Flinders View Excursions Process

1 term before proposed excursion.

/Gather information - if possible, obtain approx. costs in regard to accommodation, transport, food &
activities. Feedback to Leadership/Finance Officer to discuss the costings and any other feedback.
y^ Discuss the idea/proposal with Leadership for the excursions to get initial approval - must meet DECS,
school and curriculum requirements. Check planning calendar for other events.
^Prepare information letter to be sent to parents gauging the number of students that will be attending indicting the following:
- method of transport, location, activities, and any other cost including payment options eg centrepay *
.y/priorto sending^out the letter, emailjto Finance Officer so that an Admin number can be put on the letter
and the costings can be checked - Principal to check and sign letter. Costings will be as accurate as possible,
although the cost may depend on final student numbers.
Complete -ED169 'Application to conduct an Excursion' with aims, learning outcomes (including links to the
V curriculum etc) - meet with Line Manager to discuss and the ED169 will be forwarded to the Principal for
approval.
Complete a Risk Assessment - using proforma and discuss with Line Manager who will forward risk
assessment to the Principal for approval
If you have any concerns about taking a particular child for any reason, (eg. Medical conditions, previous
behaviour) please discuss thiswrth Leadershipand parents
^^/dnce approval has been granted then all bookings can be made.
"^atio of Teachers/Supervisors to students organised - check DECS Guidelines.
*Teacher to decide on their camp/excursion 'Leadership Teams' (e.g. parents, other staff, SSOs) and discuss
with Leadership. This needs to be organised in advance as Police Checks (Criminal History Screening) forms
need to be filled out and sent off and Responding to Abuse and Neglect training will need to be undertaken
well before camps/excursions. If parents are driving private vehicles and will have students travelling with
them they will need to complete a 'Transport of other students by parents' permission form
(J:\Common\Camps & Excursions\Proformas\Transport of Students by Parents.doc)
*Once volunteers have been decided, they will need to read and sign a Volunteer Duty of Care Agreement
form (located in J:\Common\Camps & Excursions\Proformas\Volunteers Duty of Care Agreement form.doc)

'A

One IVIontli Prior to Excursion

yVake to Admin Staff meeting for staffs approval and any fundraising activities.
yPlace the camp on the term planner both with the deputy and on the staff room term planner whiteboards.
Arrange with the Finance Officer (as soon as possible) to set up a budget line so that payments can be made
directly into that budget. Students will be invoiced, and depending on the excursion, parents may be
invoiced for the excursion or a portion of the excursion.

Prepare final camp/excursion information letter with detailed information in regard to:
- cost, itinerary and a detailed list of what students need to bring.
Teacher and Pnncj^al need to sign the information letter and this needs to be sent home along with the
ED170 'Consent form for excursion/camp'. Aquatic forms are required for any swimming or water
activities. *Prior to sending out the letter, email to Finance Officer so that an Admin number can be put on
the letter and the costing and wording for GST implications can be checked - Principal to check and sign
letter. *Arrange a due date for both the cost to be paid and the consent forms to be returned. This date
must be at least 3 school days before the proposed excursion. Send out notes/letters

Flinders View Excursions Process

Two weeks prior to excursion

Any students not going - follow-up with their parents where possible as there may be a simple reason that
can be overcome. Also an outline of what the students will be expected to do if they do not attend
camp/excursion.
*For students not able to attend for financial reasons, there may be Social Justice funds or other funds
available to support such cases- discuss with leadership.

One weel< prior to excursion

Ensure you have copies of Medical Forms and list those students who have a medical illness and that require
medication or precautions - Health Support Plans or Medication Plans. A Medication Plan signed by a doctor
must accompany any students' medication in original packaging. Check any Dietary requirements.
Prepare a class list of students going and not going on the excursion or camp. This list should be placed next
to the day book and copy to Front Office with contact numbers. Ensure a copy of the itinerary is also
supplied to the Front Office. Arrange with school admin to take mobile phone if possible.
Notify any staff who will be affected in your absence and notify the school canteen. Notify Yard Duty
Coordinator (Deputy Principal) so that a separate roster may be organised for the duration of camp.
* Make arrangements for any students not attending - they can be placed in another class. Organise work if
required. Discuss with students the proposed activities, expectations of behaviour and consequences whilst
off the school grounds and behavioural expectations in the lead up to the camp. An option is a Letter to
parents for signing regarding school expectations. Within your own class work out various lists e.g. duties
that are required whilst on excursion.
Make some contingency plans for excursion e.g. rain, heat
Hold a parent meeting or contact any parents to follow up on behaviour, medications
Discuss with students the proposed activities, expectations of behaviour and consequences whilst off the
school grounds and behavioural expectations in the lead up to the excursion. An option is a Letter to parents
for signing regarding school expectations. Within your own class work out various lists e.g. duties that are
required whilst on excursion.
Inform parent supervisors of the purpose and itinerary of the camp, excursion or outing. Take some time to
also go through your expectations of them and the roles and responsibilities they have when supervising a
group of children. A formal meeting may occur to outline parent responsibilities.
Prepare rosters or groups etc for teachers and supervisors.
Arrange a meeting with all students going and include the Leadership Team as well (if possible)
discuss itinerary, expectations and the responsibilities of taking personal equipment e.g. cameras &
pocket money
clearly outline behaviour expectations with the students

Three days Prior to Excursion

Excursions will only go ahead with 85% attendance or it will be cancelled.
(conditions may apply in negotiation with leadership)

Flinders View Excursions Process

The day before Excursion
Confirm transport, food, activities etc
Cliecl< transport source and fax itinerary to relevant parties
Organise w/ith the Finance Officer cheques for any of the activities
Organise First Aid Kit, water bottles, PE equipment etc.
Organise all necessary equipment & print/organise split packs for students who are not going.
Hold a parent meeting or contact any parents to follow up on behaviour, medications
Remember to fill roll prior to excursion with correct codes.

Post Excursion
Fill in ED155 for any accidences that occurred during the excursion.
File the excursion forms, plans, risks assessments, and information.
You might need to plan follow up activities regarding the excursion
Arrange a way to share information with parents/community about the excursion.
Contact any parents regarding any incidence that accord on the excursion
All relevant consent forms from both students and adults should be kept together and files and retained.
Put all equipment away ASAP