opportunities for young people to develop confidence, independence and intercultural understanding. They allow participants to experience life in another community or country while applying learning in real-world situations.

These visits can strengthen language skills, broaden perspectives and help students build skills that support both academic learning and future opportunities.

Types of Exchange Visits

Exchange visits can take several forms. Each type involves different responsibilities for host families and establishment staff. Some examples are:

Homestays – Accommodation Only

Host families provide accommodation but are not responsible for supervision. School staff remain responsible for students’ welfare and maintain appropriate contact and oversight.

Homestays – Host Supervision with School Staff Oversight

Host families supervise students while school staff retain overall responsibility. School staff maintain contact and may carry out regular supervision visits.

Homestays – Full Host Supervision

Host families or host organisations take responsibility for supervising students during agreed activities. During these periods, school staff may hand over direct activity supervision to the hosts (e.g for the weekend).

Work Experience Exchanges

Some exchanges include work placements. These must follow the establishment’s work experience policies and may require additional arrangements, particularly for placements overseas.

The type of exchange should reflect the visit’s learning aims and the level of supervision required. Arrangements should ensure host families/organisations are vetted, known, trusted and monitored. Consent should be fully informed.

Planning and Safety Considerations

Exchange visits require careful planning to ensure safety and a positive experience for participants.

Purpose and Learning Objectives

Clearly define the aims of the visit and how it supports learning.

Partner Organisation/Host Families

Work with a reliable partner school or organisation and ensure roles, responsibilities and expectations are clearly agreed. Ensure host families are informed and matched to group member needs (e.g pets).

Safeguarding and Vetting

Confirm that host families are appropriately vetted and that accommodation arrangements are suitable and appropriate.

Preparation and Cultural Awareness

Prepare students for cultural differences, local customs and expectations to support respectful engagement.

Communication with Parents

Provide clear information about travel arrangements, accommodation, activities and emergency contacts. Obtain parental consent where required.

Risk Assessment

Consider risks linked to travel, accommodation and planned activities, and put appropriate control measures in place.

Emergency Procedures

Ensure staff and students know how to respond if an issue arises. Provide clear contact details and maintain communication with the host organisation.

Insurance and Legal Requirements

Check that appropriate insurance arrangements are in place and confirm any entry requirements.

Monitoring and Review

During the visit, you should monitor students’ wellbeing and maintain regular contact where appropriate. After the exchange, review the experience, gather feedback and identify improvements for future visits.

If you need advice when planning an exchange visit, contact your Educational Visits Coordinator (EVC), Educational Visits Adviser, or employer for guidance.

Links to further reading

Keeping Children Safe in Education 2026 - https://www.gov.uk/government/publications/keeping-children-safe-in-education--2

OEAP National Guidance available at https://oeapng.info