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New version effective 20 April 2026
This is the new version of the licensing criterion and associated guidance.
Criterion HS306#
Whenever the child leaves 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 ratios;
- parents have given prior written approval to their child’s participation and of the proposed ratios, location and method of travel; and
- communication systems are in place so that people know where the children are, and adults 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 location and method of travel;
- completed risk assessment and management process; and
- evidence of parental permission and approval adult:child ratios, location and method of travel.
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 (e.g., proximity to water) and during travel.
Based on the RAMS, determine the adult:child ratio needed to ensure 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 (e.g., near water)
Parents must provide you with explicit approval for their child to go on the excursion
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 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.
- 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.
You need communication systems in place
You need to have communication systems in place so that everyone knows where the children are, and you can contact others—such as parents—when necessary. You must not take children out of their ward, including to other areas of the hospital or outdoor spaces like gardens or play areas, without first getting consent from the child’s nurse or charge nurse.
You must keep records of the excursions that take place, which must include certain details
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.
