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Ministry of Education New Zealand
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Important

New version effective 20 April 2026

This is the new version of the licensing criterion and associated guidance.

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 are put 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
  • evidence of parental permission and approval of location and method of travel for regular and special outings or excursions.

Guidance#

Find the meaning of regular and special excursions in the glossary:

Excursions

How to show you are complying#

Whenever children leave the premises on an excursion, you must complete a risk assessment and management process (RAMS). 

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/venue, such as the proximity of water.

Parent permission and approval

As the service provider, you are responsible for managing the risks associated with the excursion. You must keep parents well informed – providing the RAMS will help with this.

You must give parents:

  • the location of the excursion
  • the method of travel.

Before a child can participate in the excursion, parents must give permission for their child’s participation and approve the location and method of travel.

Approval for changes to regular excursions

If there are changes to a regular excursion, you must carry out another RAMS and seek approval from the parents of the children intending to go on the excursion. 

Supervision plan

The excursion must also be supported by a supervision plan specific to the destination.

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, as identified by the RAMS. 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 supervise children according to the supervision plan. Being physically close to children and monitoring them with regular head counts are ways to supervise children.

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. 

Parents need to know where their children are. This is especially important if they have given permission for a regular excursion at enrolment which might have been some time ago. 

Your communication systems must provide for this, for example an online reminder, a text communication or discussion with parents so they know what is planned for the day. 

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
  • the location and method of travel
  • a completed risk assessment and management process
  • evidence of parental permission for their child’s participation, and approval of the location and method of travel for:
    • regular excursions at the time of enrolment
    • special excursions prior to the excursion taking place.

You can obtain written or digital approval for regular excursions via a signature on the enrolment form.

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

Excursion examples

You will find examples of regular and special excursions in the 'tools to help you comply' section.