Excursion Policy Victoria

Introduction
This report is an analysis and discussion of the Victorian Excursion Policy. An excursion is classified under the policy as being an activity undertaken outside of the school for educational purposes; this includes camps, adventure trips, as well as day excursions. The policy is a lengthy guideline for schools to follow when organising an activity outside of the school for its students. The only exemption to the policy is work experience. The guideline is designed to ensure the protection and safety of both staff and students attending an excursion.

Discussion
The excursion policy covers many different aspects of excursions and the expectations on the school, the staff attending the excursion and the student also. The policy outlines who is responsible for the approval of excursions, in some cases it may be the approval of the principal and in others (such as camps) it is the approval of the school council that is required.
It also covers the selection of venue for the proposed excursion. The selection of the venue must be decided upon using sound risk management principles. They must be assessed in regards to their safety and suitability as well as any risks associated with the activity at the venue to the students and teachers. The policy outlines a detailed list of factors to consider when choosing a venue for an excursion, whether it is for a day visit or a camp. Camps used by schools must be accredited campsites; these are defined as sites that have permanent facilities, for example kitchens, toilets, dormitory accommodation.
There are also detailed guidelines within the policy on overseas travel, emergency management whilst on an excursion, identity tags, notification of school activity, communications during activity, first aid, parental/guardian approval, student medical information, guidelines for supervision and excursion staff. It is a very details policy that gives very clear rules on what needs to be done in regards to any excursion outside of the school grounds.
There are additional specifc guidelines in relation to adventure activities, high adventure activities and swimming activities that are additional to the regular excursion guidelines that need to be followed by every government school.

Scenarios
1. Year 3 levels of students are attending an excursion during school hours to the Museum in the City to visit an exhibit on evolution in relation to their studies.
The policy comes into play here as the students will be leaving the school premises to undertake an activity relating to their studies. The principal is responsible for giving approval for this excursion to proceed under policy guidelines. The teachers then have to ensure that all students attending have returned the appropriate consent and medical forms for the excursion (as per required in section 4.4.2.4 of the policy). The school needs to ensure that relevant details about the activity have been lodged with the Department’s Emergency and Security Management Unit at least three weeks prior to the activity (section 4.4.2.3.2). The teachers on the excursion (where the ratio of teacher to students has been confirmed) needs to have a mobile phone and the emergency contact numbers for all students attending as well as a direct number for the principal. The school and its teachers also have a legal duty to protect students from risks of injury, therefore excursion staff need to have levels of first aid training that are appropriate for the excursion. Arrangements also need to be made for the students remaining at the school to have adequate supervision and schoolwork to complete.

2. Year One students are to attend two weeks of swimming lessons at the local swim centre. (Five lessons each of 45 minutes length)

In this example there are many sections of the excursion policy that need to be adhered to. To start with the school need to ensure that the swimming centre they are going to attend has staff that have the appropriate qualifications as least one person in charge must hold the AUSTSWIM certificate and be able to perform appropriate CPR if necessary. All students attending must have the appropriate consent forms signed by a parent or guardian as well as the completed medical forms stating any restrictions or medications. Only one form is required for the whole time the children will be attending lessons. These forms must be with the teacher in charge of the excursion at all times as well as a copy at the school. The children must be accompanied by a minimum of two Department of Education approved staff, which must be in sight of all the children during the excursion. The staff must also be dressed in a manner that enables to them to undertake a rescue immediately as required. As with any excursion details of the excursion must be lodged with the Department of Education outlining the details of the excursion. This form must be lodged at least three weeks before the excursion is due to start. Arrangements must be in place for any students who will be remaining at the school and not attending the excursion. The teachers escorting the excursion must all have the appropriate level of First Aid and at least one staff member must know the steps for anaphylactic shock and how to administer an epipen.
The staffing ratio must also be adhered to with a ratio of 1 teacher to 20 students; where possible it is to be less. Authorised parent helpers or teacher aides may also attend as helpers but one of the Department teachers must remain in charge of the excursion at all times. If the swimming activity was not at a commercial swim centre such as a surf beach or open water/deep water venue further guidelines would apply.

3. A class of year 6 students is attending a camp in Canberra for a total of 4 nights. They will depart the school at 7am on Monday and return at 5pm on Friday.
In this instance there are many sections of the policy that are extremely important. The camp must have approval from the school council to proceed, they need to know if the campsite is accredited (from the Australian Camps Association and Outdoor Activity Provider program or the National Accommodation, Recreation and Tourism Accreditation Program), what is going to happen with staffing at the campsite, what activities the children are going to undertake, the first aid facilities, fire safety and emergency procedures. The parents must also be given all details about the location of the camp and the activities to be undertaken whilst on camp. The details of the camp and the activities to be undertaken need to be lodged with the Departments Emergency and Security Management Unit at least three weeks prior to the camp beginning. This form can be lodged online via the appropriate link. The appropriate medical forms must be completed and copies taken with the teaching staff on the camp. Ideally the site would have been inspected by an attending staff member or school council representative prior to the camp, otherwise an attending teacher must inspect the site immediately upon arrival to assess risks and safety concerns and to undertake a risk management plan to be put in place. All emergency procedures need be outline as soon as practical after arrival at the campsite. The staff ratio of one teacher to twenty students is be maintained 24hours a day, as long as the camp does not involve adventure activities in which case it has a different ratio. The teachers should also have an active, charged mobile phone with emergency numbers pre-programmed into the memory. They need to be able to access transport and know the proximity of emergency centres just in case they are required. All students and teachers should be aware of the behaviour standards expected on the camp and know the consequences if they breach this conduct. Parents should also be aware that any costs to send a child home in the case of extreme misbehaviour (this must be discussed with the principal before any action is taken) will be borne by the parents and not the school or the Department of Education.

Conclusion
To conclude all excursions (any event organised by the school where students leave the premises to undertake educational activities) are covered by wide variety of guidelines. These guidelines were put in place to ensure the safety and protection of both students and teachers whilst outside of the school premises. The guidelines cover all excursion types; day excursions, overnight camps, adventure activities, swimming activities, overseas travel and high risk adventure activities. The guidelines also covers the responsibility of approval for excursions, the accommodation requirements, first aid requirements, behaviour expectations, emergency management, identity tags, notification of excursion, communication during an emergency, parental/guardian approval, student medical information, staff ratio to student, use of private vehicles and safety guidelines.
By following these guidelines the school and teachers ensure that the activities/excursions are going to be enjoyable, educational and safe for all attending.