Consent Forms

Loco Parentis
It is vitally important workers gain consent for under 18s in activities regardless of the level of risk. Consent allows the person(s) to whom the consent is given to act in ‘loco parentis’ - what you would reasonably expect from a good, caring parent.

Note: Data processing consent age is 16!

Permission for what?
For any Children’s Service activity with children/young people the lead worker/organiser should complete the top three boxes on page 1 making it clear what Children’s Services is asking permission for. It is not necessary to list every single activity that may happen at a centre (low risk) but indication of types of activity is required including any activity that may cause some parents/carers/guardians concern e.g. face-painting or tattoo transfers. For high risk and adventurous activities it is vitally important to be clear on all possible activities that may be undertaken - if permission has not been asked it has not been given - you cannot do that activity! Parents/carers/guardians have an opportunity to not give permission to a particular activity on page 2 though this may affect their place!

Note: Ideally the form should not go to a third page, delete the ‘swim’ box at the bottom if this is not applicable (for water-based activities only).

Permission cover period
The activity consent form is normally for a fixed activity/event on a particular day but can also cover a period of time e.g. meetings and low risk activities for 2018. It may also cover a fixed number of activity sessions e.g. 6 dance classes.

Media consent
Media consent is an agree/disagree box on the form for parents! Media consent enables teams to promote engagement and participation. In any event, photos may be distorted using artistic effects (e.g. in PowerPoint) to disguise children without media consent.

Privacy Notice (GDPR)
How we use the data we collect on the form is signposted on the form and is available to see on the LCC website. Be sure to retain information only as long as it is required. If media consent has been given then page 2 should be scanned for your records up to a maximum of 5 years. Please refer to the Privacy Notice.

High risk and adventurous activity
The form can be used for all activities including high risk and adventurous activities though these cannot be included as part of a general consent form! So a participation group with a general consent, e.g. Young Inspectors, will need a new consent form to participate in activities that have additional risk. However a child attending a high risk activity for a number of weeks, one form that included the dates would be sufficient.

Checking consent
It is important to check consent for missing information and the signed declaration. Key information should be noted and anything that needs further clarity should be followed up and noted on the form.

Sensitive information - who needs to know?
Consent forms are to be carried by the lead worker for any engagement not just for trips. An overview sheet highlighting important information is helpful. This information is sensitive and is to be kept secure. Depending on travel arrangements several staff may need to carry all consent forms in case something happens to a split party. Some key information e.g. diet/behaviour may need to be shared with other responsible adults (this is covered under our Privacy Notice). A Home/Base Contact should also have a list of participants and staff attending and their consent/contact information in case of emergency.

Evolve is the educational visits online approval system and the consent form is available in Resources and via your Educational Visits Coordinator. The consent form (with the first 3 boxes completed by worker) is to be uploaded as one of the documents required for approval.


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Last updated: 5 September 2018

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