EVOLVE has transformed the way Cheltenham Ladies’ College manages trips and off‑site activities. It has streamlined our administration and significantly improved the quality, consistency and accessibility of trip information throughout the entire process.
Working closely with the EVOLVE team, we have created a single, centralised hub for all trip details and staff access. This has saved staff considerable time in planning: they no longer need to consult our management information system for medical data or parent contact details, nor do they need to email colleagues with arrangements or produce time‑consuming spreadsheets, Word documents, or PDFs. EVOLVE also enables us to confirm that parents have been informed about a trip and to request specific consent for residential visits.
All trip information is now held within EVOLVE — from first‑aider details to itineraries — and house staff can easily view plans and make additional arrangements, such as organising a late supper. Trip leaders no longer need to liaise with the finance department about billing, as this and much more has been integrated into the system.
For the Leadership Team, the increased level of detail and visibility within the planning process means trips can be approved earlier and with greater confidence.
EVOLVE has also allowed us to generate valuable data on the number and type of trips undertaken by pupils and staff. The Curriculum Director can monitor missed lessons and required cover, giving us a clearer understanding of the cumulative impact of trips on curriculum time. This insight has been invaluable when assessing future trip requests.
The system was introduced at the start of the 2015 academic year. As with any significant change, some staff initially found the transition challenging, and training was required. We delivered a whole‑staff briefing, followed by drop‑in sessions and one‑to‑one support via email and telephone. The change affected all areas of the college — academic, support, and boarding staff.
As issues have arisen, we have refined our processes, adjusting questions (for example, around visa requirements) and reorganising layouts to group information more effectively. Our Transport Manager has also uploaded a list of staff authorised to drive a minibus.
As staff confidence has grown, we have expanded the Resources section within EVOLVE and adopted much of the National Guidance produced by the Outdoor Education Advisers Panel (OEAP). Because this guidance is embedded within EVOLVE, we can remain up to date quickly and efficiently.
EVOLVE now provides the college leadership team, staff, and pupils with a proven, flexible system for planning, resourcing, managing and delivering the educational objectives and outcomes of every trip.
Cheltenham Ladies’ College