EXCURSION AND INCURSION POLICY Rationale At CELC, excursions and incursions are planned to provide the children with an invaluable learning experience to explore the broader community and extend learning experiences beyond our classroom curriculum. Policy Guidelines Definition of excursion An excursion is a structured learning experience which is conducted external to the Child Care Centre site. Parent/guardian consent must be given prior to taking children on an excursion. Definition of incursion An incursion is a planned learning experience which is conducted within the Child Care Centre, and may involve members of the community attending the Centre to educate, perform or participate in learning experiences. Parent/guardian consent may need to be given prior to a child s participation in an incursion. Adult to child ratios Ratios apply in all situations where children leave the premises. The maximum adult to child ratios for excursions is one adult to four children (1:4). Implemented ratios must be reviewed when an excursion destination has increased risks. This can be determined when a risk assessment (Appendix A & B) of the excursion has been completed. Any volunteers accompanying the children on the excursion, that is not a parent or guardian of a child attending, must have a Volunteer Working with Children Check that is current. This must be provided to the Nominated Supervisor. Equipment required to be taken on excursions A mobile phone, first aid kit, and a list of emergency contact for all participants must be taken on the excursion. This includes for children, Educators, Staff and any other volunteers that are participating in the excursion. Additional equipment may be required pending on the posed risks of the excursion. This includes but is not limited to: drinking water, sun hats, sunscreen, wipes, tissues, spare clothes etc. In the event that a child has prescribed medication that is to be administered in the event of an emergency, this medication must accompany the child on the excursion. A copy of the child s emergency medical action plan must also accompany the child on the excursion. Procedures: All excursions and incursions need to be approved by the Centre Director before the planning commences. Where possible the educator planning the excursion should make a site visit to the venue to ensure they are able to view any possible risks in undertaking the excursion and this should be included in their risk assessment (Appendix A & B). The educator organising the excursion must conduct and record a complete risk assessment prior to the implementation of the excursion. CELC will follow the Victorian Children s Services Regulations in regards to ratios of educatorparent/children. 274-276 Mt Dandenong Rd, Croydon, 3136 Page 1
At least one qualified educator holding a Diploma of Children s Services or equivalent and sufficiently trained staff will attend to ensure no child is left without adequate supervision. The number of additional qualified educators will be in accordance with the individual destination of the excursion. At least 1 educator with a current Level 2 First Aid Certificate will attend the excursion. Parent/Guardian accompanying CELC on the excursion will be considered as staff for such excursion events and included in the adult to child ratio. Parents/Guardians will be under the direct supervision of a CELC educator and must fill in an Excursion Volunteer Form (Appendix D) prior to attending the excursion. A basic first aid kit will be taken all excursions. Emergency medication and Emergency Action Plans for any child attending the excursion must be taken all excursions. Bookings for venues and transport must be made and confirmed before Permission Forms are distributed to families. Excursion Authorisation Forms (Appendix D) must be completed by the child s parent/legal guardian and returned to CELC prior to the excursion taking place. Information will be provided to families on the purpose of the excursion, date of the excursion, the destination, transport arrangements, departure and arrival times from the service, and adult to children ratio and costs involved. Exhibitions or performances (Incursions) at CELC may require parent/legal guardian permission for their child to attend or participate in. Information will be provided to families on the purpose of the visitor, who/m the visitor is, the date, times, costs etc. If a family prefers their child does not participate in an excursion or incursion, the child will be involved in experiences within another room for the duration of the experiences. Children attending excursions will be given tags with their name, the service s name and phone number clearly printed on them. CELC s Supervision and Sun Protection Policies are followed during excursions. Families are encouraged to attend excursions and incursions. CELC will have a contingency plan in place in case of bad weather. Head counts of the children will be carried out at regular intervals by the leading educator and by any person in charge of a smaller group. Road safety rules will be discussed prior to leaving and enforced when walking with children. Educators/staff will be aware of additional risks such as crowds, roads, water etc.. Children with allergies or medical conditions will have this information recorded on their leading educator s class list and their medication bought with them. For the safety of those children it is best an Educator with first aid accompanies them if their parent cannot attend. The Nominated Supervisor will be aware of the excursion and a copy of the excursion itinerary will remain at CELC in case of an emergency. On returning to CELC, Educators will evaluate the excursion for any improvements or changes for how future excursions are planned. Follow up experiences, discussions or activities are to be planned and documented to extend children s learning and any knowledge gained from the excursion. Excursion Risk Assessment and Planning Process The service must conduct a risk assessment prior to an excursion taking place. Risk assessments are only required once if the excursion is a regular outing. Regular outings are walks, drives or trips to places that we visit regularly and which always have the same risks. 274-276 Mt Dandenong Rd, Croydon, 3136 Page 2
The risk assessment must be recorded using the Excursion Risk Assessment Form. Parents will be notified on the Authorisation for Excursion Form that they can access the Excursion Risk Assessments prior to the excursion upon their request. The service must comply with these requests and make all information available to parents if requested. Using a Excursion Risk Assessment Form (Appendix A), the service must take into consideration the following o Any risk that the excursion may pose to the safety, health and wellbeing of any child and identify how these risks will be managed and minimised. o Any water hazards. o Any risks associated with water-based activities. o Transportation (to and from). o The ratio of adults and children which must comply with the ratios in the Staffing Arrangements Policy. o Specialised skills required (such as life-saving skills). o Proposed activities. o Proposed duration. o Any medical conditions that need to be considered and managed for each child with specific health needs. The Risk Assessment Checklist (Appendix B) must also be conducted prior to any excursion. A parent or authorised nominee must provide a written authority for each child who is attending the excursion using the Authorisation for Excursion Form (Appendix C). Using the Authorisation for Excursion Form, the service will ensure that the emergency contact details for each child are up-to-date. Transport Considerations for Incursions The means of transport must be stated on the permission note. Buses ensure that the seating capacity as displayed on the compliance plate is not exceeded. All children must sit on seats, preferably with, or close to, an adult. Seat belt guidelines must be followed depending on the bus. If the bus has seat belts, they must be worn at all times. Trains contact the station prior to the excursion to inform them of the time you will be travelling, the destination and the number of children and adults who will be travelling. Arrangements should be made to arrive at the station with an adequate amount of time to allow for safe boarding. This will allow the station to inform the train guard so that he / she can hold the train for the period of time for safe boarding and alighting. All children should be seated at all times, with an adult close by. All children should be seated in the one carriage, if possible. Trams - Arrangements should be made to arrive at the tram stop with adequate amount of time to allow for safe boarding. All children should be seated at all times, with an adult close by. All children must be able to hold an adult s hand when crossing boarding and alighting the tram. Cars Any motor vehicle that is used to transport children on excursion (other than a motor vehicle with seating more than nine persons) is fitted child restraints and/or seatbelts that are appropriate for the age and weight of each child, that conform to the Australian Standards, and are professionally installed or checked by an authorised restraint fitter. Insurance Any excursion planned must be consistent with the requirements / exclusions of the Public Liability Cover held by the service. 274-276 Mt Dandenong Rd, Croydon, 3136 Page 3
Links National Regulations 99, 100, 101, 102. NQS Quality Area 2: Children s health and safety (2.3.1, 2.3.2). Quality Area 4: Staffing arrangements (4.1.1) EYLF & VEYLDF Outcomes 2: Community and 3: Wellbeing Sources Education and Care Services National Regulations 2011 Education and Care Services National Law 2011 National Quality Framework Review The policy will be reviewed annually. The review will be conducted by Management, Employees, Families and other Interested Parties. Version Action Date Excursion and Incursion Policy v2 Fully revised with lots of changes July 2013 Next review due July 2014 274-276 Mt Dandenong Rd, Croydon, 3136 Page 4
Appendix A - Excursion Risk Assessment Form 274-276 Mt Dandenong Rd, Croydon, 3136 Page 5
Appendix A - Excursion Risk Assessment Form As a part of the Excursion Risk Assessment Form, the service must complete the following details when planning an excursion - Time and Date of Proposed Excursion Reason for Excursion Proposed Route (to and from) Destination (s) Transportation Details (to and from) Number of Adults Involved Given the risks posted and outlined using the Excursion Risk Assessment, are there any specialised skills to ensure children are adequately and safely supervised at all times during the excursion? Specialised skills could include life-saving skills. Number of Children Involved Proposed Activities Proposed Duration Items to Be Taken by the Service (mobile phone, emergency contact details, etc) Items to Be Taken by the Children 274-276 Mt Dandenong Rd, Croydon, 3136 Page 6
Appendix B - Excursion Risk Checklist Risk Assessment Checklist Please circle. Yes No Risk Assessment yes no N/A The service has a timetable for the excursion and an itinerary. yes no N/A At least 24 hours notice of the excursion has been given to parents, with an itinerary for the excursion. It is preferable for longer notice to be given where possible yes no N/A A signed permission for the specific excursion and any specific activity which is to take place during the excursion has been received from the parents. Regular outings can be covered by one form for a period of 12 months. yes no N/A A list of children attending the excursion is left at the service prior to departure and a copy carried by the Supervisor for the purpose of checking at regular intervals during the course of the excursion. yes no N/A The Supervisor has ensured that all children are equipped with clothing appropriate for the excursion. For example - jumpers, sun hats, appropriate footwear, sunscreen. yes no N/A Educators are able to ensure children have accesses to of shaded areas. yes no N/A Any excursion planned is consistent with the requirements/exclusions of the Public Liability Insurance Cover held by the service. yes no N/A A fully stocked first aid kit is taken. yes no N/A Each child s emergency contact details are updated and taken. yes no N/A A mobile phone or change for a phone is organised to take on the excursion. yes no N/A Medication and a management plan for any children attending the excursion are available and updated. yes no N/A A designated educator must be assigned to directly supervise any child with a chronic illness/allergic condition. The educator is to hold the child s medication and management plan throughout the excursion. 274-276 Mt Dandenong Rd, Croydon, 3136 Page 7
Appendix C Authorisation for Excursion Form CELC has conducted an Excursion Risk Assessment for this excursion which is available for you to read upon request. Date: Click here to enter text. Time: Click here to enter text. Destination: Click here to enter text. Reason for excursion: Click here to enter text. Planned activities: Click here to enter text. Transportation details: Click here to enter text. Route (to and from): Click here to enter text. Anticipated number of adults: Click here to enter text. (educators) Click here to enter text.(volunteers) Anticipated number of children: Click here to enter text. Anticipated adult:child ratio: Click here to enter text. Cost: Click here to enter text. Children will need: Click here to enter text. Click here to enter text. Click here to enter text. EXCURSION AUTHORISATION FORM I give permission for the excursion to Click here to enter text. on Click here to enter text. (child s name) to attend I am available to assist with supervision on this excursion: Yes No Any adult/parent participating in the excursion will be under the direct supervision of a CELC staff member while assisting in the supervision and care of children on the excursion. All volunteers assisting with the excursion will be required to complete the CELC Excursion Volunteer Form prior to the excursion. I agree that my child shall be subject to the supervision of staff members in charge of the excursion. I authorise the staff member in charge of the excursion, to consent to my child receiving such medical/surgical treatment or ambulance transport as may be necessary. Current emergency contacts (name and contact number): 1. 2. Parent/Guardian name: Relationship to child: Signature: Date: 274-276 Mt Dandenong Rd, Croydon, 3136 Page 8
Appendix D Excursion Volunteer Form Dear Parent/Volunteer, Thank you for offering to help with the excursion on. Please note the following: 1. You will remain under the supervision of a qualified staff member at all times during the excursion. 2. Staff will provide you with information prior to the event about the educational objectives and your responsibilities in regard to the children participating in the excursion. You will be provided written details of information relevant for the excursion (for example, phone number if you become removed from the group, names of staff members, timetable for the days events). 3. All parents/volunteers are expected to comply with the requirements of centre policies such as No Smoking and Sunsmart during the excursion. These policies are available for you to read in the staff room or office. 4. You will be asked to provide emergency details for yourself prior to the excursion and permission for the staff in charge to seek emergency medical treatment and or an ambulance service on your behalf if required. I, understand and accept the responsibilities and conditions as noted above, and agree to volunteer for the above event/excursion. I understand that I will be under the immediate supervision of staff members in charge of the excursion and authorise the staff member in charge to seek emergency medical treatment or ambulance transport on my behalf if required. My contact person to be notified in case of any emergency is: Name: Relationship: Contact phone number on this day: Signed: Print name: Date: Please return this form prior to the excursion date. CELC would like to thank you for assisting with our excursion. Without your help, our excursions would not be possible. 274-276 Mt Dandenong Rd, Croydon, 3136 Page 9