Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

EXCURSIONS

WILMOT ROAD PRIMARY SCHOOL

BASIC BELIEFS Excursions are seen as an integral part of the school curriculum as they enable students to explore, extend and enrich their learning and their social skills development, in a non-school setting. Excursions complement, and are an important aspect of the educational programs offered at the school. An excursion is defined as any activity beyond the school grounds. AIMS

To reinforce, complement and extend the learning opportunities beyond the classroom

To develop an understanding that learning is not limited to school, and that valuable and powerful learning takes place in the real world.

To provide a safe, secure learning experience for students in a venue external to the school.

To further develop social skills such as cooperation, tolerance, communication, individual and group interaction.

To further develop problem solving and life survival skills.

To extend understanding of their physical and cultural environment.

WRPS has a zero tolerance of child abuse. All allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures. We are committed to the safety of all children including linguistically and culturally diverse and those with disabilities.

This policy is to be read in conjunction with the Appendix E: INCURSION, EXCURSION & CAMP PROCESS – CHECKLIST, also approved by School Council.

GUIDELINES FOR ACTION

All excursions must be approved by the Principal or his nominee(s) and School Council.

Staff wishing to organize an excursion must complete an excursion proposal form and lodge this for approval. All excursions must be approved prior to running. Where an excursion proposal has not been submitted, that excursion will not run, unless special circumstances are pending. This decision will be made by the Principal or Assistant Principal. The Principal or his nominee(s) will consider the educational outcome of the excursion as well as the impact on the school for the proposed date.

The Principal or his nominee(s) will ensure that all excursions, transport arrangements, emergency procedures and staffing comply with DET guidelines. Refer to: DET Excursion Policy

Once the excursion has been approved all relevant documentation must be completed. This is available from the Principal or his nominee(s). The Excursion Coordinator/ s will complete the ‘Notification of School Activity’ at : www.eduweb.vic.gov.au/forms/school/sal/enteractivity.asp three weeks prior to the excursion departure date, and ensure relevant details are entered on the daily planner and provided to the Assistant Principal and all staff affected by the excursion.

EXPECTATIONS

The Department’s requirements and guidelines relating to preparation and safety will be observed in the conduct of all excursions.

The principal or their nominee will ensure that full records are maintained regarding the camp/excursion.

The principal or their nominee will ensure that adequate pre-excursion planning and preparation, including the preparation of students, takes place.

Satisfactory arrangements will be made to provide continuous instruction for the students remaining at the school during the absence of staff accompanying an excursion.

The Department of Education and Training (DET) will not be involved in any expense associated with the conduct of excursions. The school may choose to subsidise some excursions or some student’s expenses.

Prior to conducting a camp or excursion, the approval of the School Council and the principal will be obtained. Excursion Coordinators must provide all excursion details to the office to be added to the

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Excursion/ Incursion/ Camp list for the term, the week prior to School Council meeting and 3 weeks prior to the event.

Only children who have displayed sensible, reliable behaviour at school will be invited to participate in camps or excursions. Students and their parents/carers need to be made aware that acceptable standards of behaviour will be expected during a camp or an excursion.

The emergency management process of the school will extend to and incorporate all camps and excursions.

All DET requirements and guidelines that apply to the conduct of excursions are also applicable to all overseas and interstate (domestic) camps/excursions. PROGRAM

Prior to conducting a camp or excursion, the Department’s requirements and guidelines relating to camps or excursions, will be rigorously observed. Consideration in planning should include:

Safety, Emergency & Risk Management , including Bushfires

Student Preparation

Student Medical Information

Safety Guidelines for Education Outdoors The principal or their nominee will ensure that full records are submitted to School Council regarding

the camp/excursion well in advance of the starting date of the event and that no camp/excursion occurs unless all the formal record keeping has been completed and approved.

Prior to conducting any camp, the formal approval of the School Council and principal will be obtained. In approving a camp or excursion, consideration will include:

the contribution of the activity to the school curriculum

the adequacy of the planning, preparation and organisation in relation to the school policy and the guidelines and advice provided by DET

information provided by community groups and organisations that specialise in the activity proposed

appropriateness of the venue

the provisions made for the safety and welfare of students and staff

the experience and competence of staff relevant to the activities being undertaken

the adequacy of the student supervision

the high risk nature of some activities

emergency procedures and safety measures

staff-student ratios

student experience Students not attending a camp or excursion will be placed in another class and have an appropriate

learning program provided by the class teacher. Prior to the camp or excursion parent/carers are to be made aware that DET does not provide

student accident cover and that they need to make their own arrangements for cover. ARRANGEMENTS FOR PAYMENTS

School Council will determine an Excursion Levy each year. Recipients of the Education Maintenance Allowance (EMA) do not pay additional money towards their Excursion Levy unless their enrolment occurs during the year and they are not eligible for EMA. The camp program and Swimming program for Grade F to 4 is an exception where families must pay for students to attend.

All efforts will be made not to exclude students simply for financial reasons. Parents experiencing financial difficulty, who wish for their children to attend an excursion, are invited to discuss alternative arrangements with the Principal or Business Manager. Decisions relating to alternative payment arrangements will be made by the Principal or Business Manager in consultation with the appropriate staff, on an individual basis.

All fee paying families will be given sufficient time to make payments for excursions. Parents will be provided with permission forms and excursion information clearly stating payment finalization dates. Children whose payment have not been finalized at least 24 hours prior to the departure date will not be allowed to attend unless alternative payment arrangements have been organized with the Principal or Business Manager.

Office staff will be responsible for managing and monitoring the payments made by parents and will provide the Principal with detailed records on a regular basis who will then inform organizing teachers.

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

TEACHER RESPONSIBILITIES:

A designated “Teacher in Charge” (known as the Excursion Coordinator) will coordinate each excursion.

The Excursion Coordinator will provide families with a CASES generated Excursion Permission form, generated by office staff, and letter outlining the excursion details 2-3 weeks prior to the excursion.

Information will be provided to all non-English speaking families in a manner that allows them to provide an informed consent to their children attending excursions. The Principal may deem some Excursion letters as necessary to be translated.

The Excursion Coordinator must provide the General Office with a final student list as well as those students not attending and the arrangements made for such students.

In the case where an excursion involves a particular class or year level group, the organizing teacher will ensure that there is an alternative program available for those students not attending the excursion. All staff who are affected by the excursion including specialists, intervention/ acceleration staff, accompanying ES will be notified via email and the weekly briefings of the excursion. On the day times, staff attending and other information must be written on the Staff Whiteboard in the Staffroom.

All students must have returned a signed permission note and payment (where applicable) to be able to attend the excursion. Copies of completed permission notes and medical information must be carried by excursion staff at all times.

The school first aid officer/s will provide a first aid kit for each excursion containing all medications appropriate for students attending. The Excursion Coordinator is responsible for collecting these prior to leaving.

The Excursion Coordinator will communicate the anticipated return time with the general office in the case where excursions are returning out of school hours. Parents will be informed prior to students leaving for the excursion, that they can phone the office to receive an updated anticipated return time.

Parents may be invited to assist in the delivery of excursions. A volunteer WWC Check is required for adults who are not parents to attend. Parents may be required to pay costs associated with the excursion?

Prior to leaving on excursion all volunteer parents must sign in the Visitors’ Book (white) and staff sign out in Staff Register for Leaving School (Yellow), in the front office as a further record of who is attending.

A member of Senior Management will be in attendance at school whilst students are leaving for and/ or returning from any out-of-hours excursion. The Excursion Coordinator will communicate with this person with regards to students who have not arrived to attend and the anticipated return time.

On excursion students will wear name tags (which includes the school name and telephone number). Staff and accompanying adults will also wear name tags.

Only students that have displayed sensible, reliable behaviour at school will be permitted to participate in school excursions. Parents will be notified if their child is in danger of losing the privilege to participate in an excursion due to poor behaviour at school. The decision to exclude a student will be made by the Principal or Assistant Principal, in consultation with the class teacher and organizing teacher. Both the parent and the student will be informed of this decision prior to the excursion.

Disciplinary measures apply to students on camps and excursions consistent with the School’s Student Engagement and Inclusion Policy. In extreme cases the camp or excursion staff, following consultation with, and the approval of, the principal or their nominee, may determine that a student should return home during a camp or excursion.

In such circumstances, the parent/carer will be advised:

of the circumstance associated with the decision to send the student home

of the time when the parents/carers may collect their child from the camp or excursion

of the anticipated time that the student will arrive home

of any costs associated with the student’s return which will be the responsibility of the parents/carers

The school’s emergency procedures do include the effects of an emergency on student supervision in the event of excursion staff being required to assist injured students or to go for help. All excursion staff and, where appropriate, the students will be familiar with the specific procedures for dealing with emergencies on each excursion.

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

On days of extreme fire danger or total fire ban, the principal or their nominee may need to cancel an excursion at short notice. Where an excursion is not cancelled, special fire safety precautions will be implemented In any event Risk Assessment documentation must be completed prior to approval. See Appendix D. Excursion groups will be equipped with mobile telephones and first aid kits to be used in emergency situations. LINKS AND APPENDICES (including processes related to this policy) The Key Links which are connected with this policy are sourced through : DET Excursion Policy Appendices which are connected with this policy are:

Appendix A: Pupil/Teacher Ratios

Appendix B: Excursions/ Incursions/ Camp Approval Pro-forma

Appendix C: Notification of School Activity (camps and excursions)

Appendix D: Environment and General Risk Assessment (3 pages)

Appendix E: Incursion/ Excursion/ Camps Procedures EVALUATION This policy will be reviewed a as part of the 4-year cycle or more often if necessary due to changes in regulations or circumstance.

This policy was updated and ratified by School Council in August 2016 to reflect the Child Safe Standards 2016.

AUGUST 2016

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Appendix A: Pupil / Teacher Ratios

Abseiling and Rock Climbing

1:1 Rock Face 1:10 Others 2 Experienced Staff

Ropes Course 1:12 3 students to any one element, 1

participating, 2 spotting NOTE: No student on any element unless supervised

Base Camping

1:10 Residential; canvas 1:15 Study: residential

Scuba Diving 1:8 Pool training 1:4 Diving, 2 buddy systems NOTE: 2 qualified staff

Board Sailing

1:3 Beginners 1:5 Novice; intermediate; advanced 2 Experienced sailors

Shooting 1:1 New or inexperienced 1:5 On the track or mound 1:15 Observers or waiting

Boats, Small Sailing - (Dinghies, Catamarans)

1:8 Enclosed Waters 1:6 Open Waters 1:4 Open Waters, Adverse

Snorkeling 1:8 Closed water: pool 1:4 Open water NOTE: 2 qualified staff

Bushwalking

1:5 Overnight 1:10 Day

Snow Activities 1:8 Alpine, Nordic – overnight 1:10 Alpine, Nordic – day 1:10 Non-skiing

Canoeing

1:6 2 Staff members

Surf Activities 1:10 Beach 1:8 Surf NOTE: 1 teacher/instructor in water and NOTE

1 teacher/ instructor on beach

Cycling

1:10

Swimming 1:20 Enclosed pools 1:10 Open water

Horse Riding

1:1 Basics 1:5 Beginners 1:8 Semi-experienced Riding School:

1 Experienced teacher with instructor 2 Experienced teachers if no instructor or group

exceeds 10

Water Skiing 1:20 Shore 1 Student on two at any one time; if

highly experienced two may be taken together

2 People in boat – driver and observer; one must be staff member

Orienteering

1:10 Bush

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Appendix B: Completed by Excursion Coordinator/ Specialist Staff

APPROVAL APPLICATION: Incursion Excursion Camp (Please circle appropriate activity above)

To be submitted to the Principal 3 weeks prior to activity and to School Council for approval as required by DET. Excursion Coordinators and Specialist Staff organising excursions must follow the Incursion/ Excursion/ Camp Procedures. See Appendix E Cover letters to parents must accompany this form (will be used by office to generate CASES Permission Notes). Order Form: To be completed for each incursion/ excursion/ camp where there is a cost incurred. INCURSION/ EXCURSION / CAMP: ………………………………………………………….. DATE/S: ………………………………………………………….. TIME DEPARTING:………………………………………… TIME RETURNING:………………………………………… MODE OF TRANSPORT:………………………………………….. Bus Company to be used DESTINATION / DETAILS: ………………………………………………………………………………………….. NUMBER OF STUDENTS and ROOMS PARTICIPATING:……………………………………………………………………. PURPOSE OF EXCURSION: ………………………………………………………………………………………….. ………………………………………………………………………………………….. ORGANSING STAFF MEMBER: …………………………………………………... STAFF PROPOSED: ………………………………………………………….. ARE ANY INCURSION/ EXCURSION / CAMP SUPERVISORS OTHER THAN TEACHING STAFF: YES / NO IF YES PLEASE LIST: ………………………………………………………….. IF NOT ES ARE THEY TO BE PAID? YES / NO WORKING WITH CHILDREN CHECK HELD BY VOLUNTEERS? YES / NO ADVENTURE ACTIVITIES INCLUDED IN EXCURSION (list here): ………………………………………………………………………………………….. Indicate any special requirements: (hats, lunch. Water bottles)………………………………….. Cost of excursion: Include estimate of incursion/ excursion/ camp cost per student: $.......................... Is this cost within your Excursion/ Specialist budget: Yes No Signed: Date: Appendix C: Completed by Excursion Coordinator/ Specialist Staff

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

NOTIFICATION OF SCHOOL ACTIVITY (Camps & Excursions)

School councils are responsible for ensuring that the activities listed below are thoroughly planned, checked and documented in accordance with Department of Education & Training guidelines for the planning and conduct of camps, excursions and outdoor adventure activities. The information on this proforma will be used to provide initial information to the emergency services during an emergency. If comprehensive information is required during an emergency, schools will be expected to provide it at any time of the day or week from the documentation prepared for the activity which is held by the school. Fax the completed proforma to (03) 9589 0543 three weeks prior to commencing the following:

overnight, weekend, interstate, overseas activities

adventure activities

non-adventure activities which, by their nature, location or timing, may be hazardous

school closures, pupil free days, school council holidays, combined sports or cluster days

Notes: 1. An additional sheet listing the actual dates and locations of activities should accompany this

form when the same activity is to be repeated on different occasions 2. The coordinating school should complete the form for activities involving a group of schools 3. Day excursions should be reported if activities are to be conducted by:

country schools - beyond the local town/city

rural schools - beyond the local area

metropolitan schools - beyond the greater metropolitan area SCHOOL NAME AND NUMBER: Number: School Name: TYPE OF ACTIVITY: (CAMP, BUSHWALKING, SCHOOL CLOSURE, EXCURSION, OVERSEAS TRIP, ETC.) DATE OF ACTIVITY: (SEE NOTES) Commencing: Concluding: NAME OF VENUE: PHYSICAL ADDRESS OF VENUE & POST CODE: Postcode: EMERGENCY TELEPHONE NUMBERS: Mobile with group: Venue: IS EMERGENCY TRANSPORT AVAILABLE AT THE VENUE? Yes: No: Map reference: TOTAL NUMBERS: Students: Teachers: NAME OF PERSON IN CHARGE: SIGNATURE OF PRINCIPAL: ENTER ONLINE (SAL Activities Notification Form) Visit the Emergency and Security Management Website at http://www.sofweb.vic.edu.au/emerg/index.htm for information to assist schools to plan for and manage emergencies and security related incidents. Appendix D: Completed by Principal with Excursion Coordinator/ Specialist Staff

Emergency & Security Management

Locked Bag One

Black Rock 3193

Phone: 03 9589 6266 Fax: 03 9589 0296

Email: esm@edumail.vic.gov.au

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Excursion Risk Management Assessment Form

Section 1 –Environment Emergency Management Assessment

Venue Assessed ________________________ for month of ______________________ Assess each of the following hazards and any others you think relevant and complete charts below:

Bushfires

Severe storms and flooding

Earthquake

School Bus Accident/Vehicle Incident

Missing Student

Medical Emergencies

Incidents

Aggressive student behaviour

Intruders

Internal fires and smoke

Snakes and other wildlife

Other relevant to camp area

Environmental Emergency

Event Risk Management Strategies

Very high or high likely-hood / very highor high impact

Very high, High and moderate likelihood /Very high, high or moderate impact

Very high, High, Moderate or Low likelihood / High and Very High Impact

Lik

elih

oo

d

Very High

High

Moderate

Low

Low Moderate High Very High

Impact

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Section 2 General Excursion Risk Assessment

This form is to be completed as part of the planning process for all excursions.

Date: Name of excursion:

Class Group: Supervising Teacher:

Dangers

Factors which could lead to each inherent risk eventuating

Risk Management Strategies

Strategies to reduce risks

People

Attributes people bring to an activity e.g. skills, physical fitness, health, age, fears, number

Bus Travel

Sport activities

Road and vehicle safety

Illness

Swimming – lack of skills

Trips and falls

Other _________________

1st Aid trained staff

Teacher supervision

Student/Staff ratio

Increased staff ratio

Road Safety

Other ____________________

Equipment

Resources that impact on the activity e.g. clothing, footwear, teaching equipment

Sport Injuries

Transport – bus

Other _________________

1st Aid Kit- epi pens/puffers

Sports gear

Warm clothing

Footwear

Mobile phone

Online participation @DEECD

Other _____________________

Environment

Factors that impact on the activity e.g. Weather, terrain, water

Poor weather

Pool

Toilet stops

Other _________________

Cancellation/Postponement

Call bus

Change facilities – supervised

Shorten day/event

Communication

Students to be collected

Tiq Biz arrival time

Other _____________________

Critical incident management (emergency procedures) – contact the school for assistance.

If a student is lost – ensure all other students and staff are safe. Follow School Plan What to do if a student is lost on an Excursion or Camp. Every teacher should have a copy of this in the excursion DISPlan.

If someone is injured – ensure all other students and staff are safe. Administer first aid or call for an ambulance if more assistance in needed. Contact the school. Complete forms upon return to school.

WRPS has a zero tolerance of child abuse. All allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures. We are committed to the safety of all children including linguistically and culturally diverse and those with disabilities.

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Incursion Risk Assessment Form

Duty of care resides with teachers for the period of the event: Excursion Coordinator to check presenter/s-contractor/s have a WWCC on booking and request a copy to be left at the office. Activity complies with External Providers Policy guidelines ___________

This form is to be completed as part of the planning process for all incursions.

This form is to be completed as part of the planning process for all excursions.

Date: Name of incursion:

Class Group: Supervising (Duty of Care) Teacher:

Details of area to be used and safety initiatives if required.

Dangers

Factors which could lead to each inherent risk eventuating

Risk Management Strategies

Strategies to reduce risks

People

Attributes people bring to an activity e.g. skills, physical fitness, health, age, fears, number

Illness/Allergy

Other _________________

Other ____________________

Equipment

Resources that impact on the activity e.g. clothing, footwear, teaching equipment

Other _________________

1st Aid Trained staff

1st Aid Kit

Teacher Supervision

Other _____________________

Environment

Factors that impact on the activity e.g. Weather, terrain, water

Animals

Other __________________

Other _____________________

Critical incident management (emergency procedures) – contact the school for assistance.

If a student is lost – ensure all other students and staff are safe. Follow School Plan What to do if a student is lost on an Excursion or Camp. Every teacher should have a copy of this in the excursion DISPlan.

If someone is injured – ensure all other students and staff are safe. Administer first aid or call for an ambulance if more assistance in needed. Contact the school. Complete forms upon return to school.

WRPS has a zero tolerance of child abuse. All allegations and safety concerns will be treated very seriously and consistently with our robust policies and procedures. We are committed to the safety of all children including linguistically and culturally diverse and those with disabilities.

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Appendix E: INCURSION, EXCURSION & CAMP PROCESS – CHECKLIST

WILMOT ROAD PRIMARY SCHOOL

INCURSION, EXCURSION & CAMP PROCESS - CHECKLIST (copy of this checklist is also on Intranet) (updated April 2014)

Note: Excursion Coordinator or Specialist staff in charge of incursion/ excursion/ camp MUST complete roles listed below.

1 Incursion/ Excursion/ Camp is discussed in Department and pre-organised (dates, times, staff ratio checked, etc).

2 Excursion Coordinator approval for excursion/ camp must be sought from Principal or Assistant Principal via an Approval Application form being completed.

3 Excursion Coordinators and Specialist Staff MUST seek School Council approval for ALL incursions/ excursions/ camps. Provide a list of intended incursions/excursions/ camps with dates to Jess / Lyn by end of February. Then every Term pass on a list to Jess the FRIDAY PRIOR to School Council or at the start of the Term (work on this on Department Planning Day each Term). School Council is held on the 3rd Thursday of each month.

4 Principal or Assistant Principal must approve the parent information cover letter for the incursion/ excursion/camp. If applicable – parents or carers must be informed via information letter that their children may be supervised by teachers and other approved adults from a different school. Email cover letter to Jess to for CASES21 permission notes to be generated and Arabic translation (2 weeks’ notice id required).

5 Principal and Excursion Coordinator complete the Risk Assessment. To be stored with the office copy of Permission note and Cover letter. Principal to complete an Anaphylaxis Risk Assessment- as per Anaphylaxis Policy and Procedures.

6 Excursion Coordinator books bus for excursion and completed Bus Booking form (located as Appendix and found in T Drive/ Bus booking). Copy given to Business Manager. Excursion Coordinator completes School Order form where a cost is incurred (eg admission fee).

7 Excursion Coordinators provide details to all affected staff via email, staff briefing and on Calendar 3 weeks prior to activity. Notify First Aid staff to prepare first aid kits.

8 Excursion Coordinator to complete the DET form regarding excursion or camp at least THREE WEEKS prior at www.eduweb.vic.gov.au/forms/school/sal/enteractivity.asp

9 Office Staff -Permission Notification Reports will be generated from CASES21 and passed on to teachers to send home with cover information letter.

10 Office Staff- Folder will be provided for teacher in charge with copy of all students who have had a Permission Notification Report printed. English & Arabic (if requested) copy of information letter will also be included in this folder.

11 Parents- Bottom half of Permission Notification Reports to be signed by parents and returned to classroom teachers.

12 Principal will verify Excursion staffing and indicate First Aid trained staff attending.

13 Excursion Coordinator provides list of students attending and not attending incursion/ excursion, to be passed onto Office and Principal, the day prior.

14 Excursion Coordinator to leave the list of staff & parents going on excursion with Office and Principal. Indicate First Aid trained staff attending- all the day prior.

15 Staff & parents going on excursion should also sign the STAFF OUT OF SCHOOL BOOK at the Office, as they leave for excursion (not necessary for camp).

16 Excursion Coordinator to add staff names with times departing and returning on STAFF CHANGES in Staffroom, the week of excursion/ camp.

17 Class Teachers- Name tags to be prepared for all students (and parent helpers) attending every excursion / camp. Each classroom has their own supply of 25 plastic name tags (blank name tags with school phone number are saved in T:drive under name tags). Staff must wear their school name tags.

18 Excursion Coordinator to provide a list of students/ staff NOT going on the excursion to Office on the day of excursion.

A student list of those NOT attending Camp must be provided FOUR weeks prior. Remember the Principal can instruct more staff to go or stay as required.

Reference: Victorian Child Safe Standards 2016 http://www.vrqa.vic.gov.au/Pages/safety.aspx

Department of Education and Early Childhood Development – Victoria

For all schools and principals (March 2013)

S106-2013 Compulsory Use of Student Activity Locator Tool Main Points

This is a reminder that all schools are required to fill out the online notification of school activity form for any school camp or excursion. The requirements are detailed in the School Policy and Advisory Guide at: http://www.education.vic.gov.au/school/principals/spag/safety/Pages/excursionsafety.aspx

School approved camps and excursions must be entered into the Student Activity Locator database at least three weeks before the activity. To enter information, please use the online notification form at: www.eduweb.vic.gov.au/forms/school/sal

The database allows the Department and emergency services to quickly locate and identify the numbers of staff, chaperones and students on camps and excursions who may be at risk during an emergency such as a bushfire.

It is important to note that schools must not only enter information into the database, but remove it as well if a camp or excursion has been cancelled or postponed.

Actions Required

Principals are to ensure that school staff who coordinate camps or excursions are aware of the Student Activity Locator database and the requirement to have it up-to-date for all camps and excursions.

Critical Dates

N/A

Additional Information

For information on how to use the Student Activity Locator database, please refer to the attached Student Activity Locator manual.

Student Activity Locator manual

Gail Hart Executive Director Emergency Management Division

19 Excursion Coordinator to please alert all Specialists when students are to be on excursion/ camp

20 Excursion Coordinator must take all Permission Notification Reports (in the excursion folder) with them on the excursion/camp and also the school mobile. If using own phone, staff must leave the number with Jess at the Office.

21 Excursion Coordinator- For excursions - provide Cath/Lisa with a list of students going on excursion and the dates ONE week’s notice. Cath/Lisa will organise First Aid kit and details for any medication provided by parents for students whilst on excursion. First Aid trained staff on excursion/ camp will be responsible for ALL medication.

22 Excursion Coordinator- For Camps students bring their own medication which is collected on the day by the designated teacher. See Cath/Lisa ONE week prior to organise First Aid kit.

23 Class Teachers and ES- SWAP OWN YARD DUTY when going on excursions in advance and by negotiation.

24 Class Teachers- Return all Permission Notification Reports and Student Medical Reports to the Office for filing AFTER excursion.

DARI SPEAKING STUDENTS Complete numbers 1 – 21 above and please note additional processes:

25 Zahra can phone Afghan parents and ask them to visit school to complete Permission Notification Reports. Department Leaders to provide Zahra with list of students to ring and the individual Permission Notification Reports to be signed. PHONE PERMISSION ALONE IS NOT ENOUGH - WE NEED PERMISSION NOTIFICATION REPORTS COMPLETED FOR TEACHERS TO TAKE WITH THEM ON THE EXCURSION.