Criterion HS306
Whenever the child leaves 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 ratios
parents have given prior written approval to their child’s participation and of the proposed ratios, location and method of travel and
communication systems are in place so that people know where the children are, and adults can communicate with others as necessary.
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
the location and method of travel
completed risk assessment and management process and
evidence of parental permission and approval adult-to-child ratios, location and method of travel.
Guidance
An excursion is being outside the hospital whilst receiving education and care from the service but does not include an excursion for the purposes of:
emergency evacuations
drills or
the receipt of urgent medical attention.
How to show you are complying
Before any excursion, you must complete a risk assessment and management process (RAMS). This includes identifying potential hazards at the venue (for example, proximity to water) and during travel.
Based on the RAMS, determine the adult-to-child ratio needed to ensure all children’s safety—including those not enrolled at the service. At minimum, follow 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, near water)
Parents permission and approval for excursions
As the service provider, you are responsible for managing the risks associated with the excursion. You must keep parents well informed and make sure that they provide written or digital approval for their child to go on the excursion.
You must give parents the proposed adult-to-child ratios for the excursion and the location and method of travel.
Before their child can participate in the excursion, parents must approve:
their child’s participation
the proposed adult-to-child ratio
location and
method of travel.
This permission and approval must be documented through a signed form or a digital response.
Communication systems in place
You need to have communication systems in place so that everyone knows where the children are, and you can contact others, such as parents when necessary. You must not take children out of their ward, including to other areas of the hospital or outdoor spaces like gardens or play areas, without first communicating with the child’s nurse or charge nurse.
Records of the excursions that take place
The record 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.
When assessing whether you comply with HS306
Questions we are likely to ask
If you undertake any ‘excursions’, the steps you take to document the risk assessment and management process (RAMS).
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 does your communication system work?
We are likely to look at, measure or count
Excursions records parental permission and approval for excursions.
Excursions records to review the RAMS forms used for different excursions.
We are likely to request
Copies of excursion records you have completed.
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 and give both adults and parents confidence that you’re prepared to handle any unexpected situations that might arise.
Doing more than the basics can shape better outcomes for children. Here are some ideas or examples you might like to consider.
You may also consider asking using a parent to help improve on the adult-to-child ratio requirements for your outing. If you decide to use a parent or someone else to help with the excursion, you could consider the following ideas:
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 notify a staff member first.
Parents need to accept that there is no place for smoking, alcohol or other 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 know about the arrangements for toileting, food/drink, looking after children’s belonging, who has the first aid kit, the number of the emergency cell phone and what will happen in any emergency. (That is, adults should not take groups away from the main group unless this is planned and organised.)
Transport considerations
See HS307 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.
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, inhalers, EpiPens and so on.
Cell phone 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. Rain wear 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.