Criterion HS113#

Whenever children leave the premises on an excursion: 

• a risk assessment and management process is undertaken, and adult:child ratios are determined accordingly. Ratios are not less than the required adult:child ratio;
• first aid requirements in criterion HS119 are met in relation to those children and any children remaining at the premises;
• parents have given prior written approval to their child’s participation and of the proposed ratio, location and method of travel for:
  • regular excursions at the time of enrolment; and
  • special excursions prior to the excursion taking place;
• communication systems are in place so that people know where the children are, and adults can communicate with others as necessary; and
• the Person Responsible approves all excursions (regular and special) before they take place.

Documentation required (written or digital)#

A record of excursions that includes: 

• the names of all adults and children involved;
• the time and date of the excursion;
• adult:child ratios;
• the location and method of travel;
• completed risk assessment and management process (RAMS);
• evidence of parental permission and approval of adult:child ratios, location and method of travel for regular and special excursions; and
• the signature of the Person Responsible giving approval for the excursion to take place.

Guidance #

How to show you are complying#

Before any excursion, you must complete a risk assessment and management system (RAMS). This includes identifying potential hazards at the venue, such as proximity to water, and during travel.

Visit the destination ahead of time to complete a thorough RAMS. Take into account environmental factors like weather and terrain.

Based on the RAMS, determine the adult to child ratio needed for all children’s safety, including those not enrolled at the service. At minimum, follow the ratios in Schedule 2 of the Regulations, but consider additional adults due to the risks of leaving the licensed premises.

When setting ratios, consider:

• travel arrangements and related hazards
• expected risks at the destination
• whether higher ratios are needed for specific parts of the excursion – for example, if it is near water.

Refer to criterion HS108 for more details on RAMS.

HS108 hazard and risk management

Comply with first aid requirements#

You must make sure you continue to comply with the first aid requirements in criterion HS119 for all children on the excursion and the children remaining at the premises.

HS119 first aid qualifications 

Parent permission for excursions#

As the service provider, you are responsible for making sure every excursion is safe and well-planned. 

That includes making sure parents are fully informed and give clear permission before their child takes part. This means you need to provide all the relevant details and get written or digital approval from each parent.

Parents must: 

• be given the chance to see the completed RAMS
• understand the proposed adult-to-child ratios
• confirm their approval. 

This permission must be documented through a signed form or a digital response.

Regular excursions

For regular excursions, the RAMS should be available for parents to view and approve when they enrol their child in the service. 

It will need to be clear to parents where their child is going, when and how often. For example: "Every second Wednesday between 2pm to 4pm we walk to the library on the corner of Bow and Vine Street. The RAMS is attached with the adult–to–child ratio for approval."

Special excursions

For special excursions, once the RAMS and adult–to–child ratio have been determined, share them with parents so they can give approval and permission for their child to attend. For example: "On Thursday 14 May between 9am to 2pm we plan to travel by bus to Bond Street Zoo. The RAMS is attached with the adult–to–child ratio for approval."

Person responsible approval #

Finally, the person responsible must give formal approval for the excursion to take place—but only after all parental permissions have been received and confirmed. This means the person responsible has the ability to cancel the excursion, if something has changed that increases the risk to children. 

Person responsible means, a person nominated for the purpose by the service provider; who is directly involved in, and primarily responsible for, the day-to-day education and care, comfort, and health and safety of the children.

Communication systems#

Having communication systems in place is important so the relevant people know where the children are and adults can communicate with others, like parents, when necessary.  

Keep records of excursions #

Records can be in written or digital form and must include:

• the names of all adults and children involved
• the time and date of the excursion
• adult–to–child ratios
• the location and method of travel
• completed RAMS
• evidence of parental permission and approval of adult–to–child ratios, location and method of travel for regular and special excursions
• the signature of the Person Responsible approving the excursion that takes place.