Overseas Excursion Manual

1 Accessibility The ACT Government is committed to making its information, services, events and venues accessible to as many people as possible.

If you have difficulty reading a standard printed document and would like to receive this publication in an alternative format, such as large print and audio, please phone (02) 6247 4580.

If English is not your first language and you require the translating and interpreting service, please phone 131 450.

If you are hearing impaired and require the TTY typewriter service, please phone (02) 6205 0888.

Publication date: May 2010. Updated August 2011, November 2011, January 2012, June 2012, August 2015, March 2016, November 2016.

For further information about this publication please contact:

Governance and Community Liaison Branch Education Directorate

GPO Box 158 CANBERRA ACT 2601 Or email: overseasexcursions @act.gov.au Phone: 02 6207 0503

2 CONTENTS

3 1. INTRODUCTION

The Overseas Excursions Manual supplements the Overseas Excursions Policy. It provides guidance to principals and teachers of ACT public schools who are planning overseas excursions.

Overseas excursions provide our children and young people with a wide range of rich learning experiences to complement the foundation of learning activities in our public schools. The benefits associated with overseas excursions are varied and may include intellectual, cultural, physical and social growth and awareness for students.

While overseas excursions provide positive opportunities for all participants, they also represent a potential high level of risk to individuals, principals, school staff and the Directorate. This manual provides background information and step-by-step guidance for teachers and administrative staff in planning and conducting overseas excursions. The information in the manual is aimed at identifying and minimising the risks and is supported by ongoing help desk assistance.

For more information in relation to the Overseas Excursions policy or manual, please contact: Governance and Community Liaison Branch on extension: 70503.

4 1.1 Definitions Accompanying adults include non-supervising teachers, school administrative staff, activity leaders and community members known to the school and of good character. Accompanying adults participate at their own cost and must not have supervisory responsibilities for participating students.

ACT Insurance Authority (ACTIA) provides travel insurance for Directorate staff for overseas school excursions while they are on duty.

DFAT means the Australian Government Department of Foreign Affairs and Trade.

Directorate means the Education Directorate.

Director-General means the Director-General of the Education Directorate.

Duty of care requires teachers to take all reasonable measures to ensure the safety of any school student under their care. This duty of care arises whenever a student/teacher relationship exists.

Excursions policy provides the policy framework that this manual supports.

Informed consent means that parents give written agreement for their child to participate in an activity after they have been made aware of the details of the activity and the risks and associated costs involved.

Minister means the ACT Minister for Education.

Office for Schools means the Office for Schools Branch of the Education Directorate.

Outdoor adventure activities are activities that may be included in an overseas excursion that meet the criteria of the Directorate’s Outdoor Adventure policy. These activities require additional safety considerations and approval.

An overseas excursion is an educational trip by students outside Australia, under the direction of teachers that is directly related to the curriculum of the school. An overseas excursion is not predominately a recreational exercise.

Parent/carer is inclusive of all those with parental responsibility.

Principal refers to the principal of an ACT public school.

Relief staff refers to staff employed to cover teaching arrangements at the school while supervising staff are on an overseas excursion

Student(s) are those enrolled at an ACT public school.

Teacher-in-charge refers to the teacher nominated by the principal to organise the excursion and to have ultimate responsibility and authority while the activity is in progress.

5 1.2 Overseas excursions Overseas excursions aim to provide enriching experiences for students in a variety of environments outside Australia. Overseas excursions are optional activities directed by teachers.

Schools must ensure that students from low socio-economic backgrounds are not disadvantaged or prevented from participating for financial reasons. Overseas excursions must be accessible to all students.

The planning and approval procedures in this manual aim to ensure the safety and wellbeing of students, staff and accompanying adults while travelling overseas.

1.3 Legislative requirements The Education Act 2004 details the general principles and objects of school education and the operation of public schools in the ACT. Section 30 of the Act provides that school boards are responsible for developing, maintaining and reviewing the school curriculum. It is the responsibility of the school board to determine whether the proposed school excursion constitutes an optional enrichment activity.

Schools are also accountable for their use of funds and are required to comply with the Financial Management Act 1994.

1.4 Overseas excursion application stages The overseas excursions planning and approval process occurs in four stages. This manual provides information about the mandatory requirements of each stage:

 Stage 1: Stage 1 documentation must be submitted for approval at least six months prior to proposed departure date.  Stage 2: Stage 2 documentation must be submitted for approval at least four months prior to proposed departure date.  Stage 3: Overseas excursion  Stage 4: Post-excursion documentation and review must be completed.

Approval is required at stage one and two of the planning process. Approval for each stage must be granted before schools can commence the next stage. These deadlines are in place to ensure there is enough time for all aspects of the excursion to be appropriately planned and considered. The Governance and Community Liaison Branch will contact the principal and teacher-in-charge to confirm receipt of the application and commence processing the application.

6 Stages for overseas excursions

Key time frames for overseas excursions

Stage 1

7 Key Time frames for Overseas Excursions

PRE-PLANNING  Pre-planning discussions as per Overseas Excursion Manual 2016 (introduction and stage one).  School prepares stage one - proposal approval for principal and school board chair signatures.

STAGE 1 Six months before departure  School submits stage one – (proposal approval) to Governance and Community Liaison via [email protected].  School prepares stage two – (in-principle approval) after receiving confirmation stage one has been approved by School Network Leader.

OUTDOOR ADVENTURE ACTIVITIES Five months before departure  School submits Outdoor Adventure Application form to [email protected] – the application will be forwarded to Curriculum.

STAGE 2 Four months before departure  School submits stage two – in-principle approval to Governance and Community Liaison via [email protected].  School Network Leader approves Stage two and Governance and Community Liaison informs the school and requests the final checklist.

MOVEMENT REQUISITION FORMS 9 weeks before departure  School submits movement requisition form, for each staff member travelling, to principal for signature .

8 weeks before departure  School submits movement requisition form to Deputy Director-General for signature via [email protected].

7 weeks before departure  Deputy Director-General returns signed movement requisition form to TIC.

6 weeks before departure  School submits movement requisition form to Strategic Finance to obtain a movement requisition number via [email protected].  School submits application for staff insurance to ACT Insurance Authority (ACTIA) via [email protected],

5 weeks before departure  Strategic Finance returns movement requisition form with movement requisition number to TIC.

FINAL CHECKLIST 4 weeks before departure  School provides Movement Requisition numbers: DFAT group registration number and statement that all students and accompanying adults have travel insurance to Governance and Community Liaison via [email protected].  Governance and Community Liaison responds to the receipt of the above information.

STAGE 3 – OVERSEAS EXCURSION Departure date  School goes on overseas excursion after receiving confirmation on the final checklist.

STAGE 4 Post over excursion

 School completes review of the excursion including: the travel provider; outdoor adventure activities; code of conduct for students; risk assessment; emergency planning and billeting homestay.  School completes financial management requirements including cancellation for traveller cheques; acquittals of advances for incidental expenditure; return of school debit cards; refund of out-of-pocket expenses; and filing of receipts. File copies of all financial planning and acquittal records on the official file.  School completes documentation and reporting for: any incidents requiring first aid; any incidents requiring intervention by staff regarding billeting and homestay arrangements.

1.5 Training Training is conducted by the Directorate each semester to assist school based staff to plan and operate an overseas excursion. Principals of schools intending to run overseas excursions should ensure that the proposed teacher-in-charge attends a training session before planning.

Information regarding training activities is provided to principals at the beginning of each semester.

1.6 Records management All documentation, correspondence and approval information must be placed on an official Directorate file.

School-based staff must follow Directorate record keeping guidelines. Stage 1: Overseas Excursion Proposal

2.1Application process 1. The school must complete the proposal for overseas excursion documentation in consultation with the principal. The principal must submit the documentation to the School Network Leader via [email protected] at least six months prior to the proposed start date. 2. If the School Network Leader approves the proposal, the school can continue to plan the excursion, guided by any conditions placed on the school by the School Network Leader.

The school forwards the completed ‘proposal for overseas excursion’ (Stage 1) documentation to Governance and Community Liaison Branch, who will:  acknowledge receipt of the proposal by emailing the teacher-in-charge and the principal;  ensure sufficient documentation has been provided by school for consideration by School Network Leader; and  forward documentation to the relevant School Network Leader for approval.

Any enquiries about the application process should be directed to the Governance and Community Liaison Branch.

2.2 Pre-planning Parents and families of participating students should not make financial and other commitments to an excursion that will not occur if approval is not received.

2.3 Developing a proposal The stage 1 application forms can be found on Index.

Teachers intending to plan an overseas excursion should discuss the proposed location of the excursion, the connection with the school curriculum, proposed dates, year groups and prospective attendance numbers, staff requirements, modes of travel, accommodation, approximate cost and proposed activities with the school principal.

In developing a proposal for an overseas excursion consideration must be given to the:  age, maturity and ability of students  safety and welfare of students  major learning outcomes and relevance to the curriculum  responsibilities of staff  international protocols  possible risks, difficulties and challenges  emergency and contact arrangements, and  cost.

Inclusivity Overseas excursions must be accessible to all students. Consideration must be given to how students with special needs will be able to participate in the overseas excursion.

Safety Participant safety must be the primary consideration at all stages of the overseas excursion. Activities that are not permitted in school-based or local venues must not be permitted in overseas excursions.

USA and Canada - Insurance Risk Overseas excursions to the USA and Canada attract an increased level of risk due to issues associated with insurance for staff. Schools considering an overseas excursion to the USA or Canada should read Appendix 3 and are advised to contact the Governance and Community Liaison Branch before the Overseas Excursion Proposal is developed.

2.4 Travel provider The Directorate follows the ACT Government procurement guidelines to ensure that the best services are provided to students. The guidelines indicate the number of quotes the school is required to obtain.

 Where the total value of the overseas excursion is less than $25 000, the school is required to obtain a quote from the selected service provider.  Where the total value of the overseas excursion is $25 000 or more, but less than $200 000, the school must obtain quotes from three service providers. The school must select a supplier for the excursion based on the services offered.  Where the total value of the excursion is $200 000 or more, a public tender process must be used.

The total value of the excursion is the sum of all contributions to the travel provider in relation to the excursion. It is acceptable to opt for a quote higher than the others obtained if you can justify the added value or benefit of selecting the provider which offered the higher quote.

The procurement guidelines include a list of acceptable reasons to gain an exemption from the quotation requirements. The school may be exempt from obtaining the required number of quotes if a service is so unique that only one supplier can supply the particular service offered. To rely on this exemption, the school must submit an application for single select procurement to the Deputy Director-General of the Education Directorate.

The quotation documents must be included in the stage 1 application. For more information regarding the procurement guidelines, please contact the Infrastructure and Capital Works Branch.

2.5 School board endorsement The proposal must be considered by the school board. If the school board does not approve the proposal, it cannot be presented to the school network leader for consideration. Form 3 of the stage 1 application documents the approval of the school board.

The decision of the board will be communicated to the teacher intending to run the overseas excursion by the principal. The minutes of the school board meeting must reflect that the proposed overseas excursion has been discussed and a decision made.

2.6 School community support Form 4 of the stage 1 application requires the school to prepare a letter to the parents and carers of students who may be involved in the overseas excursion. The letter assists the teacher-in-charge to gauge the level of interest in the proposed excursion. The letter must:  clearly state that the purpose of the letter is to determine support for the overseas excursion;  clearly state that approval for the overseas excursion has not been obtained;  provide information about the purpose of the overseas excursion, estimated dates, cost, supervision details, mode of travel, accommodation, proposed billeting, activities to be undertaken and information about the DFAT travel rating at the time of writing the letter for all countries to be visited;  inform parents and carers that by expressing interest in the overseas excursion they are not making a commitment for their child to participate; and  be signed by the principal. Stage 2: In-Principle Approval

3.1 Application process 1. The school must complete the Stage 2 documentation and submit the documentation to the School Network Leader via [email protected] for approval at least four months prior to the departure date. 2. The principal should ensure the documentation complies with any conditions set by the School Network Leader in stage 1. It is the responsibility of the principal to ensure that all required documentation is forwarded to the Governance and Community Liaison Branch. 3. It is the responsibility of the Governance and Community Liaison Branch to acknowledge receipt of the application by emailing the principal and teacher-in-charge, process the application, and forward the application for in-principle approval to the relevant School Network Leader for consideration. 4. If not approved, feedback will be provided to the teacher-in-charge and principal. Support will be provided by the Governance and Community Liaison Branch for a re-submission of the application.

Any enquiries about the approval process should be directed to the administrative officer in the Governance and Community Liaison Branch on 6207 0503.

3.2 Outdoor adventure activities Students may only engage in outdoor adventure activities during an overseas excursion with Directorate permission. The school must complete an outdoor adventure activity application form. This form must be submitted to the Curriculum Executive Officer in the PE and Outdoor Education Section for signature at least one month before submitting the stage 2 application documents.

All activities and venues to be visited must have public liability insurance, with at least $20 million public liability cover for an event, to ensure that staff do not risk incurring litigation costs.

3.3 Itinerary The school should commence planning the overseas excursion itinerary based on the details provided in the Stage 1 proposal. The itinerary must be approved by the School Board Chair. The itinerary must be included with the stage 2 application forms.

If activities or home-stay or billeting arrangements involving international schools are planned, contact should be made with the host school and details discussed with the principal.

The school must provide a list of any changes to the itinerary submitted in stage 2, to the principal prior to the overseas excursion.

3.4 Passports The parents/carers of each child intending to participate in the overseas excursion are responsible for obtaining a passport for the student. The teacher-in-charge is required to inform parents/carers of the arrangements for the security of passports while travelling. The emergency plan must include an action for the possibility of an incident related to the security of passports.

3.5 First aid It is the responsibility of the teacher-in-charge to organise medical treatment for injured students.

At least one staff member participating in the excursion must have a recognised current first aid certificate and an appropriate first aid kit is to be carried at all times. Information about current first aid qualifications must be included in the stage 2 application. If first aid training is required, this is a cost to be covered by the school, not individuals.

3.6 Immunisation The school is responsible for informing parents and carers to seek advice from a medical practitioner regarding the vaccinations recommended to travellers visiting the locations listed in the itinerary. Parents and carers should be advised to seek advice at least 6 weeks prior to departure. The school must include a description of the advice given and/or copies of all communication related to immunisation in the stage 2 application.

Confirmation that immunisation requirements have been acted on is required.

3.7 Parent and carer consent and medical consent forms The school is responsible for obtaining consent from the parent/carer of each student to authorise their participation in the excursion. The school must also collect medical consent forms from each student’s parent/carer. Exchange of information between schools and parents and carers must be in writing and any verbal communication confirmed in writing.

It is the responsibility of the school to ensure that authorisation is obtained from the parents and carers of each student to arrange medical and surgical treatment should it become necessary. Confirmation that parents and carers have completed all overseas excursion consent and medical forms is required with the application.

In the event of an accident, these forms should be attached to the accident report and forwarded to the Governance and Community Liaison Branch via [email protected].

3.8 Student safety and well-being It is the responsibility of the principal to ensure all participating staff members are aware of the safety requirements outlined in the Overseas Excursions Policy and other relevant ACT Government policies, supervision requirements and safety procedures.

It is the responsibility of the teacher-in-charge to be aware of the issues below and to ensure that, prior to departure, students and accompanying adults are fully briefed on:  cultural differences between Australia and the locations visited;  expected behaviour;  security precautions and emergency procedures; and  appropriate clothing and accessories.

It is the responsibility of the school to register all participants in the overseas excursion with Smart Traveller (www.smarttraveller.gov.au). A group registration can be arranged by calling 1300 555 135. All registration information is protected by Australia's privacy laws. It is a requirement that a list of all participating students, with their school and age, be provided in the Stage 2 application. 3.9 Travel advice DFAT provides travel advice to Australians intending to travel overseas. A scale system is used to indicate the degree of caution Australians should exercise in each location. In determining the advice level of a destination, DFAT considers the security risks compared with the general security threats in a large Australian city. The capacity of a foreign government to deal with the risks is also taken into account. At times the advice may not fit exactly within one of the levels - in such cases DFAT will use language that is best suited to a specific situation and provide practical advice.

The four levels of DFAT advice are:  one: exercise normal safety precautions;  two: exercise a high degree of caution;  three: reconsider need to travel; and  four: do not travel.

Permission to proceed with an overseas excursion may be withdrawn if the DFAT travel rating of any destination or transit point reaches level two or above. This applies during the final stages of planning up to and including the day of departure. It is important that parents/carers are advised of this condition and that travel, activity and insurance providers are aware of this requirement. Parents/carers must be informed of any updated travel advice issued by DFAT, and the impact of this advice on the excursion, such as revised travel arrangements or cancellation. This advice must be provided in writing.

3.10 Director-General Waiver Under exceptional circumstances the Director-General may waive restrictions relating to overseas excursions to destinations or through transit points listed as other than Level 1 – Exercise normal safety precautions in the Australian Government travel advice.

It is the responsibility of the school to contact DFAT by phone 1300 139 281 or www.smartravellor.gov.au to obtain travel advice relating to all countries the school intends to visit. Travel advisories are updated as security conditions in a country/region improve or decline.

Emergency planning must include an action plan to address an escalation in the DFAT travel rating.

3.11 Financial management While overseas excursions are curriculum related, payment is required by parents and carers of participating students. Schools should aim to keep costs to a minimum.

Schools are responsible for ensuring that the total cost of the overseas excursion is met. The cost of relieving staff and staff’s travel, accommodation and other associated expenses must be included in the financial plan. All ACT Government requirements for planning, purchasing and accounting for monies must be met. A full break down of the costs for the excursion must be submitted with the Stage 2 application.

Staff should not personally cover any expenses related to their travel, including but not limited to accommodation, food, airfare, immunisations, global roaming, and any required training such as First Aid. Staff personal expenses (items such as souvenirs) should not be covered by participating students. For global roaming approval must be obtained from the Assistant Manager, School Finance (Strategic Finance) for the duration of the trip, as per the School Management Manual Use of Mobile phones section 6.50.2.

3.12 Travel Insurance It is the responsibility of the Governance and Community Liaison Branch to inform the relevant School Network Leader of any staff not covered by the Directorate for insurance.

Insurance for students

All students participating in the overseas excursion are required to have adequate travel insurance, including unlimited medical coverage and repatriation.

It is the responsibility of the principal to advise parents and carers that adequate travel insurance is required for students. It is important that the chosen insurance policy covers the activities students will undertake during the excursion. It is the responsibility of the principal and teacher-in-charge to inform all participants that the Directorate does not accept liability for additional costs that may arise from an incident.

It is the responsibility of the principal to advise parents carers to consider whether they would be entitled to a refund if an excursion is cancelled due to an increased DFAT alert level or any other reason.

Insurance for teachers

The ACT Insurance Authority (ACTIA) insures teaching staff. All staff members participating in the excursion must notify ACTIA their intention to travel. A copy of this notification must be included in the stage 2 application.

Staff who intend to combine an overseas excursion with personal travel cannot access ACTIA insurance for any part of their overseas travel. The principal must confirm that staff who are not covered by ACTIA for this reason, have acquired adequate insurance.

It is the responsibility of the Governance and Community Liaison Branch to provide a summary of the details of each overseas excursion with final approval to ACTIA prior to departure.

Insurance for accompanying adults

Accompanying adults are required to take out their own travel insurance.

It is the responsibility of the principal to advise accompanying adults to consider whether they would be entitled to a refund if an excursion is cancelled due to an increased DFAT alert level or any other reason.

Insurance for contractors and consultants

Contractors and consultants such as activity leaders are not covered by ACTIA. The principal must advise contractors to provide evidence that they have workers’ compensation, public liability insurance, personal injury and professional liability cover sufficient for the nature of the work they are undertaking (see School Management Manual).

3.13 Financial management A complete breakdown of the cost of the excursion is to be submitted with the application. 3.14 Supervision ratios

Number of students participating Number of supervising staff required Up to 20 students 2 staff members Groups of 20 or more students One staff member for each group of 10 students (or part thereof)

The emergency plan must consider the need for an adult to remain with a student who incurs an injury or becomes ill, or to return to Australia with a student. It may be necessary for an additional staff member from school to be on stand-by should additional supervision be required.

If the group is split into subgroups at any time, supervision ratio requirements must be adhered to.

It is the responsibility of the teacher-in-charge to ensure that supervising staff and accompanying adults are made aware that the ACT Public Sector Management Standards (Standard 4, Ethics) indicate that supervisions must not consume alcohol while on an overseas excursion.

The teacher-in-charge must brief parents, carers and students on supervision arrangements. A list of supervising staff must be included with the stage 2 application.

Any changes to the supervising staff, accompanying adults or students participating in the excursion must be provided to the principal prior to the excursion.

The teacher-in-charge must ensure that any changes to staff or student numbers meet the minimum supervision ratios.

3.15 Gender balance Groups of male and female students must be accompanied by a male and female teacher at all times. For groups of either male students or female students, at least one teacher of the same gender as the students must accompany the students.

It may be necessary for an additional staff member from school to be on stand-by to join the overseas school excursion to address a gender imbalance in the event of an emergency.

3.16 Accompanying adults All schools must act impartially and with probity when considering whether parents, caregivers or volunteers may accompany students groups on excursions. The Principal must ensure that due diligence is taken to ensure no conflict of interest exists, and that no one participating in the excursion gains or is seen to gain improper advantages or benefits. The teacher-in-charge must at all times act in a manner consistent with the intention of Section 9 of the Public Sector Management Act http://www.legislation.act.gov.au/a/1994- 37/current/pdf/1994-37.pdf when considering whether other accompanying adults participate.

For example, it would be inappropriate for any additional family members of a supervising teacher to attend an excursion where the supervising teacher is also the parent of an eligible, participating student. It is not in the interests and principles of public education for a teacher to gain an improper advantage of family involvement in a school’s overseas excursion. Further it is not in the interests, principles or financial considerations of public school overseas excursions to have one member of what would amount to a family party within the excursion group having travel paid for or subsidised by the other students participating in the excursion.

If such a situation is indicated in an overseas excursion proposal the Principal must not approve the excursion proposal and must also inform the School Network Leader.

Overseas excursions are designed to provide enriching experiences for students. Principals should carefully consider whether it is necessary for an accompanying adult to attend the excursion. For example, it may be necessary for a parent of a child with special needs to attend to support their child.

All accompanying adults must undergo a criminal record check.

It is the responsibility of the teacher-in-charge to ensure accompanying adults are advised of their responsibilities and of relevant school policies and safety procedures. A list of accompanying adults, and indication that the criminal record checking process has commenced is required with the stage 2 application.

Information on criminal history checks and forms are available on the Australian Federal Police website.

The Working with Vulnerable People (Background Checking) Act 2011 (the WWVP Act) commenced on 8 November 2012. It aims to reduce the risk of harm or neglect to vulnerable people in the ACT. The WWVP Act requires those who work or volunteer with vulnerable people to have a background check and be registered. The premise of background checking is that the past behaviour of an individual can provide an indication of the possible future behaviour of that individual. Examples or patterns of abusive or inappropriate behaviour can sometimes be evident in information available for assessment, which includes an individual’s criminal record. Principals must ensure that all parents, caregivers or volunteers accompanying school excursions complete a Working with Children Check – Declaration for volunteers and contractors prior to the excursion, in terms of the NSW Education Department's Working with Children Check Policy. One of the three options above is to be completed for each accompanying, non-staff, adult.

3.17 Movement requisition It is the responsibility of the school to submit via [email protected] an individual approved Movement Requisition and Travel Approval form (Appendix 5) for each staff member participating in the overseas excursion. The form must be submitted to the Deputy Director-General 8 weeks prior to the departure date. Once signed, the school must forward the form to Strategic Finance via [email protected] to obtain a movement requisition number for each form. This should be done 6 weeks prior to the departure date. 3.18 Liability of supervising staff Directorate staff can receive workers’ compensation if involved in an accident while on an overseas excursion. The Directorate bears the cost of any damages resulting from a staff member’s negligent actions while on an overseas excursion. However, if staff arrange activities during an overseas excursion without ensuring ACT Government policy is followed, they could be individually liable for their actions.

3.19 Private providers If the overseas excursion involves activities run by a private provider, the principal must conduct an assessment to determine whether the private provider meets the following criteria:  the provider’s staff are suitably trained to supervise the activity;  the provider meets industry standards and holds relevant accreditation;  the provider has a risk management and or safety plan relevant to the activity;  the provider has appropriate insurance preferably for $20 million public liability cover for any one event; and  an insured limited of at least $20 million for scuba diving activities.

Quotations for services conducted by private providers must be provided in English.

3.20 Exclusions The principal is required to inform students and their parents and carers of any ACT Government health directions in the case of infectious disease. Parents/carers may be required to agree that students will be unable to attend school or participate in the overseas excursion if diagnosed with an infectious disease.

3.21 Code of conduct for students The teacher-in-charge is responsible for developing a code of conduct to govern the behaviour of all participating students. The code of conduct must be signed by each student and their parent/carer to indicate their understanding of the school’s expectations. The code of conduct must outline the consequences of a breach of the code.

3.22 Communication Parents/carers must be informed of all aspects of the excursion. The teacher-in-charge may wish to conduct a series of information sessions for parents/carers. All modes of communication should be documented.

3.23 Risk assessment and management plan A risk assessment guide and template is provided in the stage 2 application documentation, to assist schools to assess and manage the risks associated with their excursion.

The principal is required to develop the plan following consultation with the Directorate’s Internal Audit and Risk Management section.

3.24 Emergency planning An emergency plan must be developed and included with the stage 2 application. The plan must include emergency contacts, and procedures to be followed in the case of illness, an accident, hospitalisation, loss or theft or personal belongings, travel issues, a change to DFAT travel advice, a natural disaster or an act of terrorism. The teacher-in-charge must have a copy of the plan with them throughout the overseas excursion. A copy must be left with the principal. The emergency plan may include a requirement for the teacher-in-charge to contact the school on a daily basis.

The teacher-in-charge must have access to a mobile phone with global roaming capabilities throughout the overseas excursion. Where possible, the teacher-in-charge is required to inform the school of an unexpected delay in returning from the excursion to enable the school to advise parents/carers of the later arrival.

It is the responsibility of the Governance and Community Liaison Branch to review the emergency planning documents to ensure that they have been modified to suit the overseas excursion.

In the event of an emergency, a supervising teacher on the overseas excursion is required to contact the principal immediately.

Any incidents requiring the use of the emergency plan are to be documented by the teacher-in-charge and recorded on return to school.

Any changes to the risk assessment and management plan, emergency contact details or emergency plan must be submitted to the principal prior to the excursion.

3.25 Billeting and homestay It is the responsibility of the principal to provide parents and carers and students with detailed information about the billeting and homestay arrangements as well as the local guidelines for billeting and homestay in the countries to be visited.

Where students are to be accommodated with billets, it is the responsibility of the teacher-in-charge to ensure that:  Good Practice in Billeting-A Guide for Schools ( A ppendix 4) is followed;  homestay programs involve carefully selected families who provide single-room accommodation for students to experience daily life and language practice;  billeting programs house students with host families who have same-aged students at the host school which may be assisting with the overseas excursion activities;  students and their parents and carers are briefed beforehand in writing that there may be different social behaviours and cultural expectations with some families;  while students are encouraged to adapt to these differences, they are made aware that the teacher-in-charge will support them. The teacher-in-charge will endeavour to change accommodation where possible if the need arises;  the receiving school attempts to match students by age, sex and cultural factors and ensures that the billeting families are aware of expectations for accommodation. These must include at least single gender bedrooms and privacy in washing, personal hygiene and toilet facilities. Billeting parents and carers must also be made aware of any particular responsibilities relating to a student's special needs or medical requirements in advance of the visit;  all families accepting billets are deemed suitable by the host school and must have met all appropriate local education authority guidelines to ensure student safety and well-being. This information must be communicated in writing to the teacher-in-charge of the receiving school and included in stage 2 documentation;  there is accommodation in reserve for students who need to be relocated;  billets are monitored on a regular basis to ensure that students are successfully placed. This may be done by: o - visiting students at their billet; o - telephoning students at their billet; o - having students phone them; or o - other daily contact.  if a problem arises, students are given the opportunity to indicate this in a discreet manner. When the contact is by phone, the teacher-in-charge should ask questions requiring a ‘yes’ or ‘no’ answer so that the student is able to reply without embarrassment or awkwardness;  they have a list of all students, with the address and phone numbers of their billeting families;  students and billeting families are provided with the phone number of the teacher-in- charge in the event of unforeseen problems with the billeting arrangements; and  host families must be informed that students are not to participate in unauthorised activities e.g. boat trips, helicopter transport, long car trips away from the excursion area, or travel outside the host country.

3.26 Approval letter and final checklist

When the School Network Leader approves the Stage 2 application, the principal and teacher-in-charge will receive an approval letter including a final checklist.

The school must inform the School Network Leader via [email protected] of any updates to excursion information right up until departure.

To finalise the approval process, the school must complete the requirements listed below and send confirmation to [email protected]

 criminal record check or Working with Vulnerable People card or a Working with Children Check – Declaration for volunteers and contractors for all (non-staff) accompanying adults (if not already submitted);  movement requisition numbers (form and procedures is at A ppendix 5);  DFAT group registration (at https://orao.dfat.gov.au/pages/contactus.aspx); and  organise travel insurance for all participants, including medical coverage and repatriation.

 Stage 3: Overseas excursion

4.1 Itinerary The approved itinerary must be followed for the duration of the overseas excursion. Any changes to the itinerary during the overseas excursion must be approved by the principal and the reasons for the change documented and placed on file. 4.2 Travel provider The contact details of the selected travel provider must be carried by the teacher-in- charge. The travel provider and principal must be contacted for advice on any transport, accommodation or activities organised by the travel provider. 4.3 Passports The teacher-in-charge must arrange for the security of passports throughout the excursion. 4.4 Outdoor adventure activities Overseas excursion participants are not permitted to engage in any outdoor adventure activities that have not received approval. 4.5 Travel advice It is the responsibility of the principal to ensure that DFAT travel rating for all countries that the school is visiting is checked on a daily basis while the overseas excursion is in progress. If the advice level of a country is raised, the teacher-in-charge must follow the emergency plan. 4.6 Financial management Students may require support to manage spending money while travelling. Supervising staff should assist where possible. The teacher-in-charge should have access to additional funds in the event that a student requires financial assistance while travelling. 4.7 Code of conduct for students The teacher-in-charge is responsible for addressing minor breaches of the code of conduct. If a serious breach occurs, the teacher-in-charge must consult the emergency plan and contact the principal. 4.8 First aid Any minor injuries or illnesses should be treated by the nominated first aid officer. All injuries or illnesses requiring treatment must be documented. Injuries or illnesses that cannot be treated by the first aid officer must be referred to a qualified medical practitioner. 4.9 Billeting and homestay Billeted and homestay students are to be monitored on a regular basis to ensure that students are successfully placed. The teacher-in-charge must have a list of all students, with the address and phone numbers of their billeting families. Billeted and homestay students and billeting and homestay parents and carers are to be provided with the contact number of the teacher-in- charge in the event of unforeseen problems with the billeting arrangements. Any problems associated with billeting and homestay must be documented by the teacher- in-charge and placed on an official file. Documentation must be in accordance with the school’s incident reporting procedures. Stage 4: Post Overseas Excursion 5.1 Travel provider An evaluation of the travel provider should be completed and placed on file by the teacher- in-charge. 5.2 Outdoor adventure activities The teacher-in-charge should conduct an evaluation of outdoor adventure activities. 5.3 Financial management Following the overseas excursion a financial reconciliation is to be completed. This should include:  the cancellation of travellers cheques within one week of returning to Australia;  an advance for incidental expenditure in relation to the excursion acquitted in full within one week of completion of the excursion;  the filing of receipts;  the return of any school debit cards to the school; and  refunding any out-of-pocket expenses teachers may have been required to spend during the excursion. Receipts and/or statutory declaration to be provided. The distribution of excess funds is at the discretion of the principal. A copy of all financial planning and acquittal records must be placed on the official file by the school. Strategic Finance is available to assist with financial management. 5.4 Code of conduct for students The code of conduct should be evaluated and any documentation about breaches of the code of conduct placed on an official file by the school and notified as appropriate. 5.5 First Aid Any incidents requiring first aid are to be documented by the teacher-in-charge, recorded on the official file and insurance claims submitted as required. 5.6 Risk assessment The risk assessment plan should be evaluated, any recommendations for future requirements of a risk assessment for an overseas excursion placed on official file by the school and notified as appropriate. 5.7 Emergency planning The emergency plan should be evaluated to determine the extent to which it was effective. Emergency incidents must be reported by the principal to the School Network Leader. 5.8 Billeting and homestay Any billeting and homestay arrangements should be evaluated and recommendations be documented by the teacher-in-charge. Any incidents requiring intervention by staff must be included in the documentation and notified as appropriate.

5.9 Exclusions Any exclusion requirements as directed by the principal must be complied with following the overseas excursion.

Appendices

Appendix 1: Risk assessment and planning guide Purpose The risk assessment and management plan ensures that practical precautions are taken to minimise the likelihood of injury, loss or disruption during an overseas excursion. Risk management provides assurance to parents, students and the Directorate that the school has considered and prepared for risks.

Risk Identification and Risk Mitigation The following questions guide the identification and mitigation of risk:

 What could happen leading up to or during the excursion?  What is the likelihood of a risk materialising?  What are the possible consequences of a risk materialising?  How will you prevent or respond to a risk?  Who will be responsible for ensuring controls or actions are implemented?

What could happen leading up to or during the excursion? Make a list of unwanted circumstances that may occur, using the following categories as a guide:

absenteeism accident alcohol or Drugs (illicit or prescription) armed Hold Up assault bad Weather communication Failure culture Shock cyclone/typhoon/hurricane earthquake/volcanic Activity electrical equipment (e.g. voltage compatibility) evacuation by local authorities environmental hazards (pollution/pollen/dust storm) family emergency flood/tsunami hijacking/kidnapping and ransom homesickness illness industrial Action / Strike language barrier local laws or customs loss of money loss of passport loss or theft of luggage outdoor adventure activity political instability postponement or cancellation pre-existing medical condition riot or civil commotion security – international travel ACT contact – reporting awareness scheme separation from tour group supervision ration terrorist activity transport failure unexpected expenses

What is the likelihood of a risk materialising? The risk matrix below will assist you to assess the likelihood of a risk materialising.

What are the possible consequences of a risk materialising? The risk matrix below will assist you to assess potential consequences of risks materialising.

For questions or further assistance with preparing a risk management plan please contact:

Risk Management and Insurance Coordinator Internal Audit and Risk Management Ph. 6205 6207 Appendix 2 Risk assessment matrix LEVEL OF RISK

Consequence

Serious injury causing Life threatening injury Injuries or ailments not Minor injury or First Aid hospitalisation or or multiple serious Death or multiple life requiring medical People Treatment Case. multiple medical injuries causing threatening injuries. treatment. treatment cases. hospitalisation.

1% of Budget or up to 2.5% of Budget or up to > 5% of Budget or up > 10% of Budget or up >25% of Budget or over Financial $100 $400 to $1,000 to $2,500 $2,500

Minor delay or Moderate delay or Serious delay or Extensive delay or real Excursion cancelled or Operational inconvenience to some inconvenience to most possible safety risk to safety risk to members terminated immediately members of group members of group members of group of group for any reason

Serious delay or Any delay that may Excursion cancelled or Minor delay Moderate delay cancellation of an effect remainder of terminated immediately Travel (up to 1 hour) (up to 3 hours) itinerary item excursion for any reason

Insignificant Moderate Major Catastrophic

Histor Numerical: ical: 1 3 4 5 L Is expect i ed to occur Almost k >1 in 10 in most Certain 5 High Extreme Extreme Extreme e circum l stance i s Will h probab 1 in 10 - 100 Likely o ly 4 Medium High Extreme Extreme occur o Might d occur at 1 in 100 – 1,000 some Possible 3 Low High High Extreme time in the future 1 in 1,000 – 10,000 Could Unlikely occur 2 Low Medium High High but doubtf ul May occur but only in 1 in 10,000 – 100,000 excepti Rare 1 Low Low Medium High onal circum stance s

Appendix 3: USA and Canada – Additional Information  sky diving  surf activities Medical negligence  top rope climbing  abseiling Claims for medical negligence occurring in the USA and Canada are  canoeing/kayaking not covered by the Directorate’s insurance. Staff are not to provide  canyoning first aid to foreign nationals, and must rely on local venues, event organisers, hotels or local emergency services to provide first aid.  caving  high ropes courses Provision of first aid to ACT public school students is permitted for  horse trekking minor injuries or ailments. In more serious cases a medical  ocean sailing practitioner or local emergency services should be contacted.  rock climbing  snow boarding Outdoor adventure activities

The ACT Government’s liability and professional indemnity insurance  sailing – dinghies and catamarans does not cover outdoor adventure activities in the USA or Canada.  scuba diving The following activities are not permitted:  sea kayaking  snorkelling  moving black water rafting  open water swimming  white water rafting  waterskiing  bungee jumping  windsurfing  cave diving using scuba  paintballing  gliding  shooting  hang gliding  parasailing  ice climbing  parkour or free running  jet skiing  snow tobogganing  lugeing  bouldering  ocean rock fishing  bushwalking  cross country skiing  sail boarding  horizontal caving  shore fishing  mountain biking  downhill skiing  orienteering In acknowledging the physical and psychological benefits from participating in a range of recreational experiences, the following recreational activities are permitted, provided there is adequate supervision by Directorate staff, and they are conducted in accordance with policy and procedures:

 closed water swimming (swimming pools, theme parks etc)  recreational cycling (not mountain biking)  nature and scenic walks on established paths and trails  visits to theme or amusement parks (e.g. Disneyland, Universal Studios). Appendix 4: Good practice in billeting

A GUIDE FOR SCHOOLS

Billeting relies on the goodwill of host families offering to accommodate visiting students, usually without financial compensation. Parents/carers will appreciate the obligation that the Directorate has in relation to the welfare of students and the measures that need to be in place to fulfil that obligation.

If the well-being 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/carers 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 Directorate requirements for child protection with the host school.  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, and o group travel arrangements.  Ensure that all billeting families are aware that students must not be taken on unauthorised family activities which may include boat trips, helicopter rides or long road trips away from the excursion area. Student travel insurance does not allow for these unauthorised activities.  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.  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. Appendix 5: MOVEMENT REQUISITION FORM PROCEDURES FOR OVERSEAS EXCURSIONS

Note: This is for Overseas School Excursions only.

Step 1 Teacher-in-Charge coordinating the overseas excursion submits Movement Requisition form for each staff member travelling for signature by Principal 9 weeks before departure

Step 2 Teacher-in-Charge submits signed Movement Requisition forms to Deputy Director-General for signature 8 weeks before departure to [email protected]

Step 3 Deputy Director-General signs Movement Requisition forms and returns form to Teacher-in-Charge 7 weeks before departure

Step 4 Teacher-in-Charge submits Movement Requisition forms to Strategic Finance to obtain a movement requisition number 6 weeks before departure to [email protected]

Step 5 Strategic Finance returns Movement Requisition forms to Teacher-in-Charge 5 weeks before departure Overseas Excursions Movement Requisition Form

Movement requisition number ______Traveller’s details: Name:______Work telephone number:______Home telephone number:______School name:______Home address:______Travel details: Departure date:______Departure time:______Place of departure:______Arrival date:______Arrival time:______Place of arrival:______Flight, rail, bus number:______Return date:______Return time:______Place of return:______Arrival date:______Arrival time:______Place of arrival:______Flight, rail, bus number:______(if insufficient space please attach a separate sheet) Accommodation details:

Date:______Hotel/Motel name:______Address:______Contact number:______(if insufficient space please attach a separate sheet)

Financial approval Estimated costs: Fares:______T/A:______Total: $______Charge Code:______Claimant:______Reference:______Amount and Date paid:______(if insufficient space please attach a separate sheet)

Traveller’s name: ______(please print) Traveller’s signature:______Date: ______

Principal’s name: ______(please print) Principal’s signature:______Date:______

Deputy Director-General’s name: ______(please print) Deputy Director-General’s signature:______Date:______Where official funding is required:

What is the source of this funding (provide details of the budget area or other source) ______

How does expenditure on this travel promote the objectives of the source area ______

All travel arrangements must be in accordance with the ETD Guidelines for Travel (refer to INDEX)

School based staff (Deputy Director-General to approve all Overseas Excursions travel by school based staff.)

Travelling officer:______

Date:______

Business manager (funds are available):______

Date: ______

Principal:______

Date: ______

Principals (Director-General to approve principal’s Overseas Excursions travel)

Travelling officer:______

Date:______

Business manager (funds are available):______Date: ______

Director-General:______

Date: ______Appendix 6: Getting help overseas

(reproduced from www.smartraveller.gov.au)

If you find yourself in difficulty overseas, there are a number of resources you can draw on for help. Your travel insurer Travel insurance companies often have 24-hour assistance centres that you can contact from anywhere in the world. If you become ill overseas, are involved in a medical emergency, or if your valuables are lost or stolen, you should first contact your insurance provider. Family and friends In non-emergency situations, such as when you have lost your wallet or require additional funds to pay a fine, and where you do not have travel insurance or your travel insurance does not provide full coverage, you should seek financial assistance from family and friends. Tour operator or transport provider If you are in difficulty as a result of delays or cancellations in travel activity or transport, you should first contact your travel agent, the tour operator or the transport provider. Alternatively, your travel insurance policy may cover you for financial losses due to such unforeseen circumstances. Local emergency services In circumstances requiring emergency assistance from police, fire or ambulance, you should contact local authorities. Contact numbers for emergency services can be found in the Where to get help section of most travel advisories. Consular services If you find yourself in difficulty overseas and have exhausted other avenues of assistance such as those listed above, DFAT may be able to provide you with some practical advice and assistance. The Consular Services Charter outlines the consular services and assistance provided by DFAT through its embassies and consulates. There will however be circumstances in which DFAT’s ability to provide consular support will be limited. Contact details for Australian diplomatic missions overseas are available on the DFAT website. The Australian Government has an agreement with Canada for Canadian missions to provide services to Australians in some countries where Australia has no or very limited representation. The 24-hour Consular Emergency Centre in Canberra can also be contacted for assistance from anywhere in the world on +61 2 6261 3305 or 1300 555 135 if in Australia.