Planning an excursion

Department of Education teachers should consult the Variation of routine intranet page for requirements for excursions and other variations of routine.

Teachers should be familiar with the following policies and guidelines:

• Sport and Physical Activity Policy
• Excursions and variations of routine policy
• Bushwalking guidelines

Most excursion walks are classified as novice (easy, on formed tracks).

To meet safety guidelines, the maximum supervision ratio is 1 adult to 15 students. This is typically achieved with:

• 1 EEC teacher
• 1 teacher from the visiting school
• Maximum of 30 students per group

In line with policy, visiting schools must provide one teacher per class or group. The visiting school teacher retains overall responsibility and duty of care for their students at all times.

1. Each group must include a teacher from the visiting school.
2. Group size must not exceed 30 students to maintain the required 1:15 adult–student ratio.
3. Visiting teachers retain duty of care at all times, including during breaks.
4. Teachers are expected to actively participate in learning activities.
5. Visiting teachers are responsible for maintaining discipline, managing behaviour, and supporting EEC teacher instructions. While EEC teachers are experienced in outdoor learning and behaviour management, visiting teachers best understand their students and school policies.
6. On bushwalks, the EEC teacher leads the group, and the class teacher supervises from the rear, ensuring no students fall behind.
7. If a student’s behaviour does not meet minimum behaviour standards, consultation with the teacher and school principal may result in the student being withdrawn from the excursion and returned to school.

Once your booking is confirmed, you will receive a draft risk assessment plan. This should be used alongside your school’s own risk assessment process.

Your risk assessment should also consider:

• Transport arrangements to and from the excursion
• Student group, including age, behaviour and supervision needs
• Health support plans, learning and support plans and/or personalised learning pathways
• Access and additional needs for students, staff or volunteers
• Any previous incidents on excursions
• Background information for the site(s) being visited

When booking buses for your excursion, please consider:

• Cancellation policy: We recommend choosing a company that allows schools to cancel on the morning of the excursion without penalty, as weather conditions can change unexpectedly.
• Bus availability: Confirm whether the bus will remain on site all day or leave and return, as this can influence decisions in changing weather.
• Pick-up and drop-off: Confirm locations and times at the time of booking and again with the driver on the day of the excursion.

Please submit the Welfare Form at least one week prior to your excursion. You may:

• complete one form per excursion
• complete one form per class or group
• attach a printed student list from your office

If there are any significant student or staff needs that may require adjustment on the day, please contact the centre before your excursion to discuss suitable support.

Parents, caregivers and volunteers are welcome to attend excursions and assist teachers. There is no cost to attend; however, park entry fees apply if they travel in a separate vehicle.

In accordance with policy, duty of care remains with the visiting teachers at all times and cannot be transferred to parents, caregivers or volunteers.

If you are planning an excursion to Bonnie Vale (mangroves), rock platforms, or other coastal locations, please check tide predictions. A low tide during the morning or middle of the day is ideal for most programs.

We also indicate suitable tides on our availability calendar to support your planning.

As most programs are conducted outdoors, excursions may need to be postponed if weather conditions compromise safety. If this occurs, we will reschedule your excursion as quickly as possible.

If you have any concerns the day before or on the day of your excursion, please contact us using the mobile number provided on your booking confirmation.

During bushfire season (approximately 1 October – 31 March), check the Rural Fire Service fire danger rating. Ratings are usually published by 4:00 pm for the following day, and may be updated the morning of the excursion.

• Catastrophic: the park and centre are closed and excursions are postponed.
• Extreme: excursions may be postponed or relocated to ensure student safety. Programs can only proceed if buses are able to remain on site.
• High with NPWS track closures: excursions may be postponed or relocated. Programs can only proceed if buses can remain on site.

Safety is our highest priority, and all decisions are made in line with Department of Education guidelines.

All attending Department of Education school staff must hold current e-Emergency Care and Anaphylaxis e-learning certification.

All EEC teachers hold current e-Emergency Care and Anaphylaxis e-learning certification. In addition, most EEC teachers maintain current qualifications in:

• Provide CPR
• Provide First Aid
• Provide Water Rescue
• Recognition and Management of Anaphylaxis (RAMOAP)

Visiting teachers must carry an appropriately equipped portable first aid kit. Department of Education kits must include:

• General use adrenaline injector (EpiPen)
• ASCIA First Aid Plan for Anaphylaxis (Orange) EpiPen
• Asthma reliever inhaler (Ventolin)
• Asthma spacer device

All EEC teachers carry up-to-date portable first aid kits compliant with Department of Education First Aid Procedures. In addition to the items listed above, these kits also include:

• High compression bandage for snake bite
• Sharps container

Visiting teachers are responsible for carrying and administering all student prescribed medication.

Please liaise with your EEC teacher on the day of the excursion if any medication must be administered at a specific time or with food.

Student groups are likely to encounter members of the public during excursions. Visiting teachers are responsible for maintaining active supervision at all times and knowing student locations.

Child protection procedures and close supervision are required when students access public toilets.

Low-waste lunch and recess

• Many sites do not have bins, so students will need to take all rubbish home. Encourage students to pack a low-waste lunch, such as sandwiches and snacks in reusable containers. This minimises plastic wrap and disposable packaging.

Reusable water bottles

• 2 bottles recommended
• Minimum 1.2 L per student is essential for longer walks and sites without access to water (e.g., Wattamolla, Bola Creek, Garie Beach, Jibbon)

Clothing and personal items

• Hat
• School or sports uniform (sports uniform preferred)
• Sturdy, closed-in walking shoes
• Sunscreen
• Backpack (no plastic bags)
• Raincoat

High school students

• Clipboard
• Pencil

Exposed sites (e.g., beach and rock platform)

• Sunglasses recommended

• Students’ prescribed medications
• Health Support Plans
• Portable first aid kit
• General use adrenaline injector (EpiPen) and ASCIA First Aid Plan for Anaphylaxis (Orange) EpiPen
• Asthma reliever inhaler (Ventolin) and asthma spacer device
• Printed worksheets (if applicable)
• Pencils (if applicable)