Excursion policy.
How we plan, risk-assess and run excursions with children, including supervision, parent authorisation and transport safety.
Introduction
Excursions are a valuable experience for children, families and staff of education and care settings. Excursions provide the opportunity to expand and enhance children's experiences, explore different environments, and engage in meaningful ways with their communities. Excursions require appropriate planning and risk management to ensure the best experience and enjoyment for all. Our service is committed to providing excursions that are well considered and planned, provide meaningful experiences, and ensure the health, safety, and wellbeing of children at all times.
Aim
Excursions outside the centre will only be to nearby destinations which can be accessed by walking. No children under the age of 3 years will be involved in excursions outside the centre. Permission for all excursions must be given by the Senior Director and Approved Provider. A risk assessment must be conducted prior to the excursion taking place.
Goals
We will
Plan for excursions with careful consideration of the safety of children and adults.
Carry out excursions only where full documentation and permissions have been completed and obtained.
Undertake full risk assessments, consideration of value of educational excursions, and plan for first aid requirements.
Purpose
This policy has been formulated to ensure children at the centre are exposed to many safe educational settings and experiences to expand their individual interests and knowledge. Parental involvement will be encouraged, and parents will be made aware that without their involvement excursions off premises will not be possible.
Strategies
All excursions will be planned in advance to
maximise both children's developmental experiences and their safety;
reflect the age, capacity, and interests of the children;
ensure they are properly supervised and conducted in a safe manner; and
are conducted with fully informed written parental permission.
All excursions will be thoroughly researched to ensure
supervision is adequate so children cannot be separated from the group;
access to hazardous equipment and environments are minimised;
there is adequate access to food, drink, and other facilities (toilets, hand washing etc.);
consideration is given to the mobility and supervision requirements of children with additional needs;
that adequate sun and shade protection is available.
When planning for an excursion staff will:-
Assess the requirements for the excursion;
Conduct a risk assessment;
Ensure venues are in walking distance of the centre;
Make alternative arrangements for adverse weather conditions;
Inform families of the details of the excursion including destination, objectives, and outcomes, and what the child/ren should bring;
Provide parents or legal guardians with an excursion permission form to complete to authorise their child to participate in the excursion;
Collect completed permission forms for each child attending the excursion;
Request additional adult participation on the excursion where required;
Arrange for a suitably equipped first aid kit (including EpiPen/Anapen/Asthma medication and Diabetic Insulin (If appropriate) and mobile phone to be taken on the excursion.
Educators must make alternate arrangements for any children who are not attending the excursion and ensure that any dialogue or pre-planning for the excursion does not alienate such children from social networks.
Additional factors need to be considered in the planning of excursions for children with additional needs. Where possible, our service will uphold the right for all children to access all excursions and engage in meaningful ways while on excursions.
Risk Assessment
The Nominated Supervisor will
Ensure a risk assessment is conducted prior to any excursion to identify and assess the risk the excursion may pose to the safety, health, and wellbeing of any child whilst on the excursion and will specify how the service will manage any risks identified.
The risk assessment conductor will consider
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 (this may include sun protection considerations)
destination and duration of the excursion;
potential water hazards or any hazard associated with water based activities;
distance to walk to and from the venue
number of educators, responsible persons, parent volunteers and children involved;
proposed activities; and
items to be taken on the excursion e.g.: mobile phone, first aid kit, emergency contact numbers.
If the excursion is a regular occurrence a risk assessment will only be carried out once, provided the circumstances around the excursion have not changed in any way since the initial risk assessment was conducted. Risk assessments will be reviewed each year and permissions re applied for as necessary.
The Nominated Supervisor will update risk assessments for regular outings and obtain new authorisations from parents/guardians when circumstances that may affect the arrangements change, including for example:
weather conditions (summer versus winter, extreme weather events like heatwaves, floods and bushfires)
changes in routes for example because of road works
the numbers and vulnerabilities of children.
The Nominated Supervisor will also
appoint a Responsible Person to be in charge of the excursion.
Authorisation for Excursions
The Nominated Supervisor will ensure that
For all excursions parents or legal guardians will be given an excursion permission form with full details of the excursion including:
date, description, duration, and destination of proposed excursion;
method of transport to be used;
reason for the excursion and proposed activities to be conducted on the excursion;
the anticipated adult: child ratio - outlining number of educators and staff and other adults attending;
a statement that a risk assessment has been prepared and is available at the service for parents to view.
If the excursion is a regular outing, authorisation is required once in a 12-month period. All parents or legal guardians will be asked to sign permission forms for regular excursions on enrolment and at the beginning of each subsequent year.
No child will be taken on an excursion unless written permission from parents or legal guardian has been received.
Families and Volunteers
Families will be encouraged to participate in excursions to assist in maintaining suitable child/adult ratios.
If additional adults are required volunteers will be invited. Volunteers will be mature, responsible people who are aware of the hazards and responsibilities of taking a group of children out of the service.
Family members/volunteers will not be left in sole charge of children and must be supervised by an educator at all times.
All volunteers/family members' details will be entered into the appropriate staff record for that day.
Transport and Traffic
Any excursion undertaken within the centre will be a walking excursion only. Staff must ensure that all venues are within walking distance of the centre.
Safety of children will be considered in the choice of route to the venue. Our service will follow all applicable NSW road rules as well as the Kids and Traffic best practice recommendations for walking safely with young children. Every reasonable precaution will be taken to protect children from harm and any hazard likely to cause injury.
Educators will ensure children obey road rules and crossroads at a crossing or lights where available. Educators will remain vigilant to ensure no child runs ahead or lags behind the group. Staff will use strategies such as blocking the traffic or using a walking rope for the children to hold onto when walking to the excursion venue and crossing roads.
Supervision
Supervision on excursions will ensure the safety and wellbeing of all children for the duration of the excursion, taking into account ratios and all risks and hazards likely to be encountered.
The venue will be assessed as safe for all children and adults on the excursion and will be easily supervised and accessible.
Water Hazards
No excursions will be conducted to a swimming pool or other water related activity. Where there are significant water hazards (such as rivers, lakes, or beaches), risk management strategies will be identified and implemented.
Conducting the Excursion
All educators, volunteers and children attending will be informed of excursion timetable/itinerary, special requirements, safety procedures, grouping of children and responsibilities.
A list of children on the excursion will be left at the centre and a copy carried by the delegated Responsible Person. Before leaving on the excursion a notice will be prominently displayed at the service which includes:
itinerary and timetable; and
mobile contact phone number.
Items to be taken on excursions include
a suitable stocked first-aid kit including EpiPen/Anapen/ Asthma medication and Diabetic Insulin (If appropriate);
a mobile phone;
children's emergency contact numbers;
children's medication, if required; and
other items as required e.g., sunscreen, drinking cups, jackets, water, soap, antiseptic hand cleaner, toilet paper, tissues.
If a child is lost on an excursion, we will always leave a staff member behind to look, while the other group leaders escort the children back.
Evaluation
All excursions are conducted in a safe manner and evaluated. Any improvements identified in the risk assessment prior to conducting the excursion or the evaluation of the excursion are addressed and actioned to ensure children's safety.
Procedure
To conduct risk assessment of excursion prior to excursion taking place.
Risk assessment must be conducted before excursion
The approved provider of an education and care service must ensure a risk assessment is carried out in accordance with regulation 101 before an authorisation is sought under regulation 102 for an excursion.
The nominated supervisor of an education and care service must ensure a risk assessment is carried out in accordance with regulation 101 before an authorisation is sought under regulation 102 for an excursion.
A risk assessment is not required under this regulation for an excursion if -
the excursion is a regular outing; and
a risk assessment has been conducted for the excursion.
Conduct of risk assessment for excursion
A risk assessment for an excursion must -
identify and assess risks that the excursion may pose to the safety, health, or wellbeing of any chid being taken on the excursion; and
specify how the identified risks will be managed and minimised.
Without limiting subregulation (1), a risk assessment must consider -
the proposed route and destination for the excursion; and
any water hazards; and
any risks associated with water-based activities; and
the transport to and from the proposed destination for the excursion; and
the number of adults and children involved in the excursion; and
given the risks posed by the excursion, the number of educators or other responsible adults that is appropriate to provide supervision and whether any adults with specialised skills are required; and
Example
Specialised skills could include life-saving skills.
the proposed activities; and
the proposed duration of the excursion; and
the items that should be taken on the excursion.
Example
A mobile phone and a list of emergency contact numbers for children on the excursion.
2. Advertising:
The excursion will be advertised for two weeks before the event by poster and also through the centres App. Information to be included will be.
numbers of children able to be taken on the excursion (if numbers are limited for the show / excursion),
numbers of parents needed to provide correct ratios,
date and times for duration of the excursion,
cost (if applicable), and
the excursion agenda.
3. Parent Permission:
Permission notes to be written, signed by parents, and returned to the centre prior to the excursion. These notes will include the following information:
Name of designated Supervisor.
Purpose of the excursion.
Venue, date, and proposed destination for the excursion.
Activities to be carried out during the excursion.
Clothing and equipment needed.
Number of adults to accompany and supervise the children.
The name of the person with first aid qualifications who will accompany the children on the excursion.
Proposed period of time during which the excursion is to take place.
An emergency contact number for the excursion.
Cost (if applicable).
Place for parents to sign authority for their child to attend the specified excursion.
*There will be no significant changes from the stated plan, venue and given times as given in the Excursion Permission slip.*
Authorisation for excursions
The approved provider of an education and care service must ensure that a child being educated and cared for by the service is not taken outside the education and care service premises on an excursion unless written authorisation has been provided under subregulation (4).
The nominated supervisor of an education and care service must ensure that a child being educated and cared for by the service is not taken outside the education and care service premises on an excursion unless written authorisation has been provided under subregulation (4).
The authorisation must be given by a parent or other person named in the child's enrolment record as having authority to authorise the taking of the child outside the education and care service premises by an educator and must state -
the child's name; and
the reason the child is to be taken outside the premises; and
the date the child is to be taken on the excursion (unless the authorisation is for a regular outing); and
a description of the proposed destination for the excursion; and
the method of transport to be used for the excursion; and
the proposed activities to be undertaken by the child during the excursion; and
the period the child will be away from the premises; and
the anticipated number of children likely to be attending the excursion; and
the anticipated ratio of educators attending the excursion to the anticipated number of children attending the excursion; and
the anticipated number of staff members and any other adults who will accompany and supervise the children on the excursion; and
that a risk assessment has been prepared and is available at the service.
If the excursion is a regular outing, the authorisation is only required to be obtained once in a 12-month period.
4. Supervision:
For all excursions at least 2 adult persons must accompany the children, one of the adults must be the Nominated Supervisor and/or Trained Teacher and at least one educator attending the excursion must hold a current First Aid Certificate and Asthma and Anaphylaxis Training. Only children aged 3-5 years will be taken on excursions outside the centre.
i) The adult: child ratios will be: 3 - 5 years 1:4
ii) The supervision of children will be for the duration of the excursion (before, during and after) and all Supervisors on the excursion will maintain close proximity to the activity for the purpose of supervision at all times.
iii) Supervisors on all excursions may include staff, parents, and volunteers (volunteers must be over the age of 18). Practicum students may attend excursions but cannot be included in adult: child ratios.
iv) No child under the age of eight years will attend an excursion which involves bushwalking except for walks on well-defined trails.
v) Children will at no time be taken on excursions involving water.
5. Before Leaving the Centre:
i) The Nominated Supervisor of a service must ensure that a suitable and fully stocked first aid kit is taken.
ii) The venue is to be contacted to confirm booking and times if appropriate.
iii) A list of all children attending the excursion is to be left at the office and in the centre.
iv) A roll of the children is to be taken and emergency contact numbers before leaving the centre grounds.
v) A tag with the centre name and phone number only is to be pinned to each child.
vi) Each child is to be checked for correct clothing and that they have adequate food and drink for the excursion.
vii) Children are to be assigned to the adult who will supervise them during the excursion and adult: child ratios are to be checked.
viii) A bag containing some changes of clothing is to be taken as well as extra sunscreen.
ix) The excursion agenda is outlined to the parents. - Duties, children they are responsible for, times, meeting places, staff member they must maintain contact with through-out the excursion.
x) All children are toileted.
xi) The office / Senior Director is to be contacted before departure and duration times of the excursion are to be given.
During the Excursion:
The children are to be counted every half hour (if the situation permits) and supervisors are to check that they have the correct children in their care.
Frequent stops for the toilet and for drinks will be made during the excursion. *Children must be supervised in rest rooms.*
Supervisors with concerns are to see the Nominated Supervisor immediately.
Supervisors must ensure that each child is given their lunch and has an adequate amount to drink.
Children need to wear sunscreen and hats.
Ensure that a suitable and fully stocked first aid kit is taken on all excursions.
At the End of the Excursion:
Before leaving the excursion site the group is to be gathered and a check made that all children are present. *If a child is missing then one staff member is to be left behind to look for him/her while the rest of the group returns to the centre.*
On returning to the centre the staff will discuss the events of the day with the children and incorporate anything of interest into the ongoing program.
Office / Senior Director to be contacted on return to the Centre.
Evaluation:
The excursion will be evaluated by the staff, parents, and volunteers in terms of:
its value to the children.
how it was organised.
value for money.
any safety issues raised from it.
summary of events sent to other Centre Directors.
Source: Kidsafe NSW www.kidsafensw.org
Kids and Traffic www.kidsandtraffic.mq.edu.au
Education and Care Services National Regulations
National Quality Standard
Centre Support
Excursion Risk Assessment Form
Directors and Nominated Supervisors can complete this risk assessment below. Once finished you can download a print-ready copy (which includes the risk assessment checklist for printing and ticking by hand) and email it to the selected centre's director.
Authorisation for Excursion Form
Our service has organised an excursion for your child to attend. All of the relevant details are provided below for your convenience. The service has conducted an Excursion Risk Assessment which is available for your review upon request. For your child to attend, you are required to read this information and complete the Authority for Excursion Form. To complete this Form, you must be listed on the child's enrolment record as either their parent or an Authorised Nominee.
Child's Full Name: ______________________________________________________________
Time and Date of Proposed Excursion: ______________________________________________
Is the Excursion a regular Outing?
If yes, the Authorisation for Excursion Form will cover the child for 12 months.
Please note that the Authority can be cancelled at any time.
______________________________________________________________________________
Reason for Excursion: ___________________________________________________________
Route (to and from): _____________________________________________________________
Destination(s): _________________________________________________________________
Transportation Details (to and from): WALKING
(The Centre participates in walking excursions only)
The period the child will be away from the Service Premises: _____________________________
Number of Adults involved and the anticipated ratio of Adults:Children: _____________________
Number of children involved: ______________________________________________________
Proposed Activities: _____________________________________________________________
Items to be taken by the Child and provided by the Parents: ______________________________
Authority for my Child to attend the Excursion
Full Name: ____________________________________________________________________
Relationship to Child: ____________________________________________________________
Updated Emergency Contact Details (if different from the child's Enrolment Form):
______________________________________________________________________________
Interested in Volunteering to Attend the Excursion? ____________________________________
By signing the Authorisation for Excursion Form, I agree to and understand the following -
My child has my permission to attend the excursion listed. If the excursion is a regular outing, my child has permission to attend for 12 months after the date listed below.
I am listed on the child's Enrolment Form as a Parent or Authorised Nominee.
I have read all of the details provided by the service and understand that I can access the Excursion Risk Assessment at the service.
The contact details, including all emergency contact details, listed on my child's Enrolment Form are up to date. If not, I have provided the updated contact details above.
_______________________ Signature ________________________ Date
This policy is the property of Eikoh Seminar Australia Pty Limited and must not be reproduced without the consent of management.