When assessing whether you comply with HS113

Questions we are likely to ask

• If you go on any regular excursions, what steps did you take to document the RAMS and what steps have you taken to review your RAMS for those excursions?
• How do you decide what ratios to use for different types of excursions?
• How do you make sure that you maintain minimum adult-to-child ratios and first aiders for children on the excursion and children remaining at your service?
• How does your communication system work so that:
  • people know where the children are
  • adults can communicate with others as necessary?

We are likely to look at, measure or count

• Look at excursion records for parental approval and permission for regular excursions and special excursions.
• Look at excursion records and compare ratios of adults to children both at the service and on the excursion and the first aid qualifications of adults.
• Look at excursions records to review the RAMS forms used for different excursions.

We are likely to request

• Copies of excursion records you have completed.
• We might ask for evidence of parental approval and permission for a specific regular or special excursion, first aid certificates and attendance or staffing records.

The tools below are here to support you, but you do not have to use them. You can use other tools or methods that work better for your service.

Excursion examples for centre-based services [PDF, 30MB]

It’s important that you actively identify and manage any hazards that could come up during excursions to keep children safe.

By planning ahead and getting parent approval in advance, you help build trust. You give both adults and parents confidence that you are prepared to handle any unexpected situations that might arise.

Doing more than the minimum can shape better outcomes for children. Here are some ideas or examples you might like to consider.

Leave a note at your centre

If no one stays at the service during the excursion, consider leaving a written notice that is visible to visitors, with information about:

• the location of the excursion
• the predicted return time, and
• a contact name and phone number.

Consider bringing an extra adult

You could aim to have at least 1 adult who is not calculated in the ratio requirements. This person could be free to manage and coordinate during any unforeseen event, or to deal with routine items such as collecting tickets, managing storage of bags.

You may also consider asking a parent to help improve on the adult-to-child ratio requirements for your outing. You could consider the following:

• Parent helpers need to actively supervise the children in their care. This means being close enough to keep them safe at all times. They should not let any child leave their group.
• The parent’s own behaviour should not put any children at risk – for example, leaving the group for a coffee or going to a shop.
• If a parent has a health condition which might compromise their ability to supervise throughout the excursion, ask them to let you know.
• Make sure each parent knows which children they are responsible for. Give them a list of names.
• Make sure they are aware of the itinerary, timetable and general logistics of the excursion.
• Parents need to stay with the main group at all times, unless some part of the activity is on a rotating basis. If they need to leave the group for some reason, make sure they know to tell a staff member first.
• Parents need to accept that there is no place for smoking, alcohol or illegal drugs on any excursion.
• Parents need to agree to follow all the requests and expectations of the teaching team.
• Describe the positive behaviour policies of your service – you could explain to parents how they are expected to manage children. Be clear about when they should seek immediate help from a staff member.
• Be clear about what is acceptable and unacceptable behaviour.

Make sure parents on your excursion know about:

• the arrangements for toileting, food and drink
• who is looking after children’s belonging
• who has the first aid kit
• the number of the emergency cellphone
• what will happen in any emergency and that adults should not take groups away from the main group unless this is planned and organised.

Transport considerations

See criterion HS114 for considerations around using transport for excursions.

HS114 travel by motor vehicle

You may find it useful to take the following items with you during an excursion:

• A list of all children, and their emergency contact details in case of any accident of emergency. Include any siblings. Use this to take periodic roll checks.
• A first aid kit. Consider carrying some bags in case of travel sickness, and some portable instant icepacks.
• Personal medication for children and adults on the excursion such as inhalers, EpiPens and so on.
• A cellphone with numbers for the bus or transport company used, numbers for the destination or venue, and a contact number for someone connected with the service who is not going on the excursions.
• Sun protection and rainwear if needed.
• Books or other items to entertain children if there are any delays.
• Drinking water for all children and adults.
• Spare clothing and other toileting supplies.