Criterion HS210#

Whenever the child leaves the premises on an excursion:

• a risk assessment and management process is undertaken;
• a supervision plan specific to the excursion is developed and implemented;
• parents have given prior written approval of their child’s participation, location and method of travel for:
  • regular excursions at the time of enrolment;
  • special excursions prior to the excursion taking place; and
• communication systems in place so that people know where the children are, and the educator can communicate with others as necessary.

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;
• the excursion supervision plan;
• the location and method of travel;
• completed risk assessment and management process; and
• evidence of parental permission and approval of location and method of travel for regular and special outings or excursions.

Guidance#

How to show you are complying #

You must complete a risk assessment and management process (RAMS) before going on an excursion. This includes assessing the venue/space for any risks such as proximity to water. Based on the outcomes of the RAMS, you must determine what adult:child ratios are needed to manage children’s health and safety. 

When determining adult:child ratios for the excursion as part of the RAMS assessment, you should also consider:

• the travel arrangements and any hazards identified on the way to and from the destination
• hazards you expect to come across at the destination
• whether ratios need to be improved for any specific part of the excursion, (e.g., if you are in close proximity to an unprotected source of water).

Parental permission for their child to go on the excursion is required 

As the service provider, you are responsible for managing the risks associated with the excursion. You must keep parents well informed and make sure that they provide written or digital approval for their child to go on the excursion. To do so effectively, parents must sight the completed RAMS, have knowledge of the proposed ratios, and provide clear approval for their child to participate (either in written or digital form).

For regular excursions, the RAMS must be made available for parents to sight and sign permission 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.  As an example, every second Wednesday between 2-4pm we walk to the library on the corner of Bow and Vine Street. The RAMS is attached with the adult:child ratio for approval.

For special excursions, you must visit the destination in advance to complete a thorough RAMS process, taking into account environmental factors such as weather conditions and how they may affect the safety and suitability of the location.

Once the RAMS and adult:child ratio have been determined, share them with parents so they can give their approval and permission for their child to attend.

As an example: On [xx/xx] between 9.00am -2.00pm we plan to travel by bus to Bond Street Zoo. The RAMS is attached with the adult:child ratio for approval.

Supervision plan

The excursion must also be supported by an effective supervision plan.

Educators must plan ahead before going on an excursion. They should consider the destination, transport, meals, toilet breaks, and any potential hazards that they may encounter.

They must have a supervision plan in place, that considers what adult:child ratios to use, and whether additional adult support is needed. This is especially important if the excursion involves water. The plan should also outline how transitions will be managed, including from vehicles and parking areas.

During excursions, educators must be physically close to children and monitor them with regular head counts.

A designated contact person should be available to assist in case of an emergency.

You need communication systems in place

This is important so that relevant people know where the children are, and educators can communicate with others when necessary.  

Record keeping

You must keep records of the excursions that take place, which must include certain details (either in writing or in digital format). The record must include: 

• 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 RAMS
• evidence of parental permission and approval of adult:child ratios, location and method of travel for regular and special excursions.

You can obtain written or digital approval for regular excursions via a signature on the enrolment form, provided the information also informs parents of the planned adult:child ratios.

Permission for special excursions needs to be sought for each excursion.