Excursions

Risk management planning

Schools must assess risk for all excursions (including local excursions) and identify measures to reduce reasonably foreseeable risk to students wherever possible. The type and level of risk, and possible consequences, will differ depending on a range of factors including the location/environment, people, and equipment.

The type of excursion will determine the type of risk assessment required.

When planning for the engagement of a third-party operator to operate amusement rides, attractions or fireworks at non-public (that is, enrolled students only) events on non-school sites, schools must also follow the Amusement Rides, Attractions and Fireworks Policy, which provides further risk management guidance.

Risk assessment process

The risk assessment will inform the planning of the event and help decide what resources, staff and equipment will be required. The assessment should cover the entire excursion including:

• all activities to be undertaken
• excursion location or venue (including environment)
• people (student behaviour, student/teacher safety or illness or other specific needs)
• equipment
• transportation (for example, public transport cancellations, travelling in hazardous areas, student behaviour, travel sickness).

Where appropriate, the risk assessment should also address:

• risk to intended educational objectives
• any significant financial risks to the school and/or parents (for example if an excursion needs to be cancelled)
• the risk that the general community might lose confidence or trust in the school or the department if a reasonably foreseeable risk is not identified or if insufficient steps are taken to minimise that risk and this results in injury, loss or damage.

The risk assessment must be completed during the planning of the excursion, reviewed before the commencement of the excursion and where appropriate or required, during the excursion.

Responsibilities and processes for treating risks must be communicated to all excursion staff before departing on the excursion.

Risk assessment for local excursions (not including adventure activities)

For local excursions (not including adventure activities), schools must assess and document their risk assessment. Local excursions are excursions to locations within walking distance of the school and do not involve adventure activities. Note: workplace learning and intercampus travel are not considered school excursions.

Documenting risk is important for a number of reasons, including because:

• it provides staff with a clear record of risks identified and measures put in place
• it assists with identifying any possible gaps in their risk assessment that need to be addressed
• it is a useful way of communicating risk-related roles and responsibilities
• it can become important evidence if someone is injured during the excursion and the school’s actions regarding risk planning and management are reviewed.

Schools must complete a template Risk assessment for local excursions template (DOCX) (staff login required). This is evidence of consideration of the risks that may be encountered while on local excursions (that do not involve adventure activities).

Alternatively, schools may wish to use the same risk register as required for all other excursions.

All other excursions

For any of the following:

• day excursions
• overnight stays
• interstate travel
• overseas travel
• adventure activities
• travel via water or air
• weekends or school holidays

a risk register assessing risks across the entire excursion must be completed and submitted to the principal when seeking approval for the excursion (refer to Excursions risk register and emergency management plan template (DOCX)).

All risks need to be evaluated using the department’s risk rating matrix. Risks rated:

• low or medium do not necessarily require further treatments and are considered acceptable – these risks should be reviewed periodically.
• high or extreme will require further treatment to reduce their level of risk to a more acceptable level.

If planning a camp that involves multiple adventure activities, a risk assessment must be conducted for each adventure activity. Schools may choose to place all risks associated with each activity on the one camp risk register or complete a risk register for each activity.

Consultation with external providers

Schools should consider whether to consult with external providers during the preparation of the excursion risk register. Schools should also consider whether using an accredited provider and/or appropriately trained staff to lead activities (such as adventure activities) is sufficient mitigation for some activity specific risks. If so, the excursion risk register should not focus on treating risks relating to technical aspects of an activity (for example, ropes or harnesses used in abseiling). Instead, these risks should be identified and include ‘the use of external provider’ as a control.

Sample risk registers for excursions, camps, overseas travel and specific adventure activities can be found on the Resources tab.

For further information on risk management more generally, refer to the department’s policy Risk Management – Schools.