Skip to main content
Ministry of Education New Zealand
On this page
Important

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-to-child ratios are determined accordingly. Ratios are not less than the required adult-to-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-to-child ratios, location and method of travel.

Guidance#

An excursion is being outside the hospital whilst receiving education and care from the service but does not include an excursion for the purposes of:

  • emergency evacuations
  • drills or
  • the receipt of urgent medical attention.

How to show you are complying 

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

Based on the RAMS, determine the adult-to-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 (for example, near water)
Parents permission and approval for excursions

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.

You must give parents the proposed adult-to-child ratios for the excursion and the location and method of travel.

Before their child can participate in the excursion, parents must approve:

  • their child’s participation
  • the proposed adult-to-child ratio
  • location and 
  • method of travel.

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

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 communicating with the child’s nurse or charge nurse.

Records of the excursions that take place

The record 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.