Excursion- Camps and adventure activity policy

Transcription

1 Excursion- Camps and adventure activity policy The nature and extent of excursions, camps and adventure activities conducted by Melton Primary School will depend on the general educational policies developed by the School Council in relation to the requirements and priorities of the School Strategic Plan and the school Annual Implementation Plan. The Department of Education & Early Childhood Development procedures and requirements relating to preparation and safety must be observed in the conduct of all excursions. Ultimately, the responsibility for the safe and proper conduct of any school excursion, camp or adventure activity rests with the Principal, who must ensure that appropriate arrangements are made. The Principal will not permit any such activity to proceed unless the arrangements are considered to be satisfactory by all concerned. Aims, c and adventure To provide students with the opportunity to participate in a camping program that is linked to social, cultural and educational outcomes for students. To provide shared class and year level experiences, team building and a sense of group cohesiveness. To reinforce and extend classroom learning. To provide a program that delivers skills and knowledge that may lead to a lifelong involvement in worthwhile leisure pursuits. To provide a program that promotes self-esteem, resourcefulness, independence, leadership, judgement, cooperation and tolerance. To further develop their problem solving and life survival skills To extend understanding of their physical and cultural environment Approval for excursion, camps and adventure activities School Council approval: The School Council is responsible for the approval of all overnight excursions, school camps, interstate visits, excursions requiring sea or air travel or excursions involving weekends or vacations and all adventure activities. The Council needs to consider the contribution of the activity to the school program, its costs and the adequacy of planning and preparation. It must also consider the welfare and safety of the students, having regard to the advice given by the Principal. Principal approval: The Principal is responsible for the approval of any single day excursions other than those included above.

2 Accident Compensation for Teachers Concerned For accident compensation purposes the Principal should issue a statement of assignment duties prior to the conduct of council approved excursions to cover members of staff concerned. I,... Principal of... School, hereby allocate, pursuant to Regulation 2A of the Teaching Service (Governor in Council) Regulation, to... being members of the Teaching Service employed at the said school, the duty of accompanying, supervising and ensuring the general care, safety and welfare of students of Year... of the said school, travelling to and from and attending... Signature of the Principal... Permission Forms Permission forms must be returned and signed by parents / carers before the excursion. If the Permission Form is not signed and returned, along with the relevant monetary payment, by the due date the student will not attend the activity. Pre- Excursion Procedures For School Council approved excursions The School Council must be notified of a planned activity well in advance, enabling the School Council to make an informed decision, also allowing parents adequate time to pay. For excursions, camps and adventure activities, parents must be kept fully informed of all details well in advance of the planned activity. For overnight excursions, camps and adventure activities, if less than 80% of available students attend then the viability of the activity will be reviewed. Clear details of plans and organisation must be prepared for School Council. The School office will complete the Notification of School Activity online at 4 weeks prior to the camp departure date, and pass on to the Assistant Principal to ensure relevant details are recorded in the Daily Organisational Diary and are entered on the daily absence/planning sheets. Principal approved excursion The Principal must be informed of such an excursion no less than six weeks prior to the event. Parents must be notified at least five weeks prior to the excursion. The Excursions Procedure form must be filled out in every detail one week prior to the excursion. The said form is available from the Principal or Assistant Principal. Guidelines for supervision School parents have a responsibility Additional assistance Voluntary workers, parents, ancillary staff, external specialists and other adult members of the community can be used as excursion staff members and included in the staff-student ratios on school excursions provided that:

3 for School Council approved excursions that the council is satisfied that each worker is able to provide effective supervision of the activities involved and that all excursion staff are approved by the school council prior to the excursion. for Principal approved excursions that the Principal is satisfied that each worker is able to provide effective supervision of the activities involved sufficient teachers are present to maintain adequate control of the whole excursion and to control each activity. In general, teachers shall comprise at least half the excursion staff. Any additional adult helpers that are not part of Melton Primary School s staffing will be required to attend a short briefing session prior to the excursion being held. This session is to outline the support roles that they will be required to undertake during the excursion and the responsibilities that they have to the students attending the excursion. This briefing session is to be organised and run by the teacher in charge of the excursion and may be arranged at a time suitable to all parties. NB Any additional helpers must have a current Working With Children Check. It is therefore imperative that excursion coordinators plan their staffing well in advance. Staff Requirements Sufficient excursion staff to ensure proper supervision must be provided. In deciding what constitutes sufficient excursion staff, the Principal and School Council should take into account not only the provisos above, but also the previous experience of the excursion staff, the age and sex of the students, the size of the group, the nature and location of the excursion, the activities to be undertaken and any other factors of which they are aware. For all excursions involving overnight stays or adventure activities, at least two excursion staff must be present. (For primary schools, two adults, at least one of whom must be a teacher, must always be present). For all excursions involving overnight stays for mixed parties the excursion staff should include at least one person of each sex. (For primary school this is not essential but it is desirable.) Staffing ratios recommended are provided to give guidance to organisers of activities. It is the responsibility of the principal to ensure that sufficient staff are present to ensure adequate supervision in each circumstance of the particular excursion and the activities to be undertaken on it. The council must satisfy itself that adequate supervision is provided. Organisation All food, equipment, staffing, organization of activities and student management procedures must be addressed prior to the camp. Consideration needs to be given to students with special dietary and medical requirements. Parents should notify the staff in writing regarding special dietary and medical requirements when returning consent forms. Office staff will be responsible for managing and monitoring the payments made by parents and will provide organizing teachers with detailed records on a regular basis. The office staff must provide the teacher in charge with a final student list. In the case where a camp involves a particular class or year level group, the organizing teacher will ensure that there is an alternative program available for those students not attending the camp. The school will provide a mobile phone and first aid kit for each camp. The teacher in charge is responsible for collecting these prior to leaving. Parents may be invited to assist in the delivery of school camps. When deciding which parents will attend the organizing teacher will take into account any valuable skills offered (e.g. bus licence, first aid, etc), gender balance and special needs of particular students. For high risk Outdoor Education activities the staff member organizing must have suitable training and current qualifications. All staff members must be aware of the increased duty of care. The teacher in charge will ensure that student medical forms are available at the site and all camp staff are aware of special medical issues or medication requirements of any student.

4 One staff member will be designated to take responsibility for administering student medication if required. (following consultation with parents and/or appropriate medical practitioners) Guidelines for staff- Student ratio Day Excursions: (not involving adventure activities) One staff member per twenty students for excursions of up to one day duration Overnight Excursions: Base camp in residential premises or under canvas - one staff member per ten students Overnight Tours: including interstate tours) One staff member per fifteen students Additional staff may be required depending on the itinerary. Adventure activities: Bushwalking: overnight - one staff member to five students day walks - one staff member to ten students Canoeing: one staff member to six students Snow Activities: one staff member to five students Orienteering: one staff member to ten students Cycling: one staff member to ten students Horse riding: varies from one to one to one staff member to five students Parent communication All aspects of the camp will be outlined to parents in writing, including cost, sleeping arrangements, itinerary, activities, clothing and equipment lists, contact phone numbers, transport arrangements, student management processes, permission and medical forms and clearly stated payment finalization dates. All families will be given sufficient time to make payments for camps. All parental consent and medical forms must be completed, signed and returned and all money must be paid prior to leaving. Copies of completed permission notes and medical information must be accessible at the camp location by staff at all times. Only students that have displayed sensible, reliable behaviour at school will be permitted to participate in school camps. Parents will be notified if their child is in danger of losing the privilege to participate in a camp due to poor behaviour at school. The decision to exclude a student will be made by the Principal, Assistant Principal, Director of Well Being, in consultation with the organizing teacher. Both the parent and the student will be informed of this decision prior to the camp. All students participating in a school camp will be asked to sign a contract agreeing to abide by all camp rules. Parents will be requested to collect their child from camp if their child exhibits behaviour that is considered unacceptable or a danger to others. The Teacher in Charge, in consultation with a member of the leadership team, will make this decision. Costs incurred will be the responsibility of the parent. Refunds for excursions If your child is absent on the day of an excursion a medical certificate is required to obtain a part/ full refund. (If pre-paid tickets/food items have been purchased for an event, a full refund will not be possible)

5 Families with extenuating circumstances Date: March 2013 PROCEDURES: The following process is adopted in relation to collection of monies for excursions, swimming, visiting troupes and the like. Notices are issued to relevant parents (that is for the classes concerned) no later than 5 weeks prior to the date of the event. Teachers are required to provide details of the incursion/excursion, the purpose in relation to curriculum cost involved, when the money is to be sent to school and the date of the event. The closing date for payment of money is the week prior to the event. The closing date is to be clearly stated on notices and subsequent newsletters. The five working days gives teachers and office staff time to determine the number attending an event and thereby arrange adequate staffing of the event and to make adequate arrangements for supervision of children not attending. This timeframe enables office staff to finalize accounts for the excursion and to arrange cheques for those venues that require payment on the day. This also enables the school to advise excursion venues and Emergency Management of numbers of students and staff attending. Current notices and return slips for forthcoming excursions and events are available for collection in the foyer adjacent to the General Office. Please note that all signed permission forms are kept in the office until the day of the excursion. Excursion coordinators must make copies of these forms to take with them on the excursion. The original forms are to remain at school. To ensure maximum attendance grade teachers should constantly remind children about the date of the event and the closing date for payments. EXTENUATING CIRCUMSTANCES: 1. Parents who are experiencing financial difficulties may contact the school prior to the closing date for payments to negotiate a payment plan. If approval is given by the Principal the parent must sign and return the permission form prior to the closing date to ensure staffing can be suitably allocated. Payments may then be made according to the agreed plan. 2. Families who are experiencing financial difficulties MAY be offered assistance with payment. This is at the discretion of the Principal. However, they must approach the school prior to the closing date for payment of the event. 3. Children who are newly enrolled at Melton Primary School after the closing date for payment of an incursion/excursion and before the event cannot take part unless there is an available position on the bus and at the venue and it does not cause problems within the adult/student supervision ratio. 4. The school will not accept payments for incursions/excursions once the closing date for payments has passed; other than in relation to points 1, 2 or 3 above. This school believes that the process described above is fair and gives all parents enough time and notice to pay for an event before the close of payment.

6 PRELIMINARY ARRANGEMENTS This section needs to be submitted for approval at least 6 weeks prior to the event date. Late submissions will not be allowed. Once approval has been given, a copy will be returned to you. You may then arrange permission forms to be sent home via the Office and the pre-printed forms are to be used where at all possible. Additional information where known must be included. This form must be updated on a number of occasions (Week/two before cut-off, Week before Event, Day after cut-off, Two days before Event) Notes to parents must go out a minimum 5 weeks prior to the event, more if exceeds $50. Final payment date must be confirmed by the Office and is at least 5 to 7 school days prior to the excursion date. FINAL PAYMENT NOT TO BE A THURS or FRIDAY. Office must have a copy of all submissions, quotes, invoices, notices and permission drafts when first organising the event. NB All forms (this submission & permission notes/letters) must be co-signed by either the Principal or the Assistant Principal. EXCURSION TITLE PURPOSE of EXCURSION DATE/S OF EXCURSION: (Have you checked the Office Calendar for potential clashes? ) GRADES attending & on which days each grade is going:.... Special Group? Yes / No Group name: (List of students must be attached: Y / N) Teacher in Charge / Event Organiser: Destination/VENUE.... ADDRESS... Post Code TELEPHONE... Cost of Venue:.. PAYMENT METHOD (Preferred Direct Deposit). Please attach an overview to be used for inclusion on the CASES21/Office pre-printed permission form. This must include the following requirements: * Lunch & Food Requirements * Uniform * Additional Clothing needs (Boots, Coats) * Run down for the day* To establish the bus transport cost per child calculate the charge based on 80% of the children in the target group attending. FOR EXAMPLE: If there are 150 children in Grades 1 and 2 then 80% of that is 120. The total cost of buses is $800. Divide 120 into $800 and the cost per child for the bus is $6.70 (rounded up). Please be aware that G.S.T. TRANSPORT? Bus / Train / Walk / Other. TRANSPORT COMPANY... PHONE NUMBER DATE BOOKED No. OF BUSES BOOKED COST PER BUS.... If transport is not bus (eg train) give details of cost and arrangements for the travel.... TIMINGS: Event DEPARTURE/Start TIME..... RETURN/Finish to SCHOOL TIME.. charges must be included so you must ask whether prices are G.S.T. inclusive or not. TOTAL CHILDREN IN THIS LEVEL. Charge base Number (80%).. EXPENSES (Copies of all quotes and working out must be attached to this worksheet) COST GST COST PER CHILD PURCHASE ORDER WRITTEN Payment required prior to Event? TRANSPORT N/A YES No..YES VENUE / ENTRANCE / Tour costs (specify) N/A YES No..YES Food Component must be separate to other N/A YES No..YES OTHER COSTS: (This may include photocopying for booklets, printing costs for photos, prizes etc) N/A YES No..YES TOTAL Please Circle Please circle & Supply INVOICE Anticipated COST PER CHILD... Teacher in Charge to sign and pass on to Principal or Assistant Principal APPROVED BY TEACHER IN CHARGE TIC SIGNATURE DATE APPROVED Principal or Assistant Principal Name: Sign: Sign: APPROVED CHARGE PER CHILD: $

7 All known information should be completed at the time of first submission for approval & a copy of ALL given to the Office. This will greatly assist in the management of the event (incursions / excursion / local / walk). If children will not be attending for a known reason (known absence, holiday, appt, withdrawn from event due to behaviour) the office needs to be aware of this asap. MPS STAFF ATTENDING 1 TIC MOBILE PHONE CONTACT Nos PARTICIPATING PARENTS (All non Melton PS staff attending the excursion must have a current Working With Children Check ) This must be checked at the Office PROGRESSIVE ARRANGEMENTS: Check at office one to two weeks before cut-office (Date to be checked: ) Progress totals: Number of Children not attending / Not Paid?... WHY?..(Followed up? SIGN...) FINAL ARRANGEMENTS: Details on this part of the form must be completed at least ONE WEEK prior to the excursion. BUS BOOKING CONFIRMED BY. (Purchase Order # ) VENUE BOOKING CONFIRMED BY.. (Purchase Order # ) Number o f children attending (FULLY PAID).. (This can only be confirmed after 12noon the day after the closing date.) Number of Children not attending / Not Paid?... (Followed up?...) What are the arrangements for children not taking part in this excursion? What are the changed Yard Duty Arrangements? (Has the office been informed? Yes / No (Blue Diary?) ALL STUDENTS ATTENDING HAVE SIGNED CONSENT NOTES & THEIR MEDICAL FORMS HAVE BEEN CHECKED. MEDICAL CONCERNS HAVE BEEN ADDRESSED AND CATERED FOR YES / NO DAY-OF ARRANGEMENTS: Check at office at least two day before excursion (Date to be checked: ) ALL PERMISSION AND MEDICAL FORMS COPIED & ORIGINALS GIVEN BACK TO THE OFFICE YES / NO STAFF/TEACHER IN CHARGE OF FIRST AID:... KITS CHECKED (Sign)... Any additional details or amendments:..... TEACHER IN CHARGE TO SIGN AND PASS ON TO PRINCIPAL OR ASSISTANT PRINCIPAL APPROVED BY TEACHER IN CHARGE TIC SIGNATURE Principal or Assistant Principal Name: Sign: Sign: DATE APPROVED u:\melton primary school\policies\excursions and incursions\excursions teacher planning form aug 2011 le.doc

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9 Likelihood Risk Management Assessment Form Section 1 Environment Emergency Management Assessment Venue Assessed for month of Assess each of the following hazards and any others you think relevant and complete charts below: Bushfires Severe storms and flooding Earthquake School Bus Accident/Vehicle Incident Missing Student Medical Emergencies Incidents Aggressive student behaviour Intruders Internal fires and smoke Snakes and other wildlife Other relevant to camp area Very High High Moderate Low Low Moderate High Very High Impact Environmental Emergency Event Risk Management Strategies Very high or high likely-hood / very highor high impact Very high, High and moderate likelihood /Very high, high or moderate impact Very high, High, Moderate or Low likelihood / High and Very High Impact Page 9 of 22

10 Section 2 General Excursion Risk Assessment This form is to be completed as part of the planning process for all excursions. Class Group: Date: Supervising Teacher: People Attributes people bring to an activity e.g. skills, physical fitness, health, age, fears, number Dangers Factors which could lead to each inherent risk eventuating Risk Management Strategies Strategies to reduce risks Equipment Resources that impact on the activity e.g. clothing, footwear, teaching equipment Environment Factors that impact on the activity e.g. Weather, terrain, water Critical incident management (emergency procedures) contact the school for assistance. If a student is lost ensure all other students and staff are safe. Follow School Plan What to do if a student is lost on an Excursion or Camp. Every teacher should have a copy of this in the excursion DISPlan. If someone is injured ensure all other students and staff are safe. Administer first aid or call for an ambulance if more assistance in needed. Contact the school. Complete forms upon return to school. The school will provide supervision ratios in line with the Department s policy as outlined in the DEECD School Policy & Advisory Guide, depending on the nature and location of the school activity. Page 10 of 22

11 DEECD Excursion Policy Safety Guidelines for Education Outdoors Appendices which are connected with this policy are: Appendix A: Pupil/Teacher Ratios Appendix B: Pro-forma for school approval for all camps Appendix C: Guidelines for teachers planning a camp or excursion Appendix D: Notification of School Activity (camps and excursions) EVALUATION This policy will be reviewed annually or more often if necessary due to changes in regulations or circumstances. Date Implemented Author Approved By Approval Authority (Signature & Date) Date Reviewed Responsible for Review Review Date References Assistant Principal DEECD Excursion Policy Page 11 of 22

12 Appendix A Pupil / Teacher Ratios Abseiling and Rock Climbing 1:1 Rock Face 1:10 Others 2 Experienced Staff Ropes Course 1:12 3 students to any one element, 1 participating, 2 spotting NOTE: No student on any element unless supervised Bass Camping 1:10 Residential; canvas 1:15 Study: residential Board Sailing 1:3 Beginners 1:5 Novice; intermediate; advanced 2 Experienced sailors Boats, Small Sailing - (Dinghies, Catamarans) 1:8 Enclosed Waters 1:6 Open Waters 1:4 Open Waters, Adverse Bushwalking 1:5 Overnight 1:10 Day Canoeing 1:6 2 Staff members Cycling 1:10 Horse Riding 1:1 Basics 1:5 Beginners 1:8 Semi-experienced Riding School: 1 Experienced teacher with instructor 2 Experienced teachers if no instructor or group exceeds 10 Scuba Diving 1:8 Pool training 1:4 Diving, 2 buddy systems NOTE: Shooting 2 qualified staff 1:1 New or inexperienced 1:5 On the track or mound 1:15 Observers or waiting Snorkelling 1:8 Closed water: pool 1:4 Open water NOTE: 2 qualified staff Snow Activities 1:8 Alpine, Nordic overnight 1:10 Alpine, Nordic day 1:10 Non-skiing Surf Activities 1:10 Beach 1:8 Surf NOTE: Swimming 1 teacher/instructor in water and NOTE 1 teacher/ instructor on beach 1:20 Enclosed pools 1:10 Open water Water Skiing 1:20 Shore 1 Student on two at any one time; if highly experienced two may be taken together 2 People in boat driver and observer; one must be staff member Orienteering 1:10 Bush Page 12 of 22

13 Appendix B Pro-forma for School Approval for all Camps *This form must be completed and handed to the Principal five days before School Council. If possible Council approval is required TWO normal meetings before the camp date and for interstate and overseas trips Council needs to approve the trip in the November Council meeting of the preceding year. It is suggested that a Teacher-in-charge attend the Council meeting if possible. The processes outlined below provide adequate and appropriate supervision of students in the school yard so that the school fulfils its duty care to its students in terms of on-site supervision. 1. Camp Location / Phone Name of Camp: Name of nearest town: Address of Camp: Postcode: Telephone of Camp: ( ) Emergency Services Phone Number and Locations: Police - Phone: ( ) at Fire - Phone: ( ) at Doctor - Phone: ( ) at Hospital - Phone: ( ) at Ambulance - Phone: ( ) at Other - Phone: ( ) at Type of Camp Accommodation: Canvas Bunkhouse Chalet Motel Hotel Other Page 13 of 22

14 If other, please give details: 2. Dates / Times Leave School at am/pm on (day/month/year) Arrive back at School No. of days of Camp: am/pm on (day/month/year) Is this Camp in: School time only? YES NO Holidays time only? YES NO School time and holidays/weekends time? YES NO Does this camp clash with any major school activities on the School calendar? YES NO If YES, list these activities: 3. Staff included Teacher(s)-in-charge: No. of extra staff required to meet safety ratios: Male: Female: Totals: Numbers of any teacher aides/parents/student teachers who wish to be included in the staffing (not camp staff). In most cases non-teaching staff will require a police check (paid by the School). Mr / Mrs / Ms: Position: Mr / Mrs / Ms: Position: Mr / Mrs / Ms: Position: It is the responsibility of the teacher-in-charge to ensure that all activities are adequately staffed. School Council will adopt the Guide to staff supervision ratios (Appendix A). Has the teacher-in-charge checked these ratios? YES NO Page 14 of 22

15 Can these ratios be met with the above staff requested? YES NO 4. Student Numbers / Age Actual names are NOT required when this approval application goes to School Council. Actual names must be left with the Principal/Assistant Principal two weeks before the camp. Boys: Girls: Totals: Age range of most students: to Cost of camp (per student): $ 5. Educational aims of Camp (state briefly) 6. Method of Travel / Route Travel to the Camp: Travel back to School: Travel while at Camp: Are staff member s cars involved? YES NO If YES, complete the details below: CAR OWNER TYPE REG. NO # INSURANCE COMPANY SIGNATURE YES NO YES NO YES NO Page 15 of 22

16 YES NO YES NO NOTE: All staff cars must be covered by comprehensive insurance policies. Are staff member s driving buses? YES NO If the buses require drivers to have endorsed licences, list the staff drivers attending with such qualifications. NAME OF STAFF LICENCE NUMBER EXPIRY DATE NOTE: If a BUS is hired (self drive or with company driver) staff are requested to ensure the vehicle has seat belts on all seats. Route In the space below, outline the main route of travel for this camp (if you are on a set tour, attach a brochure with the mapped route). 7. Activities on this Camp Page 16 of 22

17 A daily plan is not required here, but must be handed to the Principal within 2 weeks of the camp. The teacher-in-charge must ensure that all activities listed below are covered as follows: (i) Pupil/Teacher Ratios (see Appendix A). You may use on-site camp staff in these activities. (ii) Special Qualifications list staff with the required qualifications where appropriate. (iii) Student Equipment students/parents must receive a list of equipment/dress required well before the camp. ACTIVITY STAFF RATIO SPECIAL STAFF ON SITE QUALIFICATIONS STUDENT EQUIPMENT 8. Camp Insurance A member of staff need to SIGHT a copy of the Camp s Insurance Policy and note details below for School Council. INSURANCE COMPANY POLICY NO. TYPE OF INSURANCE LIMIT OF COVER 9. Certification Page 17 of 22

18 As the teacher-in-charge, I certify that the particulars in the application are true and correct. I am aware of the safety precautions published in Department of Education and Early Childhood Development booklets for the activities above. Signed: Date: 10. Post Approval Requirements If the camp receives School Council approval, based on the information under Points 1-8, the teacher-in-charge must work with the Assistant Principal to ensure the following procedures are carried out before the camp: (i) (ii) (iii) (iv) (v) (vi) Notify the Region on a Notification of School Activity form kept by the Principal or online. Ensure students/parents receive 4 sheets: (a) Camp description including clear costs, dates, modes of travel, contact numbers and aims/activities. (b) Permission form and a code of conduct sheet this form must be signed by both the student and parent. (c) Confidential medical report for School camps. (d) List of clothing/bedding/safety gear required. Provide a list of students, staff and a daily program to the Principal. The teacher-in-charge should work with the Assistant Principal and any local authorities to ensure they are aware of disaster plan/escape routes for the area of the camp (if applicable). The first aid kit must be taken on all camps. No student may attend camp unless all forms are signed and returned and camp fees paid (unless special arrangements are made with the Principal). For some camps, School levies must be paid before a camp fee is accepted. (vii) The Principal must be informed of any change of planned activities/itinerary. Page 18 of 22

19 Appendix C Guidelines for teachers planning a camp 1. Introduction Camps need to be planned well in advance and should relate to the curriculum being taught. Students and their parents should be provided with information about the program s educational objectives, the nature of the activities, clothing requirements, the venue and costs well in advance. Prior to single day excursions in which students leave the school grounds for the purpose of engaging in educational activities, the approval of the principal must be obtained. School Council is responsible for the approval of: over night excursions camps interstate and overseas visits excursions requiring sea or air travel excursions involving weekends or vacations adventure activities Before approving an excursion, consideration by the principal and/or School Council needs to include: the contribution of the activity to the School curriculum the adequacy of planning, preparation and organisation the provisions of the safety and welfare of students and staff the experience and competence of staff relative to the activities being undertaken the adequacy of student supervision the cost A parent must provide written consent for their child to take part in an excursion. Parents asked to sign consent forms must be given sufficient information about the nature of the proposed activity, the risks involved and the degree of supervision. Parental consent is required for the following reasons: to authorise the school to have the student in its care after normal school hours to authorise the school to take the student out of the school environment to alert the school to any medical condition or allergies of the student to authorise the school to consent to emergency treatment for the student Unitt Street, Melton Vic Phone (03) * (03) * Fax (03) melton.ps@edumail.vic.gov.au * ABN

20 for the parent to consent to any financial cost of the excursion for the parent to consent to the student being sent home in the event of any serious misbehaviour Consent forms are to be taken on the excursion by the teacher in charge, and the designated school contact person should hold a list of participants, a copy of the consent forms and contacts in case of emergency. In addition to any teachers employed by the DEECD or the School Council, excursion staff may include other adults on a volunteer or paid worker basis, such as parents, school services officers, community members, campsite staff and trainee teachers. School uniforms must be worn on all school excursions except whenever specialised clothing is a requirement, e.g. snow trip. Only students who display sensible and reliable behaviour at school will be taken on camps and excursions outside the school. Sensible and reliable behaviour at camps and excursions will be expected at all times. Students can be sent home if their behaviour warrants a severe consequence. 2. Planning Forward planning takes into consideration whole school demands and must ensure that the normal school program is not consistently disrupted. Planning should include: a clear aim costing transport, admission, etc (the costing must be realistic in terms of the nature of the experience and the resultant learning outcomes) the opportunity for payment in advance, by instalments or lump sum payment may be offered to parents staffing needs pre-visit if venue is new/unknown consideration of children whose parents may not be able to meet costs excursion book maintained for evaluation of the camp/excursion for future planning excursion approval forms to be completed and handed in one week prior to the activity arrangements for covering camp staff classes while they are away from school 3. Preparation Unitt Street, Melton Vic Phone (03) * (03) * Fax (03) melton.ps@edumail.vic.gov.au * ABN

21 Preparation for any activity should include: quotes for transport booking of transport confirmation time for departure and return informing specialist teachers, parent helpers, area coordinator informing parents attending activity on discipline procedures preliminary classroom activities collection of monies arrangement for school cheque medical information, precautions and First Aid kit Appendix D Notification of School Activity (camps) School councils are responsible for ensuring that the activities listed below are thoroughly planned, checked and documented in accordance with Department of Education & Training guidelines for the planning and conduct of camps, excursions and outdoor adventure activities. If comprehensive information is required during an emergency, schools will be expected to provide it at any time of the day or week from the documentation prepared for the activity which is held by the school. Relevant details about School Council approved camps and excursions must be entered into the DEECD database using the online notification form available at: This notification should be provided three weeks prior to commencing the activity. Notes: overnight, weekend, interstate, overseas activities adventure activities non-adventure activities which, by their nature, location or timing, may be hazardous School closures, pupil free days, combined sports or cluster days 1. An additional sheet listing the actual dates and locations of activities should accompany this form when the same activity is to be repeated on different occasions. 2. The coordinating school should complete the form for activities involving a group of schools. Unitt Street, Melton Vic Phone (03) * (03) * Fax (03) melton.ps@edumail.vic.gov.au * ABN

22 3. Day excursions should be reported if activities are to be conducted by: country schools - beyond the local town/city rural schools - beyond the local area metropolitan schools - beyond the greater metropolitan area Unitt Street, Melton Vic Phone (03) * (03) * Fax (03) melton.ps@edumail.vic.gov.au * ABN