Approvals
All excursions must be approved by the principal. All forms to support excursion planning and approval can be found on the Resources tab.
For local and day excursions, the school determines the process for obtaining principal approval.
For excursions that include an overnight component, adventure activities, interstate travel, overseas travel or travel by air, a completed Excursions – principal approval form must be submitted to, and approved by, the principal prior to the excursion starting. This principal approval form includes detailed information that may be needed in an emergency such as:
- exact location of the excursion participants at all times, including during travel
- relevant contact number/s through which excursion staff may be reached in an emergency
- 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 Excursions risk register and emergency management plan template
The principal must review the Camps, excursions, swimming and/or water-based activity checklists and confirm all relevant items have been completed. To support planning and to ensure all staff have met their responsibilities, use the Camps, excursions, swimming and/or water-based activity checklist . 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 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 (staff login required).
Travel approvals for staff accompanying students on overseas excursions
School-based staff accompanying students on overseas excursions must first seek Regional Director approval by submitting a travel request authorisation (TRA) via the travel application . See the department's Travel policy for more information.
Cancellations or alterations
The principal approves cancellations or alterations to excursion arrangements.
Reviewed 21 April 2026