Camps and Excursions Policy
Consultation with College Council: October 2022 Approved By: Principal
Date of Review: October 2024
Page Contents
Purpose, Scope, Definitions, Rationale and Aims
Purpose
To explain to our school community the processes and procedures Templestowe College will use when planning and conducting camps, excursions and adventure activities for students.
Scope
This policy applies to all camps and excursions organised by Templestowe College. This policy also applies to adventure activities organised by Templestowe College, regardless of whether or not they take place on or off school grounds.
This policy is intended to complement the Department’s policy and guidelines on excursions, camps and adventure activities which all Victorian government schools are required to follow. Templestowe College will follow both this policy, as well as the Department’s policy and guidelines when planning for and conducting camps and excursions.
This policy does not apply to student workplace learning or when travelling to their VET provider.
Definitions
Excursions are activities organised by the school where the students:
are taken out of the school grounds (for example, a camp, day excursion, school sports);
undertake adventure activities, regardless of whether or not they occur outside the school grounds;
Camps are excursions involving at least one night’s accommodation (including school sleep-overs).
Local excursions are excursions to locations within walking distance of the school and do not involve ‘Adventure Activities’.
Adventure activities are activities that involve a greater than normal risk. Further information and examples of adventure activities are available on the Department’s Policy and Advisory Library, at the following link:
https://www2.education.vic.gov.au/pal/excursions/guidance/adventure-activities
Note: workplace learning activities (such as work experience) and intercampus travel are not considered school excursions.
Rationale
Excursions, Incursions & Camps are an integral part of the school curriculum as they enable students to explore, extend and enrich their learning. Camps enable students to enhance their social skills and development in a non- school setting. They complement and are an important aspect of the educational programs offered at TC.
TC runs a range of Camps. While generally they are accessible to all students, some Camps’ purpose may be specific. Examples are ENTRY Camp: Transition aspects are a major component; Ski Camp: Skill development in Skiing is a major component.
All Camps must complete the Department documentation in regard to purpose and have this approved by College Council /Principal prior to seeking expressions of interest from students.
Aims
Provide greater access to the ‘green’ classroom;
Provide TC students with the opportunity to develop their transferable skills of leadership, teamwork, social responsibility and group living;
To give opportunities for TC students to be exposed to a range of different environments and activities;
Develop a greater sense of Global Citizenship;
Improving physical and mental health through the development of interest in outdoor recreation;
Assist in the development of self-resilience and self-esteem through outdoor experience.
Templestowe College is committed to ensuring students with additional needs are provided with an inclusive camps and excursions program and will work with families during the planning stage, as needed, to support all students’ attendance and participation in camp and excursion activities.
Policy
Staff responsibilities before leaving TC
Planning and Organisation
All camps and excursions will comply with Department planning requirements.
Part of this planning process includes conducting risk assessments, to ensure that reasonable steps are taken to minimise the risks associated with each proposed camp or excursion. Templestowe Colleges risk assessment will include consideration of arrangements for supervision of students and consideration of the risk of bushfire activity in the excursion location. In the event of a Code Red Day being announced, excursions or camp activities in effected locations will be cancelled or rescheduled. Planning will also cover arrangements for cancelling, recalling or altering the camp or excursion for any other reason.
Templestowe College is committed to ensuring students with additional needs are provided with an inclusive camps and excursions program and will work with families during the planning stage, as needed, to support all students’ attendance and participation in camp and excursion activities.
In cases where an excursion involves a particular class or year level equivalent group, the Organising Teacher will ensure that there is an alternative educational program available and appropriate supervision for those students not attending the camp or excursion.
The teacher in charge is responsible for carrying out the following, at least the week before the event.
Holding a meeting with staff attending to clarify itinerary, medical conditions and risk management. Checking Compass for any Medical alerts:
The red cross next to their name on the Compass form roll indicates a medical condition.
Click on the student’s name to show the medical condition
Contact First Aid in general office for more information/ asthma plan / diabetes management plan etc.
Anaphylaxis
The student’s EpiPen must be collected (including their ASCI plan and management plan). The school back up EpiPen must also be collected.
An EpiPen trained staff member must accompany the student.
Diabetic Students
May need to have meal at a set time. They may need to be allowed to eat on the bus (some bus companies discourage eating on the bus).
What to take on Camp
ESSENTIAL: Itinerary; Copy of event handbook per staff member (print from compass); A mobile contact staff phone number; suitable stocked First-Aid kit, including EpiPen and Ventolin; and students’ individual medications, as and if required. The school will provide a first aid kit for each camp and a mobile phone. The teacher in charge is responsible for collecting these prior to leaving, from the General Office.
Supervision
Templestowe College follows the Department’s guidelines in relation to supervision of students during excursions and camps.
All excursion staff (including parent volunteers) will be familiar with supervision requirements and the specific procedures for dealing with emergencies on each camp and excursion.
All school staff will be aware that they retain overall responsibility for the supervision and care of students throughout all camps and excursions (including adventure activities), regardless of whether or not external providers are managing the activity.
Parent volunteers
Parents may be invited to assist with camps and excursions. School staff will notify parents/carers of any costs associated with attending. School staff are in charge of camps and excursions and parent/carer volunteers are expected to follow teachers' instructions. When deciding which parents/carers will attend, the Organising Teacher will take into account: any valuable skills the parents/carers have to offer (e.g. bus licence, first aid etc.) and the special needs of particular students.
Volunteer and external provider checks
Templestowe College requires all parent or carer camp or excursion volunteers and all external providers working directly with our students to have a current Working with Children Check card.
Parent/carer consent
For all camps and excursions, other than local excursions, Templestowe College will provide parents/carers with a specific consent form outlining the details of the proposed activity. Templestowe College uses Compass to inform parents about camps and excursions and to seek their consent. Parents/carers are encouraged to contact the school to discuss any questions or concerns that they or their child may have with a proposed camp or excursion.
For local excursions, Templestowe College will provide parents and carers with an annual Local Excursions consent form at the start of each school year or upon enrolment if students enrol during the school year. Templestowe College will also provide advance notice to parents/carers of an upcoming local excursion through emails. For local excursions that occur on a recurring basis (for example weekly outings to the local oval for sports lessons), Templestowe College will notify parents once only prior to the commencement of the recurring event.
Cost of camps and excursions, refunds and support
Most camps and excursions provided by Templestowe College enhance and broaden the schooling experience of our students but are not a mandatory component of our curriculum. These activities are provided on a user-pays basis in accordance with the Department’s Parent Payments Policy.
Consent forms will have clearly stated payment amounts and finalisations dates, and families will be given sufficient time to make payments.
Students who have not finalised payment by the required date for camps and excursions provided on a user pays basis will not be able to attend unless the Principal determines exceptional circumstances apply.
Where a camp or excursion is provided as part of the standard curriculum requirements, parents may be invited to make a voluntary contribution but all students will be able to attend regardless of whether their parents contribute.
Financial Help for Families
Templestowe College will make all efforts to ensure that students are not excluded for financial reasons. Families experiencing financial difficulty are invited to discuss alternative payment arrangements with the Accounts Team. The Accounts Team can also discuss family eligibility for the Department’s Camps, Sports and Excursions Fund (CSEF), which provides payments for eligible students to attend school activities, including camps and excursions. Applications for the CSEF are open to families holding a valid means-tested concession card or temporary foster parents and are facilitated by the school. Further information about the CSEF and the application form are available at Camps, Sports and Excursions Fund.
Refunds
If a camp or excursion is cancelled or altered by the school, or a student is no longer able to attend part or all of the camp or excursion, our school will consider requests for partial or full refunds of payments made by parents/carers on a case-by-case basis taking into account the individual circumstances. Generally we will not be able to refund payments made for costs that have already been paid where those funds have already been transferred or committed to a third party and no refund is available to the school. Where possible, we will provide information about refunds to parents/carers at the time of payment.
Student health
Parents and carers need to ensure the school has up-to-date student health information prior to camps and excursions. A member of staff will be appointed with responsibility for the health needs of the students for each camp/excursion. Teachers will administer any medication provided according to our Medication policy and the student’s signed Medication Authority Form. To meet the school’s obligations relating to safety, a first aid kit and mobile phone will be taken by teachers on all camps and excursions.
It is the responsibility of parents and carers to ensure their child/children are in good health when attending excursions and camps. If a student becomes ill during a camp and is not able to continue at camp it is the parent/carer’s responsibility to collect them and cover any associated costs. If the Principal approves a student joining a camp late, transport to the camp is the parent/carer’s responsibility.
Behaviour expectations
Students participating in camps and excursions are required to cooperate and display appropriate behaviour to ensure the camp or excursion is a safe, positive and educational experience for all students involved.
Parents/carers will be notified if their child is in danger of losing the privilege to participate in an excursion or camp due to behaviour that does not meet the standards of behaviour set out in the school’s Student Wellbeing and Engagement Policy or in line with the school’s statement of values. The decision to exclude a student will be made by the Principal or Assistant Principal, in consultation with the Organising Teacher. Both the parent/carer and the student will be informed of this decision prior to the camp or excursion.
If on a camp or excursion the Teacher in Charge considers an individual student's behaviour does not meet required standards, then the Principal or their nominee may determine that a student should return home during the camp or excursion. In these circumstances the parent/carer is responsible for the collection of the student and any costs associated with this.
Electronic Devices
Students may or may not be permitted to bring electronic devices to camps or excursions depending on the type of camp and the activities involved. The Principal will be the person to approve students bringing electronic devices to a camp or excursion, usually in exceptional circumstances and when it is in the best interests of the student in the context of the camp, and may place conditions on its location and use during the camp or excursion.
Food
Students are not permitted to bring their own supply of food items to camps and excursions unless the item is medically indicated and discussed with the Organising Teacher, or included as an item on the clothing and equipment list for that camp or excursion.
Accident and ambulance cover
Any costs associated with student injury rest with parents/carers unless the Department is liable in negligence (liability is not automatic).
Unless otherwise indicated, Templestowe College and the Department do not provide student accident or ambulance cover. Parents/carers may wish to obtain student accident insurance cover and/or ambulance cover, depending on their health insurance arrangements and any other personal considerations
Risk management
Risk Management is a systematic approach that can be applied to an activity such as a Camp or excursion, to understand the environment in which it will operate and the risks that may be encountered during the activity. For more information please visit the Department of Early Childhood and Development website: http://www.education.vic.gov.au/school/principals/spag/safety/Pages/excursionsafety.aspx
When assessing risk management, take into account:
Students – age, ability, disability, illnesses
Staff - numbers, experience, extra qualifications
Activities – do they involve food, latex?
Are meals provided; by whom?
Location – bees, wasps, pollens cats & dogs
Communication – phone coverage, remoteness
Medical help – nearest hospital or ambulance, how long would it take?
Parent/carer communication – phone numbers
Water Hazards: Where excursions to swimming pools and water-based activities are proposed there must be a qualified Surf Bronze staff member at the event. Where there are significant water hazards (such as rivers, lakes or beaches), Risk Management strategies will be identified and implemented.
Fire danger or Ban: The Principal team may need to cancel excursions at short notice on days of extreme fire danger or total fire ban. On such days, the Security Services Unit liaises with fire authorities to obtain up-to-date information for communication to schools that may be affected by wildfire, including schools that may have students attending Camps or other venues in areas affected by wildfire.
If a Camp is not cancelled, special fire safety precautions will be required.
Schools must follow the Department’s emergency management (bushfires) procedures for off-site activities including all excursions, when required.
Documentation must be completed using the Department of Education and Early Education forms. Sample forms are available in the Camps folder located in the Resource Centre but it is the responsibility of the Camp organizer to ensure that the documentation is checked against the School Policy and Advisory Guide recommendations located at http://www.education.vic.gov.au/managment/governance/spag/default.htm
Students attending camp should be informed that an expression of interest will be reviewed by the Leadership Team. Students may be denied access if demonstrated behaviour leads to a belief that student management of the student on the Camp will detract from the overall success of the Camp. Students should be informed as soon as possible if this is the case and a reason given.
Should more students subscribe for a camp than positions are available then the following selection criteria will be used:
Previous attendance at a similar camp with Templestowe College
Camp attendance for the current year
Should criteria lead to equal weighting the Principal will make the final decision
Evaluation
All Camps need to schedule the following activities:
Student feedback
Cost review
Overall review of both positives and negatives in relation to the venue, activities, management, organization, staffing and success at meeting the intended purpose of the Camp. From this a summary document should be tabled at the People, Program and Planning Sub Committee.
A hard copy of the evaluation documentation should be attached to the front of the relevant camp documentation located in the Camps folder for use in future planning.
Communication of this policy
This policy will be communicated to our school community in the following way:
Available publicly on our school’s website
Included in staff induction processes and staff training
Included in transition correspondence to new families
Discussed at staff briefings/meetings as required
Discussed at parent information nights/sessions
Annually referenced in Next Week @TC
Hard copy available from school administration upon request
Further information and resources
This policy should be read in conjunction with the following Department polices and guidelines:
Relevant TC Policies: