Charnwood - Dunlop School
Bettington Circuit Charnwood 2615
P. 62057322 F.62057321
Email: info@charnwoodps.act.edu.au
ABN: 78 397 545 977
_________________________________________________________________________________________________________________________
Procedure for organising preschool excursions/incursions
Preschool excursions and incursions are a valuable part of the preschool program that should be used
to expose children to experiences that they might not otherwise have the opportunity to experience,
or to build on a current area of exploration.
The organisation of excursions and incursions must follow strict processes in order to meet
Regulations 100, 101 and 102 of the National Quality Standard.
Charnwood-Dunlop provides an excursion checklist and procedure chart for teachers to follow when
they organise excursions
Procedure for organising preschool excursions/incursions
An opportunity arises for an
excursion/incursion that supports the
preschool program
Consult the Preschool team leader to
gain in principle approval for the
excursion/incursion. Educator
completes the Excursion Planner
Conduct the risk assessment prior to
booking the excursion/incursion. Site
visit must be conducted where
applicable to complete the risk
assessment pro forma.
If approved, Team Leader signs and
dates Excursion Planner.
Risk assessment pro forma provided
to Team Leader. Team Leader shares
with Principal who declines or
approves excursion/incursion.
Book the excursion/incursion and
arrange transport booking if required.
Complete the Excursion Cost Planning
Sheet and draft permission note for
no cost or cost excursions/incursions
as appropriate.
Send the draft permission to Team
Leader and Excursion Cost Planning
Sheet to Business Manager for
approval.
Collect all completed permission notes
to be placed on file.
Booking forms and confirmations
and transport confirmations
collected to be placed on file.
Business Manager and Principal
approve excursion costing and in
conjunction with Team Leader
approve permission note for
distribution.
For filing:
 Copy of signed excursion/incursion
procedure
 Risk Assessment
 Signed permission notes
 Reflection of incursion/excursion (if
applicable)
Procedure for collecting payment and providing receipts for preschool excursions/incursions
Permission note is received for a
preschool incursion/excursion. Is
there a payment involved?
Tick the child off the permission note
list, and store the permission note
with the excursion organisation pack
for filing
NO
YES
Place the unopened payment
envelope in the Charnwood-Dunlop
School Front Office bag for
receipting by the CharnwoodDunlop School Front Office staff.
The bag should be sent to
the Front Office on days
when payments have been
received.
Payment receipts are placed in the
teacher’s pigeon holes in the
staffroom once processed ready for
collection by educators.
Preschool staff hand out receipts.
Note:
Parents/carers should be reminded to hand
in the permission note and payment
separately to allow the payment envelope
to be forwarded to the front office
unopened.
Planning Prerequisites
 An excursion covers any group or class leaving the school with a teacher as part of the education program conducted
by the school.
 The organising teacher is familiar with departmental policies and procedures.
 Action list completed at least one week before the date of the excursion. No excursion proceeds without this approval.
 Parents are given at least 2 week’s notice where parental costs involved. The greater the cost the greater should be the
notice given to parents.
 School subsidisation is arranged prior to parental information being distributed.
Excursion Plan - 6 Weeks Prior
Coordinating
Teacher
Excursion Date(s):
Venue(s):
Excursion Purpose:
Classes Attending:
No of Chn:
Staff Attending:
Adult to Student Ratio:
Parents Attending:
Mode of Transport:
Departure Time:
No. of Buses:
Company:
Return to school:
Program for children
not attending:
Emergency Contact Number at Venue:
Pickup time from
Venue:
Mobile No:
Transport Cost/child:
Venue Entry Costs/child:
Other Costs/child: (please name)
School Subsidy (if applicable):
Total Cost Per Child
Planning Implementation - 4 Weeks Prior
 Bus hire arranged
 Excursion Planning Sheet and Cost Planning Spread Sheet
completed and dates on the calendar
 Executive Director Approval (if required) 1 month
Planning Implementation - 3 Weeks Prior
 Permission note sent home

Medical Note (if required)
Y/N

Current First Aid Certificate required:
Risk Assessment completed
ACTION LIST - 1 Week Prior
 Students Notes/Lists to Front Office  Permission note followed up
 Playground Duty arranged
 First Aid Kit arranged
 Medical Notes collected
 Transport confirmed
Notification
 Front Office  LA Teacher
 Parents/Volunteers
 Executive
 ESL Teacher
 Other
Excursion Approval: Principal (or Delegate): __________________Date: _________
Excursion Policy Summary
Supervision Ratios
Local Vicinity and in ACT -1 teacher and 1 assistant per class unit (up to 25). Beyond ACT - ratio
1:20 Duty of Care may require additional adults to accompany group.
Mandatory Procedures
Responsibility of Principal
 approval by principal or delegate
 students unable to participate are provided
meaningful alternative activities
 parents notified in writing
 special procedures for outdoor Adventure
Activities
 swimming is a Special Case
 safety of students - adequate supervision  swimming procedures followed
 staff conversant with policy
 officers must not drink alcohol
 non teaching staff are suitably qualified and
advised of their responsibility
 staff aware that if policy not followed could be
liable, no workers’ compensation
 emergency procedures developed for all
excursions
Parent Advice includes (as appropriate)
Responsibility of Co-ordinating Teacher
 be conversant with the policy
 times, dates and destination
 prepare consent forms - and ensure completion  mode of travel
 current medical information is available
 purpose and nature of activity
 emergency contacts for all excursions. This
 names of accompanying staff/adults
may be a mobile phone number
 cost, clothing and equipment
 ensure a First Aid kit is taken on all
 means of contacting the group
excursions
Appropriate response from parents
indicating that they :
 consent to the student taking part
 agree to travel by private car driven by staff or
parents
 authorise the school to make arrangements for
the welfare of their child including
medical/surgical treatment and agree to pay
associated costs
 have provided up to date medical information
 agree to the student being under the authority
of the school and that if circumstances warrant
the student will be sent home at their expense
Use of Private Vehicle
The Co-ordinating Teacher must ensure:
Loading does not exceed the number of
seatbelts - children should use rear seats first
with the largest child in the front
 Parents must be notified that ‘private vehicles’
will be used
 Teachers should assign pupils to cars having
regard for any special needs. A list of drivers
and pupils should be given to the Bursar.
Use of Private Vehicle information is provided
on the Parent information sheet
Insurance
There is no automatic insurance cover provided by the ACT Govt for Students /parents /other
adults/ non-enrolled children injured in an outdoor adventure activity. Parents should be advised to
consider additional personal insurance
Workers Compensation - covered only if an approved activity
Ambulance free in ACT - need to check health insurance for outside ACT
Cost planning sheet hyperlink
..\..\Administration\ExcursionsIncursions\Excursion Forms\Copy of sf_ExcursionCostPlanningSheet.xlsx
FIRST AID POLICY - APPENDIX I (3)
GENERAL MEDICAL INFORMATION
AND CONSENT FORM
This form is intended to be used to assist the school in the case of any medical treatment required or medical emergency involving a student at school.
The department collects the information contained in this form to provide or arrange first aid and other medical treatments for students. The information collected will be held at your
child’s school and will be made available to staff of the school and to medical or paramedical staff in the case of an accident or emergency. The information contained in the form is
personal information and it will be stored, used and disclosed in accordance with the requirements of the Privacy Act 1998(Cwth). Parents/Carers note that in the absence of an
Emergency Treatment Plan only standard First Aid should be administered.
Student’s Name: .................................................................... Date of Birth: ............................... Sex:  M
School: ...............................................................................
F
School Year: ........……..
Parent/Guardian: .................................................................................................................................................... …
Address: ................................................................................................................................................................. …
Telephone Contact Nos - Business Hours: ……………………After Hours: ……...………..Mobile:…………….
Other Contact for Emergency: .......................................................................
Telephone No: .................................. …
Name of Student’s Doctor: .............................................................................
Telephone No: .................................. …
Medicare No: ....................................... Private Health Fund: …………………..Membership No: ………………..
Ambulance Fund: .................................. NOTE: Parents are responsible for ambulance costs outside the ACT
Please tick if your child suffers any of the following:
 allergies
 anaphylaxis
 asthma
 blood pressure
 diabetes
 eczema
 epilepsy
 fainting
 fits or blackouts
 hayfever
 headaches
 heart condition
 nose bleeds
 reaction to drugs
 sight/hearing problems
 sun screen sensitivity
 other .............…………………………………………………………………………………………………………
If you have ticked any of the boxes above an Emergency Treatment Plan must be provided. Proforma Plans are available from the school.
NB. Without an Emergency Treatment Plan the school can only provide firs aid treatment.
Date of last tetanus injection: ........................................................
Is the student presently taking any medication?
Yes  No 
NB. In accordance with the Medication Policy, parents must give written permission and directions for the administration of any
medication taken during school hours or after hours school activities.
I consent to my child receiving paracetamol for temporary pain relief?
Yes  No 
Are you aware of any physical or psychological limitations of your child? Please give details. .............................
....................................................................................................................................................................................................
Is there any other information which you believe may help us to provide the best possible care? .........................
....................................................................................................................................................................................................
Consent to medical attention. In the case of my child requiring medical treatment or in the case of a medical emergency, I consent to
the school providing first aid or treatment as outlined in an emergency treatment plan and I further authorise the school, where it is
impracticable to communicate with me, to arrange for him/her to receive such medical or surgical treatment as may be deemed
necessary. I also undertake to pay any costs which may be incurred for the medical treatment, ambulance transport and drugs.
Signed: ...................................................................... Parent/Carer
Date: ......................................
Risk Assessment
Non Sporting Type School Activity or Excursion (Category A/B)
(Not to be used for Outdoor Adventure or Overseas Excursion)
RISK MANAGEMENT PLAN
School
Charnwood/Dunlop School
Activity
Date
Time
Location
Participants
Interested
Parties
Event Description:
Students
Supervising Staff
Parents
Volunteers
(What are you going to do to prevent or reduce the risk and how
effective do you think the control / prevention measure is based on
the scale of (S)trong, (A)dequate, (F)air or (P)oor)
Student becomes separated for group
Student suffers an injury due to accident
Student suffers illness during excursion
Staff member or volunteer becomes ill or
has an accident while on excursion
Loss of money or additional expenses
Control
Timetable
(by when)
Priority rating
Risk Control / Prevention Measures
Responsible Officer /s
Risk rating
(a+b)
Consequence
(b)
Likelihood
(a)
Risk
(What could happen and How would it happen)
(What are you going to do to prevent or reduce the risk and how
effective do you think the control / prevention measure is based on
the scale of (S)trong, (A)dequate, (F)air or (P)oor)
Transportation failure
Control
Timetable
(by when)
Priority rating
Risk Control / Prevention Measures
Responsible Officer /s
Risk rating
(a+b)
Consequence
(b)
Likelihood
(a)
Risk
(What could happen and How would it happen)
(What are you going to do to prevent or reduce the risk and how
effective do you think the control / prevention measure is based on
the scale of (S)trong, (A)dequate, (F)air or (P)oor)
Add additional rows or tables, if required
Control
Timetable
(by when)
Priority rating
Risk Control / Prevention Measures
Responsible Officer /s
Risk rating
(a+b)
Consequence
(b)
Likelihood
(a)
Risk
(What could happen and How would it happen)
RISK ASSESSMENT MATRIX
Likelihood
Almost certain
5
Likely
4
Possible
3
Unlikely
2
Rare
1
Insignificant
Minor
Consequence
Moderate
Major
Catastrophic
1
6
Medium
5
Medium
4
Low
3
Low
2
Low
2
7
High
6
Medium
5
Medium
4
Low
3
Low
3
8
High
7
High
6
Medium
5
Medium
4
Low
4
9
Extreme
8
High
7
High
6
Medium
5
Medium
5
10
Extreme
9
Extreme
8
High
7
High
6
Medium
Risk Likelihood
Rating
1
Scale
Rare
2
Unlikely
3
Possible
4
Likely
5
Almost Certain
Criteria
 Remote chance of risk event and even then in highly exceptional circumstances,
 1 in 10,000
 Risk event unlikely to occur but change of circumstances or situation may create
opportunity for risk to arise
 1 in 1,000
 Foreseeable that risk event may occur, but is not expected to occur
 1 in 500
 Risk event likely to occur at least once
 1 in 100
 Expect frequent occurrences
 1 in 10
Risk Consequences
Rating
1
Description
Insignificant
2
Minor
3
Moderate
4
Major
5
Catastrophic
Risk Priority
Remarks
 No Injuries
 Negligible community disruption
 No disruption to excursion
 No environmental or other damage.
 Minimal financial risk or loss (1% of budget)
 Small number of injuries
 Only first aid required
 Limited disruption to excursion
 Some environmental or other property damage
 Some financial risk or loss (2.5% of budget)
 Ambulance / Hospital Treatment required
 Some community inconvenience
 Some activities unable to proceed
 Some environmental damage (minor long term effect)
 Other property damage
 Significant financial risk or loss (5% of budget)
 Extensive injuries
 Significant hospitalisation
 Some community displacement
 Extensive environmental damage (long term effect)
 Other extensive property damage
 Serious financial risk or loss (10 % of budget)
 Fatalities
 Injuries and extended hospitalisation periods
 Widespread community displacement
 Extensive and widespread property damage
 Significant short or long term environmental damage
 Extreme financial risk or loss (25% of budget)
Description
Immediate
Requires immediate intervention by Schools Directorate
Requires immediate attendance of various emergency services / multiple casualties to hospital
High
Requires involvement from Schools Directorate
Requires attendance of emergency service personnel (ambulance, police, fire brigade)or transportation to
hospital
Significant
Requires involvement or attention from principal
Requires immediate attention from first aid officer
Low
Requires assistance by staff on site / Possible attention by first aid officer
Negligible
Requires no action
Event Coordinator
Signed
Date
Principal
Date
Signed
Priority Ranking
A
B
C
D
E