Before you begin - Overseas Excursions


Attachment 1

Before you begin!

Collect the appropriate documentation. If you have any trouble locating these documents please contact your Director.


Documents needed:

1. Application for Approval of Overseas Excursion

2. Application for Approval of Outdoor Adventure Activities

3. Overseas Excursion Information for Parents - sample of letter to parents with

excursion details

3. Overseas Excursion Information for Parents - sample

consent form

to parents

4. Overseas Excursion Information for Parents - sample letter to parents for

medical information

5. Medical Information and Consent Form

6. 8A. Risk Assessment Proforma

7. 8B Risk Assessment Guide

8. 8C Risk Management Framework

9. A statement that any required police screening checks are underway.

10. Emergency Plan

11. Immunisation requirements and DFAT contact template

12. Mandatory Procedures statement, Billeting requirements, Financial assistance

13. ACT Insurance Authority Overseas Excursion form

– request for travel insurance for


Consider the following when planning your trip:

Age, maturity and ability of students

Safety and welfare of students

Major learning outcomes and relevance to curriculum

Special responsibilities of staff

International protocols

Possible difficulties and challenges

Basic emergency and contact arrangements

Use of Travel Provider (see page 5 and 6)

Read Good Practice in Billeting (see page 7 and 8)



14. School Board minutes signed by the Board Chair and the Principal

15. Breakdown of costs for all participants



Application for Approval of Overseas Excursion

form must be lodged

as complete as possible

with the Director at least

four months

before the proposed date of the excursion. The date of the application is generally considered the date on which


of the supporting information is complete.

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Attachment 1

Late applications are strongly discouraged, and there is no guarantee that they will be approved.

Where there have been extenuating circumstances and the application will be only slightly late, the principal may support the application with a submission to the Chief Executive. The submission must be expressed in terms of the safety of the students and the adequacy of planning.

At least

four weeks

prior to departure, the same application is re-submitted for final approval by the



Gaining approval in principle

Refer to the DET website at: and follow the links to the policy.

If using hard copies of the policy and forms be careful to check that you have the current versions.

1. Read the Overseas Excursions Policy

2. Collect all



3. Use current application forms and medical forms. The request for medical information and medical consent form that accompanies the policy can be used as they are. They need not be customised.

4. Check that information to parents and parental consent forms include mandatory information and follow the guidelines in the samples. The samples are provided as a guide and


be customised for the particular excursion. It is not sufficient to send in the samples as part of the application.

5. Teachers must consult the Department of Foreign Affairs and Trade to ascertain whether there is current travel advice on the destination country. If there is no advice, then the country is considered safe. Contact can be through the Internet at: . A copy of the travel advice indicating the date and signed by the Teacher in charge is to accompany your application.

6. Principal checks applica tion and all attachments, completes “Principal’s Checklist” and signs application form.

7. Forward completed application to Schools Directorate.


Resubmission for Final Approval

The same application form is resubmitted to the Director

at least four weeks

before commencement of the excursion.

Four weeks prior to the excursion

Resubmit the signed application form (attachment 2). If there are changes to any of the documents in your initial application, resubmit the relevant documents. Additionally, recent travel advice from

DFAT should be attached (attachment 10), as well as a statement from the teacher-in-charge that medical information and parent consent forms have been received from all students participating in the excursion.

A completed ACT Insurance Authority (ACTIA) Overseas Excursion form should be submitted to

ACTIA to obtain travel insurance for departmental staff while they are on duty. This should be faxed

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Attachment 1

to ACTIA just before resubmitting the application and a copy showing the date faxed should be included in the resubmitted documentation (attachment 12).

After the excursion, the travel insurance cards issued by ACTIA should be returned promptly to the authority.

To help you keep track of all this, two checklists have been developed!!

Safe Travels!

Updated August 2006


Attachment 1

Mandatory Procedures Overseas Excursion Checklist

The submitted application must contain the following documentation as required by the


Excursions Policy (2006)


Contact Name: _____________________________________________________________

Contact Tel: _______________________________________________________________

Contact Email: _____________________________________________________________

Contact Fax: _______________________________________________________________

School: ___________________________________________________________________

Dates: ____________________________________________________________________

Destination: _______________________________________________________________

Mandatory Procedures Attachments

Attachment 2:

Application for Approval of overseas excursions

Attachment 3

: Application for Approval of Outdoor

Adventure Activities, if required

Attachment 4:

Overseas Excursion Information for

Parents- Sample letter to parents with excursion details

Attachment 5:

Overseas Excursion Information for

Parents- Sample consent form to parents

Attachment 6:

Overseas Excursion Information for

Parents- Sample letter to parents for Medical Information

Attachment 7:

Medical Information and Consent Form

Attachment 8

A: Risk Assessment Proforma

Attachment 9:

Emergency Plan

Attachment 10:

Immunisation Requirements and DFAT


Attachment 11:

Mandatory Procedures Statement,

Billeting Requirements, Financial Assistance

Attachment 12:

ACT Insurance Authority Overseas

Excursion form- Request for travel insurance for teachers

Attachment 13:

A statement with the break down of costings for the excursion

A statement that any required police checks is underway.

School Board Minutes, signed by Board Chair and




Updated August 2006


Attachment 1

Travel Provider Details

As at March 2005, the ACT DET travel provider is Qantas Business Travel. Schools should in the first instance contact this travel provider. Two other quotes must be obtained if it is considered necessary to use an alternative provider. All quotes and justification for using an alternative provider must be submitted in the application for in principle approval.

Qantas Business Travel Contact Details:

Domestic Bookings:

Ph: 1300 655 856 (Option 1)

Fax: 02 9951 9835

Qantas Business Travel

46-50 Kent Road

Mascot NSW 2020

International Bookings:

Ph: 1300 655 856 (Option 2)

Fax: 02 6250 8291

Qantas Business Travel

Level 4, 10 Moore Street

Canberra ACT 2601

Guidelines for making new/amending existing bookings:

1. Introduce yourself, advising if you wish to


Make a new booking; - Quote your Company Profile Number. Advise the name of

Traveller(s) and Qantas Frequent Flyer/Club membership number(s) if known,



Change an existing booking- please quote your Qantas Booking Reference Number or flight details with the passengers name.

2. Advise preferred flight details- i.e. date/time of travel, class of travel. The ACT Government’s normal class for all air travel is Economy Class unless advised. If booking outside Economy class, you will be required to advise the name of the approving officer.

3. For the initial booking, advise contact details at the destination, such as hotel telephone number or mobile phone number.

4. Advise if you require and additional services, such as car hire or accommodation.

5. Electronic Tickets are mandatory for all wholly domestic travel on Qantas and Australian Airlines.

E-tickets simplify the travel process by offering greater convenience, flexibility and reduces paper.

6. Your Qantas Consultant will provide you with a Booking Reference Number. This number must be retained for future reference in relation to this booking.


Tracey Crump, Senior Project Officer

ACT Government

Ph: 02 6207 6025

Email: [email protected]

Geoff Woodham, Corporate Account Manager


Ph: 02 6250 8222

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Attachment 1

Email: [email protected]



Booking and quoting of airfares:

Please allow as much lead time as possible between booking and departure.

Advise if the traveller (s) can be flexible with the departure/arrival dates to take advantage of

“The best fare of the day.”

Please be specific with departure/arrival times if these are critical.

If there are objections to flying with certain airlines or aircraft (eg. OH&S issues), please advise this at the time of booking.

If you have advised Specific Flights for a given itinerary, please indicate if alternative airlines/flights could be used to reduce cost.

Contacts for bookings:

Please let us know where we can best contact your passenger(s) during a journey. We like to include office, mobile, home and interstate phone numbers, where available.

Types of airfares:

For your guidance, the main types of airfares are detailed below. The key benefits of these fares are as follows:

Full Fares:

Business Class and Economy Class. No restrictions.

Discount Economy Fares:

Return Economy Class fares, maximum and minimum stay requirements, advance booking requirement, payment deadlines and non-refundable. For example,

14 day Apex fare type represents a saving of up to 70% discount off the full Economy Class fare, subject to class availability.

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Attachment 1


This document provides support material for your consideration and use when planning an activity that involves students being billeted.

Billeting relies on the goodwill of host families offering to accommodate visiting students, usually without financial compensation. The majority of parents will appreciate the obligation that the

Department has in relation to the welfare of students and the measures that need to be in place to fulfil that obligation.

If the wellbeing or safety of a student is at risk, or there is a suspicion that this could be so, the student should be relocated to another approved accommodation arrangement and the student’s parents informed that this has occurred.

Principals must ensure that all staff have received training in child protection and are aware of the need to be vigilant in all matters relating to the safety and welfare of students involved in billeting.

Good practice in billeting

Determine whether billeting is the preferred option for the proposed activity.

Commence planning as far in advance as possible.

Appoint a coordinator at both the visiting school and the host school. Coordinators must establish mechanisms for collaboration and regular communication.

Establish a clear timeline for the billeting process.

Billet the group of students, where possible, at one school or neighbouring schools so that they can travel together.

Billet two or more students of the same sex together, where possible. This allows for increased comfort and safety of students and often requires little extra organisation for the host family.

Provide the names and ages of students to be billeted to the host school as early as possible.

Suggested groupings for multiple billets and individual issues such as special needs should be included. Communication between coordinators can enhance the effectiveness of matching students to host families. Ensure that appropriate information about students is provided to host families.

Child protection is a critical issue for education authorities worldwide. In organising an overseas excursion, teachers must discuss with the host school DET requirements for child protection.

Provide for alternate suitable accommodation, should there not be enough families volunteering to host the visiting students.

Provide a program to all participants in the billeting activity prior to the commencement of the activity. Include: o

The agenda o

Venues o

Meeting times, places and addresses o

Group travel arrangements.

Ensure that requirements and expectations about transporting students to and from group meeting places are made clear to the adults in billeting families. Consider establishing a meeting time each day for billeted students so that they can raise issues.

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Provide students to be billeted with information on things that can go wrong and strategies for keeping themselves safe.

Ensure that lines of communication, including contact phone numbers, are known to all students

 and their families for contact with the coordinator.

Concerns about a student’s safety must be taken seriously and appropriate action taken to protect the student.

Updated August 2006