Excursions

Approvals

All excursions must be approved by the principal.

For local and day excursions, the school determines the process for obtaining principal approval.

For excursions that include an overnight component, adventure activities, interstate, overseas or travel by air or water, a completed Excursions – principal approval form (DOCX) must be submitted to the principal. This principal approval form includes detailed information that may be needed in an emergency such as:

• the exact location of the excursion participants at all times, including during travel
• the relevant contact number/s through which excursion staff may be reached in an emergency
• the names and family contact details for all students and staff.

Additional to the principal approval form, the following documentation must be submitted to the principal:

• copies of the parental consent and medical advice forms of students
• a copy of the risk register including emergency management plan.

This documentation must be approved by the principal prior to the excursion starting.

To support planning and to ensure all staff have met their responsibilities, use the Camps, excursions, swimming and/or water-based activity checklist (DOCX). This checklist assists schools to prepare for an excursion in line with the department’s Excursions Policy and Guidelines and must be completed for all day and overnight excursions (Part A). Schools are required to complete the Swimming and water-based activity checklist (Part B) for all swimming activities, including instructional swimming, life-saving programs and recreational swimming at a pool, inland waterway, enclosed waterways and coastal waterways. The principal must review the Camps, excursions, swimming and/or water-based activity checklists and confirm all relevant items have been completed.

The principal is responsible for the approval of the operational requirements, including the risk register, for all excursions.

School council approves the excursion in so far as it relates to the school’s budget, the parent payments policy or entering into any contract or other such agreement with a third party, as these aspects of excursions fall within the scope of school council powers and functions. If appropriate, principals can consult with school council on other aspects of excursions.

Joint-school activities

Where there is a joint activity involving another school, the above requirements apply to both schools.

The nominated coordinating principal or teacher ensures:

• planning and approval requirements are met
• parents/carers are informed that their children may be supervised by teachers and other approved adults from the other school.

Note: All schools involved in a joint excursion, must complete an online notification of school activity form in the Student Activity Locator (staff login required).

Required approvals for staff

The regional director is responsible for approving all interstate and overseas travel for department-employed staff (including principals), accompanying students on excursions.

A school travel application form must be submitted online to the relevant travel approver for interstate and overseas travel for department-employed staff. See the department's Travel Policy and Travel Rules of Use – School-based Staff, for more information.

Cancellations or alterations

The principal approves cancellations or alterations to excursion arrangements.