Criterion HS113
Whenever children leave the premises on an excursion:
a risk assessment and management process is undertaken, and adult-to-child ratios are determined accordingly. Ratios are not less than the required adult-to-child ratio
first aid requirements in criterion HS119 are met in relation to those children and any children remaining at the premises
parents have given prior written approval to their child’s participation and of the proposed ratio, location and method of travel for:
regular excursions at the time of enrolment and
special excursions prior to the excursion taking place
communication systems are in place so that people know where the children are, and adults can communicate with others as necessary and
the person responsible approves all excursions (regular and special) before they take place.
Documentation required (written or digital)
A record of excursions that includes:
the names of all adults and children involved
the time and date of the excursion
adult-to-child ratios
the location and method of travel
completed risk assessment and management process
evidence of parental permission and approval of adult-to-child ratios, location and method of travel for regular and special excursions and
the signature of the person responsible giving approval for the excursion to take place.
Guidance
Find the meaning of regular and special excursions in the glossary:
You will find examples of regular and special excursions in the 'tools to help you comply' section.
How to show you are complying
Before any excursion, you must complete a risk assessment and management system process (RAMS). This includes identifying potential hazards at the venue, such as proximity to water, and during travel.
Visit the destination ahead of time to complete a thorough RAMS. Take into account environmental factors like weather and terrain.
Based on the RAMS, determine the adult-to-child ratio needed for all children’s safety, including those not enrolled at the service. At minimum, you must meet the ratios in Schedule 2 of the Regulations but consider additional adults due to the risks of leaving the licensed premises.
When setting ratios, consider:
travel arrangements and related hazards
expected risks at the destination
whether higher ratios are needed for specific parts of the excursion, for example, if it is near water.
Refer to criterion HS108 for more details on RAMS.
HS108 hazard and risk management
Comply with first aid requirements
You must continue to comply with the first aid requirements in criterion HS119 for all children on the excursion and the children remaining at the premises.
HS119 first aid qualifications
Approval for excursions
Parent approval and permission
As the service provider, you are responsible for making sure every excursion is safe and well planned. This includes making sure parents:
are fully informed (have seen the proposed adult-to-child ratios, location and the method of travel for the excursion)
give clear permission for their child to take part.
Providing the RAMS will help make sure parents are fully informed.
Before a child can participate in an excursion, parents must:
approve the proposed adult-to-child ratio, location and method of travel
permit their child to take part in the excursion.
The approval and permission must be documented. This can be provided in writing or digitally.
Person responsible approval
The person responsible must give formal approval for the excursion to take place – but only after all parent approvals have been received and confirmed. This means the person responsible can cancel the excursion if something has changed that increases the risk to children.
'Person responsible' means a person nominated by the service provider who is directly involved in, and primarily responsible for, the day-to-day education and care, comfort and health and safety of the children.
Approval for changes to regular excursions
If there are changes to a regular excursion, you must carry out another RAMS and seek approval from the parents of the children intending to go on the excursion.
Communication systems
Having communication systems in place is required so the relevant people know where the children are and adults can communicate with others when necessary.
Parents need to know where their children are. This is especially important if they have given permission for a regular excursion at enrolment which might have been some time ago.
Your communication systems must provide for this, for example an online reminder or a post on your notice board that parents know to check daily.
Keep records of excursions
Records can be in written or digital form and must include:
the names of all adults and children involved
the time and date of the excursion
adult-to-child ratios
the location and method of travel
completed RAMS
evidence of parental permission and approval of adult-to-child ratios, location and method of travel for regular and special excursions
the signature of the person responsible approving the excursion that takes place.
When assessing whether you comply with HS113
Questions we are likely to ask
If you go on any regular excursions, what steps did you take to document the RAMS and what steps have you taken to review your RAMS for those excursions?
How do you decide what ratios to use for different types of excursions?
How do you make sure that you maintain minimum adult-to-child ratios and first aiders for children on the excursion and children remaining at your service?
How does your communication system work so that:
people know where the children are
adults can communicate with others as necessary?
We are likely to look at, measure or count
Look at excursion records for parental approval and permission for regular excursions and special excursions.
Look at excursion records and compare ratios of adults to children both at the service and on the excursion and the first aid qualifications of adults.
Look at excursions records to review the RAMS forms used for different excursions.
We are likely to request
Copies of excursion records you have completed.
We might ask for evidence of parental approval and permission for a specific regular or special excursion, first aid certificates and attendance or staffing records.
The tools below are here to support you, but you do not have to use them. You can use other tools or methods that work better for your service.
Excursion examples for centre-based services [PDF, 30MB]
It’s important that you actively identify and manage any hazards that could come up during excursions to keep children safe.
By planning ahead and getting parent approval in advance, you help build trust. You give both adults and parents confidence that you are prepared to handle any unexpected situations that might arise.
Doing more than the minimum can shape better outcomes for children. Here are some ideas or examples you might like to consider.
Leave a note at your centre
If no one stays at the service during the excursion, consider leaving a written notice that is visible to visitors, with information about:
the location of the excursion
the predicted return time, and
a contact name and phone number.
Consider bringing an extra adult
You could aim to have at least 1 adult who is not calculated in the ratio requirements. This person could be free to manage and coordinate during any unforeseen event, or to deal with routine items such as collecting tickets, managing storage of bags.
You may also consider asking a parent to help improve on the adult-to-child ratio requirements for your outing. You could consider the following:
Parent helpers need to actively supervise the children in their care. This means being close enough to keep them safe at all times. They should not let any child leave their group.
The parent’s own behaviour should not put any children at risk – for example, leaving the group for a coffee or going to a shop.
If a parent has a health condition which might compromise their ability to supervise throughout the excursion, ask them to let you know.
Make sure each parent knows which children they are responsible for. Give them a list of names.
Make sure they are aware of the itinerary, timetable and general logistics of the excursion.
Parents need to stay with the main group at all times, unless some part of the activity is on a rotating basis. If they need to leave the group for some reason, make sure they know to tell a staff member first.
Parents need to accept that there is no place for smoking, alcohol or illegal drugs on any excursion.
Parents need to agree to follow all the requests and expectations of the teaching team.
Describe the positive behaviour policies of your service – you could explain to parents how they are expected to manage children. Be clear about when they should seek immediate help from a staff member.
Be clear about what is acceptable and unacceptable behaviour.
Make sure parents on your excursion know about:
the arrangements for toileting, food and drink
who is looking after children’s belonging
who has the first aid kit
the number of the emergency cellphone
what will happen in any emergency and that adults should not take groups away from the main group unless this is planned and organised.
Transport considerations
See criterion HS114 for considerations around using transport for excursions.
You may find it useful to take the following items with you during an excursion:
A list of all children, and their emergency contact details in case of any accident of emergency. Include any siblings. Use this to take periodic roll checks.
A first aid kit. Consider carrying some bags in case of travel sickness, and some portable instant icepacks.
Personal medication for children and adults on the excursion such as inhalers, EpiPens and so on.
A cellphone with numbers for the bus or transport company used, numbers for the destination or venue, and a contact number for someone connected with the service who is not going on the excursions.
Sun protection and rainwear if needed.
Books or other items to entertain children if there are any delays.
Drinking water for all children and adults.
Spare clothing and other toileting supplies.