Camps & Excursion Policy

Purpose

The purpose of this policy is to outline the processes and procedures Alfredton Primary School follows when planning, approving, conducting, and reviewing camps, excursions, and adventure activities.

This policy ensures all activities are conducted safely, inclusively, and in accordance with Department of Education and Training (DET) requirements, and that the school meets its legal duty of care obligations.

Scope

This policy applies to:

• all camps organised by Alfredton Primary School
• all excursions and school-approved off-site activities
• all adventure activities, whether on or off school grounds
• all staff, volunteers, students, and external providers involved

This policy does not apply to:

• workplace learning programs
• inter-campus travel arrangements

This policy must be read in conjunction with the Department’s policies on camps, excursions, and adventure activities.

Definition

Excursion:
Any school-organised activity where students leave school grounds, including day trips, sports events, and educational visits.

Camp:
An excursion involving at least one night’s accommodation.

Local excursion:
An excursion within walking distance of the school that does not involve adventure activities and is covered by annual consent.

Adventure activity:
An activity involving greater than normal risk, as defined in the Department’s Adventure Activities Guidelines.

Policy

1. General Principles

Alfredton Primary School will ensure that all camps, excursions, and adventure activities:

• are educationally purposeful and linked to curriculum outcomes
• are planned to ensure the safety, wellbeing, and inclusion of all students
• comply with all relevant Department policies and guidelines
• are approved prior to implementation by the Principal or delegate
• are conducted in a manner consistent with the school’s duty of care obligations

The school follows all requirements outlined in the Department’s:
Excursions Policy

2. Duty of Care

The school retains non-delegable duty of care at all times for students participating in camps, excursions, and adventure activities.

This includes where external providers are engaged. External providers do not assume duty of care responsibility.

Staff must take reasonable steps to reduce the risk of reasonably foreseeable harm at all times.

3. Planning and Approval Requirements

All camps and excursions must:

• be approved by the Principal (or delegate) prior to notification to families
• include a documented risk assessment completed before approval is granted
• identify hazards and controls, including:
  • supervision arrangements and staff ratios
  • emergency management procedures
  • medical and student health requirements
  • transportation risks
  • activity-specific risks (including adventure activities)
• include contingency planning (including cancellation or emergency response procedures)

Activities will not proceed without completed and approved risk documentation.

4. Child Safety and Risk Management

The school is committed to maintaining a child safe environment in line with:
Child Safe Standards

All camps and excursions must:

• promote student safety and wellbeing as the highest priority
• ensure all risks are identified, assessed, and managed
• ensure staff are trained and briefed on child safety obligations
• ensure clear reporting pathways for any child safety concerns

5. Supervision

The Principal is responsible for ensuring appropriate supervision is in place for all camps and excursions.

The school will ensure:

• appropriate staff-to-student ratios are maintained
• supervising staff remain responsible for students at all times
• external providers do not supervise students independently unless explicitly approved and documented
• all staff and volunteers understand supervision and emergency procedures

Staff retain full responsibility for student supervision regardless of external provider involvement.

6. External Providers

Where external providers are engaged, the school will ensure:

• providers are suitably qualified and appropriate for working with children
• Working With Children Checks (WWCC) are verified where required
• providers comply with all Child Safe Standards and school policies
• roles and responsibilities are clearly documented in planning materials
• school staff maintain active supervision and oversight at all times

7. Volunteer Participation

Parent/carer volunteers may be invited to assist.

The school will consider:

• skills relevant to the activity (e.g. first aid)
• student needs and risk profile
• supervision requirements

All volunteers must comply with school expectations and follow staff directions at all times.

8. Consent Requirements

The school will obtain written consent from parents/carers for all camps and excursions other than local excursions.

Local excursions will be covered by annual consent, with additional communication provided prior to each event.

Consent will include:

• activity details
• costs and payment requirements
• risk information where appropriate

9. Student Inclusion

The school is committed to ensuring all students can access camps and excursions.

Reasonable adjustments will be made for students with:

• disability or additional needs
• medical conditions
• cultural or personal requirements

Families will be consulted during planning where required.

10. Behaviour Expectations

Students are expected to behave in accordance with:

• Student Code of Conduct
• Student Wellbeing and Engagement Policy
• Bullying Prevention Policy

The Principal may exclude a student from participation where behaviour presents a safety risk or where participation would compromise the safety or wellbeing of others.

Decisions will be made fairly, consistently, and in consultation with relevant staff and families.

If a student’s behaviour places themselves or others at risk during an excursion or camp, the Principal or delegate may direct the student to return home at parental cost.

11. Student Health

Parents/carers must provide accurate and up-to-date health information prior to participation.

The school will ensure:

• appropriate medical plans are in place where required
• trained staff are appointed to manage student health needs
• first aid kits and communication devices are available on all activities
• medication is administered in accordance with school policy

Parents/carers are responsible for collecting students who become unwell during a camp.

12. Risk to Activity Changes or Cancellation

The school reserves the right to cancel, modify, or withdraw students from activities due to:

• weather conditions (including Code Red days)
• safety concerns
• insufficient supervision
• unforeseen risk escalation

13. Payments and Financial Assistance

Camps and excursions are generally user-pays unless part of core curriculum delivery.

The school will:

• clearly communicate costs and payment deadlines
• support families experiencing financial difficulty
• facilitate access to the Camps, Sports and Excursions Fund (CSEF) where eligible
• ensure no student is disadvantaged due to financial hardship

14. Refunds

Refunds will be considered on a case-by-case basis.

The school is not required to refund costs already committed to third parties unless recoverable.

15. Accident and Insurance

The Department does not provide student accident or ambulance insurance.

Parents/carers are responsible for:

• ambulance cover

personal insurance arrangements

COMMUNICATION

This policy will be communicated via:

• school website
• staff induction and annual briefings
• staff handbook
• parent information sessions
• enrolment and transition packs
• school administration office

RELATED POLICIES AND RESOURCES

• Duty of Care Policy
• Child Safety Policy
• Child Safety Code of Conduct
• Student Wellbeing and Engagement Policy
• Bullying Prevention Policy
• Volunteers Policy
• Visitors Policy
• Inclusion and Diversity Policy
• Emergency Management Plan

POLICY REVIEW AND APPROVAL

Policy last reviewed	August 2024
Approved by	Principal
Next Scheduled review date	August 2028